Post on 21-Jan-2016
description
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