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 https://my.bridgew.edu

Select Departments

Select Administrative Systems

Select Banner

Select Click here for all other Banner databases (for training

only)

Select BANT Database

BEFORE ENTERING A REQUISIT ION…

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 61001

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).

N O W Y O U W O U L D D O A B U D G E T T R A N S F E R I F N E E D E D A F T E R E V E RY T H I N G H A S B E E N

C H E C K E D.

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.• $10,000.01 - $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).

• Accounts codes have been updated. Please see handout containing the revised BSU Account Code Guide..

• The vendor has an active vendor code and the address is correct. This can be confirmed on FTIIDEN. If not a W-9 must be obtained and forwarded to Jane Murphy in Procurement Services.

• A fully executed contract, if applicable, must be in place with the proper dates and signatures. Note that the department can sign up to $1000. Over $1000 must be signed by Doug Shropshire, AVP of Finance.

Complete info can be found at:https://my.bridgew.edu/departments/Procurement%20Services/SitePages/Home.aspx

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

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

email approving payment must be submitted

to AccountsPayable@bridgew.edu.

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 emailed 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 email 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 email AccountsPayable@bridgew.edu that a

contracted service has been completed if there is no

invoice (i.e. an individual speaker)

Email 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

FAI INVE 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 C A N B E U S E D F O R A L L I N VO I C E S

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

E N T E R W H AT Y O U WA N T T O S E A R C H A N DC H O O S E I C O N T O E X E C U T E Q U E RY

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 508.531.2014

https://my.bridgew.edu/departments/budget/SitePages/Home.aspx

Gina Guasconi, Procurement Services

508.531.6184

https://my.bridgew.edu/departments/Procurement%20Services/

SitePages/Home.aspx

Kristin Hanson, Accounts Payable 508.531.2007