Training Workbook Table of Contents 1. Introduction: Purchasing Policies & How-To s... 1-1 2. Beginning Requisitions Creating a Requisition... 2-1 Using Record > Remove to Fix Mistakes... 2-15 Chartwells Purchases... 2-16 Looking Up Your Requisitions... 2-17 Exercises... 2-18 3. Advanced Requisitions Shared Funding: Charging Items to More than One Index Number... 3-2 Copying a Requisition... 3-4 Removing a Requisition in Process... 3-5 Making Changes after a Requisition is Disapproved... 3-6 Querying Document History (FOIDOCH)... 3-7 Disapproving One s Own Requisition for Changes (FOADOCU)... 3-8 Making Sure Requisitions are Approved (and rolling over requisitions for the following month when necessary)... 3-9 4. Supplements Introduction to Banner Finance Terms... 4-1 Glossary... 4-3 Standard Abbreviations, Vendor and Other Non-Person Entities & Forms Used in Requisitioning... 4-5 Using Commodity Codes... 4-6 Questions to Ask Yourself Before Completing a Requisition... 4-9 Purchasing Services 282-3111 www.isu.edu/purch Questions? Tigeri Training 282-2598 or 282-2554 www.isu.edu/tigeri/training Problems Using Banner or BengalWeb? IT Service Desk 282-4357 (help) Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 Table of Contents
help@isu.edu ReqMasters Training Workbook 1. Introduction Goal This workbook will acquaint you with purchasing practices at Idaho State University (ISU) and will show you how to create, copy, change, track, and modify requisitions in Banner. Remember: It takes quite a bit of time to submit a requisition and create a purchase order. To save time and money, plan ahead. Recognize opportunities to consolidate requisitions, and take advantage of them. Purchasing Policies & How-To s 1. Every ISU employee involved in the purchasing process must comply with state laws, federal guidelines, established ethical standards, and best business practices. It is expected that those authorized to create requisitions in Banner ( ReqMasters ) will exercise good judgment at all times, and will consult with Purchasing Services (Purchasing) whenever questions arise. 2. A Purchase Order (PO) number or Purchasing Card (P-Card) number must be used to begin every purchasing transaction with a vendor. Purchase Orders must be issued before a purchase is made. Chartwells purchases must be made by PO only. Submit in advance to allow time for processing. 3. A ReqMaster will create a requisition when a PO is to be sent to a vendor to order goods or services. Purchasing creates POs from the requisitions submitted. 4. There are two types of Purchase Orders Regular and Standing. Standing Order. Used for rent, utilities, and certain other reoccurring orders. Standing Orders can be issued for a period of up to 12 months and expire each year on June 30. Banner encumbers the total amount of the purchase at the time the PO is created, i.e., earmarks the funds so that they are not available for anything else. Standing Orders require an accurate estimate of the amount to be spent. Examples: a) Standing Order to Cardinal Health for Student Health to purchase misc. laboratory supplies for the period 07/01/10-06/30/11. Not to exceed $5,000 (that is the limit where bids are needed). Unit of Measure (U/M)=Each. Price=$5,000 (max. allowed). Qty.=1. b) Standing Order to Joe s Rentals for monthly rental of boat @$250/month to be used in research project for the period 9/01/10-2/31/11. U/M= Each. Price=$1,250.00. Qty.=1. Regular Purchase Order. Used for most purchases. On Regular Orders, the quantity must match the quantity that will be shown on the invoice. Use a Regular Order for recurring expenses when you must review the receiving documents each time an invoice is submitted. Example: Regular Order to Joe s Rentals for monthly rental of boat @$250/month to be used in research project for the period 9/01/10-2/31/11. U/M= Each. Price=$250.00. Qty.=5. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 1-1
5. Interdepartmental Transfer of Property Form. Must be submitted to Purchasing when it is necessary to move goods (transfer inventory) from one department to another. 6. Departmental Receiving Report Form. Must be submitted to Purchasing when items purchased with a PO are delivered to a department or services are rendered. A report is required for all goods and services purchased with a PO except for prepaid maintenance. Not required for P-Card orders. However, P-Card holders are responsible for maintaining all documentation associated with such purchases. 7. Sales Tax. All purchases made by ISU are exempt from sales tax. For additional information and for copies of the forms mentioned above, go to the Purchasing tab in BengalWeb or to the Purchasing website: www.isu.edu/purch. P-Cards Purchasing grants P-Cards to approved University employees. Each P-Card has spending limits which must not be exceeded (new P-Card holders are given a transaction amount of $500). All P-Card holders must understand the concept of chaining, a deliberate attempt to avoid exceeding purchasing dollar limits by breaking a single-vendor purchase into multiple orders. Cardholders are liable if they intentionally exceed their delegated authority or engage in chaining in order to do so. P-Cards are made available for incidental purchases. However, the P-Card program is not intended to meet all of a department s needs. When additional oversight or approval is needed, when a purchase is potentially questionable or in need of greater scrutiny, or when a purchase includes a sensitive item (whether or not that item is included in the Unauthorized Purchases list*), requisitions should be created and submitted to Purchasing. Requisitions are required for purchases of any electronic equipment costing more than $299. A requisition is approved prior to a purchase, whereas P-Card purchases are reviewed only after the fact. * A complete list of Unauthorized Purchases can be found under What You Can and Cannot Buy in the P-Card Manual provided by Purchasing. Alcoholic beverages, radioactive isotopes, and live animals are among the prohibited items. Transactions Handled by Accounting Reimbursement Request Form. Used for reimbursements for out-of-pocket expenses of less than $100. Any cash expenses over $100 will be subject to greater scrutiny. Cash expenses may not be reimbursable. If there are doubts, check with Accounting beforehand. Direct Pay Form (no Purchase Order). Used to process payments through Accounts Payable that do not require a Purchase Order. Eligible items include employee reimbursements, awards, prepayments, and payment of subscriptions and memberships. Direct Pay is the preferred method of purchase when prepayment is required. Direct Pay is NOT allowed for Chartwells purchases. Interdepartmental Charge Form. Used to pay for merchandise or services purchased from another ISU department, e.g., event tickets, payment for services, rent, or meeting rooms. Independent Contractor Form. Used for payment of honorariums, and to pay performers and experts/professionals (e.g., speakers at health conferences) for services rendered. Purchasing will become involved only when there is more than one provider in the marketplace and competition is sought. Journal Entry Form. Used for corrections to previous transactions. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 1-2
Travel Authorization and Travel Reimbursement Request Forms. Used for all travel expenses for University Employees. Invoices for items purchased with a Purchase Order are to be sent directly to Accounts Payable (Stop 8219). For more details and for copies of the forms mentioned above, go to the Finance tab in BengalWeb or to the Finance & Administration website: www.isu.edu/finserv. Additional Information Purchasing Services: www.isu.edu/purch Finance & Administration: www.isu.edu/finserv Tigeri Training & Support: www.isu.edu/tigeri/training ISU Faculty and Staff Handbook: www.isu.edu/f-shandbook ISU Manual of Administrative Policies & Procedures (MAPP), sections on Procurement Ethical Code of Conduct, General Purchasing, and the Purchase Card : www.isu.edu/ucounsel/mapp.shtml. University employees involved in any aspect of the procurement process have a responsibility to understand and abide by procurement rules and laws as stated in the Faculty and Staff Handbook and in the MAPP. In-Class Discussion Topics (please take notes on important points) A Purchase Order number or Purchasing Card number must be used to begin every Purchasing transaction with a vendor. Purchasing Home Page: www.isu.edu/purch Purchasing Training Class Bid Thresholds Delegated Authority Sole Source Chaining State Contracts Fund Sources Emergency Handling Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 1-3
2. Beginning Requisitions Creating a Requisition Overview... 1 Checklist: Information Needed to Create a Requisition... 2 Filling Out the Form a. Getting Started... 3 b. Requestor/Delivery Information... 4 c. Vendor Information... 7 d. Commodity & Budget Accounting... 9 e. Balancing/Completion... 13 Using Record > Remove to Fix Mistakes... 15 Changing Commodity Codes... 16 Chartwells Purchases... 16 Looking Up Your Requisitions... 17 Exercises ( Homework )... 18 Overview... Anatomy of a Requisition Start: Collect Information/ Open FPAREQN Fill In Requestor/Delivery Information Fill In Vendor Information Fill In Commodity & Budget Accounting End: Balancing/Completion Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 2-1
Checklist: Information You ll Need to Create a Requisition... Before beginning a requisition, have the following information available: (see Glossary in Section 4 of this workbook for definitions) 1. Delivery Date Preferred delivery date for the goods or services to be ordered (must be specific, not ASAP ) 2. Vendor (if known) Vendor name that exists in Banner, or Vendor name and complete address information for new Vendor 3. Description Complete description of goods or services to be ordered, including part or catalog number (if relevant) 4. Quantity Quantity of items to be ordered 5. Price Price of each item 6. Index Code Banner Index Code to charge (Index Codes replaced old ISU account numbers as of 7/1/09) 7. Commodity Code Commodity Code(s) for items to be ordered (see Supplements section of this workbook for additional discussion) Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 2-2
Filling Out the Form... A. Getting Started Log on to INB For PRACTICE requisitions Log in to the test instance of INB (BTEST) by going to the URL given to you during training. Your user name and password will be the same that you use to log on to BengalWeb. Save this link to your favorites menu so that you can return to it more easily in the future. For REAL requisitions (after certification) Log in to BengalWeb http://bengalweb.isu.edu. There are two links to production INB (BPROD). Use either one: 1. Go to the Purchasing tab, and click on the link to "Start a Requisition" found in the Requisitions channel. 2. Go to the Finance tab, and click on the "Banner INB" link in the Finance Information channel. Whichever you choose, INB will open, and you will log in using the same user name and password you used to log in to BengalWeb. Open FPAREQN There are three ways to open the Requisition form (FPAREQN): 1. Go To Method: In the Go To box at the top of the screen, type in FPAREQN (case does not matter), then press Enter. 2. My Banner Method: After you ve opened FPAREQN as above, right click anywhere on the form, and select Add to Personal Menu. The next time you log in, double click the My Banner folder on the General Menu screen. Double click Requisition [FPAREQN] to open. 3. Folder Method: Drill down through the folders on the General Menu screen. Double click on Financial, then Purchasing and Procurement, then Request Processing, then Requisition [FPAREQN]. Start a New Requisition After FPAREQN opens, perform a Next Block command (select Block > Next from the menu bar, click on the Next Block icon on the tool bar, or press Ctrl+Page Down). Do not enter ANYTHING in the Requisition number field; just perform a Next Block. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 2-3
B. Requestor/Delivery Information You are now in the Requestor/Delivery Information block. You will see that some of the fields are already populated. Order Date is the active field (highlighted in blue). Important: Tab to Move Between Fields From now on you must always press Tab to move between fields within a block (press Shift+Tab to move to a previous field). DO NOT USE YOUR MOUSE. If you click into fields or blocks out of sequence, some of the necessary information may not be filled in correctly, resulting in errors that may be difficult to fix. Another possibility is that Banner may freeze up, forcing you to exit. What to Do if Banner Freezes Up... Sometimes Banner will lock up when you re in the middle of a requisition and not allow you to do ANYTHING. Generally, this happens because you ve clicked around here and there in various fields out of sequence. If you find yourself in this situation, write down your requisition number, return to the browser that you launched Banner from, and click the back button (or navigate to a different website if the back button is not available). This will force Banner to close. You may then log back into Banner, open FPAREQN, enter your requisition number, and complete your request. Verify and/or Complete Requestor/Delivery Information 1. Requisition. The Requisition number field reads NEXT. It will be assigned the next available requisition number when you reach the Commodity/Accounting block. 2. Order Date. Defaults to today s system date. Don t change. 3. Transaction Date. Determines the date the encumbrance transaction for this requisition will occur. Don t change. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 2-4
4. Delivery Date. Indicate the date the goods or services are needed by clicking on the calendar icon and selecting the correct date (or direct enter MMDDYY, i.e., 011209). If delivery is in the same month, just enter the day (i.e., 28), and the rest will be filled in. You must enter a specific date. For emergency requests, call Purchasing Services at x.3111. 5. Comments. Used to notify the Buyer of special instructions. Limited to 30 characters. The Comments field is to be used ONLY for very brief messages to Purchasing that will fit within the 30-character limit. If you have a lengthier message, put "See document text" in the Comments field, and then use the Add Document Text function described on the following page to put in details. Never start a message in Comments and finish it in Document Text. If you need additional space, use the Add Document Text function described on the following page. Information in the Comments field or Document Text goes to Purchasing. Put in any additional instructions you have for Purchasing here, kind of like attaching a yellow sticky note to a paper requisition. And please be very explicit! This information does not go to the vendor. Comments field (some starter suggestions): Standing Order (see Introduction) put only the words Standing Order in the Comments field; use Item Text (described on page 2-10 of this handbook), NOT Document Text, to fill in the remaining details about the order Shared Funding (described on page 3-3 of this handbook) Sole Source (only place item can be obtained) Must Match Existing Equipment No Vendor Identified See Document Text See Electronic Quote See Faxed Quote Please Obtain Quotes Please Do Not Substitute Please Call to Discuss Shipping Charges Attachments to Requisitions: Emailing quotes and other attachments will assure the speediest processing. Include the corresponding Requisition # in your communication. Faxes and hand-delivered items may delay your order. If your requisition will be accompanied by supporting materials, note this in the Comments field. 6. Requestor Information. Defaults to the name and organization associated with the requisition creator. Fill in your email and phone number. Purchasing will use this contact information if they need to get in touch with you about your order. You do not have to provide a Fax number. No Organization? If you haven t yet been assigned a default Organization, enter your Organization in the Requestor/Delivery Information block before going on. You won t be allowed to add Document Text (additional comments if you exceed the length of the Comments field) if the Organization field hasn t been filled in. 7. COA (Chart of Accounts): Always 9. Do not change. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 2-5
8. Ship To. Defaults to shipping address information associated with the requisition creator. To select a different location, click the Search [ ] button, and double-click the desired Ship To code. Note: With few exceptions, ALL Pocatello deliveries must be shipped to Central Receiving (PCR). 9. Attention To. You must always change the information that appears by default in the Attention To line. Delete the default, and put in the name and department of the person actually requesting the item(s). The department must always be included to assist Receiving in speeding delivery. When you are satisfied that all the entries are correct, Next Block (select Block > Next from the menu bar, click on the Next Block icon on the tool bar, or press Ctrl+Page Down), OR click on the Vendor Information tab to select your Vendor. Adding Document Text Document text is used to enter any additional information you wish to communicate to Purchasing. It will NOT appear on the PO sent to the Vendor. If you have an estimate of shipping charges, put it here. If the items purchased will be used for something not normally expected, if you will be using them to build something else, or if the purpose for purchasing them is unclear, explain here. If items will become a part of an item that is already tagged, include the tag number. Text can be entered at any point in the requisition process after the Delivery Date has been entered. 1. Open FOAPOXT. To enter document text, select Options > Document Text [FOAPOXT] from the menu bar. The Procurement Text Entry form will appear. 2. Go to Next Block. Perform a Next Block command to proceed to the first blank line under Text, or simply click on the first blank line. 3. Type in Desired Text. These fields are limited to 50 characters and do not wrap. If additional lines are needed, use your down arrow [ ] to go to the next line and continue entering text. (If you are requesting a new Vendor, be sure to include Vendor/Company, complete address, phone, and contact information.) 4. Save & Close Form. After entering all of the information, make certain that the Print box is checked for all lines. Save the text (click the floppy disk icon on the left-hand side of the toolbar, select File > Save from the menu bar, or press F10). Now Exit (select File > Exit from the menu bar, click the X at the right-hand side of the toolbar, or press Ctrl+Q) to close FOAPOXT and return to FPAREQN. Note that the Document Text checkbox at the upper right-hand corner of the form is now checked. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 2-6
C. Vendor Information You are now in the Vendor Information block. Leave blank if unknown or if you re requesting a new Vendor that has not yet been set up in Banner. To Request a New Vendor You must submit a completed Vendor Registration Form and a completed W-9 Request for Taxpayer Identification Number and Certification before a new Vendor can be set up in Banner. These items can be found on the Purchasing website (http://www.isu.edu/purch) under Forms. Regular Requests: Note your choice of Vendor in the Comments field in the Requestor/Delivery Information block or in Document Text (discussed on the previous page). Also state when and how the required forms were submitted. Emergency Requests: If the Vendor you desire is not already in Banner, call Purchasing at x.3111. What to Do if You Don t Have a Vendor If you don t have a vendor, that s OK. You can leave the Vendor Information block blank. Include any instructions you have for selecting a Vendor in the Comments field (add Document Text if over 30 characters), or leave it up to Purchasing to decide. Fill in Vendor if Known When the Vendor Information block opens, the cursor is in the Vendor field (highlighted blue). If you know the Vendor code, you may enter it, and the Vendor information will automatically be populated. If you do not know the Vendor code, search for it using the Entity Name/ID Search form (FTIIDEN) as shown on the following page. If the Vendor address information is not correct, contact Purchasing. Do not make any changes here. However, you may add a particular Vendor Contact or Email. When you are satisfied that all the entries are correct, Next Block (select Block > Next from the menu bar, click on the Next Block icon on the tool bar, or press Ctrl+Page Down), OR click on the Commodity/ Accounting tab to continuing entering information. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 2-7
Using the Entity Name/ID Search Form (FTIIDEN) If you don t know the Vendor code, click on the Search [ ] button at the right-hand side of the Vendor field. From the Option List that appears, select Entity Name/ID Search (FTIIDEN). The Entity Name/ID Search Form (FTIIDEN) opens. Searching Using Wildcards A search using wildcards consists of a combination of letters, including one or more percent signs (%). The percent sign wildcard matches any number of characters. Placement of the wildcard is important. A search with the wildcard before and after the search value will produce a different result than a search with the wildcard only after the search value. If in doubt of where the search value will be located within the name, enter the wildcard before and after. Example: Find Piedmont Plastics. Searching by entering %Pied% displays all items that contain the characters Pied. Searching by entering Pied% displays all items that begin with the characters Pied. Searching by entering %ied% displays all items that contain the characters ied in any character spaces of a name. Note: Searches in FTIIDEN are case sensitive. A search for %Pied% would produce different results than a search for %pied%. You may leave off the first letter so that case sensitivity does not produce false results, i.e., search for %ied%. To Find Vendors 1. Press Tab. This places the cursor in the Last Name field. 2. Enter Search Terms. Type percent (%) followed by a portion of the vendor name, followed by another percent sign (%). Leave off the first letter of the name so that case sensitivity does not return false results. Refer to the list of Standard Abbreviations found in the Supplements section of this workbook to see what elements of Vendor names are routinely shortened. Note: Your search will produce no results if it contains the full-length version of one of these terms. 3. Execute Query. Press F8 (you may also select Query > Execute from the menu bar, or press the Execute Query icon on the toolbar). 4. Double-Click on the Vendor ID Number or Name. This returns you to the Vendor Information block of FPAREQN. You will see that the Vendor information has been filled in. To Search Through Entire List of Available Vendors If you wish to search through a list of all available Vendors, just enter the percent sign (%). Shortcut: While in the Vendor Information block with your cursor on the Vendor code field, press F8 to Execute Query. FTIIDEN will open with a list of all available Vendors displayed. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 2-8
D. Commodity/Accounting You are now in the Commodity block. This block is used to enter line item information and to assign expenses to the correct FOAPAL s. The cursor is in the Commodity code field (highlighted blue). Important: Write Down Your Requisition Number When you enter the Commodity/Accounting block, your requisition is assigned a number. Write this down. You will need this for tracking and to communicate with Purchasing. Complete the required information, tabbing from field to field. Keep tabbing until you get back to the field you started in (it s OK if you go too far no need to back up). This will ensure that all necessary data has been entered. Commodity Information 1. Enter Commodity Code. If you know the code for your item, you may enter it. If not, click the Search [ ] button below Commodity. From the Option List that appears, select Commodity Validation (FTVCOMM). The Commodity Validation Form (FTVCOMM) opens. Enter Query to search (press F7). The form is cleared, and you can enter your search terms (search as described in Using FTIIDEN above). When you locate the correct code, double-click it. This returns you to the Commodity/Accounting block of FPAREQN. You will see that the Commodity information has been filled in. Refer to the section on Commodity Codes in the Supplements portion of this workbook for complete information on selecting Commodity Codes. DO NOT begin to choose Commodity Codes before having reviewed this material thoroughly. Do Not Try to Enter a New Commodity Code. Banner will not let you do this. If you enter a code that is not on the list, you will get a warning message. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 2-9
Do not click OK. You won t actually be able to add your code to the commodity table. Click the X at the top of the message box, and enter a valid Commodity Code. If you do not, you will not be able to proceed with your requisition. The warning message will keep appearing until a code is selected from the current list. 2. Enter Description. Always replace the default description for the Commodity Code. Using Vendor terminology, enter COMPLETE information (including ALL necessary detail), with catalog and/or part number(s) first. Limited to 50 characters. If the description is longer, Add Item Text by selecting Options > Item Text from the menu bar. The Procurement Text Entry (FOAPOXT) Form opens. Click on the first blank line, and type the remainder of the item description. Limit is 50 characters per line. If additional space is needed, press your down arrow [ ] to continue on the next line. Repeat until all has been entered. Make certain that the Print box is checked for all lines. Save, then Exit (press Ctrl+Q, select File > Exit from the menu bar, or click on the X at the right-hand side of the toolbar). You are returned to the Commodity block. The Item Text box will now be checked. Information in the Commodity Description and in Item Text is for the Vendor. Use the Vendor s own language so that they ll be sure to understand. Include ALL pertinent detail, catalog/part number first. 3. U/M. Enter the unit of measure that applies to this line item. To search a list of units of measure, click on the Search [ ] button next to the U/M field, and double-click the appropriate code. 4. Quantity. Enter the quantity to be ordered. 5. Unit Price. Enter the unit price of the item. Enter any free items using Document Text. Note: You do not need to add decimals when entering whole dollars. The.00 will be added automatically when you tab to the next field. 6. Extended. The system will generate the extended cost (Quantity x Unit Price). 7. Discount. Generally, we do not use discounts. Note, however, that if a discount is associated with a Vendor in the Vendor block, you will not be able to enter a different discount in the Commodity block (the cursor will not stop in that field) unless you first remove the default discount in the Vendor block. Discount must be entered as a dollar amount; a percentage will not be accepted. Remove Default Discount Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 2-10
8. Additional. Add any additional charges that may be associated with the line item. You may also enter negative numbers on this line (preceded by a minus sign) in the case of rebates, core charges, trade-ins, etc. Note: Do not enter shipping charges here, and do not enter shipping charges as separate line items. If you have an estimate for shipping charges, put this in Document Text ONLY. Shipping charges should NEVER be part of the requisition total. 9. Tax. ISU is tax exempt. Tab through this field. 10. Commodity Line Total. Displays the total for the line. Complete the required information, tabbing from field to field. Keep tabbing until you get back to the Commodity Code field (it s OK if you go too far no need to back up). This will ensure that all necessary data has been entered. Next Block (press Ctrl+Page Down) to enter the FOAPAL block. The cursor is in the COA (Chart of Accounts) field. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 2-11
FOAPAL Information Your are now in the FOAPAL block. This block is used to assign expenses to the correct FOAPALs. 1. COA. The ISU Chart of Accounts code 9 will default. Do not change. 2. Year. The current fiscal year will default. Do not change. 3. Index. Enter the appropriate Index Code. Important: When creating a requisition in the live system, you will only be able to use the Index Codes which have been assigned to you. Get in practice. Even while doing the following exercises, only use Index Codes that you may actually order for. When you put in an Index Code, Banner charges the expense to the Fund/Org/Program combination it designates. 4. Fund. The Fund will automatically populate from the Index. Do not change. 5. Orgn. The Fund will automatically populate from the Index. Do not change. 6. Acct. The Account linked to the Commodity Code will be displayed. Do not change. 7. Prog. The program will automatically populate from the Index. Do not change. 8. Actv/Locn/Proj. Used only if Accounting has designated an Activity, Location, or Project Code for you to use when tracking certain expenses. In most cases, these are left blank. 9. %. Used when allocating charges to a FOAPAL by percentage. See discussion of Shared Funding on page 3-2 for details. 10. Extended. If all costs associated with the item should be charged to the designated FOAPAL, press Tab and the system will calculate the totals. If a specified dollar amount is to be allocated to a specific FOAPAL, enter the amount. Note: There is no limit to the number of FOAPAL(s) that can be assigned to a requisition. However, when splitting costs by dollar amount or percentage, the total of all allocations must equal the amount of the requisition. 11. Discount, Additional, and Tax. Tab through these fields; no input is required. The system will display any discount or additional charges that were entered in the Commodity block. 12. FOAPAL Line Total and Commodity Accounting Total. The system will automatically calculate and display the dollar amount allocations. Verify these totals to make certain the correct information has been entered. If the amounts are incorrect, make the necessary changes and Tab through the FOAPAL block to recalculate the charges. Complete the required information, tabbing from field to field. Keep tabbing until you get back to the COA field (it s OK if you go too far no need to back up). This will ensure that all necessary data has been entered. If this is a single-line requisition, once the FOAPAL information has been entered, Next Block (Ctrl+Page Down), or click on the Balancing/Completion tab to finish your requisition. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 2-12
To Request Additional Items After completing the FOAPAL block, perform a Previous Block command (press Ctrl+Page Up, select Block > Previous from the menu bar, or click the Previous Block icon on the toolbar) to return to the Commodity block and add the next line item. Your cursor will be in the Commodity code field. Click on the next line or press your down arrow [ ]. Enter information as above. Repeat the process of entering line items and immediately entering the corresponding FOAPAL information until all line items and associated FOAPALs are entered. Important Note: If FOAPAL information is not entered before entering the next item, the requisition will not balance, and you will get an error message. Once all line items and corresponding FOAPAL information have been entered, Next Block (Ctrl+Page Down), or click on the Balancing/Completion tab to finish your requisition. If you have moved your cursor to a new blank description line and the Next Block command is performed, the message Commodity Code or Description Should Be Entered will be displayed in the Hint and Status line at the bottom of the screen. The system assumes that a new line item is being created. To clear this error, press your up arrow [ ] to return to the last line item entered, and then perform a Next Block. Free Items: Zero dollar line items are not allowed. If you will be receiving one or more items for free (for instance, if for every 25 you purchase you are given 2 additional for free), note this in Item Text AND ALSO put this in Document Text so that Receiving understands that the items have not been shipped by mistake. Once all Commodity and Accounting information has been entered, Next Block (Ctrl+Page Down), or click on the Balancing/Completion tab to finish your requisition. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 2-13
E. Balancing/Completion The Balancing/Completion block recaps information about the requisition. Check Available Balance Before Requisitioning It is wise for the Account Director or ReqMaster to check available balances using the Finance Information channel in BengalWeb before starting the requisition process. If a requisition is created and sufficient funds are not available, when the ReqMaster reaches the Balancing/Completion block a message will appear in the Hint & Status line Warning: Budget is exceeded for item x [commodity], sequence y [FOAPAL]. At this point, the ReqMaster should consult with whoever requested the items(s) to determine if another Index Code might be charged, or if a budget transfer might be made. The ReqMaster should never complete a requisition when it is in budget exceeded status. Verify that all the lines in the Status column are BALANCED. Click the Complete icon near the bottom of the form to send it to the approval queue. If you need to save the requisition to process at a later time, click the In Process icon, and it will be held. To continue working on it at a later time, return to FPAREQN and type in the Requisition number. When you click Complete: You are returned to the first FPAREQN screen, and the message Inventory Requisition #xxxxxxxx has been completed and forwarded to the approval process will be displayed in the Hint and Status line at the bottom of the screen. If a vendor was not selected: The system will display the message at the right. Click Yes, and you will then be returned to the first FPAREQN screen. Write down your requisition number if you did not already do so. You will need this for tracking and to communicate with Purchasing. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 2-14
Using Record > Remove to Fix Mistakes... Each line in the Commodity block and each line in the FOAPAL block is an individual record (group of associated information): To delete a record, highlight the item you want deleted in the Commodity Block. Then select Block > Next from the menu bar, or click on the Next Block icon. The FOAPAL information for that item is now highlighted in the FOAPAL block. Select Record > Remove from the menu bar, or click the Remove Record icon. Repeat if more than one FOAPAL is associated with the item. When all the FOAPAL information is deleted for that item, select Block > Previous or click on the Previous Block icon. When the item is highlighted in the Commodity section, select Record > Remove or click on the Remove Record icon. Now the item is completely deleted. When to Use Record > Remove: If you have entered an item in error, you may use Record > Remove to delete it. If you ve already entered one or more FOAPALs associated with the item, delete all the FOAPAL information for each item before deleting the item in the Commodity Block. If you accidentally arrow down or click into the next line in a block, a new record is created, and Banner waits for you to enter information. You may have to use Record > Remove to delete the extra line and return to the line above. If your requisition is out of balance when you reach the Balancing/Completion block, you may have accidentally inserted an extra line, or you may have done something else (such as clicking between fields when you should have used your mouse) that caused the information to populate incorrectly. You can use Record > Remove to delete the lines containing errors until your requisition is back in balance. If you can t readily find where your error has taken place, begin by removing the last record in the FOAPAL block, and move upwards as necessary. Note: If your requisition is out of balance, do everything you can to fix it before giving up and starting a new requisition. You may sometimes have to remove ALL of the information in the Commodity/Accounting blocks in order to do this. However, it is better to spend a little extra time than to waste requisition numbers. Each time you create a requisition a new number is used. Having missing requisition numbers may cause problems with audits. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 2-15
Changing Commodity Codes When a Commodity Code is changed, Banner will NOT automatically update the associated Account Code. If you need to change a Commodity Code after you've proceeded to the FOAPAL block, here's what you must do: 1. Previous Block to return to the Commodity block. Select the new Commodity Code. 2. A dialog box will appear asking: Do you want the commodity code description to replace the existing description? Click "No" to retain the description you previously typed in. 3. Finish tabbing all the way through the Commodity block. 4. Next Block to go to the FOAPAL block. Re-enter your Index Code, and finish tabbing all the way through the block. If a different Account Code is associated with the new Commodity Code, it will replace the previous one as you tab through. Chartwells Purchases... Remember, Chartwells purchases must always be made by PO. Submit your requisition in advance to allow time for processing. For any food purchases, you must include in Document Text a description of what meeting the items are for, location, date, meeting length, and who (what group or groups) will attend. Item Text should include all details of what is being ordered. Include a Chartwells confirmation number if you have one. If Chartwells will be serving more than one meal for your event, put each meal/snack on a separate line. They normally send one invoice/meal. If there are insufficient line items in your requisition, and additional invoices are received, the PO will need to be modified. This results in additional work for Purchasing and Accounts Payable. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 2-16
Looking Up Your Requisitions... If a requisition is still in process, you may look it up and re-open it using FPAREQN. If a requisition has already been completed, you cannot make any changes to it unless it is first disapproved (changing a requisition that has been disapproved will be discussed in Advanced Reqs). However, you can look it up and view its detail using FPIREQN. Note: FPI, not FPA. If a requisition has been completed and approved, you can no longer make any changes to it, but you can look it up and view its detail using FPIREQN. If changes become necessary, Purchasing will take care of minor issues. However, if changes are more significant, they will have to cancel the original requisition, after which you can submit a new one in its place. You can save time by copying the original requisition and then making changes to it. Copying is discussed in section 3 of this workbook. Looking Up and Re-Opening a Requisition Still In Process 1. Open the FPAREQN form. 2. Enter your requisition number in the Requisition field, then Next Block. Your requisition in process will open, and you may continue entering information. If you do not have the number, click the Search icon to display all requisitions. When FPIRQST opens, scroll through or enter a query (see below) to find the requisition of your choice, then double click on the requisition number. When the number appears in the Requisition field of FPAREQN, Next Block. Your requisition in process will open, and you may continue entering information. Looking Up and Viewing a Completed Requisition 1. Type FPIREQN in the Go To box. 2. Enter an existing requisition number in the Requisition field, then Next Block. If you don t have the number, click the Search icon. FPIRQST opens. Scroll through or enter a query (see below) to find the requisition of your choice, then double-click on the requisition number. When the number appears in the Requisition field of FPIREQN, Next Block. 3. You are now at the Document Information screen. Information can be viewed about whether the document was completed and approved, or if it was printed, cancelled, or closed, and the date(s) on which those activities happened. 4. Next Block to go to the Requestor/Deliver Information screen. You can view all details, but you cannot make changes. 5. Next Block to view the Vendor Information screen. 6. Next Block to go to the Commodity/Accounting Information screen. 7. From the Options menu, you may select Commodity Supplemental Information. This displays additional information regarding each commodity, including Assigned Buyer, Bid Assigned (if applicable), Assigned to PO, and PO Item Number fields. 8. When you are finished reviewing information, click the Close icon to close the form. Querying Using FPIRQST 1. Click the Search button next to the Requisition field in FPAREQN or FPIREQN. The Requisition Validation form Press F7, select Query > Enter (FPIRQST) will open. 2. from the menu bar, or click the Enter Query icon. The information is cleared from the form and you are ready to begin your search. Enter information into one or more of the available fields, using wildcards (%) as desired. 3. Press F8, select Query > Execute from the menu bar, or click the Execute Query icon. Requisitions matching your search will be returned to the form. Use the scroll bar on the right to view multiple results. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 2-17
Exercises ( Homework )... When completing this assignment, be sure to use an Index Code (equivalent of old ISU account code) for an Org (department) for which you will actually be completing requests, even if you would not normally be requesting the items below. The data below outlines information for five requests to be input to the Banner Test Database (BTEST) using FPAREQN (be sure to do this in BTEST). There are also three additional questions to answer. Important: Write down all of your requisition numbers. Click Complete when you re done with each requisition. When you re finished with all of them, email your numbers along with the question answers to Linda Baum at baumlind@isu.edu by the date given to you during training. Purchasing Services will review your requisitions. They may ask you to make some corrections. You will not be eligible to continue your training until your homework has been submitted and approved. 1. Vendor: City of Pocatello Commodity Code: ROL97135 Service: Rental of picnic site #23 at Ross Park, Saturday April 25, 4:00 8:00PM. Cost: $50.00 Quantity: 1 each 2. Vendor: Dell Marketing Commodity Code: CEQ20455 Product: Laptop Studio 17, orange, 17, with web cam, 3gb memory Intel Pentium, Windows Vista Home Premium Edition SP1, 8X Slot Load CD/DVD Burner (Dual Layer DVD+/-R Drive). 250GB SATA Hard Drive. Part/catalog #: D1755321 Cost: $999.00 Quantity: 3 each Commodity Code: CPS20734 Product: 17 Black/orange laptop soft-side carrying case with 3 outer pockets and shoulder and hand strap. Part/catalog #: D2361 Cost: $36.00 Quantity: 3 each Commodity Code: CPS20468 Product: Logitech Optical Mouse, orange. Part/catalog #: D8157 Cost: $53.00 Quantity: 3 each 3. Vendor: United Mailing Direct Commodity Code: SRV91558 Service: Printing, tabbing, sorting, and mailing of Continuing Education summer brochures. 23 pages including cover, 20# white paper. 10 % overage allowed, 0% underage allowed per attached quote. Cost: $1.00 Quantity: 4,000 each Continued on next page Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 2-18
4. Vendor: Knight Styles Sewing Commodity Code: OTS20016 Standing Order for Idaho State University Tigeri logo embroidered full-zip fleece vests. Vests may either be Black, Orange, or Beige. Sizes that can be ordered are Women s XS-XXL and Men s S- XXXXL. Orders must be placed between 1/1/09 and 6/30/10. Purchase Order not to exceed $5,000.00. Purchase Order number must be printed on all invoices. Individual costs: Women s XS-XL $17.50 Women s XXL $19.50 Men s S-XL $18.95 Men s XXL-XXXXL $22.50 5. Request furniture for a remodeled classroom to include: Commodity Code: EDS42084 Product: Hon #3265 HON Accomplish Combination Chair Desks, 18" Seat Height. color Titanium. Cost: $213.00 each Quantity: 24 Commodity Code: EEQ42086 Product: Rectangular Tables Hon # 2258 Activity Rectangular Tables, adjustable legs, color Navy Cost: $615.00 each Quantity: 6 Commodity Code: EEQ42086 Product: Smart Link Modular Storage Unit Hon # 6537 60 H X 36 W X 24 D with four 4 casters and locking door, color Titanium. Cost: $1,950.00 each Quantity: 1 After entering the above items, delete the storage cabinet and change the quantity of tables to 4 each. Questions to Answer 1. Document Text a. Why would you use it? b. What keystrokes do you use to find it? c. Who will see the information you entered here the Buyer, the Vendor, or both? 2. Item Text a. Why would you use it? b. What keystrokes do you use to find it? c. Who will see the information you enter here the Buyer, the Vendor, or both? 3. In the Requestor/Deliver information block, whose name is typed into the Attention To field? Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 2-19
3. Advanced Requisitions Table of Contents Shared Funding: Charging Items to More than One Index Number... 2 Copying a Requisition... 4 Removing a Requisition in Process... 5 Making Changes After a Requisition is Disapproved... 6 Querying Document History (FOIDOCH)... 7 Disapproving One s Own Requisition for Changes (FOADOCU)... 8 Making Sure Requisitions are Approved (and rolling over requisitions for the following month when necessary)... 9 Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 3-1
Shared Funding: Charging Items to More than One Index Number (method for Regular Orders only; for Standing Orders see following page)... A. Charging Items by Percent 1. Enter Percent. After you ve entered an item and have entered the associated Index Code in the FOAPAL block, keep tabbing until you reach the % field. Check the % box (press the SPACE bar or click with your mouse), and a checkmark will appear. Enter the percentage in the Extended field. Example: To allocate 50% of an item to a specific FOAPAL, enter 50 in the Extended field. Tab to FOAPAL Line Total. The system automatically calculates the dollar amount for the currently selected FOAPAL. 2. Enter Additional Funding Sources. Continue tabbing until you reach the COA field again. Press your down arrow [ ] (or select Record > Insert from the menu bar) to move to the next line and select another funding source. Enter the next Index Code, then proceed as above. After you enter the LAST Index Code, you do not need to enter a percent. Just keep tabbing until you reach the COA field again. The remaining percentage will automatically be allocated to this Index Code. Once all FOAPAL information has been entered, Next Block (Ctrl+Page Down), or click on the Balancing/ Completion tab to finish your requisition. Note: To see the dollar amounts associated with each share, toggle between FOAPAL entries by clicking on the FOAPAL lines or by using the up and down arrows on your keyboard. There is no limit to the number of FOAPAL(s) that can be assigned to a requisition. However, when splitting costs by dollar amount or percentage, the total of all allocations must equal the amount of the requisition. B. By Dollar Amount 1. Enter Amount. After you ve entered an item and have entered the associated Index Code in the FOAPAL block, keep tabbing until you reach the Extended field. Enter the dollar amount to be charged to this FOAPAL. Tab to FOAPAL Line Total. The system automatically calculates the dollar amount for the currently selected FOAPAL. 2. Enter Additional Funding Sources. Continue tabbing until you reach the COA field again. Press your down arrow [ ] (or select Record > Insert from the menu bar) to move to the next line and select another funding source. Enter the second Index Code, then proceed as above. After you enter the LAST Index Code, you do not need to enter a dollar amount. Just keep tabbing until you reach the COA field again. The remaining amount will automatically be allocated to this Index Code. Once all FOAPAL information has been entered, Next Block (Ctrl+Page Down), or click on the Balancing/ Completion tab to finish your requisition. Note: To see the dollar amounts associated with each share, toggle between FOAPAL entries by clicking on the FOAPAL lines or by using the up and down arrows on your keyboard. There is no limit to the number of FOAPAL(s) that can be assigned to a requisition. However, when splitting costs by dollar amount or percentage, the total of all allocations must equal the amount of the requisition. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 3-2
Shared Funding on Standing Orders On Standing Orders, you MAY NOT use the method described on the previous page. Only one Index Code per line item is allowed on Standing Orders. If funding is to be shared, you must enter the amount to be charged to the first Index Code as one line item and the amount to be charged to the second Index as another. What to Do if Funding is Shared Between Departments (Orgs) In cases where funding is to be shared between departments, and you are not authorized to create requisitions for the other department, two separate requisitions must be submitted. Each participating department must create a requisition for their portion of the funding showing only their share of the expense. This will allow approvals to be properly obtained via the Banner system. You will have to contact the ReqMaster assigned to the other department, and work together to submit requisitions containing identical specifications. Each separate requisition should include the note "Shared Funding" in the Comments field. Using Document Text, detail what department will be submitting the other requisition, including their requisition number if available, how much they will be paying, and what the total cost will be. When doing this, you must also notify the Buyer via email. Example: You are buying a $4,000 computer, but you will charge only $1,500 to the Index Code you are authorized to create a requisition for. Another department will be paying the other $2,500. You create a requisition listing the Unit Price of the item as $1,500 and charge it to your Index Code. The other ReqMaster creates a requisition listing the Unit Price of the item as $2,500 and charges it to their Index Code. When Purchasing receives the requisitions, they will combine them into a single P.O. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 3-3
Copying a Requisition... When creating requisitions that are similar to previous ones, copying from an approved requisition to a new requisition document is a big time saver. Only requisitions that have been completed and approved through all approval queues may be copied. Note: You won t be able to copy a requisition containing Index Codes you are not allowed to purchase for. 1. Log into Banner and open the FPAREQN form. Click the Copy icon. 2. The Copy screen opens. Enter the requisition number that you wish to copy from (or click the down arrow to search for a requisition to copy), then click OK. 3. The information from the old document is copied to a new document, and you are taken to the Requestor/Delivery information block. You will see that the requisition has been given a new number, and that the In Suspense box is checked. Write down the new requisition number. You must navigate through the new requisition to remove the document from suspense and complete it. 4. Select a Delivery Date, and then make any desired changes to the copied requisition. 5. After you have made your changes, confirm that the requisition is balanced, then click Complete. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 3-4
Removing a Requisition in Process... In Process or suspended requisitions have not been completed nor approved. Removing a requisition that has been left In Process or suspended makes the requisition unavailable for any further action in Banner. Remember, however, that you can re-purpose requisitions to avoid wasting requisition numbers. Simply remove the irrelevant information and enter the information for the current requisition. If for any reason you really need to remove a requisition, follow this procedure: 1. To remove a requisition that is In Process, open the FPAREQN form. 2. Enter your requisition number in the Requisition field, then Next Block. Your requisition in process will open. If you do not have the number, click the Search icon to display all requisitions. When FPIRQST opens, Enter Query to find the requisition of your choice. After entering query mode, enter your user name in the Requestor Name field, and type N (for no) in the Completed field, then Execute Query. A list of all requisitions completed by you and not completed will appear. (Note: You can further refine your search by Request Date if you like.) Locate the correct requisition number, and double click on it to retrieve it to FPAREQN. When the number appears in the Requisition number field of FPAREQN, Next Block. Your requisition in process will open. 3. Verify that this is the requisition you wish to remove, then select Record > Remove from the menu bar. The Hint and Status line instructs you to Press Delete Record again to Delete this record. 4. Select Record > Remove again. 5. The message at the right is displayed. 6. Click OK. 7. The note Deletion of requisition is completed appears in the Hint and Status line. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 3-5
Making Changes After a Requisition is Disapproved... If a requisition has been disapproved by someone other than yourself, when you log into Banner you will see a green check mark next to the Check Banner Messages link at the upper right-hand side of the screen. 1. Click on the link to enter the message form (GUAMESG). 2. To view the full disapproval text, click on the comments icon (pencil) at the right-hand side of the Message field. 3. To clear the message, click on the Complete radio button underneath the message. Note: Before clearing the message, write down the requisition number and what you need to do. 4. To free your requisition so that you can make changes, click Save on the icon bar at the top of the screen. To make the necessary changes to your requisition, first close the GUAMESG form, then open FPAREQN. Type in the number of your requisition, then click Next Block. Make your changes, and then click Complete. The requisition will be returned to the approval queue for further review. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 3-6
Querying Document History (FOIDOCH)... To find out what has become of your request and what stage it s reached in the purchasing process, you may query document history using FOIDOCH. You may also track the status of your request in BengalWeb. Click on the View Documents link found in the Requisitions channel on the Purchasing tab. 1. Open the FOIDOCH form. 2. Enter REQ in the Document Type field. 3. Type in your requisition number in the Document Code field. If you don t know your requisition number, you may search, but first you ll have to select Requisition (REQ) in the Document Type field. Then, click the search button (down arrow) next to Document Code. The FPIRQST form opens, and you may Enter Query to clear it, then enter your search terms and Execute Query. 4. Next Block, and information about your requisition will appear in the main information block of the form. You will see information about your requisition status and also information about the status of the request as it proceeds from requisition to purchase order to invoice to receipt of goods. Click Options > Status Indicators to see a list of possible statuses: Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 3-7
Disapproving One s Own Requisition to Make Changes (FOADOCU)... If you complete a requisition but it has not yet been approved, you can still make changes to it if you first disapprove it yourself. This is how: Use FOADOCU to Quickly Disapprove a Document You Created 1. Open the FOADOCU form. 2. If you know the requisition number you wish to disapprove, enter it in the Document field at the upper right-hand side of the key block. You can also enter Completed in the Status field of the key block and Activity Dates to further narrow your search. Note: Status MUST be Completed and not Approved in order to disapprove. If a requisition has been approved, no further changes can be made. 3. After entering your criteria in the key block, Next Block, and a list of all documents you have created matching those criteria will appear. Locate the requisition number you wish to disapprove. Note: Requisitions appear in ascending date order, oldest first. If you re looking for a recently created requisition, scroll to the bottom of the list. 4. Click the Deny Document icon at the right-hand side of the list. In the Hint and Status line at the bottom of the screen you will see a message that your document has been denied. 5. You may now open the requisition in FPAREQN and make any necessary changes. Note: Instead of entering search criteria in the key block, you may query this form in the main information block. After opening the form and performing a Next Block, Enter Query. The form is cleared. Type in your Status (Completed), Document Code (requisition number) if you know it, and/or the Activity Date, then Execute Query. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 3-8
Making Sure Requisitions are Approved... It is part of your responsibility as a ReqMaster to make sure that all requisitions you create go through the approval process and are not left hanging. To assure that this happens, you must track your requisitions as described on the previous pages, and if it becomes clear that one of your requisitions will not be approved before the month ends, you must roll it over for the following month as described below. Approvers don t have to approve in order. A second approver can approve first. If an approver is unavailable and it is imperative that your requisition be approved at once, your UBO can contact Dane Bohman in Finance at x.3533, who can temporarily change the approver. If this happens, you will need to disapprove your requisition and then resubmit it for approval after the approver has been changed. Rolling Over Requisitions for the Following Month when Necessary... If requisitions are created during the final week of a month, they should be pushed through the approval process quickly so that they are approved before the month is closed by Finance (at some point during the first week of the following month). OR... If the ReqMaster knows that getting approval in time is unlikely, the order date and transaction date should be post-dated to the first day of the following month. If not post-dated to the following month, requisitions outstanding at month-end (completed but not approved by ALL approvers) will become unusable. If this happens, the ReqMaster will have to recreate the entire requisition. However, this can be avoided if the ReqMaster monitors outstanding requisitions using FOIDOCH (see Querying Document History above) or by using the document tracking link in the Finance Information channel in BengalWeb. If a requisition is in danger of not being approved by month-end, the ReqMaster should follow this procedure: 1. Using FOADOCU, deny the completed but not-yet-approved requisition (see Disapproving One s Own Requisition to Make Changes above). 2. Open the requisition using FPAREQN, and post-date it to the first day of the following month. If the delivery date falls before this, it must be changed before the transaction date and order date. Dates should be changed in this order: a) Delivery Date b) Transaction Date c) Order Date If this procedure is followed, the requisition will remain alive for another month. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 3-9
Introduction to Banner Finance Terms Getting to know your Index Codes Index Codes replaced old ISU account numbers as of 7/1/09 Why Index Codes? Banner allows us to keep track of our Finances very closely. In Banner, every transaction must be associated with a FOAPAL, a 6-segment accounting string (but very often we just use the first 4 parts and call it a FOAP). All FOAPALs are part of our Chart of Accounts (COA, always 9 on a Banner form). Here s how it works: The way we used to account for purchases prior to 7/1/09 (expenses tracked by Account Number + Object Code) Example: Transaction for Account Number 853-006-01 08 Student Services Account Major which purpose of the university is supported? 853-006 Institutional Research Account Number who (what unit or dept.) is doing the spending? 01 State Appropriated Fund where did the money come from (source)? 8205 Phone Object Code what is the money being spent on? = Program* = Org* = Fund* = Account* * Banner equivalent How it s done in Banner: Every transaction must be associated with a FOAP(AL) (expenses tracked by Index Code + Account Code*) Example: Transaction for Index Number AENR05 Index Code = AENR05 (a shortcut that represents the FOP 110000-49001-08SS easier to remember!!) 110000 State Appropriated 49001 Institutional Research 7115 Phone 08SS Student Services not currently used not currently used F O A P A L Fund where did the money come from (source)? Org who (what unit or dept.) is doing the spending? Account what is the money being spent on? Program which purpose of the university is supported? Activity (not always required) what is being done? Location (not always required) where is it? * The Account Code is the equivalent of the old Object Code. Banner puts it in the middle of the accounting string instead of tacking it on the end. More information Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 4-1
How Index Codes are Designed An Index Code is a shortcut to a set of corresponding Fund, Org, and Program Codes. Each Banner Index Code is six characters long, and is much easier to remember than its F-O-P equivalent, which can be up to 18 characters in length. 1st character = Fund category A = Appropriated; L = Local; R = Restricted, i.e., grants, scholarships 2nd-4th characters = Org each Org has its own 3-digit identifier Org identifier examples: ITS BIO CHM IT Services Biology Chemistry 5th-6th characters = sequential number (i.e., 01, 02, etc.) allows numbering of budgets belonging to an Org Some Sample Interpretations: AITS01 = Appropriated, IT Services, first budget AITS02 = Appropriated, IT Services, second budget On requisitions, Account Codes (formerly Object Codes) are determined by Commodity Codes Commodity Codes identify types of goods or services Account Codes identify categories of expense For each item to be purchased, the person creating the requisition (ReqMaster) selects the correct Commodity Code. One or more Commodity Codes may be linked to each Account Code. When a ReqMaster selects a Commodity Code, Banner automatically fills in the corresponding Account Code. Find Commodity Codes Online: www.isu.edu/finserv Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 4-2
Banner Finance Glossary Account: The A in FOAPAL (see FOAPAL). A category of expense as tracked by Finance (what the money is being spent on). Replaces pre-banner ISU object code. Block: A portion of a form. In Banner one moves from one block to the next block with a Next Block or Previous Block command. Chaining: A deliberate attempt to avoid exceeding purchasing dollar limits by breaking a single-vendor purchase into multiple orders. Chaining is prohibited for any method of procurement, whether done with a purchase order or a P-Card. Commodity Code: An alphanumeric code designating the type of item being purchased. Each Commodity Code is linked to an Account Code. A number of Commodity Codes can be linked to a single Account. Delegated Purchasing Authority: The Administrator of the Idaho Division of Purchasing, Department of Administration, delegates authority to Idaho State University Purchasing Services via the University President to execute agreements to procure goods and services utilizing University funds. Idaho State University Purchasing Services in turn delegates authority to University employees by way of a P-Card or purchase order to procure goods and services. Encumbrance: A burden against a specific budget for a purchase; an amount of the available balance in a FOAPAL earmarked for paying known obligations. Established when a purchase order is created. Ethical Code of Conduct: Conforming to professional standards; of or relating to moral action, motive or character. See Purchasing Procurement Ethical Code of Conduct MAPP for details (http://www.isu.edu/counsel/mapp.shtml). FOAPAL: An acronym representing each element of the Banner chart of accounts: Fund, Organization, Account, Program, Activity, and Location. Fund: The F in FOAPAL (see FOAPAL ) that defines the source of the money (where it comes from). Index Code: A shorthand way of referring to the FOP part of a FOAPAL (see FOAPAL ).When creating a requisition, selecting the appropriate Index code populates the Fund (source) Org (department) and Program (purpose). Replaces pre-banner ISU account number. Organization: The O in FOAPAL (see FOAPAL ). Defines the department or budget units responsible for the financial activity (who is doing the spending). Purchase Card (P-Card): State of Idaho Wells Fargo MasterCard. Program: The P in FOAPAL (see FOAPAL ). Defines the functional area in which funds are being spent (which purpose of the university is being supported, i.e., instruction, research, public service, etc.). Procurement or Purchasing Activity: Act of obtaining or acquisition; approval, disapproval, or recommendations concerning a purchasing transaction; preparation of any part of or influencing the content of any specification related to acquisition activities. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 4-3
Purchase Order (PO): A formal document used to request goods or services in return for payment. Regular PO (will encumber funds). All commodities have quantities and unit price. Standing PO (will encumber funds). Useful if paying for repetitive goods or services. Reservation: An internal request for expenditure against a budget that occurs when an electronic requisition is approved. Requisition: An electronic request to purchase goods or services. Standing Order: A standing order is used when a product, product type, or service is repeatedly requested from a Vendor over a period of time. When the purchase order is created the money is encumbered (see Encumbrance ). Vendor (supplier): A company or person selling goods or services to the University. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 4-4
Standard Abbreviations Vendor and Other Non-Person Entities Description Abbreviation Description Abbreviation Association Assn Engineers Engrs Attention Attn Government Govt Attorney Atty Incorporated Inc Center or Centre Ctr International Intl College Coll Limited Ltd Company Co Management Mgmt Corporate Corp Manufacturing Mfg Corporation Corp Organization Org County Cnty Representative Rep Department Dept Service Svc District Dist Services Svcs Division Div University Univ Engineering Engrg Forms Used in Requisitioning Form Name FPAREQN FPIREQN FOIDOCH FOADOCU Explanation Creating a Requisition Querying a Requisition Querying Document History Disapprove a Requisition You Created Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 4-5
Using Commodity Codes... How to Select the Correct Code. Understanding how the Commodity Code list is organized will help you to select the correct Code. Each Code consists of a 3-letter identifier (Alpha Category) followed by a 5- digit number (example: OFS64590). The Alpha Category designates the type of expense. Be sure to select only from among the codes that fall under the appropriate category for the type of purchase you wish to make. Note: Equipment categories are reserved for items >$299. Supplies categories are limited to items <$299. Complete List of Alpha Categories ANI ANIMALS MRS MERCHANDISE FOR RESALE ANS ANIMAL SUPPLIES MSE MISCELLANCEOUS EXPENDITURES BRM BUILDING REPAIR & MAINT MTS MINOR TOOLS BUL BUILDINGS OAS OTHER ADMINISTRATIVE SUPPLIES CEQ COMPUTER EQUIPMENT OEQ OFFICE EQUIPMENT CPS COMPUTER SUPPLIES OFS OFFICE SUPPLIES CRM COMPUTER REPAIR & MAINT ORM OFFICE EQUIPMENT REPAIR & MAINT EDS EDUCATIONAL SUPPLIES OTS OTHER MATERIALS AND SUPPLIES EEQ EDUCATIONAL EQUIPMENT PEQ PHOTO & ELECTRICAL EQUIPMENT ERM EQUIPMENT REPAIR & MAINT PIM PROPERTY IMPROVEMENTS FDS FIELD SUPPLIES PMS PROMOTIONAL SUPPLIES FEQ FIELD RESEARCH EQUIPMENT PRA PRIZES & AWARDS FES FIRE & EMERGENCY SUPPLIES PVS PHOTOGRAPHIC & VIDEO SUPPLIES FOS FOOD RAS RECREATION & ATHLETIC SUPPLIES FUS FUEL AND SUPPLIES REQ RECREATIONAL EQUIPMENT GAM GUNS & AMMUNITION ROL RENT & OPERATION LEASE GEQ GUNS LAW ENFORCEMENT EQUIPMENT SEQ SHOP EQUIPMENT HEQ HOUSEHOLD EQUIPMENT SFS SAFETY SUPPLIES HJS HOUSE & JANITORIAL SUPPLIES SHS SHOP SUPPLIES INS INSURANCE SRV SERVICES LEQ LANDSCAPE EQUIPMENT TEQ COMMUNICATIONS EQUIPMENT LES LAW ENFORCEMENT SUPPLIES UTI UTILITIES LLS LAUNDRY/LINEN SUPPLIES VEQ VEHICLES LRM LAND REPAIR & MAINT VRM VEHICLE REPAIR & MAINT LRS LAB RESEARCH SUPPLIES WEQ WATER EQUIPMENT MEQ MEDICAL EQUIPMENT XEQ OTHER EQUIPMENT MLS MEDICAL LAB SUPPLIES XRM OTHER REPAIR & MAINT Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 4-6
Looking Up Codes Outside of Banner. You can look up Codes on the Financial Services website. Go to www.isu.edu/finserv. Select Commodity Codes form the links at the left. Study the list, and get thoroughly acquainted with the codes in the categories you purchase for most often. You can also look them up in BengalWeb. Click on the Commodity Codes link found in the Purchasing Resources channel located on the Purchasing tab. Looking Up Codes in Banner (using FTVCOMM, see page 2-9). Remember that all searches are case sensitive. Search tips: Enter % to bring up a list of all Commodity Codes organized by Alpha Category. Enter a 3-character Alpha Category followed by % to bring up a list of all codes in that category (e.g., ANI% to see all codes under Animals ). If you search for an item by Description, start and end with a % sign and capitalize first letters of words to bring up all matches (e.g., enter %Pencil% in the Description field to see all codes containing Pencil ). Be sure to check that the code you select is in the appropriate Alpha Category for the purchase you wish to make. In the example below, for instance, you would select OFS62070 if your expense was for Office Supplies, but you would select EDS30530 or EDS78545 if your expense was for Educational Supplies. If you search for an item by Description, remember that it may be listed under a name other than the one you by which you normally think of it. It s always wise to thoroughly acquaint yourself with all of the possibly relevant Commodity Codes in an Alpha Category before making a decision. Some other things to watch for: 1. Items over $299. Codes for items >$299 are grouped in the Equipment and Vehicles Alpha categories ( Supplies categories are reserved for items under $299). Be sure to choose these when a single item costs more than $299 but less than $5,000, unless it is consumable (will be used up or not have any value after one year). However, if an item is consumable, use the code without >$299 or >$5,000. 2. Items over $5,000. Items over $5,000 have to be accounted for separately. You must select a >$5000 Commodity Code for any items over that amount. These codes are also grouped in the Equipment and Vehicles categories. If the item you wish to purchase does not have a >$5000 Code associated with it, you must contact Purchasing before completing your requisition to have a new Code created. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 4-7
Searching for Items >$299 or >$5,000. All of these items will have EQ as the last two letters of the Alpha category. Example: To find all codes for Tables >$299 enter %EQ% in the Commodity Code field and %Table% in the Description field. The list at the right is returned. Select the code in the appropriate Alpha category that specifies the type of table you wish to order. 3. Other Not Otherwise Classified. Each Alpha Category contains a Commodity Code to be used for items falling into that category of expense that do not have a specifically designated Commodity Code. The Other Not Otherwise Classified code is the LAST code found in each Alpha Category on the web version of the Commodity Code list. Be careful when using the Other Not Otherwise Classified Codes. Be absolutely sure that the item you are purchasing is not listed in the category under an unaccustomed name before choosing Other. However, don t be afraid to use an Other code when you determine that no more specific code exists. Using Other for Standing Orders. Standing Orders are one exception to the rule above. If you need to create a Standing Order that will include a number of specifically designated items falling in one Alpha Category, you may use the Other Not Otherwise Classified Code for that category to include all of the items covered by the Standing Order. 4. When buying items to build something else, you must use the Commodity Code for the finished product, and NOT the Commodity Codes that might normally be used for the individual parts. Choose the Code according to the total price of the finished product, i.e., the sum of all the parts. Be sure to use the same Commodity Code for ALL items to be included. 5. Items for Resale. If the items you purchase are for resale, choose the Merchandise for Resale Commodity Code. 6. Discounts. Watch out for discounts. Choose the Commodity Code that matches the NET price of the item. Questions? Selecting the correct Commodity Code is very important. If you are in doubt, ask. For questions concerning Commodity Codes, contact Rebecca Ramey in Accounting at x. 3066 or email ramerebe@isu.edu. Idaho State University Tigeri Training www.isu.edu/tigeri ReqMasters Training Workbook 3/10 4-8