Banner Purchasing Frequently Asked Questions

Here is a list of some commonly asked questions concerning the Banner Finance system. The answers listed here are intended to be brief. Please refer to the IST Training department manuals for more detailed info, or email purchasing@umdnj.edu.

For a general overview of the Procurement process, please click here.

Purchasing - Related Questions

How do I track the progress of my requisition or Express Purchase Order?
From the main menu, go to FOIDOCH. Type in REQ for the Doc Type, or PO if you are looking up an Express PO. Enter the document number (make sure you enter P-ZERO, not P-OH for express POs) for the Doc Code.
Use NEXT BLOCK. Next to the requisition number or PO number, you will see the approval status.  An Approved status of A means it has been approved by a business manager or fiscal rep. A status of C means it has completed, but not yet approved. A blank status means it either was never completed, or was denied. If you did a requisition, this screen will also show you if a PO number has been assigned.

How do I find my requisition or Purchase Order number if I don't know it?
Log into Self-Service for Finance (my.umdnj.edu).
Click on View Documents. Enter the appropriate document type. Click on the Document Number button. Make sure the UserID is the ID of the person who created the document. Set any other additional information (dates, approval status, etcetera). Click the Execute Query button. You should see a list of the documents that were created by the username you entered, and that meet your criteria. You can click on the document number to view it.

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How do I find a vendor number?
For express Purchase Orders, you need to know a vendor number. To find a vendor number, click on the Search button in the Vendor field. Click on Entity Name/ID Search. In the Entity Name/ID Search Form, TAB to the Last Name field. Type in the beginning part of the vendor name, followed by a percent sign (be careful - the search is case sensitive!). Use Execute Query or click on the Search button. Use the UP and DOWN ARROW keys or the scroll bars to view the results. If the vendor shows up, you can double-click on the vendor number to return the number to your original form. If the vendor doesn't show up, use ENTER QUERY to start a new search. Make sure you type the name in mixed case. You may also try to type in less of the name. Then follow the directions again.

How do I get a printout of my requisition or purchase order?
In Self-Service for Finance:
Go to View Document. Enter the document type and the document number. Click on View Document. Use the Print feature in your web browser to print the entire req or PO.

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How Do I re-complete a Requisition or Purchase Order that was denied?
Go to FPAREQN for requisitions, or FWAPURR for Express purchase orders. Enter the req or PO number. Use NEXT BLOCK. You can use the NEXT BLOCK command again to move through the document and fix whatever was wrong. Make sure the Transaction Date is in the current month. Move to the Balancing and Completion page, and click on Complete.

How do I delete a Requisition or Purchase Order that was denied?
If a req or PO is denied, and you don’t want to re-complete it, you should delete it. Go to FPAREQN for requisitions, or FWAPURR for Express purchase orders. Enter the req or PO number. Press NEXT BLOCK. Immediately click on Remove Record, or press Shift-F6. Hit Remove Record again to delete the document.

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How do I check the remaining balance on Purchase Orders or other encumbrances?
Go to FGIENCD. Type in the encumbrance number (Requisitions or POs can be entered). Use NEXT BLOCK. In the field labeled Balance: you will see the balance. Use NEXT BLOCK again. You will see a list of all transactions posted against that encumbrance.

How do I determine whether a Vendor has been paid for a particular PO?
Go to FOIDOCH. Type in PO, press TAB, then type in the PO number. Use NEXT BLOCK. If a check has been cut, the check number will show in the Check block of the form. If you want to see the details of the check, click on the Check number, then click on the Document Inquiry button.

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How do I track P.O. change orders or close-outs I requested?
Go to FGIENCD. Type in the PO number. Use NEXT BLOCK.The field labeled Enc: will show you the encumbrance amount. It should show the new amount. To see if a PO has been closed out, look in the field labeled Status:. It should say C (for Closed).

How do I verify that a P.O. was charged to the right index/account?
Go to FPIPURR. Type in the PO number. Use NEXT BLOCK five times to move to the Accounting block. The index and account will show on this screen. If there is more than one accounting string, the screen will show something other than Seq#: 1 of 1. Press the DOWN ARROW to view additional records.

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How do I know if and when a vendor has been paid?
• If you know the PO or req number:  Go to FOIDOCH. Type in the document type (PO or REQ), press TAB if necessary, then type in the document number. Use NEXT BLOCK. If a check has been cut, it will show in the Check block. To see when the check was cut, click on the desired check number, then go to Options, Check Info. When you get to the Check Payment History Form, you must enter 04 as the Bank: code. Use NEXT BLOCK. All the check information should show on your screen.
• If you don't know the PO or req number:  See How Do I Find My Requisition or Purchase Order Number?, above, for instructions on how to find a requisition number. Once you find it, use the instructions above.

If an item hasn't been paid for, can I see when a check is scheduled to be cut?
Go to FOIDOCH. Type in the document type (PO or REQ), press TAB, then type in the document number. Use NEXT BLOCK. If an invoice has been entered, the number will show in the Invoice block. If no invoice number shows, an invoice hasn't been entered by AP and you cannot tell when a check will be cut. If an invoice number shows, click to select the Invoice number, then go to Options, Invoice Info to go to the Invoice Query Form (FAIINVE). Use NEXT BLOCK. The vendor's invoice date shows in the Invoice Date: field. The date the invoice was entered into the system shows in the Transaction Date: field. The date the check will be cut shows in the Payment Due: field.

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How can I find out what invoices were paid on a check?
Go to FAICHKH. Type in the check number. Type 04 in the Bank: field. Use NEXT BLOCK. Our internal invoice
number shows in the Document Number: field. The vendor's invoice number shows in the Vendor's Invoice Code:
field. If there are multiple UMD invoice numbers, use your UP and DOWN ARROW keys to move through the
numbers. The vendor invoice number on the right will change as you scroll through.

How do I see what has been paid to a particular vendor?
Go to FAIVNDH. Type in the vendor number (see How Do I Find a Vendor Number, above, if you don't know it). Click in the Selection: field to choose All, Open, or Paid invoices, or Credit Memos. Use NEXT BLOCK. Use the vertical scroll bars to view all transactions. Use the horizontal scroll bars to see more detail.

How do I see detailed information on an invoice?
Go to FAIINVE. Type in the invoice number. Use NEXT BLOCK. The first screen will show you pertinent dates, the vendor invoice number, and the Due Date for cutting the check. Use NEXT BLOCK. This screen shows you what items on the PO have been paid with this invoice (you may need to use your UP and DOWN ARROW keys to scroll through the list of items). To see the accounting distributions, navigate to the Accounting Amounts block, then go to Options, Accounting Distributions.