Chapter 5: Purchase Orders

Purchase Order Assignment

FPAPOAS

The majority of UCSC Purchase Orders are created in the CruzBuy Eprocurement system and do not require use of the Purchase Order Assignment feature. For more information, go to the Purchasing website.

1. In the Go to... field on the Banner Menu Form, type FPAPOAS <return>.
    
2. You will see the cursor in the BUYER CODE field. Enter your buyer code or type [F9] List Field Values (see Query Techniques) and retrieve your buyer code.
    
3. Type [control page down] Next Block to view a list of requisitions that have been assigned to you, the specified buyer. They are sorted by requisition - ASSIGN BY DOCUMENT (default option). You can page up and down through the requisition list or you can move through the records one at a time by using the up and down arrow keys.
   
   

Tip: To view any requisition, type [F3] Duplicate Item from the Requisition field, select Query Requisition Information [FPIREQN] from the Options Menu, or Right-Click Query Requisition Information. Banner takes you to FPIREQN, where you can review the chosen requisition’s data. Type [control page down] Next Block to move from block to block. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit, to return from FPIREQN to FPAPOAS Purchase Order Assignment.

4. To assign a purchase order number to all items on a requisition, <TAB> Next Field to the PURCHASE ORDER field for that requisition and then either type NEXT to have the system automatically generate a PO# for you, or else enter a PO# (see Creating Unit Blanket Purchase Orders for information on how to generate a Blanket or Sub-Award PO# from FPAPOAS).
   This process assigns all items on the chosen requisition to the same PO.
   

Important: Note the Purchase Order number assigned so that you may refer to it later.

5. Alternatively, to assign a PO number to a specific Line Item on a Requisition, click on the ASSIGN BY ITEM button to view a list of individual requisition line items that have been assigned to you, the specified buyer. <TAB> Next Field until you are in the PURCHASE ORDER field for that item and then either enter a PO# (for Blanket Purchase Orders and Sub-Award POs) or else type NEXT to have the system automatically generate a PO# for you.
    
6. Banner will automatically copy line item text to the PO.To view line item text, click on the ASSIGN BY ITEM button, <TAB> to or click on the TEXT OPTION field and choose the View option by clicking on the Search icon . View takes you to FOAPOXT Procurement Text Entry to see the text. From FOAPOXT, type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to the FPAPOAS screen. The default for text is copy. If you do not want the text to appear on the PO, choose Ignore. (If no text exists, the default setting is Ignore.)
   
   

Tip: Each purchase order contains items from only one requisition.

7. Type [F10] Save, click on the Save icon, or Right Click - Save and Banner will provide the PO#.
   
   
8. To combine two or more requisition line items on one purchase order, copy the purchase order number from the first one to the other items. Alternatively, you may type [“] double quotes in the PURCHASE ORDER field of subsequent requisitions and Banner will use the same PO# for subsequent line item(s).
   
   
9. When all items are assigned, type [F10] Save, click on the Save icon, or Right Click - Save and Banner will provide the PO#. 

Important: Each requisition transfers into a correlating purchase order. Assign the items on a requisition to the same purchase order number.


Tip: Requisition line items may be assigned to the appropriate existing open (not complete) purchase order by typing in the desired purchase order number.


Tip: If you type NEXT for more than one line item without committing the input by type [F10] Save, click on the Save icon, or Right Click - Save, you will get separate system-generated purchase order numbers.

10. After assigning a purchase order number, you can view details of the purchase order by selecting Query Purchase Order Information [FPIPURR] from the Options Menu, or Right-Click Query Purchase Order Information. Banner takes you to FPIPURR, where you can review the chosen PO’s data. Type [control page down] Next Block to view Document Information. From FPIPURR, type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to FPAPOAS.
     
11. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to leave FPAPOAS. If you have made changes, you will be prompted to save your changes.