The Requisition Process
A Guide to Generating
Banner’s Requisition for a Purchase Order
Welcome to the Requisition Process
Virtual Seminar!
This training presentation is a step by
step guide through the requisition
form (FPAREQN).
The lesson is self-paced. So sit back,
relax, and enjoy the show with every
click of the mouse!
For starters, here’s an overview of
the purchasing process…
The Purchasing Process
Purchase
Order
Requisition
3
Bid
9
Accounts
Payable
Check
Invoice
2
Purchasing
Department
4
8
6
7
Files
1
Receiving
Department
5
Vendor
10
Now that you understand what
position the requisition plays in
the purchasing process,
let’s begin …
Once you sign-on, this is the
main screen that you will see …
Type the name of the form,
FPAREQN, in the direct
access field. Then “enter”
from the keyboard.
DO NOT CLICK ON THE
“SEARCH” BUTTON ON
THE RIGHT.
Note: Technically, this button is called the “LOV” button.
It stands for “list of values.” When you click on it, a new
window will open, and you can choose from a list of
items that are available. You can also perform a search,
which we will show you later in the presentation.
Type in the word “NEXT” (with
no quotes or spaces before or
after) to command Banner to
assign a requisition number.
Then click on “next block.”
The latest
version has
replaced the
options menu
on the left side
with tabs
Order date and transaction
date will have defaulted in
with the current date, as well
as your contact information.
Enter a future date for the
delivery date.
The comment field is
optional.
Click on the LOV
button to choose a
delivery address.
Choose “RECV”
then press “OK.”
Type in the name of the
person to whom this
order is going. Include
building and room #, or
an ext. #.
Click the Options Menu
Button, then on
“Document Text.”
Use this area to put messages for the vendor,
state a quote #, specify special requests, etc.
There are 99 lines available. When text is
entered on a line and is full, use the down arrow
to advance to the next line.
“Save” when finished.
Exit.
Note: This message bar is
Banner’s line of
communication to the user.
(Here it says that the text
entered has been saved)
2. Click
“Next block”
to continue.
1. Banner takes you
back to the
requisition form.
Notice a requisition
number is assigned.
Enter the vendor ID number
if you know it. If not, click on
the LOV button to search for
the vendor.
Choose “Entity Name/ID Search.”
To do a search:
1) Press F7 from the keyboard (or the “enter query” button)
2) Tab over to “Last Name”
3) Type “%” (The % sign is a wildcard)
4) Choose one main word in the vendor’s name and type it in
5) Put another “%” after the name
6) Press F8 from the keyboard (or the “execute query” button)
Banner’s search
engine is case
sensitive, so try all
caps first.
Scroll down to see if the vendor
you’re looking for is listed here.
If not, do another search.
This time, try upper and
lower case.
Scroll down to find
your vendor.
Or click on the
vendor name once
to hi-light, then click
on the “select”
button.
Double click on the vendor name to
bring it back to the requisition.
Click on “next block.” This will
move page selection to the
“Commodity/Accounting tab
If it is not, click on the
LOV button next to Seq#
to pick another address.
Check the vendor’s address to
make sure that’s the right address
to send a purchase order to.
Tab over to Desc to describe the item you want to purchase.
Be as precise as possible. Bear in mind that this description
has to be clear to the people who are approving this purchase
request as well as the vendor. Therefore, it is important to
include item # where appropriate.
The description field has
limited space.
When the description is too
long, keep typing till you run
out of space. Then click on
“item text” in the Options
menu, to continue the
description.
Notice the description from the
previous page resurfaced here.
Click on “next
block.”
Save when
finished.
Continue with the
description in this area.
Click the Exit button.
Notice the confirmation message.
Fill in the
quantity.
Tab to U/M (Unit of Measure).
Type in the measurement, or
click on the LOV button to
select from a list.
Notice “Item Text” is checked.
It’s an indication that the
description for this item is
continued in Item Text.
How much for each?
Tab through the ext cost,
and Banner will do the
calculations for you.
1. If only one item is being
ordered, click on “next block.”
3. The description of
the second item can be
entered here.
2. Otherwise, keep tabbing until the cursor
returns to the commodity description. Press the
“down arrow” key from your keyboard to insert
the next commodity.
Go through the same process
as with the first item.
There’s no restriction to the
amount of commodity you
want to order. Just continue
using each row for each item.
Notice the description to the
second item is short. It does
not need to continue in item
text. Therefore, the item text
box is not checked.
For training purposes, we’ll order
three items. This third item
requires a continuation. So click
on “item text” tab of the “Options”
menu item.
When you finish and
forget to save, Banner will
prompt you to either save
or erase.
Choose either “yes” to
save, or “no” to erase
what you’d just put in.
Then exit.
Click on “next block” to
enter the accounting
codes to be charged.
Unchangeable default: C (chart
of accounts),
Yr (fiscal year) Should be
current year (July 1, - June 30).
Changeable defaults:
Orgn (organization code),
Prog (program code)
Make changes to Orgn code only
if needed. Otherwise, tab to Acct
and enter in the Acct code.
Skip Index code. Enter the fund code.
Consider the amount to be
charged to this acct. You can
choose to charge by % or by $.
To charge by %: Click on the
box right below the % sign.
Tab over to USD and put
in the percentage.
Tab through the USD
section, and Banner will fill
in the $ amount based on
your percentage.
Notice the check
mark is no longer
there after Banner
did the calculations.
To charge by $:
Tab over to USD
and type in the
$ amount.
Tab through this section
so that Banner can
calculate your line total.
To share the cost between
two grants or cost centers
(or between a grant and a
cost center), you can specify
by percentage like this…
Ex.: First cost center to
pick up 75% of the cost.
Keep tabbing until the cursor gets to
the second row of the FOAPAL
accounting strings.
Press the down arrow key on your
keyboard to go to the second row.
Tab through to see the $ amount that is
75% of your commodity total.
Tab again to have the
C and Yr filled in.
Notice the remaining
commodity amount is
specified here.
Fill in the Fund
code.
Change Orgn to reflect the
second cost center that
will pick up the other 25%
of the cost.
Continue to Acct code.
Again, check the % box.
Enter the percentage.
Tab through to see the
$ amount of 25% of
your commodity total.
Tab again to update the
Document Accounting Total
Click on next block.
When everything is in
balance, click on the
“Complete” button.
Here’s a summarization of the requisition.
It is good practice to jot down the req
number for future references.
Notice the
confirmation
message.
To make changes, the req has to
be in an “incomplete” status.
This can be done by asking an
approver to disapprove the req.
Once the requisition
is completed, you
cannot go back to
make any changes.
Enter the req # here to go back
into the req and make changes.
NOTE: The req # starts with an
“R,” followed by 7 digits (numbers,
not letters as in the letter O).
Click on next block until
you get to the place that
needs corrections and
make the changes.
Don’t forget to click on
“complete” once you are
done.
IMPORTANT NOTES
• Commodity descriptions …
– should be as detailed and explain exactly what the items
are.
– should contain the vendor’s item number (if applicable).
– can be as long as you want it to be. Just click on “item
text” (a new window will open) to continue where you got
cut off on the main screen.
• This will help the approvers to understand what it is that’s
being requested to order.
• The same description will be copied over to the P.O. and
then to the invoice.
• If there is a quote number, state that number on “document
text.”
• Check the system often to follow-up on the requisition until it
is assigned a P.O.
If you want to have a hard copy
of the requisition for your
records while waiting for the
purchase order (P.O.), go to
form FOICOMM and print out a
copy. The following slides will
guide you through it.
From General Menu,
type in the form name
FOICOMM. Then enter.
For Document Type,
choose REQ.
Enter the requisition number.
Click on next block.
All the important information from the
req is presented on this page.
To view the accounting
information, click the
“Options” menu, then
“Accounting
Information”.
Print this out for your records.
This shows you where the items
requested are to be charged,
plus the amount on each.
When you’re done
reviewing, just exit.
To check the status
of a requisition
(or any document),
go to the
document history form
FOIDOCH …
Type in FOIDOCH.
Then “enter.”
1. For Doc
Type, put
“REQ.”
2. Enter the req #
(R_ _ _ _ _ _ _ )
3. Click on Next block to see
the requisition and all other
documents attached to it in
the purchasing process.
When the P.O. is approved
it is sent to the vendor. A An empty field next to
copy is then sent to the the req # indicates that
the req is incomplete.
requestor.
The “C” means
An “A” indicates that the
complete and awaiting
req has been approved
approvals.
by all approvers and is
now waiting for a P.O. to
be issued.
The P.O. number will appear when
assigned. First the completed, then
the Approved indicators will appear
as the P.O. changes status.
This is how the
Purchase Order
looks when printed …
VENDOR
COPY
Receiving address and
ATTN line.
Information from
Document Text.
Commodity
description
Item Text
REQUESTOR
COPY
The only difference
between this copy and
the previous one is the
information at the bottom.
Brenda Robinson
Phone: 520-5236
Email: bhrobins@xula.edu