RU Informed Finance Conference
Requisitions Remix
JENNIFER SAVAGE
TECHNICAL TRAINER
INFORMATION RESOURCES AND TECHNOLOGY TRAINING SERVICES
Banner Finance Requisitions
Learning Objectives
At the end of this workshop, you will be able to:
1. Log in to Self Service Banner.
2. Enter Requisitions for Regular and Standing Orders.
3. Find Vendor Numbers using Code Lookup and View
Documents.
4. Utilize Vendor Validate to find correct Vendor address.
5. Log in to Internet Native Banner.
6. Enter Requisitions for Regular and Standing Orders.
7. Use FTIIDEN to look up Vendors.
8. Copy and reuse a Requisition.
9. Handle an incomplete Requisition.
10.Change a Requisition.
Requisitions – Self Service Banner
Go to Requisition Form
Once you log into SSB, select the Finance tab. Select
Requisition from the Finance menu or from the quick link
at the bottom of the page.
Enter
New Requisition
Code aLookup
Enter a New Requisition
Select Transaction and Delivery Dates.
Enter the Vendor ID or use Code Lookup or View Document if you
do not know it.
Code Lookup
Scroll to the bottom of the screen to
Code Lookup.
Select Code Type (Vendor).
Enter the Code or Title Criteria (use
% as wildcard).
Select 100 rows to return.
Select Execute Query.
The query result will appear at
the top of the requisition form.
Highlight, copy and then paste
the Vendor ID into the Vendor ID
field on the requisitions form.
View
CodeDocument
Lookup
Select View Document from the Finance menu or from the
quick link at the bottom of the page.
Note: This is a good screen to find all the
Vendor Numbers from your previous requisitions.
View
CodeDocument
Lookup
If you do not know the document number, you can search using the
Document Number button.
Enter the User ID for the person who created the document.
Enter the Activity Date or Transaction Date to narrow it down.
Execute Query or Exit Without Value.
Vendor
Validate
Code Lookup
Select Vendor Validate for the default information to auto-fill.
If the Vendor address is incorrect, change
the Address Type to AP , PO or HO.
The Address Sequence can also be
changed to 1, 2, 3, etc.
Click Vendor Validate to see the new
address.
AP: Added by Accounts Payable.
The addresses to where the
payments are remitted.
PO: Entered by Purchasing.
Usually the address to select for
the requisition.
HO: A home address like for an
employee.
Entering
Regular Order
Code Lookup
Enter Requestor Information
• Enter the Requestor Name, Email, Phone (or extension) and
Fax.
• Enter the Chart of Accounts (Always R).
• Enter the Organization.
• Enter the Currency Code (USD).
• Enter the Ship Code (Use Code Lookup if you do not know it).
• Enter Attention To.
Comments,
Document Text and Item Text
Code Lookup
Enter Comments, such as SO for Standing Order
or NV for New Vendor.
Use Document Text to indicate to Purchasing or
Vendor any special instructions, new vendor
information or a quote number.
Use Item Text to enter additional comments
specific to each line item (optional).
Entering
Line Items
Code Lookup
You can only enter 5 line items in Self Service.
If you need to order more than 5 line items, use Internet Native
Banner).
Entering
Commodity Codes
Code Lookup
Find the list of Commodity Codes at www.rowan.edu/purchasing
under Procurement link.
• Enter the Commodity Description.
• Select the Unit of Measure (U/M).
• Enter the Quantity.
• Enter the Unit Price. (If Office Max order, put subtotal from
www.officemaxworkplace.com).
• Enter Item Text (optional).
• Repeat for each item you wish to order (up to 5 items).
• Select Commodity Validate to autofill and check the
Calculated Commodity Amounts.
Entering
Accounting Information
Code Lookup
Select Dollars or Percents (Optional).
Enter Chart (Always R).
Enter FOAPAL:
Fund
Organization
Account
Program
Activity (Optional)
Location (Optional)
Accounting:
Percents of funds applied to the requisition. Funds can be split between
multiple organizations and account numbers. Total must equal 100%.
Dollars equal dollar amount being applied to the requisition. Funds can be
split between multiple organizations and account numbers. Total must equal
entire dollar amount.
Validate
and Complete Requisition
Code Lookup
Select Validate or Complete
Validate
Confirmation appears at top of page.
Check your work! After you complete
the requisition any changes must go
to Purchasing to be processed.
Complete
Confirmation and Requisition Number
appear at top of page. Write down
your Requisition Number.
If placing Office Max order, enter
Requisition Number in
www.officemaxworkplace.com.
Entering
Standing Orders
Code Lookup
Enter Comments and Document Text SO for Standing Order.
Select the Unit of Measure (U/M): Lot
Enter the Quantity: 1
Enter the Unit Price.
(If Office Max order, this is where you will put subtotal from www.officemaxworkplace.com)
Enter Item Text (optional).
Select Commodity Validate to autofill/check the Calculated Commodity Amounts.
Requisitions
Code Lookup-- INB
Once you log in to Internet Native Banner (INB), type FPAREQN in the
Go TO…field.
Type the word NEXT for new requisition, then select Next Block.
Requisition
Date and Comment Code
Code Lookup
Order Date and Transaction Date are already populated for you.
Enter Delivery Date (Double click field and calendar will pop up and
select today’s date. Or just type any letter in the date field and tab).
Enter code in Comments if applicable.
For Standing orders you will type SO or Standing Order in this
comment block. Most other comments should be entered in
Document Text.
Next Block.
Requestor
and Delivery Information
Code Lookup
Enter Organization.
Enter requestor’s Email.
Enter Phone number.
Enter Ship To code (if you don’t
know the ship to code select
the arrow next to that field to
search for it. The ship to is the
location where the items will be
delivered).
Enter Attention to (Enter your
name so it will appear on the
purchase order).
Type Next Block.
Document
Text -- FOAPOXT
Code Lookup
Use Document Text to communicate additional information about your whole purchase
order to the Purchasing Department and/or vendors. DO NOT enter any information
about payments for Accounts Payable.
Select Options from the menu bar.
Select Document Text (FOAPOXT).
Next Block.
Enter information (up to 50 characters).
Select Next Record to go to next line.
Save then Exit.
• To return to Document Text to check or add more information, go to Options,
Document Text, Next Block.
• To delete a line, select the line. In the menu bar, go to Record - Remove. Your
cursor will then pop up to the preceding line. Do not simply delete the text or
Banner will not allow you to save because it is considered an active line with no
data.
Vendor
Information -- FTIIDEN
Code Lookup
If you know the Vendor ID:
Enter the Vendor ID in the Vendor field. Tab to
allow the address and contact fields to
populate. Block-Next.
If you do not know the Vendor ID:
Select arrow next to Vendor field.
Choose Entity Name/ID Search (FTIIDEN).
Tab to the Last Name column.
Type in part of the name, using wildcards as
needed.
Select Query – Execute.
Double click in the Vendor ID of the one you
would like to select.
If the address is correct, select Block-Next.
You may see a list of several vendors with
similar names. Look in the V column to
make sure there is not a T for terminated.
Vendor
Information -- FTIIDEN
Code Lookup
If vendor address is incorrect:
Select arrow next to Address Type. Only 2
addresses show at a time. Use scroll bar to
see more.
Double click on the correct address to
automatically populate the fields in the
requisition.
Block – Next.
If your vendor is not in Banner:
Contact the Purchasing Department
([email protected]) to set up the new
vendor in the Banner database. Check the
purchasing website (rowan.edu/purchasing)
for the necessary forms.
If you are not sure which address to use, you
can contact the vendor, look at an old
purchase order or ask the Purchasing
Department. If all addresses are incorrect,
type the correct address in Document Text.
Enter
Code Commodity
Lookup
Always Tab to move between fields in this area for automatic calculations to work correctly.
Enter Line Items:
Enter Commodity Code.
Enter Description (Type over auto one. Vendor
and Purchasing should know what you are
ordering. If a service, include the date and
the type of service. This description will show
on the check stub).
Enter Unit of Measure (U/M).
Enter Quantity.
Enter Unit Price.
Tab until you get back to the Description field.
Enter Additional Items:
Record-Next from the menu bar and
repeat steps.
To delete a line:
Select the line and Record-Remove.
After you have entered all your line
items, select Save then Block-Next.
Item
-- FOAPOXT (Optional)
CodeText
Lookup
Each line holds up to 50 characters (8-10 words) . To add additional descriptions for
each line item:
Select the item.
Select Options-Item Text from the menu bar.
Type in the information (in the same way as Document Text).
Save and Exit.
Item text will now be checked for that record.
.
Accounting
Information
Code Lookup
Enter FOAPAL:
COA and FY are prefilled.
Skip Index.
Enter Fund.
Enter Organization (Orgn).
Enter Account (Acct)
Enter Program (Prog).
Keep tabbing until you come
back to COA.
Block-Next to go to
Balancing/Completion.
To split between more than one
FOAPAL (Optional):
Select Record-Next.
Enter amount or percent to be
charged to the first FOAPAL.
Select Record-Next.
Enter FOAPAL information for
second account.
Enter amount or percent to be
charged to the second FOAPAL.
Block-Next to go to
Balancing/Completion.
Accounting
Information
Code Lookup
Assign each line its own FOAPAL: (Optional)
Uncheck Document Level Accounting check box.
Enter Commodity Code, Description, U/M,
Quantity and Unit Price for Item 1.
Block--Next.
Enter FOAPAL and Total Cost for Item 1.
Select Block-Previous from the menu bar to go
back to Item 1 Description.
Select Next-Record to move to Item 2.
Block--Next.
Enter the next FOAPAL and Total Cost for Item 2.
Continue for each line item and each FOAPAL.
Block—Next.
Balancing/Completion
Code Lookup
Make sure Status reads BALANCED. If not, go to previous page and correct the
accounting block.
Select Complete (you must click on this icon).
If you don’t want to complete it yet, you can select In Process to keep it as an
incomplete requisition.
Requisition number will be noted on status
bar at bottom of page
Requesting a new vendor? Choose Yes when you receive the
message “This requisition does not have a vendor or a recommended
vendor. Do you want to complete?” to complete your requisition.
Standing
Orders
Code Lookup
Follow instructions for entering a requisition with the following additions:
Enter SO in Comments field and indicate a standing order is requested in
Document Text.
How do I know my order is set up as a Standing Order?
In the Go To... Form enter FPIPURR.
Enter Purchase Order number, leave Blanket Order field blank, Block-Next.
Type on Document Information screen should note ‘Standing’
Copy
Reuse a Requisition
Codeand
Lookup
Go To FPAREQN.
Select the Copy button (not the arrow next to the box).
Enter the Requisition number (not PO number) you would like to copy in the
Requisition field.
Press tab to see Vendor ID and Name.
Select OK.
The new requisition number is immediately assigned.
Enter your Delivery Date. The Commodity Total will change if you update your
item, quantity, unit price, etc.
Make any changes necessary for the new requisition (for example vendor,
item, quantity, amounts and FOAPAL).
Complete the requisition as usual.
Incomplete
Requisition
Code Lookup
In FOIDOCH, if there is no Status indicated next to
the Requisition number, it is incomplete. You will
receive reminder emails if you have incomplete
requisitions, too.
Go to FPAREQN.
Type in the incomplete Requisition number
(instead of NEXT).
Complete the requisition as usual OR delete the
requisition by selecting the Requestor field (your
name).
Select Record – Remove from the menu bar.
Repeat. Select Record – Remove.
Ok.
Change
a Requisition
Code Lookup
If you need to make a change to a requisition YOU created, go into
FPAREQN.
Type in the Requisition number (instead of NEXT).
Make the changes and complete as usual.
Please take this quick survey!
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