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Electronic Requisition Reference Manual

Purchasing Services

University of North Carolina Wilmington Wilmington, North Carolina

Prepared by:

Diana Rivenbark Kim Fisher

Electronic Requisition Manual of 39 Last Modified 3/17/2005

TABLE OF CONTENTS

PAGE

Purchasing Forms 3 Toolbar Help 4 Access Banner 5

Requisition Create 6

FPAREQN Window 6

Requestor/Delivery Information Window 7 Vendor Information Window 10 Commodity/Accounting Window 15 Balancing/Completion Window 21

ISF

Approvals 21

FOIAINP- Approval Notification 24 FOAUAPP – User Approval 24 FOAAINP- Document Approval 27 FOIAPPH – Document Approval History 28 FOIAPHT- Approval History 29 FOADOCU – Document by User 30

Document Text 29 Clauses 33

Requisition Change 38

Requisition to Requisition Copy 38

FAQ 40


Purchasing Forms

MONITORING: FOIDOCH Document History FPIORQF Open Requisitions by FOAPAL FPIOPOF Open Purchase Orders by FOAPAL FGIENCD Detail Encumbrance Activity

QUERIES: FPIREQN Requisition Query FPIPURR Purchase Order Query FPIRCVD Receiving Query FPIREQS Requisition Suspense List FPIOPOV Purchase Orders by Vendor

CREATING A REQUISITION: FPAREQN

Requisition

VENDOR INFORMATION:

FTIIDEN Vendor Search FOQADDR Address Information Query

TEXT & CLAUSE INFORMATION: FOAPOXT Procurement Text FOATEXT General Text FOICLAU Clause List

APPROVALS: FOIAINP Approvals Notification FOAUAPP User Approval FOAAINP Document Approval FOIAPPH Document Approval History FOIAPHT Approval History


Toolbar Help Following are descriptions of the toolbar icons that are found on Banner forms: HORIZONTAL TOOLBAR

Save (F10) Saves all changes made in a form since the last time you saved. Banner also refers to save as Commit in some messages.

Rollback (Shift-F7) Clears all information & returns you to the Key Block of a form.

Select (Shift-F3) Enters the highlighted value into the current field of the form you are working from. List of Values uses OK as the select.

Insert Record (F6) Inserts a new blank record into a group of existing records.

Delete Record (Shift-F6) Removes all information for a record. When you Save, the record will be deleted from the database.

Enter Query (F7) Puts the form into query mode & lets you enter search criteria to see what information is already in the database.

Execute Query (F8) In query mode, searches the database & displays any records that match the search criteria.

Cancel Query (Ctrl-Q) Cancels a query & takes a form out of query mode.

Previous Record Moves the cursor to the first enterable field in the record (Shift-Up Arrow) before the current record.

Next Record Moves the cursor to the first enterable field in the next record. (Shift-Down Arrow) If the cursor is at the last record, a new record is created.

Previous Block Moves the cursor to the previous information block in a form. (Ctrl-PgUp)

Next Block Moves the cursor to the next information block in a form. If (Ctrl-PgDn) the next block is in another window of the form, that window will be opened.

Print Captures the active screen (only what you can see) and prints (Shift-F8) it to your local printer.

Banner Bookshelf This documentation contains general information for the Banner system.

Online Help Displays the Online Help window for the current form.

Exit In a menu, the Exit command takes you out of Banner. In a (Ctrl-Q) form, the Exit command takes you out of the form. In a query mode, the Exit command cancels the query.


Access Banner The Main Menu contains several ways to access forms.

1) Click on the appropriate Menu Item to expand the desired menu. The directory structure

for Purchasing forms referred to in this manual is: SCT Banner Financial Finance Operations Finance Approvals Purchasing and Procurement Request Processing Purchase Order Processing Receiving Processing OR

2) Design your own menu using the My Banner option. (See the Banner Navigation workbook page B-10 for further instructions.)

OR 3) Access a form directly by entering its name in the GO field and pressing the ENTER

key.

Navigation Note: Use the TAB key on the keyboard to advance to the next field. Use the EXIT button to end a form session or to end a Banner session.


Requisition Create To create a requisition in the Banner system, Click Finance Operations (FINOPER) menu. Click Financial (Finance) menu. Click Purchasing and Procurement (FINPURCH) menu. Click Request Processing (FINREQST) menu. Click Requisition (FPAREQN) menu.

OR

Type FPAREQN in the GO box. Press ENTER. The requisition create form consists of five windows. Each window must be completed before moving to the next window. FPAREQN Window


To begin the create process, click NEXT BLOCK. Do not enter any characters or numbers in the Requisition box. The system will assign the requisition number later in the create process. The next window in the create process will appear. This is the Requestor/Delivery Information window. Requestor/Delivery Information Window Enter and/or make changes as needed on this form. Delivery Date, Ship To and Attention To are required fields.

Order Date: The Order Date will default to today’s system date. The order date should not be changed. Trans Date: The Trans Date determines the date the encumbrance transaction for this requisition will occur. The Trans Date should be changed for future year processing only. Future requisitions – To enter a requisition for goods/services that will be received and paid from the next fiscal year’s budget, please enter a date of 01-JUL-YYYY. The (YYYY) year should be the next fiscal year. Example: Future requisitions for FY 2005/06 should be entered with a Trans Date of 01-JUL-2005.


Delivery Date: The Delivery Date is a required field. Please indicate the date you will need the goods/services by typing the date in the Day-Month-Year (DD-MMM- YYYY) format or double click in this field and a calendar will appear for choosing a date. Comments: The Comments field should remain blank as all comments should be entered as document text. Commodity Total and Accounting Total: The Commodity Total and Accounting Total fields will be updated after the Commodity/Accounting window has been completed. In Suspense: After creating your requisition, the In Suspense box will be checked if the requisition has not been completed, generally because of insufficient funds. This box is for information only. Document Text: The Document Text box will be checked if document text (not line item text) has been added to the requisition. See directions for entering document text on pages 26 & 27 of this manual. This box is for information only. Requestor: The Requestor box defaults the name, default chart of accounts, organization, email, phone and fax information for the requisition creator. Please do not change this information. This is used by Purchasing for contact information and problem resolution. Ship To: The Ship To code for the creator will default. If the purchased goods are to be delivered to another location, click the magnifying glass to bring up the Ship To validation form; search for the appropriate ship to code by scrolling or executing a query. Double click the desired code to return to the Requestor/Delivery Information window. The system will insert the information. Use the following information to select a different ship to code: CTLREC Goods will be delivered to Central Receiving. Central Receiving personnel will deliver the order to the designated department. CMSWB Goods will be delivered to the Center for Marine Science at 7205 Wrightsville Ave. CMSMG Goods will be delivered to the Center for Marine Science at 5600 Marvin K Moss Lane. DEPT Goods will be delivered directly to the department. This code should be used for special orders, such as furniture that require special handling and/or installation.


NURCKL Goods will be delivered to the National Undersea Research Center in Key Largo, Florida. PHARM For special medical deliveries for the University Pharmacy. Not for general campus use. WISEHS Goods will be delivered to the Wise Alumni House at 1713 Market Street. MARINE Goods will be delivered to the Marine Trades Center in Beaufort, NC. ONLY To be used when there will not be delivery of goods or when a departmental representative will pick up the order from the vendor. OECC For Purchasing use only. OTHER For Purchasing use only. Attention To: The Attention To: field is required and is limited to 35 characters, including spaces. Enter the name of the department where the goods should be delivered/received and the name of the person that the order is for. Example: Biology/Dr. Smith.

Note: The departmental (File) copy of the purchase order will be sent to the requestor’s department. The receiving copy will be sent to the department shown in the Attention To: field. If necessary, use document text to provide additional distribution instructions.

After completing the Requestor/Delivery Information window, click NEXT BLOCK.

The system will display the Vendor Information window.


Vendor Information Window The Vendor Information window will be used to add a vendor name and address to your requisition.

Vendor: The vendor database may or may not contain the particular vendor or vendor

address that is needed for the requisition. Following is the procedure for searching and adding a vendor from the vendor database.

a) Click the magnifying glass beside the Vendor box for a list of vendors.

b) A dialog box (Option List) will appear. Double click Entity/ID Search (FTIIDEN) to search for the vendor.


c) Search for the vendor by entering the first letter (should be capitalized) of the

vendor’s name followed by a percent (%) sign. Repeat the search as needed using different search criteria.

If a thorough search has been performed and the vendor cannot be found, enter the vendor name, address, phone, etc. information on document text. Please see instructions for creating document text on pages 29 & 30.

d) If the vendor is found, arrow down or click on the appropriate vendor for your

requisition; this vendor information will be highlighted in yellow. Do not use vendors that have a Type code = BDID. These are invalid vendors.


e) Click the Last Name field or click the Select button to carry the vendor forward to

the requisition. The system will return to the Vendor Information window.


If a terminated vendor has been chosen, Banner will give you the following message:

Select another vendor or enter the vendor information as document text. Address Code and Seq#: After selecting the vendor and returning to the Vendor Information window, the default address code and sequence for the selected vendor will appear. If this is not the correct address for the requisition, click the magnifying glass beside the Address Code box. The Address Information (FOQADDR) window will appear; use the arrow down button to display a list of all the addresses associated with this vendor. Select the appropriate address for this requisition; the selection should be highlighted in yellow. Double click or use the Select button to add the address information to the requisition.


If the correct address is not found, highlight the vendor number, click ITEM on the toolbar, click CLEAR and press the TAB key. This will remove the vendor and associated information from the requisition. Enter the vendor information as document text. (See pages 26 & 27 for instructions on entering document text.) Click NEXT BLOCK to advance to the Commodity/Accounting window. IMPORTANT NOTE: At this point, the system will assign a requisition number. Please write this number on any paper documentation that is being maintained for internal purposes. This number will be required when contacting the Budget or Purchasing office.


Commodity/Accounting Window The Commodity/Accounting window is used to:

1) designate document accounting or commodity accounting, 2) enter line item information and 3) assign FOAPA(s).

The Commodity/Accounting is comprised of two blocks – Commodity and FOAPAL. See details below for additional information about each block. Commodity Block Doc Acctg: The Doc Acctg field is used to designate the type of distribution that the system will use when allocating charges on this requisition. There are two options for allocating funds. They are as follows: a) Document Accounting – Charges for all line items will be allocated to the designated FOAPA(s) in the manner in which they are entered in the FOAPAL block, including dollar and/or percent split allocations. This is the


system default. To implement document accounting, a check mark must be showing in the Doc Acctg field. b) Commodity Accounting – Charges will be allocated line-by-line to the designated FOAPA(s). Dollar and/or percent allocations are also allowed with commodity accounting. To implement commodity accounting, remove the check mark from the Doc Acctg box. There is no limit to the number of FOAPA(s) that can be entered for either document accounting or commodity accounting. Comm: The cursor will be flashing at the Comm field. Commodity numbers are not required on requisitions. Disregard this field. Desc: Enter a complete description (including catalog and/or part numbers) for the item that is being ordered. If the description is longer than this line, click Options on the toolbar, click Item Text. The Procurement Text Entry (FOAPOXT) window will appear.

To insert additional item text, click on the first blank line; the field will be highlighted in yellow. Type the remainder of the item description. If the description is longer than this line, arrow down to the next line and continue to enter descriptive information. Repeat this process until the entire description has been entered. Make certain that the Print box is checked for all lines. Click the SAVE icon. Click EXIT. The system will return to the Commodity/Accounting window. The Item Text box (under the Quantity box) will now be checked.


U/M: Enter the unit of measure that applies to this line item. To search a current listing of units of measure, click the magnifying glass and double click on the appropriate code to insert it in the document. Hint: The unit of measure EA (each) applies most often. Quantity: Enter the quantity needed. Unit Price: Enter the unit price of the item. A unit price cannot exceed 9,999,999.99; contact Purchasing for instructions on entering requisitions with unit prices greater than 9,999,999.99. Also, do not enter discounted amounts. (See instructions below under Disc: for entering discounts.) Ext Cost: The system will generate the extended cost (Quantity x Unit Price). Disc: Enter any discount amount in the Disc: field; this includes a trade-in or a lump sum discount. Discount amounts must be entered as a dollar amount. A percentage will not be accepted. Addtl: Any additional charges that may be associated with this line should be entered in the Addtl field. Tax: The University is tax-exempt. Tab through this field.


Comm Line Total and Doc Comm Total: The Commodity Line Total field will display the total for the highlighted line. The Doc Comm Total field will display the total for all lines on the requisition. After creating the first commodity line item, the accounting allocation must be designated for this requisition. Following are procedures for creating a requisition with either allocation: Important Note: If document accounting is being used, continue to add any additional line items. To enter additional lines, click on the Desc field, arrow down from the yellow highlighted line item to the next blank line or click on the next blank Desc line. Enter the pertinent information as described in Desc through Doc Comm Total above until all line items have been entered. Commodity Accounting - If commodity accounting is being used, make certain the Doc Acctg field is unchecked and click NEXT BLOCK to enter the appropriate FOAPA(s). (See page(s) 12 & 13 for entering FOAPA information.) After completing the FOAPAL block, click the Previous Block icon to add the next line item. Repeat the process of entering line items and immediately entering the FOAPA until all line items and associated FOAPA(s) are entered. Navigation Note: If a new blank description line has been selected and the NEXT BLOCK icon is clicked, the system will give you an error message “Commodity Code or Description Should Be Entered”. The system assumes that a new line item is being created. To clear this error, click on or arrow up to the last line item entered and then click NEXT BLOCK.

Once the last line item has been created, click NEXT BLOCK. This will be the FOAPAL block of the Commodity/Accounting window. Navigation Note: If you are in the FOAPAL block and realize that the allocation should be commodity accounting, click Previous Block and uncheck the Doc Acctg box. If the FOAPAL has been entered, highlight the FOAPAL and click Record, Remove. This will remove the FOAPAL; click Previous Block and uncheck the Doc Acctg box. Enter the FOAPAL information again as needed.

FOAPAL Block C: The chart of account code “W” will default. Yr: The current fiscal year will default. Do not change. Future requisition processing – If a future year transaction date has been entered on the Requestor/Delivery Information window, the Yr field will display the two digit code for the next fiscal year. Index: An index code is not currently used at UNCW. Fund: Enter the appropriate fund code or click the magnifying glass beside Fund to search for a fund.


Orgn: The default organization code will be displayed. The default can be changed as needed. Acct: Enter the appropriate account code or click the magnifying glass beside Acct to search for an account. Prog: The default program will be displayed. The default can be changed as needed. Actv: If applicable, enter an activity or click on the magnifying glass beside Actv to search for an activity. Locn: The location code is not required on the requisition. The Fixed Asset Administrator will assign a location to applicable fixed asset purchases. No data entry is required for this field. Proj: Not used at UNCW. %: To allocate charges to a FOAPA by a percentage, click the % field (a checkmark will appear). Enter the percentage in the Ext field. For example: to allocate 50% of a requisition to a specific FOAPA, click the % box and enter 50 in the Ext box. The system will automatically calculate the dollar amount that should be allocated to the highlighted FOAPA. Ext: If all the costs associated with the requisition should be charged to the designated FOAPA, press the Tab key and the system will calculate the totals. If a specified dollar amount is to be allocated to a specific FOAPA, the amount should be entered in the Ext. field. Note: There is no limit to the number of FOAPA(s) that can be assigned to a requisition regardless of whether document accounting or commodity accounting allocation is used. However, when splitting the costs by dollar amount or percentage, the total of all the allocations must equal the amount of the requisition.

Disc:, Addtl: and Tax: Tab through these fields; there is no input required. The system will display any discount or additional charges that were entered in the commodity block. Sales tax does not apply. FOAPAL Line Total and Document Acctg Total: The system will automatically calculate and display the dollar amount allocations for both the line and document. Please verify these totals to make certain the correct information has been entered. If the amounts are incorrect, please make the necessary corrections and Tab through the FOAPAL block to recalculate the charges.


Navigation Note: The FOAPA that is currently being used will be highlighted in yellow. The sequence number will be shown in the FOAPAL block directly under the word FOAPAL. Please make certain that the correct FOAPA sequence is highlighted when entering or making adjustments to the allocations.

Once all line items and FOAPAL information are entered, click NEXT BLOCK. The Balancing/Completion window will appear.


Balancing/Completion Window The Balancing/Completion window will recap information about the requisition. Verify that the status column(s) are balanced. Click the COMPLETE button to finalize the requisition.

If a vendor was selected from the vendor file and there are sufficient funds, the document will display the message “Document Req # completed and forwarded to the Approval process” at the bottom of the first FPAREQN window. If a vendor was not selected from the vendor file (entered as document text) and there are sufficient funds, the system will display the following message after clicking the COMPLETE button.


This is for information only. Click YES and the system will display the message “Document Req # completed and forwarded to the Approval process” at the bottom of the first FPAREQN window. If you have insufficient funds, the system will display a “Document Items in Suspense” message as shown below:

This is for information only. Click the CLOSE button; the document will now be in suspense. To resolve the insufficient funds situation, an online budget revision (journal voucher) can be processed to move funds to cover the purchase. If circumstances dictate, contact the Budget Office for an override. After overriding a requisition, the Budget Office will place the requisition in process. It is the requisition creator’s responsibility to complete the document by accessing the Balancing/Completion window and clicking the COMPLETE button. Note: Purchasing staff will not have access to override requisitions.

After the document is completed, it will be forwarded to the approval process. Note: Once a requisition has been completed, form FPIREQN must be used to view the document. To open the requisition for changes, the requisition creator can use form FOADOCU to deny the document or the approver can mark the document disapproved. See Approvals on pages 21-26 for more details.


Approvals Electronic approvals are assigned for each Org and are required on all requisitions that are created in Banner. The requisition creator does not have to approve the requisition. A Banner user cannot have both requisition create and approval authority. A budget authority or his/her designee must log into Banner and electronically approve the document using the Banner approval forms. Important Note: The approver will not receive an email notification that there are requisition(s) awaiting his/her approval. It is strongly recommended that each department develop internal procedures for notification of approval requirements.

To electronically approve requisitions, use the following Banner forms: FOIAINP – Approval Notification & FOAUAPP – User Approval: If you are an approver and there are documents that need your approval, FOIAINP will be the first form that is displayed when trying to access any Banner form. Form FOAUAPP can be accessed to approve or you may navigate to other forms as needed. The FOIAINP form will continue to appear until all approvals have been posted.


To view documents that require approval using FOIAINP, click Options, User Approval. This will display the FOAUAPP window. Click NEXT BLOCK to display a list of all requisitions that require your approval.

At this time, the approver can: Approve the document by clicking the Approve button. Once Approve has been clicked, a Document Approval window will appear. Click OK again at the system message “Document has your approval” window. The requisition will be removed from the approval queue.

OR

Disapprove the document by clicking the Disapprove button. If a document is disapproved, an electronic message will be sent through Banner (not Outlook) to the requisition creator. This notification should explain the reason for the denial of the document. Once a document has been denied, it opens the document for further processing/changes. After changes have been made, the document must go through the Balancing/Completion process again. The word “DENY” will be placed in the status code for this document until it is completed and approved.

OR

View details (FOAPA, line items, etc) of the document by clicking on the Detail button. After clicking Detail, the FOQRACT window will open and the FOAPA information will be displayed. To access additional windows, click Options and select either Document Query to view the requisition or View Commodities to view the line items only. (Exit any open query window to return to the FOAUAPP window.)


FOAAINP – Document Approval This form will display all the queues/levels responsible for the approval of a specific requisition. To view a specific document, enter the requisition number in the Document field, click NEXT BLOCK. The system will display the queue ID, description and the approvers’ names. You may approve, disapprove or view details from this form.

Navigation Note: If a document number is entered that has already been approved, the system will display a message “Document not found in approvals”. Click OK and use form FOIAPPH to view the approval history.


FOIAPPH – Document Approval History This form provides an online display of the approval history for a specific document. To view the approval history of a specific document, enter the requisition number in the Document field. Press F8 to execute the query. The system will display the approver’s name and the date the approval was posted.


FOIAPHT – Approval History This form is a query form that will display documents that have been approved. Use Banner search keys F7 and F8 to search for requisitions meeting specific search criteria.


FOADOCU – Document by User If a requisition needs to be changed after it has completed, go to form FOADOCU to open the document. The requisition can be opened by the requisition creator only. On form FOADOCU, confirm that the Orig ID: is your username, tab to the Document: field and enter the requisition number that needs to be opened. Click NEXT BLOCK. The system will display the document information in the next block. If the Sta (status) field is equal to C (completed), click the Deny Doc X at the far right of the document information. This will place the requisition in an incomplete status; changes can then be made on FPAREQN. Remember to complete the requisition after all changes have been made.

Important Note: A requisition will encumber and can be processed by Purchasing after all approvals have been posted.


Document Text Document text is used to enter text information about your requisition. This includes vendor information, clauses and other important notes to the Purchasing department or the vendor. Text can be entered at any point in the requisition create process after the Delivery Date has been entered on the Requestor/Delivery Information window. To enter document text, click Options, Document Text. The Procurement Text Entry (FOAPOXT) window will open.

Click in the first blank line under the word TEXT. The field will now be highlighted in yellow. Type the desired text; these fields do not wrap. If additional lines are needed, arrow down to the next line until all text has been completely entered. When entering vendor information, please enter all pertinent information in the format shown below:


Navigation Note: A dash must be entered at the beginning of any line that will be left blank; otherwise, the system will not allow entry of additional lines of text.

The print box defaults to Print and should not be changed. Click the SAVE icon on the toolbar. Click EXIT. The system will return to the last Requisition Entry: window that was open.


Clauses A clause can be entered at any point in the requisition create process after the Delivery Date has been entered on the Requestor/Delivery Information window. There are two ways to add a clause to a requisition. They are as follows: Click Options, Document Text. The Procurement Text (FPAPOXT) window will open.


1) Click the magnifying glass at the Modify Clause box on the Procurement Text Entry (FOAPOXT) window. This will open the Clause List (FOICLAU) window.

Review the list of clauses to determine the clause(s) that will apply to the requisition. To select the clause that applies to the requisition, click on the clause number in the clause list and click the select button. The system returns to FOAPOXT and the clause number will appear in the Modify Clause box.


On form FOAPOXT, click Record, Insert. The system will load the clause in the text section of the form.


Repeat this process for each clause that applies to this requisition. To return to the requisition create form FPAREQN, click on the exit button. 2) Click Options, Document Text. The Procurement Text (FOAPOXT) window will open.

Review the list of clauses to determine the clause(s) that will apply to the requisition. (The corresponding number in the Clause field will be entered on the FOAPOXT window.) Exit the FOICLAU window to return to the FOAPOXT window. Click NEXT BLOCK. At the next available blank line, enter the appropriate clause number in the Clause # field. Make certain the print field is checked. If additional clauses are needed, arrow down to the next available blank line and enter the clause number. There should be only one clause per line on form FOAPOXT. There is no limit to the number of clauses that can be put on a requisition.


After entering the appropriate clause(s), click the Save icon. Click EXIT. The system will return to the last Requisition Entry: window that was open.


Requisition Change There are two ways to open a requisition to make changes to that document. A requisition creator can use form FOADOCU (see page 26) to deny the document. OR An approver can disapprove the requisition (see FOIAINP, page 22). If a requisition is opened and changed, it must be completed again. Once all approvals are posted, the requisition cannot be changed. Requisition to Requisition Copy To copy an existing requisition to a new requisition, enter form FPAREQN at the Banner main menu. Click the copy button that appears adjacent to the magnifying glass.


The copy FPAREQN box will open.

Enter the previously created requisition in the Copy From Requisition box. (Use the magnifying glass to search if the requisition number is not known). Click OK. The system will copy the requisition to a new requisition. The system will display the Requestor/Delivery Inform form with the new requisition displayed. Next Block through all the FPAREQN windows, making any necessary changes to the new requisition. The new requisition must be completed on the Balancing Completion form.


Frequently Asked Questions

1. How do I process an emergency or pressing needs order? An emergency/pressing needs order should be processed as follows:

A. The department must enter the requisition in Banner with pertinent information such as fax instructions, express shipping authorizations, etc. provided. Departments will be notified by the system of an insufficient funds problem at the time of completing a requisition. All necessary budget revisions or overrides and approvals should be performed by the department prior to contacting Purchasing for an emergency number.

B. Upon electronic approval of a completed requisition, the department must

contact Purchasing with the requisition number. If you do not know the name of the buyer that will be processing your requisition, you can call Purchasing’s main extension 3158. You will be transferred to the appropriate agent.

NOTE: Following are definitions of emergency and pressing needs orders: Emergency – A situation which endangers lives, property or the continuation of a vital program and which can be rectified only by immediate on-the-spot purchase (or rental) of equipment, supplies, materials, printing or contractual services. Pressing Needs – A need arising from unforeseen causes including, but not limited to, delay by contractors, delay in transportation, breakdown in machinery, airfare pricing or unanticipated volume of work and which can be rectified only by immediate on-the-spot purchase (or rental) of equipment, supplies, materials, printing or contractual services.

2. How do I process an order when the system is down? Normally the system is not down for an extended period of time. If, however, the system is down and a requisition needs to be created, the following process must be followed. A. The department must complete the requisition input form (http://www.uncw.edu/sp/admforms/FormsPDF/pur110fy.pdf), obtain appropriate approval signatures and hand deliver the form to the Purchasing office.

B. Upon receipt of the form, the Purchasing Office will evaluate the request and assign a requisition number and a purchase order number. Purchasing will enter the order as a purchase order only. Therefore, there will never be a requisition encumbrance entry for this type of emergency request.


It is important to remember that when the system is down for departments, it is also down for Purchasing. Therefore, unless it is an emergency/pressing need, all requests should be held until the system is available. 3. How do I process a requisition using funds from two or more departments?

EXAMPLE: Two different departments want to purchase a single piece of equipment. There will be FOAPALs from two different organizations. SOLUTION: The requisition input form must be completed, approved by both departments and forwarded to the Purchasing Office.

4. How do I process a requisition using funds from another department? For example, if a dean has given a department authorization to use funds from his/her FOAPAL, the department must complete the requisition input form and forward it to the Dean’s office. Since the dean’s office has the appropriate security for requisition input, the requisition must be electronically created by this office.

5. How do I process a requisition when access to a valid FOAPAL is denied during requisition input? If access to use a FOAPAL is denied, contact the Purchasing office. 6. What happens to requisitions when they have not been completed?

A requisition should be completed immediately following creation. As follow-up to this, Purchasing will check twice weekly to determine which requisitions are in suspense and/or not completed. A Purchasing representative will contact the department as a reminder to complete and approve the requisition. Requisitions that are in suspense because of insufficient funds should be cleared up immediately by the department. This can be done with a budget revision and/or telephone contact with the Budget Office.

7. What happens to an unapproved requisition? A requisition should be electronically approved soon after creation. If it is not, all processing by Purchasing is held until approval is obtained.

8. Insufficient Funds/Electronic Budget Revision If a budget revision cannot be processed in your office, contact the Budget Office for assistance, extension 3914.

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