Requisition Processing
Can I save a requisition half-way through and come back to complete it?
Will a requisition go through without document text information?
Which text area should I use, the Document Text or the Item Text?
If I cannot find a vendor using the Code lookup feature, what do I need to do?
What kind of encumbrances are there?
What do I do if I have made an error on my Requisition and I need to cancel it?
What are the approved thresholds?
Does disapproving a requisition remove the encumbrance on my account?
What do i do with the Purchase Order that was e-mailed to me?
How do I check to see if a Payment has been made?
How do I ensure the package is delivered to the right location?
Budget Query Processing
Where can I find more help resources on entering requisitions and setting budget query information?
FOAPAL Questions
Will the Chart of Accounts be made available online?
Where can I find the Chart of Accounts – Chart U & Chart F ?
Travel Questions
How do I process Hotel Reservations?
Where do I find the Travel Expense Report?
P-Card Questions
Is the P-Card system converting to Banner?
General Finance Questions
What is the procedure to add or delete persons from account authority?
What is the procedure to add a new FOP to my existing accounts?
Answers
Will the Chart of Accounts be made available online?
Yes, it is accessible through the Financial Services website. Visit www.missouristate.edu/financialservices/bannerfinance
Can I save a requisition half-way through and come back to complete it?
No, a requisition has to be completed all the way through, including the Document Text for Banner to be able to process it.
An Incomplete requisition will be cancelled and a new one must be entered into Banner
Will a requisition go through without document text information?
Yes, Banner will process a requisition without document text information. In such instances, the requisition will be cancelled and a new requisition will have to be entered in banner along with document text.
If I cannot find a vendor using the Code lookup feature, what do I need to do?
The department can continue processing the requisition without the vendor. Leave the Vendor information Blank and enter the vendor name and address in the Document Text field.
Contact the vendor and point them to the Vendor Registration Form on the Financial Services website under Accounting and Budgeting.
The vendor will need to fill out the form and send it to Financial Services.
Depending on how long the vendor takes to respond with the registration form, the vendor will be uploaded as soon as Financial Services receives the form.
What is the procedure to add or delete persons from account authority?
Fill out a Banner FOAPAL Authorization form and e-mail it to BannerFinance@MissouriState.edu
What is the procedure to add a new account to my existing accounts?
Fill out a Request to create FOP segments form and e-mail form to BannerFinance@Missouristate.edu
What kind of encumbrances are there?
Open encumbrance: is one that transactions can be applied to- Invoice, Change Orders
Closed Encumbrance: transactions cannot be applied to
Uncommitted Encumbrances: are spending/ reserving the current year budget
Committed Encumbrances: are spending/reserving the prior year budget.
Is the P-Card system converting to Banner?
No, the P-card system is not converting to Banner. Although while allocating funds, the new FOAPAL information will be used.
If I have a P-card, do I also have access to the Budget as well as enter Requisitions and do Budget Transfers?
No. The access to view and manage Budget and perform transfers or originate requisitions needs a separate form. The P-card process does not give a person Budget authority.
Where can I find the Chart of Accounts – Chart U & Chart F
www.missouristate.edu/financialservices/bannerfinance.htm
While setting up Budget Query information, can I save the query and retrieve it at any point in time?
Yes, A budget query can be set up and saved on the users personal login.
Where can I find more help resources on entering requisitions and setting budget query information?
http://experts.missouristate.edu/
www.missouristate.edu/financialservices/bannerfinance.htm
www.missouristate.edu/banner/training.htm
If I am an approver, will I get an e-mail that notifies me of documents awaiting my release/approval?
No Notifications will be sent out for documents awaiting approval. An email will be generated and sent to the originator if a dissapproval happens.
What is my Budget Number?
The FOP number, which is the Fund , Organization and Program code reflect the account number. The FOP will be used while charging items at the Bookstore or if another department wants your departments Budget Number.
What do I do if I have made an error on my requisition and I need to cancel it?
Either the next approver in line can dissapprove the requisition or if you originated the req , you can disapprove your own requisition and re-enter a new requisition.
What is my Program Code?
The Program Code is the functional purpose for which you are spending your money. It identifies a function and enables the institution to establish a method of classifying transactions across organizations and accounts. Program Codes accumulate expenditure information into major categories such as instruction, research and academic support.
A) If you are an Auxilliary operation, your Fund type is an HXXXXX series fund code. Auxilliary operations will ALWAYS use 201 as your program code for all Expenditure and Revenue Transactions.
B) Non-Auxilliary operations (other than Recharge Centers DXXXXX ) will often use the same Program Code as their middle two digit Hegis Code of their legacy budget number on expenditure transactions. On Revenue transactions you will always use Program Code 001.
C) Non-Auxilliary operations that are Recharge Centers (Service Centers), have a Fund Type DXXXXX series Fund code. You will often use the same program code as the middle two digit Hegis code of your 10 digit legacy account number for both revenue and expenditure transactions.
D) If the transaction relates to Scholarships, your Program Code will be 081.
The Program code Hierarchy is listed on the Banner Finance page under CHART U.
How do I process my Hotel Reservations?
1) Make the Hotel Reservation first to be given a Confirmation Number. Enter that Confirmation Number in the Document Text of the Requisition, along with the Hotel Address information as well as the hotel's E-Mail address.
2) While making the hotel reservation, most hotels require upfront payment, the preferred method is that the person travelling pay the advance and then get re-imbursed using a Travel expense Report. If that is not possible, the department will use their personal Credit Card to get a confirmation number and also get a CREDIT CARD AUTHORIZATION FORM from the Hotel and attach it to supporting documentation that is sent to Procurement Services.
3) You will enter a Requisition into Banner and code that Requisition as a TR110 - Travel Expense commodity code. Take a print out of the entire Requisition using View Documents on the first page of the Finance tab and then print a copy of your Requisition. You will attach that print out to supporting documentation that you send to Procurement Services needs requisition number written on it and they will process the reservation.
Where do I find the new Travel Expense Report?
1) Under E-Forms
2) Financial Services website , http://www.missouristate.edu/financialservices/accountingandbudgeting.htm
3) Banner Finance Homepage, http://www.missouristate.edu/financialservices/bannerfinance.htm
What are the approved thresholds?
The thresholds were increased per decision of the Board of Governors meeting, June, 2008.
P-Card - Per transaction limit - $3,000
Payment Request - $3,000
Bid Review threshold- $3,000-$10,000
Bid threshold- $10,000
Does disapproving a requisition remove an encumbrance on my account?
No, Disapproving a requisition does not remove an encumbrance.
Which Text area should I use, the Document Text or the Item Text?
Use the item text field to enter commodity detail information and any other kind of information about the vendor or the purchase.
What do I do with the Purchase Order that was e-mailed to me?
Wait for product to be delivered and print out a copy of the e-mailed PO. Sign and date that copy and send to Procurement Services along with Invoice (If available), Packing slip and any other documentation sent along with the product.
If a service has been purchased, wait for Invoice and attach to Invoice along with supporting documentation and send to Procurement Services.
How do I check to see if a Payment has been made?
Create a Budget Query. Click on any one of the links associated with the Year-to-date column and view payment information.
How do I ensure the package is delivered to the right location?
Enter the 4 character building code, room number, phone number in the ATTENTION TO: field. OR enter information in the Document Text, to ensure that the product is delivered to the correct location.