Brought to you by the Budget Office Budget 101 Continued! Brought to you by the Budget Office

Purchase Order (PO) There are two ways the college will honor payment for goods and services; the Purchase Order and the Purchasing Card. A purchase order can be created for any amount within budget. Purchase orders in the amount of $5000 + must adhere to the COPPS Purchase Order Requirements. Purchase orders are created in Native Banner; authority from department manager and College Finance are required. Purchase orders may be changed via a Change Order, canceled or deleted, or closed by the order originator.

Creating a Purchase Order In Native Banner use the code FPAPURR to access the purchase order module. Banner will auto assign the next consecutive PO number so leave the purchase order field blank (Only type a “Pxxxx” in this field if you are working on an incomplete PO) Enter mandatory information Complete or suspend for later completion Print

MANDATORY INFORMATION Tab Description Fields Instruction Document Information Tab Delivery Date Buyer Code Choose or type D for today Type LCC/use down arrow Requestor/Delivery Information Tab Organization Attention To Six digit dept ORG code L# of delivery contact Vendor Information Tab Vendor FOB Code Vendor L# Enter 04 (04 FOBD) Commodity/Accounting Tab Description U/M Quantity Unit Price FOAP elements Dollar Amount Brief description Unit of measure (EA=each) Can be listed as 1 Price per unit/invoice total 4-six digit FOAP to charge Tab thru for auto entry Balancing/Completion Tab Complete/In-Process Make selection

How Do I Find That? Purchase Order Tips! NSF! Check for sufficient funds BEFORE beginning your purchase order. Perform a Budget Availability search in ExpressLane for the FOAPs you want to use on the PO. If you have insufficient budget, you can initiate a budget transfer prior to starting your PO. Order Date: Physical date of purchase order Organization: Auto defaults to ORG associated with PO creator’s L# Percentage: Auto assigns %; use “70” instead of “.70” Transaction Date: Accounting date/Date PO processes thru finance Today’s Date: Enter D for auto entry of “today’s” date. Vendor L#: Click down arrow to use lookup screen FTIIDEN Vendor query: Press F7 to initiate query based on vendor name & wildcard (Office%); F8 runs query & returns info. Double click on vendor line to select; auto-return to previous screen.

Purchase Order Codes for Native Banner Use & Results FGIENCD – Encumbrance Detail Lists all activity by PO# including change orders and remaining balance. FOADOCU-Documents by User Look up documents by any user, type (PO, JV) and Fiscal Year or Activity Date Range. Query status = Complete, Incomplete, Approved, Cancelled or All FPACHAR – PO Change Order Use to make changes to a PO that is already completed, approved and posted. FPACORD Print Change Order ONLY!! FPAEOCD Use to close remaining balance on a completed and approved PO where all activity is complete. PO issued for $1000, $950 spent; $50 remaining balance must be closed out. FPAPDEL – Purchase/Blanket Order Cancel Use to cancel a PO that has not had any activity associated with it. FPAPURR – Banner Purchase Order Mod. Use to create a new PO or change a PO that has not yet been completed and approved. FPQCHAP – Purchase Order Item Selection Section of PO where you change the amount FTIIDEN – Vendor Look-Up Screen Use to locate correct vendor and vendor L#

Let’s Move That Budget!! Moving budget amounts is accomplished in one of three ways: A Budget Transfer A Journal Entry A BCR – Budget Change Request – ONLY FUND 8 A budget transfer can be initiated in ExpressLane, via the Budget Transfer Mailbox and by contacting the Budget Office directly. Use ExpressLane for transfers within the same fund – usually a 2-line transfer Use the Budget Transfer Mailbox for Inter-Fund and multi-line transfers Multi-line transfers within the same fund can also be processed in ExpressLane.

Determine Which of the Three Choices Budget Movement “Vehicle” When To Use Budget Transfer – Most commonly used Anyone who is authorized to monitor and manipulate budgets can initiate a budget transfer. Use this to move budget amounts between accounts/orgs within the same fund Journal Entry/Voucher Generally performed by the Budget Office this entry moves actual dollar amounts connected with an Inter-Fund budget transfer. May also be used to move actual dollar amounts without a budget transfer BCR – Used directly with College Finance. Use the BCR to request that College Finance move budget amounts within and between funds. Request is sent directly to College Finance.

BD What? BD01 Used to load Adopted budget Permanent Budget Office Only Used by the budget office Via Native Banner to move budget amount from one area of your budget to another The adjustment will carryover into the adopted budget load for the next fiscal year and beyond BD04 Used by the budget office to move budget Temporary The adjustment will not carryover into future fiscal years BXN8 Used by departments via ExpressLane to move budget in funds. Except fund 8 BXP8 Used predominately by the Grant Department to move budget in Only Fund 8

The Budget Query Budget queries are an important way to get a bird’s eye view of your budget. Budget queries are performed in ExpressLane After accessing ExpressLane, click on Financial Information and then on Budget Queries.

Creating a Budget Query Create a query by: Budget Status by Account Budget Status by Organizational Hierarchy Budget Quick Query Payroll Expense Detail

Designing Your Report First, choose the data columns you want on your report – continue Second, choose your FOAP elements and if you want revenue accounts or not - submit

Data!!! Now What?

Downloading and Manipulating As you can see, there is a lot of data! Near the bottom of the screen are buttons for downloading your data into an Excel spreadsheet for viewing and manipulation. Click on “Download Selected Ledger Columns” At the prompt “What do you want to do with bwfksdld.csv”? Click on “open”. The result is an Excel spreadsheet in csv format that you can format for your own use. Remember to save file “AS AN EXCEL WORKBOOK”

Let’s Be Proactive With Our ICP Plan – Project – Forecast as best as possible before the Fiscal Year budget is loaded so your ICP can be fully budgeted. New fees for new classes/Fees for classes established AFTER the Fiscal Year budget is loaded…Notify the Budget Office as soon as your fee has been approved. The Budget Office does NOT see “Fee Sheets”

What If I Collect More Fee Money Than Is Budgeted? New fees that are approved during the fiscal year or fees that are already budgeted and are coming in higher than anticipated at the original budget adoption: Prepare a supplemental budget request showing both the complete revenue and expenditure FOAPs, the dollar amounts, and an explanation (“This fee was approved by the Board on 12/15/11. It is for students to reimburse the college for art supplies”.) (“This fee is for art supplies and has been consistently coming in at $25,000 over the last 3 years. We request the budgeted revenues and expenses be increased to $25,000.) This request may be completed via email to the Budget Office from your Executive Dean or Manager