Transcript No Slide Title

Requisitions:
From Start to Finish
Evaluation Code 138
Brett Powell - University of Arkansas
Cooperative Extension Service
Tuesday, March 11
3:00 pm – 4:00 pm
Session Rules of Etiquette
• Please hold all questions until the end of the
session
• Please turn off your cell phone/beeper
• If you must leave the session early, please do
so as discreetly as possible
• Please avoid side conversation during the
session
Thank you for your cooperation!
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Requisitions –
From Start to Finish
• The purpose of this session is to familiarize
attendees with:
• Requisition setup, including approval
queues
• Requisition processing
• Potential problem areas with requisitions
• UACES approach to make requisitions
more user friendly
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Topics of Discussion
• User setup
• Approvals setup
• Requisition to Purchase Order processing
• Potential problem areas
• Making it friendly
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UACES Background
• SCT Banner® Finance 5.4
• Over 80 offices throughout Arkansas
• Centralized purchasing function
• Historically all budget & finance operations
centralized
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Where Should You Begin?
• Review your policies first
• Consider who will actually enter and approve
the documents
• Standardize the setup across departments
• Sell it!
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Benefits of Electronic
Requisitions
• Eliminates the transfer of paper documents,
reducing processing time
• Eliminates duplicate data entry, reducing
possibility for errors
• No additional duties for departments already
submitting purchase requests
• Reduced data entry for purchasing staff frees
up time for research, cost savings through
better prices
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System Maintenance
• System Control Settings (FOASYSC)
• Turn on approvals
• Implicit/Explicit approvals
• Fund/Organization security
• Rule class security
• Automatic buyer assignment
• Commodity or org
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Establishing Users
• Security class – limit access to forms
necessary for requisitions
• GSASECR – set up new users
• Link to GOAEACC
• Who requests new users?
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User Profiles
• User Profile setup (FOMPROF)
• Master Fund/Master Org
• Rule Group security (FOMUSRG)
• Fund security (FOMUSFN)
• Org security (FOMUSOR)
• Copying security profiles
• Security for initiators vs. approvers
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Approval Queues
• Approval Queue Maintenance (FTMAPPQ)
• Queue ID
• Queue limit
• Next Queue
• Approver levels
• Approver limits
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Approval Queues
• Approval Queue Routing (FOMAQRC)
• Established after Queue ID
• Routing by:
• Document type
• Fund, fund type
• Org
• Account, account type
• Program
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Setup Summary
• Determine new system settings
• Establish new users
• Determine Fund/Org security for
initiators/approvers
• Establish Queue IDs & approvers
• Establish document routing for queues
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Requisition Processing Forms
• Entry Form FPAREQN
• Query Form FPIREQN
• Validation Form FPIRQST
• Cancel Form FPARDEL
• Suspense List Form FPIREQS
• Open Requisitions by FOAPAL FPIORQF
• Document History Form FOIDOCH
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Approval Forms
• User Approval Form FOAUAPP
• Document Approval Form FOAAINP
• Document Approval History FOIAPPH
• Approval History Form FOIAPHT
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Processing Requisitions
• Automatic Buyer Assignment
• Commodity/Org
• Assigned on FTMBUYR
• Assigning documents FPAABUY
• By Commodity/Org/Document #
• Purchase order assignment form FPAPOAS
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Potential Problem Areas
• Adding and deleting users
• Adding/modifying queues for new funds/orgs
• Commodity vs. document accounting
• Requisitions not liquidating
• Defect #50283
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Potential Problem Areas (cont.)
• Lack of proxies
• Getting approvers to login – no notices
• SCT Banner complexities for end users
• Managing reqs once they reach purchasing
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Make it User-Friendly
• Initiators
• Approvers
• Purchasing staff
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Initiators
• Create a Personal Menu for them
• Default information from FOMPROF
• Simplified requisition entry form
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Approvers
• Remove Approval Notification Form FOIAINP
• Email notice of requisitions to approve
• Requisition commodity & accounting detail
included in email
• We SPOOL the results into a text file (just like a
report). The records in the file are formatted such
that all the requirements for a UNIX mail
command are supplied. Then the file is changed
to a run-able UNIX script which will send to UNIX
each line of the script just as if one had entered
them manually from a Telnet session.
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Purchasing Staff
• Train the end users!
• Give end users access to the information
they are looking for
• FPIRQST, FOIDOCH
• Req # included on purchase order copies
• Reports on outstanding requisitions
• Completed reqs to be worked
• Incomplete or Unapproved reqs
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Summary
• Sell it!
• Consider how your policies will impact the
document flow
• Take time in laying out the approval queue
routing
• Train end users
• Simplify as much as possible
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Questions???
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Thank You!
Brett Powell
[email protected]
Please fill out the Evaluation Form
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SCT, the SCT logo, Banner, and PowerCAMPUS are
registered trademarks and SCT OnSite is a registered
service mark; SCT Plus, SCT Matrix, Campus Pipeline,
Luminis, SCT PocketRecruiter, SCT Connected Learning,
and the SCT e-Education Infrastructure diagram are
trademarks; and SCT Services and SCT SinglePoint
Solutions are service marks of Systems & Computer
Technology Corporation. All other products and company
names referenced herein are used for identification
purposes only and may be trademarks of their respective
owners.
Copyright © 2003 Systems & Computer Technology
Corporation. All rights reserved.
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