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Brought to you by the Budget Office

Budget 101 Continued!. Brought to you by the Budget Office. Purchase Order (PO). There are two ways the college will honor payment for goods and services; the Purchase Order and the Purchasing Card.

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Brought to you by the Budget Office

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  1. Budget 101 Continued! Brought to you by the Budget Office

  2. Purchase Order (PO) • There are two ways the college will honor payment for goods and services; the Purchase Order and the Purchasing Card. • A purchase order can be created for any amount within budget. Purchase orders in the amount of $5000 + must adhere to the COPPS Purchase Order Requirements. • Purchase orders are created in Native Banner; authority from department manager and College Finance are required. • Purchase orders may be changed via a Change Order, canceled or deleted, or closed by the order originator.

  3. Creating a Purchase Order • In Native Banner use the code FPAPURR to access the purchase order module. • Banner will auto assign the next consecutive PO number so leave the purchase order field blank (Only type a “Pxxxx” in this field if you are working on an incomplete PO) • Enter mandatory information • Complete or suspend for later completion • Print

  4. MANDATORY INFORMATION

  5. How Do I Find That?Purchase Order Tips! • NSF! Check for sufficient funds BEFORE beginning your purchase order. Perform a Budget Availability search in ExpressLane for the FOAPs you want to use on the PO. If you have insufficient budget, you can initiate a budget transfer prior to starting your PO. • Order Date: Physical date of purchase order • Organization: Auto defaults to ORG associated with PO creator’s L# • Percentage: Auto assigns %; use “70” instead of “.70” • Transaction Date: Accounting date/Date PO processes thru finance • Today’s Date: Enter D for auto entry of “today’s” date. • Vendor L#: Click down arrow to use lookup screen FTIIDEN • Vendor query: Press F7 to initiate query based on vendor name & wildcard (Office%); F8 runs query & returns info. Double click on vendor line to select; auto-return to previous screen.

  6. Purchase Order Codes for Native Banner

  7. Let’s Move That Budget!! • Moving budget amounts is accomplished in one of three ways: • A Budget Transfer • A Journal Entry • A BCR – Budget Change Request – ONLY FUND 8 A budget transfer can be initiated in ExpressLane, via the Budget Transfer Mailbox and by contacting the Budget Office directly. Use ExpressLane for transfers within the same fund – usually a 2-line transfer Use the Budget Transfer Mailbox for Inter-Fund and multi-line transfers Multi-line transfers within the same fund can also be processed in ExpressLane.

  8. Determine Which of the Three Choices

  9. BD What?

  10. The Budget Query • Budget queries are an important way to get a bird’s eye view of your budget. • Budget queries are performed in ExpressLane • After accessing ExpressLane, click on Financial Information and then on Budget Queries.

  11. Creating a Budget Query • Create a query by: • Budget Status by Account • Budget Status by Organizational Hierarchy • Budget Quick Query • Payroll Expense Detail

  12. Designing Your Report • First, choose the data columns you want on your report – continue • Second, choose your FOAP elements and if you want revenue accounts or not - submit

  13. Data!!! Now What?

  14. Downloading and Manipulating • As you can see, there is a lot of data! • Near the bottom of the screen are buttons for downloading your data into an Excel spreadsheet for viewing and manipulation. • Click on “Download Selected Ledger Columns” • At the prompt “What do you want to do with bwfksdld.csv”? Click on “open”. • The result is an Excel spreadsheet in csv format that you can format for your own use. • Remember to save file “AS AN EXCEL WORKBOOK”

  15. Let’s Be Proactive With Our ICP • Plan – Project – Forecast as best as possible before the Fiscal Year budget is loaded so your ICP can be fully budgeted. • New fees for new classes/Fees for classes established AFTER the Fiscal Year budget is loaded…Notify the Budget Office as soon as your fee has been approved. • The Budget Office does NOT see “Fee Sheets”

  16. What If I Collect More Fee Money Than Is Budgeted? • New fees that are approved during the fiscal year or fees that are already budgeted and are coming in higher than anticipated at the original budget adoption: • Prepare a supplemental budget request showing both the complete revenue and expenditure FOAPs, the dollar amounts, and an explanation (“This fee was approved by the Board on 12/15/11. It is for students to reimburse the college for art supplies”.) (“This fee is for art supplies and has been consistently coming in at $25,000 over the last 3 years. We request the budgeted revenues and expenses be increased to $25,000.) • This request may be completed via email to the Budget Office from your Executive Dean or Manager

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