The Requisition Process -Ban7

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A Guide to Generating

Banners Requisition for a Purchase Order

The Requisition Process


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Welcome to the Requisition ProcessVirtual Seminar!

The lesson is self-paced. So sit back,relax, and enjoy the show with every

click of the mouse!

This training presentation is a step bystep guide through the requisition

form (FPAREQN).

For starters, heres an overview of

the purchasing process


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The Purchasing Process

PurchaseOrder

InvoiceBid

Check

PurchasingDepartment

Vendor

ReceivingDepartment

AccountsPayable

1

23

4

5

6

7

8

9

Requisition

Files

10


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lets begin

Now that you understand whatposition the requisition plays inthe purchasing process,


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Once you sign-on, this is themain screen that you will see


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Type the name of the form,FPAREQN, in the directaccess field. Then enter

from the keyboard.


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DO NOT CLICK ON THESEARCH BUTTON ON

THE RIGHT.

Note: Technically, this button is called the LOV button.

It stands for list of values. When you click on it, a new

window will open, and you can choose from a list of

items that are available. You can also perform a search,which we will show you later in the presentation.


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Type in the word NEXT (with

no quotes or spaces before orafter) to command Banner toassign a requisition number.


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Then click on next block.


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Order date and transactiondate will have defaulted inwith the current date, as wellas your contact information.

Enter a future date for thedelivery date.

The latestversion hasreplaced the

options menuon the left sidewith tabs


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The comment field isoptional.


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Click on the LOVbutton to choose adelivery address.


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Choose RECV

then press OK.


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Type in the name of theperson to whom thisorder is going. Include

building and room #, oran ext. #.


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Click the Options MenuButton, then onDocument Text.


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Use this area to put messages for the vendor,

state a quote #, specify special requests, etc.There are 99 lines available. When text isentered on a line and is full, use the down arrowto advance to the next line.


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Save when finished.


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Note: This message bar isBanners line of

communication to the user.(Here it says that the textentered has been saved)

Exit.


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1. Banner takes youback to the

requisition form.Notice a requisitionnumber is assigned.

2. ClickNext block

to continue.


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Enter the vendor ID numberif you know it. If not, click onthe LOV button to search forthe vendor.


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Choose Entity Name/ID Search.


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Banners search

engine is casesensitive, so try all

caps first.


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Scroll down to see if the vendoryoure looking for is listed here.


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If not, do another search.This time, try upper andlower case.


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Scroll down to findyour vendor.


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Double click on the vendor name tobring it back to the requisition.

Or click on the

vendor name onceto hi-light, then clickon the select

button.


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Check the vendors address tomake sure thats the right address

to send a purchase order to.If it is not, click on theLOV button next to Seq#to pick another address.

Click on next block. This willmove page selection to theCommodity/Accounting tab


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Tab over to Desc to describe the item you want to purchase.

Be as precise as possible. Bear in mind that this descriptionhas to be clear to the people who are approving this purchaserequest as well as the vendor. Therefore, it is important toinclude item # where appropriate.


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The description field haslimited space.

When the description is toolong, keep typing till you runout of space. Then click onitem text in the Options

menu, to continue thedescription.


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Notice the description from theprevious page resurfaced here.

Click on nextblock.


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Notice the confirmation message.

Click the Exit button.


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Notice Item Text is checked.

Its an indication that thedescription for this item iscontinued in Item Text.

Tab to U/M (Unit of Measure).Type in the measurement, or

click on the LOV button toselect from a list.

Fill in thequantity.


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How much for each?


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Tab through the ext cost,

and Banner will do thecalculations for you.


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Go through the same processas with the first item.


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Theres no restriction to the

amount of commodity youwant to order. Just continueusing each row for each item.

Notice the description to the

second item is short. It doesnot need to continue in itemtext. Therefore, the item textbox is not checked.


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For training purposes, well orderthree items. This third itemrequires a continuation. So clickon item text tab of the Options

menu item.


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Choose either yes tosave, or no to erase

what youd just put in.

Then exit.


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Click on next block to

enter the accountingcodes to be charged.


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Unchangeable default: C (chartof accounts),

Yr (fiscal year) Should be

current year (July 1, - June 30).

Changeable defaults:Orgn (organization code),Prog (program code)

Skip Index code. Enter the fund code.

Make changes to Orgn code onlyif needed. Otherwise, tab to Acct

and enter in the Acct code.


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Consider the amount to becharged to this acct. You can

choose to charge by % or by $.

To charge by %: Click on thebox right below the % sign.


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Tab over to USD and putin the percentage.


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Tab through the USDsection, and Banner will fillin the $ amount based on

your percentage.

Notice the check

mark is no longerthere after Bannerdid the calculations.


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To charge by $:Tab over to USDand type in the$ amount.


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Tab through this sectionso that Banner cancalculate your line total.


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To share the cost betweentwo grants or cost centers

(or between a grant and acost center), you can specifyby percentage like this


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Ex.: First cost center topick up 75% of the cost.


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Tab through to see the $ amount that is75% of your commodity total.

Keep tabbing until the cursor gets tothe second row of the FOAPALaccounting strings.

Press the down arrow key on yourkeyboard to go to the second row.


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Tab again to have theC and Yr filled in.

Notice the remainingcommodity amount isspecified here.


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Fill in the Fund

code.

Change Orgn to reflect thesecond cost center thatwill pick up the other 25%of the cost.

Continue to Acct code.


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Again, check the % box.


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Tab through to see the$ amount of 25% ofyour commodity total.


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Heres a summarization of the requisition.

It is good practice to jot down the reqnumber for future references.

When everything is inbalance, click on theComplete button.


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Enter the req # here to go backinto the req and make changes.

NOTE: The req # starts with anR, followed by 7 digits (numbers,

not letters as in the letter O).

Click on next block untilyou get to the place thatneeds corrections andmake the changes.Dont forget to click on

complete once you are

done.


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IMPORTANT NOTES

Commodity descriptions

should be as detailed and explain exactly what the itemsare.

should contain the vendors item number (if applicable).

can be as long as you want it to be. Just click on item

text (a new window will open) to continue where you gotcut off on the main screen.

This will help the approvers to understand what it is thatsbeing requested to order.

The same description will be copied over to the P.O. and

then to the invoice. If there is a quote number, state that number on document

text.

Check the system often to follow-up on the requisition until itis assigned a P.O.


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If you want to have a hard copyof the requisition for yourrecords while waiting for the

purchase order (P.O.), go toform FOICOMM and print out acopy. The following slides will

guide you through it.


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From General Menu,type in the form nameFOICOMM. Then enter.


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Enter the requisition number.

For Document Type,

choose REQ.


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Click on next block.


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All the important information from thereq is presented on this page.

Print this out for your records.To view the accountinginformation, click theOpt ions menu, then

Account ingInformat ion.


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This shows you where the itemsrequested are to be charged,plus the amount on each.

When youre done

reviewing, just exit.


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To check the status

of a requisition

(or any document),

go to the

document history form

FOIDOCH


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Type in FOIDOCH.

Then enter.


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1. For DocType, putREQ.

2. Enter the req #(R_ _ _ _ _ _ _ )

3. Click on Next block to seethe requisition and all otherdocuments attached to it inthe purchasing process.


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An empty field next to

the req # indicates thatthe req is incomplete.The C means

complete and awaitingapprovals.

An A indicates that the

req has been approvedby all approvers and isnow waiting for a P.O. tobe issued. The P.O. number will appear when

assigned. First the completed, thenthe Approvedindicators will appearas the P.O. changes status.

When the P.O. is approvedit is sent to the vendor. A

copy is then sent to therequestor.


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This is how the

Purchase Order

looks when printed

VENDOR


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Receiving address andATTN line.

VENDORCOPY

Information fromDocument Text.

Commoditydescription

Item Text

REQUESTOR


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REQUESTORCOPY

The only difference

between this copy andthe previous one is theinformation at the bottom.


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Brenda RobinsonPhone: 520-5236

Email: [email protected]

Date post:	14-Apr-2018
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