SOUTH TEXAS COLLEGEPURCHASING DEPARTMENTYEAR END ENCUMBRANCESAugust 2015

Banner Encumbrances Banner form: FGIOENC Verify all encumbrances per organization

in a list format Check for encumbered requisitions and/or

purchase orders. Contact Purchasing on encumbered

pending Requisitions View the Balance on Open Purchase

Orders Review all encumbered Purchase Orders

Banner FGIOENCEncumbered Requisition(s)

Contact Buyer for status of the pending requisition

Balance on Open Purchase OrdersReview the balance and contact

Purchasing with an email to closeEncumbered Purchase Orders

Contact the Buyer for delivery status

FGIOENC EXAMPLE

Banner FGIENCD View of encumbered requisitions and/or

purchase orders Using the requisition or purchase

order number The document detail can be reviewed

by lineEx: Open purchase order balances

can be viewed by account code

FGIENCD EXAMPLE

Banner Assigned Buyer

Using FOIDOCH to find the assigned Buyer

For Requisition: Using FPIREQN the requisition assigned

buyer can be viewed using the options tab and selecting “Commodity Accounting Information” options twice.

For Purchase Order: Using FPIPURR the Buyer Code can be

found on the first form.

Purchase Order Assigned Buyer Each Buyer is responsible for their own

purchase orders. We must begin closing out all

encumbrances. All items must be received by August

29th. An email to the Buyer will close out any

open encumbrance/balances. All old complete, incomplete or not

approved requisition(s) will be removed.

Software/License Purchases Purchase Purpose/Justification and Benefit Questions to include in Banner Document

Text If software downloaded to us? Do we have to renew to use the software? Do we have to access the vendor’s site to use

the license? Do we have to renew on some kind of basis to

keep using the license? Same quests for foreign vendors Please indicate if this purchase is a new

purchase, a renewal or upgrade to an existing asset/software or license.

Car Rentals Employee must have a Valid Drivers License Contact Enterprise for reservation using

Account TXJ1080 for In-State Travel Only Create a Banner Requisitions Select Banner Vendor A00464965 EAN

Holdings, LLC. Document Text: Briefly explain the purpose

of the trip, how will it benefit the employee and provide the destination

Description line: Car rental is needed for ________ (conference, training or workshop)

Car Rentals (continued) Item Text:

Drivers Name Rental Dates Confirmation Number Pickup Location

Banner Account Code: 730018 STC Employee and 713510 Traveling with students or transporting supplies/equipment

Food Purchases Guidelines required information

Purpose of the Meeting and date Meeting Time (beginning and end) Who is attend the meeting Copy of Meeting Agenda Copy of Vendor Quote

Questions and Answers