Searching for purchasing information on Banner
Purchase orders assigned to your account number can be found by clicking on the Open Purchase Orders by FOAPAL Form or by entering the code FPIOPOF in the Direct Access Box at the top of the Menu Page. When this Form appears, enter your Index Code in the Index box. Press Ctrl + Page Down. A list of all your purchase orders will appear, beginning with the oldest.
Use the down arrow or the scroll bar to move down the list. If there are several items on a purchase order, each item will appear with a short description. The PO Code is the Purchase Order Number. You cannot view the whole purchase order from this screen. If you are checking purchase orders for more than one Index Code, click on the Rollback box to clear the form. You can then enter another Index Code. Click the Exit box to leave this form.
Blanket Orders cannot be found using this form because the accounting information on them is entered in a different way.
From the Menu Page, click on the Open Purchase Orders by Vendor Form or enter FPIOPOV in the Direct Access Box. The Banner System files vendors by numerical codes. To search for them alphabetically, press the F9 key to move to the next screen. Tab over to or click on the box under the heading Last Name. Enter the vendor's name. Please note that Banner is case sensitive. If you are not sure of the vendor's correct, full name, you can search a part of the name by using the percent sign as a wild card. i.e.%Tenex% for Compu-Redi Tenex. If you know the first part of the name, just use a wild card at the end. i.e. Compu% This is faster than using wild cards at the beginning and end of the string. To start the search, press F8. Use the down arrow to highlight the vendor you want. If a vendor is listed more than once, look under the column heading Ch. One of the entries will have an N in that column. Choose the vendor with a blank box under the Ch column. Click on the Select box at the bottom of the screen. This will take you back to the previous screen with the vendor you selected entered in the box at the top. Now you can do a search on that vendor.
Press Ctrl + Page Down to see a list of orders assigned to that vendor. Banner will default to the current fiscal year. For previous years, you will have to change the date in the Fiscal Year box. Banner also defaults to show only Open orders. You can select All if the order you are looking for did not appear when you selected Open. The Code in the lefthand column is the Purchase Order or Blanket Order number.
If there are also regular purchase orders to that vendor, they will also appear in this list. Blanket Orders can usually be identified by the amount in the Quantity column. It will usually be a round number like 1000, 5000, etc. There might be more than one department with a Blanket Order to a particular vendor. To view a Blanket Order, click on one of the numbers in the Code column and press F9. This will take you directly to the FPIPURR form. Instructions for using this form follow.
You must know the Purchase Order or Blanket Order number to use this form. From the Menu Page, click on Purchase/Blanket/Change Orders Query Form or enter FPIPURR in the Direct Access Box. If you are looking for a Purchase Order, make sure the cursor is beside the Purchase Order box. For Blanket Orders, the cursor must be beside the Blanket Order box. All orders, whether Purchase or Blanket Orders, begin with an upper case P and contain seven digits. The letter P and all digits must be entered in the box, i.e. P0001234 then press Ctrl + Page Down. The date the order was placed and the date requested will appear.
Press Ctrl + Page Down to move to the next screen. This screen shows the item(s) ordered. If the full description of the item won't fit in the Desc(ription) box, the rest of the description can be found by clicking on the Line Item Text box at the bottom of the screen. When this screen pops up, it will be blank. Press Ctrl + Page Down to view the text. Use the down arrow or scroll bar to read all the text, if necessary. Click on the Exit box to leave this screen. If there are several items on the order, press the down arrow to view the subsequent items.
To see which account number was used for the purchase order, press Ctrl + Page Down to go to the accounting information screen. To go back to a previous screen, press Ctrl + Page Up. Click the Exit box to leave this form.
For Blanket Orders, enter the Blanket Order number in the Blanket Order box. i.e. P0001234 Press Ctrl + Page Down. The department using that Blanket Order can be found by clicking on the Document Text box at the bottom of the screen. When this screen pops up, it will be blank. Press Ctrl + Page Down to view the text. Click on the Exit box to leave this screen.
Press Ctrl + Page Down to move to the next screen. The description of the items or services will be on this screen. The account number for Blanket Orders is contained in the Line Item Text box and will be on line 930.
If you do not have access to a form in the Banner System and you think you should have access to it, please contact Donna Gross, Information Systems, at ext. 3883.