Guidelines offered for year-end purchasing

The following are valuable tips and guidelines on how to make the year-end purchasing process go as smoothly as possible, provided by Ann Kokx-Templet, Director of Contracts and Purchasing Services.

Important dates for the end of Fiscal Year 2011-2012.

All requisitions related to FY 2011-2012 must be approved before the close of business on Friday, August 24, 2012.

All requisitions related to FY 2011-2012 must be for Goods DELIVERED or Services RENDERED on or before August 31, 2012.

If you use Banner form FOAUAPP for approvals you may approve out of order by un-checking Next Approver and then next block.

If you use SOS for approvals you may approve out of order by selecting “All documents which you may approve”.

Even if you approve out of order all approving authorities must complete the approval process.

Any requisitions not fully approved by 5:00 PM on August 24, 2011 related to FY 2011-2012 will be disapproved and thereby cancelled. *

  • Only requisitions / purchase orders utilizing Bond funds and some Grant budgets are exempt from these restrictions.

P-CARDS

All P-Card transactions (card swipes) through 08/31/2012 will be posted to the FY 2011-2012 budget. Transactions occurring on or after September 1st, 2012 will be charged to FY2012-2013 budget.

Useful Banner Housekeeping Tips

Banner Finance Users should be doing the following on a regular basis regarding purchase orders:

  • When a final invoice from a vendor on a purchase order is received, mark “Final Payment” on the vendor invoice that is sent to Accounts Payable.  Accounts Payable will then mark the Final Payment Indicator on the invoice on Banner form FAAINVE – Invoice/Credit Memo form.  This will automatically cause the system to close the purchase order and any balance remaining on the purchase order will be unencumbered and made available for spending within the user’s budget.
  • Use Banner form FPIOPOF – Open Purchase Orders by FOAPAL to find the open purchase orders for their Fund, Organization and Program combination.  You can use the attached form to help with this process.
  1. Enter the Fund and Organization in the Key Block of FPIOPOF and then Next Block to display a list of all the open purchase orders for the Fund/Org combination.
  2. For each open purchase order, use Options, Query Purchase Order [FPIPURR] to  determine:
  • Is it a standing purchase order or a regular purchase order?
  • Who is the Buyer for the purchase order?

FGIENCD – Detail Encumbrance Activity Form   Review open purchase orders with any remaining balance.

  1. Enter an open purchase order number in the Key block and then Next Block.
  2. Encumbrance is the original amount of the purchase order.
  3. Liquidation is the liquidated or paid amount of the purchase order. (This is the field you need)
  4. Balance is the remaining balance of the purchase order.
  5. The last block lists the original encumbrance (PORD), along with any invoices (INEI) paid thus far.

FGIOENC – Organizational Encumbrance List can also be used to find open purchase orders with a balance and you can also access FGIENCD from the Options menu on this form, so it is likely easier to just use it instead of FPIOPOF.

  1. Enter the Fund and Organization in the Key block and then Next Block
  2. Query for your purchase orders by pressing F7, entering “P%” in the Encumbrance field and then pressing F8 to execute the query.  Note that you may see a purchase order number more than once if it has multiple commodities.
  3. When your focus is on a Purchase Order number (it is highlighted and you are on that record), use Options, Query Detail Encumbrance Info [FGIENCD] to check the information on FGIENCD.

*** New Report ***

ZFRPOTB – Purchase order balance report.  This report can be created with a combination based on Fund, Org and/or Account.  The report results will indicate the remaining available balance for all POs in the selected Fund/Org/Account code.

FOADOCU – Used to find the requisitions and budget transfers that a user created as well as the current status (Complete, Incomplete, Approved, Posted).

  1. Your User ID, chart of accounts and fiscal year default in the Key block (User ID could be changed to check another user that creates finance documents against the budget).
  2. Next Block to view all documents created by the user this fiscal year.
  3. Any incomplete requisitions should either be completed or deleted since an incomplete document with an accounting distribution will encumber funds within that budget.
  4. Any incomplete budget transfers should also be completed or deleted.

Before closing a PO:

Check with the Vendor and see if all invoices have been received and paid

  • If so, you can email the buyer to close the purchase order so that the funds are unencumbered and made available for spending within your budget.
  • If there are pending invoices that need to be paid, the purchase order must be left open so that the payment(s) can be made to the Vendor.
  • No action is required on purchase orders with a zero balance. Purchasing runs a process that closes out all zero balance purchase orders.