BANNER 9 REQUISITION TRAINING REVISED AUGUST 2018
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BANNER 9
REQUISITION TRAINING
REVISED AUGUST 2018
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Banner Requisition Training
Topics Covered
Purchasing Overview…………………………………………………………………………………………….3
Most Commonly Used Form Names………………………………………………………………………6
Entering a Requisition……………………………………………………………………………………………7
Requestor/Delivery Information ……………………………………………………………….9
Vendor Information ………………………………………………………………………………….17
Commodity/Accounting ……………………………………………………………………………22
Balancing and Completion ……………………………………………………………………………………27
Travel Notes …………………………………………………………………………………………………………28
Deleting/Canceling a Requisition…………………………………………………………………………..30
Detailed Encumbrance Activity…………………………………………………………………………..…35
Locating a Requisition……………………………………………………………………………………………36
Copying a Requisition……………………………………………………………………………………………38
Receiving Goods……………………………………………………………………………………………………39
Partially Receiving Goods…………………………………………………………………………..43
Transaction Tracking in Banner……………………………………………………………………………..46
Budget Check Prior to Processing a Requisition…………………………………………………….50
Budget Check While in a Requisition…………………………………………………………………….54
The Executive Summary Form (Operating Ledger Budget and Activity).….…………….……….56
Approving a Requisition….…………………………………………………………………………………….58
NSF Check…………………………………………………………………………………………………………….60
Disapproving a Requisition……………………………………………………………………………………63
Requisition Instructions (Short Version) ……………………………………………………………….69
Banner Finance Frequently Asked Questions………………………………………………………..71
Banner 9 Keyboard Shortcuts………………………………………………………………………………..74
Personalizing My Banner……………………………………………………………………………………….76
Check Banner Messages…………………………………………………………………………………………79
Requisition Log……………………………………………………………………………………………………….80
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Banner End User Manual
Purchasing Overview
Purpose: This is an overview of the University’s procurement procedures and how they relate
to the Banner Financial system.
The Purchasing Department’s function is to procure goods and services for utilization in the
execution of UCA’s mission at the best value possible and within all applicable legal
requirements.
General purchasing policies apply to all purchases made by the University, regardless of funding
source. All purchases from restricted funds are made in accordance with the University’s
established policies and procedures, as well as in compliance with all applicable laws,
regulations, special terms and/or requirements as may be indicated by the contracts, grants, or
donations.
The University’s procurement regulations and procedures are based on the State of Arkansas
Procurement Law and therefore no sale or purchase will be entered into unless the purchasing
and budgeting authority has certified that funds have been encumbered for the purchase. This
means every purchase must have a completed purchase order issued. Persons who enter into
transactions and agreements without Purchasing’s authorization are personally liable for
payment.
STEPS IN THE PROCUREMENT STREAM
As a general rule, most transactions should be placed as online requisitions through Banner,
therefore, transactions that are not placed online are considered exceptions (these are
explained below in the Expenditure Form Processing section). Exceptions to the system can
create a variety of problems such as delays in receiving, delays in payment, delays in order
processing, or miscommunications within the procurement stream, we encourage you to place
orders online whenever possible. The steps in the procurement stream are outlined below to
help you understand how important your efforts are to making this process work.
Step 1: Need Identified and Researched
A need arises for goods or services is recognized. This is conveyed to the support person
who seeks out the necessary information to make a determination of what to buy. The
Purchasing Office, colleagues, catalogs, vendor quotes, etc. can be helpful to you in
gathering this information.
Based upon this research, the department decides to pursue the purchase. In order for
you to get the item(s) that you desire, it is critical that the information you gathered be
conveyed to the appropriate people. Your mission is to convey exactly what you want
through the process—via quote, catalog number, part number, description, original
receipts, etc. The more information you provide, the better.
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Step 2: The Purchase Requisition
Generating a purchase requisition begins the formal procurement process. The following steps
will guide us through the life cycle of a requisition. You will see that the accuracy of your
information on the requisition is critical to every step of the process.
Step 3: Approvals
Your requisition goes through the approval process. At this stage, the information you provided
tells personnel what you are trying to order and how much money needs to be encumbered for
the purchase.
Step 4: Purchase Order Generated
Your information taken from the requisition becomes a Purchase Order. The Purchase Order is
a binding agreement between the University and the vendor to conduct business. The benefits
of the clarity of your information on the Purchase Order should be obvious.
Step 5: Vendor Processes Order
The vendor takes your information from our Purchase Order and puts it into their system. A
vendor’s order entry/filling system may flow something like this:
The order is passed to clerical support where it is reviewed for errors.
The information passes to their credit department for approval.
The order goes to a warehouse to be filled
The materials go to shipping to be packaged and sent to the University
The billing department generates an invoice, which is mailed to our Accounts Payable
Department.
Step 6: Order Received by UCA
The materials you have ordered will be received at the University by various departmental
personnel. When the individual department receives the items, they will be opened and
inspected. The data entered on the requisition will be compared to the items received, checking
that the items received are what was requested.
Note: Confirming orders such as prepayments, subscriptions, memberships, standing orders
and travel orders will NOT require the receiving process. These items will be received and
processed by the Accounts Payable Department.
Step 7: Paying the Invoice
Accounts Payable will compare the information supplied on your purchase order to the invoice
information received from the vendor to determining if the vendor is asking for payment on the
items you requested. Accurate and adequate information from you is critical in making this
match so that the invoice can be paid in a timely manner.
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Step 8: Fixed Assets Inventory
Items that qualify as fixed assets are tagged and inventoried based on the information you
provided on the purchase requisition. This data is maintained in the fixed assets system until
the item is sold or scrapped at the end of its useful life.
As you can see, the accuracy of your information on the Requisition is critical to every step of
the procurement process.
EXPENDITURE FORM PROCESSING
The requisition is just one of the expenditure forms used at UCA; however, it is the one most
frequently used and the one that allows Banner the most versatility. Because processing may
vary depending upon the type of expenditure, it is important to review the different types of
transactions commonly used and the appropriate expenditure forms associated with each.
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Most Commonly Used Form Names
Screen Name: Function:
FOIDOCH
Locate Status on Documents (PO’s Req’s
Receivers)
FTIIDEN
Vendor Search
FPIRQST
Locate Requisition Number
FTVLOCN
Location
FPARCVD
To Complete Receiving
FPIRCVD
Receiving Inquiry
FTVCOMM
Commodity Code (Look Up)
FPIREQN
Requisition Inquiry
FPIPURR
Purchase Order Inquiry
FPAREQN
Create Requisition
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ENTERING A REQUISITION
The following provides a detailed version of the online requisition process. It demonstrates all the
queries in the document. In practice, you may never have to do this many queries to process a
requisition
In the Directory Tree, click on the following:
1. Click on Banner
2. Under the Banner menu, click on Finance
3. Under the Finance menu, click on Purchasing and Procurement
4. Under the Purchasing and Procurement menu, click on Request Processing
5. Under the Request Processing menu, click on Requisition (FPAREQN)
OR
Type FPAREQN in the Search box and press enter. This method takes you directly to the form. This
method can be used for any 7-character form or process name.
The following is the first screen to appear when entering a requisition.
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1. Do not type anything in the Requisition field. Banner is set up to automatically assign the requisition
numbers.
2. Click either the Next Section icon OR press ALT+Page Down. This brings up the first Block of the
requisition form titled, Requestor/Delivery Information
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Step 1: REQUESTOR / DELIVERY INFORMATION
3. Begin to fill out the requisition:
a. Order Date – Default’s to today’s date; *you may change it or tab to the next record field.
*Date change is applicable during fiscal year end period.
b. Transaction Date – This is the date that Banner keeps a record of, tab to the next record field.
c. Delivery Date – This is the date you want the product to be delivered on or by. It must be
equal to or later than the order date. If you have no major preference date just add 7 days to
today’s date. Note: If you key in 02/08/2018, Banner will convert the date to 08-FEB-2018. Tab
to the next field.
d. Comments – Information for Purchasing only; these do not transfer to the purchase order.
Example: “Rush Order” “Call 450-3173 upon receipt”, “Standing Order”, etc. Tab to the next
field.
e. Document Level Accounting – Uncheck this box if you are using more than one Account Code.
This is referred to as Commodity Level Accounting.
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f. Requestor – The name will default automatically based on the Banner login. Tab to the next
field.
g. COA – This is the finance chart of accounts field. It defaults to “U” for UCA. Tab to the next
field.
h. Organization – If the Organization does not default, or if you wish to change it, enter the
Organization number to which this order is being charged.
i. If you do not know the number, click on the Search icon (…) OR press F9 to search for
the organization number. This action takes you to the Organization Code Validation
Form shown below which displays all the ORGN codes when opened.
ii. To find your ORGN code, you must enter a query. Click on the Filter icon OR Press F7.
This clears all the records shown on the form.
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Enter the search criteria by selecting Add Another Field box. Note: Banner is case sensitive.
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From the drop down menu, select “Title”, “Contains”, type in your Department name.
Example: “Title”, “Contains”, “Purchasing”. Then click Go to execute search OR Press F8
iii. Banner brings up the list of ORGN codes matching the query search criteria.
Only the records with a ‘Y’ in the “Data Entry” column are valid choices. Choose the correct ORGN code
record by double- clicking on the letter ‘U’ OR by clicking once on the letter ‘U’ to highlight it then click
the “Select” icon.
Banner returns to the requisition form, with the selected Organization information.
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i. Email - Enter email address if it does not automatically default
j. Phone – Enter phone number, starting with the area code, if it does not automatically default
Ex. 501-450-3.173. Enter extension if applicable
k. Fax – Enter fax number if it does not automatically default
l. Ship To – Each user has their own ship to code. Enter your code manually if you know it, or
search find your ship code by using the following steps.
1. Click on the Search icon located next to the Ship To field. A Ship-To List (FTVSHIP) box will
appear as illustrated on page 10.
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2. In the Criteria field, you may search for the correct Ship-To code by entering your department
name. For example, Purchasing. You may also search for the correct Ship-To code by entering the
department’s location. For example, McCastlain.
3. Once the correct Ship-To code has been located, make sure it’s highlighted then click on OK
m. Attention To – Enter the name of the person receiving the goods, including a room number and
their telephone number.
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Note: If information such as email and phone number do not automatically default, see the Purchasing
website to complete the “Banner Ship To” Form to update.
This completes the Requisition/Delivery Information page of requisition.
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Step 2: VENDOR INFORMATION
1. Click on the Next Section icon on the bottom tool bar OR press ALT+Page Down.
2. If you know the Vendor’s ID, enter it in the first box then hit “Tab” so the address will populate;
otherwise click on the search icon to find the Vendor.
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3. Search for a vendor after clicking on the search icon:
a. Click on Entity Name/ID Search (FTIIDEN) from the Option list
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b. Enter Search Criteria
i. Click on any of the fields under “Details”. Here you can choose how you would like to
search for a vendor. Searching by “Last Name” is the most common.
ii. Type a portion of the vendor name within the Last Name field. For example, Complete
for Complete Computing, etc.
iii. Click on the Go icon OR press F8; this returns a list of any names/vendors matching the
search criteria.
c. Select the correct vendor from the list by double-clicking on the name OR by highlighting the name
and then clicking on the Select icon.
4. Vendor NOT FOUND after doing a search. If this occurs, the vendor will need to be set up by the
Purchasing Office based on information that is provided from you or from the vendor on the vendor
registration form. You must submit the appropriate completed vendor registration form to the
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Purchasing Office to have the vendor set up in the Banner system. These forms are located on the
Purchasing web site.
5. Selecting an Address Code for the vendor. Different addresses may be stored by Banner for a given
vendor. If the one displayed on the requisition is not the correct address, you must do a search by doing
a query of the available addresses. If an additional address needs to be added for a vendor, you must
submit the appropriate vendor form to the Purchasing office. Forms are located on the Purchasing web
site.
a. Click on the search icon after the Sequence # box to display all available addresses for the vendor OR
press F9.
b. Use the arrow icons located on the bottom tool bar to view all addresses.
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c. Normally, you will choose an address with a PO address type. Highlight the address you want by
double-clicking on it OR by highlighting and clicking on the Select icon.
d. Contact – The contact name may default in from the vendor information table. However, if you talked
to a sales person who is not listed as the contact person, please enter his/her name.
e. Email – Enter the email address of the contact person if different from what is shown or leave blank.
f. Discount – This field may default in a value. If it does not, leave blank.
g. Tax Group- Leave blank, will default to Arkansas tax (AC).
h. Currency – Leave blank
-Click on Next Section icon or press ALT+Page Down.
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Step 3: Commodity / Accounting – This is the step where you enter the actual items to be purchased.
IMPORTANT: The requisition number appears for the first time on this screen. WRITE IT DOWN. You
may need this number for future reference.
2. COMMODITY – Enter the commodity code if you know the 5-digit number. If not, follow these steps
to locate the number:
i. To locate a Commodity Code, you must enter a query.
ii. Click on the search icon then select Commodity Validation (FTVCOMM) from the Option
List. The Commodity Validation Form contains all commodity codes currently set up in Banner
(as illustrated below).
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iii. You will need to search the Commodity Validation screen for the proper commodity code to
use based on the description of the item being purchased. Click on filter OR press F7 to clear the
screen.
iv. Click on “Add Another Field”, select “Description”, “Contains” enter a key word from your
item’s description then click Go. For example, “Description”, “Contains”, Printer.
v. To select appropriate commodity code, double-click on it OR highlight it then click on the
select icon. Note: You will need to remove the default description by hitting the delete key and
replace with description of item being purchased.
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3. DESCRIPTION – Enter the specific item description and item number. Note: If there is more
information available about the item that what will not fit in the description box, follow the instructions
for ITEM TEXT.
4. ITEM TEXT - This allows you to enter unlimited text associated with each description line. Note: Your
cursor must be on the description line for the item being further described.
a. Click on Related on the top toolbar.
b. Select Item Text from the listed options.
c. Click on Go to start entering the text information
d. Press “Down Arrow” if you need to add additional lines.
e. Click on the Save icon.
f. Click on the Exit icon located at the top left corner of your screen. Note that the Item Text
box is now checked; this indicates that text exists for the commodity line.
5. U/M (Unit of Measure) – Tab to the U/M field and enter the unit of measure. If you do not know the
correct unit of measure, click on the search icon to the right of the field OR press F9 and choose from
the list.
6. Tax Group – Tab to enter the Tax Group
7. Quantity – Tab to the Quantity field and enter the quantity.
8. Unit Price – Tab to the Unit Price field and enter the unit price for the item.
9. Tab through the Extended Cost fields until the cursor returns to the Commodity field. Banner
computes the Commodity Line Total.
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10. Click on the Next Section icon or press Alt+Page Down to enter the Accounting information.
NOTE: If you moved the cursor to a new description line and did not enter any information, the empty
description line must be deleted before you may proceed.
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10. FOAPAL—When the Account Index is entered, the chart fund, organization, and program codes will
default. Tab to the Account field and enter the account desired, or click the search icon to find the
account.
a. To charge to one ORGN and one ACCT code, enter the Account Index and the Account, tab
through the FOAPAL line until the amount in the Remaining Commodity Amount appears in the
USD column.
b. To charge to multiple ORGN numbers and ACCT numbers:
i. Tab through the first FOAPAL line until your cursor is in the first field of the USD
column. Enter the dollar amount to be charged to that ORGN code.
ii. Use the down arrow key to go to the next FOAPAL line. Enter the account index and
account code.
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iii. Tab through the FOAPAL line to the first field of the USD column. Enter the dollar
amount to be charged to the next ORGN code.
iv. Continue this procedure until the Document Accounting Total field equals the entire
amount of the requisition and the Remaining Commodity Amount equal.
Repeat the above procedure as needed for each item.
Optional: Click on Document Text from the Related menu to enter messages to the Purchasing
Office or the vendor.
-Click on Next Section icon or press ALT+Page Down.
11. Balancing/Completion Block – The information on this screen need to be checked before
you continue. This is your last chance to go back and make any changes or corrections. The
Status field for each line needs to read BALANCED.
a. If no other changes are needed, click on the Complete icon to finalize the requisition.
b. If changes are needed, click on the In Process icon to place the requisition on hold.
c. If Banner indicates that you cannot complete the requisition, read the message in the
status line at the bottom of the screen to determine the reason. If it indicates that you
do not have sufficient funds to complete the requisition, then you will need to complete
a budget transfer. Note: Your budget should be checked BEFORE beginning a requisition
to ensure that funds are available.
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TRAVEL REQUISITIONS
When travel is anticipated, a Travel Requisition must be completed for the estimated total cost and
dates. The Travel Requisition should be submitted as soon as possible to allow sufficient time for
processing. Only one Travel Requisition per trip is needed unless a check needs to be made payable to a
different vendor.
Example #1: The vendor does not accept payment with a credit card, but requires payment be wired or
a check mailed to them. Two requisitions will be required when requesting Travel to cut a check to the
vendor or to wire money to a vendor to pay for registration fees; one in the vendor’s name and one in
the Traveler’s name. The vendor requisition number needs to be in the document text of the Traveler’s
requisition.
WHERE – Orlando, FL
WHEN – January 18-22, 2018
WHY – to attend the ABC Conference
Airline will be paid with the ghost credit card
Lodging will be paid with the ghost credit card
Registration is being paid on another PO because the vendor will not accept credit cards; thus
the ghost credit card couldn’t be used. See R0101111
Example #2: Only one requisition is required when the vendor will accept payment with a credit card
either online or by fax. This requisition needs to be in the traveler’s name.
WHERE – Orlando, FL
WHEN – January 18-22, 2018
WHY – to attend the ABC Conference
Airline will be paid with the ghost credit card
Lodging will be paid with the ghost credit card
Registration is being paid on a sponsored credit card
a. Payment may be made online by using one of the Travel Office’s computers.
b. Payment may be made by bringing the registration form to the Travel Office.
c. TR-1 will be submitted within five (5) working days after the trip ends for
reimbursement of other expenses.
Please note: Lodging and registration may always be paid with the ghost credit card or a
departmental sponsored credit card even when it is not listed in the document text of the travel
requisition. Airline MUST always be direct billed to the university (can’t purchase airfare
yourself unless it saves the university money. Documents showing the savings must be attached
to the TR-1).
For example, if by purchasing the airline and hotel room together it saves money, the traveler
may purchase the airline and hotel from Travelocity, but must print and attached to the TR-1
what the lodging cost would be as well as the airline cost. Note this should be done at the time
the airfare and lodging is purchased from Travelocity. Do not wait until you are ready to turn in
your TR-1 and then try to go back and figure it out. The cost of airfare vs lodging will be done by
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percent using the documentation the traveler provided. (See instruction for completing the TR-
1 for more detail instructions and an example.)
A travel requisition is completed just like any other requisition (See the Purchasing manual for
instructions) except that additional information must be included in the document text. Click
the options drop down menu and then choose the document text. The following information
must be included:
Destination/Location (Where) (required even on Standing Orders)
Dates of the trip (When) (required even on Standing Orders)
Purpose of the trip (Why) (required even on Standing Orders)
UCA or State employee (required even on Standing Orders)
If registration is being paid to a vendor on a purchase order, you must list the traveler’s name
(Who), dates, and their Travel purchase order number or state that no other expenses will be
reimbursed.
If using a purchase order to pay a vendor for an employee’s lodging or meal expenses, a direct
billing form must be completed.
When using more than one FOAPAL line, document accounting must be unchecked in the
requisition process.
No tax on travel.
If an advance is needed, the following information must also be included in the document text:
Airline amount, if applicable
Registration amount, if applicable
Lodging amount, if applicable
Car rental amount, if applicable, including fuel
Meals amount (excluding the amount of meals provided at the conference), if applicable
Incidental amount, if applicable
The Banner travel account numbers and commodity codes are:
717100 - Commodity code 96287 Individual Travel-Official Business
717110 - Commodity code 96288 Student Group Travel
717115 - Commodity code 96289 Individual-Travel Conference/Convention
717116 – Commodity code 96290 Webinars and On-Campus Seminars
717117 – Commodity code 96283 Dir Bill/Booth-Space Rent/Food
717120 - Commodity code 96286 Recruitment Travel
717200 - Commodity code 96285 Charter Services
717201 - Commodity code 97113 Rental Cars
717202 – Commodity code 96256 Employee Moving Expenses
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INSTRUCTIONS FOR DELETING OR CANCELING A REQUISITION
There are two ways to delete/cancel a requisition. In order to know which method to use, you
must know whether your requisition has been completed, completed and approved, or in
process.
Check the status of your requisition before deleting/canceling it.
To check the status of your requisition, go to FOIDOCH. In FOIDOCH, type REQ in the Document
Type box. Tab or click in the Document Code box to enter requisition number.
-Click Next Section. This will reveal the Document History of the requisition.
If your requisition has a “C” in the status indicator, it means the requisition has been completed,
but not approved. Use the first method to delete/cancel the requisition.
If your requisition does not have anything in the status indicator, it means the requisition is “in
process”. * Document must be denied in FOADOCU before it can be deleted/canceled. Use the
first method to delete/cancel the requisition as illustrated on page 30
If your requisition has an “A” in the status indicator, it means the requisition has been
completed and approved. Use the second method to delete/cancel the requisition as illustrated
on page 32
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METHOD #1: Deleting/Canceling an Incomplete Requisition or an “In Process” requisition
1. Enter FPAREQN in the search box from the Main Menu, then press Enter
2. Enter the requisition number in the requisition field, then click Go
3. Click cursor into Requestor name field to highlight your name, then click the Delete icon twice.
4. A message will appear stating “All Commodity and Accounting Records will be deleted”.
5. Click OK.
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6. A message will appear stating “Deletion of Requisition is completed”
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METHOD 2: Deleting/Canceling a Completed and Approved Requisition
1. Enter FPARDEL in the Search box from the Main Menu
2. Enter the requisition number in the Request Code field, then click Go
3. Click on the Next Section icon
4. Click on the Reason Code search icon to select the reason for the cancellation
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5. Click on the Make Cancellation Permanent icon
6. Click on the Exit (X) icon
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Detail Encumbrance Activity Form-FGIENCD
This form provides you with a brief overview of the transactions that make up encumbrance documents.
The filed labeled Encumbrance will show you the encumbered amount of the document. The filed
labeled Liquidation will indicate whether any part of the encumbrance has been unencumbered. The
field labeled Balance will provide you with the current encumbered amount. If the encumbrance is
closed out, the amount should be 0.00.
1. Enter FGIENCD in the Search field on the Main Menu
2. Enter Purchase Order number in the Encumbrance field, then click Go
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FINDING YOUR REQUISITION IN BANNER (When you forget to write down the number)
1. Enter FPIRQST in the Search field on the Main Menu
2. Click on the Filter icon
3. Click on the Add Another Field search box, then select your desired search method. For example,
Requestor Name
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4. Select “Requestor Name”, “Contains”, then type in Requestor’s Last Name as illustrated below.
5. Click Go
a. Results will display in order of newest created requisition to oldest created requisition.
b. Requisition number is displayed in the upper left hand corner of the screen.
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Copying a Requisition
1. Enter FPAREQN in the Search field on the Main Menu
2. Click on the Copy icon
3. Enter the requisition number you want to copy in the Requisition field, then hit the Tab key so the
Vendor will populate.
4. Click OK
5. Complete the requisition by following the instructions on page 4.
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Receiving Goods-FPARCVD
1. Enter FPARCVD in the Search field from the Main Menu
2. Enter NEXT in the Receiver Document Code field then click Go. A message indicating “Query caused
no records to be retrieved” is normal.
3. Enter a Receiving Method. Enter manually or click on the Search icon to select a method.
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4. Carrier can be left blank
5. Click Next Section
5. Enter Packing Slip number – Use the system generated Receiver Document Code. Example: Y0061420
6. Tab
7. Bill of Lading can be left blank
8. Click Next Section
9. Enter the Purchase Order number. If you are receiving items, leave the Received Items checked. You
are able to receive numerous times on the same purchase order until all of the order has ultimately
been received.
10. Press the Tab key on the keyboard.
11. Click on Tools located in the upper right hand corner of the screen
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12. If you are receiving all items on the purchase order, click on Receive All under Options.
13. Click on Next Section
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14. Final Received box should be checked.
15. Click on the Complete icon to complete the receiver.
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Receiving Goods: Partial Receiver FPARCVD
1. Enter FPARCVD in the Search field on the Main Menu
2. Enter NEXT in the Receiver Document Code field.
3. Click on Next Section
4. Enter a Receiving Method
5. Carrier can be left blank
6. Click Next Section
7. Enter Packing Slip number – Use the system generated Receiver Document Code. Example: Y0061420
8. Bill of Lading can be left blank
9. Click Next Section
10. Enter the Purchase Order number. If you are receiving items, leave the Received Items checked. You
are able to receive numerous times on the same purchase order until all of the order has ultimately
been received.
11. Press the Tab key on the keyboard
12. Click on the Tools icon
13. Click on Select Purchase Order Items under Options
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14. Under the Add Item column, select each checkbox for the items you wish to receive (click on the
desired line item and then click in the Add Item checkbox)
15. Click on the Save icon (Saved successfully message will appear at the top of the screen)
16. Click on the Exit icon
17. Two messages will appear: A valid Purchase/Blanket Order must be present and Warning! Force
close? Click Yes. These are normal.
17. Click on Next Selection
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18. Enter the quantity of goods received in the Current Quantity Received field then hit Tab
19. Click on the Complete icon
20. Click on the Exit icon
When you receive the remaining item(s), you must create a new receiving docuent each time.
Once you receive the last item(s), select the Final Received checkbox prior to completing the
receiving document
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Transaction Tracking in Banner-FOIDOCH
Transactions flow through many documents in their lifecycle. The form FOIDOCH (Document History
Form) is used to track a transaction in Banner. This form can be used to view the status of a requisition,
purchase order, invoice or check dispersal.
1. Type FOIDOCH in the Search box on the Main Menu
2. Press Enter
3. Fill in the Document Type. If you do not know the Document Type, click on the Search icon. A pop up
box will appear containing the document types in alphabetical order.
4. Type in the document type you’re looking for in the Criteria field. For example, ‘Requisition’. Once
found, click on OK.
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5. Fill in the Document Code. In this example, the Document Code would be the requisition number. If
you do not know the requisition number, use FPIRQST to search. See page 31 for instructions.
6. Click on Go
7. All documents tied to the requisition will appear as shown below.
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8. Drill down to the information contained in any of the documents by highlighting the desired
Document Type, click on Related, then select Query Document.
9. Select Query Document
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10. The Document Type will populate on a new screen as illustrated below. In order to review the
document, click Go.
11. Click on Next Section icon to navigate through the document to review the contents.
12. Click on the Exit icon to exit back to the FOIDOCH form.
13. Repeat the process for any of the other document types appearing on the form (Purchase Order,
Invoice, or Check Status)
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BUDGET CHECKING PRIOR TO STARTING A REQUISITION
Use FGIBDST to check the account balances and to also review transactions that have been charged to
the organization.
1. Enter FGIBDST in the search box on the Main Menu
2. The Chart field should default to U for UCA accounts. If not, enter the appropriate code ‘U’.
3. Tab to the Fiscal Year field and enter the 2-digit code for the current fiscal year if it did not default
(i.e., 18 for FY2018)
4. Tab to the Index field and enter the account index you want to review, or enter the Orgn, Fund,
Program and Account fields.
5. Click on the Go icon. The available balance is shown at the bottom right hand corner of the form, NOT
INCLUDING unapproved requisitions. Documents placed “In Suspense” will not show up in this inquiry
form.
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6. To drill down to see the detail for a specific line item, highlight the associated account number, then
click on Related. Under the Related tab, click on Transaction Detail Information (FGITRND).
7. Banner takes you to the Detail Transaction Activity Form (FGITRND). This form shows you ALL the
transactions that make up the line item (requisitions, invoices, purchase orders). Use the UP and DOWN
arrow keys to view the individual items.
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8. To drill down to see the specific document, highlight the Account, Organization or Program item you
want to review and click on Query Document under Related.
9. Click Go or Next Section. From here you can review the contents of the document.
10. Click the Exit icon to return to the Main Menu.
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FGIBDST-The Organization Budget Status Form shows detailed OPAL activity.
1. Type FGIBDST in the search box on the Main Menu, then press enter.
2. Enter the Orgn code in the Organization field, then click Go
4. After you click on Go, the following screen will appear.
5. To query further, select from the Related menu.
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Budget Checking While in a Requisition
1. Once the cursor is in the FOAPAL block of the Commodity/Accounting information screen, click on the
Related menu, then click on View Budget Availability (FGIBAVL).
Note: You must tab through the FOAPAL section first for the Fund to automatically populate in FGIBAVL.
2. The FOAPAL information defaults from the FOAPAL line of the requisition.
3. Click on the Go icon to reveal the budget information for the account that was on the FOAPAL line.
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4. Click on the white X to return to the requisition
5. Continue processing your requisition.
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FGIBDSR- The Executive Summary Form provides a query of operating ledger budget and activity data
organized by account.
1. Enter FGIBDSR in the search box on the Main Menu
2. Press Enter
3. Enter the Orgn code in the Organization field IF it did not automatically populate
4. Click Go. The screen below will appear.
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5. To view the transaction detail, click in the account line you wish to view and select Transaction Detail
Information from the Related menu.
6. The screen below will appear
7. Click on the white X to return to the main menu.
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APPROVING DOCUMENTS-FOIAINP
When a requisition is awaiting approval, the user will see a message stating document waiting for your
approval.
The screen FOIAINP will be shown. Then continue on, click “User Approval” from the Related menu.
As illustrated below, the form FOAUPP will appear.
Click Go to get a list of the document you need to approve (If the ‘Next Approver’ box is unchecked
before clicking Go, a list of all documents eventually needing the user’s approval will appear even if the
earlier approver(s) have not approved it yet.
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If the user chooses to approve the requisition, click on “Approve” and a message stating that the
document was approved is displayed.
If “Disapprove” is clicked, the user will be allowed to enter a text message indicting whey the requisition
was disapproved. Fill out the message box, save, then exit the screen.
Disapproving Documents
There are times when a requisition is disapproved due to a variety of reasons (insufficient funds, etc.)
The person entering the requisition will receive a message the next time Banner is accessed indicating a
document has been disapproved. The Banner form GUAMESG must be accessed to review the details of
the disapproval.
If you do not see a check mark in the In Suspense or NSF Override boxes, and you have completed the
requisition, you can go to Self-Service and disapprove the requisition.
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NSF Check-Requisition
Always check the available balance for sufficient line funding before you start your requisition. View
FGIBAVL
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If you did not check the budget for sufficient line funding and the boxes on the requisition are checked
showing In Suspense or NSF Override, do not continue.
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Stop where you are and process a budget transfer.
After the transfer has been completed, click Previous section to Commodity/Accounting, Next Section
to Balance/Completion. In Suspense should now be unchecked. Click Complete.
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Disapproving a Requisition
If you didn’t see the checked boxes showing the In Suspense or NSF Override and you completed the
requisition, go to Self‐Service and disapprove the requisition.
Pay attention to these boxes
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Self- Service
Click on the Finance Tab Tab
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Click one of the Approve Documents
Click Submit Query
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Click Disapprove
Click Disapprove Document Document
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Process a budget transfer to cover the insufficient funding.
Go back to the requisition processing screen (FPAREQN). You will not have to do anything or make any
changes to the requisition.
Put in the NSF requisition number and next section all the way to the completion box, making sure the
In Suspense and NSF Override boxes are unchecked and complete the requisition again.
If you completed the NSF requisition and did not process the budget transfer until the next day, you
will have to change both the Order and Transaction dates on the requisition to the date of the budget
transfer for the system to recognize the sufficient line funding.
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REQUISITION INSTRUCTIONS
SHORT VERSION
1. Log into Banner: Sign in through MyUCA
2. Go to the Requisition Form: Type FPAREQN in the Search field. Press Enter.
3. Click on Go. Banner will automatically assign the document number. Most of the information in this
block will default from your login. If you are in a required field, you MUST complete the field before
Banner will let you continue.
4. Delivery Date: Enter a date greater than the order date, or select on by double clicking in the Delivery
Date field for the calendar.
5. COA: This field will default to U for UCA.
6. Organization: The may default. Enter the organization number to be charger or click icon the search
icon to perform a search and select the organization number for those retrieved form the query.
7. Ship To: This should default. If not, enter department’s ship to code.
8. Attention To: Enter the person’s name, room number, and telephone number that the delivery
personnel should deliver the order to.
9. Next Section: Click on the Next Section icon to continue to the second block of the requisition, or the
Vendor Information block.
10. Vendor: Enter the vendor code or click on the search icon to perform a search and select the vendor
from those retrieved from the query. If no vendor code exists, submit a complete vendor request form to
the Purchase Office.
11. Contact: You may override the contact person’s name if it does not match the defaulted contact
from the vendor table.
12. Next Section: Click on the Next Section icon to continue to the third block of the requisition, or the
Commodity block.
Write down your requisition number!
13. Desc: Enter the description for the first item you are ordering
14. U/M: Select a unit of measure from the list provided.
15. Quantity: Enter the cost of each unit. Tab through the “Ext Cost” fields until your cursor is back to
the “Comm” field. Banner will compute that description’s “Line Total” field. Enter another description
line by using the Down Arrow key on the keyboard to go to the next enterable description line and
repeating the previous steps.
16. Next Section: Click on the Next Section icon to continue to the fourth block of the requisition, or the
FOAPAL block. Enter the account index and the account code. Tab through the FOAPAL line and “USD”
column until your cursor is back to the “U” field. Banner will compute the FOAPAL line Total field. If you
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must charge more than one organization number or more than once commodity code, you will need to
add an additional FOAPAL line and split the dollar amounts accordingly between the FOAPAL lines.
17. Next Section: Click on the Next Section icon to continue to the fifth block of the requisition, or the
Completion block. Click on either the “Complete” icon or the “In Process” icon. Clicking on “In Process”
will place the document on hold and does encumber the funds. You would do this if you need to enter a
budget reallocation or need to acquire other information before the requisition can be completed. The
document will not process until you go back into FPAREQN and “Complete” the requisition. Click on
“Complete” send the requisition to the approval process.
Write down your requisition number!
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BANNER FINANCE FREQUENTLY ASKED QUESTIONS
How do I track the progress of my requisition?
From the main menu, go to Requisition Inquiry (FPIREQN). Type in the entire requisition
number. Click Next Section. This screen will show you the approval status. A check mark in the
“Approved” field means that the requisition has been approved and is ready to be turned into a
purchase order. A check mark only in the “Complete” field means it has been completed by the
requestor, but has not yet been approved by all approvers.
How do I find my requisition number if I do not know it?
From the main menu, go to Requisition Inquiry (FPIREQN). Click on the search icon to the right
of the “Requisition” field to perform a search. Click on the filter icon OR hit the F7 key. To search by
name, click on Add Another Field, select Requestor Name followed by Contains, then enter either the
first or last name of the requestor.
OR
1. Login to Self- Service
2. Click on Finance
3. Click on View Document
4. Choose Type: Requisition
5. Enter requisition number in the Document Number field
6. Click on either View Document or Approval History to view document details
How do I check the remaining balance on purchase orders or other encumbrances?
From the main menu, go to Detail Encumbrance Activity (FGIENCD). Type in the encumbrance
number (requisition or purchase order). Click on Go. In the field labeled “Remaining Balance”, you will
see the balance. This form will also show a list of all transactions posted against that encumbrance.
How do I track manually submitted purchase order change orders or close-out requests?
From the main menu, go to Detail Encumbrance Activity (FGIENCD). Type the PO number in the
“Encumbrance” field. Click on Go. The field labeled “Encumbrance” will show you the encumbrance
amount. This is the new amount after any change orders. To see if a PO has been closed out, look in the
field labeled “Balance”. In most cases, if it is closed, the amount will be 0.00. You can also look at the
purchase order in the query screen, FPIPURR to see if the purchase order has been closed. There will be
a check mark in the “closed” box next to the line item.
How do I verify that a PO was charged to the right FOAPAL?
From the main menu, go to Purchase/Blanket/Change Order Query (FPIPURR). Type the PO
number in the “Purchase Order” field. Click on Go. Click “Next Section” three times to move to the
Commodity/Accounting page. All financial information will show on this screen. If there is more than
one FOAPAL string, the screen will show something other than “1 of 1” Press the DOWN ARROW key to
view additional records.
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How do I find a vendor number?
From the main menu, go to Entity Name/ID Search (FTIIDEN). Click on any of the fields to initiate
a search. Click on “Add Another Field”, then select “Last Name” “Contains”, enter the last name if it is
an individual or you can enter a keyword from the name of the business. (Be careful - the search is case
sensitive). Click Go. You can use the UP and DOWN ARROW keys to toggle through the results. If the
vendor does not show up, make sure the vendor name is entered correctly. You may also try to type in
less of the name, then follow the directions again.
How do I know if and when a vendor has been paid?
If you know the PO or REQ number: From the main menu, go to the Document History Form
(FOIDOCH). Type either PO or REQ in the Document Type field, press Tab, then enter the PO or REQ
number in the Document Code field. Click Go. If a check has been cut, the check number will show under
Check Disbursement.
If you do not know the PO or REQ number: See How Do I Find a Requisition Number? on page
35. Once you find the requisition number, use the instructions above.
If an item has not been paid for, can I see when a check is scheduled to be cut?
From the main menu, go to FOIDOCH. Type in the document type (PO or REQ), press Tab then
type in the document number. Click on Go. If an invoice has been entered, the number will show under
Invoice. If no invoice number show, an invoice has not been entered by Accounts Payable and you
cannot tell when a check will be cut. If an invoice number is listed, highlight the Invoice field, click on the
Related icon located at the top of the screen, then select Query Document [BY TYPE]. Click Go. The date
the invoice was entered into the system shows in the Transaction field. The date the check will be cut
shows in the Payment Due field.
How can I find out what invoices were paid on a check?
From the main menu, go to the Check Payment History Form (FAICHKH).
How do I see detailed information on an invoice?
From the main menu, go to the Invoice Query Form (FAIINVE). Type the invoice number in the
Document field then click on Go. The first screen will show you pertinent dates, the vendor invoice
number, and the due date for cutting the check. Click Next Section again. This screen show you what
items on the PO have been paid with this invoice. You may need to use the UP and DOWN ARROW keys
to scroll through the list of items. To see the accounting distributions, click Next Section, then select
Review Accounting Information under the Related menu.
How do I view the remaining funds on specific accounts in my Organization (ORGN)?
From the main menu, go to FGIBDST. Tab to complete the “Orgn” and “Account” fields. Click Go.
Use the UP and DOWN ARROW keys to scroll through the list. If you want to see the detail making up
the balance in the account, highlight the account line, then click on Transaction Detail Information
under the Related menu.
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How can I see a list of transaction that were processed against my Orgn during the fiscal year?
1. To See All Accounts: From the main menu, go to FGITRND. Enter the Orgn number. Click on
Go. You are now in query mode. To see ALL transaction
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Personalizing My Banner
1. Enter GUAPMNU in the search box located at the Main Menu
2. Press Enter
3. Make sure cursor is located on the left hand side of the screen with the first “Object” highlighted,
then hit F7. The following screen will appear.
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4. Click the Add Another Field drop down menu, select either Object or Description, “Contains” then
type in the Object or Description you are looking for. For example, “Description”, “Contains”, “Delete”.
Then click on Go.
5. All forms that contain the word, “Delete” will appear on the left hand side of the screen.
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6. To add the desired form, double click on the “Object”. The description will turn the color blue. Then
click on “Insert Selection” located in the middle of the screen to add the form from the left side of the
screen to the right side.
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Check Banner Messages (GAUMESG)
1. Enter GUAMESG in the search box located at the Main Menu
2. Press Enter
3. The order of messages will begin with the newest approval to the oldest. Click on the arrow to see all
of your Banner messages, one at a time.
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REQUISITION LOG
ORDER DATE REQUISITION # VENDOR ITEM DESCRIPTION ORGN # REQUESTOR
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
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