Purchasing - 1

Purchasing - 1Purchasing - 1

Purchase Order Status ReportPurchase Order Status Report

By Index/OrganizationBy Index/Organization

By Index/Fund for GrantsBy Index/Fund for Grants

Purchase Order Status ReportPurchase Order Status Report

At the last Fiscal Forum five attendees completed At the last Fiscal Forum five attendees completed requests and descriptions for new reports. We have requests and descriptions for new reports. We have consolidated these requests into one answer with consolidated these requests into one answer with three options as follows in this power point three options as follows in this power point presentation.presentation.

The Banner Report Committee has reviewed these The Banner Report Committee has reviewed these requests and the options currently available. They requests and the options currently available. They have recommended this request for future report have recommended this request for future report development.development.

5 Fiscal Forum Requests for Purchasing 5 Fiscal Forum Requests for Purchasing ReportReport

USE AS IDENTIFIED BY REQUESTORSUSE AS IDENTIFIED BY REQUESTORS

“ “ Any outstanding purchase orders; “Any outstanding purchase orders; “ “ “ If vendors paid or encumbrance released; “If vendors paid or encumbrance released; “ “ “ Vendor invoices paid against POs; “Vendor invoices paid against POs; “ “ “ Identify POs and track balance and expenditures; “Identify POs and track balance and expenditures; “ “ “ Track POs and P-card status “Track POs and P-card status “

Consolidated Purchasing Report Consolidated Purchasing Report Detail and FrequencyDetail and Frequency

DATA (details) REQUESTDATA (details) REQUEST– Vendor nameVendor name– PO#PO#– Original enc. AmountOriginal enc. Amount– Current enc. balanceCurrent enc. balance– Invoice numberInvoice number– Amount paidAmount paid– DateDate– Index/Fund (FOAPAL)Index/Fund (FOAPAL)– Check dateCheck date– Check amountCheck amount

Purchase Order Status QueryPurchase Order Status Query

Option 1 - Web Finance Self ServiceOption 1 - Web Finance Self Service

Enter Index, then click“Submit Query”below

Note:If query for prior year,remove “Activity” code

Enter “71” as AccountType, then, click “SubmitQuery” at bottom

Click to drill down to view details

1st half of detail document

2nd half of detail document

Purchase Order Status QueryPurchase Order Status Query

Option 2. Banner Production:Option 2. Banner Production:

- - Detail Encumbrance Activity (FGIENCD) – Use if PO#, Detail Encumbrance Activity (FGIENCD) – Use if PO#, Enc.# or Enc.# or Req.# are knownReq.# are known

Example for PO query

Example for WOLF enc. query

John Smith

John Smith

Example of Requisition Query

Purchase Order Status QueryPurchase Order Status Query

Option 2. Banner Production:Option 2. Banner Production:

- - Detail Encumbrance Activity (FGIENCD) – Use if PO#. Detail Encumbrance Activity (FGIENCD) – Use if PO#. Enc.# or Enc.# or Req.# are known.Req.# are known.

- - Open Purchase Orders by FOAPAL (FPIOPOF) – Use if Index Open Purchase Orders by FOAPAL (FPIOPOF) – Use if Index ## (POs only) is known.(POs only) is known.

Purchase Order Status QueryPurchase Order Status Query

Option 2. Banner Production:Option 2. Banner Production:

- - Detail Encumbrance Activity (FGIENCD) –Use if PO#. Enc.# Detail Encumbrance Activity (FGIENCD) –Use if PO#. Enc.# or or Req.# are known.Req.# are known.- Open Purchase Orders by FOAPAL (FPIOPOF) – Use if Index - Open Purchase Orders by FOAPAL (FPIOPOF) – Use if Index

(POs only) is known.(POs only) is known.- - Organization Encumbrance List (FGIOENC) – Use if Index is Organization Encumbrance List (FGIOENC) – Use if Index is known.known.

Check it out:Check it out:

More Banner query trainings are available at More Banner query trainings are available at website below:website below:

http://www.fau.edu/aftss/training.htmlhttp://www.fau.edu/aftss/training.html

Purchase Order Status QueryPurchase Order Status Query

Option 3. e-print report (Finance Banner FAUP)Option 3. e-print report (Finance Banner FAUP)

Open Encumbrances Report - FGROPNEOpen Encumbrances Report - FGROPNE

Example of requisitionused in Option 2

Example of PO used in Option 2

John Smith

Example of WOLF query used in Option 2

Purchasing - 2Purchasing - 2

Purchase Order Status Report Grant Purchase Order Status Report Grant Inception To DateInception To Date

Fiscal Forum Request For “All” POs Fiscal Forum Request For “All” POs For Grant Inception to dateFor Grant Inception to date

USE AS IDENTIFIED BY REQUESTORUSE AS IDENTIFIED BY REQUESTOR

“ “ All POs issued for a grant inception to date “All POs issued for a grant inception to date “

DATA (details) REQUEST:DATA (details) REQUEST:

– Fiscal year POs;Fiscal year POs;– Amount of POs and remaining balancesAmount of POs and remaining balances– Account number with totals by accountAccount number with totals by account– Fund/IndexFund/Index– Status of purchase (complete, delivered, or blank)Status of purchase (complete, delivered, or blank)

FREQUENCY FREQUENCY Daily as necessaryDaily as necessary

Purchase Order Status Query Purchase Order Status Query For Grant Inception To DateFor Grant Inception To Date

Option 1 – Web Finance Self ServicesOption 1 – Web Finance Self Services

Encumbrance QueryEncumbrance Query

Enter Index, then click “Submit Query”

If query for prior year,remove “Activity” code

Choose Account Type codefrom next page. If leave blank,It will show all types.Then, click here to submit query

Account Type - Grants

Description Type

All grants -- Off-site Facility 7G

Federal Grants -- Local Phone 7H

Federal Grants -- Postage 7J

Federal Grants – Office Supp/Rental Repair 7K

Federal Grants – Memberships 7M

Federal Grants – General Purpose – Equipment 7N

Federal Grants – General Purpose – Software 7P

All Grants – Transfers & Indirect Cost 72

Click PO# to drilldown for details

Click here to viewDocument details

1st half of View Document

2nd half of View Document

Purchase Order Status Query Purchase Order Status Query For Grant Inception To DateFor Grant Inception To Date

Option 2 – Banner ProductionOption 2 – Banner Production

Grant Inception to Date - FRIGITDGrant Inception to Date - FRIGITD

1. Highlight it;2. Go to Options; then3. Click Grant Details Info.