Creating a Requisition

Commodity 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.

Steps for creating a requisition for commodity level accounting are the same as for Document Level Accounting FPAREQN, through the header and vendor blocks of the form. At the beginning of Requisition Entry: Commodity/Accounting Block: Document Level Accounting, click on the Doc Acctg checkbox to delete the checkmark 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). See Document Level versus Commodity Level Accounting for more information.

Important: Once accounting records are created, Banner does NOT allow you to change the accounting between document level and commodity level accounting.

Complete requisition steps for Document Level Accounting to Requisition Accounting Data: Document Level Accounting (FOAPAL). Then follow the steps itemized below.

Requisition Accounting Data: Commodity Level Accounting

Enter account information for each commodity in this block. You can enter multiple account sequences for each item. The first commodity to acquire accounting information will be the commodity that is active when you transfer to the Accounting Data block. Use the arrow keys (while in the Requisition Commodity Data block) to navigate among the commodity records.

Note: Refer to Requisition Accounting Data: Document Level Accounting (FOAPAL) for Document 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 else 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. Leave blank for 100% of the cost of this commodity 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. If you are using only one FOAPAL for this commodity, <TAB> through the fields and the appropriate values will default.
    If you are not specifying percentages for a FOAPAL split, fill in the dollar amount.
    If you checked the % checkbox in step 11, fill in the percentage 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.)

15. Enter the accounting sequence for each additional commodity. Type [control page up] Previous Block to return to the Commodity Data Block. Type <> Next Record to go to the next commodity record on your requisition. Repeat steps 1-14 above to enter the accounting sequences for each commodity.

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. Use the arrow keys to move between individual commodity records. (A record exists for each commodity using Commodity Level Accounting.) 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.

16. 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. See Complete Your Requisition: Balancing/Completion to complete your commodity-level-funded requisition.