Purchasing Banner Tidbits Presented by: Denise Smith Jackie Nyberg Diane Semenchuk Handout sample PO’s and new documentation All info on our web site 9/17/2018

Introduction Transition from CUFS to Banner BSCs will receive tidbits to enter better Banner documents Utilize features in Banner 9/17/2018

Agenda What makes a successful Banner requisition Effectively processing a change order request Finding your documents in Banner Won’t be a document entry training session – just highlights, tidbits 9/17/2018

Banner Terms Requisition – Informal purchase request initiated by a BSC Purchase Order – Formal purchase request issued to the vendor Regular: one-time purchase/payment for line item goods Standing: multiple purchases/payments or non-line item purchases (ie. Services, maintenance, business meals, construction projects, etc) Change Order – Modification to existing purchase order 9/17/2018

Did you know? Bid limit is $10,000 Supporting documentation needed: Applies to the entire order, not per item Supporting documentation needed: Purchases over bid limit (exception to bid) Services (independent contractor agreement) Purchasing can close, open or cancel PO’s Send email with PO#, vendor & reason Don’t use change order to close PO Use final payment indicator to close PO Purchasing will let you know if we need backup 9/17/2018

Did you know? Cont… Can’t process PO if requisition has a zero dollar commodity or FOAPAL You can “copy” a requisition ‘Comment’ field doesn’t print on PO Purchasing uses ‘comment’ field explaining the status of PO’s in process ‘Attention to’ field doesn’t update automatically Vendor ‘Contact’ field doesn’t print on PO Second bullet - Go to Banner – FPAREQN Copy R0003285 Change ship to code to U0306 Show vendor contact If default ship to code, org or email is invalid, email banner finance production to have changed. 9/17/2018

REQ – Text Options Use document text for information that applies to the entire order Use item text for information that applies to a specific commodity line when the full description can’t fit Avoid repeating information All text will print by default unless you uncheck the print box Show REQ R0003285 Document text – Quote numbers, fax po to vendor, confirming order, UNH Bid/Contract #, instructions to purchasing. May or may not need to print. Item text – need more room to describe the item to be purchased (size, color, model/serial numbers, dates, etc). Would always print. 9/17/2018

REQ - Commodity Use a commodity line for each item to be purchased Multiple items with quantities & unit pricing (i.e., computer, printer, software) Otherwise, use one commodity line Can have one commodity but multiple FOAPAL’s Utilize full space in the field Use proper case, check for spelling errors, avoid over-abbreviating Enter specific description Use ‘additional’ field for shipping charges Show REQ R0003285 Commodity description field is larger than it appears on screen Avoid generic descriptions – copier rental, books, vehicle lease 9/17/2018

Info for Vendors & Purchasing Provide the following if applicable: Account number Vendor quote number USNH bid/contract number Realistic delivery dates Fax number & vendor contact Requestor phone/fax Any other relevant information Default requestor information doesn’t print on the PO – add to document text if necessary for the vendor 9/17/2018

General Information Use appropriate account code – should begin with “7” Note in document text when vendor doesn’t take Pcard Use default requestor information Pcard – when purchase could have been made on a Pcard, but the vendor doesn’t accept credit cards 9/17/2018

Change Orders Use change order form for changes to a PO; no change form for requisitions Check FGIENCD prior to entering change order to review current liquidations and balance Specify text for purpose of change Use item text when increasing or decreasing the amount of the PO Use document text for all other changes Updated documentation is in process – future refresher trainings likely 9/17/2018

Where’s my document? Varies depending on stages In process Completed but not approved Approved 9/17/2018

Finding Requisitions Query document at any stage In Process FPIREQN, FPIRQST, FOIDOCH, FOADOCU In Process FPAREQN to complete Completed-Not Approved FOAUAPP to approve/disapprove Approved FOIAPPH for approval/disapproval history FGIENCD for current encumbrance Purchasing cannot assign PO/process until REQ is fully approved. 9/17/2018

Finding Purchase Orders Query document at any stage FPIPURR, FOIDOCH, FPIPOHD, FPIOPOV In Process FPAPURR to complete (Purchasing only) Completed-Not Approved FOAUAPP to approve/disapprove Approved FOIAPPH for approval/disapproval history FGIENCD for current encumbrance In process – view comments field to see if Purchasing has specified comments 9/17/2018

Finding Change Orders Query document at any stage In Process FPIPURR, FPIPOHD, FOADOCU In Process FPACHAR to complete Completed-Not Approved FOAUAPP to approve/disapprove Approved FOIAPPH for approval /disapproval history FGIENCD if FOAPAL is effected Don’t see change orders in FOIDOCH – FPIPOHD is a good place to look so you can see how many. FGIENCD only shows change order reference if a FOAPAL line was affected. 9/17/2018

Where to Get More Information Fresh web site for on-line documentation (http://www.fresh.unh.edu/secure/training_module.html) Purchasing web site (http://www.unh.edu/purchasing) Email Purchasing or call (purchasing@unh.edu or 862-2896) Super User Help desk 2-4242 9/17/2018

Summary Know how to enter better Banner documents Know how to find documents Know what Purchasing needs What do you need? 9/17/2018