version number 9.3.9 updated 12/04/2018€¦ · po change order and cancellation process 20...

Banner Buyer Handbook Version Number 9.3.9 Updated 12/04/2018

South Dakota Board of Regents Student Information System/Financial Aid

Human Resources/Finance Information System

Purchasing Banner Buyer Handbook

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Table of Contents

Page Section A: Introduction 2 Overview 2 Process Introduction 3 Terminology 3 Section B: Set Up 5 Overview 5 Set-Up Forms Used in Purchasing and Procurement 6 Naming Conventions 6 Ship To Address Codes 6 Creating a New Supplier 7 Querying a Vendor 7 Commodity Codes 9 Querying a Commodity 9 Creating or Modifying Buyer Codes 10 Unit of Measure Maintenance 10 FOB Code Maintenance 11 Ship to Address Maintenance 11 Changing a Ship To Address 12 Cancellation Reason Code Maintenance 15 User Profile Maintenance 16 Line Item Tolerance and Shipping Amount Tolerance 17 E-Procurement Interface Preference Control 17 Section C: Day-to-Day Operations 18 Overview 18 Process Introduction 19 Creating a Requisition 19 PO Change Order and Cancellation Process 20 Canceling a Purchase/Blanket Order 20 Creating a Change Order 21 Canceling a Change order 28 Querying Completed and Approved Purchase/Blanket/Change Orders 29 Querying Document History 31 Invoices and Payment 35 Opening and Closing Encumbrances 40 Closing a Purchase Order 40 Receiving Purchased Goods 42 Receiving Complete Orders 42 Receiving Partial Orders 46 Receiving Adjustments 48 Removing Incomplete Receiving Documents 50


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Section A: Introduction Overview

The goal of this handbook is to provide you with the knowledge and practice to perform and track the requisition and purchasing process at your institution. The handbook is divided into three sections.

• Introduction • Set up • Day-to-day operations

Intended Audience

This manual will be used by those persons with the Buyer and Campus Administrator roles in the Banner application. Documentation and Disclaimer None


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Process Introduction Introduction The Finance process includes several processes that occur simultaneously on a daily basis. The exception is the budget process, which occurs once a year. Flow Diagram This diagram highlights the Requisition to Check process. The purchasing process is part of the Requisition to Check process.

About the process The purchasing process can occur in one of two ways: 1. In decentralized purchasing, the requestor can create the online requisition through

Banner, Self Service, or E-Procurement. 2. In centralized purchasing, the requestor sends the paper requisition to the Purchasing

department, who would then create the online purchase order in Banner.

SDBOR institution requestors create the electronic requisition in SDezBuy and submit to Banner. The requisition is reviewed by several approvers including Purchasing Department buyers and if approved, converted into a Purchase Order (PO) in SDezBuy and the PO flows to Banner through the LDI interface.

Terminology Bid Process -- This occurs when potential suppliers compete for a contract to produce a good or provide a service.


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Commodity -- The good or service that is being purchased. In Ellucian Banner, commodities can be either user-defined, or the NIGP (National Institute of Governmental Purchasing) code may be used. Commodity level accounting -- A way of processing requisitions or purchase orders in which each “line” (commodity) of the requisition will have its own accounting distribution. Supplies and equipment can still be ordered on one requisition. Document level accounting -- A way of processing requisitions or purchase orders in which the accounting distribution entered on the requisition applies to the whole requisition. Encumbrance -- This is the encumbering funds against budget for a specific purchase order. The encumbrance is established when a purchase order is approved. The encumbrance is reduced or eliminated when the invoice is approved, or when the encumbrance is cancelled. Fixed Asset -- Property or item of a lasting nature owned by the institution for its day-to-day operations. Fixed assets are assets that cannot be instantly liquidated. Examples of fixed assets include real estate and equipment. Purchase order -- A commercial document used to request someone to supply a good or service in return for payment. Purchase orders can be of these three types. • Regular Purchase Order – Will encumber funds in Banner. All commodities have quantity

and a unit price. • Standing Purchase Order – Will encumber funds in Banner. Commodities have dollar

values assigned to them. This type of PO is useful when you are paying for contracts, services or travel.

• Blanket Purchase Order – Does not encumber funds in Banner. Commodities will be assigned quantity and unit prices to them.

Requestor -- A person asking for certain goods or services. Requisition -- A written request to purchase something. The requisition in SDezBuy is an electronic requisition that serves the same purpose. Reservation -- A reservation is created when the Purchase Order is complete. It represents an internal request for expenditures against budget. A reservation is liquidated when payment has been made or the encumbrance closed. Stock Item -- An inventoried item in the campus store. For example, copier paper can be a stock item in stores inventory. Supplier -- A person or company selling goods or providing services to your institution. Typically, Banner Finance requires a supplier record for anyone to whom a check is sent.


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Section B: Set Up Overview Purpose The purpose of this section is to outline the set-up process and detail the procedures to set-up your Banner system for purchasing and procurement. Intended audience The staff that perform and track the requisition, bid, and purchasing process. Objectives At the end of this section, you will be able to: • identify and describe the setup forms that will be needed in the purchasing and

procurement process • create and maintain supplier, commodity, and buyer records • link supplier codes to commodity codes Prerequisites To complete this section, you should have: • reviewed the "Banner 9 Navigation Guide," or have equivalent experience navigating in

the Banner system • administrative rights to create the setup pages needed in Purchasing and Procurement


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Set-up Forms Used in Purchasing and Procurement Before Banner can process purchasing data, there are several forms that need to be completed. Set-up forms The following set-up forms play important roles in the Purchasing and Procurement module. This list includes forms that are covered in the exercises that follow, as well as additional forms. Review and add values to these forms as necessary.

Naming Conventions Ship To Address Codes The first number of the six (6) digit address code represents the particular institution. The institution assigns the additional 5 numerical digits.

0 - South Dakota School for the Deaf 1 - South Dakota Board of Regents office 2 - The University of South Dakota 3 - South Dakota State University 4 - South Dakota School of Mines and Technology 5 - Northern State University 6 - Black Hills State University 8 - Dakota State University


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Creating a New Supplier The Requestor or purchasing staff provide Accounts Payable Shared Services (APSS) with a W9 from the supplier to be used for setting up the supplier in Banner. SD Board of Regents Accounts Payable Center (APSS) is responsible for supplier set up in Banner. The supplier then automatically synchronizes with SDezBuy and appears in SDezBuy for selection by the requestor. SDezBuy System Administrator has been given the permission to add or change the Email Address of the supplier after the supplier has been created by APSS. The Vendor Maintenance Form (FTMVEND) is used to query, add, change, or delete vendor information. The following exercise will demonstrate how to query a new vendor. Querying a Vendor

1. Type FTMVEND in the Search Field on the Home Page. Hit enter on the keyboard. This will take you to the Vendor Maintenance page.

2. Enter the vendor number in the Vendor field or use the Lookup icon next to the field to search for the vendor. The Lookup icon will take you to the FTIIDEN page. Notice that Vendors is selected with a checkmark.

3. Click on the drop-down next to Add Another Field… in the DETAILS section of the page. 4. Select the appropriate option. For our example, we will select Last Name.

5. Select the appropriate option from next drop-down or allow the Contains default. 6. Enter the vendor name or a portion of the vendor name. Note that the % sign is a

wildcard. 7. Click on the Go button.


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8. Click in the line of the vendor of which you were searching. 9. Click on the Select button at the bottom-right of the page. This will take you to the

FTMVEND screen which shows the vendor Banner A number and the Corporation name.

10. Click on the Go button.


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11. The Vendor Maintenance tab provides information such as the date the vendor was created, address defaults and additional vendor details. If you click on the Next Section button it will take you to the Additional Information tab.

12. The Additional Information tab provides information such as the vendor’s tax identification number, Income Type, Federal Withholding, Base Currency and Invoicing Group .

13. The Vendor Types tab provides information such as the vendor code and code description.

14. The Address Tab provides information such as Order From and Remit To addresses. There may be more than one of each type. To get to other addresses, click on the left or right arrow indicating the number of records in the system

15. The E-mail tab provides the supplier’s email address, if supplied by the supplier. 16. The Taxes Collected tab provides tax collection information for a vendor. 17. Click on the page close icon in the page header to return to the Home Page. Commodity Codes SDBOR established a list of commodity codes that the requestor is required to enter on their requisition in SDezBuy. The commodity code list includes a list of commodity codes that are the responsibility of a shared Purchasing Specialist and a list of commodity codes that are the responsibility of staff on the same campus as the requestor. SDBOR Purchasing created a Purchasing Commodity Code to Account Code Crosswalk to assist users in best determining the correct codes for the commodity they are purchasing. The crosswalks are located on the SNAP portal, Finance Category, Purchasing Forms section and in the Purchasing Forms & Training section of the Home/Shop page in SDezBuy. Querying a Commodity The Commodity Maintenance page (FTMCOMM) is used to add, change, or delete Commodity codes and default account relationships. When Commodity Codes are created, certain account codes are referenced on the Purchasing Commodity Code to Account Code Crosswalk and the Account Code to Commodity Code using the account code naming convention mentioned above.

1. Type FTMCOMM in the Search Field on the Home Page. Hit enter on the keyboard. This will take you to the Commodity Maintenance page.

2. Enter a known Commodity Code in the Commodity Code field or use the Lookup icon next to the field to search for a commodity. The Lookup icon will take you to the

FTVCOMM page. As of this writing, the system administrator is responsible for creating or updating all commodity codes.


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Creating or Modifying Buyer Codes The Buyer Code Maintenance page (FTMBUYR) is used to create buyers within Ellucian Banner. With the implementation of Order Manager in SDezBuy, requisitions electronically route to buyers within the SDezBuy application based on the commodity code and total dollar amount of the order. SDBOR has set up one generic buyer (BOR) for all purchase orders that integrate with Banner. As of this writing, the system administrator is responsible for creating or updating all buyer codes. Unit of Measure Maintenance The Unit of Measure Maintenance page (FTMUOMS) is used to create Units of measure (UOM). Units of measure are entered in Banner and are synchronized to SDezBuy via mapping provided by Regents Information Systems (RIS). The ANSI Standard UOM list was provided by Jaggaer and was used for this purpose. Conversion table for Jaggaer; i.e. – DOZ = dozen, EA = Each, etc. As of this writing, the system administrator is responsible for creating or updating all Unit of Measure (UOM) codes.


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FOB Code Maintenance FOB Codes are maintained in SDezBuy and can be set up in the User Profile of the Requestor. Note: The FOB that is selected by the Requestor will not appear in Banner for AP to see when they are processing invoices. As of this writing, the system administrator is responsible for creating or updating all FOB codes. Ship To Address Maintenance Ship To addresses are needed for SDezBuy requisitions and purchase orders and ultimately so the vendor knows where to ship the goods. Ship To addresses are created or modified in Banner by the local campus purchasing office and are synchronized to SDezBuy by using a dash in the Contact: field. (see screen below)

1. Type FTMSHIP in the Search Field on the Home Page. Hit enter on the keyboard. This will take you to the Ship To Address Maintenance page.

2. Enter a code for the Ship to Address. a. Begin with institution numeric code such as 2 for USD (see pg. 7 for list of institution

numeric codes). The remaining five (5) numbers are user defined after a review of current list of ship to codes. Use the Lookup icon next to the field to review the current list. Generally, Ship to Address codes follow a numeric range, 201100, 201200, 201300, etc.

b. To create a new ship to code, it must be one that does not currently exist. 3. Enter the new code in the Ship To Code field. Then click on the Next Section button.


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4. Enter the Ship to Address. a. Institution name is entered in Address line 1. b. Department name is entered in Address line 2. c. Street address is entered in Address line 3.

5. Enter the Building/Floor. a. Building name is added in the Building field. b. Room number is entered in the “Floor” field.

6. Enter the Ship to City, State & Zip. Use the Lookup icon if necessary. 7. Enter the Effective Date.

a. Default is today; when this code is effective. 8. Enter the Termination Date if this code is inactive at a date in the future. 9. Enter the Contact information.

a. Putting a dash – in the field will allow for synchronization to SDezBuy. 10. Enter the Phone Number.

a. Area Code first, then prefix & number with no dashes. 11. Enter the Tax Group Code (SDBOR institutions are tax exempt, so the Tax Group field is

not editable.) 12. SDBOR does not use Route/Carrier Route, Delivery Point or Correction Digit, so skip

these options. 13. Click on the Save button to save the record.

Changing a Ship To Address The shipping addresses for departments are changed using the FTMSHIP in Banner. To change a “ship to” address in Banner, you may need to go to SDezBuy and pull up the address to find the numeric code. The addresses are smart coded by institution, as in the naming convention listed above. To search for a ship to code in SDezBuy: 1. Select Setup from the navigation menu on the left of the Home page.


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2. Select Organization Structure and Settings>Manage Default Addresses from the fly-out menu. This will take you to a search screen.

3. Make sure that the Ship To tab and the Address List tab are selected. 4. Type a portion of the address in the Nickname / Address Text field. 5. Click on the Search button. This will bring up the possible existing addresses that match

your search criteria. Record the Address Code number.

To change a Ship To address in Banner 1. On the Home page in Banner type FTMSHIP in the search field. Hit enter key. 2. In the Ship To Code field in the key block enter the ship code XXXXXX. 3. Click on the GO button. You will see your current ship code information displayed.


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4. Click on the function in the header. (screen will appear the same)

5. Make changes to the address and other fields on FTMSHIP. 6. Change the Effective Date to today's date (or future date).


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7. Click on the button in the lower-right corner of the page.

8. The Success Notification should show one row saved. 9. Click on the Page Close icon “X” to close your page.

Cancellation Reason Code Maintenance Changes or Additions must be approved by the Purchasing Module Group. As of this writing, the system administrator is responsible for creating or updating all FOB codes. 1. On the Home page in Banner type FTMCRSN in the search field. Hit enter key. This will

take you to the Cancellation Reason Code page.


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2. Click on the Insert function to add a blank line. 3. Enter the Cancellation Reason Code in the Reason Code field. 4. Tab to the Description field. Enter the description for the code. 5. Tab to Start Date and enter the Start Date. 6. Enter the Termination Date if this code is inactive at a date in the future. 7. Click on the Save button to the record. (Note: DP was added for this exercise only)

User Profile Maintenance User profile maintenance if maintained by the Finance Module Group, but buyers or campus administrators who do account setups in SDezBuy, may need to query the users FOMPROF. 1. On the Home page in Banner type FOMPROF in the search field. Hit enter key. 2. Enter the User ID or use the Lookup icon to search for the user. 3. Click on the Filter icon in the functions menu. 4. Select COA from the Add Another Field… drop-down list. 5. Type S in the Contains field for Chart of Accounts. 6. Select User Name or User ID from the Add Another Field… drop-down list and type the

name. 7. Click on the Go button. If the system finds the user, then the person has a profile.

6. Click on the SELECT button on the bottom-right of the page. 7. Click on the Next Section button to view the users profile in Banner. It is important

that the user have Post in Accrual Period and Self Service Access checked in the AUTHORIZATIONS section of the profile. It is normal to see a Receiving Tolerances.


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Line Item Tolerance and Shipping Amount Tolerance The 15% tolerance for the shipping amount and line item amount is a manual process that Purchasing and APSS determined would assist APSS with processing invoices that do not match the PO rather than returning invoices to the Campus. There is not a screen in Banner that calculates this or overrides this. APSS manually verifies the line item amount and/or the shipping amount on the vendor's invoice against the PO amounts and if they fall under or at the 15% tolerance, then APSS will process the payment. E-Procurement Interface Preference Control Sets up the rules between Banner and SDezBuy. Approval rules are also set up here. See E-Procurement manual for specifics.


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Section C: Day-to-Day Operations Overview The purpose of this section is to explain the day-to-day or operational procedures to handle purchasing and procurement procedures at your institution. Intended audience The staff who perform and track the requisition and purchase order and receiving process. Objectives At the end of this section, you will be able to: 1. Create, cancel and query purchase orders. 2. Receive and return purchased goods. Prerequisites To complete this section, you should have. 1. Read or reviewed the Banner Navigation Guide. You will also need to ensure that the maintenance forms in Banner needed for Purchasing and Procurement have been set up for you.


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Process Introduction About the process 1. The Requestor creates a requisition in SDezBuy for goods or services and submits to

Banner. 2. The requisition routes through approval workflow which may include: department

approver, IT approver, special services approver, etc., until it routes to the purchasing approver or buyer.

3. The buyer reviews the requisition and determines if it should proceed to the supplier or be exported through an interface to Sourcing Manager to be bid by vendors.

4. When the bid is awarded it routes back through the interface to SDezBuy. Once the buyer or the State has approved the order, it proceeds to Banner to pick up the Banner PO number and then is emailed or faxed to the supplier.

5. When the order has been delivered by the supplier, it is generally the Requestor who performs the receiving in Banner.

6. Once the invoice arrives and matches both the PO and the receiving, payment will be processed by APSS.

Flow diagram This diagram highlights the processes used in the purchasing and procurement process.

Creating a Requisition

* * * * * SDBOR institutions will create Requisitions in SDezBuy.

The requisition will be approved by a Buyer and will post a Banner PO number * * * * * Purchase Orders, Standing Orders and Blanket Orders are all created in SDezBuy and

synchronize over to Banner.


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PO Change Order and Cancellation Process Change orders and cancellation of purchase orders begin in SDezBuy according to the instructions in the Buyer Approver Handbook. Canceling a Purchase/Blanket Order The Purchase/Blanket Order Cancel Form (FPAPDEL) is used to permanently cancel purchase orders and blanket orders that have been previously completed, approved, and posted within the Banner system. Note: Purchase Order cancelation also needs to be performed in SDezBuy as stated above. Canceling an order will prevent any further activity against the document. If there is no receiving (no activity), then you can use FPAPDEL, but if there has been receiving (activity), then you will not be able to cancel the PO and will not be able to close the encumbrance. If the purchase order has been provided to a supplier, it is generally the user who calls the supplier to cancel it and up to the buyer to make sure that this has been communicated to the supplier before the cancellation process in either SDezBuy or Banner. 1. On the Home page in Banner type FPAPDEL in the search field. Hit enter key. This will

take you to the Purchasing/Blanket Order Cancel page. 2. Enter the purchaser order number in the Purchase Order field or click the Lookup icon

to select one. 3. Click on the Next Section button. Banner displays the purchase order/blanket order

information for you to verify that you have selected the right document. 4. Perform a Next Section function, or click on the Cancel Date tab to go to the Cancel Date

screen.

5. Enter any date that is in an open accounting period or accrual period in the Cancel Date

field. a. The date must be after the original transaction date. b. The Cancel Date field defaults to the current date.

6. Tab to the Reason Code field. Cancellation reason codes are maintained by the system administrator.


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7. Double-click in the Reason Code field or click on the Lookup icon to open a window and select a reason for why the Purchase order is being canceled. If you know the Reason Code, you may type it into the field. Max. length is four characters.

8. Click on the OK button in the pop-up window. 9. Click on the Save button.

10. If additional information is needed in Banner for the cancellation, select Document Text

from the Related icon in the page header. 11. Perform a Next Block function. 12. Enter free form text. 13. Click the Save icon. 14. Click the Exit icon. 15. When you are ready to complete the cancellation, select the Process Cancellation option

from the Options menu to permanently cancel the purchase order or blanket order. 16. Click the Exit icon. Creating a Change Order The Change Order page (FPACHAR) is used to revise header, commodity, and accounting information on a completed, approved, and posted purchase order or blanket order. You cannot change the following: the Vendor, the Currency code, the document type (i.e., regular versus standing), and the Document Level Accounting indicator. You can change the monetary amounts of the distributions and add new ones.

1. Type FPACHAR in the Search Field on the Home Page. Hit enter on the keyboard. This will take you to the Change Order FPACHAR page.

2. Perform one of these actions in the key block. a. Enter a purchase order number in the Purchase Order field or click the Lookup icon

to select one.


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b. Enter a blanket purchase order number in the Blanket Order field or click the Search icon to select one. If you enter a purchase order number that is associated with a blanket order, the blanket order number displays in the Blanket Order field. If you want to revise a blanket order, leave the Purchase Order field blank.

3. Enter NEXT in the Change Sequence Number field to generate the next available change sequence number. a. If you want to access an incomplete change order, enter that change sequence

number. b. You cannot generate a new change order sequence number until you complete,

approve, and post the previous change order sequence number.

4. Click the Next Section icon (Alt+Page Down) or the button on the right. This will take you to the Change Order: Document Information section. Use the Change Order Document Information section to alter the initial purchasing information from the purchase order. You can alter the dates that display. You can also change the buyer, discount, and shipping data. The cursor appears in the Order Date field. You can change this field, the Transaction Date, and the Delivery Date.

a. A copy of the current header information defaults into this section and you can update the fields as necessary.

b. Please Note: Do not click in the Change Accounting Only checkbox because SDBOR requisitions are not generated in Banner. If this checkbox is left unchecked it enables you to change all the permitted fields.

Fields Descriptions Purchase Order Code representing the purchase order. Blanket Order Code representing the blanket order. Order Date Date the purchase order was entered. Default value is the system date but can

be overwritten. Transaction Date Date the transaction was processed or recorded to the ledgers. Default value

is the system date but can be overwritten. Delivery Date Date the commodities on the purchase order are to be delivered. Default

value is the requisition date but it can be overwritten and must be greater than or equal to the current date.

Comments Instructions or requests attached to a requisition, for example, Need ASAP. Commodity Total Total cost of the commodities on the requisition.

Note: For each commodity record, the system multiplies the unit price entered (up to four decimal places) by the quantity and then rounds the result to two decimals for display in the form.

Accounting Total Total amount of all accounting distributions (FOAPALs) entered on the document.


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Change Seq Number representing the change sequence. In Suspense Check box indicating whether this purchase order is in suspense.

• Selected = This purchase order is in suspense. • Cleared = This purchase order is active.

Document Text Code that indicates whether text exists attached to the purchase order. • Y = Text exists with this purchase order. • N = Text does not exist with this purchase order.

Change Accounting Only Check box that indicates if you want to change only the accounting information of the purchase order.

• Selected = Change accounting information only. • Cleared = Change both commodity and accounting information as

desired. (Default) Purchase Order Type Value that identifies the type of purchase order.

• Regular = This is a regular purchase order. (Default) • Standing = This is a standing purchase order.

Original Document Text Pull-down list that indicates whether the user wants to copy text from an

existing document into a new document. • None = Do not copy text from the original document. (Default) • Copy Document Text = Copy text from the original document.

Buyer Code Code and name of the person granted purchasing authority of a purchase order. (BOR – Board of Regents defaults in for all POs)

Origin Origin of the purchase order. (EPROCUREMENT) Blanket Order Termination Date

Date the blanket order is no longer effective.

Rush Order Check box that indicates whether this is a rush order. • Selected = This is a rush order. • Cleared = This is not a rush order.

NSF Checking Check box that indicates whether the user wants to activate the (online) Non-Sufficient Funds checking feature.

• Selected = Non-Sufficient Funds checking feature is activated. • Cleared = Non-sufficient funds checking feature remains inactive.

Deferred Editing Check box that indicates whether the Deferred Editing feature is active, which defers editing of the transaction until posting. This speeds up your system processing time.

• Selected = The Deferred Editing feature is active. • Cleared = Ongoing editing continues to occur.

Warning! Warning: Activating the Deferred Editing feature disables the immediate display of online errors. You cannot view your errors until you run the Editing feature in the batch processes FGRTRNI and FGRTRNR.

Reference Number Reference number associated with the purchase order. You will see the SDezBuy internal PO number.

5. Click on the Related icon in the header and select Document Text (FOAPOXT) from the drop-down list if you would like to create, edit or view text associated with a purchase order document. (Optional). This will open a Procurement Text Entry screen.

6. Press Tab to navigate through these fields.

Modify Clause Code representing the clause you want to edit. Use the Modify Clause field to bring in a predefined clause that you want to modify for the procurement of this commodity. (SDBOR has not created clauses)

Default Increment Increment of line numbers that identifies a string of text and specifies its order of appearance. The default value is 10 but it can be overwritten.


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Copy Commodity Text Check box indicates whether the user wants to copy the text associated with a commodity.

• Selected = Copy commodity text. • Cleared = Do not copy commodity text.

7. Click on the button to access the Text field. You can enter or modify text information in this field. You can reference clauses; use the Clause Number field. To print this text, select the Print box. The system calculates the Line number based on the default increment specified in the header. If desired, you can scroll through the text fields.

8. If creating a text line longer than the space will allow, you will click on the function to insert another line of text.

9. Click on the SAVE button in the bottom section of the screen. The line numbers will populate and the Success Notification, “Saved successfully (X rows saved)” displays.

10. Click on the Page Close icon X to return to the Change Order: Document Information page. The Document Text field should now have a check in the checkbox. By adding new text, the Original Document Text field has been grayed out. This prevents the form from copying text from the original purchase order to the change order multiple times.

11. Verify the Rush Order, NSF Checking, and Deferred Editing field settings. 12. Click on the Next Section icon. This will take you to the Change Order:

Requestor/Delivery page.

13. Verify the Requestor, COA, Organization, Email, Phone, Fax, Ship To, and Attention To fields. Make changes if necessary. a. Information such as the Ship To code and the Delivery Date also affect the commodity

records; updating this information will cause all commodity records to be included in


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the change order, whether or not you specifically include them. Use the Commodity Supplemental Information screen to change Ship To or Delivery Date by line item.

b. When creating a change order for a blanket order, some fields in the Requestor/Delivery screen will require entry, even though they were not required for the original blanket order.

14. Click on the Next Section icon. This will take you to the Change Order: Vendor page.

15. Verify the vendor information and change, if necessary.

a. You cannot change the vendor on a purchase order, but you can update the address code and sequence number.

16. Verify the Contact, Email, Discount, FOB Code, Tax Group, Class Code, and Carrier fields. Make changes if necessary.

17. Click on the Next Section icon. This will take you to the Purchase Order Item Selection page.


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18. To change all items, select the Change All checkbox. Then click the Save button. a. The Change All function is a method for copying all of the commodities on the original

purchase order (plus any change orders) to the commodity page of the change order. b. If you do not choose the "Change All" function, the items and their amounts are still

included in this change order; they are just not visible. However, their totals will be included in the Remaining Commodity Amount.

19. To change only certain items, select the Added checkbox in the column to the right of the item to indicate which items you would like to change on this change order.

20. Click the Save icon.

21. Click the Page Close X icon to go to the Change Order: Commodity/ Accounting screen. 22. On the Change Order: Commodity/Accounting screen:

a. All of the commodity and accounting information that you have selected will be carried forward and populated on the Change Order Form (FPACHAR).

b. Add new items to the order by down-arrow to the last commodity and using the function and entering a commodity code in the Commodity field, tabbing, the

adding a description in the Description field. c. Note that you can still overwrite the commodity description on this form.

23. Change the Quantity and/ or Unit Price (or Amount on a standing purchase order) by tabbing to those fields, so that the extended amount is the correct or revised amount that you want to order.

24. Delete a line by going to that line and tabbing to Unit Price and typing in 0.00 and then click on Next Block and putting in 0.00 in the price column.

25. Perform a Next Section function. a. As in the purchase order, if you are using commodity level or document level

accounting and you have the Distribute checkbox checked, the form will automatically distribute your commodity changes in the appropriate manner.

b. To make changes manually, uncheck the Distribute checkbox. 26. Make the necessary changes to the accounting distributions.

a. Although you cannot delete existing accounting distributions from the change order (because they have already been posted by the original purchase order and any subsequent change orders), you can zero out the existing distributions, which will reverse the accounting behind them.


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b. You can also change existing distributions with a new monetary amount or add new accounting distributions using the function.

27. Click on Next Section to go to the Balancing/Completion page. 28. Review the Header, Commodity, and Accounting amounts. 29. If these amounts are in balance, click the Complete button. A Success Notification

indicating “completed and forwarded to the Posting process” should appear.


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30. A Success Notification indicating “completed and forwarded to the Posting process” should appear.

31. Click on the Page Close X to return to the Home Page of Banner. Canceling a Change Order The Change Order Cancel Form (FPACDEL) is used to permanently cancel change orders. You cannot cancel change orders until after they have been completed, approved, and posted. 1. On the Home Page type FPACDEL in the Search Field. Hit enter. This will take you to the

Change Order Cancel FPACDEL screen. 2. Enter the purchase order in the Purchase Order field or click the Lookup icon to select

one, or enter a blanket order in the Blanket Order field. 3. Enter the latest change order sequence number in the Change Sequence Number field. 4. Click on the Next Section icon. The change order detail is displayed.

5. Click on the Next Section icon or select Access Cancel Date from the Tools menu to go to the Cancel Date screen.

6. Enter any date that is in an open accounting period or accrual period in the Cancel Date field; however, the date must be after the original transaction date.

a. The Cancel Date field defaults to the current date. 7. Click on the Lookup icon to select a reason for why the change order is being canceled

from the Cancellation Reason Code box which appears.


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8. Select Document Text (FOAPOXT) from the Related icon in the header menu to enter a comment about the cancellation.

9. Click on the Next Section icon. 10. Enter “This change order was created in Error” or another text message that will explain

why the change order is no longer needed. 11. Click on the Save button.

12. Click the Page Close X icon. 13. When you are ready to complete the cancellation, click on the Make Cancellation

Permanent button or select Process Cancellation from the Tools icon to permanently cancel the purchase order or blanket order.

14. Click the Page Close X icon to return to the Home Page.

Querying Completed and Approved Purchase/Blanket/Change Orders In previous procedures, you created and modified purchase orders, blanket orders, and change orders using the Purchase Order Form (FPAPURR), Blanket Order Form (FPABLAR), and Change Order Form (FPACHAR). Because you completed and approved these documents, you cannot review them from these forms.


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You can query the orders from the Purchase/Blanket Order Inquiry Form (FPIPURR) at any stage of completion. 1. On the Home Page type FPIPURR in the Search Field. Hit enter. This will take you to the

Purchase/Blanket/Change Order Query Form (FPIPURR). 2. Enter the purchase order number in the Purchase Order field, or click the Lookup icon

to select one, or enter a blanket order number in the Blanket Order field. 3. Enter change number in the Change Sequence Number field if you want to review a

specific change order. If not, leave the field blank. 4. Click on Next Section or select Document Information from the Tools menu to go to

the Document Information screen. 5. Click on Next Block or select Requestor/Delivery Information from the Tools menu

to view the requestor and the ship to address 6. View the document text, if it exists, by selecting Document Text from the Related icon

in page header. a. This will display the Procurement Text Entry Form (FOAPOXT).

7. Click on Next Section to view any entered text. 8. Click on the Page Close X icon to return to the FPIPURR page. 9. Click on Next Section or select Vendor Information from the Tools menu to access the

Vendor page. 10. Click on Next Section or select Commodity/Accounting Information from the Tools

menu to access the Commodity/Accounting screen. a. This screen shows the commodity and accounting information entered on any of the

three order creation forms. b. This screen also includes the Original Commodity Description pop-up screen,

which allows you to see the commodity description as defined for the code, even if the description has been overwritten. The Commodity Code for the item will be highlighted. To view the description, tab to the Description field.

Warning: Important! Reviewing a change order that has been posted only displays changes that were made to the items. Any items that were not changed will not be displayed. You can also see the amount the change order has been changed by; whereas when you entered the change order, you entered the amount you wanted the purchase order to be changed to. Make a note of this so you are aware of the differences in display.

c. The Commodity Supplemental Data page is displayed when you select Commodity Supplemental Information from the Tools menu, and shows additional information


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regarding this commodity. It displays the Delivery Date and Ship To fields entered on the purchase order.

d. Click the X to close the page and return to the Commodity/Accounting page.

11. Click the X again, to close the page and return to the Home Page. Querying Document History FOIDOCH is a page in Banner that displays the processing history of purchasing and payment documents. It identifies related documents and provides the status of all documents that are in the processing stream for the queried document.

1. Type FOIDOCH in the Search Field on the Home Page. Hit enter on the keyboard. This will take you to the Document History page.

Alternately, click on the Menu icon in the upper-left corner of the home page or use the keyboard shortcut of Ctrl + M to view the Banner, My Banner and Banner Self-Service menu options. The menu panel will appear on the left side of the screen. The menu panel displays the applications available to SDBOR. Locate FOIDOCH. Alternately, from the Search icon type FOIDOCH, then hit the Enter key.


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2. Type PO in the Document Type box. The following Document Types are available from the FOIDOCH page for review by clicking on the Lookup icon.

TYPE Description TYPE Description REQ Requisition RCV Receiving Documents PO Purchase Order RTN Returns INV Invoice FAS Fixed Asset CHK Check Disbursement

3. Tab and type the PO number in the Document Code field. (example P0241639). 4. Click the Next Section icon (Alt+Page Down) or the button on the right. The

block that corresponds to the Document Type and code selected will be the block that is highlighted (in a different shade). Here the Purchase Order block is selected.

5. FOIDOCH reveals the purchase order, invoices, check disbursements and receiving document numbers, associated with this PO. If there had been a Return or an Asset Tag with this PO, it would appear here as well. Document status is indicated on this page.

6. Click on the Tools icon in the page header and then select View Status Indicators under OPTIONS in the drop-down list. A purchase order Status of A indicates the document is Approved.


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List of Status Indicators: A-Approved

C-Completed F-Final Reconciliation P-Paid R-Receipt Required S-Suspended O-Open X-Cancelled V-Void H-Hold T-Tagged Permanently

7. To look up a document found on FOIDOCH, highlight the document number with your

mouse and then click on the Related icon and click on Query Document [BY TYPE]. If you had highlighted the Receiver Document, the FPIRCVD page appears. Likewise, if you had highlighted the invoice number, the FAIINVE page appears.

8. After reviewing the document information, click on the X in the page header to return to the FOIDOCH screen.


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9. To view an image of the actual invoice, highlight the invoice number using your mouse,

click on the Related icon and click on Query Document [BY TYPE]. Then select the Retrieve icon in the header.

Invoice view

9. View the other documents using the same procedure. All documents are accessed in a

query mode. Note that there have been no Returns, Fixed Asset tags or adjustments associated with the above PO.

The following are the query forms associated with each of the blocks.


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Block Associated Query Form Purchase Order Purchase/Blanket Order Inquiry Form (FPIPURR) Invoice Invoice/Credit Memo Query Form (FAIINVE) Check Check Payment History Form (FAICHKH) Return Returned Goods Validation List Form (FPIRTRN) Receiver Receiving Goods Query Form (FPIRCVD) Asset Tag Fixed Asset Master Query Form (FFIMAST) Asset Adjustment Fixed Assets Adjustment Query Form (FFIADJF)

Note: You can also use the Search icon on the Home Page for the following document types.

• Check - Check Payment History page (FAICHKH) • Return - Returned Goods Validation List page (FPIRTRN)

Invoices and Payment using FOIDOCH 1. Type PO in the Document Type box. 2. Tab and type the PO number in the Document Code field. (example P0221220) 3. Click on the button. 4. Click on the Invoice number or the check number to highlight it or you may tab and

down-arrow to the document number. 5. Click on the Related icon in the header at the top of the screen.

6. Select Query Document [BY TYPE] from the drop-down list. Since you had highlighted the invoice number, the system will take you to the Invoice/Credit Memo Query (FAIINVE) page. If you had highlighted the check number, the Check Payment History (FAICHKH) would appear.


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7. This is an Invoice query screen. Click on the Go button in the key block to see the detail on an invoice, Banner will take you to FAIINVE. If the Multiple checkbox is checked, this indicates that more than one PO has been assigned to the invoice.

8. The Invoice/Credit Memo Header section of the Invoice/Credit Memo Filter page

(FAIINVE) displays information including the vendor, address code, and discount code.

9. For more detail on an invoice, click on the Next Section icon . Banner takes you to the Commodity Informtion page of FAIINVE. It provides line item detail. You can use your down arrow key to view lines 2, 3, 4…

10. Another Next Section takes you to the Accounting Amounts page of FAIINVE. This screen provides detail in regard to the FOAPAL used for each line of the PO.

11. Next Section again takes you to the Balancing/Completion page of FAIINVE. The Header, Commodity and Accounting totals must be equal/balanced.

If you need help with any of these pages, click on Online Help icon in the header or use the shortcut keys of CTRL+SHIFT+L to get content sensitive help. To view check detail from the FOIDOCH screen:

This is the detail of an internal invoice


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1. Highlight the Check Disbursement document number and then click on the Related icon in the header.

2. Select Query Document [BY TYPE] from the drop-down list. Since you highlighted the check number, the Check Payment History (FAICHKH) page appears. The Check Payment History page displays summary information about check transactions.

3. Tab to the Bank: field and enter SS. 4. Select the Go button to default the invoice document information.

5. The existing data for the specified check displays such as Vendor Number, Vendor Name,

Check Date, Check Type, Check Amount, the internal document number(s) and the vendor invoice code area are displayed. The form displays invoices for which you have written a check and displays the vendor invoice code if one was entered on the invoice. If necessary, you can scroll through this list of documents. By clicking on each document number, you can see all vendor invoices (Vendor Invoice Codes) that have been paid under that document number, in the Vendor Invoice section.


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6. Click on an check document number. Click on the Related icon in the header and select Document Inquiry (FAIINVE) from the drop-down list. You can also view the invoice by highlighting the Document Number and clicking on the Retrieve icon

in the header.

7. Then click on the Go button . The Invoice/Credit Memo Query lists which PO was paid. The For more detail on an invoice, each Next Section takes you to the Commodity Information page, the Accounting Amounts page and the Balancing/Completion page of FAIINVE. The Header, Commodity and Accounting totals must be equal/balanced.

This is the detail of a check


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8. To view an image of the actual invoice, highlight the invoice number using your mouse,

click on the Related icon and click on Query Document [BY TYPE]. Then select the Retrieve icon in the header.

For more detailed information on Banner invoices and payment, please contact your campus Accounting Department.


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Opening and Closing Encumbrances The Encumbrance Open/Close Form (FPAEOCD) is used to close requisitions or purchases orders at either the document or commodity item level and re-open closed purchase orders at either the document or commodity item level. Documents created against either Operating Ledger or General Ledger accounts may be closed with this form. Use of this form will not affect any related systems such as Fixed Asset records or Stores Inventory "on order" quantities. Closing all commodity items will also close the purchase order document. Closing a Purchase Order 1. On the Home page type FPAEOCD in the Search Field . Hit enter.

This will take you to the Encumbrance Open/Close (FPAEOCD) page. 2. Type NEXT in the Document Number field, to create a system generated number or, if

you have previously begun an open/close document, enter the document number, or query and select an incomplete document.

a. The resulting document will have an asterisk (*) as the first character. b. Do not enter Purchase Order number of the document you want to open/close in

this field. 3. Click on Next Block. 4. Click on Close PO document or commodity from the drop down list. It is the most

common use of this page. Other options in the drop down list include: a. Open PO document or commodity. b. Close Requisition or commodity.

5. Tab to the Document Transaction field and change the date if necessary. Today’s date

defaults in. 6. Click on the Next Section icon. 7. Enter the purchase order number in the Purchase Order Number field or click on the

Lookup icon to select one. a. Tab to allow the PO Transaction Date, Vendor, and PO Text Exists indicator to

default in from the document. 8. Click on the Close All Items and Change Accounting boxes.


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a. The option to close all items will not automatically close all items. It signals the system to default a close indicator for all open commodity items on the document.

b. The Change Accounting checkbox must be checked for the Close Options to complete the document.

9. Click on Next Section or click on Tools in the header. Select Commodity/Accounting Information from the drop down list. a. All of the commodity line item information will appear in the Commodity Information

section. 10. Verify that the items you want to close have a checkmark in the Close box. Uncheck any

that will not be closed at this time. 11. Click on Next Section. 12. Enter the amount in the Adjust Encumbrance By column from the appropriate Current

Encumbrance column for the total of all the commodity items being closed. Tab to populate the total. Use Next Section and Previous Section to enter the Adjust Encumbrance By for all lines to be closed. Data entry is always assumed as a positive entry.

13. Click on Next Section. Select the Complete button. a. A Success Notification will appear in the Notification Center that says that the

document has been forwarded to the Posting process.


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Receiving Purchased Goods The receiving process enables you to enter receipt information for items ordered through the purchase orders. You can receive goods based on the quantity identified on a regular purchase order or based on the dollar amount identified on a standing purchase order. The table shows fields and checkboxes you should know when the Receiving process.

Field or Checkbox Description Receiving Method Omit Carrier Omit Date Received The Date Received field displays the system date. You can override it. Received By Banner controls this field and auto-populates it with the requestor’s user name. Receive Items and Adjust Items

These radio buttons allow you to process an original receiving document or an adjustment to an existing receipt transaction. An adjustment is basically a negative receiver, and allows you to correct or update completed receipt documents.

Receiving Complete Orders Follow these steps to process the receiving on a purchase order after all the items on the purchase order have been physically received at the shipping location as designated on the purchase order.

1. Type FPARCVD in the Search field in the center of the Home page. Hit the Enter key on the keyboard. This will take you to the Receiving Goods (FPARCVD) screen.

2. Type NEXT in the Receiver Document Code field to allow the system to generate a number.

3. Click on the button in the key block. The Receiver Document Code field will automatically populate with a system-generated number. This will take you to the Receiving Header section of FPARCVD.


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4. Tab through the Receiving Method field and the Carrier field until you get to Date Received. The Date Received field will populate with today’s date. To choose a different date, click on the calendar icon and choose the appropriate date or enter a date in this format mm/dd/yyyy in the field.

5. The Received By field auto-populates with the requestor’s user name.

6. To add text associated with the receiver document, click on the icon in the header and select View Receiving Text [FOATEXT] and use the General Text Entry (FOATEXT) page to enter text.

7. When completed, click the Save button. The remaining line number will populate.

8. Click the page close X icon.

a. A checkmark in the Text Exists field indicates that receiving text exists. 9. Click on the Next Section icon to access the PACKING SLIP section. 10. Enter the packing slip number in the Packing Slip field. If the vendor does not provide

a packing slip, it is ok to use the words “NO SLIP” or other fictitious verbiage or alpha-numeric code.

11. Leave the Bill of Lading field blank. 12. Click on the Next Section icon to access the PURCHASE ORDER section. 13. Enter the Purchase Order number of the PO for which you are doing the receiving, in

the Purchase Order field or click the Lookup icon to select the completed Purchase Order.

14. Then hit the Tab key. a. The Buyer and Vendor fields are automatically populated from the purchase order.

15. Verify that the Receive Items radio button is selected with a black dot. If not, click in the radio button so that it is selected.

16. Click on the Tools icon in the header and select Receive All Purchase Order Items from the drop-down menu, as you will be receiving a complete order.


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14. Click on the Next Section icon . This will take you to the Commodity screen. a. The commodity information defaults from the purchase order. b. The Receiver Document Code, Packing Slip number, PO number, and Vendor

information have defaulted from the Receiving Goods screen information. 15. Tab to the Final Received checkbox and if all items have been physically received, leave

the checkbox checked. This checkbox indicates this receiver document is intended to be the final receiving entered against the referenced PO. This indicator is carried forward and displayed on the invoice page FAAINVE for AP to view.

16. Review the data in the Quantity Received To Date and the Quantity Received Current columns.

17. Tab to the U/M field. The Unit of Measure default value comes from the purchase order. 18. Tab multiple times until you return to the Item number and then down arrow to the next

item, then repeat your review. 19. Click on the Complete button in the below section to complete the receiving

document. Once you complete the receiving document, the Banner Document History Screen FOIDOCH will update with a “C” for the status of the receiving document number. In addition, you cannot make further changes to this Receiving Document once it is completed. The Adjust Items functionality enters receiver information into the systems as a negative transaction to allow for correction of previously received quantities.


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20. The Success Notification, ”Receiver Document YXXXXXXX has been completed.” will appear in the upper right-hand corner of the screen and the Notification Center will register the next number.

21. Click the Page close icon in the header to exit this screen and return to the Home page.

22. As a double check, you may go to the FOIDOCH screen to view the related documents. You should now see this receiving document as completed.

23. Click the Page close icon in the header.

a. You cannot make further changes to the Receiver Document at this point. b. If you need to make adjustments, go to the Receiving Adjustments procedure.


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Receiving Partial Orders 1. Access the Banner Home page from the SNAP portal, Finance option. 2. On the Home page type FPARCVD in the Search field in the

center of the landing page. Hit the Enter key on the keyboard. This will take you to the Receiving Goods (FPARCVD) screen.

3. Type NEXT in the Receiver Document Code field. 4. Click on the button in the key block. The Receiver Document Code field will

automatically populate with a system-generated number. This will take you to the Receiving Header section of FPARCVD.

5. Tab through the Receiving Method field and the Carrier field until you get to Date Received. The Date Received field will populate with today’s date. To choose a different date, click on the calendar icon and choose the appropriate date or enter a date in this format mm/dd/yyyy in the field.

6. The Received By field auto-populates with the requestor’s user name.

7. Click on the Next Section icon to access the PACKING SLIP section. 8. Enter the packing slip number in the Packing Slip field. 9. Leave the Bill of Lading field blank. 10. Click on the Next Section icon to access the PURCHASE ORDER block. 11. Enter the Purchase Order number of the PO for which you are doing the receiving, in

the Purchase Order field or click the Lookup icon to select the completed Purchase Order. Then hit the Tab key.


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a. The Buyer and Vendor fields are automatically populated from the purchase order. 12. Tab to the Receive Items radio button and verify that it is selected with a black dot. 13. Click on Tools icon in the header and choose Select Purchase Order Items, as you

will be receiving a partial order.

14. Click in the Add Item checkbox for each of the line items you wish to receive on this partial receipt.

15. Click on the SAVE button in the bottom right-hand corner of the screen. The Saved successfully notification should appear.

16. Click on the Page close icon on the left side of the header section.


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17. Respond Yes to the “Force close?” question in the Warning Notification. This takes you back to the Receiving Goods screen.

18. Click on the Next Section icon. This will take you to the Commodity screen. a. The commodity information defaults from the purchase order. b. The Receiver Document Code, Packing Slip number, PO number, and Vendor

information have defaulted from the Receiving Goods screen information. 19. Tab to the Final Received checkbox and if all items have been physically received, check

the checkbox. This checkbox indicates this receiver document is intended to be the final receiving entered against the referenced PO line. This indicator is carried forward and displayed on the invoice form FAAINVE for AP to view.

20. Enter the numerical quantity in the Quantity Received Current field. If the ordered quantity is more than the received quantity, this equals partial receiving or if receiving only some of the lines, this is also considered partial receiving.

21. Tab to the U/M field. The Unit of Measure default value comes from the purchase order. 22. Tab multiple times until you return to the Item number and then down arrow to the next

item if there are additional item, then repeat your review. 23. Click on Complete button to complete the receiving document. 24. The message, ”Receiver Document YXXXXXXX has been completed.” will appear in the

upper right-hand corner of the screen. 25. Click the Page close icon in the upper-left corner of the header to exit this screen. Receiving Adjustments If you need to make adjustments for a miscount or mistake, you can create a new Receiver Document using the same packing slip and purchase order used previously. Follow these steps to enter a receipt adjustment. 1. Type FPARCVD in the Search Field in the center of the

Home page. Hit the Enter key on the keyboard. This will take you to the Receiving Goods (FPARCVD) screen.

2. Type NEXT in the Receiver Document Code field to allow the system to generate number or click the Lookup icon to have the system select an incomplete document.

3. Click on the button. Skip the Receiving Method field and Carrier field. 4. Tab to the Date Received field which has auto-populated with today’s date. If it is

necessary to change the date received, click on the calendar next to the field and choose the appropriate date.

5. When completed, click the Save button. The Saved successfully notification should appear.

6. Click on the icon in the header and select View Receiving Text [FOATEXT] to create or modify text associated with a receiver document, and use the General Text Entry (FOATEXT) page to enter text. It is a good area to enter information as to why a receiving adjustment is being performed.

7. When completed, click the Save button.


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8. Click the page close X icon.

a. A checkmark in the Text Exists field indicates that receiving text exists.

9. Click on the Next Section icon to access the PACKING SLIP section. “NO SLIP” can be used here also.

10. Leave the Bill of Lading field blank. 11. Click on the Next Section icon to access the Purchase Order section. 12. Enter the Purchase Order number in the Purchase Order field. Then hit the Tab key.

a. The Buyer and Vendor fields are automatically populated from the purchase order. 13. Click in the radio button next to Adjust Items to select it.

14. Click on Tools icon in the header and choose Select Purchase Order Items, as you will be doing an partial receiving adjustment of an order.

15. Click on the Next Section icon to access the SELECT INDIVIDUAL ITEMS section. 16. Click the Add Item check box for the Items/Commodities that need to be adjusted. 17. Click the Save button.


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18. Click the Page Close X icon in the header and click on Yes to Force close the page. This

will take you back to the FPARCVD screen. 19. Click on the Next Section icon to go to the Commodity section. 20. For a regular purchase order, click in the Adjustment field next to Quantity Received

To Date and enter the quantity of goods adjusted for this item. a. The adjustment must be a negative quantity, such as -1.

21. Tab to the U/M – Unit of Measure field. The U/M field from the purchase order is displayed with the commodity.

22. Click the Complete button to complete the receiving adjustment document.

20. Once you complete the document, the Receiver Document number will be displayed on

the completed Success Notification and the screen will roll-back to the FPARCVD screen to allow you to enter another receiver.


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Removing Incomplete Receiving Documents If you have incomplete receiving documents for a purchase order (no letter in the status box on the FOIDOCH screen), then you can either complete them or remove them. Complete them following the preceding steps. Follow these steps to remove them if they are incorrect or no longer needed. You may omit steps 1-6, if you know the Receiving Document number. 1. On the Home page type FOIDOCH in the Search field. Hit enter. This will take you to the

Document History screen. 2. On the Document History screen type PO in the Document Type box and tab to the

Document Code box. 3. In the Document Code box type the PO #, then click on the button. The

Document History screen will populate with the information Banner has about the PO you have requested.

4. In the Receiving Document line there will be one or more incomplete receiving documents (i.e. nothing in the status box next to the receiving document).

5. Write down the receiving document number for the incomplete receiving document.

6. Click the Page close icon to exit the FOIDOCH screen and return to the Home page. 7. On the Home page type FPARCVD in the Search field. Hit enter. This will take you to the

Receiving Goods screen. 8. Type in the receiving document number you wish to cancel. Click on the

button. The Receiving Goods screen will populate with the information Banner has about this receiving document.

9. With the curser in the Receiving Header box, click on the button in the RECEIVING HEADER. A Warning Notification, “Please Delete Record again to delete this document.” appears.


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10. Then select in the RECEIVING HEADER a second time. A Success Notification, “Receiver #: Yxxxxxxx and all the detailed records have been deleted.” appears.