Utah Valley University Purchasing with Banner

Procurement Training

Utah Valley UniversityPurchasing with Banner

Banner Basics The path from req to payment Checking the status of a req in Banner Checking approval status in Banner What to do with invoices How to report receiving Stores Requisitions

Topics

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Banner is a software solution used to manage all organizational data for UVU.

Banner displays in a Java applet window.◦ Blank web browser window.

Introduction

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Banner Interface

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Menu BarToolBar

Workspace

Status Bar

A form is an online document where you can enter and look up information in the Banner database.

Each form has a seven character name.◦ Position 1 identifies the primary module owning the

form.◦ Position 2 identifies the unit owning the form.◦ Position 3 identifies the type of form.◦ Positions 4 through 7 uniquely identifies the form.

FPAREQN

Forms

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Parts of a Form

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Title Bar

Key Block

BlocksRecord

Field

There are multiple ways to navigate Banner.◦ Menu Bar◦ Tool Bar◦ Keystrokes

Navigation

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Flowchart

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Enter the requisition into Banner.

Create a requisition

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Flowchart

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Required approval based on account code (commodity code), amount, and organization.

Approving officials receive an e-mail. Approval Queues

◦ FOAUAPP Check Approval Queue

◦ FOAAINP See Approval History

◦ FOIAPPH

Approval Process

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Lists all documents for which the user is the next approver.

To see all documents which the user must approve, uncheck the Next Approver box.

FOAUAPP

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List of queues on left, list of approvers on right. May be used to approve documents.

FOAAINP

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Enter req number and press execute query (F8).

FOIAPPH

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Flowchart

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Do not send department copies of POs to vendors.◦ Not signed by an authorized purchaser.◦ May duplicate orders.◦ May place orders prematurely.

If a vendor claims not to have received a PO, contact Purchasing.◦ procurement@uvu.edu◦ 8301

Purchase Order

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Flowchart

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If products are delivered by Receiving, no reporting is necessary.

If products are delivered directly to department by vendor or picked up, send proof of delivery to Receiving.

If service, send confirmation of services rendered to Receiving.

Receiving is not required on Standing POs. Contact Receiving via e-mail, receiving@uvu.edu.

Receiving

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Flowchart

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If invoice is received in the department:◦ Verify that PO number is on the invoice.◦ Send the invoice to Accounts Payable, MS 109.

Memberships/Conferences/Subscription◦ Registration/subscription forms should be sent to A/P with

the requisition/PO number on them.

Invoicing

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Flowchart

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FOIDOCH

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Paying vendors prior to Receiving:◦ Determined by Purchasing◦ Deposits

Up to 50% POs without receipt (receiving) required:

◦ Memberships, conferences, standing POs, etc

Exceptions

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Warehouse purchases are done on Banner using the Stores Requisition screen (FSAREQN).

Items are delivered within 3 days, some within 24 hours.

Use Account Code 720076.

Paper, paper cups, tissues, bags, forms

Stores/Warehouse Requisitions

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www.uvu.edu/procurement◦ Tips and FAQs◦ Step-by-step instructions

Written instructions Online interactive simulations

◦ Policies and Procedures◦ Procurement Training

Where can I find more info?

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Procurement Services

Here to Serve You

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