Chapter 6: Approvals

Approving Documents
Requisitions, POs, Invoices & Credit Memos

You can use the forms described below to complete the approval process for documents.

The first time you sign onto FIS Banner each day and go to any form, if you have any documents in your approval queue, the system will automatically go to FOIAINP Approvals Notification Form. This only happens the first time you sign on. If you choose not to enter the approval form at that time, FIS Banner will not prompt you to enter it again until you exit FIS Banner and sign on again. You can enter User Approval (FOAUAPP) any time from the Go To... field on the main menu screen..

1. From FOIAINP, select User Approval (FOAUAPP) from the Option menu, or Right Click - User Approval and FIS Banner will route you to FOAUAPP.
   
   
2. <TAB> Next Field to the DOCUMENT field and enter the document number if you want to approve a specific document and already have the document number. Leave blank to see all documents.
    
3. <TAB> Next Field to the NEXT APPROVER field. The unchecked box defaults to view all documents in your queue and in queues below yours where others have the authority to approve the transaction. Check the box to view only documents where you are the next approver.
   
   
4. Type [control page down] Next Block. Documents that need your approval will display a “Y” in the NEXT APPROVER field, indicating you are the next approver for this document. You can approve other transactions, but it is not necessary at this time, since they are also in another person’s queue to approve (the other person will have a “Y”).
   You will only receive FOIAINP Approvals Notification Form when you log into FIS Banner if you have transactions in your queue marked with a “Y”. Multiple users sharing the same queue can have the “Y” and approve the document.

5. To view document detail, in FOAUAPP <TAB> Next Field past APPROVE and DISAPPROVE to DETAIL and type <return> or click on the Detail icon . Banner takes you to FOQPACT Purchase Order Approval Form, FOQRACT Requisition Approval Form, or FOQINVA Invoice/ Credit Memo Approval Form where you can view FOAPAL information. Use the arrow keys to scroll through commodity or FOAPAL records when there are multiple records.

6. To view the entire document that you need to approve, select Query Document from the Option menu, or Right Click - Query Document, and Banner will take you to the query form for that type of document and fill in the document number. For example, if you are approving a requisition, the system will default to FPIREQN. If you are approving a purchase order, the system will default to FPIPURR. For an invoice or credit memo, the system will default to FYIINVE.
    
7. To view the Commodity detail, select View Commodities (FOICOMM) from the Option menu, or Right Click - View Commodities.
    
8. Accounting information may be viewed from FOICOMM by selecting Accounting Information (FOIACCT for POs, FAININV for invoices) from the Option menu, or Right Click - Accounting Information. Remember that you can use the arrow keys to scroll through commodity or FOAPAL records when you have multiple records.
    
9. Type [control q] Exit Screen, click on the Exit icon , or Right Click - Exit to return to the approval detail form.
    
10. Type [control q] Exit Screen, click on the Exit icon , or Right Click - Exit to return to FOAUAPP User Approval Form. Prior to approval, if you wish to view the document queue, <TAB> to the Queue icon and hit <return>, or click on the Queue icon . The system will go to FOAAINP Document Approval Form and FIS Banner will fill in the document number. Type [control page down] Next Block to view information for this document. The left side is queue information and the right side provides names of approvers in that queue.

11. If you wish to approve the document at this time, in FOAAINP click on the Approve icon to approve or click on the Disapprove icon to disapprove. Making the approval here or in FOAUAPP performs the same function. If you disapprove a document, a “Document is disapproved” message automatically gets sent by FIS Banner to the user who created the document.You can type additional text into this message by typing in the text box. That user will then get a popup message on their screen if they have an open FIS Banner session, until they read the message and delete the record. All messages are accessible using the Message icon . See Using FIS Banner’s Messaging System GUAMESG.
    

12. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit when all approvals are complete to return to the Banner Menu Form.