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

2. 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 $ 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.

3. 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

4. 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

5. 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.

6. 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#

7. 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.

8. 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.

9. 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

10. 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.

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

12. 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

13. Data!!! Now What?

14. 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”

15. 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”

16. 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 to the Budget Office from your Executive Dean or Manager