Procurement Training

 Banner Basics  The path from req to payment  Checking the status of a req in Banner  Checking approval status in Banner  What to do with invoices  How to report receiving  Stores Requisitions 2

 Banner is a software solution used to manage all organizational data for UVU.  Banner displays in a Java applet window. ◦ Blank web browser window. 3

4 Menu BarToolBar Workspace Status Bar

 A form is an online document where you can enter and look up information in the Banner database.  Each form has a seven character name. ◦ Position 1 identifies the primary module owning the form. ◦ Position 2 identifies the unit owning the form. ◦ Position 3 identifies the type of form. ◦ Positions 4 through 7 uniquely identifies the form.  FPAREQN 5

6 Title Bar Key Block Blocks Record Field

 There are multiple ways to navigate Banner. ◦ Menu Bar ◦ Tool Bar ◦ Keystrokes 7

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 Enter the requisition into Banner. 9

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 Required approval based on account code (commodity code), amount, and organization.  Approving officials receive an .  Approval Queues ◦ FOAUAPP  Check Approval Queue ◦ FOAAINP  See Approval History ◦ FOIAPPH 11

 Lists all documents for which the user is the next approver.  To see all documents which the user must approve, uncheck the Next Approver box. 12

 List of queues on left, list of approvers on right.  May be used to approve documents. 13

 Enter req number and press execute query (F8). 14

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 Do not send department copies of POs to vendors. ◦ Not signed by an authorized purchaser. ◦ May duplicate orders. ◦ May place orders prematurely.  If a vendor claims not to have received a PO, contact Purchasing. ◦ ◦

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 If products are delivered by Receiving, no reporting is necessary.  If products are delivered directly to department by vendor or picked up, send proof of delivery to Receiving.  If service, send confirmation of services rendered to Receiving.  Receiving is not required on Standing POs.  Contact Receiving via , 18

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 If invoice is received in the department: ◦ Verify that PO number is on the invoice. ◦ Send the invoice to Accounts Payable, MS 109.  Memberships/Conferences/Subscription ◦ Registration/subscription forms should be sent to A/P with the requisition/PO number on them. 20

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 Paying vendors prior to Receiving: ◦ Determined by Purchasing ◦ Deposits  Up to 50%  POs without receipt (receiving) required: ◦ Memberships, conferences, standing POs, etc 23

 Warehouse purchases are done on Banner using the Stores Requisition screen (FSAREQN).  Items are delivered within 3 days, some within 24 hours.  Use Account Code  Paper, paper cups, tissues, bags, forms 24

 ◦ Tips and FAQs ◦ Step-by-step instructions  Written instructions  Online interactive simulations ◦ Policies and Procedures ◦ Procurement Training 25

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