Regular Purchase Orders
What is a Regular Purchase Order?
A Regular Purchase Order is a method for placing orders for a one-time purchase and payment for line item goods that have a specific quantity and unit price. Typical examples include purchases of furniture, computers, equipment, and rentals. Regular Purchase Orders require a receiving report.
When to use:
- The goods or services are a one time purchase.
- The order involves a specific quantity and unit price.
- When ordering computers, printers or handheld devices over $300.00.
- Any type of asset $2,000 or more that will require a property tag.
How to request a Regular Purchase Order
Login to Banner and open FPAREQN
Enter Requestor/Delivery Information
- Tab through the Order Date and Transaction Date fields (these default to the current date).
- In the Delivery Date field enter the expected delivery date. Verify with the vendor that the delivery date is obtainable.
- Tab to Comments.
- The Comments field is to be used ONLY for very brief messages to Purchasing. Below are some examples.
- Shared Funding
- Sole source
- Must Match Existing Equipment
- No Vendor Identified
- Quote # 12345
- Please call to discuss
- Shipping Charges
- New Vendor
- Requestor name and Organization should populate automatically. If it doesn't, contact Arian Cannon or Help Desk x4357.
- Tab to enter Email, Phone and Fax information (the 7-digit phone and/or fax numbers should NOT include any dashes).
- Tab to Ship To and enter your "ship to" code or click the arrow to execute a search; this delivery code is normally your site location (PCR-Pocatello, M-Meridian, TF-Twin Falls).
- Tab to Attention To field and enter who the item will be delivered to/building/room/phone extension. ie. John Doe/10/114/x1234.
- Next Block.
Enter Vendor Information
- If you know the vendor ID, type the vendor ID in the first field by Vendor.
- If you do NOT know the vendor ID, click on the search button. In the Last Name field, enter a "%" (wildcard) sign and the first few letters or word of the vendor's name followed by a "%" (wildcard) sign.
- Press F8 to Execute the Query.
REMEMBER, this search screen is CASE SENSITIVE. If, for example, you had entered the vendor’s name in all caps “%APPLE%”, the search would have returned nothing and the following message would appear at the bottom of the screen: “Query caused no records to be retrieved. Re-enter”.
SEARCH TIPS: The wildcards “%” and “_” can be used in the search criteria for Banner queries. The character “%” represents any number of unspecified characters. The character “_” represents one occurrence of an unspecified character. The following examples illustrate the use of wildcards:
- Highlight the correct ID Number from the list
- Double click on the ID of the vendor you wish to select and the vendor contact information (address, phone, etc.) will populate into your Requisition.
- Check the vendor’s address for accuracy.
- If the vendor’s address is incorrect, click the search arrow next to the Sequence field to check for alternate addresses.
- If the correct address is found, double-click the Address Type and it will populate the address selected into the Requisition.
- If the appropriate vendor address is not listed, reference the proper contact information in the Requisition’s Document Text and request that your Buyer corrects the address on the Purchase Order.
Enter a NEW Vendor...
- Leave the Vendor number field blank.
- Tab to enter the new vendor’s NAME in the second Vendor field.
You may be anywhere in the Req document as long as you have passed the Ship-To field.
Information for New Vendors:
- From the Options menu, select Document Text.
- Next Block to enter the COMPLETE new vendor information. NOTE: The lines do not wrap, and only allow for 50 characters. To add additional lines press the Down Arrow key.
- NEW vendor information should include:
- Vendor Name
- Phone number
- Vendor contact person
- Email address
NOTE: A current signed W-9 and Vendor Registration Form (VRF) must be on file for all vendors. For new vendors, the W-9/W-8BEN and Vendor Registration Form should be provided to the Purchasing Department, Buyers@isu.edu. Please include Requisition number in your email.
- Uncheck the Print box when entering the new vendor information in Document Text since it is an internal note to your Buyer and should NOT print on the Purchase Order.
Other Information you might put into Document Text:
- Estimates for Shipping and Delivery Charges
- Invoice number
- Quote number
- Expiration of a maintenance/warranty
When you've entered everything needed in Document Text:
- Click on the Save icon (or press F10).
- To close the Document Text screen, click on the Exit icon “X” (or use the keyboard shortcut CTRL + Q).
- Next Block.
Enter Commodity/Accounting Information
- Click the Search button below Commodity. From the Option List that appears, select Commodity Validation. Enter Query to search (press F7). The form is cleared, and you can enter your search terms. When you locate the correct code, double-click it. This returns you to the Commodity/Accounting block in your requisition.
- Tab to Unit of Measure (U/M) and enter measurement type.
- Tab over to Qty. Standing Orders will always have a Qty of 1.
- Tab over to Unit Price. Enter the estimated cost during the duration of your Standing Order.
- Continue to tab until your cursor is back in the Commodity field.
- Block Next.
Item Text is used to communicate additional specific information or instructions to the vendor for a specific item.
This may include a catalog, item or page #, or labor rates. Please note there's a difference between Item Text and Document Text. Document Text applies to the procurement as a whole. Item Text is specific to the line item on the Commodity/Accounting page.
- The Text field is where the exact specifications of what you want to procure are included. These specifications should be in specific and sufficient detail to allow Purchasing to conduct a purchase.
- The Clause number field is not used.
- Under the Print column, there are check boxes which can be left checked when that line of text is to appear on the printed requisition, or unchecked when that line will not appear on the printed requisition.
- If you have received an e-quote for computer equipment from the IT Help Desk, include this E-quote number in the Document Text.
- If additional lines are needed, use the Down Arrow key to move the cursor to the next line and continue typing.
- When done, save the text. Then click the white “X” to return to the Commodity/Accounting form.
- Notice that the Item Text box on the Commodity/Accounting page will now have a check mark indicating additional description information.
You are now in the FOAPAL block. This block is used to assign expenses to the correct FOAPALs.
- Tab to the Index Field. The ISU Chart of Accounts (COA) code “9” and the current fiscal year will default. Do not change. Enter the appropriate Index Code. Important: You will only be able to use the Index Codes which have been assigned to you.
- When you put in an Index Code, Banner will auto populate the Fund, Orgn, Acct, and Prog.
- Continue to Tab until your cursor returns to the COA.
- If you're splitting costs, Arrow Down and repeat the process above.
- You can use the % method or dollar method when splitting funds.
Complete the Regular Order
- Make note of the Requisition number.
- Click on the green button to Complete.
Administration Building, Room 114
Monday-Friday 7:30 a.m. to 4:00 p.m. MT
Purchasing Deadlines - FY 18 Funds
The last day to create Purchase Orders under $10,000 for FY2018 will be Jun 15. Items ordered for FY 2018 must be received by June 29, 2018.
The last day to make purchases with your Purchase Card for FY2018 will be June 15. Purchase card transactions to encumber FY2018 funds must be reconciled and approved by June 26.