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© 2010 Ivy Tech Community College All rights reserved. This documentation is proprietary information of Ivy Tech Community College and is not to be copied, reproduced, lent or disposed of, nor used for any purpose other than that for which it is specifically provided without the written permission of Ivy Tech Community College. The unauthorized possession, use, reproduction, distribution, display or disclosure of this material or the information contained herein is prohibited. Prepared By: Ivy Tech Community College 50 West Fall Creek Parkway North Drive Indianapolis, Indiana 46208 www.ivytech.edu Release Version 3.0 January 2014

Finance

Banner Purchasing

Training

Instructor Led

http://www.ivytech.edu/

Ivy Tech Community College Training

Banner Finance – Purchasing

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Banner Finance - Purchasing 2 v 3.0 January 2014

Contents

INTRODUCTION........................................................................................................... 4

Workbook goal ............................................................................................................................ 4

Intended audience ...................................................................................................................... 4

Workbook revision history ..................................................................................................... 4

Prerequisites ................................................................................................................................ 4

Learning Objectives ................................................................................................................... 4

TERMS & CONCEPTS ................................................................................................. 5

ENCUMBRANCE OVERVIEW ................................................................................... 8

Purpose ........................................................................................................................................... 8

Approval Overview .................................................................................................................... 8

Budgetary Impact ....................................................................................................................... 9

PURCHASE ORDERS ................................................................................................. 10

Purpose ........................................................................................................................................ 10

Creating a Regular Purchase Order .................................................................................. 11

Creating a Standing Purchase Order ................................................................................ 24

Creating a Purchase Order by Copying from an Existing Purchase Order ........ 35

Changing a Purchase Order by entering a Change Order ......................................... 37

Printing a Purchase Order .................................................................................................... 44

Printing a Change Order ....................................................................................................... 45

Cancelling a Purchase Order ............................................................................................... 46

Cancelling a Change Order ................................................................................................... 47

Closing a Purchase Order or Commodities on a Purchase Order ......................... 48

Reopening a Purchase Order which was Previously Closed ................................... 51

GENERAL ENCUMBRANCES.................................................................................. 54

Purpose ........................................................................................................................................ 54

Creating a General Encumbrance ...................................................................................... 55

Adjusting or Liquidating a General Encumbrance ...................................................... 59

USING JVS TO REDUCE OR CLOSE ENCUMBRANCES .................................. 63

Purpose ........................................................................................................................................ 63

Reducing an Encumbrance by using a JV........................................................................ 64

Closing an Encumbrance by using a JV ............................................................................ 70

QUERIES....................................................................................................................... 76

Purpose ........................................................................................................................................ 76

FGIENCD – Detail Encumbrance Activity ....................................................................... 76

FGIENCB – Encumbrance List ............................................................................................. 77

FGIOENC – Organizational Encumbrance List .............................................................. 78



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FGIDOCR – Document Retrieval Inquiry ........................................................................ 79

FPIPURR – Purchase/Change Order Query from ........................................................ 80

FPIPOHD – Purchase Order Validation ........................................................................... 81

FPIOPOB – Open Purchase Orders by Buyer ................................................................ 82

FPIOPOV – Purchase Orders by Vendor ......................................................................... 83

FPIOPOF – Open Purchase Orders by FOAPAL ............................................................ 84

FPIPORS – Purchase Order Suspense List ...................................................................... 85

FPIEOCL – Encumbrance Open/Close List..................................................................... 85

FOIDOCH – Document History ........................................................................................... 86

FTVCOMM – Commodity Validation ................................................................................. 87

REMOVING INCOMPLETE DOCUMENTS .......................................................... 88

Purpose ........................................................................................................................................ 88

Identifying Your Incomplete Documents ....................................................................... 88

Incomplete Purchase Orders ............................................................................................... 88

Incomplete Change Orders .................................................................................................. 89

Incomplete Open/Close Documents ................................................................................ 90

Incomplete General Encumbrances.................................................................................. 91

JOB AIDS ...................................................................................................................... 92

Encumbrance Adjustments and Closures Grid............................................................. 92



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Introduction

Workbook goal

The goal of this training module is to provide you with the knowledge and practice to create,

change, liquidate, and query encumbrances at Ivy Tech. The workbook is divided into these

sections:

Encumbrance Overview Queries

Purchase Orders Removing Incomplete Documents

General Encumbrances Job Aids

Intended audience

Staff members who are responsible for processing purchase orders, change orders, and general

encumbrances, and who liquidate and close encumbrance transactions should complete this

workbook and use it for reference.

Workbook revision history

VERSION DATE REVISION

1.0 July 2007 Original Release

2.0 January 2011 Revised format, updated screen prints, updates current through Banner Finance 8.4

2.1 April 2013 Corrected typo in Exercise 1, step 99; updated Exercise 4, step 2 to say “NEXT”.

3.0 January 2014 Replace “Higher Markets” text with “Ivy Market”, Instructions updated to state Commodity Codes are not required.

Prerequisites Banner INB Navigation

Chart of Accounts Structure

Learning Objectives After completing this training, you will be able to:

1. Differentiate between Ivy Market requisitions and Banner purchase orders.

2. Enter purchase orders into Banner

3. Process change orders

4. Liquidate and close purchase orders

5. Enter and maintain general encumbrances

6. Perform encumbrance/purchasing queries



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Terms & Concepts TERM DESCRIPTION

Account Code A numeric or alpha/numeric designation for individual asset, liability, fund balance, revenue, expenditure and transfer account classifications.

Activity Code Alpha/numeric designation to allow for more detailed reporting/tracking than an account code provides. Typically only used by specific user group(s). Optional code: not required for transaction processing.

Activity Date The date a document actually receives its final approval and posts to the ledgers.

Change Order A document that changes a completed and approved purchase order.

Closed Encumbrance

The balance of the encumbrance is $0 and no adjustments or invoices may be posted against it.

Commit Type The Commit Type determines how an encumbrance that is open at year end will be rolled in terms of the user’s ability to distinguish it from a current year encumbrance.

Committed The encumbrance will be treated as a prior year encumbrance that has been rolled to the current year and whose purpose and budget have been set aside from the current year’s operating budget. Its balance is reflected in the Prior Year Encumbrance Control account in the current year. Ivy Tech does not use Committed encumbrances.

Uncommitted The encumbrance rolls into the current year with no distinction of being from a prior year. Its balance is reflected in the Encumbrance Control Account in the current year. When the commit type is Uncommitted, the budget disposition must be unrestricted. Ivy Tech only uses Uncommitted encumbrances.

Commodity Something that is bought or sold.

Commodity Level Accounting

Commodity level accounting allows you to assign one or more FOAPALs to each specific commodity (line of the Purchase Order).

Document In Banner Finance a Document is a transaction. The system assigns each document a unique document number.

Document Level Accounting

Each commodity (line of the Purchase Order) is assigned the same FOAPAL(s) distribution. The distribution may be either via a percentage of the total or a manually-entered amount.

Drill Down Process of navigating from one form to another which advances you to the next level of detailed information.



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TERM DESCRIPTION

Encumbrance A commitment of funds (or claim on funds) to purchase goods or services. Also referred to as “Commitment” in Banner.

Encumbrance Ledger

A subsidiary ledger which maintains the encumbrance activity.

Fiscal Year The College’s financial reporting year: July 1 to June 30.

FOAP Acronym for Fund-Organization-Account-Program.

Fund An alpha/numeric designation for a self-balancing set of accounts in which transactions are recorded.

Ivy Market system

An on-line e-procurement system used to enter requisitions for products or services. Pre-established catalogs or punch out sites may be used for product/service selection.

Incomplete Documents

Documents that have not been completed by the user and therefore have not routed for approval.

Liquidate Used in reference to an encumbrance means to reduce the balance.

Location Code Used in Fixed Asset module to track where assets are located. Not used for transaction processing.

NSF checking Indicates that the system is checking whether sufficient budget exists to support the transaction. Reference the Banner Finance General Accounting Workbook for full details regarding budget checking.

Open Encumbrance

The balance of the encumbrance may be any amount (even $0) and adjustments or invoices may be posted against it.

Operating Ledger

Posted transactions for revenue and expense account codes.

Organization Code

A numeric designation for departmental/budgetary subdivisions. This refers to the department or office that controls the budget. Commonly referred to as Org Code.

Posted Transactions

Transactions that are recorded in the permanent financial ledgers of the college. Does not include those that are incomplete or pending approval.

Program Code Within Chart of Accounts structure, refers to the functional classification of a transaction i.e. instructional, academic support, etc. Determined by the Organization code.

Purchase Order (PO)

A commercial document used to request a vendor to supply something (product or service) in return for payment. Vendors, prices, terms and conditions of the order are specified here.

Regular Order A purchase order that details units (quantities) and unit prices.

Requisition An internal request to purchase something. A requisition must receive all required approvals before it becomes a purchase order.



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TERM DESCRIPTION

Standing order A purchase order for a lump sum. A standing order does not contain units (quantities); it only contains dollar amounts.

Transaction Date

The date assigned to a document. The month of the transaction date identifies the fiscal period the document will post to.

U/M Acronym for Unit of Measure. Used in the Purchasing and Procurement module to designate the form in which a commodity is ordered, i.e., box (BX), each (EA), gallon (GL), etc.

Vendor Company or person from which goods or services are purchased.



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Encumbrance Overview

Purpose The purpose of this section is to explain why encumbrances are necessary and to distinguish how

the Ivy Market (IM) system and Banner Purchasing are used to complement one another.

Approval Overview

Origination of encumbrances:

The majority of purchase orders will originate in Ivy Market as a requisition, where it will route

electronically for approvals. Once all required approvals are satisfied, the requisition will

automatically post as a purchase order in Banner and create an encumbrance in the ledgers.

There are times when a purchase order cannot originate in Ivy Market and needs to be entered

directly into Banner. For example, employees are not set up as vendors in IM; therefore,

employee reimbursements cannot be entered into IM.

Even though a purchase order does not originate in IM and is entered directly into Banner, it

must still receive the appropriate approvals and/or required documentation as indicated in the

Financial Management Manual (FMM). The approvals and documentation must be maintained

and available for audit purposes.

Increases to encumbrances:

If it is determined that a posted purchase order needs to be increased, the increase needs to be

entered as a change order in Ivy Market so that it can route for the appropriate approvals. Once

the change order is approved in IM, the change order must be manually entered in Banner. If the

purchase order did not originate in Ivy Market, the increase must receive appropriate approvals

per the FMM, and documentation must be maintained for audit purposes. Then the change order

should be manually entered in Banner.

Changes to Organization codes:

If an Org code needs to be changed, regardless of whether the dollar amount of the PO is

changing, a change order should be entered in IM. This is so that the department representing

the new Org code can approve the charge for their department. Once the change order is

approved in IM, the change order must be manually entered in Banner.

Liquidation of encumbrances

When an encumbrance needs to be decreased, or liquidated and closed, that must be done in

Banner. Cancelling a purchase order in IM, has no effect on the encumbrance balance in Banner.



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Budgetary Impact Ivy Tech Community College must operate within a balanced budget that is established at the

beginning of each fiscal year. Each region is responsible for keeping expenditures within their

budget. Encumbrances can assist with this because they make a claim/commitment against the

budget thereby reducing the remaining available budget to spend. When the vendor invoice

posts against the PO, the encumbrance is reduced, and the actual expense is incurred.

The example below illustrates the budgetary impact of encumbrances and vendor invoices:

Action Original Budget

Transactions

Encumbrance Transactions

Expense

Transactions

Budget Balance Available to spend

Annual budget input + $5,000.00 $5,000.00

Purchase order posts $2,000.00 $3,000.00

Vendor invoice posts against purchase order

($1,000.00) $1,000.00 $3,000.00

Encumbrance liquidated & closed because remaining items out of stock

($1,000.00) $4,000.00

Ending Balances $5,000.00 $0.00 $1,000.00 $4,000.00



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Purchase Orders

Purpose The purpose of this section is to explain how purchase orders are created in Banner, how change

orders are entered in Banner, and how to liquidate and close purchase orders in Banner.

A Purchase Order is a commercial document used to request a vendor to supply something

(product or service) in return for payment. Vendor, prices, terms and conditions of the order

are specified.

Types of purchase orders in Banner Finance:

Standing - A purchase order to a specified vendor for a lump sum dollar amount. A standing

order does not contain units (quantities).

A standing purchase order is often used for annual utilities or annual rent or

consulting services.

A standing order should not be used with a capital account code or any account

code that creates a tag in the fixed asset module.

The “multiple” invoice functionality cannot be used with a standing purchase

order when vendor invoices are entered for payment.

Regular - A purchase order to a specified vendor that details units (quantities) and unit prices.

An extended value is calculated from quantities and units prices.

A regular purchase order should be used when you need to order multiple

quantities of an item and/or various items.

If an account code is used that creates a tag in the fixed assets module, one tag

will generate for each unit of quantity entered on that commodity line.

Blanket – Not used by the College because it only creates a memo entry and does not create an

encumbrance.



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Creating a Regular Purchase Order

Exercise 1: Creating a Regular Purchase Order

Objective: Enter a purchase order with multiple commodities and FOAPs. (Typically this type of

order should originate within Ivy Market. It is illustrated here to educate users regarding the

Banner functionality if it is ever needed.)

Form to Use: FPAPURR

Step Action

1 Type FPAPURR in the GO TO field and press enter. The purchase order form displays.

2 Purchase Order: The system will assign the next purchase order number, so do not enter anything into this field. Until the system assigns the number, “NEXT” will appear in this field. Perform a Next Block [Ctrl>PgDn].

3 TAB through the Blanket Order field since blanket orders will not be used. Select Regular in the Order Type field.

4 The Order Date defaults to today’s date but can be changed. Use today’s date for this example.

5 The Transaction Date defaults to today’s date but can be changed. For this example, use today’s date. NOTE: The month of the transaction date is the month the document will post to in the ledgers.

6 Enter the date you need it delivered in the Delivery Date field. For this example, use today’s date.

NOTE: Delivery date must be the same as or later than the order date.

7 The Comments field is optional. Anything entered in this field is only viewable within Banner; it does not print on the PO. For this example, enter the comments “At request of Chancellor”. TAB to the Buyer Code field.

8 The Document Level Accounting checkbox will default to unchecked. If checked, each commodity line (line of the Purchase Order) is assigned the same FOAPAL(s) distribution. In this example, leave it unchecked.

Note: If Document Level Accounting is checked on the PO, when the vendor invoice is entered against the PO, Document Level Accounting will apply to it also and cannot be removed. However, the FOAP may be changed at the invoice time even if Document Level Accounting is checked.



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9 Enter a buyer code or click the Search icon (arrow button) to find one. The buyer code is typically the person from the Business Office who is entering the purchase order. For this example, use C11.

10 The BO Termination Date field is the date the blanket order terminates. Since we don’t use blanket orders at ITCC, this field should be blank.

11 The value in the NSF Checking field indicates whether or not the (online) non-sufficient budget checking feature is activated. This value is determined at the fund level by authorized users and cannot be changed. Reference the “Banner Finance General Accounting Workbook” for full details regarding budget checking.

12 Do NOT check the Deferred Editing checkbox. If unchecked, the user will see immediate display of data-entry errors and can resolve them. If checked, the system will not check for data-entry errors until the document goes through the posting process.

13 If you had systematically copied this PO from another PO, that PO number would appear in the Purchase Order Copied From field. This functionality is explained in Exercise # 3.

14 Your screen should look like this at this point

15 Perform a Next Block [Ctrl>PgDn]. The Requestor/Delivery Information screen appears.

16 Requestor field: The name of the user entering the PO should default. You can change it if necessary.

17 COA field: This is to identify the Chart of Accounts and should default to “C”. If it does not, enter “C”.

18 Organization: The Org code may default in from the user’s profile record (FOMPROF) if a default was established. If the field is blank or you need to change the default, enter the Org code or search for an Org code by clicking the search icon (arrow button). This Org code will default on the FOAP records of the PO. However, it can be changed on the FOAP records if necessary. For this exercise, use the default or enter any data-enterable Org code.



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19 The Email, Phone Number, Extension, Fax, and Extension fields will default in from the user’s profile record (FOMPROF) if a default was established. If nothing defaulted, they can be completed or left blank. For this example, complete the fields as desired.

20 Ship To: The address may default in from the user’s profile record (FOMPROF) if a default was established. If you need to enter one or change the default, select one by clicking the search icon (arrow button). For this example, use C1ANTH. .

21 The address, phone, contact, and attention to fields will default based upon the Ship To entered.

Attention To is the name or title of the person you wish to receive the delivery. This field may be overwritten if necessary.

Contact is the name of the primary contact at the location of delivery.

22 Your screen should look comparable to this at this point.

23 Perform a Next Block [Ctrl>PgDn]. The Vendor Information screen appears.



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24 Enter a Vendor ID in Vendor field or click on the Search icon to find one if necessary. For this example, we will search for Spectrum Janitorial Supply Corp. After clicking the Search icon, the Entity Name/ID Search screen opens in query mode.

To search for a corporation, use the Last Name field to query any portion of the company name.

To search for a person (employee), use the Last Name field and/or First Name field and/or Middle Name field to query.

Shown below is one way to search for Spectrum Janitorial Supply Corp:

25 Execute the query (F8) to return the search results. If the vendor you want is not listed, check your spelling or try another portion of the name and requery.

26 Position your cursor on the record you wish to select and double click it to return that vendor back to the PO. The remaining fields on the Vendor Information tab will default in from the vendor’s profile.

27 Vendor Hold: If this box is checked it means the vendor is on a purchasing hold. The system will allow user to continue entry and requires an override when the user attempts to “Complete” PO. No users are authorized to override a vendor purchasing hold, so users won’t be able to complete the PO. Therefore, if user notices the Vendor Hold box is checked, user should cease entry of PO at this time.

28 The address shown is where the PO will be sent for order fulfillment. If the address does not appear correct, use the Address Type field to search for another. These are the different address types you may see for a vendor:

BU: Business address

RM: Remit to address

DD: Vendor is set up for direct deposit

HH: Employee Home address

HM: Employee Mailing address if different from HH.



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29 The discount rate will default based upon the vendor’s profile and can be changed here if necessary. For this exercise, use Net 30 Days. (When the vendor invoice is entered against the PO, the Invoice Due Date will default based upon the discount code used. The discount code and the discount amount can be changed at the time the invoice is entered.)

30 FOB Code: This field represents the payment status of freight and whether title passes at the shipping point or at the destination. For this example, use 02.

31 The Tax Group field and Disbursing Agent fields will not be used.

32 The Class Code field will not be used.

33 Carrier field: This represents the ID and name of the shipping carrier. Enter the ID number or use the Search icon to select from the list. For this example use C03152206/Federal Express Corp.

34 Currency: Do not use this field since we don’t use foreign currencies within Banner Finance.

35 Document text may be added to the purchase order. Document text is additional information that can be added free-form. NOTE: Document text does print on the Purchase Order form.

From the Options menu select Document Text (FOAPOXT). The cursor will be in the Modify Clause field. There are no clauses pre-established, so perform a Next Block [Ctrl>PgDn].

36 In the Text field, enter your additional text. In this exercise type “Rush Order! Please ship ASAP”. You are limited to 50 characters per line. If you need to use another line, perform a Next Record [arrow down] to the next line.

37 Check the Print field on each line where you have text.

38 Line field: The system will assign a numeric number here after you save the record. Do not enter anything into this field.

39 Save the Record (F10). Verify on the hint line that the records were saved. Your screen should look comparable to this:

Note that the system has now assigned a PO number in the Code field.



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40 Perform a Quit function [Ctrl>Q] to return to the Vendor Information tab of the PO.


The PO number is reflected in the Purchase Order field and the Document Text box is now checked.

42 Perform a Next Block [Ctrl>PgDn] to go to the Commodity/Accounting tab.

43 Commodity: A Commodity Code is not required. Leave blank.

44 Description: The Commodity Description is required to identify the product or service. In this example type “Angle brooms”.

45 U/M: The unit of measure will default in for the commodity but can be overwritten if necessary. Enter a unit of measure in the U/M field or select one using the Search icon. For this example, use “EA”.

46 Tax Group: Do not use; not applicable to ITCC.

47 Quantity: Enter the quantity of items to be purchased for this commodity. Type “10”.

48 Unit Price: Enter the unit price of this commodity. Type “7.00”. If you don’t enter a decimal, it will add “.0000” for you. Do not enter a dollar sign. Note that the Extended field is calculated and not editable. TAB to the next field.

49 Discount: If a discount code was previously entered, this amount is system calculated and not editable. If no discount code was entered, the user may enter any amount. The amount should be entered as a positive, not a negative.

Note: The discount may be changed when the vendor invoice is entered against the PO.

50 Additional: This field may be used for shipping or other incidental charges. You may enter a positive or negative amount in this field. Type “5.00”.

51 Tax: This field is not editable since ITCC does not pay tax.



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52 Commodity Line Total: The sum of the Extended, Discount, Additional, and Tax fields. This field is not directly editable.

52a Item text may be added to a specific commodity item. NOTE: Item text does print on the Purchase Order form directly below the item.

From the Options menu select Item Text (FOAPOXT). The cursor will be in the Modify Clause field. There are no clauses pre-established, so perform a Next Block [Ctrl>PgDn].

52b In the Text field, enter your additional text. In this exercise type “No substitutions”. You are limited to 50 characters per line. If you need to use another line, perform a Next Record [arrow down] to the next line.

52c Check the Print field on each line where you have text.

52d Line field: The system will assign a numeric number here after you save the record. Do not enter anything into this field.

52e Save the Record (F10). Verify on the hint line that the records were saved. Close the form to return to the PO.

53 TAB to move your cursor moves back to the Commodity field. From here you can either arrow down to enter another commodity record or perform Next Block to the FOAPAL block for the commodity we just entered.

54 Do not check the Add Commodity or Distribute boxes. These are not used by ITCC.

55 Perform Next Block [Ctrl>PgDn] to the FOAPAL block so that we may enter the FOAP for our 1st

commodity record.



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56 Your screen should look comparable to this:

The records shown in the FOAPAL block relate specifically to the record highlighted in the Commodity block.

57 COA: Chart of Accounts should default to C; if not type “C”. TAB to next field.

58 After the previous TAB, the Yr, Fund, Orgn, & Prog will default.

Yr: The fiscal year the transaction will post to.

Orgn: From the Requestor information that was entered. Can be changed here if necessary.

Fund: Will default from the Orgn code in some cases. Reference the ”Banner Finance Chart of Accounts Workbook” for chart default information. Can be changed here if necessary.

Prog: Will default from the Orgn code.

TAB to the Acct field.



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59 Acct: The account on a PO must be an expense account; not an asset, liability, or revenue account. Enter the account code or use the Search icon to select one. When FTVACCT displays enter a query (F7) and search for Internal Type 70. You can also enter search parameters in the Title field to narrow your search results. It is case sensitive. Your query could look like this to search for custodial expense accounts:

Execute the query (F8) and the results are shown:

60 Verify that the account you want has a “Y” in the Data Entry field. If so, highlight and double click the record you want to return it to the FOAPAL block. If the account you want does not have a “Y” for Data Entry, you will need to query and select another account. For this example select 3358. TAB to the Actv field.

61 Actv: Activity code is only used by some regions and only when authorized by the EDF. Leave blank for this exercise and TAB to the next field.

62 Locn: Location code is only used in the Fixed Asset module and not used for purchase orders. Leave blank and TAB to the next field.

63 Proj: Project code is not used by ITCC, leave blank and TAB to the next field.

64 A commodity can be charged to one FOAP or split among several FOAPs. When split among several FOAPs, the dollar amounts can be manually entered or split using a percentage. Whichever method is used to allocate the charges among the FOAPs, the Commodity Accounting Total must equal the Commodity Line Total.

65 Your cursor should be in the Extended field after the last TAB. For this example, we will split the charges equally between two FOAPs using a percentage. Check the Extended box. TAB to the USD field.

66 USD: Type “50” for 50 percent. Do not type the % sign. TAB. The system calculates 50 percent of the Extended, Discount, and Additional fields and populates the fields with those amounts. NOTE: Any percentage can be used. However, sometimes rounding errors will occur and the user may need to enter a few cents (plus or minus) in the Additional field to balance.

67 TAB through the fields until your cursor is in the COA field. Perform a Next Record (arrow down) to enter the next FOAP for the remaining 50% of this commodity.

68 The Yr, Fund, Orgn, & Prog will default.


Orgn: From the Requestor information that was entered. Change to 131458 for this FOAP.






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69 Follow steps 58 - 63 to enter the remaining FOAPAL information. Use 3358 again for the account.

70 TAB to the Extended box. Check the Extended box. TAB to the USD field.

71 USD: Type “50” for the remaining 50 percent. Do not type the % sign. TAB. The system calculates 50 percent of the Extended, Discount, and Additional fields and populates the fields with those amounts.

72 TAB until your cursor returns to the COA field.

73 To force the system to recalculate, perform a Previous Record (arrow up) and then a Next Record (arrow down). You should now see a total in the Commodity Accounting Total field. If you have entered all the FOAP distributions for this commodity, the Commodity Accounting Total should equal the Commodity Line Total.

If the NSF Suspense box is checked, that means there is not sufficient budget to support the transaction. Continue data entry of the PO and mentally note the NSF.

74 Perform a Previous Block [Ctrl>PgUp] to return to the Commodity block and enter another commodity. Your cursor will be on the first record. Perform Next Record (arrow down) to a blank record.

75 Commodity: Commodity code is not required. Leave Blank.

76 Description: The Commodity Description is required to identify the product or service. In this example type “mops”.




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79 Quantity: Enter the quantity of items to be purchased for this commodity. Type “15”.

80 Unit Price: Enter the unit price of this commodity. Type “12.25”. If you don’t enter a decimal, it will add “.0000” for you. Do not enter a dollar sign. Note that the Extended field is calculated and not editable. TAB to the next field.



82 Additional: This field may be used for shipping or other incidental charges. You may enter a positive or negative amount in this field. Leave as 0.00 for this commodity.



85 TAB and your cursor moves back to the Commodity field. From here you can either arrow down to enter another commodity record or perform Next Block to the FOAPAL block for the commodity we just entered.


87 Perform Next Block [Ctrl>PgDn] to the FOAPAL block so that we may enter the FOAP for our 2nd

commodity record.

88 Your screen should look comparable to this at this point:



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89 COA: Chart of Accounts should default to C; if not, type “C”. TAB to next field.




Fund: Will default from the Orgn code in some cases. Reference the "Banner Finance Chart of Accounts Workbook” for chart default information. Can be changed here if necessary.



91 Acct: The account on a PO must be an expense account; not an asset, liability, or revenue account. You can either type in the account code or use the Search icon to select one. When FTVACCT displays enter a query (F7) and search for Internal Type 70. You can also enter search parameters in the Title field to narrow your search results. It is case sensitive. Your query could look like this to search for custodial expense accounts:







97 Your cursor should be in the Extended field after the last TAB. TAB to the USD field. For this commodity, we will charge it all to one FOAP, so continue to tab through the USD fields and the system will populate the amounts.

98 To force the system to recalculate, perform a Next Record (arrow down) and then a Previous Record (arrow up). You should now see a total in the Commodity Accounting Total field. If you have entered all the FOAP distributions for this commodity, the Commodity Accounting Total should equal the Commodity Line Total.



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99 If you need to enter additional Commodities perform a Previous Block Function (Ctrl>PgUp) to return to the Commodity Block. Perform Next Record or Previous Record as necessary to position yourself in a blank record. Once you have entered all commodities and FOAPs go to step 101.

100 Follow steps 43 through 98 to enter additional commodities and FOAPs.

101 Perform a Next Block Function (Ctrl>PgDn) to go to the Balancing/Completion block.

102 The bottom block shows your Header, Commodity, and Accounting amounts. The amounts in the three columns should agree and the Status should say “BALANCED” for each.

103 If your PO had no NSF Suspense records and your PO is balanced, click “Complete”. If it is not balanced, Previous Block to the errors and correct. Then “Complete”.

104 If you had noted earlier that your PO had an NSF Suspense record, select “In Process” and note the PO number. Then notify the EDF or Business Office Manager that an NSF override is needed. They will know who has NSF override capabilities within their region. Or they may wish to transfer additional budget to the FOAP.

105 To perform the NSF Override, a user with NSF override capabilities should access FPAPURR. Enter the PO number in the Purchase Order field. Next Block until you reach the Commodity/Accounting block. Locate the record with the NSF and check the NSF Override box.

Next Block to the Balancing/Completion block and verify the amounts in the three columns agree and the Status says “BALANCED”. If so, click “Complete”. If not, correct errors then “Complete”.

To complete the PO after budget has been transferred, the user should access FPAPURR. Enter the PO number in the Purchase Order field. Next Block until you reach the Balancing Completion block. Verify the amounts in the three columns agree and the Status says “BALANCED”. If so, click “Complete”. If not, correct errors then “Complete”.

106 Perform a Quit function [Ctrl>Q] to return to the main menu.



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Creating a Standing Purchase Order

Exercise 2: Creating a Standing Purchase Order

Objective: Enter a purchase order for annual electric consumption. (Typically this type of order

should originate within Ivy Market. It is illustrated here to educate users regarding the Banner

functionality if it is ever needed.)


Step Action


2 Purchase Order: The system will assign the next purchase order number, so do not enter anything into this field. Until the system assigns the number, “NEXT” will appear in this field. Perform a Next Block [Ctrl>PgDn].

3 TAB through the Blanket Order field since blanket orders will not be used. Select Standing in the Order Type field.

4 The Order Date defaults to today’s date but can be changed. Use today’s date for this example.

5 The Transaction Date defaults to today’s date but can be changed. For this example, use today’s date. NOTE: The month of the transaction date is the month the document will post to in the ledgers.

6 Delivery Date: For things like utilities or rent just use the current date. For this example, use today’s date.

NOTE: Delivery date must be the same as or later than the order date.

7 The Comments field is optional. Anything entered in this field is only viewable within Banner; it does not print on the PO. For this example, enter the comments “Annual Electric”. TAB to the Buyer Code field.



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8 The Document Level Accounting checkbox will default to unchecked. If you check this box, each commodity line (line of the Purchase Order) is assigned the same FOAPAL(s) distribution. In this example, leave it unchecked.

Note: If Document Level Accounting is checked on the PO, when the vendor invoice is entered against the PO, Document Level Accounting will apply to it also and cannot be removed. However, the FOAP may be changed at the invoice time even if Document Level Accounting is checked.

9 Enter a buyer code or click the Search icon (arrow button) to find one. The buyer code is typically the person from the Business Office who is entering the purchase order. For this example, use C11.

10 The BO Termination Date field is the date the blanket order terminates. Since we don’t use blanket orders at ITCC, this field should be blank.



13 If you had systematically copied this PO from another PO, that PO number would appear in the Purchase Order Copied From field. This functionality is explained in Exercise # 3.

14 Your screen should look like this at this point

15 Perform a Next Block [Ctrl>PgDn]. The Requestor/Delivery Information screen appears.

16 Requestor field: The name of the user entering the PO should default. You can change it if necessary.

17 COA field: This is to identify the Chart of Accounts and should default to “C”. If it does not, enter “C”.



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18 Organization: The Org code may default in from the user’s profile record (FOMPROF) if a default was established. If the field is blank or you need to change the default, enter the Org code or search for an Org code by clicking the search icon (arrow button). This Org code will default on the FOAP records of the PO. However, it can be changed on the FOAP records if necessary. For this exercise, use the default or enter any data-enterable Org code.

19 The Email, Phone Number, Extension, Fax, and Extension fields will default in from the user’s profile record (FOMPROF) if a default was established. If nothing defaulted, they can be completed or left blank. For this example, complete the fields as desired.

20 Ship To: The address may default in from the user’s profile record (FOMPROF) if a default was established. If you need to enter one or change the default, select one by clicking the search icon (arrow button). For this example, use C1ANTH.

21 The address, phone, contact, and attention to fields will default based upon the Ship To entered.

Attention To is the name or title of the person you wish to receive the delivery. This field may be overwritten if necessary.

Contact is the name of the primary contact at the location of delivery.


23 Perform a Next Block [Ctrl>PgDn]. The Vendor Information screen appears.



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24 Enter a Vendor ID in Vendor field or click on the Search icon to find one if necessary. For this example, we will search for Indiana Michigan Power Co. After clicking the Search icon, the Entity Name/ID Search screen opens in query mode.

To search for a corporation, use the Last Name field to query any portion of the company name.

To search for a person (employee), use the Last Name field and/or First Name field and/or Middle Name field to query.

Shown below is one way to search for Indiana Michigan Power Co:

25 Execute the query (F8) to return the search results. If the vendor you want is not listed, check your spelling or try another portion of the name and requery.

26 Position your cursor on the record you wish to select and double click it to return that vendor back to the PO. The remaining fields on the Vendor Information tab will default in from the vendor’s profile.

27 Vendor Hold: If this box is checked it means the vendor is on a purchasing hold. The system will allow user to continue entry and requires override when user attempts to “Complete” PO. No users are authorized to override a vendor purchasing hold, so user won’t be able to complete the PO. Therefore, if user notices the Vendor Hold box is checked, user should cease entry of PO at this time.

28 The address shown is where the PO will be sent for order fulfillment if mailed. If the address does not appear correct, use the Address Type field to search for another. These are the different address types you may see for a vendor:

BU: Business address

RM: Remit to address

DD: Vendor is set up for direct deposit

HH: Employee Home address

HM: Employee Mailing address if different from HH.



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29 The discount rate will default based upon the vendor’s profile and can be changed here if necessary. For this exercise, leave blank. (When the vendor invoice is entered against the PO, the Invoice Due Date will default based upon the discount code used. The discount code and the discount amount can be changed at the time the invoice is entered.)

30 FOB Code: This field represents the payment status of freight and whether title passes at the shipping point or at the destination. For this example, leave blank.

31 The Tax Group field and Disbursing Agent fields will not be used.

32 The Class Code field will not be used.

33 Carrier field: This represents the ID and name of the shipping carrier. Enter the ID number or use the Search icon to select from the list. For this example leave blank.

34 Currency: Do not use this field since we don’t use foreign currencies within Banner Finance.

35 Document text may be added to the purchase order. Document text is additional information that can be added free-form. NOTE: Document text does print on the Purchase Order form.

From the Options menu select Document Text (FOAPOXT). The cursor will be in the Modify Clause field. There are no clauses pre-established, so perform a Next Block [Ctrl>PgDn].

36 In the Text field, enter your additional text. In this exercise type “Annual electric”. You are limited to 50 characters per line. If you need to use another line, perform a Next Record [arrow down] to the next line.





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39 Save the Record (F10). Verify on the hint line that the records were saved. Your screen should look comparable to this. Note that the system has now assigned a PO number in the Code field.

40 Perform a Quit function [Ctrl>Q] to return to the Vendor Information tab of the PO.



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The PO number is reflected in the Purchase Order field and the Document Text box is now checked.

42 Perform a Next Block [Ctrl>PgDn] to go to the Commodity/Accounting tab.

43 Commodity: Commodity Code is not required. Leave Blank.

44 Description: The Commodity Description is required to identify the product or service. In this example type “Main Campus Annual electric”.



47 Amount: Enter the total amount of this commodity. Type “100000.00”. If you don’t enter a decimal, it will add “.0000” for you. Do not enter a dollar sign or a comma. Note that the Extended field is calculated and not editable. TAB to the next field.

48 Discount: If a discount code was previously entered, this amount is system calculated and not editable. If no discount code was entered, the user may enter any amount. The amount should be entered as a positive, not a negative. For this exercise leave at $0.


49 Additional: This field may be used for shipping or other incidental charges. You may enter a positive or negative amount in this field. For this exercise leave at $0.





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51a Item text may be added to a specific commodity item. NOTE: Item text does print on the Purchase Order form directly below the item.

From the Options menu select Item Text (FOAPOXT). The cursor will be in the Modify Clause field. There are no clauses pre-established, so perform a Next Block [Ctrl>PgDn].

51b In the Text field, enter your additional text. In this exercise type “Main campus”. You are limited to 50 characters per line. If you need to use another line, perform a Next Record [arrow down] to the next line.

51c Check the Print field on each line where you have text.

51d Line field: The system will assign a numeric number here after you save the record. Do not enter anything into this field.

51e Save the Record (F10). Verify on the hint line that the records were saved. Close the form to return to the PO.

52 TAB and your cursor moves back to the Commodity field. From here you can either arrow down to enter another commodity record or perform Next Block to the FOAPAL block for the commodity we just entered.


54 Perform Next Block [Ctrl>PgDn] to the FOAPAL block so that we may enter the FOAP for our 1st

commodity record.


The records shown in the FOAPAL block relate specifically to the record highlighted in the Commodity block.

56 COA: Chart of Accounts should default to C; if not, type “C”. TAB to next field.



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58 Acct: The account on a PO must be an expense account; not an asset, liability, or revenue account. Enter the account code or use the Search icon to select one. When FTVACCT displays enter a query (F7) and search for Internal Type 70. You can also enter search parameters in the Title field to narrow your search results. It is case sensitive. Your query could look like this to search for utility expense accounts:









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64 Your cursor should be in the Extended field after the last TAB. TAB to the USD field. For this commodity, we will charge it all to one FOAP, so continue to tab through the USD fields and the system will populate the amounts.

65 To force the system to recalculate, perform a Next Record (arrow down) and then a Previous Record (arrow up). You should now see a total in the Commodity Accounting Total field. If you have entered all the FOAP distributions for this commodity, the Commodity Accounting Total should equal the Commodity Line Total.


66 If you need to enter additional Commodities perform a Previous Block Function (Ctrl>PgUp) to return to the Commodity Block. Perform Next Record or Previous Record as necessary to position yourself in a blank record. If you have entered all commodities and FOAPs go to step 68.

67 Follow steps 43 through 66 to enter additional commodities and FOAPs if desired.

68 Perform a Next Block Function (Ctrl>PgDn) to go to the Balancing/Completion block.



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70 If your PO had no NSF Suspense records and your PO is balanced, click “Complete”. If it is not balanced, Previous Block to the errors and correct. Then “Complete”.

71 If you had noted earlier that your PO had an NSF Suspense record, select “In Process” and note the PO number. Then notify the EDF or Business Office Manager that an NSF override is needed. They will know who has NSF override capabilities within their region. Or they may wish to transfer additional budget to the FOAP.

72 To perform the NSF Override, a user with NSF override capabilities should access FPAPURR. Enter the PO number in the Purchase Order field. Next Block until you reach the Commodity/Accounting block. Locate the record with the NSF and check the NSF Override box.


To complete the PO after budget has been transferred, the user should access FPAPURR. Enter the PO number in the Purchase Order field. Next Block until you reach the Balancing Completion block. Verify the amounts in the three columns agree and the Status says “BALANCED”. If so, click “Complete”. If not, correct errors then “Complete”.




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Creating a Purchase Order by Copying from an Existing Purchase Order Helpful if you need to recreate a PO that had multiple lines or that is created on a regular basis.

Can be used to copy a regular or standing purchase order.

Can be used to copy only posted purchase orders.

Can change any field you need to change.

If the new PO is changed from a standing order to a regular order, the new PO assumes a

quantity of 1 for each commodity.

Exercise 3: Copy any Purchase Order

Objective: Copy any purchase order and complete it.


Step Action


2 Hover your mouse over the icon to the right of the Purchase Order field. The word “Copy” displays. Click the Copy icon.



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3 “The Purchase Order Entry Copy” dialog box appears.

4 In the Copy From dialog box type the purchase order you are copying from in the Purchase Order field. The vendor name will default in the Vendor field after the PO number is entered.

5 If you wish to continue the purchase order, click “OK”. If not, click “Cancel”.

6 If you clicked “OK” your purchase order will open to the Document Information tab. Continue your purchase order by starting with step 4 in the exercise for creating a regular purchase order or step 4 in the exercise for creating a standing purchase order.



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Changing a Purchase Order by entering a Change Order Change orders must be entered into Ivy Market in order to document the approval of the

change(s) if the dollar amount will increase by a material amount, or the organization code

changes. The process explained here should be completed only after the Ivy Market change

order has been properly approved.

A new change order cannot be created until previous change orders for the same PO have been

completed and posted or record/removed.

A change order cannot be used to change an order from a regular order to a standing order or

vice-versa.

You cannot change the vendor by creating a change order but you can change the address code

for the vendor.

Exercise 4: Enter a Change Order

Objective: Create a change order to change the quantity, unit price, Org code, and Account code on a

Purchase Order

Form to Use: FPACHAR

Step Action

1 Type FPACHAR in the GO TO field and press enter. The purchase order form displays.

2 Type the purchase order number to be changed in the Purchase Order field.

Type “NEXT” in the Change Sequence Number field so that the system generates a new change sequence number.

Next Block Function (Ctrl>PgDn).

3 Order Date: Defaults from original purchase order but can be changed.

4 Delivery Date: Defaults from original purchase order but can be changed.

5 Transaction Date: Defaults to today’s date but can be changed. For this example, use today’s date. NOTE: The month of the transaction date is the month the document will post to in the ledgers.

6 Comments: This field will default from the original PO but can be changed. Anything entered in this field is only viewable within Banner; it does not print on the PO.

7 Commodity Total: Defaults from current PO balance on the commodity records; therefore this field is not editable.

8 Accounting Total: Defaults from current PO balance on the FOAPAL distributions; therefore this field is not editable.



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9 Change Accounting Only: Check this box if you only wish to change the FOAPAL distributions. Leave unchecked if you also need to change commodity records. In this example, leave unchecked.

10 Purchase Order Type: Defaults from original PO and cannot be changed.

11 Original Document Text: Click the Search icon to display and select options for Document Text:

Copy Document Text: copy from original PO

Ignore Document Text: does not copy text from original PO

None: does not copy text from original PO

For this exercise, select “Copy Document Text”.

12 Buyer Code: Defaults from original PO but can be changed.

13 Blanket Order Termination Date: Not used by ITCC.

14 Rush Order: Checked if the PO originated as a Banner requisition and the requisition was marked as a rush order. ITCC does not use Banner requisitions, so this is not applicable.



17 Origin: System where the PO originated. Could read Banner or E-Procurement. This field is not editable.

18 Reference Number: Ivy Market transaction number for Purchase Orders that integrated from Ivy Market.

19 Next Block Function (Ctrl>PgDn) to the Requestor/Delivery information.

20 Requestor/Delivery information can be changed if necessary. Next Block Function (Ctrl>PgDn) to the Vendor information.

21 Review the vendor address code and change if necessary. Next Block Function (Ctrl>PgDn) to the Purchase Order Item Selection screen (FPQCHAP).

22 NOTE: The system has now generated the Change Sequence Number. Please make a note of it for future reference.



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23 If you need to change all Commodity Records, check the Change All box. If you wish to select specific commodity records to change, Next Block Function (Ctrl>PgDn) to the bottom block.

24 Check the “Added” box for those commodity records you need to change. You may still check them all if you need to.

25 Once you have checked the ones you want, save the record (F10). A message will pop up indicating that it was saved. The records that you selected will be removed from the list. Perform a Quit function (Ctrl>Q) to return the change order.

26 The records you selected for change will be displayed in the Commodity/Accounting screen.

27 Commodity and Description fields can be changed if desired. However the commodity can’t be entirely removed. In this exercise, leave as is. TAB to the U/M field.

28 U/M field can be changed if necessary. In this exercise, leave as is. TAB to the Quantity field.

29 Quantity field can be changed. For this exercise, change to a lessor quantity. TAB to the Unit Price field.



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30 Unit Price field can be changed. Change to “5.00”. If you don’t enter a decimal, it will add “.0000” for you. Do not enter a dollar sign. Note that the Extended field is calculated and not editable. TAB to the next field.



32 Additional field may be changed. This field may be used for shipping or other incidental charges. You may enter a positive or negative amount in this field. For this exercise, leave as is. TAB to the next field so that your cursor is in the Commodity field.

33 Next Block Function (Ctrl>PgDn) to the FOAPAL distribution for this commodity. The system automatically recalculates. Verify the FOAPAL Line Total and the Commodity Line Total agree for this commodity. We will not change the FOAPAL distribution of this particular commodity in this exercise. If they agree, Previous Block (Ctrl>PgUp) to the Commodity Block.

34 Next Record to the next Commodity. If you are not making any changes to the Commodity, Description, U/M, Quantity, Unit Price, Discount, or Additional amount, Next Block Function (Ctrl>PgDn) to the FOAPAL distribution for this commodity. For this exercise, do not make any changes and Next Block to the FOAPAL.

35 NOTE: When changing a FOAPAL you can’t change the FOAP within the original record. You change the amounts and then create a new FOAPAL if desired.

36 For this exercise we wish to change the account code that was used on the encumbrance. TAB to the amount fields. Type “0.00” in all the amount fields. Your screen should look like this:

By entering $0 for the original FOAP, we will completely liquidate the original encumbrance to a $0 balance.



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37 Once all the fields in the original FOAPAL are $0, perform an Insert Record (F6).

The system will move your cursor to the next blank record.



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38 TAB to the Fund, Orgn, Acct, and Prog fields to enter your new FOAPAL for the encumbrance. For this exercise we are just changing the Account, so use 3359. TAB to the USD fields and the amounts are populated for you. This will create a new encumbrance in the new FOAP we just entered.

The Commodity Accounting Total should agree with the Commodity Line Total. Perform a Previous Block then Next Block to force the system to recalculate.


39 If you have no other changes, Next Block to go to the Balancing/Completion block. Then go to step 46.

40 If you want to add additional commodity records, perform a Previous Block. Next Record (arrow down) to the next blank commodity record.

41 Enter the Commodity Description, U/M, Quantity, and Unit Price. TAB through the Extended Cost fields. For this exercise add 50 shop towels at a unit price of $1.00.

42 Enter Discount and Additional Amount if applicable.

43 Next Block to the FOAPAL block for this commodity. Enter your desired FOAP.

44 TAB through the USD fields. Perform a Previous Block to cause the system to recalculate.

45 Perform Next Block twice to go to the Balancing/Completion block.



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47 If your Change Order had no NSF Suspense records and your Change Order is balanced, click “Complete”. If it is not balanced, Previous Block to the errors and correct. Then “Complete”.

48 If you had noted earlier that your Change Order had an NSF Suspense record, select “In Process” and note the PO number and Change Sequence Number. Then notify the EDF or Business Office Manager that an NSF override is needed. They will know who has NSF override capabilities within their region. Or they may wish to transfer additional budget to the FOAP.

49 To perform the NSF Override, a user with NSF override capabilities should access FPACHAR. Enter the PO number and the Change Sequence Number. Next Block until you reach the Commodity/Accounting block. Locate the record with the NSF and check the NSF Override box.


To complete the Change Order after budget has been transferred, the user should access FPACHAR. Enter the PO number and the Change Sequence Number. Next Block until you reach the Balancing Completion block. Verify the amounts in the three columns agree and the Status says “BALANCED”. If so, click “Complete”. If not, correct errors then “Complete”.




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Printing a Purchase Order Printing a PO by this method will produce 4 copies: Vendor, Receiving, Facilities, & Business

Office

If the PO originated in Ivy Market, you can print the PO in Ivy Market. This will give you a copy of

the PO that looks exactly the same as the PO the vendor receives.

Exercise 5: Printing a Purchase Order

Objective: Print a Purchase Order which may be sent to the vendor or kept for reference.

Form to Use: FPAPORD

Step Action

1 Type FPAPORD in the Go To field and press enter. The Process Submission Controls form displays.

2 Perform a Next Block to the Printer Control block.

3 Printer field: Use the search icon to select the printer where you want the PO to print. The printer must be a networked printer. TAB to the Special Print field.

4 Special Print field: Type IVY_PO exactly as shown without spaces. Perform a Next Block to the Parameter Values block.

5 Purchase Order Number parameter: In the Values field enter the number the purchase order you wish to print. If left blank, all previously unprinted purchase orders will print, so don’t leave blank!

Status parameter: Use O for PO as originally created or C for current version which will include any change orders.

Purchase order print option parameter: This field is only used when the Purchase Order Number is left blank (which it should not be). Leave blank.

Include E-Procurement PO’s parameter: This field is only used when the Purchase Order Number is left blank (which it should not be). Leave blank.

6 Perform a Next Block to the Submission block. You do not need to enter anything in the submission block. Save the record (F10). The print request has been submitted.




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Printing a Change Order Printing a Change Order by this method will produce 4 copies: Vendor, Receiving, Facilities, &

Business Office

By printing a Change Order, only the incremental change will print.

Exercise 6: Printing a Change Order (CO)

Objective: Print a Change Order which may be sent to the vendor or kept for reference.

Form to Use: FPACORD

Step Action

1 Type FPACORD in the Go To field and press enter. The Process Submission Controls form displays.

2 Perform a Next Block to the Printer Control block.

3 Printer field: Use the search icon to select the printer where you want the CO to print. The printer must be a networked printer. TAB to the Special Print field.

4 Special Print field: Type CHG_ORDER exactly as shown without spaces. Perform a Next Block to the Parameter Values block.

5 Change Order Number parameter: In the Values field enter the number of the purchase order you wish to print. If left blank, all previously unprinted change orders will print, so don’t leave blank!

Change Order Sequence parameter: Type the change sequence number of the PO. This number would have been generated when you entered the CO on FPACHAR.

Purchase order Type parameter: Indicate whether this was a Standing Order (S) or a Regular Order ®.

Include E-Procurement PO’s parameter: This field is only used when the Change Order Number is left blank (which it should not be). Leave blank.

6 Perform a Next Block to the Submission block. You do not need to enter anything in the submission block. Save the record (F10). The print request has been submitted.




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Cancelling a Purchase Order A purchase order may be cancelled only if there are no invoices posted against it.

Canceling a PO in Banner will not automatically cancel the PO in Ivy Market. The cancellation on

the Ivy Market side must be done in addition to this process.

Use FPAPDEL to cancel purchase orders that have posted in Banner (they are not in incomplete status).

If any change orders have been entered for the purchase order, the change orders must be cancelled before the purchase order may be cancelled.

Once the purchase order has been cancelled, the encumbrance will be fully liquidated and no further activity may be entered against the PO.

Exercise 7: Cancelling a Purchase Order

Objective: Cancel a purchase order which was created in error as a duplicate.

Form to Use: FPAPDEL

Step Action

1 Type FPAPDEL in the Go To field and press enter. The Purchase/Blanket Order Cancel form displays.

2 Purchase Order field: Enter the number of the PO you wish to cancel. Perform a Next Block [Ctrl>PgDn].

3 Banner displays some of the purchase order information for you to verify that you have selected the right document.

4 If this is not the correct PO, perform a Roll Back (Shift>F7) to return to the header block. Enter the correct PO number and perform a Next Block [Ctrl>PgDn].

5 Perform a Next Block [Ctrl>PgDn] to the Cancel Date window.

6 Cancel Date: Will default to the current date but can be changed. For this example, use today’s date. NOTE: The month of the transaction date is the month the document will post to in the ledgers. TAB to the Reason Code field.

7 Reason Code: Click the Search icon to select a reason for why the Purchase order is being canceled. Double-click your selection to return it to the form.

8 If you would like to enter additional text regarding the cancellation of the PO, document text is available. From the Options Menu select Document Text (FOAPOXT).

9 The cursor will be in the Modify Clause field. There are no clauses pre-established, so perform a Next Block [Ctrl>PgDn].

10 In the Text field, enter your additional text. In this exercise type “Dupe Order”. You are limited to 50 characters per line. If you need to use another line, perform a Next Record [arrow down] to the next line. Check the Print field on each line where you have text.


12 Save the Record (F10). Verify on the hint line that the records were saved.



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13 Perform a Quit function [Ctrl>Q] to return to the Cancel Date window.

14 Click the “Make Cancellation Permanent” button to permanently cancel the purchase order.

Cancelling a Change Order

Use FPACDEL to cancel change orders that have posted in Banner (they are not in incomplete status).

Exercise 8: Cancelling a Change Order

Objective: Cancel a change order which was created in error.

Form to Use: FPACDEL

Step Action

1 Type FPACDEL in the Go To field and press enter. The Change Order Cancel form displays.

2 Purchase Order field: Enter the number of the PO that this change order was done on.

3 Change Sequence Number field: Enter the change sequence number that you wish to cancel

4 Blanket Order field: Leave blank. Next Block [Ctrl>PgDn].

5 Banner displays some of the change order information for you to verify that you have selected the right document.

6 If this is not the correct PO or change order, perform a Roll Back (Shift>F7) to return to the header block. Enter the correct PO/change order number and perform a Next Block [Ctrl>PgDn].

7 Perform a Next Block [Ctrl>PgDn] to the Cancel Date window.

8 Cancel Date: Will default to the current date but can be changed. For this example, use today’s date. NOTE: The month of the transaction date is the month the document will post to in the ledgers. TAB to the Reason Code field.

9 Reason Code: Click the Search icon to select a reason for why the change order is being canceled. Double-click your selection to return it to the form.

10 If you would like to enter additional text regarding the cancellation of the CO, document text is available. From the Options Menu select Document Text (FOAPOXT).

11 The cursor will be in the Modify Clause field. There are no clauses pre-established, so perform a Next Block [Ctrl>PgDn].

12 In the Text field, enter your additional text. In this exercise type “Entered in Error”. You are limited to 50 characters per line. If you need to use another line, perform a Next Record [arrow down] to the next line. Check the Print field on each line where you have text.



15 Perform a Quit function [Ctrl>Q] to return to the Cancel Date window.

16 Click the “Make Cancellation Permanent” button to permanently cancel the change order.



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Closing a Purchase Order or Commodities on a Purchase Order

Can’t close a PO if there are invoices entered against it that are still in approval queues.

Can’t close a PO if there are incomplete invoices entered against it.

Can close an entire purchase order or specific commodities on a purchase order which will have no additional activity posted against them.

Exercise 9: Closing a Purchase Order

Objective: Close a purchase order.

Form to Use: FPAEOCD

Step Action

1 Type FPAEOCD in the Go To field and press enter. The Encumbrance Open Close form displays.

2 Document Number field: Type NEXT in this field. Be careful not to type spaces or use any special characters. Next Block [Ctrl>PgDn].

3 Three options exist for this form. Click the search icon to display the three options.

Close PO document or commodity: Closes the whole PO or specific commodities on the PO.

Open PO document or commodity: Reopens the whole PO or specific commodities on the PO.

Close Requisition or commodity: Refers to Banner requisitions which ITCC does not use, so this should not be selected.

For this exercise select Close PO document or commodity.

4 Document Transaction Date: Will default to the current date but can be changed. For this example, use today’s date. NOTE: The month of the transaction date is the month the document will post to in the ledgers. Next Block [Ctrl>PgDn].

5 Purchase Order Number: Enter the PO number that you wish to close. TAB and the vendor ID and name appear.

6 Purchase Order Text Exists: Indicates whether text existed on the purchase order. The text may be viewed by selecting the Options Menu/Document Text.

7 Close All Items: Check this box if you wish to close all the commodity items on the PO. If you are only closing some of the commodities, leave unchecked.



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8 Change Accounting: Check this box so that you can enter the liquidation amounts.

9 Next Block [Ctrl>PgDn] and the Purchase Order Commodity and Accounting Information will be displayed. Notice the system placed a checkmark in the “Close” box for each commodity that was open because we previously checked “Close All Items”.

If you left “Close All Items” unchecked, you would need to check the Close box for each commodity you wished to close.

Position your cursor in the 1st commodity record that needs to be closed. Next Block [Ctrl>PgDn]

10 Your cursor will be moved to the Adjust Encumbrance By field in the first FOAPAL record. Enter the amount shown in the Current Encumbrance field in the Adjust Encumbrance By field. Enter the amount as a positive, not a negative. Even if the current encumbrance amount is $0, you still need to enter the 0 in the Adjust Encumbrance By field. If there are multiple FOAPAL records, Next Record (arrow down) and enter the adjustment amount for each.

11 If there were multiple commodities, Previous Block [Ctrl>PgUp] to the Commodity Records. Next Record (arrow down) to the next commodity.



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12 Repeat steps 10 and 11 to enter the adjustment amounts for each FOAPAL of each commodity.

13 After all adjustment amounts have been entered, from the Options Menu select “Complete”. If you are not ready to submit the document, select “In Process” and note the document code.

14 If you previously selected “In Process” and now wish to “Complete” the document go to FPAEOCD and enter the document code. Make any changes as necessary and “Complete” the document.




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Reopening a Purchase Order which was Previously Closed

A purchase order cannot be reopened for more than the original amount.

Can reopen the whole PO or only specific commodities on a purchase order

Exercise 10: Reopening a Purchase Order

Objective: Open a purchase order which was previously closed.

Form to Use: FPAEOCD

Step Action

1 Type FPAEOCD in the Go To field and press enter. The Encumbrance Open Close form displays.

2 Document Number field: Type NEXT in this field. Be careful not to type spaces or use any special characters. Next Block [Ctrl>PgDn].

3 Three options exist for this form. Click the search icon to display the three options.

Close PO document or commodity: Closes the whole PO or specific commodities on the PO.

Open PO document or commodity: Reopens the whole PO or specific commodities on the PO.

Close Requisition or commodity: Refers to Banner requisitions which ITCC does not use, so this should not be selected.

For this exercise select Open PO document or commodity.

4 Document Transaction Date: Will default to the current date but can be changed. For this example, use today’s date. NOTE: The month of the transaction date is the month the document will post to in the ledgers. Next Block [Ctrl>PgDn].

5 Purchase Order Number: Enter the PO number that you wish to open. TAB and the vendor ID and name appear.

6 Purchase Order Text Exists: Indicates whether text existed on the purchase order. The text may be viewed by selecting the Options Menu/Document Text.

7 Open All Items: Check this box if you wish to open all the commodity items on the PO. If you are only opening some of the commodities, leave unchecked. For this exercise, leave unchecked.



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8 Change Accounting: Check this box so that you can enter the new encumbrance amounts.

9 Next Block [Ctrl>PgDn] and the Purchase Order Commodity and Accounting Information will be displayed.

If you left “Open All Items” unchecked, you will need to check the Open box for each commodity you wished reopen.

Position your cursor in the 1st commodity record that needs to be opened. Next Block

[Ctrl>PgDn]

10 Your cursor will be moved to the Adjust Encumbrance By field in the first FOAPAL record. Enter the amount at which you want to reopen the encumbrance. Note: the reopen amount can’t be more than the original encumbrance. If there are multiple FOAPAL records, Next Record (arrow down) and enter the adjustment amount for each.

11 If there are multiple commodities to be reopened, Previous Block [Ctrl>PgUp] to the Commodity Records. Next Record (arrow down) to the next commodity.



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12 Repeat steps 10 and 11 to enter the adjustment amounts for each FOAPAL of each commodity.

13 After all adjustment amounts have been entered, from the Options Menu select “Complete”. If you are not ready to submit the document, select “In Process” and note the document code.

14 If you previously selected “In Process” and now wish to “Complete” the document go to FPAEOCD and enter the document code. Make any changes as necessary and “Complete” the document.




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General Encumbrances

Purpose The purpose of this section is to explain how general encumbrances are created in Banner, and

how to liquidate and close general encumbrances in Banner.

A General Encumbrance is used in Banner to encumber monies (similar to a purchase order)

but you do not have to specify the vendor. A general encumbrance may be completed with or

without a vendor.

Example: A general encumbrance might be used when an emergency repair needs to occur and

you want to reserve the funds, but the bid process has not yet finalized a vendor.

A general encumbrance does not have units of measure (similar to a standing order).

A general encumbrance should not be used with a capital account code or any account code that

creates a tag in the fixed asset module.

A vendor will be specified when the vendor invoice is entered against the general encumbrance.



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Creating a General Encumbrance

Exercise 11: Creating a General Encumbrance

Objective: Create a general encumbrance for a roof repair project.

Form to Use: FGAENCB

Step Action

1 Type FGAENCB in the Go To field and press enter. The General Encumbrance Maintenance form displays.

2 Encumbrance Number: Leave blank. The system will assign a number. Next Block [Ctrl>PgDn].

3 Encumbrance Description: Use regional identifier, and initials, and a brief description. For example “Z1 JAA Roof repair”

4 Document Total: This is the total amount of the encumbrance. Type 3000 for this example

5 Transaction date defaults to today’s date but can be changed. For this example, use today’s date. NOTE: The month of the transaction date is the month the document will post to in the ledgers.

6 Encumbrance Type:

Encumbrance: standard general encumbrance - this is the one used by ITCC.

Labor: payroll encumbrance – not used on this form by ITCC.

Memo: memo posting only; does not post to ledgers – not used by ITCC.

Ensure “Encumbrance” is marked for this exercise.

7 Vendor ID: May be left blank or a vendor may be selected. For this exercise, leave blank.

8 Encumbrance Change: Only use this field when making changes to an already existing encumbrance. For this example, leave blank.

9 Title: This is the description for the Encumbrance Change only. For this example leave blank.

10 Date Established: Defaults to current date. Leave as is. This field is informational only.

11 Document Reference: This field is optional and may be used for any additional information related to the encumbrance. Field holds maximum of 8 characters: alpha or numeric. For this example leave blank.

12 Distribution: Leave unchecked.



15 Open Status: Will be checked upon original creation of all general encumbrances.



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16 Document text may be added to the general encumbrance. Document text is additional information that can be added free-form. From the Options menu select Document Text (FOATEXT).

17 In the Text field, enter your additional text. In this exercise type “roof repair due to storm damage” You are limited to 50 characters per line. If you need to use another line, perform a Next Record [arrow down] to the next line.




Note that the system has now assigned an Encumbrance number in the Code field.

21 Perform a Quit function (Ctrl>Q) to return to the encumbrance form.

22 Document Text Exists: This box will be checked if document text was entered.

Your screen should look comparable to this:

23 Next Block [Ctrl>PgDn] to the Transaction Detail window.

24 Status: System generated and cannot be directly editable. “P” indicates the record is postable and the system found no errors. “E” indicates there is an error on the record and it must be corrected before it can be completed.

25 Sequence: Leave this blank and the system will assign a number. TAB to next field.

26 Journal Type: Use E010 for creation of an Original Encumbrance.

27 Project: Not used by ITCC. TAB to next field.

28 COA: Should be “C”. TAB to next field.



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29 Index: Leave blank. TAB to next field.

30 Fund: Enter the fund code where this encumbrance will post. For this example use G17100.

31 Orgn: Enter the Org code where this encumbrance will post. For this example use 171012.

32 Acct: Enter the Account code where the encumbrance should post. Should be an expense account. For this example use 3369.

33 Prog: Should default from the Orgn code.



36 Percent: You can enter a percent to split among several FOAPs. For example if you wanted to split it evenly between 2 FOAPS, type “50” and the system will calculate the split. For this example leave blank.

37 NSF Override: An authorized user will need to check this if there is not sufficient budget to cover the transaction.

38 Commit Type: Defaults to Uncommitted. Leave as is.

39 Amount: If a percent was not entered, enter an amount for this FOAP. For this example type 1000.


41 We need to create another record for the remaining $2,000, so perform a Next Record (arrow down). A second record with blank fields should display.

42 Follow steps 24-39 to populate the fields. For this FOAP use G17100-171004-3369-ADM003 and $2,000.00



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43 Next Block to the Completion Block.

44 If your Encumbrance had no NSF Suspense records and the Net Amount agrees with the Document Total, click “Complete”. If the amounts do not agree, Previous Block to the errors and correct. Then “Complete”.

45 If you had noted earlier that the encumbrance had an NSF Suspense record, select “In Process” and note the Encumbrance number. Then notify the EDF or Business Office Manager that an NSF override is needed. They will know who has NSF override capabilities within their region. Or they may wish to transfer additional budget to the FOAP.

46 To perform the NSF Override, a user with NSF override capabilities should access FGAENCB. Enter the Encumbrance number in the Encumbrance Number field. Next Block until you reach the Transaction Detail block. Locate the record with the NSF and check the NSF Override box.

Next Block to the Completion block and verify the amounts agree. If so, click “Complete”. If not, correct errors then “Complete”.

To complete the Encumbrance after budget has been transferred, the user should access FGAENCB. Enter the Encumbrance number in the Encumbrance Number field. Next Block until you reach the Completion block. Verify the amounts agree. If so, click “Complete”. If not, correct errors then “Complete”.




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Adjusting or Liquidating a General Encumbrance You can increase, decrease or fully liquidate a posted general encumbrance.

Exercise 12: Adjusting a General Encumbrance

Objective: decrease a general encumbrance for a roof repair project due to vendor offered discount.

Form to Use: FGAENCB

Step Action


2 Encumbrance Number: Type the encumbrance number you wish to adjust (starts with an E). Next Block [Ctrl>PgDn].

3 Encumbrance Description: Defaults form original encumbrance.

4 Document Total: This is the amount you want to adjust the encumbrance BY. If you want to increase it, enter a positive amount. If you want to decrease it, enter a negative amount.

For example, to increase it by $500, type 500. To reduce it by $300 type -300.

If you want to fully liquidate the encumbrance, type 0.

For this example, type -500.

5 Transaction date defaults to today’s date but can be changed. For this example, use today’s date. NOTE: The month of the transaction date is the month the document will post to in the ledgers.

6 Encumbrance Type:

Encumbrance: standard general encumbrance - this is the one used by ITCC.

Labor: payroll encumbrance – not used on this form by ITCC.

Memo: memo posting only; does not post to ledgers – not used by ITCC.

Ensure “Encumbrance” is marked for this exercise.

7 Vendor ID: May be left blank or a vendor may be selected. For this exercise, leave blank.

8 Encumbrance Change: Since this is an adjustment this must be a unique number entered by the user. If your original encumbrance number was E0000440, the first encumbrance change number would be EA000440. The second encumbrance change number would be EB000440 and so on.

For this exercise, enter your change number accordingly.

9 Title: This is the description for the Encumbrance Change only. It will default from the original encumbrance but can be changed. Leave as defaulted.

10 Date Established: Defaults to current date. Leave as is. This field is informational only.

11 Document Reference: This field is optional and may be used for any additional information related to the encumbrance. Field holds maximum of 8 characters: alpha or numeric. For this example leave blank.

12 Distribution: Leave unchecked.



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15 Open Status: Will be checked if the general encumbrance is still in open status.

16 Document text may be added to the general encumbrance. Document text is additional information that can be added free-form. From the Options menu select Document Text (FOATEXT).

17 In the Text field, enter your additional text. In this exercise type “vendor provided $500 discount”. You are limited to 50 characters per line. If you need to use another line, perform a Next Record [arrow down] to the next line.



20 Save the Record (F10). Verify on the hint line that the records were saved. Next Block [Ctrl>PgDn] to the Transaction Detail window.

21 Status: System generated and cannot be directly editable. “P” indicates the record is postable and the system found no errors. “E” indicates there is an error on the record and it must be corrected before it can be completed.

22 Sequence: Leave this blank and the system will assign a number. TAB to next field.

23 Journal Type:

Use E020 for an Encumbrance Adjustment.

Use E032 for an Encumbrance Liquidation (to $0).

For this exercise use E020.

24 Project: Not used by ITCC. TAB to next field.

25 COA: Should be “C”. TAB to next field.

26 Index: Leave blank. TAB to next field.

27 Fund: Should default in from original encumbrance

28 Orgn: Should default in from original encumbrance.

29 Acct: Should default in from original encumbrance

30 Prog: Should default in from original encumbrance

31 Actv: Should default in from original encumbrance

32 Locn: Should default in from original encumbrance

33 Percent: Leave blank.



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34 NSF Override: An authorized user will need to check this if there is insufficient budget to cover the transaction.

35 Commit Type: Defaults to Uncommitted. Leave as is.

36 Amount: Enter the amount of the encumbrance adjustment. For this exercise type -250.


38 We need to adjust the second record for the remaining $250, so perform a Next Record (arrow down). The second record displays.

39 TAB to the Journal type field and change it to E020 if you are adjusting and E032 if you are fully liquidating. For this exercise, use E020.

39 TAB to the Amount field and enter the amount of the adjustment for this FOAP. For this exercise type -250.

40 Next Block to the Completion Block.



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41 If your Encumbrance had no NSF Suspense records and the Net Amount agrees with the Document Total, click “Complete”. If the amounts do not agree, Previous Block to the errors and correct. Then “Complete”.

42 If you had noted earlier that the encumbrance had an NSF Suspense record, select “In Process” and note the Encumbrance number. Then notify the EDF or Business Office Manager that an NSF override is needed. They will know who has NSF override capabilities within their region. Or they may wish to transfer additional budget to the FOAP.

43 To perform the NSF Override, a user with NSF override capabilities should access FGAENCB. Enter the Encumbrance number in the Encumbrance Number field. Next Block until you reach the Transaction Detail block. Locate the record with the NSF and check the NSF Override box.

Next Block to the Completion block and verify the amounts agree. If so, click “Complete”. If not, correct errors then “Complete”.

To complete the Encumbrance after budget has been transferred, the user should access FGAENCB. Enter the Encumbrance number in the Encumbrance Number field. Next Block until you reach the Completion block. Verify the amounts agree. If so, click “Complete”. If not, correct errors then “Complete”.




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Using JVs to reduce or close Encumbrances

Purpose The purpose of this section is to explain how a JV (journal voucher) may be used to reduce or

close an encumbrance or commodity of an encumbrance.

These JVs may be used with purchase orders or general encumbrances

Sometimes using a JV to close an encumbrance is effective when another method has

failed.

A JV cannot be used to increase an encumbrance



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Reducing an Encumbrance by using a JV

Exercise 13: Enter a JV to Reduce an Encumbrance Balance.

Objective: To reduce a Purchase Order balance because vendor advised item is discontinued.

Journal Type Used: J20

Form to Use: FGAJVCD

Pre-work: You will need to know the exact FOAP, item #, and sequence # of the encumbrance

to complete this entry. Go to FGIENCD, enter the encumbrance #, and perform a Next Block. If

multiple records are displayed (see Record count at bottom of form), perform next

record/previous record until you find the FOAP and balance you need to adjust. Make a print

screen of each one which needs adjusted.

Step

Action

1 Type FGAJVCD in the GO TO field and press enter. The JV form displays.

2 Document Number field: The system will assign the next journal voucher number; do not enter anything into this field.

3 Submission Number field: The system will assign the number; do not enter anything into this field.

Perform a Next Block Function (Ctrl>PgDn).



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4 Transaction Date field will default the current date. If you wish to adjust the encumbrance in the

current fiscal year leave the current date. If the prior fiscal year is still open and you wish to adjust

in the prior fiscal year, use a June transaction date. TAB to the next field.

NOTE: Both fiscal years are only open for a brief time. For additional information reference the

Year End Close Instructions available on the Financial Administration page of Infonet.

5 Document Total field is the hash total of the journal voucher. Since J20 only allows reductions to encumbrances it will be a sum of all the reductions you wish to enter on your JV. In this example we will use “500.00”.

6 Redistribute field is unchecked. Leave it unchecked.

NSF (Non-sufficient Funds Budget Check) field is checked. Leave it checked.

Defer Edit Field is unchecked. Leave it unchecked.

7 Distribution Total field: Leave blank

8 Using your mouse, click on the Options Menu at the top of the form and select the Document Text

option. You are requested to do this for all Journal Voucher Documents.

9 NOTE: This takes you to a new Form (FOATEXT) General Text Entry.

10 Type in a description of the document. In this case type; Reduce Pxxxxxx

NOTE: a line has a maximum of 50 characters.

11 If necessary, perform a Next Record function (Down Arrow Key) to access the next line and finish typing the information.

12 Perform a SAVE function (F10). You should see an information line at the bottom of the screen stating “Transaction Complete: 1 records applied and saved”.

13 Perform a Quit function (Ctrl>q).

14 NOTE: There is a “Y” in the Document Text Exists Field.

Perform a Next Block Function (Ctrl PgDn) to go to the Transactions block.

15 Document Status field: A “I” is displayed because the JV is incomplete at this time.

16 Create Source field: Leave blank. The system will enter “Banner”.



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17 The JV should look comparable to this at this point:

18 Perform a Next Block function (Ctrl>PgDn) to go to the Transactions Block.

19 Status field is systematically bypassed and updated as you move to the next record. The Status of each record should be “P” (postable). An “E” indicates there is an error on the record and the JV cannot be completed until the Error is corrected. Most common error for journal type J20 is that FOAP, sequence #, and item # do not correlate.

20 Sequence field: The system will assign a sequence number. TAB to the next field.

21 Journal Type field: Type “J20” in this field. TAB to the next field.

22 COA field: The Chart code for the College (C) will default. TAB to the next field.

23 Index field: Not used by Ivy Tech. TAB to the next field.

24 Fund field: Type in the fund code of the existing encumbrance you wish to reduce. Must match exactly to the current encumbrance. TAB to the next field.

25 Orgn field: Type in the organization code of the existing encumbrance you wish to reduce. Must match exactly to the current encumbrance. TAB to the next field.

26 Acct field: Type in the account code of the existing encumbrance you wish to reduce. Must match exactly to the current encumbrance. TAB to the next field.

27 Prog field: Type in the program code of the existing encumbrance you wish to reduce. Must match exactly to the current encumbrance. TAB to the next field.

28 Actv field: If used, type in the activity code of the existing encumbrance you wish to reduce. Must match exactly to the current encumbrance. TAB to the next field.

29 Locn field: Should be blank because Ivy Tech does not use Location codes for processing JVs. TAB to the next field.

30 Project field: Should be blank because Ivy Tech does not use Project codes for processing JVs. TAB to the next field.

31 Percent field: Leave blank. TAB to the next field.



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32 Amount field: Enter the amount by which you want to reduce the encumbrance for this FOAP. TAB to the next field.

33 Debit/Credit field: Enter a ( - ) sign. Journal Type J20 will only accept a ( - ) sign. TAB to the next field.

34 NSF Override field: Leave blank. TAB to the next field.

35 Description field: This is the description of the transaction to be processed (35 Characters is the Maximum Length of this field). We are requiring you to input your regional identifier (the current alpha/numeric code, e.g., A1 = Gary; M1 = Sellersburg) and the first, middle, and last initials of your name, then a brief description of the transaction. This will assist in identifying transactions or when searching for transactions. In this example input “Z1 JAA Reduce P0057396”. TAB to the next field.

NOTE: Including the encumbrance # will be helpful to SSB users and those viewing FGIBDST or transaction detail.

36 Bank Code field: Leave blank. TAB to the next field.

37 Deposit field: Leave blank. TAB to the next field.

38 Encumbrance Number field: Enter the PO or General Encumbrance # that you wish to reduce. TAB to the next field.

39 Item Number field: Enter the item # as shown on FGIENCD. Must correlate with FOAP and Sequence #. TAB to the next field.

40 Sequence Number field: Enter the sequence # as shown on FGIENCD. Must correlate with FOAP and item #. TAB to the next field.

41 Action field: Select “Adjustment”. TAB to the next field.

42 Commit Type field: Will default to “U”. Leave as defaulted. TAB to the next field.

43 Document Reference field: Leave blank. TAB to the next field.

44 Budget Period field: Leave blank. TAB to the next field.

45 Accrual Indicator field: Leave blank. TAB to the next field.

46 Currency field: Leave blank. TAB to the next field.

47 Gift Date field: Leave blank. TAB to the next field.



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48 Number of Units field: Leave blank.

If you need to enter additional reductions to the same encumbrance or reductions to different encumbrances, perform a Next Record (Down Arrow Key) and repeat steps 20 – 47. Each record should look comparable to this:

49 Perform a Next Block function (Ctrl>PgDn). If the system detects Errors on the entry, it will display an error message and the entry must be corrected before it can be completed.

If there are no Errors, the Completion block should display with the “Complete” and In “Process” buttons available.



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50 To leave the JV in incomplete status, click “In Process”.

Click “Complete” to submit the JV to approvals. In this example, click “Complete”. The Hint Line will read “Document Jxxxxxxx completed and forwarded to the approval process.”

NOTE: Make note of the Document Number if “In Process” is used. “In Process” may be used if additional research is needed to resolve errors before Completing the JV.

51 Once you are ready to make corrections to a JV you left “In Process”, go to FGAJVCD. Enter the Document Number in the Document Number field and Next Block until you get to the Transaction Detail block. Make your corrections. Next Block to the Completion Block. Click “Complete”.

52 The system returns you back to the beginning of the JV form. You may input another Journal Voucher or you may exit the Form and return to the main menu.

Perform a Quit Function (Ctrl>q) to return to the main menu.



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Closing an Encumbrance by using a JV

Exercise 14: Enter a JV to Close an Encumbrance Balance.

Objective: To close and liquidate remaining balance of a Purchase Order because all items were

paid at a discounted price.

Journal Type Used: J25

Form to Use: FGAJVCD

Pre-work: You will need to know the exact FOAP, item #, and sequence # of the encumbrance

to complete this entry. Go to FGIENCD, enter the encumbrance #, and perform a Next Block. If

multiple records are displayed (see Record count at bottom of form), perform next

record/previous record until you find the FOAP and balance you need to adjust. Make a print

screen of each one which needs adjusted.

Step Action

1 Type FGAJVCD in the GO TO field and press enter. The JV form displays.

2 Document Number field: The system will assign the next journal voucher number; do not enter anything into this field.

3 Submission Number field: The system will assign the number; do not enter anything into this field.

Perform a Next Block Function (Ctrl>PgDn).



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4 Transaction Date field will default the current date. If you wish to adjust the encumbrance in the

current fiscal year leave the current date. If the prior fiscal year is still open and you wish to adjust

in the prior fiscal year, use a June transaction date. TAB to the next field.

NOTE: Both fiscal years are only open for a brief time. For additional information reference the

Year End Close Instructions available on the Financial Administration page of Infonet.

5 Document Total field is the hash total of the journal voucher. Since J25 only allows closures of encumbrances it will be a sum of all the closures you wish to enter on your JV. In this example we will use “1000.00”.

6 Redistribute field is unchecked. Leave it unchecked.

NSF (Non-sufficient Funds Budget Check) field is checked. Leave it checked.

Defer Edit Field is unchecked. Leave it unchecked.

7 Distribution Total field: Leave blank.

8 Using your mouse, click on the Options Menu at the top of the form and select the Document Text

option. You are requested to do this for all Journal Voucher Documents.

9 NOTE: This takes you to a new Form (FOATEXT) General Text Entry.

10 Type in a description of the document. In this case type; “Encumbrance close for discounted items”.

NOTE: a line has a maximum of 50 characters.

11 If necessary, perform a Next Record function (Down Arrow Key) to access the next line and finish typing the information.

12 Perform a SAVE function (F10). You should see an information line at the bottom of the screen stating “Transaction Complete: 1 records applied and saved”.

13 Perform a Quit function (Ctrl>q).

14 NOTE: There is a “Y” in the Document Text Exists Field.

Perform a Next Block Function (Ctrl PgDn) to go to the Transactions block.

15 Document Status field: A “I” is displayed because the JV is incomplete at this time.

16 Create Source field: Leave blank. The system will enter “Banner”.



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17 JV should look comparable to this at this point:

18 Perform a Next Block function (Ctrl>PgDn) to go to the Transactions Block.

19 Status field is systematically bypassed and updated as you move to the next record. The Status of each record should be “P” (postable). An “E” indicates there is an error on the record and the JV cannot be completed until the Error is corrected. Most common error for journal type J25 is that FOAP, sequence #, and item #, and/or amount do not correlate.

20 Sequence field: The system will assign a sequence number. TAB to the next field.

21 Journal Type field: Type “J25” in this field. TAB to the next field.

22 COA field: The Chart code for the College (C) will default. TAB to the next field.

23 Index field: Not used by Ivy Tech. TAB to the next field.

24 Fund field: Type in the fund code of the existing encumbrance you wish to close. Must match exactly to the current encumbrance. TAB to the next field.

25 Orgn field: Type in the organization code of the existing encumbrance you wish to close. Must match exactly to the current encumbrance. TAB to the next field.

26 Acct field: Type in the account code of the existing encumbrance you wish to close. Must match exactly to the current encumbrance. TAB to the next field.

27 Prog field: Type in the program code of the existing encumbrance you wish to close. Must match exactly to the current encumbrance. TAB to the next field.

28 Actv field: If used, type in the activity code of the existing encumbrance you wish to close. Must match exactly to the current encumbrance. TAB to the next field.

29 Locn field: Should be blank because Ivy Tech does not use Location codes for processing JVs. TAB to the next field.

30 Project field: Should be blank because Ivy Tech does not use Project codes for processing JVs. TAB to the next field.

31 Percent field: Leave blank. TAB to the next field.



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32 Amount field: Enter the amount of the current encumbrance for this FOAP, item #, and sequence #. TAB to the next field.

33 Debit/Credit field: Enter a ( - ) sign. Journal Type J25 will only accept a ( - ) sign. TAB to the next field.

34 NSF Override field: Leave blank. TAB to the next field.

35 Description field: This is the description of the transaction to be processed (35 Characters is the Maximum Length of this field). We are requiring you to input your regional identifier (the current alpha/numeric code, e.g., A1 = Gary; M1 = Sellersburg) and the first, middle, and last initials of your name, then a brief description of the transaction. This will assist in identifying transactions or when searching for transactions. In this example input “Z1 JAA Close P0064353”. TAB to the next field.

NOTE: Including the encumbrance # will be helpful to SSB users and those viewing FGIBDST or transaction detail.

36 Bank Code field: Leave blank. TAB to the next field.

37 Deposit field: Leave blank. TAB to the next field.

38 Encumbrance Number field: Enter the PO or General Encumbrance # that you are closing. TAB to the next field.

39 Item Number field: Enter the item # as shown on FGIENCD. Must correlate with FOAP and Sequence #. TAB to the next field.

40 Sequence Number field: Enter the sequence # as shown on FGIENCD. Must correlate with FOAP and item #. TAB to the next field.

41 Action field: Select “Total”. TAB to the next field.

42 Commit Type field: Will default to “U”. Leave as defaulted. TAB to the next field.

43 Document Reference field: Leave blank. TAB to the next field.

44 Budget Period field: Leave blank. TAB to the next field.

45 Accrual Indicator field: Leave blank. TAB to the next field.

46 Currency field: Leave blank. TAB to the next field.

47 Gift Date field: Leave blank. TAB to the next field.



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48 Number of Units field: Leave blank.

If you need to enter additional closures to the same encumbrance or closures to different encumbrances, perform a Next Record (Down Arrow Key) and repeat steps 20 – 47. Each record should look comparable to this:

49 Perform a Next Block function (Ctrl>PgDn). If the system detects Errors on the entry, it will display an error message and the entry must be corrected before it can be completed.

If there are no Errors, the Completion block should display with the “Complete” and In “Process” buttons available.



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50 To leave the JV in incomplete status, click “In Process”

Click “Complete” to submit the JV to approvals. In this example, click “Complete”. The Hint Line will read “Document Jxxxxxxx completed and forwarded to the approval process.”

NOTE: Make note of the Document Number if “In Process” is used. “In Process” may be used if additional research is needed to resolve errors before Completing the JV.

51 Once you are ready to make corrections to a JV you left “In Process”, go to FGAJVCD. Enter the Document Number in the Document Number field and Next Block until you get to the Transaction Detail block. Make your corrections. Next Block to the Completion Block. Click “Complete”.

52 The system returns you back to the beginning of the JV form. You may input another Journal Voucher or you may exit the Form and return to the main menu.

Perform a Quit Function (Ctrl>q) to return to the main menu.



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Queries

Purpose The purpose of this section is to explain how queries may be used to support daily processing

and maintenance of encumbrances.

FGIENCD – Detail Encumbrance Activity Use this form to query detail transaction activity for a Purchase Order or General Encumbrance.

Type the Purchase Order or General Encumbrance Number in the Encumbrance field and perform a

Next Block function. If you do not know the Number, you may search for it by clicking the Search arrow

next to the field.

After the Next block function your cursor will be in the middle block. You can Next Record/Previous

Record to view the commodities.

The bottom block shows the transactions for the commodity which is displayed in the middle block.



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FGIENCB – Encumbrance List Use this form to search for an encumbrance by number, type, description, Fiscal Year, Status, and

Establish date.

Type: P = purchase order; E = general encumbrance; L = labor encumbrance



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FGIOENC – Organizational Encumbrance List Use this form to display a list of all open encumbrances by organization code.

Type the Org code in the Organization field and Next Block. To view FGIENCD for an encumbrance,

Next Record/Previous record to the encumbrance you wish to view. Then drill down (F3) to see the

detail.



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FGIDOCR – Document Retrieval Inquiry This form may be used to query any posted document (journal vouchers, invoices, purchase orders, etc).

It details the FOAP records, journal type, descriptions, transaction date, and fiscal period of the

document.

Type the Document Number in the Document Number field and perform a Next Block function. If you do

not know the Document Number, you may search for it, by clicking the Search arrow next to the field.

If there was document text for a document, you may view it by selecting the Options menu/Document

Text.



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FPIPURR – Purchase/Change Order Query from Use this form to view what was entered on FPAPURR and FPACHAR. Incomplete or posted documents

may be viewed on FPIPURR.

Enter the Purchase Order number in the Purchase Order field. To view the PO in it’s most current

version (with all change orders) leave the Change Sequence Number blank.

If you wish to view a specific change order to a purchase order, enter that number in the Change

Sequence Number field to see the incremental change.

Next Block several times through the form to see the details of everything that was entered.



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FPIPOHD – Purchase Order Validation Use this form to search for POs by varying criteria.

The form opens in query mode and you can search by any field you can TAB into. After entering your

search criteria, execute the query (F8).

This form is also useful for identifying Change Sequence numbers on a PO for those with Change Orders.

Query the PO number and view the results.



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FPIOPOB – Open Purchase Orders by Buyer Use this form to view open POs by buyer.

Enter the Buyer code and Next Block. You may also view FPIPURR from the Options menu to view PO

details.



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FPIOPOV – Purchase Orders by Vendor Use this form to view Open, Closed, Cancelled, or Incomplete POs for a vendor on a college-wide basis

or by Organization code.

Enter the Vendor code, Org code (if desired), select desired status, and Next Block.

You may also search within the bottom block if desired. You may view FPIPURR from the Options menu

to view PO details.



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FPIOPOF – Open Purchase Orders by FOAPAL Use this form to view open purchase orders by any element or combination of FOAPAL codes.

Enter the FOAPAL element(s) you wish to search in the top block. Next Block to view the results.



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FPIPORS – Purchase Order Suspense List Use this form to identify purchase orders that are incomplete and need to be removed or completed.

FPIEOCL – Encumbrance Open/Close List Use this form to identify open and close encumbrance documents and the related purchase orders.

To identify just those that are incomplete, enter a query (F7) and type for ‘N’ in the Complete field.

Execute the query (F8).



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FOIDOCH – Document History Use this form to display the history of purchasing and related payment documents.

Type ‘PO’ in the Document Type field. Type the PO number in the Document Code field. Next Block to

display results.

In this example two invoices have been entered against the PO number. When the checks are disbursed,

the Check numbers will display in the Check field.

The meaning of the Status codes can be viewed by selecting View Status Indicators from the Options

Menu. You may also view document details by highlighting the document you wish to view and

performing a drill down (F3).



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FTVCOMM – Commodity Validation Use this form to view commodity codes and their descriptions.



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Removing Incomplete Documents

Purpose The purpose of this section is to explain how to remove incomplete documents. Incomplete

documents that are not needed or were entered in error should be removed on a regular basis.

Identifying Your Incomplete Documents Report FGRIDOC (Incomplete Document Listing) can be found in the Finance ePrint Repository

on a daily basis. Please review the report to identify your incomplete documents (by user ID)

and remove them promptly.

Incomplete Purchase Orders

Step Action

1 Type FPAPURR in the Go To field and press enter. The Purchase Order form displays

2 Type the incomplete PO number in the Purchase Order field. Next Block once and you should be on the Document Information window.

3 From the Record menu select Remove.

4 The hint line at the bottom will read “Press Delete Record again to Delete this record.” So from the Record menu select Remove again.

5 The purchase order will be removed and the hint line should read “Deletion of Purchase Order is completed”.

6 Close the form to return to the main menu.



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Incomplete Change Orders

Step Action

1 Type FPACHAR in the Go To field and press enter. The Change Order form displays

2 Type the incomplete PO number in the Purchase Order field. Type the corresponding Change Sequence number in the Change Sequence Number field. Next Block once and you should be on the Document Information window.



5 The change order will be removed and a dialog box will appear indicating that the Change Order is removed.




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Incomplete Open/Close Documents

Step Action

1 Type FPAEOCD in the Go To field and press enter. The Encumbrance Open/Close form displays.

2 Type the incomplete open/close number in the Document Number field. Next Block once.


4 A dialog box appears reading “Press OK to delete this document.” Click OK.

5 A dialog box appears reading “Deletion of document is completed.” Click OK.




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Incomplete General Encumbrances

Step Action


2 Type the incomplete general encumbrance number in the Encumbrance Number field. Next Block once.



5 The general encumbrance will be removed and the hint line will confirm the deletion.




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Job Aids

Encumbrance Adjustments and Closures Grid FPACHAR FPAEOCD FGAENCB FJAJVCD-Rule Code J20 FJAJVCD-Rule Code J25

Applies To: Purchase Orders Purchase Orders General Encumbrances

Purchase Orders and General

Encumbrances

Purchase Orders and General

Encumbrances

What it will do:

Increase or decrease $ amount;

change FOAP, change quantity

Close entire PO or individual

commodity lines; Reopen entire

PO or individual commodity lines

Create general encumbrance;

increase or decrease $ amount

of general encumbrance, close

general encumbrance Reduce current $ amount

Completely liquidate & close

encumbrance

What it won’t do: Close PO

Reopen for more than the original

amount Reopen General Encumbrance

Increase $ amount; close

encumbrance Increase $ amount

Advantages: Fills in FOAP, item # and sequence

# for you; Easily identify what PO

the change relates to on FGIBDST

Fills in FOAP, item # and

sequence # for you; Easily

identify what PO the change

relates to on FGIBDST

Fills in FOAP and sequence #

for you; Easily identify what

encumbrance the change

relates to on FGIBDST.

Easier to use than FAPCHAR;

enter adjustment amount on JE

Easier to use than FAPCHAR;

enter adjustment amount on JE

Disadvantages: Have to know what final amount of

encumbrance should be (can't enter

just adjustment amount)

Can be temperamental

sometimes and not let you close

individual commodity lines

Doesn't always close

encumbrance as it should.

Sometimes just liquidates it.

Have to know exact FOAP, item

# and sequence #; May not be

easy to identify what PO or

General Encumbrance the

adjustment relates to on

FGIBDST

Have to know exact FOAP, item

# and sequence #; May not be

easy to identify what PO or

General Encumbrance the

adjustment relates to on

FGIBDST

Comments:

May use to reopen if mistakenly

close

Print screen of FGIENCD very

helpful in order to know FOAP,

item # and sequence #

Print screen of FGIENCD very

helpful in order to know FOAP,

item # and sequence #

Approvals: An increase needs to be entered in

Ivy Market for approval prior to entry

in Banner

Not applicable-PO $ can’t be

increased and original PO

would’ve already had approval.

Any increase should be

approved "off line" by person

with appropriate approval

authority. Reference FMM for

authority levels

Will route to Business Office

queues of each region affected

by JE

Will route to Business Office

queues of each region affected

by JE