Research Guides: Subscription Acquisitions: Creating A Standing Purchase Order In Banner

Creating A Standing Purchase Order In Banner

Access Banner INB from My Sam

1.) Access the Purchase Order Form by typing FPAPURR in the “Go To” box and press Enter.

a.) Enter PL# in Purchase Order field and click the “Next Block” icon

b.) Tab to ORDER TYPE field and select “Standing” from the drop down list

c.) Tab until you get to Delivery Date

1.) Order date will default to the current date; DO NOT CHANGE

2.) Transaction date will default to the current date; DO NOT CHANGE

d.) Enter current date by typing “T” and then tab to next field OR click on the calendar and select current date

e.) In Comments field, type in invoice #

d.) DO NOT ENTER ANYTHING IN COMMODITY TOTAL OR ACCOUNTING TOTAL

e.) DO NOT CHECK “DOCUMENT LEVEL ACCOUNTING”

f.) Tab to “Buyer Code” and enter LIB and press tab

Request / Delivery Information Tab

2.) Select Requestor / delivery Information Tab

a.) Type in Phone Number

b.) Type NGL in the Ship To: field and press Tab

c.) Type Name in the Attention To: field

d.) Press tab

Vendor Information Tab

3.) Select the Vendor Information Tab

a.) Type in the Banner Vendor Number from the Payment Approval form in the Vendor field.

b.) Vendor name will automatically pop up once the vendor Number is entered.

c.) Address Type = BU (for Business)

d.) Address Sequence - Click on the down arrow, opens a new window, look at the sequence #, check to make sure the address

is the same as on the invoice (should be the same as the remit to address on the invoice). Also check the Address Type to

make sure it is the same in the Address type on the vendor screen, click close, put the sequence number in the address

sequence field, if the Address type is different correct it so it matches.

e.) Tab to Class Code and type “Y” and Library will pop up in box

Commodity / Accounting Tab

4.) Select the Commodity / Accounting Tab

a.) Tab to U/M and type EA

b.) Tab to Amount—type in TOTAL amount of payment approval

c.) Click in the “Description” box and enter a description of material purchased

1.) Lib E-Resources (S-EJ, S-EBP, S-RAS)

2.) Lib Serials (S-JR-P)

d.) Tab 3 times (to populate the commodity line total).

e.) Click on Next Block icon

f.) Enter the FOAP (i.e. 151800—470004—727600—40) found on the FY15 Subs Pay Approval spreadsheet

(Org codes for Serials (print) and EJ (electronic journals) = 470004, RAS (Database), EB (electronic books), EBP (electronic

book packages) = 470008).

g.) Tab 12 times (To populate the commodity Accounting Total)

h.) Click on Next Block Icon

Balancing /Completion Tab

5.) Select the Balancing / Commodity Tab

a.) Check to make sure that the Amount on the screen matches the amount on the invoice.

b.) Next make sure that All three columns have the word "Balanced" all the way down the three columns on teh right.

c.) Make sure your status is balanced and click “Complete”

Check Orders For Payments

6.) Check to see if it has been paid, and also if payroll has invoiced it.

a.) Close out the screen by clicking on the X at the top of the screen

b.) This takes you back to the main menu.

c.) In the "Go To Field" type – FOIDOCH, then press enter

d.) In the "Document Type" Field type – PO, In the "Document Code" Field type – PL #

e.) Click on Next Block. Here you can check to see if the PO has been invoiced. If it has been invoiced it will show a number in

the invoice column.

f.) Type in "FGIENCD" in the "Go to Field" and press Enter.

g.) Next type in the PL # in the "Encumbrance field".

h.) Click the Next Block Icon to populate the screen.

i.) This tell you that the Purchase order has been Invoiced in the Document Code Column.