BANNER REQUISITION TRAINING

1. BANNER REQUISITION TRAINING Steps to assist with purchasing September 29, 2010 Sylvia Martinez

2. To begin you will need to know the following: • Vendor Identification Number (ex.9000?????) • Funds in the appropriate account codes • Always check for banner messages • Quotes, if needed ( use Buyways, a very helpful tool!) • Use state contracts when necessary! BANNER REQUISITIONING

3. Http://www.accd.edu/district/purchase/home.html Buyways page 1of2

4. Buyways page 2of2

5. DOCUMENT LEVEL ACCOUNTINGUsed when purchasing items of $1000.00 or more

6. DOCUMENT LEVEL ACCOUNTINGEach item has its own accounting line (FOAPAL)page up & page down per commodity

7. Learn from each other • Share ideas and/or shortcuts • You can always call purchasing • Don’t be scared to look for shortcuts, you can always delete, remove record and/or deny doc When in doubt network with other PAC secretaries

8. RECEIVING IF IT’S YOUR REQUISITION SEE IT TO THE END!YOU ARE RESPONSIBLE FOR ITEMS/SERVICE RECEIVED DIRECTLY TO YOUR DEPARTMENT • Acknowledge receiving items and/or service • Follow instructions on form • Send Direct Receiving form to Central Receiving in a timely manner INVOICING When a order is delivered, review the packing slips and/or invoices mark it “OK TO PAY” ,dated, sign it, fax it to Accounts Payables at 210-485-0355.

9. BANNER REPORTSReports are sent weekly to the Budget Office and Vice President of College Services. • Your name will appear on reports if an invoice has not been entered for payment to the vendor. Your name will continue to appear on reports until Requisition has been closed out completely • If the invoice has not been entered at the end of the year your funds to pay requisition will be pulled from the next fiscal year • Your Budget Manager will also be notified of pending documents under your name. • Your name will appear on reports if a receiver (Direct Receiving Form) has not been entered for your requisition. Your name will continue to appear on reports until Requisition has been closed out completely • If the receiver has not been entered at the end of the year your funds to pay requisition will be pulled from the next fiscal year • Your Budget Manager will also be notified of pending documents under your name.

10. Reminder from Alamo Colleges • M E M O R A N D U M • TO: Alamo Colleges Family • FROM: Dr. Bruce Leslie, Chancellor • RE: 2011 Alamo Colleges Budget • DATE: July 21, 2010 • All Texas state agencies are facing unprecedented fiscal cuts over the next several years. As a result, the Alamo Colleges will lose $21 million in state aid from our budget in the next three years. However, due to substantial enrollment increases, the additional faculty and staff required to serve our growing student population, and the operating costs of our 24 new buildings, the financial challenges we face are even greater. Because of these factors, we must actually cut $27 million or more through 2013. The actual figure will depend on how local property tax revenues change and whether tuition increases. • By putting education first while also showing great discipline and fiscal responsibility, we can earn the public’s trust in our stewardship so that they will support modest tax and tuition increases. • It will take everyone’s flexibility, dedication, positive spirit, good ideas, and contributions to maintain quality while also accomplishing deep budget cuts, redesigning operations as needed, and improving systems to become more efficient. But I have faith in the abilities of the Alamo Colleges faculty, staff, and administration, as well as the community we serve. Working together, we will not only weather the storm but also prevail and become a better college system as a result.

11. Thank you for attending Banner Requisition Training Nobody can do everything, but everyone can do something. ~Author Unknown