Log on

Procurement Office

FAQs

Banner Information

Blanket Purchase Request Form

Buyers Responsibilities Guide

Code of Ethics

Computer Hardware Equipment

Direct Deposit

Forms

Mission Statement

Office Supplies

On-line Training Sessions

Policies

Preferred Vendors

Procurement Card Information

Procurement Matrix

Sales Tax Guide

Supplies & Services

Travel and Business Expense

Vendor Evaluation Form

Year End Information

Financial Affairs Home

Bursar's Office

Controller's Office

Payroll Services

Procurement Office

Budget Office

Insurance and Risk Management

Banner and Financial Systems

Villanova University

VILLANOVA UNIVERSITY

BANNER FINANCE SYSTEM (BFS)

QUICK REFERENCE GUIDE

TO

BFS REQUISITION APPROVAL PROCESS

August 2000

This QUICK REFERENCE GUIDE provides a very brief summary of the BANNER Finance System Requisition approval process at Villanova University.

PREREQUISITES

You must have the appropriate Oracle Database IDs and passwords. These are issued by UNIT. Call the UNIT help desk for assistance in having these established.

In order to use BFS, your Department Head must submit a written request to the Assistant Controller/Accounting, indicating the level of access and approval authority you are to be granted.

REFERENCE GUIDE CONVENTIONS

When you are asked to Akey@ information, type the requested characters or numbers in the space identified.

Throughout this guide, whenever entries are required in a form field (data you will need to key), the fields are designated as [FIELD NAME]. Please do not key data in any other fields except as noted in this guide.

Names and data appearing in quotes(A @) should be keyed just as they appear in this guide (do not key the quotation marks).

CLICKING refers to using the mouse

Some items are case sensitive, so if you see them in all lowercase letters in this guide, enter the information in all lowercase letters. In other cases, information must be entered in ALL CAPITAL LETTERS. For certain data, such as vendor names, please enter using the correct combination of uppercase and lowercase letters.

Italic type is used to denote steps which are not always required, such as special notes to Purchasing or additional line items text.
Form names that are Underlined and in italics must be clicked on to access.
When you see two commands WITH A + between them, key them at the same time (hold down one key, while pressing the other).

A. Auto hint line (bottom of screen): Provides brief information/instructions about the current cursor location. Error messages may also appear here.

B. Status line (directly beneath auto hint): displays record count and up or down arrow.

C. Dialog box (pop-up window): displays when BFS needs a response from you. Gives you at least two choices and sometimes more. For example, when you try to exit a form without saving your changes. Press Tab (next field) then enter or Click your response choice.

D. Alert Box: displays to notify you of a condition that may affect how you enter information or the kind of information you enter. These must be acknowledge to continue; press Enter

SYSTEM SIGN-ON

Double Click on BANNER4 icon.

1. [Username] key: your Oracle database ID (e.g., jdurham), press Tab (next field).

2. [Password:] key your Oracel Database password, (ignore next field [DATABASE], press Enter one time.

Banner logo appears.

BFS General Menu Application Form will be displayed.

HOW WILL I KNOW THERE ARE REQUISITIONS AWAITING MY APPROVAL?

Next sign on to BANNER, when the user chooses a finance form, BFS automatically navigates to the AApprovals Notification Form@ (FOIAINP). This form displays the number of documents, document type and Message: AAwaiting your review.@ OR at any time, key AFOAUAPP@ (User Approval Form).

MUST I APPROVE REQUISITIONS IMMEDIATELY?

No. You can navigate directly to the approval process by pressing Ctrl + q (exit) and approve the Requisition at a later time. To approve at a later time, see step 2, under AApproving a Requisition@ (panel 3).

HOW DO I APPROVE/DISAPPROVE REQUISITIONS?

Before approving or disapproving a Requisition, review the document by following steps on panels 4 and 5 which will help you determine the specifics of that Requisition.

APPROVING A REQUISITION:

If navigating from the Approvals Notification Form (FOIAINP), press Ctrl + q to exit. At BFS menu key: FOAUAPP press enter.

If navigating directly to FOAUAPP, at any BFS menu key Afoauapp@ (BFS will present uppercase) press PgDn (next block).

Document type, number and NSF condition will display along with the originator of the Requisition, document amount, queue type, and whether you are the next approver.

Press Tab (next field) to [Approve] and press Enter. Alert box displays: ADocument is Approved.@ Click on [OK]. Click [OK] again. Auto hint line displays: ATransaction complete; 1 record applied and saved.@ The Requisition will no longer be displayed. Ctrl + q to exit.

DISAPPROVING A REQUISITION:

Press Tab (next field) to [Disapprove]; press Enter. Document Disapproval Text window displays. The default is Adocument is disapproved.@ You may key any additional information as to why you are disapproving or any action you wish the originator to take to change or delete the Requisition. There are three lines of text available each line = 59 characters. When finished keying, click [OK]. Alert box displays: AStop. Document has been disapproved by you. OK@; click [OK] to acknowledge. Auto hint line displays: ATransaction complete; one record applied and saved.@ The Requisition will no longer be displayed. Ctrl + q to exit.

WHAT HAPPENS TO REQUISITIONS I DISAPPROVE?

Once a Requisition has been disapproved, it is returned to the originator of the document as incomplete. Changes can be made to the Requisition to meet approval requirements or the user can delete (drop) the Requisition, using FPARDEL. Refer to panel 8 of the Purchase Requisition Quick Reference Guide to cancel/drop.

HOW DO I REVIEW A REQUISITION AWAITING MY APPROVAL?

Press Tab (next field) to [Detail] and press Enter. BFS will briefly display a menu, then display FOQRACT (Requisition Approval Form). Auto hint line displays: ACheck to override a non-sufficient funds condition.@ NSF override is a Budget Office function only.

Requisition Detail:

This form displays the Request number, requestor (may be different than the originator), the vendor name and number (if one was selected at the time the document was created), and the Requisition amount. BFS also displays the accounting distribution of the Requisition.

Viewing multiple accounting sequences: press Down Arrow (next record) to scroll through accounting sequences.

Viewing first line of description for each line item on this Requisition: press Shift F2 (count query hits). BFS displays Commodities for Review Query Form (FOICOMM). Note: this displays line item, quantity and extended price, not unit price. Press Ctrl + q (exit) to close that view.

Return to panel 3 to continue approval/disapproval process or follow instructions below ARequisition Query Form@ to review the Requisition in its entirety.

Requisition Inquiry Form:

Press Tab (next field) to [Detail], press Enter. Click Document Query (Requisition Query Form). Press PgDn (next block) to step through the Requisition or you may click on Titles in the option block.

Viewing Document Text (if it is part of the Requisition): click on Document Text.
Viewing Line Item Text (if it is part of the document): click on Item Text. Additional lines of description for that particular line item will be displayed. Press Ctrl + q (exit) to close that view.
Viewing Ship-to Address: page down to Ship to Address. Ctrl + q to exit. Ctrl+ q one more time to return to FOAUAPP. Return to panel 3 to continue the approval/disapproval process.

HOW CAN I VIEW PREVIOUS APPROVALS POSTED TO A REQUISITION?

To view Approval History Form (FOIAPPH), with the cursor residing in the originator field press Shift F2 (count query hits) then F8. BFS will display the name(s) of the approver(s). Press Ctrl + q (exit) to close that view. Return to panel 3 to continue the approval/disapproval process.

HOW CAN I TELL IF A REQUISITION REQUIRES ADDITIONAL APPROVALS?

Press Tab (next field) to [Queue] and press Enter; press PgDn (next block). BFS will display information about the queue, including queue level and name(s) of next approvers. Press Ctrl + q (exit) to close this view. Return to panel 3 to continue with the approval/disapproval process.

HOW WILL I KNOW IF A REQUISITION HAS BEEN DISAPPROVED?

BFS sends notification to the originator that a document has been disapproved. BFS menus display (** Messages waiting **). These messages are accessed by pressing Shift F2 (count query hits) at any BFS menu. The General Message Form displays the person who disapproved the Requisition (sender), receipt date, time of day message sent, along with the sender=s message, and the document number. To view the entire message, press Tab (next field) to [Message], and press Shift F2 (count query hits); press Ctrl + q (exit) to close that view. Press DEL (delete) to delete the message. Press Ctrl + q (exit) to return to the menu. Dialog box: ADo you want to save the changes you have made.@ Press Enter. Alert box: ATransaction complete, x records applied and saved.@ Press Enter. Message will be deleted and you will be returned to the menu.

SYSTEM SIGN-OFF

When you have completed your BFS session, you need to sign-off the system. Press Ctrl + q twice.

Banner will show an alert box - Aare you sure you want to exit Banner 2000 Session.@ Click Yes.