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Banner 9 Forms for Verifying Requisitions, Purchase Orders, Invoices and Checks

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Mary Houghton
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Overview

Vendor Maintenance (Inquiry access only for campus - FTMVEMD)

Procedures

Use this form to view vendor information.

[Banner App window showing the Vendor Maintenance form with on arrow pointing at the Vendor field and an arrow pointing at the Go button in the upper right corner]

  1. Click on the Go button to navigate to:
      • Additional Information
      • Vendor Types
      • Address
      • Email
      • Taxes Collected

[Window showing the Vendor Maintenance form with all the Vendor detail field like Address Details, Start Date, and contact information]

Entity Name/ID Search Form - FTIDEN

This form displays Vendor/Entity names and their ID numbers.

It is a query form that is usually ‘called’ from other forms using the List Field Values (F9) function. For example, if you press F9 from the Vendor ID Number field in the Requisition Form (FPIREQN), this form will appear, and you will need to Execute a query to find the appropriate entry.

  1. If searching for Vendors, make sure the Vendors box is checked
  2. Click in the Last Name field (where the name of the vendor is stored). The form will be in query mode. That is, the system expects that you will wish to limit your query by specifying some special criteria.
  3. Type the name of the vendor, surrounded by the wildcard character (%). Be aware that the search is not case sensitive.
  4. Click on the Go button.
  5. Highlight the Vendor ID by clicking on that line. Click the Select at the bottom of the screen to return this Vendor ID to the FTMVEND form

[Window showing the Entity Name/ID Search form with on arrow pointing at the Vendor field]

[Two windows, the first window shows the Entity Name/ID Search form with on arrow pointing at the Last Name field and the Go button, the second window shows Entity Name/ID Search form with a circle around the results found]

Vendor History - FAIVNDH

This form provides a listing of all invoices by vendor. It is neither fund nor organization specific.

  1. Type FAIVNDH in the direct access field; press ENTER
  2. Enter the vendor ID in the Vendor field (click on the Vendor search button (…) to search for the code if needed)
  3. Enter the appropriate criteria in the Selection box by clicking the drop down arrow and highlighting the selection.
  4. Click on the Go Button on the toolbar to retrieve the information.

[Two window showing the Vendor History form, first one shows a circle around the Vendor field and a circle around the Invoice Date field and the second window shows on arrow pointing at the Total Invoiced amount calculated]

From this form, you can navigate to other forms as identified in the drop-down Related menu of the window:

  • View Invoice Information - FAAINVE – Invoice Credit Memo Query form
  • Commodity Information - FOICOMM – Commodity Review form
  • View Vendor Invoice – FAIVINV – Vendor Invoice Query form

FAIVNDH Hints

  1.  Enter and Execute query are available from any of the displayed field columns.
  2.  Choose a fiscal year or leave blank to view ALL payments made to the vendor.
  3.  Click Filter to open a Basic Filter window to query on any of the columns.
  4.  Check Number: if it begins with a ‘!’, then payment was made by ACH, if it begins with a number, a physical check was created
  5.  Check Date: If this field is blank, then the check or ACH has not occurred yet.
  6.  Due Date: the date the payment is due to happen
  7.  Cancel Indicator: If ‘Y’, then the payment was cancelled.
  8.  For detailed invoice information: Click on Related > View Invoice Information

Document History Form - FOIDOCH

The Document History Form displays the processing history of purchasing and payment documents. It identifies and provides the status of all documents in the processing path for the document you select.

[Window showing the Document History form with on arrow pointing at the Document Type field and the Document Code field]

  1. Type FOIDOCH in the direct access field; press ENTER
  2. Enter the document type in the Doc Type field (click on the ellipsis (…) next to the doc type field to search for the code, if needed)
  3. Enter the document number in the Doc Code For example, if the Doc Type = PO, enter the PO number in the Doc Code field.
  4. Press the Go button to display all associated documents relating to the document in the key block.

[Window showing the Document History form displaying all of the associated documents]

For detailed document information, highlight (by selecting) the specific related document. Click on the detailed information option located on the ‘Related’ drop-down menu.

  • FPIREQN - Requisition Information (next page)
  • Query Document [By Type] (see page following FPIREQN)
    • Purchase Order Information
    • Invoice Information
    • Check Information
    • Receiving Information

Requisition Inquiry Document Information - FPIREQN

NOTE: Upon entry on this form from FOIDOCH (selecting Requisition Information from Related drop-down), the Requisition Number will appear.

  1. Click on the ‘GO’ button to show the main page of this form as displayed below. 

[Window showing the Requisition Query form with the requisition field highlighted]

2. Next Block (lower left corner arrow on screen) to navigate to requester, commodity, vendor and accounting information.

Purchase/Blanket/Change Order Query - FPIPURR

NOTE: Upon entry on this form from FOIDOCH (selecting Query Document [By Type] from Related drop-down) for a Purchase Order , the Purchase Order number will appear.

3. Click the ‘GO’ button to show the main page of this form as displayed below.

[Window showing the Purchase/Blanket/Change Order Query form with the Purchase Order field highlighted]

4. Next Block (lower left corner arrow on screen) to navigate to Purchase Order/Blanket Order Inquiry for deliver, vendor, accounting and document information.

Invoice/Credit Memo Query - FAIINVE

NOTE: Upon entry on this form from FOIDOCH (selecting Query Document [By Type] from Related drop-down), the Invoice number will appear.

5. Click the ‘GO’ button to show the main page of this form as displayed below.

[Window showing the Invoice/Credit Memo Query form with the Invoice Date field highlighted]

6. Next Block (lower left corner arrow on screen) to navigate to Commodity, Accounting, and Balancing information

Check Payment History - FAICHKH

NOTE: Upon entry on this form from FOIDOCH (selecting Query Document [By Type] from Related drop-down), the Check number will appear. Enter the 2 character Bank Code (1st 2 characters of check number)

 7. Click the ‘GO’ button to show the main page of this form as displayed below.

[Window showing the Check Payment History form with the Document Number field highlighted]

Receiving Goods Query Form - FPIRCVD

NOTE: Upon entry on this form from FOIDOCH (selecting Query Document [By Type] from Related drop-down), the Invoice number will appear.

8. Click the ‘GO’ button to show the main page of this form as displayed below.

[Window showing the Receiving Goods Query form with the Packing Slip field highlighted]

9. Next Block (lower left corner arrow on screen) to navigate to Packing Slip/PO and Commodity information.

Detail Encumbrance Activity - FGIENCD

Use this form to view encumbrance information.

  1. Enter Encumbrance number or search for encumbrance number by clicking on the ellipsis (next to Encumbrance field), which will take user to FGIENCB.
  2. Refer to next section which describes how to query for an encumbrance number.
  3. Click on the ‘Go’ button to navigate to detailed encumbrance information

[Two window showing the Detail Encumbrance Activity form, first one shows the Encumbrance field blank and the second window shows Encumbrance form with all of the information fields]

4. Next Block (lower left corner arrow on screen) to navigate to Encumbrance Detail and Transaction Activity information.

Encumbrance List - FGIENCB

This is a query form that is usually ‘called’ from other forms using the List Field Values function. For example, the ellipsis button (…) next to the Encumbrance Number field in the Encumbrance Detail Activity form (FGIENCD), this form will appear, and you will need to execute a query to find the appropriate entry.

  1. Click in either the Encumbrance Number or Description field. The form will be in query mode. That is, the system expects that you will wish to limit your query by specifying some special criteria.
  2. Type either the entire Encumbrance number or Description, surrounded by the wildcard character (%). Be aware that the search is case sensitive.
  3. Press F8 – Execute Query to search for the vendor.
  4. Highlight the Encumbrance Number by clicking on that line.
  5. Click the Select button (lower right corner of the screen) to return this Encumbrance number to the FGIENCD form.

[Window showing the Encumbrance List form with the Encumbrance Number field highlighted]

 

Last Reviewed: 21-Nov-2018

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