Chapter 4: Requisitions

Creating a Requisition

Document Level Accounting
FPAREQN

Requisitions are used by certain campus units primarily to create Blanket Purchase Orders and Sub-Award POs.

All other Purchase Orders are created in the CruzBuy Eprocurement system and do not require creation of an FIS Banner requisition. For more information, go to the Purchasing website.

Requisition Header & Data
Text Entry: FOAPOXT
Requisition Entry: Commodity/Accounting Block
Hazardous Materials Data Entry
Requisition Commodity Data (continued)
Requisition Accounting Data
Complete Your Requisition: Balancing/Completion

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Requisition Header & Data

1. In the Go To... field on the Banner Menu Form, type [FPAREQN] <return>.
    
2. You will see the cursor in the REQUEST field. To begin a new requisition, accept the default value NEXT
   OR
   to resume work on an uncompleted requisition, enter the requisition number.

Note: A new requisition may be created by copying the field values of a completed and approved requisition and then editing those values. See Copying a Requisition for copying instructions.

3. Type [control page down] Next Block or go to Options - Requestor/Delivery Information or Right Click - Requestor/Delivery Information.
   
   

4. The cursor appears in the ORDER DATE field of the Requisition Entry: Requestor/Delivery Information block. Today’s date defaults.
    
5. <TAB> to TRANS DATE. Today’s date defaults.
    
6. <TAB> to DELIVERY DATE. Enter the desired delivery date (must be at least 1 day later than the Trans Date). Example: 08-APR-07. If the delivery date is in the current month, you may enter only the 2-digit day. Alternatively, you may double click in the field to choose your date on the calendar (by double-clicking on the date.)
    
7. <TAB> to COMMENTS. Enter comments that will be viewed by the buyer and carried through to the PO (30 characters maximum).
   Optional field.
    
8. <TAB> to REQUESTOR. Enter name of person requesting the purchase, if different than default.
    
9. <TAB> to CHART OF ACCOUNTS (COA). This field will default to X-UC Santa Cruz. DO NOT CHANGE OR DELETE.
    
10. <TAB> to ORGANIZATION. Enter Organization# if different than default. If unknown, query the organization file: Click on the Search icon or type [F9] List Field Values and retrieve your Organization#.
     
11. <TAB> to EMAIL. Enter requestor’s email address if different than default. Optional field.
     
12. <TAB> to PHONE fields. Enter requestor’s phone number if different than default. Optional field.
     
13. <TAB> to FAX fields. Enter requestor’s fax number if different than default. Optional field.
     
14. <TAB> to SHIP TO. “Ship To” address and phone information default. Enter a different ship-to code, as appropriate, or query for one by clicking on the Search icon or typing [F9] List of Values and following the query process. Specific shipping information may be added for each commodity as required, using line item text.
     
15. <TAB> to ATTENTION TO. Enter name of contact person for delivery. Required field.
    
    

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Text Entry: FOAPOXT

16. From FPAREQN, select Document Text [FOAPOXT] from the Options Menu, or Right-Click Document Text. The system will go to FOAPOXT: Procurement Text Entry Form. Document text entered here will print before the first line item of your requisition.

Tip: All lines in the FOAPOXT text screen must have line numbers. If you want blank lines, you must enter line numbers for them. Type <TAB> Next Field until you get to the LINE field and enter a sequential line number.

1. Entering Text: Begin typing your message. Use <> Next Record or click on subsequent lines to add more text. (Navigation and editing with the mouse behave much like they do in word processing programs, except that no wrapping occurs. Users may click directly in the field where they wish to enter data.)
    
2. You can insert lines of text between existing lines by entering the text, tabbing to the line field, and entering a number that places the text where you want it sequentially relative to the line numbers already defined. To insert a blank line, arrow down to a new line, tab to the LINE field and enter a number that places your blank line in the position you desire relative to the already-defined line numbers. To change the order of lines of text, tab to the line field and change the number of the line so it will be in the desired sequence. Type [F10] Save, click on the Save icon, or Right Click - Save to save your text.
    
3. To add a clause that is modifiable, key [shift F7]Rollback, click on the Rollback icon or Right Click - Rollback. The cursor will appear in the CLAUSE field.Type [F9] List Field Values and choose appropriate clauses as needed. Type [F6] Insert Record to add the clause to your document text. Then modify the clause as needed.
    
4. To insert a non-modifiable clause that will appear on the printed PO but will not appear in FOAPOXT, <TAB> Next Field to the CLAUSE field and type [F9] List Field Values and choose appropriate clauses as needed. Type [shift F3] Exit with Value to add the clause to your document text.
   

Note: If there are clauses that you use regularly and want to have available to you in Banner, contact Purchasing and they can create them for you.

5. Each time you add text and click the Save icon in the toolbar, the record count in the status line gets updated.
    
6. From FOAPOXT, to delete a line of text you have saved but no longer want, type [shift F6] Delete Record while the cursor is in that line of text.
    
7. When you type [control q] Exit Screen, click on the Exit icon or Right Click - Exit, Banner asks if you want to save the changes you have made. Click on Yes to save and return to FPAREQN. Banner places a check in the Document Text field (in the top right corner).

17. From FPAREQN, you can review your requisition text by selecting Document Text [FOAPOXT] from the Options Menu, or Right-Click Document Text. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit, to exit FOAPOXT and return to FPAREQN.
     
18. Type [control page down] Next Block, go to Vendor Information from the Options menu, or Right Click - Vendor Information to go to the Requisition Entry: Vendor Information block. If you know the Vendor ID, enter it and skip to step 21 below.
     
19. If vendor is unknown, query the vendor file: Type [F9] List Field Values and choose your vendor. Alternately, you can click on the Search icon to look up a vendor. In the dialog box, choose Entity Name/ID Search Form FTIIDEN.
    

20. Banner goes to FTIIDEN, where you can search for your vendor. If the vendor you need is not listed in the Banner database, contact Accounts Payable. They will help you complete your vendor setup (459-2909 APHelp@ucsc.edu). Vendor may be left blank for requisition but must be specified before a PO can be completed.
    
    

21. Once a vendor has been chosen, the address will default. Check the address for accuracy. The Search icon may be used if a different address is needed. Clicking the Search icon or typing [F9] List of Values takes users to the Address Information Query Form: FOQADDR. Double click on the address or type
    Shift [F3] Exit With Value to return to FPAREQN.
    
    

22. From the Vendor Information block of FPAREQN, <TAB> to Attn1 field. Enter the name of a vendor contact person. Optional field. The contact name will print on the PO if space allows (a total of 5 lines print on the PO.)
     
23. <TAB> to Attn2 field. Enter the email address associated with contact person. Optional field.
     
24. <TAB> to DISCOUNT CODE. Accept default or click on the Search icon or use [F9] List function to choose a different code.
     
25. <TAB> to TAX GROUP. Will default to CRUZ tax rate. If changed, all commodities will have changed tax rates. (If this field value is changed after commodities are entered, you must tab through the commodity fields to update the tax code and tax amounts.)
     
26. <TAB> through CURRENCY. (Leave blank.)

27. Type [control page down] Next Block, go to Commodity/Accounting Information from the Options menu, or Right Click - Commodity/Accounting Information to go to Requisition Entry: Commodity/Accounting Block.

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Requisition Entry: Commodity/Accounting Block: Document Level Accounting

1. Document Level Accounting is the default choice (checked). Click on the Doc Acctg checkbox to delete the checkmark only if you need to distribute the accounting of this requisition by each commodity (or item), instead of on the basis of the entire document (all items summed together). If you delete the checkmark go to Commodity Level Accounting FPAREQN for steps to complete a requisition using commodity level accounting.

Important: You must finalize the accounting as Document Level or Commodity Level Accounting before entering the Accounting Data block. Banner DOES NOT allow you to change your choice later.

2. Cursor appears in COMMODITY field. This field is optional. If you intend to use a UCSC-defined Commodity, enter your Commodity code and key <TAB>. The Commodity Code description will automatically populate the DESCRIPTION field, and the cursor will appear inh the U/M field. To view a list of UCSC Commodity Code values, click on the Commodity Search icon or use [F9] List function.
   
    
3. <TAB> to the DESCPRIPTION field. Enter a detailed description of item, starting with a descriptive noun. You may include catalog #. Use at most 50 characters. Additional information may be added as Line Item Text (see Step 11 below).
   

4. <TAB> to U/M. Enter Unit of Measure code. Click on the Search icon or type [F9] List Field Values to look up and retrieve your unit of measure.
    
5. <TAB> to TAX GROUP. Defaults to CRUZ tax rate. For different Tax Group codes, click on the Search icon or type [F9] List Field Values to look up and retrieve.
    
6. <TAB> to QUANTITY. Enter number of items desired.
    
7. <TAB> to UNIT PRICE. Enter price per unit. Decimal only required for cents.
    
8. <TAB> to ADDITIONAL. Enter any additional charges. Zero defaults if you add no amount here.
    
9. <TAB> to HAZ IND. If materials being ordered are hazardous use the space bar or mouse to check the box.
    
10. If you are not ordering hazardous materials, skip to Requisition Commodity Data: Document Level Accounting (continued). Otherwise continue with the next step here.

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Hazardous Materials Data Entry

Important: FYAHZMT Hazardous Materials Data Entry Form requires an entry in every field, INCLUDING the Middle Initial (Mi.) field. If you do not have a middle initial, enter a period.

1. <TAB> to FIRST NAME. Enter the requestor’s name (your name or person requesting the purchase).
    
2. <TAB> to M.I. Enter requestor’s middle initial. (This information must be supplied to exit the form.)
    
3. <TAB> to LAST NAME. Enter the requestor’s last name
    
4. <TAB> to PRODUCT NUMBER. Enter appropriate number.
    
5. <TAB> to QUANTITY. Enter appropriate number. If the vendor sells the merchandise as one box but there are actually 24 x 50ml containers then you MUST change the quantity to 24 on this screen.
    
6. <TAB> to CONTAINER SIZE. Enter the container size (for example, if you have 24 containers of 50 ml each, your container size would be 50).
    
7. <TAB> to CONTAINER UNIT OF MEASURE (for example, ml. You can click on the Search icon or type [F9] List Field Values to look up and retrieve unit of measure values.
8. Type [F10] Save, click on the Save icon, or Right Click - Save to save your Hazardous Materials Data record.
    
9. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit, to exit FOAPOXT and return to FPAREQN.

Note: If you need to remove a mistakenly-created HAZMAT form, type [shift F6] twice Delete Record from within the form. (To access the form, tab through the fields in the commodity data block as described above.) You will need to uncheck the HAZ IND box if your requisition does not require HAZMAT text.

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Requisition Commodity Data: Document Level Accounting (continued)

11. To add text about a commodity, select ItemText [FOAPOXT] from the Options Menu, or Right-Click Item Text. If you are ordering inventorial equipment, this is where you can add more detail to your commodity description. Type [F10] Save, click on the Save icon, or Right Click - Save to save. Then type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to exit. The system will send message “Transaction complete — record added and saved.” (For text entry directions, see Text Entry: FOAPOXT, step 16 i-vi.) The system will check the Item Text checkbox for this commodity.

Note: Commodities Text is unused, so ignore the Commodity Text option.

12. To add additional commodities, type [] Next Record to move to another commodity record and repeat steps 2 through 11 above.

Tip: From FPAREQN, unwanted commodity records may be removed by typing [shift F6] Delete Record from within the specific record that you want to delete.


Note: From anywhere in the Requisition Commodity Data Block, you can review a list of your commodities by clicking on Options - Review Commodity Information [FOICOMM], or Right Click - Review Commodity Information, to jump to FOICOMM. After reviewing your list, type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to exit and return to FPAREQN.

 

13. Once you have completed the entry of commodities, type [control page down] Next Block to move to the Requisition Accounting Data Block and enter your FOAPAL information.

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Requisition Accounting Data: Document Level Accounting (FOAPAL)

Note: Skip to Commodity Level Accounting FPAREQN for Commodity Level Accounting.

1. Cursor appears in the COA field. Accept default.
    
2. Cursor will move to INDEX. Leave blank.
    
3. <TAB> to FUND. Enter a Fund code or type [F9] List Field Values to lookup and retrieve your Fund code.
    
4. <TAB> to ORGN. Defaults from header block. If your Org differs from the Header Block default Org, type [F9] List Field Values to lookup and retrieve your Org code.
    
5. <TAB> to ACCT. Enter an account code or type [F9] List Field Values to lookup and retrieve your account code.
    
6. <TAB> to PROG. Defaults from the Organization Code.
    
7. <TAB> to ACTV. Field is optional. If desired, enter activity code or type [F9] List Field Values to lookup and retrieve your activity code.
    
8. <TAB> to LOCN. The Location Code field is only used by Plant Accounting and Physical Planning & Construction in conjunction with Plant Funds to denote the building for which the corresponding transaction is being posted. All other users should leave this field blank.
    
9. <TAB> to PROJ. This field should be left blank - Not used by UCSC.
    
10. Leave NSF OVERRIDE unchecked. Not used by UCSC.

Note: To distribute a portion of the charge to each of multiple FOAPALs, either enter the dollar amount for each FOAPAL or check the percentage field and specify the percentage in the AMOUNT (USD) field. Banner may not automatically carry the balance forward to the next FOAPAL.

11. <TAB> to PERCENTAGE field. Remember, when DOCUMENT LEVEL ACCOUNTING is checked, the distribution you supply applies to all commodities combined.
    Leave blank for 100% of the amount to be applied to this FOAPAL. If you provide more than one FOAPAL, you must specify the division that is appropriate by specifying either the percentages or dollar amounts.
    To specify percentages, click on the PERCENTAGE checkbox.
    To specify dollar amounts, leave the % box unchecked.
     
12. <TAB> to AMOUNT. Fill in either a percentage (if you checked the % checkbox in step 11), or else enter the dollar amount to be associated with this FOAPAL.
     
13. If the requisition is to be split over 2 or more FOAPALs, type <> to move to next ACCOUNTING DATA record. Proceed with steps 1-12 above.

Note: If the cost of the commodities is shared among multiple FOAPALs, then Banner checks the Distribute checkbox located in the Commodity block after the FOAPALs are entered.

14. If you change the $ amount(s) for commodities after you have entered your commodities and FOAPALs, the default is for Banner to distribute the new $ amounts as defined when the FOAPALs were entered.
    To manually distribute changes in the $ amounts for commodities, uncheck the Distribute option by clicking on the Distribute checkbox. Then go to the FOAPAL block and make changes to the amount(s) as appropriate. The REMAINING COMM AMT field in the FOAPAL block specifies the $ amount that needs to be distributed.

Tip: Tax will be calculated on every account sequence by the percentage specified. (Banner calculates the percentages if you specify amounts.)


Note: From anywhere in the Accounting Data Block (FOAPAL), you can review a summary screen of the account sequences by clicking on Options - Review Accounting Information [FOICACT], or Right Click - Review Accounting Information, to jump to FOICACT. After you complete your review, type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to exit and return to FPAREQN.


Note: Ignore the View Budget Availability option. Currently unused by UCSC.

15. Once you have completed your accounting distribution, type [control page down] Next Block, or click on Options - Balancing/Completion, or Right Click - Balancing/Completion to move to the Balancing/Completion block.

Complete Your Requisition: Balancing/Completion

1. Click on the Complete button if your Requisition Form is complete and you want it to go to posting/ approvals. Skip to Step 3.
   Otherwise, record your Requisition Number and click on the In Process button to keep the requisition incomplete.
    
2. If FOAPAL(s) need to be changed for balancing and completion, return to the Requisition Entry: Commodity/Accounting screen by typing [control page up] Previous Block or click on Options - Commodity/Accounting Information, or Right Click - Commodity/Accounting Information. To change FOAPAL entries, type [control page down] Next Block and tab to the fields to be changed.
    
3. Upon successful completion, the message “Requisition RXXXXXX completed and forward to the Approval process” will appear in the status bar at the bottom of the Banner screen.
   For In Process requisitions, Banner will return to the beginning of a blank Banner requisition form.
    
4. To exit to the main menu, type [control q] Exit Screen, click on the Exit icon or Right Click - Exit.