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Creating Requisitions in INB

Log into Banner INB

FPAREQN allows users to create purchase requisitions, for purchase of goods, equipment and services. From the Banner main menu, enter in FPAREQN in the GoTo… and Enter.

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Step 1: Make sure your cursor is in the Requisition field and perform a Next Block.

When working in the FPAREQN area you have the option to use your Tab key or point and click to move the cursor to the next field, when in a section and you want to move to the next section you can either click on the file tab or perform a Next Block

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Step 2. Requestor/Delivery Information

Order date and Transaction Date are automatically filled in.

Step 3. Delivery Date: You can choose: T for today or click on the calendar and choose a different date.

In the Comments box, record your building name or Mail Stop. (30 characters).

If you are using one account number for your order, make sure that the Document Level Accounting box is checked.

If you are using multiple account numbers for your order, make sure that the Document Level Accounting box is blank (unchecked). You must have a description for every account number you use.

Step 4. Ship to: Tab or click on the Ship to field, the down arrow is the search for this field. Click on the arrow. Choose a Ship To code by double clicking on the one you want to use. Once you know your code, you can skip the search option and type in the code.

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Step 5: Perform a Next Block or click on the Vendor Information tab

in the Vendor field, click on the search arrow.

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Step 5a: choose FTIIDEN. This is how you search for a vendor. (only A/P and Purchasing have access to Vendor Maintenance)

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Step 5b: In the Last Name field, type in the name of the vendor (this is a case sensitive field, all vendors start with a capital letter) then type in a percentage (%) sign, (i.e. Apple%). Hit F8. Once you find your vendor, double click on the Vendor name. Select the Vendor that has a “G” presiding the number.

IF YOU CANNOT FIND YOUR PREFERRED VENDOR, click the black X (twice) at the top of the screen to exit.

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Step 5c: You may have to choose an Address type if there are multiple addresses. Click on the Address type search field, find the address you want and double click on the address type field.

If the vendor is not in FTIIDEN, type the name of the Vendor in the vendor box. If you have a contact name and email address for the vendor, include that information in the appropriate boxes.

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Step 6: Perform a Next Block or click on the Commodity/Accounting tab Document Level Accounting entry: Single FOAP

Step 6a: Tab or click to the Description field, which is a limited character field. If your description exceeds 55 characters, click on Options in the menu bar and select item text (FOAPOXT). The Description is what the vendor will see, describe in detail.

If you are not entering in a long description for each line, you can skip this page.

6a.1: FOAPOXT, On the navigation bar, under options choose Item Text (FOAPOXT). In the first text box, type in the remainder of the description, this line is a limited text field and the text does not wrap. After you have entered in your first line, hit the tab key and then the down arrow on your keyboard, a number 10 will appear in the Line column. You are now at the second text box. Fill in the remainder of the description on this line. Repeat this step to complete your description

When you have completed your item description, Click on the WHITE X located in the blue strip on the top right hand side of the screen. Click “yes” to save text when the prompt appears.

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Step 6b: Tab or click to the U/M field (unit of measure). You can either type in the U/M or click on the arrow and search. Once you find the U/M you want to use, double click on it.

Step 6c: Tab or click to the quantity field and enter the quantity.

Step 6d: Tab or click to the Unit price field and enter the price.

Step 6e: For any fees associated to the item, i.e. shipping or recycling fee, click on the additional field and type in the amount.

6f: Tab through until you see the Commodity Line Total appear. If you have more than one line item, click on the down arrow on your keyboard, or use the cursor, to get to the next available Description box and repeat steps 1-6.

6g: To add more than four line items, after you perform step 6.6, hit the down arrow key and the next available description line will appear. Repeat steps 6.1-

6H: Sales tax defaults to CAD (8.75%) – select no tax from the drop down menu to remove the taxes, or select an alternate tax option.

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For multiple FOAPS, see page 13 (step 6.8).

Step 6 Diagram:

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(Step 6 diagram)

Step 6.7 Perform a Next Block to enter in your FOAP. COA = Chart of Accounts – you should always be in D

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Year = The system will default to the current fiscal year.

1. Type in the Fund – Orgn – Acct – Program (FOAP), tab through until the Commodity Accounting Total appears.

Perform a Next Block or click on the Balancing/Completion tab.

Step 7. Balancing/Completion

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This will show you that the requisition is ready to complete if the Status column shows balanced.

The requisition number will appear in the upper left side of the screen once you hit complete. Write the number down for future reference.

Click on Complete.

Commodity Level Accounting – multiple line items with multiple FOAP’s.

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Step 6.8 Commodity Level Accounting: (multiple FOAP’s) (remember to uncheck the Document level Accounting on the Requestor/Delivery Information screen.

After you have entered in your first item and completed entering the FOAP (Steps 6.1-6.8),

Hit Previous Block.

Click on the second line in the description column and repeat steps 1-7. Continue with this process until all line items are entered. Note: you must have a description and amount for every FOAP you are using.

If you have more than four line items, after step #7 hit Previous Block and under the Record tab in the navigation line, choose Next Record.

Perform a Next Block and follow step 7.

Reviewing Documents in INB

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If you enter in a FOAP incorrectly, on the navigation bar under record, choose record remove, you must do this two time for it to remove the incorrect FOAP. Then you can move to the balancing completion screen to complete the order.

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FOADOCU – Is used to review your documents.

a. Check for incomplete documents b. Find requisitions or purchase orders c. Search by the status d. Make corrections before requisitions are approved by your budget

administrator.

Step 1. Tab or click on the Document type field, type in REQ or PO, you can also use the Activity Date from: and Activity Date to: to narrow your search. In the status field choose the status you want and perform a Next Block. (if you leave these fields blank, and perform a Next Block, a list of your documents will appear.

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Step 2: To detail into each of the documents listed above. Click on the Document Code (REQ or PO) you want to look at, perform a Next Block, under the options menu on the navigation bar, click on query document. This will take you to the inquiry screen and you can view each page and perform a Next Block to go through the document. When done, click on the black X and you will be back into the screen shot above.

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Step 3: Correcting a requisition before its’ been approved:

Navigate to the above screen (FOADOCU), choose, REQ as your document type. Perform a Next Block

All of the requisitions you enter will be listed. When you locate the order you want to modify, click on the Deny document icon. Once you have done this you can close the screen, black X.

To make changes to the order you just denied, go into FPAREQN type in the Requisition number and perform a Next Block, you can now make any change you want to this requisition.

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FOIDOCH – This allows you to query into a document and track the activity

Step 1: In the Document type field, type in req. or PO, or use the search filed to find what you want to search. In the document code field type your requisition number. RXXXXXXX or PXXXXXXX, perform a Next Block. (Banner mandates that the requisition and purchase orders are listed i.e. R0011000 and P0011000)

The information you can obtain from this are:

• Requisition number • PO number • Status • Invoice was paid • Receiving information.