Professional Documents
Culture Documents
9
Module Sections
Lesson 5 Clauses
Lesson 8 FOB
Lesson 9 PO Class
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Step 2:
Block #1 - Purchase Order (revised 11/20/01) Enter purchase order number and perform next block.
(Refer to the print screen(s) from FPAPOAS for the purchase order number)
Block #2 - Document Information (revised 11/20/01)
All information including text will populate from the requisition. The buyer can choose to review, make
changes if necessary, and complete the purchase order or leave the purchase order in process. Always
change the buyer code to a specific buyer code before completing or leaving in process.
Fields
Purchase Order
Number
Blanket Order
Type
Order Date
Transaction Date
In Suspense
Delivery Date
Comments
Document Text
Commodity Total
Accounting Total
PO Created from Req
Req Document Text
Buyer
BO Term Date
NSF Checking
Deferred Editing
PO Copied From
What you do
Number assigned will be displayed
Will not be used
Choose Regular for one time purchase/payment or Standing for multiple
purchases/payments
Defaults to todays date. Can be changed. (For Subcontract POs, change to
the start date of the contract)
Defaults to todays date. Can be changed.
This will be checked if additional action is needed to complete the document.
Display-only box.
Defaults from the requisition. Can be changed
Defaults from the requisition. Data will not print on the purchase order
1. If Regular or Standing, choose the appropriate option from the
purchase order type pull down menu
2. If Bid, proceed to the internal campus bid process (not using banner
bid process)
3. If bid or contract number, use document text so it will print on the
purchase order
Check mark will be displayed if text exists on the PO. Display-only box. To
view or add document text, choose document text from the options menu
[FOAPOXT). Next block to view or add text. Save and exit.
Defaults from the requisition. Display only.
Defaults from the requisition. Display only.
Check indicates yes. Cannot be changed
Pull down menu. Default is Copy document text if text exits or None if
text does not exit. Choosing ignore will cause the text to be removed from the
purchase order. If copy text is chosen, you can still indicate not to print in
FOAPOXT.
Defaults to the campus buyer code. Change buyer code now or after reviewing
the entire document. Must always change to a specific buyer code.
Will not be used
Check to perform NSF checking at data entry time
Check to defer NSF edit of accounting records
Indicates if this purchase order was copied from an existing purchase order
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(revised 11/20/01)
Adding Clauses: Clauses will generally be used as document text rather than item text and can be added
at any time prior to completing the purchase order.
1. Access document text from the options menu
2. Enter code in the Modify Clause field or click the flashlight to access FOICLAU to search for
a clause code. Double-click to bring clause code back to the text form.
3. After choosing a clause code, must choose insert from the record menu to pull in the predefined text associated with the clause.
4. Save and exit
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FOB
Tax Group
Disbursing Agent
Class Code
Carrier
Currency
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Page 10
Add commodity
Distribute
Item
U/M
Tax Grp
Quantity
Unit Price
Disc
Addtl
Tax
Comm Line Total
Doc comm. Total
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Remaining Comm
Amt
USD Section
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(revised 11/20/01)
First screen shot on page 16 displays Document text. Notice that the Item# field is blank. This
indicates that document text option was chosen.
Second screen shot on page 16 displays Item text. Notice that the Item# field is not blank. This field
will display the item number that the item text will be applied to. If a description was entered before
accessing item text, then the Commodity Desc field will contain the text entered.
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(revised 11/20/01)
A completed purchase order will route through the approval queue if additional approvals are required.
No changes can be made to the document. If changes were needed, the document would need to
be disapproved or enter a change order.
Note: If the buyer has appropriate approval levels for the purchase order, approvals may be
satisfied when they complete the document implicit approvals.
For more detailed instructions on approvals, see http://www.fresh.unh.edu/secure/appapprovals.html
1. Log into Banner
2. The Approval Notification Form [FOIAINP] will automatically display if user has documents
that need their approval
3. Exit this form
4. Access the User Approval Form [FOAUAPP]
5. Enter Banner user id (not buyer code)
6. Enter a specific document number or next block to view all documents awaiting approval
7. Summary document information will be displayed and a Y in the next approver field indicates
if the user is the next approver
8. Click detail button to review the document; click approve button to approve the document; click
disapprove to disapprove the document
Note: The Approval Notification Form will only be displayed at the time of login. Users will
need to access the User Approval Form throughout the day see if documents are awaiting
approval.
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NOTE: The requisition will be re-opened if the purchase order is cancelled using the above
process. If the purchase order was cancelled for the purpose of re-doing the purchase order, then
start at Lesson 1 to assign the same requisition another purchase order number. Otherwise, see
Module 4 Lesson 2 Canceling a Requisition. Purchasing should cancel the requisition in this
situation to avoid another PO number being assigned.
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(revised 10/03/03)
Close a PO Document or Commodity Use when a purchase order or commodity has been
fully/partially liquidated by invoices, but a final payment indicator was not specified. Also use when a
PO is no longer needed to relieve any encumbrance or when a commodity line has been added to a PO in
error.
Closing PO Document Close all commodity lines and enter the current encumbrance amount
for each FOAPAL line
Closing PO Commodity - If no invoices have been paid against it, close the commodity line and
adjust the FOAPAL by the full commodity amount. Otherwise if the commodity line has had
invoices paid against it, close the commodity line and adjust the FOAPAL if there was a
remaining balance.
Open a PO Document or Commodity - Use when a purchase order or commodity item has been closed
by a final invoice payment. Check Banner/Webi to see the specific commodity/invoice amount, as
FGIENCD will show the full amount liquidated (invoice amount plus remaining encumbrance balance).
If needed, enter a change order after to increase the PO above the original encumbrance amount.
Open PO Document - If the invoice was for the full PO amount, open the commodity lines and
enter $0.00 for each FOAPAL line. This will change the status of the PO to open. Otherwise, if
the invoice was for a partial amount, the PO can be opened up to the amount that was remaining
after the final payment was made.
Open PO Commodity If the commodity line was only partially liquidated by invoices, open the
commodity line and adjust the FOAPAL to open for the remaining balance. Otherwise, just open
the commodity line.
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(revised 01/07/02)
At UNH & PSC, the business unit will initiate a change order, which will route through approvals to
central purchasing. No changes can be made to the document. If changes were needed, the
document would need to be disapproved. At KSC, the business unit will email purchasing when a
change order is necessary.
Obtain supporting documentation if necessary. If the change order/revised purchase order needs to print,
inform the person responsible for printing purchase orders.
Entering a Change Order See CIS Requisition/Purchase Orders Module 4, Lesson 3 for detailed
instructions for entering a change order and Lesson 4 for canceling a change order.
Approve Change Order
See Lesson 2 Approval Process for details on options for approving/disapproving documents or for
more detailed instructions on approvals, see http://www.fresh.unh.edu/secure/app-approvals.html.
Reviewing Change Order within Approval Form
1. Access the User Approval Form [FOAUAPP] and the click detail button, choose the options
menu and choose Query Document to access the Purchase Order Inquiry Form [FPIPURR] to
review the change order or original/current PO
2. The purchase order number and sequence number will be defaulted in FPIPURR
3. Perform next block to access all sections of the change order to view changes. Text can also be
reviewed.
4. Exit FPIPURR when finished reviewing the document to return to FOAUAPP
5. Approve or disapprove the change order in FOAUAPP
Note: Review original or most current purchase order, if necessary.
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LESSON 5 CLAUSES
Page 28
LESSON 5 CLAUSES
(revised 11/20/01)
Clauses will be maintained by all campus purchasing offices. All purchasing offices will be notified
prior to creating a new clause or changing an existing clause. Clauses are pre-defined text that can be
inserted into a document in addition to document and item text. Generally, clauses will be used as
document text. Multiple clauses can be used on a document. Clauses will be created when a campus
purchasing office determines there is a consistent need for standard text on purchase orders. If the new
clause would be beneficial for all purchasing offices, then it will be created so it is applicable to all
campuses. The clause code field is 8 characters and the amount of text is unlimited. Assign a new
clause code by using alpha characters that attempt to describe the purpose of the clause.
Example:
Code:
Pre-defined text:
INSURANC
Prior to entry on the premises to begin work, the campus purchasing office must
be in receipt of a current Certificate of Insurance.
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Page 30
(revised 12/18/01)
USNH Purchasing will maintain buyer codes. Each campus will have a campus buyer code (UNH,
KSC, PSC) established in Banner, which will be used to route all requisitions to the appropriate campus
purchasing office. Individual buyers at each campus will have a buyer code. The individual buyer code
will be the 1st character of their campus and then a sequential number. Buyers who already had a buyer
code in CUFS will continue to have the same buyer code in Banner. The name of the buyer will always
start with a U, K, or P as a campus indicator for distributed printing purposes. The buyers dollar
delegation will be linked to their buyer code. A buyer with limited dollar delegation will not be able to
complete a purchase order greater than their delegation.
Examples: U2=U Denise M. Smith; K2=K James Draper III
Create Buyer Code
1. Access the Buyer Code Maintenance Form [FTMBUYR]
2. Use the flashlight to search for the next sequential number to assign
a. Enter U%, K% or P%
3. Determine the next sequential number and then click cancel to return to the maintenance form
4. Enter the buyer code
5. Enter the buyers name with either a U, K or P as a prefix for distributed printing purposes
(ex. U Denise M. Smith)
6. Perform next block
7. Enter Y in the LVPO field if this buyer has a limited dollar delegation; otherwise enter N.
8. If limited, enter the dollar limit in the LVPO limit field
9. Enter a phone number for the buyer
10. Save (Commodity & Orgs will not be assigned to specific buyers)
Change Buyer Code
1. Enter the buyer code
2. Change the buyers name if necessary or next block to change LVPO limit or phone
3. Save
Terminate a buyer code
1. Enter the buyer code and perform next block
2. Enter a termination date
3. Save
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(revised 11/20/01)
USNH Purchasing will maintain discount codes. Purchasing is responsible for communicating to the
Accounts Payable Business Unit, normally through the Purchase Order Document, any specific payment
or discount terms negotiated as part of contracts. Accounts Payable is also responsible for
communicating to purchasing when a new discount code would be beneficial. Discount codes may be:
Assigned to individual vendors
Assigned at the initiation of a purchase order
Indicated when a payment document is entered
Examples: 01=1% 10 days, net 30; 02=2% 10 days, net 30
Create Discount Code
1. Access the Discount Terms Maintenance Form [FTMDISC]
2. Use the flashlight to determine what codes already exist
3. Enter a new discount code
4. Enter description for the new discount code
5. Enter the discount days if applicable; otherwise enter the net days in both the discount days and
net days field
6. Enter the discount percent if applicable
Change Discount Code
1. Access the Discount Terms Maintenance Form [FTMDISC]
2. Enter the discount code to be changed
3. Choose insert from the record menu
4. Choose duplicate from the record menu to copy the information
5. Make necessary changes
6. Save
Terminate Discount Code
1. Access the Discount Terms Maintenance Form [FTMDISC]
2. Enter the discount code to be terminated
3. Enter a termination date
4. Save
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(revised 11/20/01)
USNH Purchasing will maintain FOB codes. FOB stands for Free on Board. FOB encompasses both
the responsibility for the cost of transportation and the point of title transfer. The phrase FOB ordinarily
determines 1) the place where delivery is required; 2) where the title will pass; and 3) whether the seller
or the buyer is to pay the transportation charges. There are standard delivery terms for a variety of
situation. The different terms define the obligation of the buyer and the seller, such as how expenses of
shipping will be met and where the risk of loss rests during the delivery process. The following are
standard FOB Codes in Banner with a short description and a detailed description:
01
02
03
04
Destination PP &
Allow
Destination PP & Add
Shipping Point PP &
Allow
Shipping Point PP &
Add
FOB is not a required field in Banner, but will be required as part of the purchase order process. The
code structure is 2 characters sequential, starting with 01. The code NA should be used when shipping
goods is not applicable for the type of purchase request.
Create FOB code
1. Access the FOB Code Maintenance Form [FTMFOBS]
2. Assign the next sequential code
3. Type a description for the code
4. Save
Change FOB code
1. Access the FOB Code Maintenance Form [FTMFOBS]
2. Enter the FOB code to be changed
3. Change the code or description as necessary
4. Save
Remove FOB code
1. Access the FOB Code Maintenance Form [FTMFOBS]
2. Enter the FOB code to be removed
3. Choose remove from the record menu
4. Save
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LESSON 9 PO CLASS
Page 36
LESSON 9 PO CLASS
(revised 11/20/01)
USNH Purchasing will maintain PO class codes. PO class is used to identify the type of purchase order
beyond the PO Type field, which only has values of Standing or Regular. The field is one character
and will be alpha or numerical. The code would define the type of purchase order. The field is not
required by Banner, but will be required as part of the purchase order process. By using a PO Class on
all purchase orders, purchasing will be able to generate reports on the various types of purchases.
Examples: B=Bid, C=Contract, I=Independent Contractor
Create PO Class
1. Access Purchase Order Classification Maintenance Form [FTMPCLS]
2. Assign an alpha character that attempts to describe the type of PO class or the next alpha
character available. If all alpha characters have been used, use numbers starting with 0.
3. Type a description for the new PO class
4. Todays date will default as the effective date
5. Save
Change PO Class
1. Access Purchase Order Classification Maintenance Form [FTMPCLS]
2. Enter the PO class code to be changed
3. Change either the code or description as necessary
4. Save
Terminate PO Class
1. Access Purchase Order Classification Maintenance Form [FTMPCLS]
2. Enter the PO class code to be terminated
3. Enter a termination date
4. Save
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(revised 11/20/01)
USNH Purchasing will maintain Unit of Measures. The unit of measure is a required field on the
Banner requisition form [FPAREQN] and Banner purchase order form [FPAPURR]. The unit of
measure is a code in Banner, which represents and further defines the quantity of the commodity
ordered. The code is 3 characters and should attempt to describe the type of unit of measure; otherwise
use an available alpha or numeric combination.
Examples: EA=Each, SVC=Service
Create Unit of Measure
1. Access the Unit of Measure Maintenance Form [FTMUOMS]
2. Enter the new code
3. Type a description for the new code
4. Todays date will default as the effective date
5. Save
Change Unit of Measure
1. Access the Unit of Measure Maintenance Form [FTMUOMS]
2. Enter the measure code that needs to be modified
3. Change either the code or description as necessary
4. Save
Terminate Unit of Measure
1. Access the Unit of Measure Maintenance Form [FTMUOMS]
2. Enter the measure code that needs to be terminated
3. Enter the termination date
4. Save
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(revised 11/20/01)
USNH Purchasing will maintain Cancel Reason Codes. Cancel reason codes are optional when
canceling a requisition, purchase order or change order. The code is 4 characters starting with
0001.
Examples: 001=Purchase order issued to the wrong vendor; 002=Vendor can no longer provide the
goods/services
Create Cancel Reason
1. Access Cancellation Reason Code Form [FTMCRSN]
2. Assign the next sequential number
3. Enter a description
4. Todays date will default as the effective date
5. Save
Change Cancel Reason
1. Access Cancellation Reason Code Form [FTMCRSN]
2. Enter the cancel reason code to be changed
3. Change the description as needed
4. Save
Terminate Cancel Reason
1. Access Cancellation Reason Code Form [FTMCRSN]
2. Enter the cancel reason code to be terminated
3. Enter the termination date
4. Save
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Ship to codes will be maintained by all campus purchasing offices as designated below. Ship to code is
required on the requisition form [FPAREQN] and purchase order form [FPAPURR] to indicate to the
vendor where to ship goods and to whom the request is from. The ship to code will consist of 5
characters. KSC & PSC will use their current mail stop codes as the Banner ship to codes, prefaced
with their campus indicator. All others will use sequential numbers prefaced by the campus indicator.
Ship to codes will also be created for non-campus addresses as needed. When requested, each campus
will create a new ship to code using their campus alpha prefix and 4 other alpha characters as the code.
1st Character of Code
C
F
K
P
U
Y
Campus
CLL
UNHF
KSC
PSC
UNH, UNHM, NHPTV
System Offices
Maintained by
USNH Purchasing
USNH Purchasing
Keene Purchasing
Plymouth Purchasing
USNH Purchasing
USNH Purchasing
Example
C0001
F0001
K1101
P0001
U0001
Y0001
If you start to make changes before inserting a blank record and duplicating, you must perform
a rollback and start over to complete the change.
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Corporation
Last Name
First Name
Middle Name
What you do
Enter Social Security Number for an individual or Employer Identification number for
a business. (See section Additional Information for Creating a New Vendor Record
if ID needs to be used more than once or if vendor is a sole proprietor)
(See section Foreign Entities for further instructions regarding Foreign companies or
individuals).
Enter company name. When a company is well known by both their acronym and the
full name, enter both separated with a dash with a space before and after the dash. If
both will not fit, use the previous name field in FOAIDEN to store one of the names.
Example: Computer Discount Warehouse CDW
Enter an individuals last name
Enter an individuals first name
Enter an individuals middle name if provided
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Last Activity
Contact
Phone
Collect taxes
PO Default
Type Code
PO Default
Sequence #
A/P Default
Type Code
A/P Default
Sequence #
Owner ID
Check Vendor
Discount Code
Text Exists
What you do
Todays date will default
Enter a termination date if the vendor will no longer be used. Otherwise, leave blank.
Always verify if the vendor code has an open PO or invoices against it before
terminating, unless all business should be suspended. Tables to check: FAIVNDH,
FAIVHIS, & FPIOPOV. **Also inactivate all addresses to prevent the code from being
used on new documents as there seems to be a glitch where a vendor with only a term
date can still be used**
Display only. The date of the last change will be displayed.
Enter the vendor contact person. This field does not print. Include as part of the
address if contact needs to print.
Enter the phone number of the vendor
Leave default of Collect no taxes
Enter the appropriate address code if a purchase order default address is known.
Always enter a default for person vendor records and use the PO box address if
provided. If a company has multiple business addresses, do not enter a default.
Enter the appropriate address sequence number if specifying a purchase order default
address
Enter the appropriate address code if an A/P default address is known and is different
from the PO default. Always enter a default for person vendor records and use the PO
box address if provided. If a company has multiple remit addresses, do not enter a
default. (Note: If the AP default is the same as the PO default, the AP default field can
be left blank and the PO default will default on AP documents)
Enter the appropriate address sequence number if specifying an A/P default address
Specify an existing vendor id if the current vendor is owned by another company or
individual. Use the flashlight to search if necessary. See section regarding sole
proprietors and multiple business names for more information on when to use this
field.
Specify an existing vendor id if the current vendor, including all addresses, always uses
a third party vendor for payment purposes. Use the flashlight to search if necessary. If
a check vendor would only be applicable for a particular address, then do not default a
check vendor; indicate when applicable on the Banner Invoice document.
Required by USNH. Enter the vendors payment terms from one of the available
options. Double click to search if necessary. If unknown, always use Net 30.
Generally, USNH does not accept terms less than Net 30 unless a discount is offered or
a specific contract is in place for terms other than Net 30.
Display only. Default is N. See next page for details on adding text.
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What you do
A vendors response to ownership, classification, and questions on the Substitute W9
Form should be coded as a vendor type. Other codes exists that may be used when
known. Enter a valid vendor type code or choose a code from the list by double
clicking in the field. Multiple codes can be chosen for a vendor. Always choose the
following depending on the type of vendor record:
Employee EM
Campus Departments IV (Internal Vendor)
Imprest Checking - IC
Individual doing business (Non-employee or USNH student) IN
Foreign individual doing business IN & NA
Lawyer/Attorney LW
Goods - GD
Petty Cash PC
Services - SC
Sole Proprietor Business SP (Should also have either NR or RP)
USNH Student ST
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City
State/Prov
Zip/PC
County
Nation
Phone Type
Fax Number
Registration
Number
Inactive Status
User
Activity Date
What you do
Enter the appropriate address code for the type of address. (See Appendix A section
for Address Types)
Enter the appropriate address sequence number.
The physical street address should always be entered on an address line after other
address information such as suite numbers, building name, etc. Create two (2) separate
address records if a PO box and physical address is provided by choosing next from
the record menu. Two addresses are needed because a PO Box may be located in a
different town or state than the physical address.
Individuals/Sole Proprietors reportable on New Hires - If only a PO Box is
provided as an address, contact the vendor for a physical home address for
individuals or physical business address for a sole proprietor business. (The
appropriate physical address is required only for reporting compliance.
Acceptable physical address includes Fire or Lot number, RR & HC numbers)
Note: If printing of the contact person is necessary, include as part of the address.
Enter the city or use for other information needed for a foreign address
Enter the state or providence code or double click for a list of values
Enter the zip code or postal code. Can enter alphanumeric values.
Will not be used
Enter the appropriate nation code for a foreign address or double click for a list of
values. This field does not print. Utilize an address line to enter nation
information.
Enter the appropriate phone type code and phone number. Do not use dashes or
parenthesis. Access Telephone Form from the options menu to include more phone
numbers.
Enter the appropriate fax type code and phone number. Do not use dashes or
parenthesis. Access Telephone Form from the options menu to include more phone
numbers.
Do not use
Check if a vendors address is inactive or uncheck to activate an address. (Can also
use FOAIDEN to inactivate/activate a vendor address)
Defaults to the last user who modified the vendor address record. Cannot be changed.
Last date the record was modified. Cannot be changed.
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Withholding
Percent
Federal
State
Income Type
What you do
Enter either the SSN (Person) or EIN (Company) if the vendor is 1099 reportable.
Generally, individuals, non-corporations and attorneys/law firms should be flagged as
1099 reportable if they are providing services. Companies or individuals providing
only goods are generally not reportable. If unsure, its better to setup as 1099
reportable. Note: If a 1099 owner is linked on other vendor records, all
information entered on this screen will automatically populate other vendor
records so transactions will be flagged as 1099.
Required if information is entered in the taxid field. Enter the appropriate income type
code. Generally, NC will be used for non-employee reportable payments unless a
more specific income type exists, such as PR-prizes & awards (Banner has Other
income defined for PR and needs to be fixed), RE-rents, AT-attorney/law firm,
etc.
Base Currency
Name Type
Domestic
Carrier
Foreign
Carrier
None
In State
Vendor
Out of State
Vendor
None
Many invoices
per check
One invoice
per check
*Perform Next block to return to the Vendor Maintenance Form
*Save
More detailed information will be provided at a later date.
Screen shot only for Telephone Form [FOATELE] Add additional phone numbers if needed
Page 55
Vendor Name
Johns Photography
Tax ID
028738590
Owner ID Field
Blank
Text
John Smith SSN#
002837777
Multiple Business Names Using the Same EIN (Not Sole Proprietor) (revised 11/20/01)
Example: EIN# 024479890 Vendor 1=Tin Palace; Vendor 2=Red Carpet Flower & Gift Shop
Create one business vendor record using the full EIN as the vendor id and the others using the
EIN, but replace the last 2 digits with AA, AB, etc
o When needed, link an existing vendor as an owner (1099 reporting purposes)
o Complete 1099 information if applicable
When services are rendered in the United States, USNH must have the appropriate IRS Form W8
with a taxpayer ID number issued by the United States; otherwise verify with the USNH tax expert to
determine if the vendor will be subject to backup withholding.
Individuals - Contract your campus Travel Coordinator to verify that proper procedure has been
followed prior to setting up a vendor record. Send the IRS Form W8-ECI (Effectively
Connected Income). If they are in the process of obtaining an ITIN (International Taxpayer ID
Number) or SSN or are not required to have an ITIN/SSN, contact USNH Purchasing for a
vendor ID (interim process as individuals are entered through HUM). When the ITIN or SSN is
received, change their ID number in FOAIDEN. The ITIN or SSN will be provided on the W8ECI form.
Businesses - Send the IRS Form W8-BEN. If they are in the process of obtaining an ITIN or
EIN or are not required to have an ITIN/EIN, use NEXT for the vendor ID. When ITIN or
EIN is received, change the ID number in FOAIDEN. Generally, the ITIN or EIN will be
provided on the W8-BEN form.
Creating a Vendor Address Record (revised 08/29/02)
Search for the vendor record as stated above to find the correct vendor id
Enter query mode in the address section of FTMVEND to search for the next available sequence
number to assign for a specified address type. In query mode, enter the address type and choose
count hits from the query menu. The number of records will be displayed in the hint line.
Determine if the new address request replaces an existing vendor address or is an additional
vendor address
o Replaces existing Mark old address inactive by checking the box and add a new address
in FTMVEND (Can also be done in FOAIDEN)
Change or remove PO/AP default address code and sequence number if the
default was the address being marked inactive
o Additional address create a new address record in FTMVEND by assigning the
appropriate address type and a unique sequence number
o If the need to change a vendor address is the result of a purchase order being returned in
the mail, a change order should be entered against the purchase order to change the
address code and sequence number
Flagging an existing person/entity record as a vendor (revised 08/29/02)
Search for the vendor record as stated above to find the correct vendor id
When the record is found, select to bring into FTMVEND
Next block will save record as a vendor
Change/add additional information if necessary
Save
Backup procedures for creating/maintaining vendor records (revised 08/29/02)
All persons responsible for the vendor file will routinely create and maintain vendor records (not
just when someone is on vacation or out of the office) in order to keep up to date regarding any
changes in procedures or policies.
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(revised 11/20/01)
USNH Purchasing will maintain vendor types. Vendor types will be used to classify the type of vendor.
Multiple vendor types can be selected for one vendor. The vendor will generally provide their
classification when completing the Substitute W9 form. The code is 2 characters and attempts to
identify the vendor type; otherwise use a sequential number starting with 01.
Create Vendor Type
1. Access Vendor Type Code Maintenance Form [FTMVTYP]
2. Assign the next code
3. Enter a description
4. Todays date will default as the effective date
5. Save
Change Vendor Type
1. Access Vendor Type Code Maintenance Form [FTMVTYP]
2. Enter the vendor type code to be changed
3. Change the description as needed
4. Save
Terminate Vendor Type
1. Access Vendor Type Code Maintenance Form [FTMVTYP]
2. Enter the vendor type code to be terminated
3. Enter the termination date
4. Save
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6.
7.
8.
9.
(ex. 18872.lis). The file number is needed incase of problems printing. POs should begin
printing to your printer immediately.
Optional - From the options menu, choose review output. This will bring you to the form
GJIREVO.
Double-click in the filename field and choose the file number (ex. 18872.lis) and click ok.
(There will also be a corresponding file with the extension .log - this is not the Change Order
file, just a log of the process).
Click in the white area of the screen until you hear a bell or see a yellow highlight to scroll
through the document
Exit to the main screen when finished.
If printing the change order document doesnt meet your needs, print the most current version of the
purchase order instead. Using this option, you would not be able to generate a current PO that reflects a
prior change order.
How Bottomline Process Affects the Purchase Order/Change Order Print Process (new 11/22/02)
If buyer code begins with a K:
PO is routed to KSC printer
Keene AP prints as invoice address
Keene State College prints as college as the 1st line of the ship to code
KSC Purchasing phone & fax print
If buyer code begins with a P:
PO is routed to PSC printer
Plymouth AP prints as invoice address
Plymouth State College prints as college as the 1st line of the ship to code
PSC Purchasing phone & fax print
If buyer code begins with a U:
PO is routed to USNH printer (Durham)
USNH AP prints as invoice address
USNH Purchasing phone & fax print
University of New Hampshire prints as college as the 1st line of the ship to code; unless
address starts with "CLL" - then College for Lifelong Learning will print - Pending
address starts with "USNH" - then University System of New Hampshire will print
The following are known exceptions and must be manually changed on the PO:
Satellite AP offices such as Facilities, Business Affairs - we have labels to put on the PO for AP
invoice address
PO's over $25K for KSC/PSC If the new buyer code (KK or PP) is used, the PO will follow
the normal procedure above for the appropriate campus, but will have the name of the USNH
Purchasing Director. Forward the PO by fax to USNH Purchasing for signature and then it will
be returned to the campus for distribution to the vendor. Otherwise, if the old code (U2) is used,
this will print information for the buyer code U as stated above. USNH Purchasing will change
the information as necessary, sign and forward to the appropriate campus for distribution to the
vendor.
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Ship to Code K2102 is for UNH Nursing at KSC and is used by UNH and a UNH buyer
approves PO's. This causes the college "UNH" to print, but the rest of the address is for KSC
and should be manually changed.
The 'attention to' field cuts off 6 characters because "ATTN: " prints automatically and thus takes
the place of characters a user may type in Banner
Only 39 characters for vendor name prints although Banner allows up to 60 characters when
creating a vendor - if you see one that doesn't look good where it's cut off, contact your campus
purchasing staff member responsible for vendor codes so it can be changed to break more
appropriately
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(revised 08/29/02)
Requisition Query Forms
FORM NAME
FPIORQF
FPIREQS
FPIRQST
FPIREQN
DESCRIPTION
Open Requisitions by FOAPAL
Requisitions Suspense List Form
Requisition Validation Form
Requisition Inquiry
DESCRIPTION
Purchase/Blanket Order Inquiry Form
Purchase Orders by Vendor Form
Open Purchase Orders by FOAPAL
Purchase Order Suspense List Form
Purchase Order Validation Form
Open Purchase Orders by Buyer Form
DESCRIPTION
Entity Name/ID Search Form
Vendor Maintenance Form
Vendor Detail History Form
Vendor History Query Form
Other
FORM NAME
FOIDOCH
FTVSHIP
FOICOMM
FOICACT
FGIENCD
FGIENCB
FOAPOXT
DESCRIPTION
Document History Form
Ship to Validation Form
Commodities for Review Query Form
Commodities and Accounting for Review Query Form
Detail Encumbrance Activity Form
Encumbrance List Form
Procurement Text Entry Form
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The main principle to follow when entering a non-person name is to enter the name as it appears on their
letterhead, invoice, or official documentation.
Use the following standard abbreviations when necessary:
Full Word
America/American
Association
Administration
Bureau
Business
Chemical
College
Council
Department
District
Education
Hospital
Industrial
Abbreviation
Amer
Assn
Adm
Bur
Bus
Chem
Coll
Coun
Dept
Dist
Educ
Hosp
Indust
Full Word
Independent
Institute
International
Journal
Laboratory (ies)
Library
National
Northwest (ern)
Publisher
Society
University
United States
Abbreviation
Ind
Inst
Intl
Jour
Lab
Lib
Natl
NW
Publ
Soc
Univ
US
Person Names
Use upper and lower case letters. Use proper punctuation and capitalization as provided.
Last Name
If a last name is provided with the first letter lower case, enter in Banner using upper case. This
exception is needed to maintain consistency of all words beginning with an upper case letter. If
a last name contains other upper case letters, enter in Banner as provided.
Name Provided
d'Angelo
OConner
Enter in Banner
D'Angelo
OConner NOT Oconner
Webber-Smith
First Name
Double first names should be entered entirely in the first name field.
Use spaces and/or hyphens between the two names as provided.
Examples:
Mary Jo
Mary-Jo
MaryJo
First names using the first initial and middle name should be entered entirely in the first name
field, using a period and a space.
Example:
R. Maureen
[Note: In the example above, the addressee would appear as Dear R. Maureen as appropriate if
entered as indicated. Entering only the initial, as the first name and the full second name in the
middle name field would result in Dear R when extracting the name for word processing
purposes. In addition, since most Banner forms display individuals names as first name first, for
viewing accuracy it is important to input what the person considers their first name].
Middle Names
If entering only an initial, do NOT use punctuation [Note: Word processing programs will add
the needed period after the initial].
Prefixes/Suffixes
Prefixes and/or suffixes should NOT be coded in the first, middle, or
last name fields. Use the prefix or suffix field in FOAIDEN to code this data.
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Most Rev.
Capt.
Fr.
Dr.
Bro.
Col.
Suffix Examples:
Sr.
III
Jr.
M.D.
Ph.D.
Esq.
D.D.S
D.V.M.
C.P.A.
R.N.
Symbols
DO NOT use the pound (#) sign to designate number in an address. Use No. if you cannot use Apt.,
RFD, etc. The use of symbols may result in errors or inconsistencies when the data is used in
other programs.
PO Box/Physical Address
The physical street address should always be entered on an address line after other address information
such as suite numbers, building name, etc. Create two (2) separate address records if a PO box and
physical address is provided. Two addresses are needed because a PO Box may be located in a different
town or state than the physical address. Acceptable physical address includes Fire or Lot number, RR &
HC numbers.
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HR Person
Joyce Cleary
Roseann Liimatainen
Joy Foote
Fran Boslow
Kristie Camacho
Campus Purchasing Offices own the BU & RM address types. Purchasing is the only authorized office
to create or change address records using these codes. If purchasing has a need to setup a campus
formatted address, use BU or RM as the code, but use the special zip codes setup for campus mailing
purposes. Purchasing was initially using PM for individuals who were only entered in HUM as vendors.
If purchasing has a change of address in this instance, purchasing should create a BU or RM with the
new address and the new address should be set as the default for PO/AP. The PM address will need to
remain in Banner, as activity would have likely been transacted. The PM address cannot be inactivated
in Banner.
Campus HR owns the CM, PM, CK, W2 address types. HR is the only authorized office to create or
change address records using these codes. If an individual is being setup as a vendor and has any of
these address types, Purchasing needs to contact the appropriate campus HR office to verify the
individuals' status as an employee or student. This is necessary in order to determine if the individual
should be flagged 1099 and who should be maintaining address information. If the person is not a
current employee/student, add text in FTMVEND (ex. 12/10/02-per UNH HR, not currently an
employee. dls). Use "IN" as the vendor type. Otherwise, code as "EM" or "ST" as appropriate.
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Purchasing cannot inactive an address record of CM, PM, CK, or W2 address type. If the person is
currently an employee or student and the existing HR address information is incorrect, the change must
be made by HR rather than Purchasing creating a new address using BU or RM. If additional addresses
are needed for other reasons, then Purchasing can create new addresses as needed.
OSR owns the BI address type. OSR is the only authorized office to create or change address records
using this code.
Any office/user can use any existing address record regardless of the address type on transactions or as
defaults when the address itself is correct for their needs. The ownership lies in who can create or
change an address based on the address code. For example, if Purchasing flags an existing company or
person as a vendor who already has a BI or PM address that is valid, Purchasing does not need to create
the same address using a BU or RM address type. The existing address can be used. Any changes must
go through the office that owns the address code.
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The IRS requires that a Form W-9, Request for Taxpayer Identification Number, be on file for any
company or individual who receives a Form 1099Misc. USNH uses a Substitute W-9 Form to satisfy
this requirement and to solicit the information necessary to establish a vendor code (i.e., small business,
women owned, minority owned, corporations, etc.).
The business unit should access the Substitute W-9 form from the USNH Purchasing web site
[http://www.unh.edu/purchasing/purchforms.html] and complete the Requester section. The business
unit then forwards the form to the vendor. The vendor completes the form and returns it as indicated by
the business unit on the form. If received by the business unit, they will forward to the appropriate
campus purchasing office for processing. Purchasing will review the information for accuracy and when
all information is in good order, a vendor code will be created. Purchasing will notify the business unit
when the vendor code has been created.
Request a change to an existing vendor code
Documentation to support all changes to existing vendor codes should be forwarded to the appropriate
campus purchasing office (e.g., invoice, email, letterhead, registration form). Documentation should
include a note regarding the change needed and contact information for the person requesting the
change. The requestor will be notified when the change has been made. Common changes include:
change of address, new address, new contact person, phone/fax numbers, and corrections (spelling, typo,
etc).
Name changes: Contact the appropriate campus purchasing office for assistance with all name changes.
These types of changes require research to ensure that the business entity is properly represented
in the vendor file.
(In some instances, a change may require a new Substitute W-9 form be completed)
Substitute W-9 Form
Each campus purchasing office is responsible for maintaining a file copy of the completed Substitute W9 form.
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