Purchasing Banner Tidbits

1. Purchasing Banner Tidbits Presented by: Denise Smith Jackie Nyberg Diane Semenchuk

2. Introduction • Transition from CUFS to Banner • BSCs will receive tidbits to enter better Banner documents • Utilize features in Banner

3. Agenda • What makes a successful Banner requisition • Effectively processing a change order request • Finding your documents in Banner

4. Banner Terms • Requisition – Informal purchase request initiated by a BSC • Purchase Order – Formal purchase request issued to the vendor • Regular: one-time purchase/payment for line item goods • Standing: multiple purchases/payments or non-line item purchases (ie. Services, maintenance, business meals, construction projects, etc) • Change Order – Modification to existing purchase order

5. Did you know? • Bid limit is $10,000 • Applies to the entire order, not per item • Supporting documentation needed: • Purchases over bid limit (exception to bid) • Services (independent contractor agreement) • Purchasing can close, open or cancel PO’s • Send email with PO#, vendor & reason • Don’t use change order to close PO

6. Did you know? Cont… • Can’t process PO if requisition has a zero dollar commodity or FOAPAL • You can “copy” a requisition • ‘Comment’ field doesn’t print on PO • Purchasing uses ‘comment’ field explaining the status of PO’s in process • ‘Attention to’ field doesn’t update automatically • Vendor ‘Contact’ field doesn’t print on PO

7. REQ – Text Options • Use document text for information that applies to the entire order • Use item text for information that applies to a specific commodity line when the full description can’t fit • Avoid repeating information • All text will print by default unless you uncheck the print box

8. REQ - Commodity • Use a commodity line for each item to be purchased • Multiple items with quantities & unit pricing (i.e., computer, printer, software) • Otherwise, use one commodity line • Can have one commodity but multiple FOAPAL’s • Utilize full space in the field • Use proper case, check for spelling errors, avoid over-abbreviating • Enter specific description • Use ‘additional’ field for shipping charges

9. Info for Vendors & Purchasing • Provide the following if applicable: • Account number • Vendor quote number • USNH bid/contract number • Realistic delivery dates • Fax number & vendor contact • Requestor phone/fax • Any other relevant information

10. General Information • Use appropriate account code – should begin with “7” • Note in document text when vendor doesn’t take Pcard • Use default requestor information

11. Change Orders • Use change order form for changes to a PO; no change form for requisitions • Check FGIENCD prior to entering change order to review current liquidations and balance • Specify text for purpose of change • Use item text when increasing or decreasing the amount of the PO • Use document text for all other changes

12. Where’s my document? • Varies depending on stages • In process • Completed but not approved • Approved

13. Finding Requisitions • Query document at any stage • FPIREQN, FPIRQST, FOIDOCH, FOADOCU • In Process • FPAREQN to complete • Completed-Not Approved • FOAUAPP to approve/disapprove • Approved • FOIAPPH for approval/disapproval history • FGIENCD for current encumbrance

14. Finding Purchase Orders • Query document at any stage • FPIPURR, FOIDOCH, FPIPOHD, FPIOPOV • In Process • FPAPURR to complete (Purchasing only) • Completed-Not Approved • FOAUAPP to approve/disapprove • Approved • FOIAPPH for approval/disapproval history • FGIENCD for current encumbrance

15. Finding Change Orders • Query document at any stage • FPIPURR, FPIPOHD, FOADOCU • In Process • FPACHAR to complete • Completed-Not Approved • FOAUAPP to approve/disapprove • Approved • FOIAPPH for approval /disapproval history • FGIENCD if FOAPAL is effected

16. Where to Get More Information • Fresh web site for on-line documentation (http://www.fresh.unh.edu/secure/training_module.html) • Purchasing web site (http://www.unh.edu/purchasing) • Email Purchasing or call (purchasing@unh.edu or 862-2896) • Super User • Help desk 2-4242

17. Summary • Know how to enter better Banner documents • Know how to find documents • Know what Purchasing needs • What do you need?