Chapter 8: Change Orders

Processing a Change Order

FPACHAR

Use this process to change a completed and approved purchase order — adding items, deleting items, or changing the line item cost, description, or quantity. NOTE: All Change Order Requests must originate via the CruzBuy system, regardless of PO origin (exceptions include departments currently not using CruzBuy).

Note: If you need to change the vendor for a PO, refer to Changing the Vendor on a Completed PO.

Viewing Accounting Distributions
Changing an Existing Account Number
Changing Accounting Distributions
Adding a Commodity Item
Zeroing Out a Commodity Item

1. In the Go to... field on the Banner Menu Form, type FPACHAR <return>.

2. Enter the number of the purchase order you need to change.
    
3. <TAB> Next Field to CHANGE SEQUENCE NUMBER field and enter NXT. If you have already started a change order, and it has not been completed, you will need to enter that sequence number. NXT will only work when you are starting a new change order and all earlier change orders for this PO have already been completed, approved and posted.
    
4. Type [control page down] Next Block.

Note: Fields for Change Orders match those for Purchase Orders and each field is defined in detail for POs. See Creating a Purchase Order FPAPURR for descriptions of appropriate field values.

5. In FPACHAR, in the Change Order: Document Information block, you can change any information except the Purchase Order Type (Regular or Standing).
   
   
   Note: Origin field will say EPROCUREMENT for POs initiated via CruzBuy and Banner for POs initiared in FIS Banner. The Reference Number field only populates for CruzBuy POs and shows the draft CruzBuy PO number before it validates in FIS Banner.
   

6. Type [control page down] Next Block to navigate to the Requestor/Delivery Information screen. Change field values as needed.

7. When any changes have been completed, type [control page down] Next Block to go to Change Order: Vendor.

Note: To change the vendor, follow the process Changing the Vendor on a Completed PO.

8. You can change any information except the vendor name. <TAB> Next Field to navigate through the Vendor Information, changing field values as needed.

8. When any changes have been completed, type [control page down] Next Block and the system takes you to Purchase Order Item Selection Form: FPQCHAP, where current line items for the PO are listed.

9. In FPQCHAP, the cursor is in the CHANGE ALL field. Type space bar or click on the field to choose to change all PO items for this change order.
   
   
   
   Important: Only choose CHANGE ALL the first time in FPQCHAP for a specific change order. If you need to return to FPQCHAP to select additional items, do not activate the CHANGE ALL field. Type [control page down] Next Block and add individual items to the change order, as described in step 10 below.
   

10. To change only selected PO items on this change order, type [control page down] Next Block and <TAB> to the ADD field and select the specific line items to be changed by typing <SPACEBAR> or clicking with the mouse. To navigate between records use the arrow keys.
    
    Caution: De-selecting line items in FPQCHAP can trigger a defect in FIS Banner that can cause your Change Order to be permanently out of balance. If you accidentally select a line item and do not wish to include it in your change order, do NOT de-select it by typing <SPACEBAR> or clicking with the mouse. Instead, save the line item to your change order along with your intended line item(s), then delete (shift-F6 or Record Menu - Remove) the unwanted commodity line item from the Commodity block.
    
     
11. Type [F10] Commit to save your changes.
     
12. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to FPACHAR. You may be asked if you want to save your changes. Click on yes. You may receive a message stating how many records have been saved.
     
13. Back in FPACHAR, if you need to select additional commodity items from the PO for your change order, select Change Order Item Selection [FPQCHAP] from the Options menu, or Right-Click Change Order Item Selection , where remaining line items (if any) for the PO are listed. Select items as described in steps 10-12 above.
    

Important: Do not use the CHANGE ALL option on a second pass in FPQCHAP. Type [control page down] Next Block and <TAB> to the Add field for the specific line item to be added to the change order.

14. Back in FPACHAR in the Change Order: Commodity/Accounting block, <TAB> Next Field to navigate through the Commodity Information, changing field values as appropriate. For POs with multiple commodities, use the arrow keys to navigate through the records, making your changes. You may add and edit Line Item text by selecting Item Text [FOAPOXT] from the Options Menu, or Right-Clicking Item Text from the Commodity block for any commodity.

Note: See Adding a Commodity Item and Deleting a Commodity Item for details of these processes.

15. When any changes, additions and deletions have been made to the commodities, type [control page down] Next Block to go to Change Order: Commodity/Accounting [FOAPAL]. Banner will automatically make changes to the Accounting sequences as specified in the percentage split on the original purchase order. Even if amounts were entered as dollar amounts, Banner will calculate the percentages for each accounting sequence and make changes accordingly.
     
16. For Commodity Level Accounting (see Document Level versus Commodity Level Accounting) the commodity whose accounting info is being shown is highlighted. To access the accounting records for subsequent commodities, type [control page up] and then use the arrow keys to move between commodities. Then type [control page down] to view adjusted FOAPAL amounts.
     
17. If new commodities were added in the Commodity block, type [control page down] Next Block from the new commodity record to go to the FOAPAL block and enter corresponding accounting information, as specified for POs in Commodity/Accounting.
     
18. Type [control page down] Next Block to advance to the Balancing/Completion page.

19. If you are finished with your changes, click on the Complete icon . This completes the change order. Alternatively, if you wish to exit and return to your change order later, click on the In Process icon .
    
    
20. Upon successful completion, the message “Document XXXXXXX sequence X completed and forwarded 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 Change Order form.
     
21. To exit FPACHAR to the main menu, type [control q] Exit Screen, click on the Exit icon or Right Click - Exit.

Viewing Accounting Distributions

1. From the FPACHAR Balancing/Completion Block, if you need to change any commodity amounts or wish to view the accounting sequences, select Commodity/Accounting Information from the Options menu, or Right-Click Commodity/Accounting Information.
    
2. Type [control page down] Next Block to go to the FOAPAL block. Select Review Accounting Information [FOICACT] from the Options menu, or Right-Click Review Accounting Information. The system will jump to FOICACT Commodities and Accounting for Review Query Form. FOICACT is an inquiry-only form. You cannot make changes from here. If the original PO was created using document level accounting, this form will display “document accounting distribution” in the commodity field. If it was created using commodity level accounting, you will see the item number displayed along with the description of the item whose account sequences you are viewing. A commodity-level accounting example is shown below.

3. View each commodity accounting sequence using the arrow keys to navigate between records. The Accounting Data List block of FOICACT is a view of the first nine accounting sequences. Use the arrow key to navigate to additional accounting sequences. Remember if commodity level accounting was used, there will be an accounting block for each commodity item.
   To exit FOICACT to the Accounting block of FPACHAR, type [control q] Exit Screen, click on the Exit icon or Right Click - Exit.

Changing an Existing Account Sequence

Note: Complete the Change Order as described in Processing a Change Order, with the following steps included.

1. You can NOT change field values for an existing FOAPAL. That is, you cannot enter values into existing accounting sequence fields. To change any field of an existing sequence, you must change the dollar value to zero, and replace it with a new accounting sequence. In the Change Order Accounting Block of FPACHAR, use the arrow keys to navigate to the existing account sequence you need to change. Navigate to the extended amount field and enter a 0.00 value. <TAB> Next Field to zero out the accounting column. This accounting sequence (FOAPAL) will continue to show.
    
2. Type [F6] Insert Record to insert blank accounting sequence so you can enter your replacement FOAPAL..
    
3. <TAB> Next Field to the EXTENDED field. Provide either a percentage distribution or the dollar amount.
   To provide a percentage, type <SPACEBAR> or click in the percent field and <TAB> to the EXTENDED USD field and enter the appropriate percentage.
   To provide the dollar amount to be charged to this accounting sequence, leave the % (Percent) field blank and <TAB> to the EXTENDED USD field and enter the dollar amount.

Changing Accounting Distributions

Note: Use this process when multiple FOAPALs are being charged. Either distribute $ amounts by percentage or byentering dollar amounts directly. Complete the Change Order as described in Processing a Change Order, through Step 17. Then follow the steps below to change accounting distributions.

1. By percentage: In FPACHAR, in the Commodity/Accounting screen, in the FOAPAL block, to change an item’s percentages, check the % field by clicking with the mouse, or typing <SPACEBAR> while the cursor is in the percent field. <TAB> and then enter the new percentage amount in whole numbers (example: 80 for 80 percent and 20 for 20 percent).
   By $ amount: In FPACHAR, in the Commodity/Accounting screen, in the FOAPAL block, to manually change dollar amounts, make your calculations carefully, taking into consideration that sales tax is calculated on the extended amount. With the percentage checkbox blank, enter your amounts in the AMOUNT field (labelled USD). Navigate through accounting sequences (FOAPALs) using the arrow keys.
    
2. To return to the commodity block from the accounting data block, type [control page up] Previous Block. To complete the change order type [control page down] Next Block to go to Balancing/Completion.

Tip: If you are working with commodity level accounting, in the Commodity block, use your arrow key to go to the next commodity, then type [control page down] Next Block to go to that commodity’s accounting data block.

Adding a Commodity Item

Note: Use this process to add a new commodity item to a purchase order. Complete the Change Order as described in Processing a Change Order, through Step 12. Then follow the steps below to add commodities.

1. From FPACHAR Commodity/Accounting block, with your cursor in the COMMODITY field, type down arrow <> to move to a blank record and then enter your new commodity as specified for POs in Commodity/Accounting. (Sequence number will default.)
    
2. Enter Line Item text as needed by selecting Item Text [FOAPOXT] from the Options menu, or Right-Clicking Item Text from the commodity block.
    
3. If you are using Document Level Accounting, the dollar amount will be distributed automatically by the percentage specified. If you are using commodity level accounting, type [control page down] Next Block and enter the accounting sequences and amount distribution for that commodity.

Zeroing Out a Commodity Item

Note: Use this process to zero out an existing commodity item from a purchase order. Complete the Change Order as described in Processing a Change Order, through Step 8. Then follow the steps below to delete commodities.

1. From FPQCHAP, add the commodity to the change order form by navigating to the PO Commodity Info Block and checking the item(s) to be deleted. To return to FPACHAR from FPQCHAP, type [control q] Exit Screen, click on the Exit icon or Right Click - Exit.
    
2. From the Change Order Commodity Block, <TAB> Next Field to the TAX GROUP field and enter [NOTX] to ensure that any tax amount that had been applied gets reset to zero.
    
3. <TAB> Next Field to the UNIT PRICE field and enter a 0.00 value. This will zero out all the extended costs. The item still exists, but has a zero dollar amount. Banner will automatically deduct the dollar amounts from the accounting sequences.

Note: It may be necessary to enter [control page down] Next Block to cycle through each block in FPACHAR before you see the results of your changes in the Commodity of Accounting blocks.. Banner may distribute the change in dollar amounts. Sometimes, however, the system will provide the following message in the status bar: “Amounts for commodity items cannot be distributed automatically. Distribute manually.”

4. Any dollar amounts needing to be distributed will be shown in the REMAINING COMMODITY AMOUNT field. <TAB> to the Extended amount fields and make the changes.

Note: When zeroing out an item from a change order, the system checks for hazardous materials records. If a hazmat record exists for the item being deleted, a message box informs the user that a hazmat record exists and requires a response of YES, NO or CANCEL.



Respond YES only if the hazmat record has been newly created on the line item being zeroed out. Respond NO if the hazmat record exists from the original purchase order or from a previous change order. By responding NO, the hazmat record will NOT be deleted.