Online Requisition Instructions (FPAREQN)

For a printable version of the Quick Reference Guide for Online Requisition Approval Instructions, click HERE.

  1. Navigate to the requisition form (FPAREQN).
  2. Next Block
  3. DO NOT change the Order Date or Transaction Date. Default is the current date.
  4. Tab to Delivery Date.
  5. Type expected delivery date; format is DDMMYY; convention is 5 days from order if local supplier, 10 days if supplier is out of city or state.
  6. NEVER put information in the Comments field. Comments should be entered in Document Text.
  7. Requestor will default as the person creating the requisition and can be changed to someone else; needs to be the person Procurement will contact for questions.
  8. NOTE: Information for COA, Organization, e-mail, phone, fax, and ship to should default from your security information. If this does not happen, contact Procurement.
  9. Attention To will default to the Department name corresponding to the organization code used above. If you want the order shipped to an individual’s attention, that information should be entered in Document Text.
  10. Click on the Vendor Information Tab.
  11. Select a vendor.
  12. Click on the search icon (down arrow).
  13. Select Entity Name/ID Search.
  14. Tab to Last Name field.
  15. Type vendor name or partial name using the wildcard symbol % (this field is case sensitive).
  16. Tab to Entity Ind column and type “C” for company.
  17. Press F8
  18. Vendor(s) meeting your search criteria will appear.
  19. Double click on the desired vendor – DO NOT choose a record with a “T” (terminated) in the “V” column.
  20. Make sure the address you want appears.
  21. Click the search icon beside Sequence to see other addresses for the vendor you selected; scroll through these choices, double click on the desired address. (Remember that a BU address code is where we mail the PO, a BI address code is where we mail the payment. They are often different addresses.)
  22. If after several attempts to find a vendor, you are reasonably certain the vendor you want is not in the Banner database, exit FTIIDEN returning to the requisition form.
  23. Tab to the next field and type the name and address of the desired vendor (if you do not have enough room you may need to use Document Text to complete this information).
  24. Contact is a person at the vendor you may want this order to be directed to, a person may default from the vendor records. You may type a new name or leave blank.
  25. Disregard Discount, Tax Group, and Currentcy (these are system controlled by Procurement and/or Accounts Payable).
  26. Type Document Text if applicable. This is where you would type a) instructions to Procurement or an approver (non-print); b) vendor instruction (print); c) indicate supporting documentation (non-print).
  27. At the top of the form is a list of words beginning with File.
  28. Click Options and select Document Text.
  29. NEVER type anything in the top portion of the screen. Type only in the text area below.
  30. Next Block
  31. Type the desired text (down arrow to navigate to the next line, be sure to indicate if you want the information to print on the PO or not).
  32. Save, Exit
  33. Click on the Commodity/Accounting tab.
  34. If your request is NOT for furniture or equipment then tab to item description and type a description of the item requested and skip to step 48.
  35. Comm is needed for fixed assets only (furniture and equipment with a unit price greater than $2,500, any requisition with an account code starting with 75); click the commodity search icon for valid values.
  36. Choose Commodity Validation (FTVCOMM) in the Options drop down list.
  37. A list of commodity codes will appear.
  38. Scroll through the list and choose the code that MOST fits the item you need; or
  39. Enter a query (F7).
  40. Tab
  41. Type a portion of the description of your item (remember the list is case sensitive) followed by %.
  42. Execute your query (F8).
  43. The query will narrow your choices.
  44. DO NOT CHOOSE A COMMODITY CODE THAT BEGINS WITH AN “R”.
  45. Double click on your choice.
  46. A description of the item will default. DO NOT CHANGE THIS DEFAULT DESCRIPTION. If you need more space for item description, click Options and choose Item Text.
  47. Next Block
  48. Continue typing the item description (form works same as Document Text). SEE ATTACHED LIST is not acceptable!
  49. Save, Exit
  50. Tab to U/M (Unit of Measure); click the search icon for valid values.
  51. Tab
  52. Leave Tax Group at ST unless you are 100% sure the item is not taxed, if not taxable, then type NT (tax code may be changed at PO or at Invoice).
  53. Tab
  54. Type the quantity ordered.
  55. Tab
  56. Type the unit price.
  57. Tab until your cursor returns to the COMM field. Banner will calculate the extended price.
  58. If you have more items, press the down arrow and repeat steps 34 through 57.
  59. Continue until all items are entered.
  60. Enter any known shipping and/or handling charges as the last item.
  61. Next Block
  62. Type accounting information.
  63. Fund, Organization, and Program may default; you may type different FOAPAL elements but you are limited by your Banner security access.
  64. Type the appropriate Account Code; click on the search icon for valid values.
  65. A list of account codes will appear, account codes for requisitions should begin with 72 for goods and services, 73 for Professional Services and Consultations, 74 for Travel, or 75 for Capital Improvement and Furniture and Equipment over $2,500.
  66. Enter a query (F7).
  67. Tab to Account Code.
  68. Type 72% (or 73% or 74% or 75%).
  69. Tab to Data Entry column.
  70. Type a Y. This will list only account codes for use on Requisitions.
  71. Execute a query (F8).
  72. A list of account codes will appear.
  73. Scroll through the list until the type of expense you need is highlighted.
  74. Double click
  75. You will return to the Commodity/Accounting form and the account code will default.
  76. The appropriate Program code should have defaulted from the Fund you typed. This happens for all funds except 110000. You must type the appropriate Program code if the field is blank.
  77. Activity, Location, and Project codes are used only if the department needs them for internal reporting; these are NOT required fields, will not default and will not be automatically added by Procurement.
  78. Tab until the USD column is populated.
  79. Multiple FOAPALs; down arrow and repeat steps above.
  80. Be sure dollars are properly distributed between FOAPALS.
  81. There are two ways to distribute costs between multiple funds.
  82. By %: Check the Extended box and type the percentage of total cost applied to this FOAPAL, tab through.
  83. By $: Tab to the first field in the USD column, type the dollar amount you wish to be applied to this FOAPAL (remember to consider tax), tab through.
  84. Click on the Balancing/Completion tab.
  85. The Status column should be “Balanced”; if not, follow instructions in the grey status bar at the bottom of the form and make corrections; if Balanced, click the Complete button.
  86. Status bar should read “Completed and forwarded to the approvals process.”
  87. See Notes for special handling of “Payment Enclosed.”

NOTES:

  • Once you have completed a requisition you may not make changes unless you have the document disapproved.
  • A disapproved requisition will return to the creator as incomplete. The requisition must be either corrected or deleted.
  • Only an incomplete requisition may be deleted. To delete a requisition, go to the requisition header screen, click on Record in the menu bar, choose remove, do this twice. The status bar should indicate that the record has been removed.
  • Once you have tabbed through the accounting line of ANY Banner Finance document, the funds have been reserved reducing available budget on FGIBAVL regardless of whether the document is completed, approved, or posted. This means that incomplete (problem) requisitions will affect your available budget.
  • If you are sending an attachment through campus mail to accompany the requisition, please make a note of this in Document Text by typing Supporting Document Follows AND write the requisition number in the upper right hand corner of the supporting document.
  • Normally, all purchase orders are faxed to the vendor. If you prefer to have the PO sent to you or picked up by your organization, you must make a note of this in Document Text.
  • Keep a log of requisition numbers you create and follow the request through to payment.
  • NSF – you should not complete a requisition with insufficient budget (NSF). NSF requisitions will have a warning message in the grey status bar “Insufficient budget for sequence 1, suspending transaction” at the completion screen. Check your available budget by choosing Options (in the menu bar above), choose View Budget Availability. The amount of money you have to spend will show in the available column. Exit, previous block, and reduce the requisition OR choose Record in the menu bar and click Remove (do this twice to delete the document). If you complete a NSF requisition, the approvers will see that the document is NSF. If the approvers approve the NSF requisition, the document will go to the NSF queue BEFORE going to Procurement. The NSF queue manager, Vice Chancellor for Finance, must approve AND override the budget before the document proceeds to Procurement.
  • Be aware of the grey status bar at the bottom of the form. The status bar provides information of what to do, what has happened and any error messages with instructions to correct errors.
  • Do not combine requisitions for goods and services with requisitions for capital purchases, furniture, or equipment with unit price of over $2,500.
  • “Payment Enclosed” are requisitions that you request a check to accompany the order (like a membership fee or publication subscription) or if you already have the items and wish to authorize payment. On FPAREQN, the Delivery Date should be the same as the Order Date. For all Payment Enclosed you will need to enter Supporting Doc Follows information in Document Text. Description should always be “Payment Enclosed” followed with “INV” and the invoice number. Type information in Item Text that briefly describes items on the Invoice. U/M is always EA. If the invoice has sales tax then change the Tax Code to “NT” otherwise leave the code as “ST.” Quantity is always “1″ and the Unit Price should be the total amount of the invoice. Remember to write the requisition number in the top right corner of the invoice, highlight the requisition number, and forward the invoice to Procurement.
  • DO NOT HESITATE TO CALL PROCUREMENT FOR HELP – 501.569.3144

OTHER HELPFUL BANNER FORMS:

  • FPARDEL – used to cancel a completed, approved, and posted requisition.
  • FPIREQS – used to look for incomplete problem requisitions.
  • FPIORQF – used to review requisitions by FOAPAL (or organization) that have been completed and approved but not transferred to a PO.
  • FOIDOCH – used to review the status of requisitions and its corresponding PO, receiving, invoice, and checks.
  • FOAAINP – check whose approval queue your requisition is in. This form also takes you to FOIAPPH.
  • FOIAPPH – shows you who has approved and when.
  • FPIRQST – a list of requisitions.
  • FGIOENC – a list of open encumbrances.