Procurement Creating Change Orders - Training
Contents
1. 8 In form FOAPOXT Document Text Entry enter the following information in the order listed For instructions refer to the Document Text process section in the Banner Finance Procurement User manual Note For consistency purposes and to ensure that Procurement Services and Risk Management receives the correct information effected by the change follow the format listed below g 9 Sav mono op Change Order Original PO number Vendor name amp ID Increase Reason for the change Action to be taken including line numbers to be changed Total line change if applicable the document text 10 Click Exit to close the document text form Complete requisition and route for approval Ti Team Prior to Saving Document Text verify that the Print boxes are checked If they are not T click on the box located next to the row and under the Print column to place a check mark August 31 2011 12 Change Order Decreases To decrease the dollar amount on a PO complete the following steps File Edit Options Block Item Record Query Tools Help aD AAR aR ETERNA ER a Requisition don Y 8 3 Requisition R0086033 Order Date 31 MAR 2010 Transaction Date 31 MAR 2010 f In Suspense Delivery Date 31 MAR 2010 a Comments Po 7 C Document Text Commodity Total 2 00 Accounting Total ment Level Accounting Requestor Delivery Information Vendor Information Commodity Accounting UM Tax Group Quantity Un2. _ Cd Asset Tag Asset Adjustment Status THT THT Use NEXT BLK PREY BLK to navigate use DUPLICATE ITEM for Doc Inquiry form Record 1 1 4 ea lt osce 6 From the Option menu select the Requisition Info FPIREQN to view the requisition 7 Click on Next Block IEEE Purchase Order Status Return Document Code 41 1 l oO xX Roossz43 v Issues 00101 Receiver THT Status August 31 2011 16 Document Text will display the Change Order details and also will include the Purchase Order number where changes will occur If you are unsure of the related Purchase Order follow steps below to locate the Purchase Order number File Edit els Block Item Record Query Tools Help Document Information EHA BRDA DPR Ee SiFfr ieix Requestor Delivery Information s Vendor Information Commodity Accounting Information View Items in Suspense Document Text FOAPOXT Transaction Date 11 May 2010 In Suspense Delivery Date MAY 2010 Comments Y Document Text Commodity Total Accounting Total A Complete M Approved Print Date Cancel Date Closed Date 13 mAy 2010 Activity Date 13 MAY 2010 User ID NCLIFTON Cancel Reason Document Type iP PROCUREMENT M NSF Checking C Deferred Editing Requisition Copied From Origin BANNER Reference Number 8 With Requisition Inquiry displayed click the Options menu From the drop down
3. the index number 107122 was entered The Fund Orgn and Program fields were automatically populated In this instance the Index number did not populate the Activity and Location fields August 31 2011 Change Orders Process Flow Change orders are used to make changes to a purchase order Common changes include increasing the amount ordered or cost decreasing the amount ordered or cost cancelling the order changes to descriptions addresses or Freight on Board FOB codes The process for processing change orders depends on the type of change you are making Change orders to change the address description or FOB codes non monetary changes do not require a change order requisition To request these changes send an email to purchasing nmsu edu with the following information included in the body of the email Contact information name phone email department Original PO number Vendor ID and name Change details BWR Re Change orders to cancel a purchase order in entirety can be accomplished by sending an email to purchasing nmsu edu with the following information included in the body of the email Contact information name phone email department Original PO number Vendor ID and name PO Amount Aa uN Change orders to change the funding source 1 e index or account code are submitted using the Purchase Order Funding Change Request form available on the Business amp Finance Forms web site http www
4. 2 Click on the Finance tab 3 Click on View Documents link August 31 2011 my NMSU edu sa Saab Employee Tab E mail Calendar Groups Logout Help Personal Information Student Employee Search MENU SITEMAP HELP View Document To display the details of a document enter parameters then select View do 0 display approval history for a document enter parameters then select Approval history If you do not know the document number select Document Number to ac le Lookup feature This enables you to perform a query and obtain a list of document numbers to choose from Choose type purchase Order vw __ Document Number___J poo92359 Submission Change Seq Reference Number Display Accounting Inf Yes O No Display Document Line Item Text Display Commodity Text All O Printable None All Printable None View document I Approval history Budget Queries Encumbrance Query Approve Documents View Document owered b RELEASE 8 2 SUNGARD SCT HIGHER EDUCATION 4 From the Choose type field click on the down arrow to display list and selection Purchase Order 5 Enter the Document Number in the field Note The Document Number field is case sensitive the P for Purchase Order number must be capitalized 6 Change Seq field can be used to view changes that occurred to an original purchase order By using the sequence of 00 the original Purchase or
5. Responsible for planning and managing the University s financial affairs within the authority granted by the Board of Regents Home Current Events Departments Official Organizational Information NMSU Phonebook Banner Information Lookup Business Procedures Manual and Forms Records Management and Retention Peer Institutions You are here NMSU Faculty and Staff Business Finance and HR Services Mission Statement Information Systems E anne Naneto Serving All of New Mexico State CASHNet ion is to provide students faculty and staff with the necessary financial management tools expertise and technical support so they Cognos hieve excellence in their work and to provide up to date facilities for community use This vision will be achieved through services e Print myNMSU Self Serve tion Communication internally and externally with customers and the continued development and implementation of new LECTINUIOGY www nmsu edu boffice 2 Click on the Banner Native Login link Tip Team F You can create a bookmark in your browser for quick access to Banner August 31 2011 The Logon screen will be displayed Logon Username Password Database 3 Enter Username and Password 4 Database field remains blank 5 Click on the Connect button The General Menu form GUAGMNU will be displayed File Edit Options Block Item Record Query Tools Help AJA ABD
6. change description qty Increase in funds Enter total amount of change under the one commodity FOAPAL enter total amount of change to original FOAPAL s hat is the reason for the change Decrease in funds Calculate amount to be input 1 per FOAPAL FOAPAL enter 1 per FOAPAL charged Document Text Original PO number line items to be changed reason for change Submit for approvals August 31 2011 Change Order Requisitions Change orders that include monetary changes increases decreases or cancellations are submitted using the purchase requisition process Use form FPAREON in Banner INB or review the Banner Finance Procurement User manual for creating a Commodity Level Accounting Requisition e Commodity Level Accounting must be used for change orders e Transaction and delivery dates are today s date e Ship to Code must be same as on original PO e Vendor code must be same as on original PO Notes Prior to submitting the Change Order review your original Purchase Order for identifying the accurate information line item or items quantity or quantities that need to be changed Use Banner forms FOIDOCH Document History to access and drill down to the FPIPURR Purchase Order Information In addition use form FGIENCD Detailed Encumbrance Activity to confirm transaction activity prior
7. items have been changed you will use Next Record to display additional line items 5 Click to Exit form August 31 2011 18 Using Banner Finance Self Service Once the change orders have been routed for approval tracking can also be done through Banner Finance Self Service by using the View Document feature in Finance Self Service Access to Banner Finance Self Service this can be done by logging on to my NMSU edu once logged on follow the steps below NM my NMSU edu Welcome Dee Anna O Lare My Account r Z Ros amp 9 q s You are currently logged in a Emad Calandar Groups togost Halp Home Student and Financial Aid August 25 2010 uick Links OS Banner Self Service Employee Information r Time Sheet Banner Self Service Name Dee Anna O Larey Leave Report NMSU ID Number 800015511 Time Off personal Information student Gem loyee get Queries B encumbrance Query approve Document B View Document Copyright SunGard Higher Education 1998 2008 SUNGARD HIGHER EDUCATION 1 Click on the Employee tab 2 Click on the Finance tab 3 Click on View Documents link August 31 2011 19 my NMSU edu os soso 2 E mail Calendar Groups Logout Help Personal Information Student Employee Search 60 MENU SITEMAP HELP View Document To display the details of a docume rameters then select View d o display approval history for a document enter parame
8. list select Document Text 9 Click on Next Block to display information 10 With Document Text displayed record the associated Purchase Order number 11 Click on Exit 12 Click on Exit again to return to the Go to Menu August 31 2011 Once the Change Order requisition has been approved you can view the Purchase Order to track and verify changes have been made in the Banner system File Edit Options Block Item Record 3 Help Encumbrance Description Date Established AVE AAA IS PIE P0080400 Sports Accessories 05 OCT 2009 Balance EENE Encumbrance Period Status la Type P Vendor 800096495 Sports Accessories Item 1 Paractice gear Sequence COA Index Fiscal Year 10 Encumbrance n 112212 Status jo Orgn Commit Indicator lu Acct Prog Acty 108231 735010 2130 Liquidation 0 00 Balance 0 00 13 MAY 2010 Transaction Date Document Code P0080400 LU Action Transaction Amount Remaining Balance E AU Re Access FGIENCD from the Go to menu Enter the Purchase Order number in the Encumbrance field Click on Next Block The Detail Encumbrance form will list all transactions associated with the Purchase Order When Change Orders have been updated on Banner the Purchase Order will display CORD Established Change Order under the Type field If additional line
9. nmsu edu boffice forms index html All other change orders i e changing quantity increasing or decreasing amount are processed by creating a change order requisition following the steps provided in this manual m Tip Subcontracts Construction and Architectural Engineering AE types of changes Tea e will not use this Electronic Change Order process Continue to use the established A routing process For Subcontracts these should be routed to Sponsored Projects Accounting and Construction and AE should be routed to Office of Facilities Services August 31 2011 The diagram below shows the process flow for creating Change Orders Change Order Process Flow Address description Locate original PO number vendor code amp name line items to be changed hat is the FOB code change or cancellation Subcontract Construction amp Architectural Engineering changes Use established routing Subcontracts route to SPA Construction amp AE route to OFS Email purchasing nmsu edu include contact info PO vendor ID amp name change information reason for the change Funding source change Other Submit Purchase Order Funding Change Request Form Create purchase requisition FPAREQN ON Vendor tab Use vendor ID amp name from original PO Commodity tab use commodity code 0100 do not
10. of the Purchase Order and changes made are visible 10 Return to View Documents link at the bottom if another display is needed August 31 2011
11. required at this time Approvals recorded Queue Level Date User RBO1 1 Aug 09 2010 NAME OF APPROVER DISPLAYED 2VRA 1 Aug 09 2010 NAME OF APPROVER DISPLAYED Budget Queries Encumbrance Query Approve Documents View Document RELEASE 8 2 8 If document has been approved a list of Approvals recorded will be listed Note If document has not been approved a list of approvers will be displayed 9 To return to the View documents Click on View Document link August 31 2011 21 View Change s on Purchase Order Once the change orders have been approved you can view changes to the Purchase Order through Banner Finance Self Service by using the View Document feature in Self Service Access Banner Finance Self Service this can be done by logging on to my NMSU edu once logged on follow the steps below my NMSU edu Welcome Dee Anna O Larey O Q q My y Ao voir mre cimenti logged in E w Content Layout E mail Calendar Groups Logout Help Home Student and Financial Aid ZUA Workflow Sample August 25 2010 Quick Links Banner Self Service Employee Information Time Sheet Banner Self Service Name Dee Anna O Larey Leave Report 800015511 Time Off Personal Information NMSU ID Number Student Employee get Queries Bl Encumbrance Query Bl approve Document B View Document Copyright SunGard Higher Education 1998 2008 Top SUNGARD HIGHER EDUCATION 1 Click on the Employee tab
12. to processing the Change Order m Tip Contact Procurement Services and Risk Management at Purchasing nmsu edu if Tea e you have questions or need guidance A August 31 2011 10 Change Order Increases To increase the dollar amount on a PO complete the following steps File Edit Options Block Item Record Query Tools Help AGRI PE a SIRE BR els Fi nn Entry Commodity AccountinN geeSEON 8 3 UBNB fillet A Requisition R0086033 Order Date 31 MAR 2010 a Transaction Date 31 MAR 2010 E In Suspense Delivery Date 31 MAR 2010 E Comments C Document Text Commodity Total 1 500 00 Accounting Total Document Level Accounting Requestor Delivery Information Vendor Information Commodity Accounting Balancing Completion UM Tax Group Quantity Unit Price Item 1 of 1 a e Extended Commodity Description Discount y y Additional Tax Commodity Line Total FOAPAL 1 of Remaining Commodity 0 00 NSF Override NSF Suspense Extended C 1 500 00 con Year Index acy Loca Proj Discount 0 00 E Additional D 0 00 y o to az799 Tax O 0 00 FOAPAL Line Total 1 500 00 Commodity Accounting Total 1 500 00 Enter Commodity Description press LIST for alpha search Record 1 1 UE ual lt osce 1 Use form FPAREQN Requisition Entry Commodity Accounting to begin the Create Change Order process Note Und
13. A 2 Pi Bf als a General Menu GUAGMNU 8 2 UBN8 Wednesday February 17 AIDA ele el il oix 2010 Last login Wednesday February 17 2010 12 50 PM Products gt Menu Site Map Help Center C student STUDENT U Advancement ALUMNI Financial FINANCE E Human Resources HRS Financial Aid RESOURCE E General GENERAL C Document Management Suite BDMS Banner Security SECURITY Banner Broadcast Messages SSS My Links Change Banner Password Check Banner Messages UNO Project Site UNO Documentation UNO News Banner Resource Information Business Finance and HR Personal Link 6 My Institution NM STATE UNIVERSITY August 31 2011 FOAPAL Chart of Accounts Structure What is FOAPAL FOAPAL is the acronym for the account number within the Banner system Each letter represents a piece of the account number Fund Organization Account Program Activity and Location Required Segments Optional Segments Chart Organization Program Activity Cc O P A There are 36 possible characters in the FOAPAL FOAPAL is the key to entering financial transactions Required Segments Chart refers to the chart of accounts NMSU will have two charts of accounts N for NMSU and F for Foundation On most application forms the Chart will have a default value of N already populated Fund indicates the ownership of money There are five types of funds e Unre
14. Banner Finance Procurement Creating Change Orders Confidential Business Information This documentation is proprietary information of SunGard SCT and New Mexico State University NMSU and is not to be copied reproduced lent or disposed of nor used for any purpose other than that for which it is specifically provided without the written permission of SunGard SCT or NMSU Portions of this manual 1992 1995 1997 1999 2002 2003 2006 SunGard SCT Portions of the Glossary 2004 by Fitchburg State University Used with permission Data Standards adapted from General Person Data Standards Document Number GP001 by New Mexico State University s Institutional Research Planning amp Outcomes Assessment IRP Department All rights reserved The unauthorized possession use reproduction distribution display or disclosure of this material or the information contained herein is prohibited SCT SunGard SCT the SCT logo Banner and the Banner logo are trademarks of SunGard SCT Third party hardware and software product names and trademarks are owned by their respective third party owners providers and SunGard SCT makes no claim to such names or trademarks Use of this material is solely for the support of SunGard SCT Banner products and New Mexico State University August 31 2011 Table of Contents Logging ON to Banner scssssseeseseesesseesseeseessessenneoesoeneeneeaeeeesoeseeaeeoesoesseneeaeeaenseneuaeeoesaene
15. cluding line numbers to be changed g Total line change if applicable 8 Save the document text 9 Click Exit to close the document text form mono op Complete requisition and route for approval August 31 2011 14 Tracking Change Order Requisitions and Changes to Purchase Orders Using Banner INB Finance Once the change orders have been routed for approval tracking can be done by using forms FOIDOCH and FGIENCD in the Banner system To verify that the Change Order Requisition has been approved use FOIDOCH to query the requisitions File Edit Options Block Item Record S Tools Help e EI a x Document Type REQ Document Code R0089243 O Status i Status Purchase Order Status Issues Check Status Return Receiver Asset Adjustment Status Access FOIDOCH form from the Go To Menu Enter Document Type REQ Enter Document Code Requisition number Click on Next Block Requisition number will be displayed If Requisition has been Approved Status will reflect A If Requisition Status reflects C all approvals have not been obtain JI e na August 31 2011 15 File Edit lees e 7 pxa ry Tools Help a Docum Requisition Info FPIREQN IBAN 77 701 THI aa 7 DO L Co Co C Ebo
16. creases enter 1 00 per Index number For increases enter the total amount of the change August 31 2011 13 File Edit Options Block Item Record Query Tools Help AO ERICA AAN EMISORA lvix surement Text Entry FOAPOXT 8 0 REQ 64 Code RO000277 m Change Sequence Item Number s00321 019 Rio Grande Contract Furnishings Inc Commodity Description Modify Clause C Copy Commodity Text Default Increment D EN 3 gt DON AAA Clause Number Change Order PO number PO0800001 vendor Rio Grande Contract Furnishings 800321019 Decrease Reason quantity reduction no longer needed action reduce quantity of line item 1 from 4 to 1 for a total line decrease of 300 00 OE E 8 UA NM aos a TTT hoO r CCCC FS SOY CC FRM 40400 Transaction complete 7 records applied and saved Record 8 8 lt osce 7 In form Document Text Entry FOAPOXT enter the following information in the order listed For instructions refer to the Document Text process section in the Banner Finance Procurement User manual Note for consistency purposes and to ensure that Procurement Services and Risk Management receives the correct information effected by the change follow the format listed below Change Order Original PO number Vendor name amp ID Decrease or Cancel Reason for the change Action to be taken in
17. der information will be displayed By using the sequence of 01 the Change Order information will display If you are unsure if a change has occurred just leave Change Seq field blank and it will display the last transaction that occurred on the Purchase Order 7 Click on the All radio button under the Display Document Line Item Text this will display document text associated with the requisition 8 Click on the View document button August 31 2011 23 Purchase Order Header Purchase Order Change P0092359 Origin Complete Cancel Reason Requestor Phone Number E mail Accounting Ship to Attention Contact Phone Number Vendor Phone Number Fax Number Currency Document Text Order Date Trans Date Delivery Date Print Date Total 1 Aug 06 2010 Aug 11 2010 Aug 13 2010 142 96 BANNER Y Approved Type Regular Date NAME OF REQUESTOR NAME OF ORGANIZATION 575 646 7176 dolarey nmsu edu Commodity Level Matching Not Required CLPD ACADEMIC RESEARCH B STANDLEY DRIVE Las Cruces NM 88003 United States of America CENTER FOR LEARNING amp PROFESSIONAL MAIN OFFICE 575 646 7176 800094897 Walmart Stores Inc 571 Walton Blvd Attn Curtis Rosemond Mgr Las Cruces NM 88001 579 525 1222 575 523 6650 REASON FOR CHANGE ADDITIONAL EXPLANATION PURPOSE OF CHANGE ORDER 1 THIS PURCHASE ORDER IS CANCELED IN ITS ENTIRETY BY THE REQUEST OF THE DEPARTMENT 9 A display
18. er the Delivery Information tab of the FPAREON please ensure that an email address and current phone number is listed in appropriate fields 2 Under the Commodity Accounting tab enter commodity code 0100 description will populate do not change the description 3 Enter total amount of change for all line items You will only use one commodity line item even if you are changing multiple lines 4 Click next block to enter FOAPAL information 5 Enter the index and account number charged on the original PO 6 Tab through fields to populate amount or enter amount for each index in the Extended row 7 Select Options and from the list select Document Text August 31 2011 11 File Edit Options Block Item Record Query Tools Help Commodity Description Modify Clause D A SPIRES A SiRF SH Si Si loix REQ 64 Code R0000276 7 Change Sequence Item Number 800321019 Rio Grande Contract Furnishings CO Copy Commodity Text Default Increment Clause Number Change Order PO number POD80001 vendor Rio Grand Contract Furnishings 800321019 Increase Reason Unit price input incorrectly action increase unit price on line item 1 E from 500 to 2000 for a total line change of 1500 1 Sy Aah 8 85 81 8 8 4 Mm E gt FRM 40400 Transaction complete 8 records applied and saved Record 9 9 lt osce
19. it Price Ea 7 x Extended Description Discount y Additional Ss Commodity Text Tax Commodity Line Total FOAPAL 2 of Remaining Commodity 0 00 I NSF Override NSF Suspense Extended o Year Index oun i agy Laen ral Discount y Ml Additional C 0 00 a ie oo ae pa pa Tax m and E ES FOAPAL Line Total 1 00 e pares paros po fe pe mm Commodity Accounting Total 2 00 Enter Commodity Description press LIST for alpha search Record 1 1 1 Use form FPAREON Requisition Entry Commodity Accounting to begin the Create Change Order process Note Under the Delivery Information tab of the FPAREON please ensure that an email address and current phone number is listed in appropriate fields 2 Under the Commodity Accounting tab enter commodity code 0100 description will populate do not change the description 3 Calculate the dollar amount to enter in Unit Price as follows a If changes effects only one Index number enter 1 00 b If change effects two or more Index numbers enter 1 00 per index 4 Click next block to enter FOAPAL information 5 Enter the index and account number s charged on the original PO 6 Tab through fields to populate amount or enter amount for each index in the Extended row Tip a If entering multiple indexes enter 1 00 per index Team Change Orders will encumber the amount entered on the requisition For de
20. stricted e Endowment e Restricted e Plant e Loan Organization is used to track financial activity by department and designates the department responsible for payment Account designates the type of expenditures The first character of the account code indicates the type of account Balance Sheet Income Statement 1xxxxx Assets 5XXXXX Revenues 2XXXXX Liabilities 6xxxxx Labor Expenditures 3xxxxx System Controls 7XXxxx Non Labor Expenditures AXxxxx Fund Balance 8xxxxx Transfers Program designates functional classification for example Instruction Research Public Service August 31 2011 Optional Segments Activity designates temporary units of work subsidiary functional classifications or short duration projects special events Location designates a physical location of building and room number Location will primarily be used for fixed assets Index An Index is an abbreviation of the F O and P segments of the FOAPAL also A and L when applicable Indexes are six characters long and are much easier to use than the full FOAPAL To process accounting transactions departments will only need to enter an Index and an Account code Entry of the index will automatically populate the corresponding Fund Organization Program and in some cases Activity and or Location COA Index Fund Orgn Account Program Activity Location Project i Z Lv Lv 7 Mm 1107122 181611 530200 s001 800173 In this example
21. ters then select Approval history If you do not know the document ct Document Number to aci de Lookup feature This enables you to perform a query and obtain a list of document numbers to choose from Choose type Requisition Document Number RO093553 Submission Change Seq Reference Number Displ counting Information O No Display Document Line Item Text Display Commodity Text All Printable None All Printable None View document Approval history Budget Queries Encumbrance Query Approve Documents View Document m owered by RELEASE I SUNGARD SCT HGHER EDUCATION 4 By default Choose type field should display Requisition If not click on the arrow to display list and select from list 5 Type in requisition number in the Document Number field Note The Document Number field is case sensitive the R beginning the requisition number must be capitalized 6 Click on the All radio button under the Display Document Line Item Text this will display document text associated with the requisition 7 Click on the Approval history button August 31 2011 20 my NMSU edu faq Back to 9 amp 9 q Employee Tab E mail Calendar Groups Logout Help Personal Information Student Employee Search Go MENU SITEMAP HELP View Document Document Identification Document Number R0092998 Type Requisition Originator DOLAREY DEE O LAREY There are no approvals
22. uaeeaeeaesoeseeaeuoesoessuaeeaesousoeaseaesoesaes FOAPAL Chart of Accounts Structure What is FOAPAL Required Segments Optional Segments A svcstec ist wasciwe E E A E E A eevistns Maveadiesa EE AET Change Orders Process FlOW uu Change Order Requisitions Change Order Incr ase S c3 sihei Ree i ae ten avi ee eine othe de ite sha Change Order Decreases Cancellations sssssscsssssessssssseseessessessesssoessssessesonsessessseoesessssaesoesoesersescescesssaesoesoesrsesaesersesaesseorseeats 13 Tracking Change Order Requisitions and Changes to Purchase OrderS s s sssssssneununnnnunnnnununnnnnnnnnunnnnnnnnn 15 Using Banner INB FNAN ia iio 15 Using Banner Finance Self Sery Ceai rar arr araa a rra pisadas 19 August 31 2011 Logging on to Banner Banner supports authenticated user access meaning that the system verifies your credentials and you are given access to the system based on your assigned security To use Banner as an authenticated user you must successfully log on by providing your credentials NMSU Username and Banner Password Banner can be accessed from any Internet browser such as Internet Explorer Netscape or Mozilla Firefox 1 Type http www nmsu edu boffice in the address bar of your web browser and press Enter The Business Finance and Human Resource Services page will appear IN MBX MUCAN elem INES STATE Business Finance and Human Resources
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