Requisitioning And Receiving

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Requisitioning And Receiving Tutorial
Purchasing Services, 2008
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Table of Contents

• Check Budget (FGIBAVL)
• Process a Budget Transfer
• Check Vendor (FTMVEND)
• WSSU Vendor Registration Online Form
• Begin Requisition (FPAREQN)
• Check Document History (FOIDOCH)
• Obtain Purchase Order Number
• Receiving (FPARCVD)

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Check Your Budget
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Step 1 Check Budget
Type FGIBAVL Press Enter
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Key in Fund Account Then press Next Block
Check your account and available balance. If
your balance is less than your purchase needs,
process a budget transfer in to the appropriate
account line. Contact Budget Office for
assistance with the budget transfer process at
ext. 2790.
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Check for Vendor BANNER ID
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Step 2 Check for the Vendor in BANNER
Type FTMVEND Then press Enter
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Press the down arrow key to search for your
vendor.
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Type the first few letters, beginning with a
capital letter and a percentage () sign at the
end, to query the database of vendors. Then press
Execute Query
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Write Down your vendor . Make sure it is an
active vendor. An active vendor has the letter
Y for yes in the V column. Press X to
close this form.
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WSSU Vendor Registration Form

• Steps for completing the Vendor Registration Form
• Go to  www.wssu.edu
• Go to Purchasing from the Quick Jump drop down
  menu
• Click on Vendor Registration Form (located on
  the left, in the gray area, 9th link down)
• Complete the form (Red asterisks indicate a
  required field)
• Click Submit
• If you receive an error message while
  attempting to submit the vendor registration
  form, follow these steps
• Go to  www.wssu.edu
• Go to Purchasing from the Quick Jump drop down
  menu
• Click on Vendor Registration Form (located on
  the left, in the gray area, 9th link down)
• Complete the form (Red asterisks indicate a
  required field)
• Print out the form
• Fax it to Purchasing, Attn  Janice Blanchard at
  750-2938 (fax)
• The vendor will be keyed into BANNER within 72
  hours (business working days) of your submission.
• Contact Janice Blanchard (x2930) in Purchasing to
  check the status of the vendor form.
• YOU MUST HAVE A BANNER ID (ie. 940..) FOR YOUR
  VENDOR

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Start Your Requisition
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Step 3 Requisition Process
Type FPAREQN Then press ENTER
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Type in your requisition number here Drop the
leading zero, and key the letter R in place of
that leading zero Press NEXT BLOCK to continue
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Document Level Acctg Using 1 fund (keep the box
checked) Commodity Level Acctg Using multiple
funds (uncheck the box)
Make sure your information is correct (Name,
Phone, Ship to)
Make sure you type your Name and Room here,
so the vendor knows where to delivery the
product/service.
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Type in your Vendors BANNER ID here, and press
tab for the information to populate.
If this is not the address you are looking form,
press the down arrow and select the correct
address. After selected, press tab for the
correct address to appear.
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Key information into ALL CIRCLED FIELDS
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ALL CIRCLED FIELDS are complete Press Next Block
to continue
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Press Complete!!! YOU ARE DONE!!! Your
requisition will be forwarded to the APPROVAL
stage.
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After You Complete the Requisition

• Submit the Original Requisition with all original
  approval signatures and attach all quote(s) from
  vendors.
• Send/Deliver to Eller Hall room 103, Purchasing
  Services.
• Keep a copy of the original for your records.

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Check Document History
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Step 4 Check Document History (FOIDOCH)
Type in FOIDOCH Press ENTER
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Type REQ as the Document Type field, press
tab Type the Requisition with the leading R
in the Document Code field Press NEXT BLOCK Write
down your Purchase Order Number (you will need it
for RECEIVING)
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Receiving
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Step 5 The Receiving Process
Type in FPARCVD Press ENTER
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Type the word NEXT Press NEXT BLOCK
Type in GRD for ground. Type in the Packing
Slip Number. Leave Bill of Lading field
blank. Type in your Purchase Order Number, that
you obtained from the FOIDOCH form.
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BANNER assigns the document a receiving number
that begins with the letter Y
Make sure you have completed all of the
information. The red circles in the previous
slide are the required fields.
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Go to Options Select Receive All Purchase Order
Items or Select Purchase Order Items. After
selecting, press NEXT BLOCK to proceed.
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Key in (or) Verify the quantity ordered and the
quantity received. If everything has been
received for the item, type the number in the
Current field. Tab to the U/M field and the
Unit of Measure will populate. Scroll down to
receive the other items on this Purchase Order.
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To finish go to Options Select Access Completion
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Press Complete YOU ARE DONE!!!
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Thank You for Completing this Tutorial

• For additional training and assistance with this
  process or to sign up for the two-day training
  course, contact
• Travis Pierce
• piercetr_at_wssu.edu
• 750-2933
• Visit Purchasing Services Website
• www.wssu.edu/Purchasing