Banner Finance Module Processing. April 12, 2012

Transcription

1 Banner Finance Module Processing April 12,

2 2

3 ** drill down capability, but no uncompleted items ** 3

4 Highlight field in YTD column, then go to: Options/Transaction detail activity. 4

5 Go to: Options/Organizational Encumbrances. 5

6 Highlight field in Adjusted Budget column, then Options/Transaction detail activity. Open a query. In the Type box, type in B%. Execute query. 6

7 BD01 is original budget entry. BD02 are budget modification entries. 7

8 A request To purchase goods or services To utilize university funds An authorization To purchase goods or services To utilize university funds To create an obligation Provides authority to - Make the acquisition Utilize funds from a budget line Utilize the specific amount of dollars Commit the university 8

9 To communicate need To acquire goods and services To secure and encumber funds To obtain appropriate authorization To provide compliance 9

10 Every requisition must be Timely Complete Accurate Funded Approved 10

11 Completed by requestor Approved by upper management Submitted to Purchasing CAUTION! Make sure that funds are available in your budget BEFORE you submit the req. Do your BUDGET MOD before you submit your req. 11

12 12

13 Do not enter anything here. Press & hold Ctrl & Page Down. This will take you to the Requisition Entry screen where you will begin. 13

14 14

15 15

16 After clicking on the Ship To drop down box, press and hold Ctrl & Page Down to move to the next screen 16

17 Unless you know the vendor code, you will need to click on the vendor drop down arrow. Then you will click on Entity Name/ID Search to find your vendor. 17

18 Under Last Name, type in the name of the vendor with % before and % after the name. If you only know part of the name, type what you know. Press the F8 function key to execute the search for the vendor. This will produce a list of vendors. Click on the vendor you are looking for. 18

19 19

20 You will then see this screen with the vendor information filled in. Press and hold Ctrl & Page Down to navigate to the next screen. 20

21 21

22 Use Extender to attach quotes, contracts and documentation to the requisition. Go to Commodity box and click on the + icon and follow the instructions. For further training, please contact IT. 22

23 23

24 Be sure to include the requestor s name and department here. Other important information needs to be included here such as quote #, invoice #, etc. This wording will appear on the printed purchase order. 24

25 Click here to save your information. After clicking on the save button, click on this x to take you back to the previous screen. 25

26 Here you will include the unit of measure (U/M), quantity, and unit price. You can press tab to navigate between these fields. 26

27 Press & hold Ctrl & Page Down to navigate to the budgetary area at the bottom of this screen. 27

28 Type in the appropriate Acct code, all other fields will be pre-filled based on the org code you entered earlier. 28

29 After Acct code is entered, click on Options, then View Budget to make sure you have funds loaded for this purchase. 29

30 Be careful to check the correct account balance below. Click on the x above to return to the previous screen 30

31 If everything looks correct, press & hold Ctrl & Page Down to move to the final screen. 31

32 Review the this information final screen in and this final then screen. click on Be the sure complete to write down button the to requisition number for future reference. Click on Complete to send the order to your approver. 32

33 EVERY TRANSACTION WITH A VENDOR OR SUPPLIER REQUIRES A PURCHASE ORDER BEFORE THE PRODUCT OR SERVICE IS REQUESTED AND RECEIVED. VERBAL COMMITMENTS ARE NOT PERMITTED. Failure to comply with the policy may result in your personal responsibility to pay the invoice, or worse. For more information, please attend Purchase Requistion training April 23, 2012 at 2:00. 33

34 34

35 The Requisition number will be highlighted with a status code Status is blank means the requisition has not been completed. The requisition needs to be accessed through FPAREQN to be completed. Status C means the requisition is still in the approval process. Check FOAAINP, the Document Approval screen to see who still needs to approve the requisition. Status A means the requisition has been approved. There will be a PO number assigned in the PO field. Purchase Orders: If the PO status is blank, then the PO has not been approved yet. If the PO status is A, then the PO has been approved. Check the date of the PO by highlighting the PO number, go to Options, select Purchase Order information, select next block Print date on the PO is the date the PO is issued. 35

36 36

37 Enter requisition number and next block down. Queue IDs are in alphabetical order, not approval order. Scroll down and names in the queues show in the User column. Determine the food chain order and that is probably in whose queue the requisition is located. If there are not queues in the Queue ID, the requisition is either 1) fully approved or 2) been denied and sent back to the requestor. 37

38 38

39 Enter requisition number and next block down. Queues show in date order of approval. A denied requisition will show DENY in the queue name in FOIAPPH. NSF means that there was insufficient budget at the time the requisitions was completed. Does not go away if budget was fixed during the approval process. 39

40 A denied requisition will show DENY in the queue name in FOIAPPH. Requisition will go back to requestor and a Banner message flag will show on the Banner front page. Requisition will show as uncompleted. Make necessary changes and recomplete or delete the requisition. G/L month close is usually around 10 th of each month. All requisitions for the that month must be completely approved or they have to be denied due to the date. 40

41 Uncompleted requisitions tie up budget in FGIBAVL. Uncompleted due to duplication or denials. Go to FPIREQN and run a query on your name and/or organization number for No in approved box. Requisitions cannot be deleted if they are in someone s queue, so if it is, have the person deny the requisition. 41

42 Remove uncompleted or denied requisition If the requisition is still in an approval queue, request one of the remaining approvers to deny the requisition Go to FPAREQN Input the requisition number and hit next block Click on RECORD at the top tool bar Click on REMOVE Click on RECORD, again Click on REMOVE, again 42

43 Delete completed requisition Go to FPARDEL Input the requisition number and hit next block Click on the CANCEL DATE tab Choose a reason code from the drop down box Click on the MAKE CANCELLATION PERMANENT icon Other methods didn t work Send an to either Purchasing or AP and request that they close the requisition. 43

44 FOAUAPP if you are approver, your name will automatically populate. If not, type in approver s name for view only. 44

45 All invoices must without exception: Be mailed to accounts payable Include the purchase order number Include payment terms Include due date Include current remit to address 45

46 Details icon allows you to see requisition and details. Next block through screens. Approve green check box. Deny red x box. Comment box will appear so you can list denial reason. Will flag back to the requisition originator. NSF approved through the Budget Office. 46

47 All invoices should be sent directly by the vendor to: or Accounts Payable Dept. Central State University P.O. Box 1004 Wilberforce, Ohio Invoices mailed to the requestor may not be processed and paid in a timely manner. 47

48 All invoices should have the purchase order number referenced on the face of the invoice. Itemized invoices should correspond to the itemization on the purchase order. 48

49 If an invoice is received in accounts payable without a valid purchase order number, notification of the offense will be sent to the requestor and their supervisor will be notified that an out of compliance order has been placed. The requester is required to obtain a PO ASAP. Reoccurring out-of-compliance offenders will be brought to the attention of their VP and the CFO. CSU policy allows out-of-compliance orders to be paid via payroll deduction from the requistor s paycheck. 49

50 Invoices must include the payment terms and they should agree to the terms included on the purchase order. Invoices that provide for prompt payment discounts will automatically move to the front of the line for payment processing. 50

51 Invoices with only normal payment terms will be paid when due. Past due invoices received in Accounts Payable will be paid as soon as practically possible using normal processing procedures provided there is a valid PO. 51

52 Normal check print days are Wednesdays and Fridays. Invoices which need immediate payment must be accompanied by a valid PO. An should be sent to AP and Purchasing. Reasonable attempt will be made to honor the request. These types of requests should rarely occur. 52

53 CODs may be issued in specific and limited circumstances. A valid PO must be in place and adequate documentation provided in lieu of an invoice. Once a COD check is issued, a paid receipt must be returned to the accounts payable office within seven business days. Failure to remit a paid receipt will result in denial of COD privileges and possible reimbursement of funds from employee s paycheck. 53

54 For fraud protections, all checks should be mailed to the remit to address on the invoice. The requestor, in limited circumstances, may request to pick-up the check in Accounts Payable. AP office will notify the requestor when the check is available. Only CSU employees may pick up checks. CSU students and vendors may not pick up AP checks. 54

55 Only the requestor or their departmental designee may pick up vendor checks. Employee reimbursement checks may be picked up by the employee/payee or their designee. AP must be notified in writing prior to the pick up of any designee authorization. Pick up checks still remaining in the AP office after two weeks will be either voided or mailed to the vendor based on AP discretion. 55

56 There are some situations in which an existing physical check needs to be voided or stop paid due to: Stale date Travel cancellations Event changes Damaged check Bad address Lost check (requires 14 day wait period from issuance) 56

57 Void: Physical check is in requestor s possession. Bring physical check to Andrew Caldwell, Althea Parries, or Tonya Perry in the Controller s Office. Complete and sign the void/stop pay check request form. Indicate if replacement check should be issued. If replacement check is to be issued, the funds will revert to the originating Purchase Order so a replacement check can be issued. If a replacement check is not issued, the funds will remit back to the originating accounting line. 57

58 Stop Pay: check not in possession of requestor. Complete and sign the void/stop pay check request form and give to Andrew Caldwell, Althea Parries, or Tonya Perry in the Controller s Office A stop pay will not be processed until A/P has confirmed that the check has not been cashed. 58

59 Indicate if replacement check should be issued. If replacement check is to be issued, the funds will revert to the originating Purchase Order so a replacement check can be issued. If a replacement check is not issued, the funds will remit back to the originating accounting line. 59

60 Any questions? Please refer to CSU policies and procedures available at centralstate.edu. Purchasing: Steven Russell at X 6014 Accounts Payable: Tonya Perry at X 6313 and Althea Parries at X Asst. Controller: Ellen Clapp at x