Utah Valley University Purchasing with Banner

1. Utah Valley UniversityPurchasing with Banner Procurement Training

2. Topics • 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

3. Introduction • Banner is a software solution used to manage all organizational data for UVU. • Banner displays in a Java applet window. • Blank web browser window.

4. Banner Interface Menu Bar ToolBar Workspace Status Bar

5. Forms • 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

6. Parts of a Form Title Bar Key Block Field Blocks Record

7. Navigation • There are multiple ways to navigate Banner. • Menu Bar • Tool Bar • Keystrokes

8. Flowchart

9. Create a requisition • Enter the requisition into Banner.

10. Flowchart

11. Approval Process • 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

12. FOAUAPP • 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.

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

14. FOIAPPH • Enter req number and press execute query (F8).

15. Flowchart

16. Purchase Order • 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

17. Flowchart

18. Receiving • 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.

19. Flowchart

20. Invoicing • 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.

21. Flowchart

22. FOIDOCH

23. Exceptions • Paying vendors prior to Receiving: • Determined by Purchasing • Deposits • Up to 50% • POs without receipt (receiving) required: • Memberships, conferences, standing POs, etc

24. Stores/Warehouse Requisitions • 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

25. Where can I find more info? • www.uvu.edu/procurement • Tips and FAQs • Step-by-step instructions • Written instructions • Online interactive simulations • Policies and Procedures • Procurement Training

26. Procurement ServicesHere to Serve You