Opening of Fiscal Year 2017-2018

The Board of Trustees approved the Budget on Monday, July 10, 2017.

Opening of Fiscal Year 2017-2018 07-20-17

You may enter FY 2017-2018 requisitions into Banner beginning Monday July 24, 2017.

In an effort to provide for instructional requirements for the start of the Fall 2017 Term 201810 and CPD Term 201811, we are opening FY 2017-2018 in Banner for the processing of requisitions related to goods and services that will be delivered on or after September, 01, 2017. 

The intent is to allow the College to provide Purchase Orders related to FY 2017-2018 to vendors that require substantial amount of lead time in order to fulfill the order with a delivery date on or after Friday, September 01, 2017.

Please note that requisitions related to FY 2017-2018, with August delivery dates, will be disapproved by Budget Control.

You may continue to initiate requisitions or journal vouchers for FY 2016-2017 through Monday, August 28th but only for goods and services that will be delivered before NOON on Thursday, August 31st.  Banner will be shut down from NOON on Thursday, August 31st until 1:00 am on Friday, September 01, 2017 due to fiscal year end closing processes. We cannot have any August related transactions after we have completed the closing process for the FY 2016-2017.

If you have any questions, please email any of the following Budget Control individuals: Bill Dickerson – Director of Accounting and Financial Services, Mini Izaguirre – Director-Budgets, Anita Dewease – Comptroller, Michael Moore – Director, Office of Grants Management, or Tomoko Olson – Director of Grants Accounting.

NOTE FOR APPROVING AUTHORITIES:  Banner assigns the next available document number to requisitions or journal vouchers. Items appearing in your queue may relate to both fiscal years. Please approve FY 2016-2017 items ASAP in order to avoid delays in processing last minute orders for delivery of goods or services on or before August 31, 2017. You may approve out of order by un-checking ‘Next Approver’ on FOAUAPP or select all documents on SOS. For Grant compliant requisitions or journal vouchers, approvals must follow the appropriate approval hierarchy.

NOTE FOR ORIGINATORS:  Please follow the approval process via form FOAUAPP or through SOS FINANCE – Approvals.  By clicking on the queue button, you can track who is next in line to approve a requisition or journal voucher.  A friendly phone call to the next approver may move the process along a little quicker.

In order to comply with generally accepted accounting principles, the Business Office must adhere to a proper cut-off dates at the ending and beginning of a fiscal year.  Please remember we don’t make the accounting rules, we are just tasked with enforcing the rules. 

Opening of Fiscal Year 2017-2018

Please note that the value “18” will be used to indicate FY 2017-2018 on any Banner Finance forms in the FY field; FY 2016-2017 is indicated with a value of “17”.

To be in compliance with generally accepted accounting principles (GAAP), the FY 2017-2018 budget is available for processing of requisitions and purchase orders for goods and services to be delivered or rendered on or after September 01, 2017 and prior to August 31, 2018.

FY 2017-2018 budget funds may not be spent for activity that occurs prior to September 01, 2017.

REQUISITIONS / PURCHASE ORDERS

Since the Banner system is driven by the “effective date”, the following steps are required to properly process a requisition/purchase order, during the month of August 2017, for FY 2017-2018:

 

FPAREQN – Requisition Form: For FY 2017-2018 requisitions created prior to September 1, 2017:

The Order Date, and Transaction Date, for all requisitions created prior to September 01, 2017, must be changed to 01-SEP-2017 or later.  The Delivery Date must be 01-SEP-2017 or later.

NONE OF THE ABOVE FIELDS CAN HAVE AN AUGUST DATE.

REQUIRED DOCUMENT TEXT

The following must be included as the FIRST AND SECOND line of document text on all requisitions entered before September1st for FY 2017-2018

FOR USE ONLY FOR DELIVERY OF GOODS OR SERVICES AFTER SEPT. 1, 2017

BATCH RELEASE OF PURCHASE ORDERS WITH LONGER LEAD TIMES

Purchase orders will be created and stored by Purchasing and released to the supplier or the department in the timeframe to ensure no product or service is delivered prior to September 1, 2017 but not to forestall delivery of products with longer lead times.

When creating a requisition for a product with a lead time greater than two days, you MUST provide the anticipated lead time on line 3 of document text – otherwise completed purchase orders will be held for release on or about September 1st.

RELEASE OF PO NUMBERS TO SUPPLIERS

Even though purchase order numbers may be visible in FOIDOCH, they are NOT TO BE RELEASED to suppliers for use PRIOR TO SEPTEMBER 1st.

After September 01, 2017, it will not be necessary to make any changes to the Order Date or Transaction Date fields.  The Delivery Date for these requisitions may be input as any date between 090117 and 083118. Please note that the delivery date does not print on the purchase order.

BUDGET TRANSFERS

Do not create any budget transfers (journal vouchers) related to FY 2017-2018 until after September 01, 2017. Any budget transfers created during August 2017 that are related to fiscal year 2017-2018 will be disapproved.

FGIBDST – Organizational Budget Status Form

FGIBDST may be used to check your FY 2016-2017 or 2017-2018 budgets. If you have any questions, please email Mini Izaguirre, Director – Budgets.

Thanks in advance for your cooperation and continued success with Banner.

Bill Dickerson, Director of Accounting and Financial Services

Bill.dickerson@sjcd.edu