BANNER FINANCE. Navigation & Purchasing Training. Banner Finance Purchasing Training Updated January

BANNER FINANCE Navigation & Purchasing Training Banner Finance Purchasing Training Updated January 2014 1 TABLE OF CONTENTS Main Menu, Forms, Tool...
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BANNER FINANCE Navigation & Purchasing Training

Banner Finance Purchasing Training Updated January 2014

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TABLE OF CONTENTS Main Menu, Forms, Toolbar .................................................................................................4 Main Menu ............................................................................................................................................. 4 Form ....................................................................................................................................................... 5 Toolbar ................................................................................................................................................... 5

Log On/Off .............................................................................................................................6 Main Menu Navigation ..........................................................................................................8 My Links .................................................................................................................................................. 8 Password Change................................................................................................................................... 8

Banner Navigation/ Tips for Getting Around ......................................................................9 Purchasing..................................................................................................................................................... 10 Check Organization Budget Status & Availability – FGIBDST & FGIBAVL.......................................... 10 View a Vendor Record – FTMVEND .................................................................................................... 10 Create a Requisition - FPAREQN......................................................................................................... 15 Create a Requisition that Charges More than One FOAP ............................................................. 24 Create a Requisition by Copy from another requisition ................................................................. 25 Requisition with Non-Sufficient Funds Suspense (NSF)................................................................ 25 View a Requisition – FPIREQN ............................................................................................................ 26 Search for a Requisition using the Query Feature ......................................................................... 26 Find Incomplete Requisitions ......................................................................................................... 28 Document History Form – FOIDOCH ................................................................................................... 29 Document Numbering .................................................................................................................... 30 View a Purchase Order – FPIPURR ..................................................................................................... 31 Document Transactions and Budget Impact ........................................................................................ 31 Detail Encumbrance Activity Form to View PO History – FGIENCD .................................................... 32 Close Purchase Order Requests ................................................................................................... 33 Change Order Requests ................................................................................................................ 33 Remove or Cancel/Delete a Requisition ........................................................................................ 34 View Open Encumbrance (PO's) by Fund & Org – FGIOENC ............................................................. 35 View Vendor History – FAIVNDH ......................................................................................................... 36 Banner Extract Data with Key ............................................................................................................... 36 Banner Extract Data No Key................................................................................................................. 37 Purchasing Section - Attachments........................................................................................................ 38

Banner Finance Frequently Asked Questions..................................................................39 What do dates mean? ........................................................................................................................... 39 How will we do business when there is an extended network outage?................................................ 39 What is the difference between a budget transfer and a journal entry? ............................................... 39 How do I track the progress of my requisition? .................................................................................... 39 How do I find my requisition number if I don't know it? ........................................................................ 39 How do I view suspended Requisitions? .............................................................................................. 39 How do I check the remaining balance on Purchase Orders or other encumbrances? ....................... 39 How do I view suspended Purchase Orders? ...................................................................................... 40 How do I determine whether a Vendor has been paid from a particular PO? ...................................... 40 Banner Finance Purchasing Training Updated January 2014

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How do I track P.O. change orders or close-out requests? .................................................................. 40 How do I verify that a P.O. was charged to the right account? ............................................................ 40 How do I find a vendor number?........................................................................................................... 40 If an item hasn't been paid for, can I see when a check is scheduled to be cut?................................. 40 How can I find out what invoices were paid on a check? ..................................................................... 41 How do I see what has been paid to a particular vendor?.................................................................... 41 How do I see detailed information on an invoice? ................................................................................ 41

Glossary of Terms ..............................................................................................................42 Banner Navigation Shortcuts.............................................................................................43 Rule Code Description Table .............................................................................................44 Revenue Classification in Banner ....................................... Error! Bookmark not defined. Change your screen resolution .........................................................................................45 Customizing Color Settings ...............................................................................................45 Customizing My Links ........................................................................................................47

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

Main Menu The Banner main menu provides access to Forms, Links, Help and Broadcast Messages. There have been basic screen design changes, the menu now displays folders instead of pluses and minuses to expand and collapse the product areas. 1

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1) The Go To box replaces the Go box. When the cursor is in the Go To box, you can now either type a form name in or use the Up and Down Arrow keys to scroll through the forms already accessed in the current session. 2) The My Banner menu is a menu that you set up to include the forms that you use most often. 3) The Banner menu is a list of all the product menus (i.e Student, Finance, etc) and forms in the Banner system. 4) The X on the toolbar is used to exit Banner. 5) The Products drop-down list is used to access the various Banner products (i.e Student, Finance, etc). To open a product menu, click and hold the drop-down arrow, highlight a product then release the mouse button. 6) The Help Center link is used to access online Banner help. Help is now available for all Banner forms and includes field and task help. 7) The My Links section provides quick access to changing your Banner password and accessing Banner messages. The Personal Links can be customized with links to forms or web. 8) The My Institution section provides quick access to the Ramapo web site. Banner Finance Purchasing Training Updated January 2014

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

9) The Banner Broadcast Messages section displays Broadcast messages sent out to all users.

Forms o You can press the F5 key to navigate to any form without leaving the form you are in. This will add a line at the top of the form with a Go To box at the left end of the line. The new line will remain until you close the form. o Tabbed forms to arrange information in a more meaningful way, and allow you to navigate easily between groups or blocks of information. Control-Tab or Control-Page Down to move forward through tabs in a form, and Control-Shift-Tab or Control-Page Up to move backward through tabs in a form. o Disabled text is black. o Field expansions enable users to view descriptions o Right mouse click to access Options menu. The Options menu can be accessed by right-clicking on a form from anywhere on the blank canvas (not from a field) to see any form-specific options. Additional right click menu items are Rollback, Save, Exit, Print and Add to Personal Menu (meaning you can add any form to your "My Banner" from within that form). o Calendar icon added for date field that are data-enterable.

Toolbar o The Toolbar is visible from the Main Menu.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

Log On/Off Log On: 1. Open Microsoft Internet Explorer to access Banner. 2. Enter the following URL, http://forms-1.banner.ramapo.edu:9090/ or click the Banner icon on your desktop. The following screen will appear:

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

3. Select the database PROD from the dropdown under Internet Native Banner. Select PROD_MAC for Apple. 4. Enter your Username and Password. Click on Connect. It is not necessary to enter the database, it will default based on your previous selection.

After successfully logging on, the General Menu (GUAGMNU) will appear. This is the starting point for navigating through Banner. See below.

Log Off: Logging off of Banner is very important. Logging off will release your username, releasing you from liability if something were to happen using your ID. Logging off properly will also ensure that your next login is successful. 1. From your Banner 7 window, you can log off by either: a. Clicking on the Exit button

on the toolbar, or

b. Clicking on the Close button in the session window. In both cases, you will be asked if you want to terminate the session. Banner Finance Purchasing Training Updated January 2014

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

2. Click Yes.

You have successfully logged off of Banner and your browser window closes.

Main Menu Navigation My Links There are two default links in the My Links section, change Banner password and check banner messages. There are 6 personal links available on the Banner main menu. Yu can set these links to whatever you prefer. The sites you visit most often may be accessed directly from the main screen on Banner. (For more information on My Links setup, see the Appendix section.

Password Change 1. Click Change Banner Password in the right frame, under the My Links section. 2. Enter your current Oracle Password (The first time you change your password, the password will be the same as your UserID)

3. Tab to New Oracle Password 4. Enter New Password 5. Confirm New Password 6. Hit OK Note: For the new password to take effect, you must logoff and log back on to Banner.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

Banner Navigation/ Tips for Getting Around There are many different ways of performing each function in Banner. Three options that are available are: the menu bar, the tool bar, and keystrokes. The following objects are Banner 7.x tool bar buttons and their descriptions. (For more information on keystrokes, see Banner Navigation in the Appendix section):

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

Purchasing The following Banner forms are used in the Purchasing process:          

FGIBDST & FGIBAVL – Organization Budget Status & Budget Availability FTMVEND – View a Vendor Record FPAREQN – Create a Requisition FPIREQN – View a Requisition o Search for a Requisition o Find Incomplete Requisitions FOIDOCH – Document History Form to View Linked Documents FPIPURR – View a Purchase Order FGIENCD – Detail Encumbrance Activity (View PO Balance and History) FPARDEL –Canceling/Deleting a Requisition FGIOENC – View Open Encumbrance (PO's) by Fund & Org FAIVNDH – Vendor History (Payments)

Check Organization Budget Status & Availability – FGIBDST & FGIBAVL Always check your Budget for availability of funds before starting a requisition. Details for reviewing budgets in Banner can be seen in the Budget & Navigation Training instructions located on the Ramapo College Office of Budget website. Access the Budget website from the College's intranet.

View a Vendor Record – FTMVEND Before creating a requisition you must search the Banner vendor database using FTMVEND to find the vendor ID number and view the vendor's, name, Purchase Order (PO) mailing address and the Remit To address (mailing address for the Accounts Payable (AP) payment check). Vendors in Banner have one ID number. A Vendor may have multiple addresses.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

1. From the Banner Go To field type in form FTMVEND then hit Enter on the keyboard.

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2. Click the Search icon.

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3. Enter part of the vendor name using the Wild Card %.

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Search examples for Office Depot using the Wild Card %: 

Use Office% to find all vendors with a name beginning with Office.



Use %Office% to find all vendors with the word Office in their name.



Use %Depot to find all vendors with a name ending in Depot.

All company searches are done in the Last Name field. Person searches may be done using just the Last Name field or both the Last Name and First Name fields. Banner Finance Purchasing Training Updated January 2014

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

All vendor name searches are case sensitive. Please consider the following when conducting Vendor name searches: 

Acronyms versus Full Names – NBA or National Basketball Association.



Abbreviations – Company or Co, New Jersey or NJ



Punctuation and Spaces - ABC – CLIO (with spaces around the dash) or ABCCLIO (with no spaces around the dash), Michael's or Michaels



One word or Two words - OfficeDepot or Office Depot



Company or Person – Sam Ash (as a company and set up as one field) or Sam Ash (as a person and set up as Last Name: Ash, First Name: Sam)



Person Names – Jane Doe or Jane Doe-Smith

Note: It is always best to search with part of the vendor name and to use the % wild card. You may need to perform a few searches under different search criteria to find the vendor. 4. Click the Execute Query icon.

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5. Double click in the Last Name field.

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6. Click Next Block to view the data. Banner Finance Purchasing Training Updated January 2014

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

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7. Note the Vendor ID number and Click the Address Tab to view the addresses.

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8. Note the Address Type and Sequence and use the scroll bar to view each address.

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The PO Address Type is the mailing address for the purchase order. The Sequence is the number of addresses. In this example, Office Depot has two order addresses, PO 1 and PO 2. The AP Address Type is the mailing address that Accounts Payable will use for the check.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

9. Click the Exit icon to close the Vendor Record and return to the Main Menu.

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Vendor Set-Up or Change Requests If a vendor does not have an ID in Banner, have the vendor complete an IRS W-9 form and forward it to the Purchasing Department. Purchasing will create the vendor. Forward all vendor address changes to Purchasing via an e-mail to [email protected] or by having the vendor supply an updated W-9. Same Vendor Name for Requisition, Purchase Order and Invoice With very few exceptions, the vendor name on the requisition and the purchase order must be the same name as the payable to name on the invoice. Consequently, it is important to understand how the vendor will be invoicing before you request a vendor set-up in Banner. In a few infrequent situations, the order must be placed with a vendor, but the payment needs to be sent to another vendor. An example of this is a purchase from a foreign vendor that requires the payment check be payable to a Bank. We can not send the purchase order to the bank. In these situations please contact the Purchasing Department for guidance on how to proceed. Banner does have a Check Vendor feature that will allow for the order and check to be two different vendors.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

Create a Requisition - FPAREQN Please see the Attachment section for information regarding the College's Purchasing Policy for processing requisitions. Requisition Numbers Banner automatically assigns the next available number when the Requisition is created. Requisitions begin with the prefix R and the last two digits of the current fiscal year. For example, R14 means Requisition fiscal year 2014. Requisitions with Employees or Students as the Vendor Payments to Employees or Students should not be processed on a Requisition/Purchase Order. Use the Employee Non-Travel Reimbursement form or the Travel Expense Report. (See the Attachment section.) Compensation to Employees for services to another Unit or for an event must be processed through Payroll. Data Before starting a requisition you will need the following information: 

The Vendor's Banner ID, Name and Address. A Requisition can not be created without a Vendor.



Information on what you are ordering: Delivery Date, Quantity, Unit Price, Item Description,



The Budget to be charged (Fund, Organization and Program),



The Account Code list



If the value of the requisition is over the College's no bid threshold, you will need to identify how the purchase is in compliance with the College's Purchasing policy: College Contract, Board Waiver, State Contract, Sole Source, Competitive Bid Quotation, etc. (See the Attachment section for the College's Purchasing Policy and Procedure.)



Banner does not have an approval process. You must obtain approval off-line based on the requirements of your individual Unit before you create the requisition.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

1. From the Banner Go To field type in form FPAREQN then hit Enter on the keyboard.

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2. Type in NEXT and click the Next Block icon.

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Banner will automatically assign the next available requisition number once the first few screens of the requisition are completed.

Note: After each data entry hit the Tab key on the keyboard to set your entry.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

3. Banner will default the Order and Transaction Dates to the current date. Enter a Delivery Date that is equal to or greater than the Order and Transaction Dates. 4. Enter your Organization (Department). 5. Enter the Ship to by clicking the down arrow next to the Ship to Code field. There is only one ship to address in Banner. 6. Complete the Attention To field. Enter information regarding the person or location to receive the order.

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7. Click the Next Block icon or Click on the Vendor Information tab to move to the next screen.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

8. Enter the Vendor's ID number or use the drop down arrow to search the Vendor Records in Banner. (See: View a Vendor Record section of the instructions for information on conducting vendor searches.) Hit the Tab key on your keyboard to set the vendor selection. The Default PO Address Code and Sequence from the Vendor Record will appear. This is the mailing address for the purchase order. If this address is incorrect, try changing the Sequence to another number. The Vendor may have multiple addresses. If you can not find an acceptable address, exit the requisition and complete the Vendor Create/Change form.

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9. Click the Next Block icon or Click on the Commodity/Accounting tab to move to the next screen.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

10. Enter the Unit of Measure Code. Use the drop down arrow to see the available selections. 11. Enter the Quantity. Do not use a comma. 12. Enter the Unit Price. Do not include a dollar sign or a comma. 13. Enter the Item Description. This is a limited length field. If you need additional space use the Item Text by selecting Options / Item Text. Note that Banner has assigned a requisition number. If you exit the requisition before completing it, Banner will hold the requisition as incomplete. To complete an incomplete requisition, go to FPAREQN, enter the requisition number and follow the steps in these instructions to complete the document.

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To add items click into the next available Description field and repeat data entry for U/M, Qty, Price and Description. Use the arrow down key on your keyboard to add new blank description fields.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

14. To add Item Text to a commodity/item Select Options / Item Text. Item text will print on the purchase order directly below the item description. Each item on the requisition can have item text.

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15. Enter the Item Text. Use multiple lines if necessary. Unclick the Print box if you do not want the text to print. 16. Click the Save icon to save the text.

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17. Click the Exit icon to return to the Commodity Screen.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

18. To add Document Text Select Options / Document Text. Document Text will print at the top in the header section on the Purchase Order. Use document text to identify special handling instructions for the purchase order and to identify how the requisition/purchase is in compliance with College Purchasing Policy: College Contract, Board Waiver, State Contract, Competitive Bid Quotation, etc….

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19. Enter the text. Use multiple lines if necessary. Unclick the Print box if you do not want the text to print. 20. Add your Clause Number. Each requisitioner has a clause number that when printed on the purchase order indicates who to contact if there are questions with the order. (See the attachment section for a list of "UCON" clauses by Department.) 21. Click the Save icon to save the text.

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20 22. Click the Exit icon to return to the Commodity screen.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

23. From the Commodity Screen Click the Next Block icon to move to the Accounting Screen.

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24. Enter the Fund, Organization, Account and Program to be charged. Note: Multiple Commodity/Items do not require multiple FOAPs if the total value is being charged to one FOAP. The Account Code must reflect the item being purchased, for example office supplies. Use the Account Code list to make the appropriate selection. (See the Attachments section.)

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25. Click the Next Block icon or Click on the Balancing/Completion tab to move to the next screen.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

26. Check to see that the Input, Commodity and Accounting fields balance and Click Complete to save the requisition. (If they do not balance, Banner will not complete the requisition. Go back to the Commodity and Accounting screens and check your data input.)

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26 You can also save the requisition as "In Process" or incomplete status and return to it at another time to complete.

27. Note the message at the bottom of the screen.

Note: Once a requisition is completed it can not be changed. You will need to delete the Requisition and create a new one. See the section in the instructions for Deleting Requisitions.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

Create a Requisition that Charges More than One FOAP Begin creating the requisition using the standard process. When you get to the Requisition Accounting screen: 28. Enter the first line of the FOAP. 29. In the Extended: USD field enter the amount of the total value of the requisition you want charged to this FOAP. Hit the Tab key on your keyboard.

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30. Go back to the FOAP area Hit the Arrow Down key on your keyboard and enter a second FOAP line. 31. In the Extended: USD field enter the amount of the total value of the requisition you want charged to this FOAP. Hit the Next Block icon to move to the Balance Completion screen.

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32. The total of the two FOAP lines must match the total of all the Commodity/item lines.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

Create a Requisition by Copy from another requisition Use form FPAREQN. 33. Enter NEXT in the requisition number field and Click the Copy icon.

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34. In the pop-up screen enter the requisition number to be copied or use the drop down arrow to search for a requisition. Hit the Tab key on your keyboard to set the requisition number and the vendor. 34

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35. Click the OK button. Banner will assign a new requisition number and automatically copy all the information from the copy requisition you selected. Edit any part of the requisition as needed and complete the requisition.

Requisition with Non-Sufficient Funds Suspense (NSF) You will receive an NSF Suspense message and the requisition will not complete if the FOAP being charged does not have sufficient budget funds. To resolve the NSF, please complete the following steps: 1) Use FGIBAVL to determine shortfall, 2) Change the FOAP or Account Code, if applicable, 3) Review the open balances on encumbrances (PO's) using FGIENCD. Send a request to Purchasing to decrease or close PO's with excess balances, 4) Contact the Budget Office and request a budget transfer or approval to override the NSF. Banner Finance Purchasing Training Updated January 2014

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

Please note that if the override option is used, Purchasing will also receive an NSF stop while creating the purchase order. If not previously authorized to override, Purchasing will contact the requestor and the Budget Office for approval to override the NSF on the purchase order.

View a Requisition – FPIREQN To view a requisition use form FPIREQN. On the first screen enter the requisition number or use the Drop Down Arrow to search. Use Next Block to view the individual screens and Options / Document Text or Options / Item Text to view the text.

Search for a Requisition using the Query Feature Use form FPIREQN. 36. On the first screen Click the Drop Down Arrow.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

37. Click the Execute Query Icon

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38. Narrow your search by using any or all of the following: a Wild Card % in the Document Code, the Requisitioner's Name, the Vendor ID and/or other search criteria.

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39. Click the Execute Query icon. 40. Scroll the list to see the requisitions. To look at a specific requisition Click on the Document Number then use Options / Query Requisition. After viewing the requisition Click the Exit icon to return to the query list.

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Note: Double Clicking on the Requisition number will move you to the requisition and close the Query list.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

Find Incomplete Requisitions To find incomplete requisitions that you created use form FPIREQN. 41. On the first screen Click the Drop Down Arrow.

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42. Click the Execute Query icon

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43. Narrow your search by using a Wild Card % in the Document Code and the Requestor's Name. Enter an N in the Completed field. 43

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44. Click the Execute Query icon.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

45. Click on a Document Number and then use Options / Query Requisition to view a specific requisition.

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Document History Form – FOIDOCH Once the Requisition is completed allow two working days for Purchasing to transfer the Requisition to a Purchase Order and print the Purchase Order. The FOIDOCH form allows the user to see the history of how a document was processed. The system displays each purchasing and accounts payable transaction that relates to the document queried. Besides the requisition, purchase order, invoice and check, an indicator will be displayed for each number to denote the status. Complete information is also available for each transaction. From the Banner Go To field type in FOIDOCH and then hit Enter on your keyboard.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

46. At the Document Type field, enter one of the following codes: REQ for Requisition, PO for purchase order, INV for Invoice, and CHK for check. 47. Tab to Document Code field and enter the document number. If you do not know the document number, click on the Drop Down Arrow and enter any fields that you know. Hit F8. When you find the document you are looking for, double click on the document to return to the FOIDOCH form. 48. Select “Next Block 47 48 49 46

49. To view details of the specific Document Click on the Document Number and Select Options / Information. To leave the Document Click the Exit icon to close the Document and return to the FOIDOCH screen.

Document Numbering Requisition numbers always begin with an R and the last two digits of the fiscal year. For example, R14 is a Requisition for fiscal year 2014. Purchase Order numbers always begin with a P and the last two digits of the fiscal year. For example, P14 is a Purchase Order for fiscal year 2014. Banner Invoices numbers always begin with a prefix letter I. There is no distinction between fiscal years. Banner Check numbers always begin with a double zero. There is no distinction between fiscal years.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

View a Purchase Order – FPIPURR You can also use FPIPURR to view an individual Purchase Order. When viewing a Purchase Order note the following: Transaction Date, Complete indicator, Print Date, Cancel Date and Closed Date

A blank date field indicates no activity in that category. For example a blank Print Date field indicates that the order has not yet been printed by Purchasing.

Document Transactions and Budget Impact When a Requisition is completed a Reservation is established as a Commitment against the Budget. Funds are transferred from the Budget Pool Account available balance and moved to the Requisition. When the Purchase Order is issued, Banner automatically closes the Requisition and the budget Commitment transfers to the Purchase Order. Banner also creates a PO/Encumbrance for the FOAP. Each time an Invoice is entered against the Purchase Order, the balance open on the PO/Encumbrance is reduced and the Commitment on the budget is reduced. When the PO/Encumbrance is closed, any remaining balance on the order is returned to the Budget Pool account.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

Detail Encumbrance Activity Form to View PO History – FGIENCD Form FGIENCD can be used to see the balance remaining and activity against a PO/Encumbrance such as: Change Orders, Invoices and Open or Close PO.

Enter form FGIENCD 50. Enter the purchase order number and Click the Next Block icon.

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51. View the Status indicator: C for Closed, O for Open. 52. View the Balance remaining on the entire order.

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53. View the Liquidated amount on the individual FOAP.

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If the order has multiple FOAPs use the scrollbar to see the other FOAPs.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

54. View the Transaction Dates, Types and Document Codes and effect on the FOAP balance.

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Common Type Codes:  PORD – Purchase Order  CORD – Change Order  INEI – Invoice  POCL – Purchase Order Closed  POPN – Purchase Order Opened Caution: The INEI (Invoice) Transaction amount is not always the same as the actual amount paid on the invoice. A discrepancy occurs when the invoice amount paid is greater than the remaining balance on the FOAP. For example, in the data above the remaining balance before the invoice is $1,099.50. If the invoice was actually paid for $1,105.00, the remaining balance does not move to a -$5.50. The transaction amount reflects only the amount needed to bring the FOAP balance to zero. To see the actual amount paid on the invoice use FOIDOCH and view the invoice.

Close Purchase Order Requests To have a Purchase Order closed please send an e-mail to [email protected]. Include the vendor name and PO number. When an order is closed the remaining balance is automatically returned to the FOAP budget.

Change Order Requests To request a Purchase Order change, please send an e-mail to [email protected]. If the requisition is unit price and quantity specific, please include specifics such as, a new line for $25.00 freight charge, or change unit price on item 2 from $10.00 to $9.50.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

Remove or Cancel/Delete a Requisition How a Requisition is eliminated depends on the status of the requisition and the purchase order. 

An Incomplete Requisition must be Record Removed by the user or by Purchasing.



A Completed Requisition without an assigned Purchase Order must be Cancelled/Deleted by the User or by Purchasing.



A Completed Requisition with an assigned Purchase Order must be Closed by Purchasing.

To Remove an Incomplete requisition use form FPAREQN. Enter the Requisition Number and Click Next Block. From the first screen of the requisition, Select Record / Remove and repeat Record / Remove. The requisition will be completely removed from Banner. Any attempt to view the requisition will result in a Requisition Does Not Exist error message. To Cancel a completed requisition before a purchase order has been issued use FPARDEL. 55. Enter the Requisition number and Click Next Block.

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56. Select Options / Access Cancel Date

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

57. Select Options / Process Cancellation 57 Note: Banner will give a cancellation message. Unlike an incomplete requisition that has been record removed, a cancelled requisition will remain visible in Banner.

View Open Encumbrance (PO's) by Fund & Org – FGIOENC Enter form FGIOENC. 58. Enter Organization and Fund. 59. Click Next Block icon.

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60. View the data. Highlight a document and select Options / View Encumbrance Query to see the details.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

View Vendor History – FAIVNDH To see payments made to a vendor by fiscal year use form FAIVNDH.

Banner Extract Data with Key Extract Data with Key is available on many Banner forms. This option extracts data from a Banner form directly to an Excel spreadsheet. Users now have the ability to include the header row in the data extract as a default. To Change the Default User Settings to include Header Row 1. In the Go To field of the Banner Menu form, type GUAUPRF. 2. In the bottom left corner, click on Include Header Row in Data Extract. 3. Select “Save” from the menu bar or press F10 To use this function from within a form: 1. From the menu bar, go to Help, Extract Data with Key, and select. a.

2. The file download dialog box will appear. Click open to automatically download to excel, or save to a local directory. 3. If the option is “grayed out”, the extract function is not available on this form. Below is an examples of extract data with key: b.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

Banner Extract Data No Key Extract Data No Key is available on many Banner forms. To use this function from within a form: 1. From the menu bar, go to Help, Extract Data No Key, and select. a.

2. The file download dialog box will appear. Click open to automatically download to excel, or save to a local directory. 3. If the option is “grayed out”, the extract function is not available on this form. Below is an examples of extract data no key: b.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

Purchasing Section - Attachments See the Purchasing website for Purchasing policy and procedures and related documents. http://www.ramapo.edu/purchasing/

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

Banner Finance Frequently Asked Questions What do dates mean? Transaction date determines posting period, however (and unfortunately), Banner displays the activity date, or the date the transaction was processed, which is not always the period to which the transaction was posted.

How will we do business when there is an extended network outage? Since Banner is an Internet-based system, there could be delays in processing business transactions.

What is the difference between a budget transfer and a journal entry? A budget transfer moves money in the budget column of financial data. A journal entry moves amounts in the year-to-date or “actual” column of financial data. Budget transfers can not be made for transactions between the College and any Auxiliary account. Examples of Auxiliary accounts are Residence Life, Student Center, Special Events & Conferences, etc…

How do I track the progress of my requisition? Go to FOIDOCH. Type in REQ, in the Doc Type field. Tab to Doc. Code field, enter the REQ number, and select “Next Block”. This screen will show you the approval and completion status. Select “Next Block” to move between sections. It will also show you if a PO number has been assigned and, if so, what the number is.

How do I find my requisition number if I don't know it? Go to FPIREQN. Click on the Search icon. Select Enter Query (F7). If you know the requester's name, TAB to that field and enter information (Hint: Wild cards can be used “%”, and data is case sensitive). If you know the request date, TAB to that field and enter the date followed by a percent (%) sign. You must enter the date in the following format: DD-MMMYYYY. Once you entered your search criteria, press Execute Query (F8).

How do I view suspended Requisitions? Go to FPIREQS. All suspended requisitions will be displayed.

How do I check the remaining balance on Purchase Orders or other encumbrances? Go to FGIENCD. Type in the encumbrance number (Requisitions and PO's, can be entered). Select “Next Block”. In the field labeled Balance: you will see the balance. In the lower block, you will see a list of all transactions posted against that encumbrance. Banner Finance Purchasing Training Updated January 2014

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

How do I view suspended Purchase Orders? Go to FPIPORS. All suspended purchase orders will be displayed.

How do I determine whether a Vendor has been paid from a particular PO? Go to FOIDOCH. Type in the PO number. Select “Next Block”. If a check has been cut, the check number will show in the Check block of the form. If you want to see the details of the check, tab to the Check number field. Select Options, Check Information. Select “Next Block” to view details. To view further details, select Options, Document Inquiry.

How do I track P.O. change orders or close-out requests? Go to FGIENCD. Type in the PO number. Select “Next Block”. The field labeled Enc: will show you the encumbrance amount. It should show the new amount. To see if a PO has been closed out, look in the field labeled Status:. It should say C (for Closed).

How do I verify that a P.O. was charged to the right account? Go to FPIPURR. Type in the PO number. Select “Next Block” four times to move to the Commodity/Accounting page. The FOAP string will appear in the lower block. If there is more than one accounting string, the screen will show something other than Seq#: 1 of 1. Press the DOWN ARROW to view additional records.

How do I find a vendor number? For many Purchasing and AP forms, you need to know a vendor number. Use FTMVEND. To find a vendor number, click on any Vendor: field. In the Entity Name/ID Search Form, TAB to the Last Name field. Type in the beginning part of the vendor name, followed by a percent sign (be careful - the search is case sensitive!). Select Execute Query (F8) or click on the Search button. Use the UP and DOWN ARROW keys or the scroll bars to view all records. If the vendor shows up, you can double-click on the vendor number to return the number to your original form. If the vendor doesn't show up, use ENTER QUERY to start a new search. Make sure you type the name in mixed case. You may also try to type in less of the name. Then follow the directions again.

If an item hasn't been paid for, can I see when a check is scheduled to be cut? Go to FOIDOCH. Type in the document type (PO or REQ). Tab to Doc. Code field, enter the PO number, and select “Next Block”. If an invoice has been entered, the number will show in the Invoice block. If no invoice number shows, an invoice hasn't been entered by AP and you cannot tell when a check will be cut. If an invoice number shows, click to select the Invoice number, then click on the Document Inquiry button to go to the Invoice Query Form (FAIINVE). Select “Next Block”. The vendor's invoice date shows in the Invoice Date: field. The date the invoice was entered into the system shows in the Transaction Date: field. The date the check will be cut shows in the Payment Due: field. Banner Finance Purchasing Training Updated January 2014

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

How can I find out what invoices were paid on a check? Go to FAICHKH. Type in the check number. Type C1 (most of the time) in the Bank field. Select “Next Block”. Our internal invoice number shows in the Document Number: field. The vendor's invoice number shows in the Vendor's Invoice Code: field.

How do I see what has been paid to a particular vendor? Go to FAIVNDH. Type in the vendor number (see How Do I Find a Vendor Number, above, if you don't know it). Click in the Selection: field to choose All, Open, or Paid invoices, or Credit Memos. Select “Next Block”. Use the vertical scroll bars to view all transactions. Use the horizontal scroll bars to see more detail. Note this screen shows all invoices paid to a vendor, not just one specific Organization (Unit).

How do I see detailed information on an invoice? Go to FAIINVE. Type in the invoice number. Select “Next Block”. The first screen will show you pertinent dates, the vendor invoice number, and the Due date for cutting the check. Select “Next Block”. This screen shows you what items on the PO have been paid with this invoice (you may need to use your UP and DOWN ARROW keys to scroll through the list of items). To see the accounting distributions, navigate to the Accounting Amounts block, then click on the Accounting Distributions button.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

Glossary of Terms Chart of Accounts (COAS) This field is required on any forms where it is present. The value for the college is R, and 1 for the Foundation. FOAP FOAP is an acronym for the accounting code block (budget number). The budget number consists of four components, Fund, Organization, Account, Program. Fund A fund code is required on all transactions and identifies the funding source. Organization (Org) The org code, short for organization code, identifies the budgetary unit (department) responsible for managing the funds. Organization codes closely follow the organizational structure of the College and are six-digit numeric codes. The org code is needed to post revenue, expenses, transfers and to set up budgets. Account The account code defines the expense or revenue type. Program The program code defines the program category under which a particular unit budget falls. (e.g. instruction, academic support, student services, institutional support, physical plant, auxiliary, etc…) Form Banner screens are referred to as forms and are where you interactively enter and look up information. Every form has been assigned a unique name. For example, the organization budget status form is named FGIBDST. Reservation A reservation is a budget tool used by managers to keep track of potential charges against their budgets. A completed and approved requisition creates a reservation for the amount of the request in the operating ledger within SCT Finance. When a purchase order is placed for the requisition, the reservation is liquidated and replaced by an encumbrance.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

Banner Navigation Shortcuts

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

Rule Code Description Table Rule Code BD01 BD02 BD04 BR02 BR04 CD5 CNEC CNEI CNNC CNNI CORD DCSR DNEC DNEI DNNC DNNI E010 E020 E032 HEEL HERL HGNL HGRB HNET ICEC ICEI ICNI INEC INEI INNC INNI JE15 JE16 JE25 PCLQ PCRD POBC POCL POLQ POPN PORD

Rule Code Description Permanent Adopted Budget Permanent Budget Adjustments Temporary Budget Adjustment Permanent Budget Revision Temporary Budget Revision Cash Disbursement J/V Cancel Check – C/M w encumbrance Cancel Check - Invoice w encumbrance Cancel check – C/M w/o encumbrance Cancel Check - Invoice w/o encumbrance Establish Change Order Direct Cash receipt Check - C/M w encumbrance Check - Invoice w encumbrance Check - C/M w/o encumbrance Check - Invoice w/o encumbrance Post Original Encumbrance Encumbrance Adjustment Encumbrance Liquidation Payroll - Employee Liability Payroll - Employer Liability Payroll - Gross Exp. No Liquidation Payroll - Gross Benefit Expense Payroll - Net Pay Cancel Credit Memo w/ Encumbrance Cancel Invoice with Encumbrance Cancel Invoice without Encumbrance Credit Memo with Encumbrance Invoice with Encumbrance Credit Memo without Encumbrance Invoice without Encumbrance General Journal Entry (Intra-Fund) General Journal Entry (Inter-Fund) General Journal Entry (Inter-Chart) Cancel PO - Reinstate Request Cancel Purchase Order Purchase Order Batch Close Purchase Order Close (FPAEOCD) Purchase Order-Request Liquidation Purchase Order Open (FPAEOCD) Establish Purchase Order

Banner Finance Purchasing Training Updated January 2014

Rule Code RCQP REQP ABD AEN ENC LIQ OBD OEN RSV TMP YTD

Rule Code Description Cancel Requisition Requisition - Reservation Adjusted Budget Adjusted Encumbrance Encumbrance Liquidation Original Budget Original Encumbrance Reservation Temporary Budget Year To Date Activity

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

Change your screen resolution 1. Right-click on a blank area of your desktop and select Properties. 2. On the Properties dialog box, click on the Settings tab. 3. In the Screen Resolution area towards the bottom left, drag the slider to the right until it as at least at 1024 by 768 pixels. Most LCD monitors support this resolution. 4. Click OK.

Customizing Color Settings To change the color of an item: 1. In the Go To field of the Banner Menu form, type GUAUPRF. 2. Scroll down to the item you want to change (scroll bar will be our example) 3. On the User Value field under the “Enter the RGB code for the Scroll Bar” click on the down-arrow button. This will bring you to a color selection screen. 4. You can choose a color from the pre-defined Swatches palette, or create your own shade using HSB (Hue Saturation Brightness) or RGB (Red, Green Blue) values. Example: 1. Change the colors for the scroll bars from mustard to blue/green Before

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

After

2. Click on the down arrow next to the User Value that you want to change. 3. Select a color by clicking on the specific colored box.

4. Once you have selected the “new color”, click OK. 5. Select “Save” from the menu bar or press F10. 

The changes should take effect after you exit the Preferences form.

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Ramapo College of New Jersey Banner Finance Navigation & Training for Purchasing

Customizing My Links The first link is reserved for the My Institution link and cannot be removed. You can customize up to 6 links under the My Links section that appear on the Main Menu. These links open the defined URL in a new web browser when clicked once. For each block of information there is a Description, Default Value and User Value. The Description is describing the purpose of the block. The Default Value is notifying you of what needs to be entered in the User Field. The User Value is the only field that you can enter information. 1. Click on the Personal Link you want to customize or in the Go To field of the Banner Menu form, type GUAUPRF. 2. Click the My Link tab, (1).

1

2

3

3. Scroll down and click in the User Value field of the personal link description you want to update, (2). 4. Enter the description of the link 5. Click in the User Value field of the personal link URL you want to update, (3). 6. Enter the URL by typing in the address, or you can paste the address in. 7. Select “Save”. The link will not appear until you logoff, and log back on to Banner.

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