BAKERSFIELD COLLEGE BANNER: PO PROCESS WORKSHOP

Transcription

1 BAKERSFIELD COLLEGE BANNER: PO PROCESS WORKSHOP JANUARY 11, 2017 JANUARY 12, 2017 PRESENTED BY SOMALY BOLES, ADMINISTRATIVE ASSISTANT, FINANCE AND ADMIN SERVICES LETY ALVAREZ, ACCOUNTING TECHNICIAN II, BUSINESS SERVICES 1

2 BANNER: PO PROCESS WORKSHOP 1. LOG INTO COMPUTER. 2. OPEN INTERNET NATIVE BANNER (INB). 3. LOG INTO BANNER IN TRAINING MODE. 2

3 TOPICS OF DISCUSSION What is a Purchase Order? Prep fr Purchase Order Vendrs Funding Surce/FOAPAL Budget Transfers Purchase Order Entry Enter Purchase Order Dcument Text Purchase Order Fllw-up Dcument Histry Apprvals Apprval Queue Structure Invices Receiving Check Payment Current Purchase Order Issues Travel Reminders Tax Rate Change Mileage Rate Change Amazn Orders 3

4 WHAT IS A PURCHASE ORDER (PO)? It is a request fr gds/services t a vendr. It is needed fr an invice t be paid. It is submitted and apprved by all necessary supervisrs/managers. Banner is the prgram used t submit purchase rders. 4

5 PREP FOR PURCHASE ORDER 5

6 VENDORS 1. Request qute frm vendr. Fr IT-related qutes, cntact Judy Ahl x4899 t request qute. Fr M&O-related rders (furniture, cubicles, etc.), cntact M&O x4497 after receiving qute frm vendr. 2. Verify vendr is in Banner. Use FTIIDEN t search fr vendr. If vendr is nt in Banner, send the vendr the link t Vendr Registratin and Substitute W-9 frm: Instructins are prvided n webpage. Vendr needs t list yu as the KCCD Emplyee Requesting Vendr Infrmatin, #5 n frm. KCCD Purchasing (Cammie Ehret-Stevens/Jana Durham) will send yu an with the vendr cde after they receive the frm and add them t Banner. 6

7 FUNDING SOURCE/FOAPAL 1. Identify FOAPAL. Check with persn requesting rder r supervisr. POs cannt be cmpleted withut FOAPAL. Accunt numbers need t crrespnd with rder. Ex: travel reimbursements fr emplyees = 5220 Emplyee Travel, pens fr ffice use = 4313 Nn-Inst Supplies & Materials. Use Chart f Accunts fr reference. 2. Verify availability f FOAPAL. Use FGIBDST t view budget. Verify available balance fr accunt. Use FGIBAVL t view ttal accunts budget. Ex: if yu are reimbursing 5220 Emplyee Travel and there is a negative balance in 5230 Fd/Meetings which makes the ttal in the 5000s accunts t be negative, yur PO will be flagged as NSF (Nn-Sufficient Funds). *Nte: CalCard charges will nt appear in Banner fr at least tw (2) mnths. 7

8 FUNDING SOURCE/FOAPAL 3. N access t FOAPAL. Cntact supprt staff f surce f funding. Ex: Equity FOAPAL, cntact Equity supprt staff t enter PO. Using mre than ne FOAPAL, cntact Smaly Bles x4203 t cmplete PO. Smaly has access t cmplete POs fr all FOAPALs. 8

9 BUDGET TRANSFERS 1. If there is n funding in the accunt fr the FOAPAL, a budget transfer needs t be submitted prir t cmpleting the PO. 2. Nn-Labr accunt t Nn-Labr accunt: Use MyBanWeb fr t enter budget transfer. Enter Transfer Amunt. Enter Frm FOAPAL. Enter T FOAPAL. Enter Descriptin Budget adj t pay fr supplies expense. Select Cmplete. Budget transfer number will be prvided. Ex: J Budget transfer will g thrugh apprvals. 3. Labr t Nn-Labr accunt/labr t Labr accunt: Use Budget Transfer paper frm fund at Emplyee Frms/Budget/Budget Transfer Request: %20Request.pdf 9

10 PURCHASE ORDER ENTRY 10

11 ENTER PO 1. Use FPAPURR t enter PO: Click n the Next Blck icn r CTRL Page Dwn. Use this each time t g t the next screen. Select Order Type. Regular: Physical items/prducts being shipped t campus. Standing: Travel reimbursements, cnsulting services, etc. Select Delivery Date. Cmments: Print PO: PO will be sent t vendr by KCCD Purchasing t initiate rder. D Nt Print: Order will be entered nline, invice has already been received, etc. Select Ship T. 11

12 ENTER PO CONT. Enter Vendr Cde. Verify Address. Click n Address Type t change address. Use VD. Address nt n file: KCCD Purchasing asking t update vendr address. Prvide qute r vendr website that shws crrect address. Enter Descriptin f Order. List vendr item numbers first when applicable. Use NT if there is n tax. D nt use Miscellaneus items. Items must be identified. Enter FOAPAL. Tab thrugh all bxes. Click Cmplete if yu are ready t cmplete PO. Click In Prcess if yu are nt. PO number is assigned and will shw up in FOADOCU Dcument by User. 12

13 PURCHASE ORDER FOLLOW-UP 13

14 DOCUMENT HISTORY 1. Use FOIDOCH t view dcument histry. Enter Dcument Type: PO. Enter Dcument Cde: P

15 APPROVALS 1. Once a PO has been cmpleted, it will g thrugh apprval queues. 2. Use FOAAINP t view wh needs t apprve. Enter Dcument: P Left side identifies apprval queue names. Right side identifies apprval queue users. Users listed with last name, first name are the users that have the PO in their queue. Ex: Alvarez, Leticia (D). Users with id names and their names in parentheses are superqueue apprvers and have the ability t verride. Ex: Superid1 (Burke, Tm (D)). 3. Use FOIAPPH t view wh has apprved. Enter Dcument Cde: P

16 APPROVAL QUEUE STRUCTURE Level 2 Cmpliance 0.00 Level 3 Manager $ Level 4 Dean/Directr $ Level 5 VP/President $9,999,999 16

17 INVOICES 1. Once a PO has been apprved and yu selected t print the PO, the vendr must send an invice. The PO will direct the vendr t send it t District Office Accunts Payable (DO AP). They will prcess it. 2. If yu have selected t nt print the PO and have the invice, send the invice t DO AP. 3. If yu d nt have an invice and the vendr did nt send it t DO AP, cntact the vendr fr a cpy. Then send t DO AP. 4. After Accunts Payable has reviewed the invice, it will be entered int Banner and given an invice number. Ex: I It will be apprved by DO AP. 5. Fr travel-related expenses and reimbursements: Fr travel reimbursements, invices are the travel authrizatin frm with all the supprting dcuments (receipts, Ggle Maps, etc.). Once PO has been apprved, send t Lety Alvarez, Business Services, and she will stamp and frward t DO AP. DO AP will nt prcess unless they see the stamp n the invice. 17

18 RECEIVING 1. If the Regular Order Type is selected, items need t be received by Shipping and Receiving. 2. Once Shipping and Receiving receives the PO in Banner and the invice has been apprved, a check can be prcessed. 3. If items are sent t the ffice and nt t Shipping and Receiving, please ntify Steve Adams by , sadams@bakersfieldcllege.edu. 4. Items rdered frm Stinsn s and Amazn must have an apprved PO in Banner. D nt rder items until PO has been apprved. Items cannt be received until after that. 18

19 CHECK PAYMENT 1. Once the invice has been apprved and, if applicable, the items received, a check can be prcessed. 2. Checks are cut at the DO AP every Tuesdays and Thursdays. Everything must be cmpleted and apprved prir t check cut days. DO AP has requested at least tw (2) weeks fr check prcessing. 3. Use FAICHKH, if yu have the check number, t view check infrmatin: Enter check number: C Enter Bank: OP then CTRL Page Dwn. 4. Or FOIDOCH, if yu have the PO r Invice number: Enter Dcument Type: PO r INV. Enter Dcument Cde: PO number r INV number. Click in check number bx. Click n Optins n tp left and select Check Infrmatin [FAICHKH]. Check number shuld autfill. Enter Bank: OP then CTRL Page Dwn. 19

20 CURRENT PURCHASE ORDER ISSUES 20

21 TRAVEL REMINDERS 1. Prepayment: Htel/Ldging nly: Need htel reservatin with cnfirmatin number and ttal amunt due. Ttal must be prvided by htel. D nt write ttal amunt. Include signed travel frm in supprting dcuments. Registratin: Need registratin ttal amunt due. Ensure remit address is n paperwrk. Include signed travel frm and agenda in supprting dcuments. Airfare: Reimbursed with receipt shwing amunt paid. Include signed travel frm and agenda in supprting dcuments. 2. Travel Reimbursement: All paperwrk, including agenda, needs t be submitted after PO apprval. Original receipts fr reimbursement; cpies f receipts when prepaid with ther frm f payment. Travel Authrizatin frm signed by traveler and supervisr in bth estimated and actual cst sectins. Receipts are required fr transprtatin, gas, htel/ldging, registratin, parking, internet, baggage claims, and ther expenses. Mileage: Ggle Map and aut agreement must be n file. Per Diem/Meals: N receipts are required. N per diem fr ne day travel; except when staff are traveling with students must submit receipts and will be reimbursed up t the per diem allwance. 21

22 TAX RATE CHANGE 1. Effective January 1, 2017, the CA statewide sales and use tax rate will be 7.25%. Adjustments t the tax rates have been made in Banner. The tax rate will be 7.25%, even if yu select the 7.5% tax rate ptin. 2. If an invice frm 2016 was nt received until nw and a PO was nt cmpleted in Banner, a date in 2016 must be used when entering a PO: Enter Order Date: xx-xx-2016 Enter Transactin Date: xx-xx

23 MILEAGE RATE CHANGE 1. Effective January 1, 2017, the standard mileage rate will be $0.535/mile. 2. Aut agreements must be n file fr mileage reimbursements. 3. Vehicle rentals are thrugh Enterprise and gas receipts will be reimbursed. N mileage fr vehicle rentals. 23

24 AMAZON.COM ORDERS 1. The prcedure fr an Amazn rder is exactly like prcessing a Stinsn s rder: PO fr Amazn rder must be apprved prir t rdering. When PO is apprved, Amazn rder can be cmpleted n Amazn.cm. Enter the PO number when checking ut n Amazn.cm. It will prmpt fr a PO number when selecting a payment methd. 2. Amazn is listed as tw (2) different vendrs: AMACOM1: Use when rder des nt cllect tax. AMACOM3: Use when rder des cllect tax. Cannt cmbine taxed and nn-taxed Amazn items because they are listed as separate vendrs. 3. Cntact Christine Mrales x4492 fr an Amazn accunt. 24

25 RESOURCES Cntacts Lety Alvarez x4853 Christine Mrales x4492 Smaly Bles x

26 QUESTIONS 26

27 NOTES 27