Purchasing - 1

1. Purchasing - 1 • Purchase Order Status Report By Index/Organization By Index/Fund for Grants

2. Purchase Order Status Report • At the last Fiscal Forum five attendees completed requests and descriptions for new reports. We have consolidated these requests into one answer with three options as follows in this power point presentation. • The Banner Report Committee has reviewed these requests and the options currently available. They have recommended this request for future report development.

3. 5 Fiscal Forum Requests for Purchasing Report USE AS IDENTIFIED BY REQUESTORS • “ Any outstanding purchase orders; “ • “ If vendors paid or encumbrance released; “ • “ Vendor invoices paid against POs; “ • “ Identify POs and track balance and expenditures; “ • “ Track POs and P-card status “

4. Consolidated Purchasing Report Detail and Frequency • DATA (details) REQUEST • Vendor name • PO# • Original enc. Amount • Current enc. balance • Invoice number • Amount paid • Date • Index/Fund (FOAPAL) • Check date • Check amount

5. Purchase Order Status Query Option 1 - Web Finance Self Service

9. Enter Index, then click “Submit Query” below

10. Note: If query for prior year, remove “Activity” code Enter “71” as Account Type, then, click “Submit Query” at bottom

12. Click to drill down to view details

13. 1st half of detail document

14. 2nd half of detail document

15. Purchase Order Status Query Option 2. Banner Production: - Detail Encumbrance Activity (FGIENCD) – Use if PO#, Enc.# or Req.# are known

16. Example for PO query

17. Example for WOLF enc. query John Smith John Smith

18. Example of Requisition Query

19. Purchase Order Status Query Option 2. Banner Production: - Detail Encumbrance Activity (FGIENCD) – Use if PO#. Enc.# or Req.# are known. - Open Purchase Orders by FOAPAL (FPIOPOF) – Use if Index #(POs only) is known.

21. Purchase Order Status Query Option 2. Banner Production: - Detail Encumbrance Activity (FGIENCD) –Use if PO#. Enc.# or Req.# are known. - Open Purchase Orders by FOAPAL (FPIOPOF) – Use if Index (POs only) is known. - Organization Encumbrance List (FGIOENC) – Use if Index is known.

23. Check it out: • More Banner query trainings are available at website below: http://www.fau.edu/aftss/training.html

24. Purchase Order Status Query Option 3. e-print report (Finance Banner FAUP) Open Encumbrances Report - FGROPNE

26. Example of requisition used in Option 2

27. Example of PO used in Option 2

28. Example of WOLF query used in Option 2 John Smith

29. Purchasing - 2 • Purchase Order Status Report Grant Inception To Date

30. Fiscal Forum Request For “All” POs For Grant Inception to date • USE AS IDENTIFIED BY REQUESTOR “ All POs issued for a grant inception to date “ • DATA (details) REQUEST: • Fiscal year POs; • Amount of POs and remaining balances • Account number with totals by account • Fund/Index • Status of purchase (complete, delivered, or blank) • FREQUENCY Daily as necessary

31. Purchase Order Status Query For Grant Inception To Date Option 1 – Web Finance Self Services Encumbrance Query

33. Enter Index, then click “Submit Query”

34. If query for prior year, remove “Activity” code Choose Account Type code from next page. If leave blank, It will show all types. Then, click here to submit query

35. Account Type - Grants • Description Type All grants -- Off-site Facility 7G Federal Grants -- Local Phone 7H Federal Grants -- Postage 7J Federal Grants – Office Supp/Rental Repair 7K Federal Grants – Memberships 7M Federal Grants – General Purpose – Equipment 7N Federal Grants – General Purpose – Software 7P All Grants – Transfers & Indirect Cost 72

36. Click PO# to drill down for details

37. Click here to view Document details

38. 1st half of View Document

39. 2nd half of View Document

40. Purchase Order Status Query For Grant Inception To Date Option 2 – Banner Production Grant Inception to Date - FRIGITD

42. 1. Highlight it; 2. Go to Options; then 3. Click Grant Details Info.