University of West Florida

Procurement and Contracts

 

UWF REQUISITION GUIDE
Last Reviewed/Updated: 3/27/2013

ATTACHMENTS

AVAILABLE FUNDS - CHECKING IN BANNER

BANNER PRODUCTION - OPENING OF

BUYER ASSIGNMENT - FINDING OUT WHAT BUYER IS ASSIGNED TO A REQUISITION

COMMODITY CODES - FINDING CORRECT

CREATE A REQUISITION

COPYING FROM A PREVIOUS REQUISITION

COMMODITY LEVEL VS DOCUMENT LEVEL ACCOUNTING

PO NUMBER - FINDING

PRINTING OF REQUISITION

PRINTING AND VIEWING PURCHASE ORDER

REQUISITION STATUS

SPLIT FUNDING

VENDOR - VERIFYING IN BANNER

 

PURPOSE

The purpose of the Requisition Guide is to be a reference guide after the employee completes Online Requisition Training. Step-by-step instructions are provided in this online Guide to assist the Requisitioner. You must complete and pass the Online Requisition Training as well as submit a Banner Security Request before you can begin processing Banner Requisitions:

Online Training
Banner Security Request

OPENING BANNER PRODUCTION
Log into My UWF at https://my.uwf.edu/
  • Click on “Employee Resources” Folder
  • Click on "Banner Production"

Make sure you have a Requisition Worksheet to write in the information you are about to verify in Banner. You can get the Worksheet from Procurement's Internal Web Page under Forms

CHECK AVAILABLE FUNDS IN BANNER

Check Available Balance before creating a Banner Requisition.

The Banner Requisition will be disapproved and returned to the Requisitioner if funds are not available.

  • Type FGIBAVL in the Go To field.
  • Press ENTER on your keyboard.

Check Funds

  • Tab to Index field and type the Index Code.
  • Tab to Account field and always type "7000".
  • Tab (tabbing inserts default information into fields)
  • Click Next Block.

Check Funds

  • Verify available funds by category in the "Available Balance" column.
    • 7000 is expense
    • 7415 is Other Capital Outlay (OCO)
  • Click Exit X to Return to the Main Menu.
  • If funds are not available, complete a Budget Transfer in Banner.
Check Funds
VERIFY VENDOR IS IN BANNER

There are two methods of searching for Vendors:

When using Banner (FTIIDEN), you will not be able to see addresses. You will be able to see both active and terminated vendors. You will have to be careful you are not selecting a terminated vendor.

When using the “Banner Vendor Search/List” tool, you will not see any terminated vendors, active students, or active employees. You will see all active addresses for all active vendors.

SEARCH METHOD 1:

To verify the vendor is in Banner:

  • Type FTIIDEN in the Go To field
  • Press ENTER on the keyboard
Verify Vend

To search by the vendor's name:

  • Click on the "Vendor" checkbox to uncheck it.
  • Click on the All checkbox to see individual and vendor names.
  • Click Next Block.

Verify Vend

 

  • Tab to Last Name field.
  • Type Vendor name using % sign before and after name (i.e. %Breeze% for Breeze Promotions). VENDOR SEARCH IS CASE SENSITIVE.
  • Click Execute Query (or press F8 on the keyboard).
  • If you find the vendor on the first query, write down the "Banner ID Number" on your Requisition Worksheet.

NOTE: If the vendor is in the system, look under the "V" column. If there is a "T" in the "V" column, that means the vendor has been terminated and you cannot use them. You will have to contact that vendor and ask them to go to the Vendor Registration Web Page and complete an update. In your email to the vendor, you can give them a link for Vendor Update Instructions to help them process the online update. You will have to check back and when the "T" is no longer showing in the "V" column, then you can enter the Requisition.

  • If you do NOT find the vendor you are searching for, it will be indicated in the message area at the bottom left of the screen. The message that will appear is "FRM-40301: Query caused no record to be retrieved. Reenter."
  • Click Rollback and repeat steps above with new search criteria. Search at least three times with variations of the vendor's name.

To search by "TIN" (Tax Identification Number) or "SSN" (Social Security Number):

  • Tab to ID Number field
  • Type the vendor's TIN/SSN without % signs in the ID Number field.
  • Click Execute Query, or press F8 key on the keyboard.
Verify Vend

If after a thorough search, you do not find the vendor in Banner:

  • New vendors must be added to Banner BEFORE a Requisition can be keyed into Banner. Departments are to refer all vendors to Procurement's External Vendor Registration Web Page. All vendors must register at the Vendor On-Line Registration page prior to the submittal of the Banner Requisition.

  • Click Exit to return to the Main Menu.
Verify Vend

SEARCH METHOD 2:

You can also search for a vendor by using the "Banner Vendor Search/List" tool on the "Go Shopping" Page (in "My UWF" - "Employee Resources" Folder - see "Go Shopping (Procurement)". Please note, when using this tool you will not see any employee or student vendors. To see employee or student vendors, you have to search using Method 1 above.

  • Go to the "Go Shopping" page ("My UWF" - "Employee Resources Folder")
  • In the upper right hand corner of the page, click on "Banner Vendor Search/List".

You can search by either

  • "Vendor ID" (FEI, TIN or SSN) or
  • "Vendor Name"

When you search using this tool

  • You will see all addresses that were keyed with a particular vendor.
  • You will NOT see terminated vendors.
  • You will NOT see inactive addresses.

When you search using Method 1 above, you do NOT see addresses.

Vndr Srch

VENDORS NOT IN THE SYSTEM (BANNER)

If you have performed an exhaustive search and cannot find the vendor in Banner:

  • Contact vendor and direct them to the Vendor Registration Page on Procurement's External Web Site.
  • If vendor is being contacted via email, attach the Vendor Registration Help Document.
FINDING COMMODITY AND ACCOUNT CODES
To enter a requisition, you will need to know the correct commodity code for your purchase. Follow the steps below to find the commodity code. To open the Commodity Code Report from Information Navigator:
  • Log into My UWF .
  • Click "Employee Resources" Folder.
  • Scroll down and click Information Navigator.

 

  • Click on “show all” at top of page.
  • Click the “search” icon to the right of the “Office of Record” field.
  • Select “Procurement and Contracts” as Office of Record..
Comm2
  • Scroll down to Report “PROC000035”.
  • Click “Add to Favorites” in far right column.
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  • Click “My Home” at the top of the screen.
  • Scroll to “PROC000035”
  • Click on “PROC000035” Commodity and Account Code.
Comm4
  • Click on View Report.
Comm6

To Search the Commodity Code List:

  • Press “Ctrl” and then “F” on keyboard to open the “Find” menu.
  • Type the commodity description that you are looking for in the “Find” field.
  • Click “Next”.
  • The requested Commodity Code and Account Code is displayed.
  • Continue to click “Next” to move to the next Commodity Code and Account Code matching the description you typed in.
  • Write down the Commodity Code and Account Code for approval of the PCard charge.
  • If the specific Commodity Code cannot be located, search again by entering a different keyword.
  • If a Commodity Code is unavailable, contact the office of Procurement and Contracts procurement@uwf.edu for assistance.
Comm7
BANNER ONLINE REQUISITIONS

You are now ready to type your Requisition in the Banner system.

Open Banner Production

  • From "My UWF" - Click on "Banner ERP System Folder"
  • Scroll down to "Banner Production"
  • Click on the "star" to the right to add to your "Home Page"
  • Click "Home" in the upper left corner of the screen.
Banner Prod
  • At "My UWF" "Home Page", click on "Banner Production"
  • Enter Argo User ID and Password to log into Banner Production
Banner Prod

After Banner Production is open:

  • In the Go To field type FPAREQN
  • Press ENTER on the keyboard

 

Requisition

If you are NOT copying a previously issued Requisition, click Next Block - DO NOT type anything in the Requisition field.

See COPYING FROM A PREVIOUS REQUISITION

 

 

 

Req Pic
 
Req Pic

  • Tab to Delivery Date field.
  • Click on the calendar icon to the right of the Delivery Date field and choose the delivery date.
  • Tab to the Comments field.
  • Type "Attachment" in the Comments field IF backup information is to accompany the Requisition (i.e., Quotation, Contract, etc.). Send ALL invoices to Accounts Payable
  • Attachments are faxed to 474-2090 OR emailed to procurement@uwf.edu.
  • Identify each page of the attachment(s) with the Requisition Number.
  • Tab to Organization field. You general/home ORGN Code should default in along with your department name, requestor name, etc. But, if it does not default in, you will need to type in the "home Orgn Code".
  • Tab to Email, Phone and Fax fields and type applicable information if it has not defaulted in. IMPORTANT: The Email field must have an email address typed in it in order to receive an automated email with printed PO attached (after the Requisition is processed into a PO in Procurement).
Req
  • Tab to the Ship To field.
  • the main campus address is the default (Code 000001). to change the default ship to address, click the Search Button.
  • Scroll to the applicable ship to address
  • Select it by either double-clicking on it; OR click on it and then click OK.
Req
  • Review the text in the Attention To field.
  • Replace "SEE DELIVER TO BELOW" with the Requisitioner's name (first name initial and last name), Bldg. Nbr. - Rm. Nbr.
  • Click the Vendor Information tab or click Next Block.
Req
  • Type Vendor's ID in Vendor field.
  • Press Tab on keyboard to populate vendor information.
  • Compare the vendor information on the screen to the information you have for accuracy.
  • If this is not the desired address sequence, click the Sequence Search Button and double-click the desired address.

If the desired address is not one of the choices, email procurement@uwf.edu with the following information, and request the address be added:

  • Vendor Name
  • Address
  • Phone and Fax Number
  • Email and Web Address
  • TIN (Tax ID Number)
Req

When the vendor's information is correct

  • Click the Commodity/Accounting Tab or click Next Block for Requisition Number assignment.
Req

WRITE DOWN THE REQUISITION NUMBER!!!

IF the document is exited before completion, DO NOT start a new Requisition.

To return to the existing Requisition

  • Type FPAREQN in the Go To field.
  • Press ENTER
  • Type the Requisition Number R000XXXX in the Requisition field. You must enter the R and all of the zeros along with the numbers.
  • Click Next Block.
Req

Commodity Level vs. Document Level Accounting:

At this screen you can choose (not required) to use Document Level Accounting. The system default is Commodity Level Accounting; so, the only choice you will see is Document Level Accounting.

When to Use Document Level Accounting:

  • There are multiple line items - please DO NOT use document level accounting if you only have one or two line items;
  • ALL items are expense; or ALL items are OCO (you cannot mix expense and OCO items when using Document Level Accounting).

When you use Document Level Accounting, you only key in the accounting line once.

If you utilize the system default, Commodity Level Accounting, you key in an accounting line for every item, i.e. if you have 10 items, you would key in the accounting line 10 times.

To choose Document Level Accounting, you click in the checkbox labeled Document Level Accounting.

Doc Level Acctg

You do not have to use Document Level Accounting, if you do not want to. It is up to the user.

KEYING IN A REQUISITION USING COMMODITY LEVEL ACCOUNTING

(To key in a Requisition using Document Level Accounting see below.)

  • In the Commodity field, type the Commodity Code.
  • Tab (to default Commodity Description).
Req
  • Click Options.
  • Click Item Text.
Req
  • Click Next Block.
Req
  • Begin typing the detailed description (Part Number, Model Number, color, etc.) on the first line under Text.
  • Do not type symbols, i.e. #, %, etc.
  • Banner only allows 50 characters per line (including spaces).
  • Press the Down Arrow on keyboard to type additional description and additional comments to Procurement.
  • When description is complete, click Save.
  • Click exit (X)
Req
  • There will now be a checkmark in the Item Text field.
Req
  • Tab to U/M (Unit of Measure) field. Each Commodity Code has a U/M tied to it. You will see this field populated with that.
  • If you want to change the U/M field, click U/M Search Button and change U/M field by double-clicking on the desired choice.
  • Tab to Quantity field.
  • Type quantity.
  • Tab to Unit Price field.
  • Type unit price without dollar sign or comma.
  • If you have a shipping or freight charge, tab to the Additional field and type the amount in. Note: if you have multiple items and a shipping charge for all items, you can enter this amount in Additional for the last item you enter.
  • To populate Extended and Commodity Line Total fields, tab through each field till the cursor is back in the Commodity field.

It is very important to TAB to all fields in sequence and not click in the fields.

Req
  • Click Next Block
Req
  • Tab to Index field.
  • Type Index Code.
  • Tab to Actv field to populate FOAP.
  • Type Activity Code, if applicable.
  • Tab through remaining fields to the USD Extended field.
  • Tab through EACH of the USD fields until the cursor is back in the COA field.
Req

If there are additional items to be added

  • Click Previous Block.
  • Press Down Arrow on keyboard and repeat steps above.
Req

If using Commodity Level Accounting when keying multiple items you will be "toggling" back and forth between the Commodity/Item block and the Accounting block for each item that you key.

If there are no additional items to be added to the Requisition

  • Click the Balancing/Completion Tab or Next Block.
  • Insure that all four fields under Status column show "BALANCED"
  • Click the "green check mark" icon to the right of "Complete"
Req

Notice the message at bottom of screen: "Document R000XXXX completed and forwarded to the Approval Process."

  • If you do not see this message, your Requisition did not complete.

 

Req

 

USING SPLIT FUNDING WITH COMMODITY LEVEL ACCOUNTING

You can use split funding whether you are using Commodity Level or Document Level Accounting.

If your are using Commodity Level Accounting, and the funding or FOAP was split, you would have to split each accounting line. For example, when using Commodity Level Accounting, you will have a line of accounting or FOAP for each line or commodity. for each split, make sure that the 2 or more FOAP amounts add up to the total amount of the line or commodity.

NOTE: If you are using Foundation Funds, please read SOP 200.01 before proceeding.

  • Tab to Index field.
  • Type in Index Code
  • Tab through the other accounting fields until your cursor is in the Extended field under USD.
  • Type in the amount of the first split.
  • Tab through all fields under USD until your cursor is back in the COA field.
Req
  • Click "Record"
  • Choose "Insert" (or press the Down Arrow on keyboard).
Req
  • Notice your cursor is now on the second line in the COA field.
  • The fields under USD are now blank.
  • The amount in Commodity Accounting Total is $2,000
Req
  • Tab to the Index field.
  • Type in the Index Code for the next "split".
  • Tab through the other accounting fields until your cursor is in the Extended field under USD
  • Type in the amount of the second "split".
  • Tab through all fields under USD until your cursor is back in the COA field.
  • You will only see and amount under USD that applies to the accounting line that is highlighted.
  • You would have to toggle back and forth using the up and down arrow on the keyboard to view the split amount for each accounting line.
  • Continue adding "splits" as in previous steps until done.
  • When done with Commodities/Items and Accounting blocks, click Next Block
Req
  • Review Status column to ensure each indicates "Balanced".
  • If each field under Status does not say Balanced, the Requisition will not complete.
  • Click Complete icon.
Req

If you need to exit from this screen WITHOUT completing the Banner Requisition, WRITE DOWN YOUR REQUISITION NUMBER!

  • Click In Process
  • To return to the Requisition type FPAREQN in the Go To field.
  • Press ENTER on the keyboard.
  • Type the Requisition Number R000XXXX. You must enter the R and all zeros (number-NOT alpha) along with the numbers.
  • Click Next Block.
Req

KEYING IN A REQUISITION USING DOCUMENT LEVEL ACCOUNTING

  • Click in the Document Level Accounting checkbox.
  • In the Commodity field, type the Commodity Code.
  • Press Tab on the keyboard to populate the generic commodity description
DocLevAcctg
  • Click Options.
  • Click Item Text
DocLvlAcctg
  • Click Next Block.
  • Begin typing the detailed description (Part Number, Model Number, Color, etc.) on the first line under Text.
  • Do not type symbols, i.e. #, %, *.
  • Banner only allows 50 characters per line (including spaces).
  • Press the Down Arrow on the keyboard to type additional description and additional comments to Procurement.
  • When description is complete, click Save.
  • Click "X".
DocLvlAcctg
  • There will now be a checkmark in the Item Text field.
  • Tab to the U/M (Unit of Measure) field. Each Commodity Code has a U/M tied to it. You will see this field populated with that.
  • If you want to change the U/M field, click U/M Search Button and change the U/M field by double-clicking on the desired choice.
  • Tab to Quantity field.
  • Type Quantity.
  • Tab to Unit Price field.
  • Type Unit Price without dollar sign or comma.
  • To populate Extended and Commodity Line Total fields, tab through till the cursor is back in the Commodity field.
  • Press the down arrow on the keyboard.
Doc Lvl Acctg

Remember, this is Document Level Accounting so you will be entering all the commodity/lines and only one line of accounting for the document (all commodities/lines).

Follow the steps above for entering each commodity/line.

When you are done entering all commodities/lines:

  • Click Next Block
DocLvlAcctg
  • Tab to Index field.
  • Type Index Code.
  • Tab to Actv field to populate FOAP.
  • Type Activity Code, if applicable
  • Tab through remaining fields to the USD Extended field.
  • Tab through EACH of the USD fields until the cursor is back in the COA field.
  • Notice the amount that defaults in the Extended field is the total of all commodities/lines.
DocLvlAcctg

USING SPLIT FUNDING WITH DOCUMENT LEVEL ACCOUNTING

If you are using Document Level Accounting, and the funding or FOAP was split, you would have to split the total of the Commodities/Lines.

The examples we are using have two commodities/lines totaling $4,200

You can split that total however many ways you wish as long as each of the splits adds up to the total of all commodities/items.

  • Tab to Index field.
  • Type the Index Code.
  • Tab through all the FOAP fields till you are in the Extended field under USD.
  • Type the amount of your first split.
DocLvlAcctg
  • Press the Down Arrow on the keyboard.
  • Notice all the fields under the USD column are now blank and the cursor is on the second line on the COA field
DocLvlAcctg
  • Enter the next split the same as the previous steps above.
  • Continue entering splits until you are done.
DocLvlAcctg
  • Click Next Block
  • Click on the Balancing/Completion Tab OR click Next Block.
  • Review Status column to ensure each indicates "Balanced".
  • Click Complete icon.
DocLvlAcctg
  • You will be back at FPAREQN and ready to enter another Requisition, if required.
  • To insure your Requisition was completed, ALWAYS check to see the following message appears at the bottom of the screen, "Document R000XXXX completed and forwarded to the Posting (or Approval) Process". If you do not see this message, your Requisition did not complete properly.
  • This is also your last change to write down the Requisition Number.
  • If you are not entering any other Requisitions, click "X".
DocLvlAcctg

COPYING FROM A PREVIOUS REQUISITION
If you have keyed in a Requisition in the past and you are ordering the same item again, you can copy a previously issued Requisition by:

  • Click the Copy icon
Req
  • In the Requisition field fill in the number of the Banner Requisition you are copying from.
  • Press Tab on the keyboard to default in the vendor number and name.
  • Click OK
  • Change existing information to reflect this order.

 

Req
PRINTING A REQUISITION

To print a Banner Requisition:

  • In My UWF, click on "Employee Resources" folder
  • Click "Information Navigator"

If you have not added any Procurement reports to "Your Favorites", go to all of Procurement Services reports:

  • Click Show All
  • Click the "Down Arrow" at Office of Record
  • Click Procurement and Contracts
Reports
  • Scroll down to Requisition Display PROC000016
  • Click Add to Favorites (far right column)
  • Click My Home at top of page
  • Click on Report PROC000016 Requisition Display that you just added to your Home Page
Reports
  • Type Requisition Number in the Requisition Number field.
  • Click Generate Printable PDF Report button.
Report
  • A printable version of the Requisition will display and you can print by clicking the Print icon.
Reports
REQUISITION STATUS AND FINDING THE PO NUMBER CONNECTED TO REQUISITION

PROC000011 Requisition Status Report

  • In "My UWF", click on "Employee Resources" folder
  • Click Information Navigator
  • If you have not added PROC000011 to "Your Favorites", follow steps above.
  • Click on PROC000011 to open Requisition Status Report.
Reports

You can search this report in several different ways:

  • By Index - Type in the Index Code
  • Choose Begin/End Dates if applicable
  • Click View Report button.
  • Report will show all Requisitions entered using that particular Index Code.
  • By Buyer - Click the "Down Arrow" search icon to the right of the Buyer field.
  • Scroll till you find the particular Buyer.
  • Click that Buyer.
  • Choose Begin/End Dates if applicable.
  • Click View Report button.
  • The report will show all PO's issued by the Buyer specified for the time frame (Begin/End Dates) specified.
  • By Requestor/ Requisitioner - Click the "Down Arrow" search icon to the right of the Requestor field.
  • Scroll till you find the Requestor name.
  • Click that Requestor.
  • Choose Begin/End Dates if applicable.
  • Click View Report button.
  • The report will show all PO's issued by the Requestor (Requisitioner) during the time frame (Begin/End Dates) specified.
  • By Requisition - Type the Requisition Number (including the R and all zero's and numbers) in the Requisition field.
  • Choose Begin/End Dates if applicable.
  • Click View Report button.
  • The report will show all Requisitions issued during the time frame (Begin/End Dates) specified.
Reports

The Report to the right was run by Begin/End Date only. All other fields were left blank. When processed this way you get ALL Requisitions entered during a specified time frame.

Notice R0006725 has no PO Number, but does have a Buyer (Eric Engelmeyer) assigned. This would tell you that the Requisition had "reached" Procurment Services and been assigned a to that Buyer; but, it has not been assigned a PO number yet.

Notice R0006732 does not have a PO Number, nor does it have a Buyer assigned to it. this could mean a couple of things. It could be that the Requisition has not been completed; or, it could mean the Requisition has been completed and is awaiting approval in an Approval Queue; or, it could mean that the Requisition is in Procurement's Queue and just has not been assigned to a Buyer yet.

Reports
FINDING A PO NUMBER CONNECTED TO YOUR REQUISITION NUMBER (ALTERNATE METHOD)
  • In the Go To field of Banner Production, type FOIDOCH
  • Press Enter on the keyboard
Report
  • In the Document Type field, type REQ
  • Tab
  • In the Document Code field, type the Requisition Number, including the R and all the zeros and numbers.
  • Click Next Block.
Reports
  • If a PO Number exists, it will be indicated in the Purchase Order field.
Reports
PRINT/VIEW A PO
  • In "My UWF", click "Employee Resources" folder
  • Click on "Information Navigator"
  • If you have not added PROC000012 to "Your Favorites", follow steps above.
  • Click on PROC000012 to open the Purchase Order Menu report.
  • Type the PO Number in the PO Number field.
  • Press View Report button.
Reports
  • Click the PO Number to view and/or print the PO
  • You can also view any backup that was scanned and uploaded by clicking on those links.
Reports
  • Printed PO
Reports

 

TYPE OF APPROVAL

APPROVAL REQUIRED
A written approval can be in the form of a printed email.

EXCEPTION
Computers or IT Items

Any computer purchase that includes a CPU must have written approval of Assoc VP for IT (or designee - send email to
computerpurchase@uwf.edu).

ANY IT purchase with the total amount of $10,000 or greater must also have Assoc VP for IT's written approval (send email to
computerpurchase@uwf.edu).

IHMC: Less than $20,000

Per 4/24/00 email from Assoc VP IT

Position Vacancy Advertisements

Must have written approval of Office of Human Resources.

Per University Policy HR-20.00-2004/07

 
Radioisotopes Must have written approval from Director of Environmental Health and Safety (or designee)  
Vertebrate Animals (Animal care and Use Committee) Must have written approval from the Assoc VP for Office of Research and Graduate Studies (or designee)  

Radio and Accessories Using
UWF's 800 MHz System

Must have written approval from University Police Director (or designee)  
Page Charges/Reprints of Scholarly Paper Must have written approval from Office of Research & Graduate Studies E&G Funds must also be approved by Provost/Vice Provost (or designee) AND show benefit to UWF.
Moving Expenses Must submit completed (and signed by Divisional VP) "Request for Approval to Pay Moving Expenses" along with your Requisition See Moving Instructions on Procurement Internal Web Page
All Requisitions using Concession Funds Must have written approval from Office of President  
All Requisitions using Foundation Funds Must have written approval from Office of Development, Foundation and Alumni Relations. See Procurement SOP 200.01  
All Requisitions for any facilities-related work Must have written approval from Director of Architectural and Engineering Services (or designee)  

 

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