Creating Purchase Requisition SELF SERVICE BANNER FINANCE

Transcription

1 1 VINCENNES UNIVERSITY Creating Purchase Requisition SELF SERVICE BANNER FINANCE Review Budget before Entering a Requisition: Prior to entering a purchase requisition, review the available budget in the FOAPAL string(s) to which the purchase will be charged. This should be done by accessing FGIBAVL. If funds are not available, a budget transfer must be processed. If you skip this step, you may find that the requisition will not be allowed to be completed, which will require you to leave the requisition form to process a budget transfer. The system will not allow NSF (non sufficient funds) documents to be completed or posted. The form FGIBAVL does not provide transaction detail history; however, the primary advantage to using FGIBAVL is that it provides up-to-the-minute balances. For example, if someone in your department enters a budget transfer or a purchase requisition, the amount of that particular transaction will reflect against the balance available. Note: This is not true of FGIBDST, which displays only documents which have passed through the approval process and have been posted. 1. Enter Chart of Accounts: C 2. Enter the Fiscal Year: 11 (for ) 3. Enter the Fund, Orgn, and Account (Program Code should populate) Each of these fields must be filled in. You will see the particular account you entered plus all existing accounts which follow in the same distribution (fund/orgn/program). 4. Press Crl+Page Down to go to the Next Block

2 2 Creating Purchase Requisition SELF SERVICE BANNER FINANCE Requisitions will flow through and be approved through an electronic approval process. If a requisition is not approved at any level through the approval process, it will be rejected all the way back to the originator. The status of a requisition can be viewed at any time in Self-Service You cannot save a document or leave it in process in the middle of data entry Once the document is started it must be completed, or all information will be lost. Once the requisition has been approved, it will be posted and forwarded to the Purchasing and Procurement module of Banner for processing. Note: You cannot save a purchase requisition and complete it at another time. Once a requisition is entered it cannot be modified in SSB. Select the Finance Services tab on Self Service menu Click on Requisition

3 3 A requisition is broken into three parts: The first part is general information about who is requesting the purchase and who they would like to order from. 1. Transaction Date (defaults to today s date) 2. Delivery Date: (defaults to today s date, you can change if needed) 3. Vendor ID (search for vendor by using the Code Lookup vendor) (move to bottom of screen to see Code Lookup) a. Copy and paste the Vendor ID into the Vendor ID Field 4. Click Vendor Validate (this will automatically populate vendor information for you) 5. Requestor Name: Defaults to your name 6. Requester Insert the of the person who should receive a copy the approved requisition 7. Ship Code: Defaults to VCM (Main Campus)(Other Options can be found using the Code Lookup-Ship VJC (Jasper Campus) 8. Organization: Defaults to your default org set up in system. To change, type the correct org in the field. 9. Attention to: Defaults to your name (can change if necessary). 10. Document Text: This information will print on the PO in the description at the top. (OPEN PURCHASE ORDER, QUOTE #). 11. Comments: This field is used for information you need to share with purchasing when forwarding the requisition.

4 The Second Part is entering the commodities you would like to purchase. Required Fields: 1. Commodity Description (be as detailed as possible, field is limited to 50 characters) (IF MORE THAN 5 LINE ITEMS, REFER TO SECTION BELOW) 2. U/M, Unit of Measure (select from pick list). 3. Quantity 4. Unit Price 5. Discount Amount (if applicable). 6. Additional Amount will be the shipping and handling charges 7. Click Commodity Validate. This will calculate the dollar amount of your order

5 5 Calculated Commodity Amounts shows the dollar amount, broken down by category for your requisition. If there is an error, you will need to change in section above. The Third Part of the requisition is payment for the order. It defaults to Percentage; however, you can change it to Dollars if you are using more than one account. Required Fields: 1. CHART: Type in chart (C, F) 2. FUND 3. ORGN 4. ACCOUNT 5. PROGRAM 6. ACCOUNTING (if selecting percents, use percent as applicable. If using Dollars, type in dollar amount to be expensed to each line.) 7. CLICK VALIDATE 8. If everything is correct, click complete Save as a Template: This option can be utilized if you use the same vendor frequently or the same FOAPAL frequently. Simply name the Template and it will save when validating and completing the requisition. NOTE: Any back-up documentation must be ed to purchasing@vinu.edu with Requisition # on information.

6 6 IF MORE THAN 5 LINE ITEMS: Before completion, put in comments, will be continued. A new requisition will be created and in the comments section, type -- R000000* continued. Purchasing will combine the two requisitions into one PO. o Will be continued R continued