Chapter 14 PURCHASE ORDER TABLE MAINTENANCEspaces.imperial.edu/alfonso.sanchez/DOCS/finance14po… · · 2008-03-31Address Maintenance Form (FTMSHIP) supports internal delivery

Chapter 14

PURCHASE ORDER TABLE MAINTENANCE

Introduction .............................................................................................................................. 14-3

14 Purchase Order Table MaintenanceMenu Navigation Table.......................................................................................................... 14-4

Purchase Order Table Maintenance Menu (*FINPOTAB)...................................................14-4Procurement Encumbrance Maintenance Menu (*FINPRENC).........................................14-5

Purchase Order Table Maintenance Forms........................................................................ 14-5

Buyer Code Maintenance Form ......................................................(FTMBUYR) .................14-5Commodity Maintenance Form ......................................................(FTMCOMM)...............14-8Cancellation Reason Code Form ....................................................(FTMCRSN) .................14-11Equivalency Maintenance Form ......................................................(FTMEQUL).................14-12FOB Code Maintenance Form ........................................................(FTMFOBS)..................14-12Purchase Order Classification Maintenance Form ........................(FTMPCLS) ..................14-13Receiving Method Maintenance Form ...........................................(FTMRCMT) ................14-14Return Reason Maintenance Form .................................................(FTMRRSN) .................14-14Ship To Address Maintenance Form ..............................................(FTMSHIP)...................14-15Unit of Measure Maintenance Form ..............................................(FTMUOMS)................14-19Vendor Products Maintenance Form .............................................(FTMVPRD) .................14-20Freight Terms Code Validation Form .............................................(FTVFTRM) ..................14-21Encumbrance Open/Close Form ...................................................(FPAEOCD)..................14-22

14-1

Chapter 14 Purchase Order Table Maintenance

This page intentionally left blank

SCT Banner Release 5.0 February 200114-2 Using SCT Banner Finance Confidential

Chapter 14 Purchase Order Table Maintenance

Introduction

14 PurchaseOrder TableMaintenance

Purchase Order Table

Maintenance

14 PurchaseOrder TableMaintenanc

This chapter discusses the table maintenance forms in the Purchasing andProcurement module.

Banner Finance provides a number of user-controlled tables which allow user-specific definitions for items such as ship-to-locations, commodity structures, unitsof measure, and return reason codes.

For instance, the Commodity Maintenance Form (FTMCOMM) enables you todefine a commodity hierarchy structure, as well as the object of expenditure for usethrough the purchasing/receiving and invoicing process. In addition, the Ship ToAddress Maintenance Form (FTMSHIP) supports internal delivery locations, as wellas vendor delivery points.

Use the forms in this chapter maintain data easily and to keep your records current.

February 2001 SCT Banner Release 5.0Confidential Using SCT Banner Finance 14-3

Chapter 14 Purchase Order Table Maintenanc

Menu Navigation Table

If you know the seven-lettername of the form you want toaccess, you may use DirectAccess to bypass theintervening menus. To useDirect Access at any menu,enter the seven-letter name ofthe form you want at the DirectAccess prompt. Instructions foraccessing menus are in Chapter2, Using Banner, in this manual.

Purchase Order Table Maintenance Menu (*FINPOTAB)Access this menu from the Purchasing and Procurement Menu (*FINPURCH).

FTMBUYR Buyer Code Maintenance FormEnables authorized users to create and designate buyerdefinitions and restrictions. You may also view and changeexisting buyer data on this form.

FTMCOMM Commodity Maintenance FormEnables you to create and maintain commodity codes and defaultaccount relationships.

FTMCRSN Cancellation Reason Code Form

FTMEQUL Equivalency Maintenance FormProvides a cross-reference between the requisition unit ofmeasure, the purchase order unit of measure, and the receivingunit of measure. For every code, you may define an equivalentunit of measure and the corresponding number of equivalentunits.

FTMFOBS FOB Code Maintenance FormEnables you to create, maintain, and query the freight-on-board(FOB) codes used on procurement forms.

FTMPCLS Purchase Order Classification Maintenance FormEnables you to define criteria for additional classification of apurchase order. This is especially useful when you purchasegoods that require special handling or security, such ashazardous substances. If desired, this classification may appearon your printed order.

FTMRCMT Receiving Method Maintenance FormEnables you to create and maintain method-of-receipt codes forgoods and services. Use these codes to track how you receivepurchased commodities so that you can take appropriate actionwhen you handle a receipt.

FTMRRSN Return Reason Maintenance FormEnables you to create and maintain reason codes for returns onreceived goods. This enables you to manage and record returnsof goods and materials to vendors.

FTMSHIP Ship To Address Maintenance FormEnables you to establish departmental or central routings fordeliveries. This list is user-defined, so you may update andmaintain it as desired.



Procurement Encumbrance Maintenance Menu (*FINPRENC)

Purchase Order Table Maintenance Forms

This section provides you with examples and descriptions for each form within thePurchase Order Tables feature of the Purchasing and Procurement module.

Forms in this section flow in the order that they appear on the Purchase Order TableMaintenance Menu (*FINPOTAB). Use the forms on this menu to view, maintain,and change data for the purchasing and procurement feature of the BannerFinance system.

Each form contains a description, instructions on how to use the form, essential fieldinformation, and a navigational guide.

For more detailed information on how to use these forms, refer to Chapter 3,Processing.

Buyer Code Maintenance Form (FTMBUYR)

Only authorized users may use the Buyer Code Maintenance Form to create anddesignate buyer definitions and restrictions. You may also view and change existingbuyer data on this form. Access this form from the Purchase Order TableMaintenance Menu (*FINPOTAB).

FTMUOMS Unit of Measure Maintenance FormEnables you to create and maintain a uniform set of unit ofmeasure codes to facilitate the purchase and receipt of goods.

FTMVPRD Vendor Products Maintenance FormEnables you to link vendors with commodities to create anelectronic catalog. This form also provides you with theagreement numbers for vendor contractual references.

FTVFTRM Freight Terms Code Validation Form

*FINPRENC Procurement Encumbrance Maintenance Menu

Access this menu from the Purchasing and Procurement Menu (*FINPURCH).

FPAEOCD Encumbrance Open/Close FormEnables you to manage encumbrances created by requisitionsand purchase orders.

FPIEOCL Encumbrance Open/Close List Form



Use this form to link buyers tocommodity-organizationcombinations for increasedeffectiveness of the purchasemanagement function withinthe installation.

This form also gives you the option to use the Automatic Buyer Assignment feature.To use this feature, check the Automatic Buyer Assignment box on the SystemControl Maintenance Form (FOASYSC). Be aware of the significance of alteringsystem-wide control features.

Specify the buyer code and the buyer name. You may assign a commodity and/ororganizational relationship. Select Next Block.

Select Assign Commodities from the Navigation frame or select Next Block to accessthe Automatic Buyer Assignment By Commodity Window. Select AssignOrganization from the Navigation frame to access the Automatic Buyer AssignmentBy Organization Window.

When you finish, click or select Save to complete and post this record.

. . . . . . . . . . . . . .Fields

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Descriptions / Buttons

Buyer Code and name of the buyer record you want to create ormaintain. If you want to access an existing record and do notknow the buyer code, request a List. This takes you to the BuyerCode List Window.

(button) List Buyer Code List Window

Start (Date) Date the Buyer becomes authorized to purchase. The defaultvalue is the system date but it may be overwritten.

Termination(Date)

Date the Buyer becomes inactive or can no longer be used.

Last Activity(Date)

Date this record was created or last updated.

LVPO Ind(Indicator)

Indicates whether this is a Low Value Purchase Order.

N No Buyer does not have any dollar amount limits onthe purchase orders tey are authorized to toprocess.

Y Yes Buyer has dollar amount limits on the purchaseorders they are authorized to process. This limitis defined in the LVPO (Low Value PurchaseOrder) field.

LVPO Limit Dollar amount limit this buyer is authorized to spend.

Phone Number Area code and phone number of the buyer.



Automatic Buyer Assignment By Commodity Window

Use the Automatic Buyer Assignment By Commodity Window to associate specificcommodity codes to the buyer when automatic buyer assignment is selected.Requisition items with this commodity code will automatically be assigned to theappropriate buyer. This hastens the purchasing process.

Enter a commodity code, if you know which code you wish to assign. Otherwise, clickCommodity or select List. If necessary, you may scroll though the list of assignedcommodities. Select Next Block to access the Automatic Buyer Assignment ByOrganization Window.

Automatic Buyer Assignment By Organization Window

Use the Automatic Buyer Assignment By Organization Window to automaticallyassign organization information to associate specific organization codes for thisbuyer. When automatic buyer assignment is selected, requisition items distributedto an organization will automatically be assigned to the appropriate buyer.

Enter the chart of accounts, and organization codes if you know which codes youwish to assign. Otherwise, click COA or Orgn or select List to select from a list ofcodes. If necessary, you may scroll though the list of assigned organizations.

Note: If a requisition item consists of a specific commodity that has beenassigned to a buyer and an accounting distribution whose organizationhas been assigned to another buyer, the system uses the organization-associated buyer as the first value for automatic assignment.

When you finish, click or select Save to complete and post this record.

Extension Phone extension of the buyer.

. . . . . . . . . . . . . .Fields


Commodity Code representiong the commodity. If you do not know thecommodity code, request a List. This takes you to the CommodityCode List Window.

(button) List Commodity Code List Window.

Description Description of the commodity.

. . . . . . . . . . . . . .Fields




Commodity Maintenance Form (FTMCOMM)

Use the Commodity Maintenance Form to create and maintain commodity codesand default account relationships. Access this form from the Purchase Order TableMaintenance Menu (*FINPOTAB).

Specify the commodity code or enter NEXT to have the system generate one.Otherwise, click Commodity Code or select List to select one from the CommodityCode List Window. Select Next Block.

Select Next Block to access the Commodity Account information fields.

Entering Commodity Account Information

Use these fields to specify which account or object code to charge when you use thiscommodity in a procurement transaction. This feature streamlines the data entryprocess.

To access the Stores Inventory Maintenance Form (FTRINVM), select View StoresInventory from the navigation frame.

. . . . . . . . . . . . . .Fields


COA Code representing the Chart of Accounts responsible forpayment of the invoice. The chart of accounts is the aggregationof FOAPAL elements (fund, organization, account, program,activity, & program) in Banner which are developed to uniquelyreflect the organization's structure and to enable financialreporting. All FOAPAL elements in Banner must be linked to aspecific Chart of Accounts. If you do not know the Chart ofAccounts code, request a List. This takes you to the Chart ofAccounts List Window.

(button) List Chart of Accounts ListWindow‘

Orgn Code representing a specific person, organization or othersubdivision of a fund responsible for the purchase of thecommodities or services. If you do not know the organizationcode, request a List. This takes you to the Organization CodeValidation Form (FTVORGN).

(button) List Organization Code ValidationForm (FTVORGN)

OrganizationTitle

Name of the specific person, organization or other subdivision ofa fund responsible for the purchase of the commodities orservices.



To access the Commodity Hierarchy Query Form (FTICOMH), select HierarchyInformation from the navigation frame.

To access the General Text Entry Form (FOATEXT), select Commodity Text fromthe navigation frame.

. . . . . . . . . . . . . .Fields


CommodityCode

Code representing the commodity you want to create ormaintain. To create a new commodity, enter the code or next tohave the system generate the next available sequential number.

To edit or review an existing commodity, enter the commoditycode. If you do not know the commodity code, request a List.This takes you to the Commodity Code Validation Form(FTVCOMM).

(button) List Commodity Code ValidationForm (FTVCOMM)

CommodityDescription

Description of the commodity. Default value comes from theCommodity Code Validation Form but may be overwritten.

Unit of MeasureCode

Code representing the unit of measure of the commodity.Default value comes from the Commodity Code Validation Formbut may be overwritten. If you do not know the unit of measure,request a List. This takes you to the Unit of Measure List Window.

(lookup) List Unit of Measure List Window.

PredecessorCommodity

Code and description of the commodity in a hierarchicalrelationship to the queried commodity. If you do not know theprdecessor commodity code, request a List. This takes you to theCommodity zCode Validation Form (FTVCOMM).

(lookup) List Commodity Code ValidationForm (FTVCOMM)

Tax Group Code and title representing the the group of tax rates that shouldbe applied to this commodity. If you do not know the tax groupcode, request a List. This takes you to the Tax Group ListWindow.

(lookup) List Tax Group List Window



Override Taxes If you enter a tax group, checkbox indicates whether the userwants to override the tax amounts when processing aprocurement document.

Selected Override taxes.

Cleared Do not override taxes.

Fixed Asset Checkbox indicates whether this commodity is a fixed asset.

Selected This commodity is a fixed asset.

Cleared This commodity is not a fixed asset.

Note: A commodity may either be a Fixed Asset or a StoresInventory stock item, but not both.

Stock Item Checkbox indicates whether this commodity is a stores inventorystock item.

Selected This commodity is a stores inventory stock item.

Cleared This commodity is not a stores inventory stockitem.

Note: A commodity may either be a Fixed Asset or a StoresInventory stock item, but not both.

Start Date Date this commodity becomes effective.

End Date Date this commodity is no longer effective.

Useful LIfe Define a default value for the useful life of a Fixed Assetcommodity . The value entered here defaults into the Useful Lifefield on the Depreciation Maintenance Form (FFADEPR).

Last ActivityDate


Text Exist Indicates whether text exists with this commodity.

Y Yes Text exists with this commodity.

N No Text does not exist with this commodity.

. . . . . . . . . . . . . .Fields




Note: Commodity text may be viewed and copied in to any purchase order,blanket order, or requisition document.

Cancellation Reason Code Form (FTMCRSN)

The Cancellation Reason Code form enables you to maintain a list of codes thatindicate why orders for goods were cancelled. Access this form from the PurchaseOrder Table Maintenance Menu (*FINPOTAB).

Chart OfAccounts

Code representing the Chart of Accounts responsible forpayment of the invoice. The chart of accounts is the aggregationof FOAPAL elements (fund, organization, account, program,activity, & program) in Banner which are developed to uniquelyreflect the organization's structure and to enable financialreporting. All FOAPAL elements in Banner must be linked to aspecific Chart of Accounts. If you do not know the chart ofaccounts, request a List. This takes you to the Chart of AccountsList Window.

(lookup) List Chart of Accounts List Window

Accounts Code representing the specific individual asset, liability, equity,revenue, expenditure, or transfer account classifications within afund from which funds for the purchase of this commodity orservice will be drawn. If you do not know the account code,request a List. This takes you to the Accoutn Code ValidationForm (FTVACCT).

(lookup) List Account Code ValidationOFrm (FTVACCT)

Description Description or title of the Chart of Accounts or Account.

. . . . . . . . . . . . . .Fields


. . . . . . . . . . . . . .Fields


Reason Code Code representing the reason for cancellation. This field has amaximum of four characters.

Description Description of the reason for the cancellation.

Start Date Date the cancellation was put into effect. Required.



Equivalency Maintenance Form (FTMEQUL)

The Equivalency Maintenance Form provides a cross-reference between therequisition unit of measure, the purchase order unit of measure, and the receivingunit of measure. For every code, you may define an equivalent unit of measure andthe corresponding number of equivalent units. Access this form from the PurchaseOrder Table Maintenance Menu (*FINPOTAB).

FOB Code Maintenance Form (FTMFOBS)

Use the FOB Code Maintenance Form to create, maintain, and query the freight-on-board (FOB) codes you use on procurement forms. Access this form from thePurchase Order Table Maintenance Menu (*FINPOTAB).

The FOB codes that have already been created appear when you enter the form. Ifnecessary, you may scroll through the list of FOB codes.

TerminationDate

Date the reason for the cancellation is no longer effective.Optional.

Activity Date Date this record was created or last updated. Default value is thecurrent date.

. . . . . . . . . . . . . .Fields


. . . . . . . . . . . . . .Fields


Entered Code Code representing the unit of measure of the commodity, forexample, GAL = Gallons. If you do not know the unit of measurecode, request a List. This takes you to the Unit of Measure ListWindow.

(lookup) List Unit of Measure List Window

EquivalentUOMS

Code representing the equivalent unit of measure of thecommodity, for example, QTS = Quarts. If you do not know theunit of measure code, request a List. This takes you to the Unit ofMeasure List Window.


Equivalent Units Equivalent units of measure of the commodity within the unitentered in the Entered Code field, for example, 4 QTS in a GAL.



To create a new FOB Code for your shipping records, type the FOB code numberyou wish to use. Select Next Item and enter a Description.

Click or select Save to complete and commit this code to your system.

The Activity Date defaults to the current date.

Purchase Order Classification Maintenance Form (FTMPCLS)

Use the Purchase Order Classification Maintenance Form to define criteria foradditional classification of a purchase order. This is especially useful when youpurchase goods that require special handling or security, such as hazardoussubstances. If desired, this classification may appear on your printed order. Accessthis form from the Purchase Order Table Maintenance Menu (*FINPOTAB).

The classification codes and descriptions currently on your system appear once youenter the form. If necessary, you may scroll through the list of classification codes.


. . . . . . . . . . . . . .Fields


FOB Code

(Freight onBoard)

Code representing payment status of freight, for example,”PD/Prepaid Freight” or “RC/Receiver Responsible”.

Description Description of the freight on board status.

Activity Date Date this record was created or last updated.

. . . . . . . . . . . . . .Fields


Class Code Code and name of shipping classifications for the commodity, forexample, “A/Hazardous Substance.”

To enter a new Class Code, type the character you wish to use asthe identifying code. Select Next Item.

Description Description of the classification.

Tip: Try to keep the classification code descriptions concise.

Effective Date Date this classification becomes effective. Required.



Receiving Method Maintenance Form (FTMRCMT)

Use the Receiving Method Maintenance Form to create and maintain method-of-receipt codes for goods and services. Use these codes to track how you receivepurchased commodities so that you can take appropriate action when you handle areceipt. Access this form from the Purchase Order Table Maintenance Menu(*FINPOTAB).

Use method-of-receipt codes inconjunction with purchasingdocuments.

The classification codes and descriptions currently on your system appear once youenter the form. If necessary, you may scroll through the list of receiving methods.

Enter a new Receiving Code. Select Next Item.


Return Reason Maintenance Form (FTMRRSN)

Use the Return Reason Maintenance Form to create and maintain reason codes forreturns on received goods. This enables you to manage and record returns of goods

TerminationDate

Date this classification is no longer effective. Optional.


. . . . . . . . . . . . . .Fields


. . . . . . . . . . . . . .Fields


Receiving Code Code representing the receiving method. This field has amaximum of four characters.

Description Description of the receiving method. You may want to simply usethe name of the courier service.

Effective Date Date the receiving method becomes effective. Required.

TerminationDate

Date the receiving method is no longer effective. Leave blank toindicate indefinite period. Optional.




and materials to vendors. Access this form from the Purchase Order TableMaintenance Menu (*FINPOTAB).

Enter a new return Reason Code. Select Next Item.


Ship To Address Maintenance Form (FTMSHIP)

Use the Ship To Address Maintenance Form to establish departmental or centralroutings for deliveries. This list is user-defined, so you may update and maintain itas desired. Access this form from the Purchase Order Table Maintenance Menu(*FINPOTAB).

Enter the ship-to code you intend to assign. Select Next Block.

Enter a query to display of any previously defined routing information. To createand maintain a ship-to code, make the appropriate entries.

Click or select Save if you wish to commit this Ship To Code address to your systemat this point.

To access the Inventory Information Window, select Inventory Information from thenavigation frame or select Next Block .

. . . . . . . . . . . . . .Fields


Reason Code Code representing the reason for return. This field has amaximum of four characters.

Description Description of the return reason.

Effective Date Date the reason for return becomes effective. Required.

TerminationDate

Date the reason for return is no longer effective. Optional.




. . . . . . . . . . . . . .Fields


Ship To Code Code representing the location of delivery.

Note: If you use an existing code, the location codeinformation populates these fields. If you create a newship-to Code, then enter the information as desired.

Last ActivityDate

Date the record was created or last updated.

1st Address Street address of the location of delivery. You may use theadditional lines to include more detailed information, forexample, department, dock, warehouse, etc.

2nd Address Street address of the location of delivery. You may use theadditional lines to include more detailed information, forexample, department, dock, warehouse, etc.

3rd Address Street address of the location of delivery. You may use theadditional lines to include more detailed information, forexample, department, dock, warehouse, etc.-

Building Building name or number of the location of delivery.

Floor Floor number of the location of delivery.

City City of the location of delivery.

State/Province Code representing the state or province of the location ofdelivery. If you do not knoew the state or province code, requesta Lsit. This takes you to the State/Province Code ValidationWindow.

(lookup) List State/Province CodeValidation Window

ZIP/PC ZIP or postal code of the location of delivery. If you do not knowthw ZIP or postal code, request a List. This takes you to the ZIP/Postal Code Validation Form (FTVZIPC).

(button) List ZIP/Postal Code ValidationForm (FTVZIPC)



Inventory Information Window

Use the fields on this window to further specify the shipping location for a receivedcommodity.

Nation Code representing the nation of the location of delivery. If youdo not know the nation code, requesta List. This takes you to theNation Validation window (STVNATN).

(lookup) List Nation Validation window(STVNATN)

Route Route number of the location of delivery.

Carrier Route User-defined code representing the carrier route for bar codereading purposes.

Delivery Point User-defined code representing the delivery point address forbar code reading purposes.

Correction Digit User-defined correction digit code representing the address forbar code reading purposes.

Effective Date Date the Ship To code becomes effective.

Next Chg Date of the next effective dated record. This field will be blankfor the most recent record.

TerminationDate

Date the Ship To code is no longer effective.

Contact Name or title of the primary contact at the Ship To location.

Phone Phone number of the primary contact at the Ship To location.

Ext Phone extension of the primary contact at the Ship To location.

Tax Group Code Code representing the the group of tax rates that should beapplied to this invoice.

. . . . . . . . . . . . . .Fields




Select Ship To Information from the navigation frame or select the menu option toreturn to the main window of this form. Select Save to commit this Ship To Codeaddress to your system.

. . . . . . . . . . . . . .Fields


Location Type Code representing the location type. If you do not know thelocation type code, request a List. This takes you to the SystemData List Form (FOQSDLV).

(lookup) List System Data List Form(FOQSDLV)

Inventory Fund Code and title of the fund from which the purchase of specificinventory items is paid. If you do not know the Inventory Fundcode, request a List. This takes you to the Fund Code ValidationForm (FTVFUND).

(button) List Find COde Validation Form(FTVFUND)

Inventory Acct Code and title of the specific individual asset, liability, equity,revenue, expenditure, or transfer account classifications within afund from which funds for the purchase of inventory items willbe drawn. If you do not know the Inventory Account code,request a List. This takes you to the Account Code ValidationForm (FTVACCT).

(button) List Account Code Validation Form(FTVACCT)

WarehouseOrgn

Code and name of a specific person, organization or othersubdivision of a fund responsible for the purchase of thecommodities or services. If you do not know the organizationcode, request a List. This takes you to the Organization CodeValidation Form (FTVORGN).

(button) List Organization Code ValidationForm (FTVORGN)

Warehouse Prog Code representing the group activities, operations, or other unitsdirected to attaining specific purposes or objectives to which thecommodity or service will be applied. If you do not know theprogram code, request a List. This takes you to the Program CodeValidation Form (FTVPROG).

(button) List Program Code ValidationFrom (FTVPROG)



Unit of Measure Maintenance Form (FTMUOMS)

Use the Unit of Measure Maintenance Form to create and maintain a uniform set ofunit of measure codes to facilitate the purchase and receipt of goods. Access thisform from the Purchase Order Table Maintenance Menu (*FINPOTAB).

A list of the existing unit of measure codes appears when you enter the form.

Enter a new unit of Measure Code. Select Next Item. Enter the Description,Effective Date, Termination Date and Activity Date.

Click or select Save to commit this code to your system.

Profit Center Checkbox indicates whether the user wants to use a profit center.

Selected Use a profit center

Cleared Do not use a profit center

. . . . . . . . . . . . . .Fields


. . . . . . . . . . . . . .Fields


Measure Code Two or three character user-defined code representing the unit ofmeasure.

Description Description of the unit of measure.

EDI Equivalent(X12)

ASC (Accredited Standards Committee) X12 code representingthe unit of measure. If you do not know the ANSI X12 standardcode, request a List. This takes you to the EDI/ISO StandardCode Validation Form (GTVSCOD).

(lookup) List EDI/ISO Standard CodeValidation Form (GTVSCOD)

EDI Equivalent(EDIFACT)

EDIFACT (United Nations Electronic Data InterchangeStandards for Administration, Commerce and Transport)standard code representing the unit of measure. If you do notknow the EDIFACT standard code, request a List. This takes youto the EDI/ISO Standard Code Validation Form (GTVSCOD).

(lookup) List EDI/ISO Standard CodeValidation Form (GTVSCOD)

Effective Date Date this unit of measure becomes effective. Required.



Vendor Products Maintenance Form (FTMVPRD)

Use the Vendor Products Maintenance Form to link vendors with commodities tocreate an electronic catalog. This form also provides you with the agreementnumbers for vendor contractual references. Access this form from the PurchaseOrder Table Maintenance Menu (*FINPOTAB).

Enter the vendor identification number if you know it. Otherwise, click Vendor orselect List to access the Entity Name/ID Search Form (FTIIDEN). If you only enterthe vendor number, select Next Item to default the vendor name. Select Next Block.

The system displays any existing agreement or product data that you previouslydefined for this vendor. If necessary, you may scroll through this list of commodities.Enter the commodity code linked to the vendor if you know it. The commodity codemust already exist in the Commodity Validation Table. You may click Commodity orselect List to view the Commodity Code List Window and select a commodity.

To add a new commodity to the vendor products catalog, select Next Record.

TerminationDate

Date this unit of measure is no longer effective. Optional.

Last ActivityDate


. . . . . . . . . . . . . .Fields


. . . . . . . . . . . . . .Fields


Vendor Code and name of teh vendor supplying the commodities orservices. If you do not know the vendor code, request a List. Thistakes you to the Entity Name/ID Search Form (FTIIDEN).

(button) List Entity Name/ID Search Form(FTIIDEN)

Commodity Code representiong the commodity. If you do not know thecommodity code, request a List. This takes you to the CommodityCode Validation Form (FTVCOMM).

(lookup) List Commodity Code ValidationForm (FTVCOMM)



Freight Terms Code Validation Form (FTVFTRM)

Use this form to define Freight Terms containing purchase order deliveryinstructions for use with EDI processing. Access this form from the Purchase OrderTable Maintenance Menu (*FINPOTAB).

U/M Code representing the unit of measure of the commodity. If youdo not know the unit of measure code, request a List. This takesyou to the Unit of Measure List Window.


Unit Price Price per unit of the commodity.

Agreement Code representing the terms of the agreement if an agreementwas established with the vendor for this commodity on theAgreement Processing form (FPAAGRD). Display only.

Part Number Catalog part number of the commodity.

Effective (Date) Date the vendor commodity becomes effective. Default value isthe current date, but may be overwritten.

Termination(Date)

Date the vendor agreement is no longer effective.

Next Change(Date)

Date of the next effective dated record. This field will be blankfor the most recent record.

Last Activity(Date)


. . . . . . . . . . . . . .Fields


. . . . . . . . . . . . . .Fields


Freight TermsCode

Two-character user-defined code for goods.

Description Enter the description of the Freight Terms Code you aredefining.



Encumbrance Open/Close Form (FPAEOCD)

Use this form to manage encumbrances created by requisitions and purchaseorders. This form enables you to do the following.

• Reopen closed purchase orders

• Close purchase orders left open in error (regardless of previous activity)

• Close requisitions left open (when not assigned to a purchase order)

This form may be used to open or close a single item on a purchase order orrequisition as well as the entire document. You can also determine the amount ofencumbrance that will be affected when you reopen a purchase order (documentor item), close a purchase order, or close requisition items.

To identify when an encumbrance has been changed by the Encumbrance Open/Close Form (FPAEOCD), look for the following rule groups.

RQCL Requisition ClosePOPN Purchase Order OpenPOCL Purchase Order Close

When working with documents that have been rolled, you must process thedocument with a transaction date that is in the same fiscal year as the encumbrance.For example, if you want to close an encumbrance that was created in Fiscal Year 99and then rolled into Fiscal Year 00, you must process the transaction in Fiscal Year00 even though the original transaction date of the document is in Fiscal Year 99.

Additional restrictions apply to encumbrances that have been rolled committed.Reopening a rolled committed encumbrance is not allowed due to issues related tothe carry-over of the committed budget amounts

Warning: SCT recommends that only users who have a clear understanding ofencumbrances and their use in the SCT Banner Finance system beallowed to use this form. The reasons for this recommendation are pro-vided below.

EDI EquivalentCodes (X12)

Select an X12 Standard Code that best describes your user-defined code from the list (GTVSCOD).

EDI EquivalentCodes(EDIFACT)

Select an EDIFACT Standard Code that best describes your user-defined code from the list (GTVSCOD).

Activity Date Date this record was created or last updated.

. . . . . . . . . . . . . .Fields




• Although the Encumbrance Open/Close Form (FPAEOCD) will not allow usersto create an out of balance entry or otherwise negatively impact the system, itwill allow users to create entries that might adversely affect the use of theencumbrance.

• This form is protected only by form security. It does not incorporate the use offund/organization security, rule group security, or role security.

• This form does not route documents to approvals.

Main Window

Use this window to enter the following types of information.

• Type of action you want to perform (opening or closing)

• Type of document on which you want to perform the action (requisition orpurchase order)

• Document number of the requisition or purchase order

. . . . . . . . . . . . . .Fields


Document # Number that represents a document. Enter NEXT if you wantSCT Banner to generate a new document number for you.

Choices come from the Encumbrance Open/Close List Form(FPIEOCL).

Note: All document numbers created by this form begin with anasterisk (*).

Action (untitled) Pull-down list indicating the action you want to perform. Choicesinclude:

Close Requisition or Commodity (default)

Close PO document or Commodity

Open PO document or Commodity

Note: The value you select from this pull-down list determineswhich fields appear on your screen. For example, the PurchaseOrder Number field will not appear on your screen if you selectClose Requisition or Commodity.

DocumentTransactionDate

Date on which you want SCT Banner to post the document. Thedefault value is the system date. It can be changed.



RequisitionNumber

This field appears only when you select Close Requisition orCommodity from the Action pull-down list (untitled).

Document number of the requisition you want to close. Choicescome from the Requisition Validation Form (FPIRQST).

OR

Purchase OrderNumber

This field appears only when you select Close PO document orCommodity or Open PO document or Commodity from the Action pull-down list (untitled).

Document number of the purchase order you want to open orclose. Choices come from the Purchase Order Validation Form(FPIPOHD).

RequisitionTransactionDate


Transaction date of the requisition.

OR

PO TransactionDate


Transaction date of the purchase order.

Vendor Code and name of the vendor associated with the requisition orpurchase order.

Requisition TextExists


Indicates whether text was entered for the requisition.

Y Text was entered for the requisition.

N Text was not entered for the requisition.

OR

PO Text Exists This field appears only when you select Close PO document orCommodity or Open PO document or Commodity from the Action pull-down list (untitled).

Indicates whether text was entered for the purchase order.

Y Text was entered for the purchase order.

N Text was not entered for the purchase order.

. . . . . . . . . . . . . .Fields




Commodity/Accounting Window

Use this window to specify which document items you want to open or close. You canalso use this window to adjust the document’s encumbrance, FOAPAL records, andamounts.

This window displays up to four blocks:

• Commodity Accounting

The fields that appear on this block depend on the value you selected from theAction pull-down list (untitled) on the main window.

• Requisition Commodity Information

This block appears only when you select Close Requisition or Commodity from theAction pull-down list (untitled) on the main window.

• Purchase Order Commodity Information

Close All Items This field appears only when you select Close PO or Commodity orClose Requisition or Commodity from the Action pull-down list(untitled).

Indicates whether you want to close all items in the document.

selected Close all items in the document.

cleared (default) Do not close all items in the document.

OR

Open All Items This field appears only when you select Open PO or Commodityfrom the Action pull-down list (untitled).

Indicates whether you want to open all items in the document.

selected Open all items in the document.

cleared (default) Do not open all items in the document.

ChangeAccounting

Indicates whether you want to adjust the amount of theencumbrance for the document and access the AccountingInformation block on the Commodity/Accounting window.

selected Adjust the amount of the encumbrance.

cleared Do not adjust the amount of the encumbrance.

Note: You may be required to select this check box.

Note: You may return to this check box and select it at any time.

. . . . . . . . . . . . . .Fields




This block appears only when you select Close PO document or Commodity or OpenPO document or Commodity from the Action pull-down list (untitled) on the mainwindow.

• Accounting Information

This block appears only when you select the Change Encumbrance check boxon the main window.

Commodity Accounting Block

This block provides a summary of the information you entered on the main window.

Note: The fields that appear on this block depend on the value you selectedfrom the Action pull-down list (untitled) on the main window.

. . . . . . . . . . . . . .Fields


Document Code Document number of the encumbrance.

(untitled) Indicates the action you want to perform. This value comes fromthe Action pull-down list (untitled) on the main window. Itcannot be changed.

Trans Date Date on which you want SCT Banner to post the document. Thisvalue comes from the Document Transaction Date field on themain window. It cannot be changed.

RequisitionNumber


Document number of the requisition. This value comes from theRequisition Number field on the main window. It cannot bechanged.

OR

Purchase Order This field appears only when you select Close PO document orCommodity or Open PO document or Commodity from the Action pull-down list (untitled).

Document number of the purchase order. This value comes fromthe Purchase Order Number field on the main window. It cannotbe changed.



Requisition Commodity Information Block

Use this block to review summary commodity and other related information for thespecified requisition and to select items for closure.

Note: This block appears only when you select Close Requisition or Commodityfrom the Action pull-down list (untitled) on the main window.

This block contains a list of all items in the requisition document and their currentstatus. You may close items that are open (Status = O). If you selected the Close All

Type This field appears only when you select Close PO document orCommodity or Open PO document or Commodity from the Action pull-down list (untitled).

Indicates the type of purchase order.

Regular This is a regular purchase order.

Standing This is a standing purchase order.

RequisitionTransactionDate


Transaction date of the requisition. This value comes from theRequisition Transaction Date field on the main window. It cannotbe changed.

OR

PO TransactionDate


Transaction date of the purchase order. This value comes fromthe PO Transaction Date field on the main window. It cannot bechanged.

Vendor Code and name of the vendor associated with this requisition.This value comes from the Vendor field on the main window. Itcannot be changed.

Document LevelAcctg

Indicates whether the document was created with document-level accounting or commodity-level accounting.

selected The document was created with document-levelaccounting.

cleared The document was created with commodity-level accounting.

. . . . . . . . . . . . . .Fields




Items check box on the main window, SCT Banner will automatically select all itemsthat are open (Status = O) for closure.

If you want to adjust the encumbrance of a document that was created withcommodity-level accounting, be sure to access all of the accounting distributions byperforming a Next Block function to the Accounting Information block from eachof the selected commodity records. If the encumbrance was created with document-level accounting, then SCT Banner displays the same accounting distributions foreach commodity.

Note: You cannot access the Accounting Information block for documents thatcontain General Ledger (GL) accounting distribution FOAPAL strings.These documents are not encumbered and do not require adjustment.

. . . . . . . . . . . . . .Fields


Requisition Item Line item number assigned to each commodity on therequisition.

Of Total number of commodities on the requisition document.

Code Code representing the commodity.

Description Description of the commodity. If the requisition contains anoverwritten commodity description, this field will display theoverwritten description.

Quantity Quantity of the commodity purchased on the requisitiondocument.

Unit Price Unit price of the commodity entered on the requisitiondocument.

Net Amount Net amount of the commodity entered on the requisitiondocument. Quantity times Unit Price, less Discount Amount, plusor minus Additional Amount, plus Tax Amount.

Text Exists Indicates whether text was entered for the commodity item.

Y Text was entered for the commodity.

N Text was not entered for the commodity.

U/M Code representing the unit of measure of the commodity.



Purchase Order Commodity Information Block

Use this block to review summary commodity and other related information for thespecified purchase order and to select items to close or open.

Note: This block appears only when you select Close PO document orCommodity or Open PO document or Commodity from the Action pull-down list (untitled) on the main window.

This block contains a list of all items in the purchase order document and theircurrent status. If you selected Close PO document or Commodity from the Action pull-down list (untitled) on the main window, you may close items that are open (Status= O). If you selected Open PO document or Commodity from the Action pull-down list(untitled) on the main window, you may open items that are closed (Status = C).

If you selected the Close All Items check box on the main window, SCT Banner willautomatically select all items that are open (Status = O) for closure.

If you want to adjust the encumbrance of a document that was created withcommodity-level accounting, be sure to access all of the accounting distributions byperforming a Next Block function to the Accounting Information block from eachof the selected commodity records. If the encumbrance was created with document-level accounting, then SCT Banner displays the same accounting distributions foreach commodity.

Note: You cannot access the Accounting Information block for documents thatcontain General Ledger (GL) accounting distribution FOAPAL strings.These documents are not encumbered and do not require adjustment.

Status Current status of the commodity item.

O The item is open.

C The item is closed.

Close Indicates whether you want to close a commodity item.

Selected Close the item.

Cleared Do not close the item. Leave it open.

Note: If you selected Close Requisition or Commodity from theAction pull-down list (untitled) on the main window, youmay close items that are open (Status = O).

. . . . . . . . . . . . . .Fields




. . . . . . . . . . . . . .Fields


Purchase OrderItem

Line item number assigned to each commodity on the purchaseorder.

Of Total number of commodities on the purchase order document.

Code Code representing the commodity.

Description Description of the commodity. If the purchase order contains anoverwritten commodity description, this field will display theoverwritten description.

Unit Price Unit price of the commodity entered on the purchase orderdocument.

(Quantity)Ordered

This field appears only for regular purchase orders.

Quantity of the purchased commodity.

(Quantity)Invoiced

This field appears only for regular purchase orders.

Quantity of the purchased commodity that has been invoiced todate. This amount reflects the quantities entered on completed,approved, and posted invoices.

(Net) Ordered Net amount of the commodity on the purchase order document.Quantity times Unit Price, less Discount Amount, plus or minusAdditional Amount, plus Tax Amount.

(Net) Invoiced Net amount of the commodity that has been invoiced to date.Calculated from all completed, approved and posted invoices.Quantity times Unit Price, less Discount Amount, plus or minusAdditional Amount, plus Tax Amount.

Text Exists Indicates whether text was entered for the commodity item.

Y Text was entered for the commodity.

N Text was not entered for the commodity.

U/M Code representing the unit of measure of the commodity.



Accounting Information Block

Use this block to make adjustments to the encumbrance amount of a document. Todo this, you must enter the amount you want to subtract from or add to theencumbrance in the Adjust By field. For example, if the current encumbranceamount is $50.00 and you want to reduce the encumbrance to $30.00, you mustenter 20.00 in the Adjust By field. Similarly, if you want to increase the currentencumbrance amount from $50.00 to $90.00, you must enter 40.00 in the Adjust Byfield.

You cannot use this form to increase the current amount of an encumbrance to alevel greater than its original amount. Instead, you must use this form to open thepurchase order document and then use the Change Order Form (FPACHAR) toincrease the amount of the encumbrance.

When you close the last open item in a document, you must decrease theencumbrance amount of the document to zero. You cannot reduce anencumbrance by more than its current amount as this would create a negativeencumbrance balance.

Note: This block appears only when you select the Change Encumbrance checkbox on the main window.

Status Current status of the commodity item.

O The item is open.

C The item is closed.

Close Indicates whether you want to close a commodity item.

Selected Close the item.

Cleared Do not close the item. Leave it open.

Note: If you selected Close PO document or Commodity from theAction pull-down list (untitled) on the main window, youmay close items that are open (Status = O).

OR

Open Indicates whether you want to open a commodity item.

Selected Open the item.

Cleared Do not open the item. Leave it closed.

Note: If you selected Open PO document or Commodity from theAction pull-down list (untitled) on the main window, youmay open items that are closed (Status = C).

. . . . . . . . . . . . . .Fields




. . . . . . . . . . . . . .Fields


Seq Number assigned to the accounting distribution on thedocument.

Of Total number of accounting distributions in the document.

COA Code representing the chart of accounts for the encumbrance.

Yr Current fiscal year of the encumbrance.

Index Code representing a predetermined combination of FOAPALelements.

Fund Code representing the fund to which the encumbrance is linked.

Orgn Code representing the organization to which the encumbranceis linked.

Acct Code representing the account to which the encumbrance islinked.

Prog Code representing the program to which the encumbrance islinked.

Actv Code representing the activity to which the encumbrance islinked.

Locn Code representing the location to which the encumbrance islinked.

(Encumbrance)Original

Original amount of the encumbrance.

(Encumbrance)Current

Current amount of the encumbrance. Original encumbranceamount plus or minus any adjustments due to purchase orders,change orders, invoices, etc.



Error Messages Window

Use this window to view errors in your document. All of the errors displayed on thiswindow must be resolved before you can complete the document.

Note: This window is similar to the Error window on the Journal Voucher EntryForm (FGAJVCD).

(Encumbrance)Adjust By

Dollar amount you want to subtract from or add to theencumbrance.

When closing a document or commodity, this value will besubtracted from the current encumbrance. For example, if thecurrent encumbrance amount is $100.00 and you want to reducethe encumbrance to $75.00, you must enter 25.00 in the AdjustBy field.

When opening a document or commodity, this value will beadded to the current encumbrance. For example, if the currentencumbrance amount is $170.00 and you want to increase theencumbrance to $200.00, you must enter 30.00 in the Adjust Byfield.

. . . . . . . . . . . . . .Fields


Item If the document uses commodity-level accounting, this fieldcontains the line item number of the commodity item.

If the document uses document-level accounting, this fieldcontains a zero.

Seq Number assigned to the accounting distribution on thedocument.

Error Messages Error that applies to the Item and Seq fields.

. . . . . . . . . . . . . .Fields




This page intentionally left blank


Documents

Chapter 14 PURCHASE ORDER TABLE MAINTENANCEspaces.imperial.edu/alfonso.sanchez/DOCS/finance14po… · · 2008-03-31Address Maintenance Form (FTMSHIP) supports internal delivery