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Learn how to create purchase orders, manage budgets, and navigate financial processes efficiently in a college setting. Find practical tips, resources, and guidelines to ensure smooth financial transactions.
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Budget 101 Continued! Brought to you by the Budget Office
Purchase Order (PO) • There are two ways the college will honor payment for goods and services; the Purchase Order and the Purchasing Card. • A purchase order can be created for any amount within budget. Purchase orders in the amount of $5000 + must adhere to the COPPS Purchase Order Requirements. • Purchase orders are created in Native Banner; authority from department manager and College Finance are required. • Purchase orders may be changed via a Change Order, canceled or deleted, or closed by the order originator.
Creating a Purchase Order • In Native Banner use the code FPAPURR to access the purchase order module. • Banner will auto assign the next consecutive PO number so leave the purchase order field blank (Only type a “Pxxxx” in this field if you are working on an incomplete PO) • Enter mandatory information • Complete or suspend for later completion • Print
How Do I Find That?Purchase Order Tips! • NSF! Check for sufficient funds BEFORE beginning your purchase order. Perform a Budget Availability search in ExpressLane for the FOAPs you want to use on the PO. If you have insufficient budget, you can initiate a budget transfer prior to starting your PO. • Order Date: Physical date of purchase order • Organization: Auto defaults to ORG associated with PO creator’s L# • Percentage: Auto assigns %; use “70” instead of “.70” • Transaction Date: Accounting date/Date PO processes thru finance • Today’s Date: Enter D for auto entry of “today’s” date. • Vendor L#: Click down arrow to use lookup screen FTIIDEN • Vendor query: Press F7 to initiate query based on vendor name & wildcard (Office%); F8 runs query & returns info. Double click on vendor line to select; auto-return to previous screen.
Let’s Move That Budget!! • Moving budget amounts is accomplished in one of three ways: • A Budget Transfer • A Journal Entry • A BCR – Budget Change Request – ONLY FUND 8 A budget transfer can be initiated in ExpressLane, via the Budget Transfer Mailbox and by contacting the Budget Office directly. Use ExpressLane for transfers within the same fund – usually a 2-line transfer Use the Budget Transfer Mailbox for Inter-Fund and multi-line transfers Multi-line transfers within the same fund can also be processed in ExpressLane.
The Budget Query • Budget queries are an important way to get a bird’s eye view of your budget. • Budget queries are performed in ExpressLane • After accessing ExpressLane, click on Financial Information and then on Budget Queries.
Creating a Budget Query • Create a query by: • Budget Status by Account • Budget Status by Organizational Hierarchy • Budget Quick Query • Payroll Expense Detail
Designing Your Report • First, choose the data columns you want on your report – continue • Second, choose your FOAP elements and if you want revenue accounts or not - submit
Downloading and Manipulating • As you can see, there is a lot of data! • Near the bottom of the screen are buttons for downloading your data into an Excel spreadsheet for viewing and manipulation. • Click on “Download Selected Ledger Columns” • At the prompt “What do you want to do with bwfksdld.csv”? Click on “open”. • The result is an Excel spreadsheet in csv format that you can format for your own use. • Remember to save file “AS AN EXCEL WORKBOOK”
Let’s Be Proactive With Our ICP • Plan – Project – Forecast as best as possible before the Fiscal Year budget is loaded so your ICP can be fully budgeted. • New fees for new classes/Fees for classes established AFTER the Fiscal Year budget is loaded…Notify the Budget Office as soon as your fee has been approved. • The Budget Office does NOT see “Fee Sheets”
What If I Collect More Fee Money Than Is Budgeted? • New fees that are approved during the fiscal year or fees that are already budgeted and are coming in higher than anticipated at the original budget adoption: • Prepare a supplemental budget request showing both the complete revenue and expenditure FOAPs, the dollar amounts, and an explanation (“This fee was approved by the Board on 12/15/11. It is for students to reimburse the college for art supplies”.) (“This fee is for art supplies and has been consistently coming in at $25,000 over the last 3 years. We request the budgeted revenues and expenses be increased to $25,000.) • This request may be completed via email to the Budget Office from your Executive Dean or Manager