MAINTAINING REQUISITIONS

Transcription

1 Revised 10/21/15 Page 1 of 13

2 TABLE OF CONTENTS MAINTAINING REQUISITIONS MAINTAING A REQUISTION IN BANNERWEB (SSB)... 3 LOGGING INTO BANNERWEB... 3 VIEW/PRINT/CHECK APPROVALS FOR A REQUISTION IN BANNER WEB... 3 LOOKING UP/VIEWING A PO NUMBER, CHANGE ORDER, OR INVOICE... 6 REMOVING A REQUISITION FROM APPROVALS IN BANNERWEB... 7 MAINTAINING A REQUISITION IN BANNER (INB)... 9 LOGGING INTO BANNER INB... 9 MAKING CHANGES TO A REQUISITION CANCELING A REQUISITION DELETING A REQ CHECKING BANNER MESSAGES Page 2 of 13

3 MAINTAING A REQUISTION IN BANNERWEB (SSB) LOGGING INTO BANNERWEB 1. Log-in to your myavc account, myavc.avc.edu. 2. Select Finance under the Registration & Student Records section. 3. Select Finance tab at the top. VIEW/PRINT/CHECK APPROVALS FOR A REQUISTION IN BANNER WEB 1. Click on the Finance tab at the top. 2. Select View Document 3. Choose type will default to Requisition 4. Type the document # in the Document Number field or click Document Number to search Page 3 of 13

4 a. To view all your documents, leave your name in the User ID field and select Execute Query. To view another users documents, type their name in the User ID field and select Execute Query. b. You can also use the wildcard key % if you know part of your REQ # (EX: R00001%). Select Execute Query. c. A list of your REQ # s will appear. Select your REQ #. 5. Select View Document to view and/or print the Requisition. Select Approval History to view the approval history of the Requisition. Page 4 of 13

5 NOTE: To Print the document, select the requisition text with your mouse and then print as selection. Chrome prints the selection automatically. In Internet Explorer on the print screen, you have to select the print as selection check box. Google Chrome: Internet Explorer Page 5 of 13

6 LOOKING UP/VIEWING A PO NUMBER, CHANGE ORDER, OR INVOICE 1. Follow steps 1-5 under Print a Requisition and View Approval History in Bannerweb. 2. Select View Document. 3. Scroll to the end of the Requisition to view Related Documents. 4. You can then click on the Document Code to view or print. To view a Change Order 5. Go back to the View Document Screen, select Purchase Order as the Choose Type and select Document Number. 6. Type you Purchase Order # into the Document Number field and remove the username from the User ID field. P Select Execute Query. 8. Change Orders will have a Change Seq# of 1 or greater. Select the document # you wish to view, then Select View Document to view and/or print the document or select Approval History to view the Page 6 of 13

7 approval history of the document. MAINTAINING REQUISITIONS REMOVING A REQUISITION FROM APPROVALS IN BANNERWEB To make changes to a Requisition that is in the approval process, you will need to deny the Requisition in the Approve Documents section of Bannerweb. 1. Click on the Finance tab at the top. 2. Select Approve Documents. 3. User ID will default to you. 4. Select All documents which you may approve and Submit Query. 5. All REQs you have submitted which are currently in the approval process will display. 6. Select Disapprove of the Requisition you want to remove from the approval process. Page 7 of 13

8 Once your Requisition is removed, you can cancel or make changes to the REQ in Banner (INB). Page 8 of 13

9 MAINTAINING A REQUISITION IN BANNER (INB) LOGGING INTO BANNER INB 1. Double-click the Webapps icon on your desktop. If the page does not open in Internet Explorer, copy and paste the link into Internet Explorer. 2. Select the Banner link from the Production Servers section. 3. Select Run or Continue from the pop-up boxes. 4. Log-in using your AVC username and password provided by ITS. Leave the Database field blank. You can reset your password by clicking on the Change Banner Password under the My Links section on the right hand side of the Banner main menu. Page 9 of 13

10 MAKING CHANGES TO A REQUISITION Making changes to a REQ that is NOT Complete and Approved or has been disapproved. 1. If your REQ is in the approval process, first remove it by following the instructions under Removing a Requisition from Approvals in Bannerweb on page Login to Banner (INB). 3. Access the Requisition form, FPAREQN. 4. Click on the Search Arrow to select your Requisition #. a. Scroll through the REQs and double-click on your REQ # when located. You can also query your REQ # by searching your name and/or other fields: Click Enter Query, type your name in the Requestor Name field, then click Execute Query. All the REQs you have entered that meet the query criteria will appear. Double click on the REQ you need to make changes to. 5. Click Next Block to access the REQ. 6. Make changes to the applicable fields. Please reference the Creating a Requisition in Banner guide for further details on the FPAREQN form. 7. When you are finished making changes go to the Balancing/Completion tab and select Complete to send your REQ for approval or select In Process to save your REQ and make additional changes later. Making changes to a REQ that is Complete and Approved. 1. the Purchasing Department, purchasing@avc.edu, with the following information: a. SUBJECT: C/O Request REQ # RXXXXXXXXX b. BODY: Explain the change that needs to be made 2. Purchasing will verify that the changes will be made and process the C/O for approval. NOTE: Is the responsibility of the requester to ensure C/O is approved by desired date. Page 10 of 13

11 CANCELING A REQUISITION MAINTAINING REQUISITIONS A Requisition can be cancelled after it has been completed and approved by using FPARDEL Requisition Cancel. A cancelled Requisition will no longer be viable in the system. A Requisition cannot be cancelled if a purchase order number has been assigned to it. Contact the Purchasing Department if you need to cancel a Requisition that has been assigned a Purchase Order. 1. Access the Requisition Cancel form, FPARDEL. 2. Enter the Requisition number in the Request Code field. 3. Click Next Block to access the Requisition. 4. Review the information fields to verify the Requisition being cancelled. 5. Select the Cancel Date tab. 6. If you would like to add comments on why the REQ is being cancelled, go to the Options menu and select Document Text (see Appendix A in the Creating a Requisition guide for instructions on Document Text). 7. Click on the Make Cancellation Permanent Icon to cancel the Requisition. 8. The notification bar will inform you that the transaction is complete. Page 11 of 13

12 DELETING A REQ A Requisition can only be deleted if it is still In Process. If a Requisition has been completed, but not approved, first remove the Requisition from Approvals in Bannerweb (see page 7) then proceed to delete the Requisition. If a Requisition has been Completed and Approved, you will only be able to cancel the Requisition (see page 11). 1. Access the Requisition form, FPAREQN. 2. Click on the Search Arrow to select your Requisition #. a. Scroll through the REQs and double-click on your REQ # when located. You can also query your REQ # by searching your name and/or other fields: Click Enter Query, type your name in the Requestor Name field, then click Execute Query. All the REQs you have entered that meet the query criteria will appear. Double click on the REQ you need to make changes to. 3. Click Next Block to access the Requisition. 4. Go to the Record menu and select Remove 5. The notification bar will ask you to delete the record again. Repeat step 4. Page 12 of 13

13 6. A notification will pop up letting you know that all commodity and accounting records will be deleted. CHECKING BANNER MESSAGES When a Requisition is approved or denied, the requester will receive an auto generated message from Banner workflow. Users can also view these messages in Banner through the following steps: 1. Log-in to Banner (INB) 2. Select Check Banner Messages from underneath the My Links section. The green checkmark indicates an incomplete or new message. 3. After reviewing your message(s), mark as Complete and then Save to remove the green check mark notification. You can also keep the message as Pending to leave the green checkmark notification as a reminder to make a change on a denied Requisition. Page 13 of 13