Procedures for Requisition Entry and Purchase Orders

Link to Requisition Entry Shown in Screen Shot Format

Requisitions

  1. Requester enters a requisition. When entering a requisition, the following criteria should be met. If these criteria are not met more work is created for other departments, which may delay processing of the request.
    1. DELIVERY DATE – Enter the date you needed for the delivery of the purchase.
    2. VENDOR– If requesting a quote and a vendor has not yet been assigned, provide information of possible vendors in the Document Text box.
      • To find an existing vendor:
        • Scroll down to the Code Look Up section at the bottom.
        • In the Type box, using the drop down menu, select Vendor.
        • In the Title Criteria box, type %, part of the vendor name, and % again. (For example, if looking up Apogee Imaging Systems, Incorporated, type %Apogee%.)
        • In the Maximum Rows to Return box, select 1,000 from the drop down menu.
        • Click on Execute Query and scroll to the top of the page for the results.
        • Highlight the M# of the correct vendor, copy, paste it into the Vendor ID box and then click on Vendor Validate. This will automatically fill in the vendor's information. If an error message is received indicating the address is invalid there may be a ninety-nine (99) in the address sequence if there is more than one (1) address for the vendor. Change the ninety-nine (99) to one (1) and click Vendor Validate again.  If address one (1) is not the address you requested, change the one (1) to two (2) and validate again.  You can continue changing this number until you get the address you need.  If the required address is not found, leave the Vendor Identification empty, indicate the M number, and correct the name and address in the Document Text.
      • If the vendor is not in the Banner system:
        • You may enter the vendor's contact information in the Document Text.
        • You must request a Form W-9 or a new Vendor Registration Form from the vendor before payment can be made.
        • NOTE:  If the vendor is a foreign vendor, a Form W-8BEN must be submitted in place of the Form W-9.  The New Vendor Registration Form may also be submitted.
        • A W-9 and a Vendor Registration Form (VRF) from the vendor must be requested by the requisition requester before payment can be made.
    3. SHIPPING – If the products are to be delivered to a department location keep the Ship Code as STMA. In the Attention To field remove the requester's name and enter the department name and the location the receiving dock is to deliver the products. (For example, Financial Services, CARR 119.) Note: This field is limited to 23 characters. Other specific information may be entered in the Document Text.
      • If items are not to be delivered, such as a service, maintenance, subscription, membership or license, change the Ship Code to SRVC.
        • If this is a purchase order, in the Attention To field, indicate the Department name for the order.
        • If this is for an invoice, in the Attention To field, indicate APPROVED FOR PAYMENT.

      Note: If the order is to be paid using a procurement card please indicate Procurement P-Card or Departmental Procurement Card.

    4. COMMENTS – Do not enter important information in the Comments box. This information does not appear on the requisition information when printed and could be missed by the buyer/processor in Procurement.
    5. DOCUMENT TEXT– This box is used to provide details to Procurement or Financial Services. Some examples include:
      • Additional vendors
      • Quote numbers
      • Specifications on delivery
      • Department contact person and information for questions
      • Wire transfer information (See Wire Transfer Request Requirements below)
      • Indicate whether the requisition is for a partial pay (a deposit) or a full pay.  NOTE:  The dollar amount requested must match your original invoice regardless of partial pay or full pay.  Financial Services will not short pay an invoice.
      • If the requisition is for a foreign vendor, indicate the foreign currency type in the Document Text.  Indicate the United States dollar amount in the Unit Price field.
    6. ITEM NUMBER – Click on the blue numbers one through five (1-5). Type in a description of the item(s) wanted to purchase, such as a serial number, a particular fabric, color, et cetera. Click Save and then Exit Document/Item Text Page.
    7. COMMODITY CODE – The Commodity Code's Description should match the account number in the FOAP. These are especially important when purchasing fixed assets because they are what determine the depreciation of the asset.
      • To find a Commodity Code:
        • Scroll down to the Code Look Up section at the bottom.
        • In the Type box, using the drop down menu, select Commodity.
        • In the Maximum Rows to Return box, select 10,000 from the drop down menu.
        • Click on Execute Query and scroll to the top of the page for the results.
        • Highlight the Commodity Code of the correct commodity.  Copy and paste into the Commodity Code box, fill in the information for U/M, Quantity and Unit Price.  Do not fill in Discount or Additional Amount.  Then click on Commodity Validate. This will automatically fill in the commodity description information.
    8. QUANTITY and UNIT PRICE – Enter the quantity of the item requested and the dollar amount per unit. Banner will automatically calculate the total for each line item as well as the grand total when clicking on Commodity Validate.

      For foreign vendors, enter the dollar amount in United States dollars and indicate the foreign currency in the Document Text box as mentioned above.

      NOTE:  Over-estimate the amount in United States dollars when entering the requisition to account for foreign currency exchange rates.  The requisition will be entered in United States dollars, but the amount of the wire will be in the foreign currency amount indicated on the invoice.  Only the amount of the wire will be charged to your FOAP.  If the requisition is not submitted for enough money, a second requisition will be required before the wire transfer can be processed.
    9. DISCOUNT AMOUNT and ADDITIONAL AMOUNT – Do not enter any information in the Discount Amount or Additional Amount boxes. Doing so could cause a purchase order to be canceled and reissued due to funding issues when Accounts Payable attempts to issue payment to the vendor.
    10. FOAP – In the Chart box indicate U for University or F for Foundation. Then enter the Fund, Organization, Account, and Program codes in the corresponding boxes. These numbers are found using the Code Look-up section at the bottom and following the same steps as used for finding the commodity code. If only one FOAP is needed to pay for the requisition items, only use one FOAP line per requisition, even if there are multiple items being ordered.  Up to five (5) line items can be issued per requisition.
      • Ensure the account number matches the description in the Commodity Code.
        • 730xx = Travel
        • 732xx = Supplies
        • 734xx = Services
        • 736xx = Other
        • 750xx = Capital Assets (Items over $5,000 – For more information please visit the Capital Assets Policy).
        • 76xxx = Capital Outlay-Projects (Only to be used with X funds).
          • Remember program number 001 is for revenue transactions only and should never be used on a requisition.
          • In the Accounting box, indicate the percentage or the dollar amount wanted to allocate to the FOAP that was just entered. Ensure that the radio button for either Dollars or Percents is selected just above this section.
    11. VALIDATE – Once finished entering all the information for the requisition, click on Validate at the bottom. Scroll to the top to see if there are any error messages. If everything is correct, scroll back down to the bottom and click on Complete.

      Don't forget to send the backup documentation to Procurement. (The Department View Document is not necessary to include in the backup documentation).

  2. Department Head, Budget Officer, or other authorized individual approves the requisition.  Ensure the aforementioned criteria are met before approving.
  3. Financial Services approves or denies the requisition. Financial Services may change all or part of the FOAP if the correct one is not used. The requester will receive a Banner-generated email with the details of the disapproval.

Purchase Orders

  1. Procurement receives an approved requisition and creates a purchase order based on the information entered on the requisition.
  2. The requester receives an e-mail with a copy of the purchase order.
  3. Procurement issues the purchase order to the vendor to place the order.
  4. The vendor ships the goods (or provides the service) and sends an invoice to Procurement.
  5. Procurement sends a copy of the invoice along with another copy of the purchase order to the department.
  6. The department signs and dates the purchase order and the invoice for confirmation that the goods/services have been received and the date they were received and sends both documents back to Procurement to be paid. This is especially  important at fiscal year-end so Financial Services can properly record payables. It is also important that this step is completed in a timely manner to maintain good relationships with University vendors.

    NOTE: If the department receives the invoice directly from the vendor, the department needs to sign and date the invoice as well as the emailed copy of the purchase order and send both documents to Procurement to be paid.

  7. Procurement sends the invoice and a copy of the signed purchase order to Accounts Payable.

Invoices and Payments

  1. Accounts Payable receives the paperwork from Procurement and creates an invoice and a check in Banner. The check is then sent to the vendor to complete the transaction.

Wire Transfer Request Requirements

If a wire transfer needs to be made, the requisition must be submitted to Financial Services two weeks prior to the due date.  All of the following information must be included in the Document Text box of the requisition:

  1. Domestic Wires
    1. Payee's Name
    2. Bank Name
    3. Bank Account Number
    4. Bank ABA Routing Number
    5. Payment Amount
  2. International Wires
    1. Payee's Name
    2. Foreign Bank Name
    3. Foreign Bank Address
    4. Country
    5. Bank Account Number
    6. Swift Code
    7. IBAN Number (For wire transfers to Europe)
    8. Currency to be Paid
    9. Payment Amount Stated in Currency to be Paid (For example, 23,000 pesos) 

FAQ

Q. What if I made an error entering the FOAP on my requisition?

A. If you have entered the wrong FOAP on your requisition AND Financial Services has not yet approved it, you need to contact the approver in Financial Services to have it changed.

  • For Foundation FOAPs – Jo Garcia
  • For Grant FOAPs – Michel Hackworth or Cindy Schull
  • For all other FOAPs – Sarah Caldwell

Q. What if Financial Services has already approved my requisition?

A. If Financial Services has already approved your requisition and the FOAP needs to be changed there are a few options.

  • If a purchase order has not yet been created, contact Procurement Services to have the requisition cancelled, and the requester will need to enter a new requisition.
  • If a purchase order has been created, BUT has not yet been sent to the vendor, contact Procurement Services to have the purchase order and requisition cancelled, and the requester will need to enter a new requisition.
  • If a purchase order has been created AND sent to the vendor, contact your Budget Analyst in Financial Services and request a transfer of funds. The transfer can only be made once the purchase order is paid.
    • Budget Analysts:
      • Sarah Caldwell
      • Terri Patterson
      • Julie Ravenscraft
      • Jennifer Severson