Departments are responsible for canceling their own purchase orders. Make sure to check the "Document History" (FOIDOCH) of the purchase order before you cancel it to make sure it does not have an invoice or check in process. If it does, DO NOT CANCEL IT! Notify A/P and ask them how to proceed. Note: You cannot cancel a purchase order unless it has been completed, approved and posted.
Instructions for canceling a purchase order:
After logging into Banner Finance System, type FPAPDEL which
brings up the "Purchase Order Cancel Form."
(Path to this form: Direct Access = =>FPAPDEL. Press enter)
NOTE: A Purchase Order is NEVER deleted by the user, instead it can be Cancelled or correct data can be entered.
The Purchase Order MUST be COMPLETED and APPROVED before it is allowed to be cancelled.
In other words, after you enter and complete a Purchase Order, you would first have to approve the PO and allow the posting process to run (every 10 minutes) before you can cancel from this form.
INSTRUCTIONS:
Step 1: Purchase Order # is required. If necessary, press search button for LIST FIELD VALUES for query.
Step 2. Click NEXT BLOCK to view data.
Step 3. NSF On/Off Ind: cannot change the default value.
Step 4. Click NEXT BLOCK to get to Cancel Date.
Step 5. Cancel Date defaults as current date. Click on OPTIONS/PROCESS CANCELLATION to cancel PO.
Step 6. Press EXIT button to exit from this form completely.
***NOTIFY PURCHASING OF ANY CANCELLATION! Send an e-mail to Purchasing and Accounts Payable. If you have canceled a blanket PO you will also need to notify the Purchasing Department to disencumber the funds. Please note that just canceling a blanket (open) purchase order does not automatically disencumber the funds like a standard purchase order cancellation.
If you want to make sure that the PO was canceled:
- Type FOIDOCH at the Banner menu.
- Type PO and ENTER, and then type in the Purchase order number and then click Next Block.
- An X should show next to the Purchase order number if it was canceled properly.
TopFOAUAPP
DESCRIPTION: This form allows you to view the Invoices and Purchase Orders that need to be apporoved by you. Move through the list by pressing the up and down arrow keys and through each item in the list by pressing TAB key. On any of the 4 options (Approve)(Disapprove)(Detail)(Queues) below the item you can click on that particular button to accept the option. (If you have INV or PO waiting for your approval when you first go into a Finance Form, an Approval Notification Form appears. To Approve them now, click on OPTIONS/USER APPROVAL then click NEXT BLOCK.)
Path to this form: Direct Access = = > FOAUAPP (enter)
INSTRUCTIONS:
NOTE:To see all items needing your attention, click on the checkmark to the right of your
name after Next Approver to remove the check before clicking on the first line
in the Document area. The item to be reviewed must be highlighted before any on the Steps
below can be taken. Highlight by clicking in the Originating User section
Step 1: If you click on (Detail) button, another page will appear to give you information concerning
the company name, commodity, and FOAPAL(accounting information). If you want to see the actual
PO or Invoice that was entered, you can click on OPTIONS/QUERY DOCUMENT, then click NEXT BLOCK through the
document. Click on EXIT (the red door icon) button to exit back to the approval screen. (Be
careful not to Exit out too far.)
Step 2: If you click on (Queue) button and then NEXT BLOCK, another page will appear that will show
you who needs to approve the document. Only one person at each level will need to approve the document
before it moves to the next level.
Step 3: If you click on (Approve) button, Banner will tell you that the document has been approved.
Click on OK to accept the message and then Enter. Either go on to the next document or click EXIT button
to exit out ot the APPROVAL area.
Step 4: If you click on (Disapprove) button, Banner will give you another screen to state your reason for disapproval, if you wish to give it, click on OK. The document is then disapproved and you can go on to the next document or click on EXIT to exit out of the DISAPPROVE area. **You can then go into the Purchase Order again through FPAPURR to make changes or corrections and re-complete it. If you choose not to use that purchase order, call or e-mail Purchasing with that information so that they can Officailly Delete the PO. Call Accounts Payable it you disapprove any invoice so that they can delete it or make the changes that you need.
If you have any questions with the above actions, call Purchasing ext. 4332 or Accounts Payable. If necessary, they will direct you to the appropriate area for assistance.
Using Clauses:
BANNER CLAUSES
This link is to a table of all the clauses in the BANNER system. These data entry shortcuts will save you time!
REUSE OF PURCHASE ORDERS THAT HAVE NOT BEEN COMPLETED
A useful feature of Banner is the ability to reuse purchase orders that have not been completed. There may be several reasons why a purchase order has not been completed, for example, the person who requested it changed his mind or perhaps there was a mistake. Whatever the reason, you can reuse that purchase order; however, the auditors instructed us early on in Banner not to reuse old purchase orders so we ask that you only reuse purchase orders that have not been completed within 10 business days. (It is important for auditing purposes to be able to account for every purchase order.) If they cannot be reused and completed within that time frame, please send an e-mail to Purchasing to let us know that you need it "Officially Deleted."
Please contact Purchasing ext 4332 if you need assistance.
ATTACHMENTS TO PURCHASE ORDERS:
All attachments that need to accompany purchase orders should be sent
to Purchasing ASAP whether they require prepayment or not. When the purchase
order is printed, Purchasing will match up the attachments with the purchase
order and mail them or route them to Accounts Payable if prepayment is
required. Note: See Purchase Order Clause List for standardized clauses
to be used in the Banner purchase order comments text.
Write the purchase order number on the attachment and send one
photocopy along with the original attachment to Purchasing. (The
photocopy is then attached to A/P's copy of the purchase order for back up and
to serves as reference if problems arise.)
Change orders are used when significant changes to a purchase order are required such as a large dollar amount change, i.e., construction change orders, additional commodities, corrections for mistakes in commodity or accounting, etc. Notify Purchasing staff when a change order is required and you will be given instructions as to what to do at that time. (The Purchasing Department is the only department that processes change orders.)
LASERFICHE WEBLINK:
The laserfiche web site is available to view or print invoices, purchase orders, and other business office related materials. The site may only be viewed from campus. You will also need Acrobat Reader on your computer. This can be downloaded free from the Acrobat site if not already on your computer.
Before you go into the laserfiche web site you will want to get information from Banner such as the "I" number of the invoice or the Purchase Order number to greatly expedite your retrieval of the document.
The following example briefly walks you through the process:
Example: After you have gone to http://lf.linnbenton.edu, log in with Log In: Buyer and Password: Seller. Click on Business Office folder and then Accounts Payable folder. From this point you can go into either the Invoices folder or the Purchase Orders folder.
From the Invoices folder you are given a choice of fiscal year and within that the series (in sets of one thousand) of "I" or invoice numbers that you get by looking in Banner. By clicking on the appropriate "I" number you will see the scanned version of the pages belonging to that "I" number. You may also use the SEARCH button towards the top of the website page and enter the "I" number in the Document Name Search box and click on Search. Double click the entry when it appears on the right side and the scanned document will appear. After you download the PDF file, you can then view it or print it as any PDF document.
You can go backwards through the folders by clicking on Open Parent Folder.
The same procedure that is used for invoices can be used to view purchase orders.
To view or print out a Purchase Order go to the Purchase Orders file and then choose the appropriate year of the Purchase Order file that you want to view. For example: FY 2001-2002, Jan - Mar, P0200539. Just as in searching for an invoice, you may also use the SEARCH button towards the top of the website page and enter the "PO" number in the Document Name Search box and click on Search. Double click the entry when it appears on the right side and the scanned document will appear. You can then view the actual Purchase Order. Click DOWNLOAD PDF file and the picture can then be manipulated or printed.
Call Purchasing or Accounts Payable if you have any questions.
The web site will automatically log you out in 10 minutes of non use or you can log out as you normally would from the internet.