REQUISITION THROUGH PAYMENT Angie Driscoll- Budget Office Gina Guasconi- Procurement Services Kristin Hanson- Accounts Payable

TODAY’S SESSION:  This is going to be an interactive session. We will be asking you the audience the answers to our questions.  Angie Driscoll will be going over the Budget Piece.  Gina Guasconi will be walking you through the Requisition process.  Kristin Hanson will be reviewing the Payment Process.

PLEASE SIGN ONTO THE BANNER TESTING WEBSITE:  Log in: (for those with Banner access) Username: Your computer sign on Password: Your computer sign on password  Go to  Select Departments  Select Administrative Systems  Select Banner  Select Click here for all other Banner databases ( for training only)  Select BANT Database

BEFORE ENTERING A REQUISITION… What is the very first step before you enter a requisition?

GO TO FGIBAVL  You want to check your available balance. This screen will show you the current available balance. Put in for an account code. Always check here first.

ERROR MESSAGE  Check the status/auto hint bar. If you get the error message, “user is not authorized to post with the entered organization,” contact the budget office. You might need to fill out a banner finance system access form. USER NOT AUTHORIZED TO POST WITH THE ENTERED ORGANIZATION

NEGATIVE BALANCE: You should check your pending documents. There might be some Requisitions that could be closed out. If you still have a negative balance after that, please call the budget office.

FGIBAVL- PENDING DOCUMENTS  If pending documents is checked, then go to options- pending documents. Open requisitions must be completed or deleted (to delete use screen FPAREQN and record remove two times).

NOW YOU WOULD DO A BUDGET TRANSFER IF NEEDED AFTER EVERYTHING HAS BEEN CHECKED.  After you have checked FGIBAVL you may complete a budget transfer. Transfers are processed online via banner self service. If its out of your organization or authorization, then you would complete the paper budget transfer form. Budget Office- Forms- FY15 Budget Transfer form.

Now you are ready to enter a requisition…

BUT FIRST..  Be sure that the following are in place: Consult with your buyer for assistance as needed regarding the desired procurement (ie. vendor, procurement contracts, accounting codes, and applicable laws such as dollar limits before quotes/bids are needed, etc). Procurement thresholds: $1 - $10k Sound business practices. $10, $24,999 the following shall be submitted to your Buyer in Procurement Services:  3 written quotations or  NCAJ Form and 1 written quotation or  1 written quotation with the State/MHEC/University/E&I contract number listed (Other rules apply for Labor & Construction contracting). $25k and UP is a formal bidding process conducted by Procurement Services or 1 written quotation with the State/MHEC/University/E&I contract number listed (Other rules apply for Labor & Construction contracting).

AND

What screen do I use to enter a requisition?

FPAREQN  FPAREQN is the entry form for entering requisitions. Type Next in the Requisition box and Next Block..

What info is needed on the Document Information screen?

Insert by typing D+tab. DELIVERY DATE

 You may need to go to Options to Document Text to enter information pertaining to the entire document. Must include if standing, check with order, confirming, etc. Use Modify Clause for this. Contract number if applicable (State/University/MHEC/E&I). DOCUMENT TEXT

Where do I enter my ship- to?

 Either type your ship-to or search using the drop-down.  Note that all equipment must be delivered to Central Receiving (ship-to = CENRCT). SHIP TO…

 Be sure the vendor’s address is correct. You may need to chose an alternate address from the drop down. If the correct BU address is not listed you must obtain a new W-9 prior to completing the req. DON’T FORGET TO ENTER THE VENDOR.

Where do I enter what I’m procuring and my accounting information (FOAPAL)?

COMMODITY AND ACCOUNTING SCREEN  Enter the description, unit of measure, quantity, and unit price for each item.

ITEM TEXT  When entering the descriptions you may need to go to Options to Item Text to enter information pertaining to the specific line.

What do I do if I need to use more than one FOAPAL?

 Most importantly, you will need to uncheck Document Level Accounting before entering the commodity information.  Depending on the type of split you may need to toggle between the commodity and the accounting blocks (contact your Buyer for assistance). MORE THAN ONE FOAPAL

After completing the Commodity section of the form Next Block to the FOAPAL section. This is where the index, fund/org, account, and activity codes (if applicable) are entered. FOAPAL SECTION

 Click Complete if the requisition is ready to be approved and forwarded to Procurement Services.  Click In Process if the requisition is not ready to be approved (ie. contract not signed, funds are NSF, etc.). COMPLETE OR IN PROCESS

 The status/auto hint bar at the bottom left of the screen.  If you have completed the requisition this should show: Completed and Forwarded to the Approval Process. If it doesn’t you will need to go back into the requisition to troubleshoot why it wouldn’t complete. KEEP AN EYE ON…

… of Non-Sufficient Funds. Banner will check for budget availability (aka Non-Sufficient Funds or NSF). You will need to keep an eye on the NSF box on the FOAPAL (Accounting) block. If checked do not complete the requisition until funding is available. BEWARE…

 If there were Non-Sufficient Funds And a budget transfer was completed in coordination with the Budget Office, be sure to update all dates within the requisition to a date after the budget transfer was completed to ensure the document will no longer be in NSF status. Non-Sufficient Funds

Why don’t I have a PO Yet?

CHECK APPROVALS…  If your requisition has not been approved by Procurement Services and turned into a PO you should check that: The requisition has been completed (can check on FOIDOCH – Document History screen). If the status is blank the requisition has not been completed on the department side.

The requisition has been approved by your department and is waiting for additional approvals such as IT, Procurement Services (can check on FOIAPPH – Approval History screen). Every requisition needs at minimum approvals by the department, the buyer, and the Director of Procurement Services. IT approval is also needed for software purchases. OR

The requisition has been disapproved by Procurement Services and is waiting for you to make changes (check Banner messages for reason). If you have a Banner message there will be a check mark next to Check Banner Messages on the right side of your home screen. Click the wording to view the reason the requisition was disapproved.

How do I let Accounts Payable know my items/services are received/completed and give an OK to pay?

 You must create a receiving document on FPARCVD for regular PO’s (not standing, check with order, or confirming orders).  The invoice marked as ‘ok to pay’ or an approving payment must be submitted to RECEIVING

 Be sure the status/auto hint bar shows Completed.  If it doesn’t show as Completed you will need to go into the document to troubleshoot the reason why. FPARCVD

How do I monitor my requisitions and purchase orders?

 View all transactions against a specific PO. Document codes: PORD = Purchase Order CORD = Change Order POCL = PO closed by Procurement Services FGIENCD

 View complete document history of a requisition or PO. From this form you can view the requisition, PO, receiving, invoicing, and check information. Enter the Document Type and the Document Code. Next Block for details. We recommend adding this form as a favorite. FOIDOCH

 View all open encumbrances including Purchase Orders (PO’s), Travel Authorizations (TA’s), and Open Encumbrances (ENC’s). Enter index and Next Block to see detail. FGIOENC

INVOICES AND PAYMENTS  Invoices are received either in A/P and ed to departments or they are sent directly to the department(s)  It is essential to review and send to Accounts Payable for payment immediately (pdf invoices via are acceptable; faxed invoices are not)  Many vendors charge late fees in accordance with their payment terms and some offer an early payment discount

Do I have to send an “O.K. to pay” to Accounts Payable if I received on-line?

PAYMENT APPROVALS  The on-line receiving is one part of a 3-way match in Banner with the PO, receiving, and payment; this step is for regular PO’s only  It is necessary to approve the invoice for payment; or that a contracted service has been completed if there is no invoice (i.e. an individual speaker )  approvals are a great way to move payments forward quickly

COMMUNICATION WITH ACCOUNTS PAYABLE  Once goods have been received or a service has taken place, follow up with the vendor for the invoice as needed  Notify Accounts Payable of the payment approval (include the PO#, specify which lines to pay on the p.o. if necessary, and include your full signature if signing the invoice directly  Accounts Payable can pay invoices that fall within the 10% tolerance for each line on the purchase order (up to the contract amount only)

How do you view a payment?

TO VIEW PAYMENTS FROM AN ENCUMBRANCE  Use FGIENCD to view payments against a Purchase Orders (PO), Travel Authorization (TA), and Open Encumbrance (ENC). When an encumbrance is closed with the final payment, the entire encumbrance balance is liquidated, therefore the liquidated amount is showing instead of the true amount of the invoice.

How do you view the invoice detail?

USE FOIDOCH FOR INVOICES AGAINST ENCUMBRANCES

HIGHLIGHT THE INVOICE AND CHOOSE OPTIONS AND INVOICE INFORMATION

FAIINVE SHOWS THE SCREENS A/P USES TO ENTER PAYMENTS Use Next Block to scroll through the screens

 2nd screen shows: Vendor invoice number Payment due date Encumbrance number used FAIINVE

 Continuing to “next block” through the screens shows the payment information that corresponds to the encumbrance and the amount entered for the invoice FAIINVE

FOIDOCH ALSO CONTAINS CHECK INFORMATION  The check number is available and the “F” status shows it was cashed

FGIBDST CAN BE USED FOR ALL INVOICES  Drill down to the account code;  Choose Options and  Transaction Detail Information (FGITRND) to see payments

TO QUERY PAYMENTS  From FGITRND choose the Query option with the question mark

ENTER WHAT YOU WANT TO SEARCH AND CHOOSE ICON TO EXECUTE QUERY

POSSIBLE SEARCHES  Keying in the FIELD (YTD) will show all invoice payments  Keying in the AMOUNT pulls all invoices with the same amount  Keying in the DOCUMENT (I0#) will pull a single payment and the corresponding encumbrance offset  Keying in the Description (you can use wild cards i.e. %Stap% for Staples) shows all activity with that description

TYPES OF INVOICE ENTRIES  INEI = Entry from an encumbrance {Invoice against a Purchase Order (PO) or a Travel Expense Report (TR)}  INEC = Credit invoice  INNI = Direct pay invoice  ICEI = Cancellation of an invoice A full listing of common field codes can be found on Page 17 in the Banner Finance Manual (included with handouts)

Can you pull data from Banner into a spreadsheet?

 Choose Help  Extract Data No Key  You can Open or Save the document EXTRACTING DATA

EXTRACTED DOCUMENT  The document is extracted into a.csv file  Save as Excel file

Can I view only those expenses against an activity code?

FGIBDST Include the activity code and choose “next block”

ANY QUESTIONS?? Contact Information:  Angie Driscoll Budget Office  Gina Guasconi, Procurement Services  Kristin Hanson, Accounts Payable