FPAREQN - Requisition / Blanket PO for multiple orders in a fiscal year.


Blanket Requisitions, also known as Blanket PO's, are created for repeat orders (weekly, monthly or quarterly) with a single vendor over the course of a fiscal year. Once you create a Blanket Requisition, you will not create separate Requisitions or Invoices each time you order materials, services and supplies (MS&S) from that vendor.  Refer to Accounts Payable instructions on How to authorize an invoice for payment against a Purchase Order

Blankets can be created for amounts less than $2999.99, however, it is important not to under-estimate or over-estimate the amount you're planning to spend during the fiscal year. (Instructions to run a One Time Purchase Requisition)


If you need to add funds to the original Purchase Order before the end of the fiscal year, you will need to request a Change Order from the Purchasing Office (follow these email guidelines). The deadline for submitting a Change Order for FY19 is May 20, 2019. Refer to the 'Fiscal Year End Closing Dates' for more information. If you do not spend the full encumbered amount by the end of the fiscal year, the unspent amount remains in the available balance of your FOAP.


When the total amount of a purchasing request with one vendor in a fiscal year is collectively greater that $10,000, but does not exceed $150,000, the generating department must obtain a minimum of three competitive quotes (evidence of competition) as required by the State of Oregon Purchasing Law. Quotes are required at $3000. and higher for Grant funded programs. Refer to Financial Services Purchasing Requirements for important details.

Blanket Requisitions are generally created near the end of each fiscal year in preparation for the upcoming fiscal year, however, they should be created whenever there are 4 or more orders to be made during the course of a fiscal year.

URGENT NOTE 11/26/2018: When entering data on the Commodity Accounting page, be sure to enter 0 in the Tax field. A Purchase Order cannot be created from a Requisition unless 0 is entered into the Tax field by the Requisition Originator. If the Tax field is blank, click in with your mouse and enter 0. See screenshot below in Commodity/Accounting instructions. 

For any discounts that are offered by the Vendor, do not use the Discount field in TAB - Add discount detail information in Document Text and Item Texts. Purchase Orders cannot be completed when there is data entered in the Discount field.

Preparation before processing a Requisition:

Collect the necessary details that will help you create concise documentation. The Purchasing and Accounts Payable specialists, who process the Purchase Order and pay the vendor, rely on clearly defined information in the Document Text and Item Text of a Requisition. Document Text is viewable only by PCC Banner users, whereas, Item Text is actually printed on the Purchase Order that the Vendor receives.

Before you begin, gather all applicable information related to this purchase. Verify the Vendor information; status, code or other vendor information. Refer to Emailing the Purchasing Department to assist you in communicating with the Purchasing Staff. This preparation will aid in expediting your Requisition and Purchase Order.

  1. Verify the postal and email address information for the vendor and find out if they would prefer to receive the PO as an attachment to an email or have it mailed by USPS. Also verify where you want to have the materials shipped if other than Central Distribution. If there is any question about delivery, you must contact the Central Distribution Staff and follow their instructions and enter that into the Item Text.
  2. Collect the name and phone number of the Vendor's contact person that Purchasing or A/P can call if there is any question about the transaction. You will type that information into the Document Text of the REQ.
  3. Determine if your Requisition exceeds $9999.99 ($2999.99 for Grant Funded purchases) and is not exempt. If it is, you must obtain a minimum of three (3) competitive quotes (informal competitive process). Requirements for Purchases $10,000 not to exceed $150,000. At least one of the three quotes should be obtained from a Minority/Women/Emerging Small Business firm (COBID). Every department needs to keep the written records of the sources and amounts of quotes received.

    Add the following information to the Document Text, not the Item Text.
    Each Vendor Name
    Contact Person's name, phone number and email address
    Quoted amount for total (not quotes for individual items)
    Add the compelling rationale including the business value to the college that supports the chosen vendor after entering their information.


    ATTENTION: Contact the Purchasing Staff if you need any of these policies or procedures clarified. 

    Invoices cannot be received from Vendors for Materials, Services & Supplies (MS&S) received before the PO is completed.

    The Requisition must include all required documentation before the PO can be approved.

Getting Started with a New Blanket PO

From the main Banner Menu page, type in FPAREQN and press Enter on your keyboard.

 










Leave the Requisition field blank and click the Go button.








REQUISITION ENTRY: REQUESTOR/DELIVERY SECTION

  1. Your cursor will land in the Order Date field. This date and the Transaction Date are the same and will auto-fill to the current date.
  2. If you are creating a Blanket Requisition for an upcoming fiscal year and the new fiscal year has not started yet, change the Transaction Date to the first day of the new Fiscal Year (i.e. 01-JUL-20__). 
  3. In the Delivery Date field, type in the last day of the fiscal year, 30-Jun-20__
  4. Enter the word 'BLANKET' in the Comments: field.

:: Select the Requestor/Delivery Information tab

TAB: 1 Requestor/Delivery Information

NOTE: To move from field-to-field on a given page, use the Tab key on your keyboard rather than using your mouse.

This will allow Banner to auto-fill where necessary. You can still use your mouse to select Tab Headings.

  1. Verify that your Requestor information is correct. If not, change it, Save it and email Samantha Hopf, Banner Finance Systems Manager with your updated information.  

  2. The Ship To: information defaults to PCC Central Distribution. 
    Leave this as the default unless Central Distribution has authorized the shipment(s) to be made directly to another office or building. 
    Enter yours or another PCC employee's name and location in the Attention To: field. 
    If you have received authorization to have your order delivered to some other location other
    than PCC Central Distribution, click in the Ship To field and change the status to A/S (for As Specified), 
    which you will describe in detail, later in the Document Text.
  3. Press 'Tab' on your keyboard and your cursor will land in the 'Attention To' field near the bottom of the screen. Enter the contact person's name in the department where it will be received. The 'Attention To' details will be printed on the Purchase Order which the Vendor receives. If this is not applicable, leave the default as Portland Community College.

 


:: Select the next tab heading, 'Vendor Information

TAB 2: Vendor Information

  1. Enter the Vendor Code in the Vendor field and press Tab on your keyboard.  If you do not know the vendor code, go to the FTMVEND page to search. 
  2. If the Address is correct for mailing the Purchase Order to the vendor, then leave the status as-is. If you need to change it to another address click on the three dots ... next to the Sequence field and find the address options on the list.

Double click in the type field to return to the previous page with that information auto-filled. NOTE: It is imperative that you know which address the Vendor is utilizing. If an address is not on the list, contact the Purchasing department, vendor.requests@pcc.edu and they will make the change in Banner.

3. You can proceed if the contact message reads, W9 on file or W9 scanned XR. If the message reads W9 required, do not proceed until a current, verified W9 is on file in Financial Services. Send completed and signed W9 to vendor.requests@pcc.edu. NOTE: A Substitute Form W-9 is now required for all new Vendors as of April 18, 2019.



TAB 3: Commodity/Accounting

  1. Click into the Commodity field and type the word: BLANKET as shown below.  Press Tab on the keyboard.                                                                                                           
    The following text will appear: Blanket order for (insert commodity desc)

    Enter your brief description after the text Blanket Order for:  This should be a brief phrase due to limited character space.  You will document all the additional details in Item Text and Document text later. 

  2. Press Tab on your keyboard and your cursor will move to the U/M field (Unit of Measure)
    Enter the following:
    Unit of Measure, type EA and press Tab
    Quantity, type 1 and press Tab
    Unit Price, type in the total Blanket Requisition amount.

  3. NOTE: Use the keyboard tab key to move to the Extended Amount - THEN, click into the Tax field that is blank and enter 0. Continue tabbing through until you return to the Description field again.  You should now see 0.00 in the Tax field.  This is a major change from Banner 8, but absolutely necessary in order to successfully complete the FPAREQN.

  4. You cursor should now be in the Description field. 

  5. From there, CLICK ON the RELATED drop-down menu and select the link to Item Text

URGENT NOTE 11/26/2018: When entering data on the Commodity Accounting page, be sure to enter 0 in the Tax field. A Purchase Order cannot be created from a Requisition unless 0 is entered into the Tax field by the Requisition Originator. If the Tax field is blank, click in and enter 0. 

> Item Text:  

Item Text and Document Text: Minimum Information needed in Requisition/PO

When you select Item Text, look for the Modify Clause field and ENTER THE CODE 909 into that field. Select the plus icon + to insert the template. 

:: Type 909 in the Modify Clause field. Then Click the + Insert button The Auto Text Template automatically populates the Text section.

  1. Use your Down-Arrow to navigate to each consecutive line
  2. The lines with dots (.) are blank and ready for you to fill in with the following information (see sample)
  3. Type in a description of the supplies or services to be ordered with sufficient details for the vendor.
  4. Type in your name, campus location, and complete phone number so the vendor can contact you if they have questions.
  5. Type in a vendor-created Customer ID Number, if you have one, all other pertinent information regarding this purchase, i.e. contract number, brief terms of agreement.
  6. ALL RELEASES MUST BE AUTHORIZED BY:
    1. Type in a list of staff who are authorized to sign the receipt and Vendor Invoice when materials/services are received.
  7. If you want to remove any blank lines that you haven't filled in, use the   Remove icon for each line you want to remove.
  8. SAVE the Item Text document and exit by clicking on the White X in the left top corner. 

    If this is a Professional Services Contract (PSC) or any other contract that requires additional templated documentation, go to Purchasing & Contract Services web page for step-by-step instructions.

Proceed with the Accounting Section data entry.

Click Next Section  to move to the lower section of the screen 

> Accounting Section



To allocate to only ONE FOAP

Type in the Fund, Organization, Account and Program numbers. 

Press Tab on your keyboard repeatedly, until the totals in the "USD" columns auto fill and your cursor returns to where you started at the FOAP fields.

Allocating to more than one FOAP

Tab 4: Balancing / Completion Information

You're at the Completion page, but do not click on the complete icon yet.  

> Document Text

Item Text and Document Text: Minimum Information needed in Requisition/PO

Add the internal documentation required by Financial Services. This documentation describes the business rationale or college purpose of this purchase. See steps below.



Type in each line who has entered the Requisition and who it was entered for. Use the down arrow on your keyboard to create each new line. Follow these guidelines;

- Entered by: Your first and last name and phone number extension.
- Entered for: The person's name who is requesting this transaction and their phone number extension. 
- Describe the rationale or college purpose of this purchase in detail; Who, What, When, Where, Why. If you have received the authorization from Central Distribution Services to have your order shipped directly to another campus address other than Central Distribution, document the specific details here. 
- Click Save and Exit to return to the Completion Page. 
(The information entered into Document Text is only visable to PCC personnel).

If your purchase is between $10,000 and $150,000 it must have evidence of competition and requires 3 Quotes including MWBE (Minority and Women Business Enterprise).  Add the following information in Document Text (not Item Text).
1. Each Vendor Name, 
2. Contact Person's name, phone number and email address
3. Quoted amount for total (not quotes for individual items)
4. Add the compelling rationale including the business value to the college that supports the chosen vendor after entering their information.

> COMPLETE 

  1. Complete: Click the Complete button on the lower left hand corner of the page.  


____________________________________________________________________________________________________________________






____________________________________________________________________________________________________________________

Additional Information:

To Charge to More Than One FOAP by Percentage or Exact Amount:

To Charge to More Than One FOAP by Exact Amount --

All Requisitions MUST;

Include all required documentation before the Purchase Order can be approved.

Be completed and approved before any materials, supplies or services can be ordered from the vendor.

Become fully executed Purchase Orders before any Invoices or Billing Statements can be received from the Vendor and presented to Accounts Payable for payment.


Requisitions start the PO process for purchases that are;


 Contact the the Purchasing Department if you have any questions about when to start a REQ.


 Questions to consider before creating the Requisition:

:: Who is the principle PCC Manager who has delegated authority to spend at the required level(s)?

:: Who are the PCC staff who will be communicating with the Vendor?

 :: Will this purchase require a signed PCC Contract and Review process?

:: Does Purchasing have an active W-9 on file for this Vendor? 

:: What are the Term & Conditions and Purchasing Requirements that must be met before starting the purchasing process?

:: Is the purchase $10,000 or above which requires Evidence of Competition (Bidding Process)?

:: What is the availability, shipping, delivery or will-call procedures for this order?

:: Will this Vendor need to have a Certificate of Insurance (COI) completed for this purchase or project? If yes, you must contact Risk Services before proceeding with the transaction.

:: When considering the method of delivery, installation or maintenance, have you contacted the following?

Central Distribution/Store room (CDS)

Facilities Management Services (FMS)

Department of Public Safety (DPS)

Safety & Risk Services (SRS) / Environmental Health and Safety (EHS)

Information Technology (IT)


Points to Remember:


:: Always refer to the Requirements for Purchases to understand which preliminary steps must be taken before the start of using Banner to create Requisitions. Purchasing Requirements

:: The term, Vendor, includes Company, Business, Independent Contractor, Contracted Instructor etc.

:: Purchases must be received by the college no later than June 30th for fiscal year accounting. Typically, Invoices billing the college are paid within 30 days or by the end of July.

:: Pre-payments are prohibited.

:: Follow the instructions for a Blanket PO if you will be ordering monthly or quarterly from the same Vendor in the course of a fiscal year.

:: Evidence of Competition ( 3 bids or quotes plus 1 from MWBE (Minority and Women Business Enterprise))When the total amount of a purchasing request with one vendor in a fiscal year is collectively greater that $10,000, but does not exceed $150,000, the generating department must obtain a minimum of three competitive quotes as required by the State of Oregon Purchasing Law. Quotes are required at $3000. for Grant funded programs.

:: The Finance Division encourages everyone to be good stewards of public funds. It is always a best practice to see the best value for the college.

:: After you receive your materials / services, follow these instructions from Accounts Payable.


Emailing the Purchasing Department to assist you in communicating with the Purchasing Staff.

Helpful Hints:



To remove the record of an incomplete Requisition:



To expedite your transactions:


Include all applicable information. Refer to Emailing the Purchasing Department to assist you in communicating with the Purchasing Staff. Look up Vendor information as needed.

  1. Verify the postal and email address information for the vendor and find out if they would prefer to receive the PO as an attachment to an email or have it mailed by USPS. Also verify where you want to have the materials shipped if other than Central Distribution. If there is any question about delivery, you must contact the Central Distribution Staff and follow their instructions and enter that into the Item Text.
  2. In the Document Text, enter the name and phone number of a Vendor's contact person that Purchasing or A/P can call if there is any question about the transaction. You will type that information into the Document Text of the REQ.
  3. Documenting Competitive Quotes:

    If your Requisition exceeds $9999.99 and is not exempt, you will need to obtain a minimum of three (3) competitive quotes (informal competitive process). Requirements for Purchases $10,000 not to exceed $150,000At least one of the three quotes should be obtained from a Minority/Women/Emerging Small Business firm (MWBE (Minority and Women Business Enterprise)). Every department needs to keep the written records of the sources and amounts of quotes received. Add the following information to the Document Text (not Item Text):
    Each Vendor Name, 
    Contact Person's name, phone number and email address
    Quoted amount for total (not quotes for individual items)
    Add the compelling rationale including the business value to the college that supports the chosen vendor after entering their information.


    Item Text and Document Text: Minimum Information needed in Requisition/PO