To submit a Requisition in Self-Service Banner (SSB) Finance:

1. On the My Missouri State Portal, from the Work Resources tab, navigate to the Requisitions & POs Channel.

2. Select Create a Requisition.

Retrieving a Saved Template

If you have already saved a template and wish to retrieve it to base your new requisition upon, you will select the template name from the Use Template dropdown and click "Retrieve". This will populate the input fields with saved template information.

Creating a New Requisition

The Transaction Date automatically pre-populates with today's date.
The Delivery Date must be manually set. This can be done after entering the Commodity Codes later in the process; the Commodity Codes provide rule-of-thumb lead times for you (see below).

Selecting a Vendor

The vendor is the person or company whom you wish to provide payment for a commodity or service. To select a vendor, you will need the vendor's M-Number. If you do not know the M-Number, you can query the system using the Code Lookup feature located at the bottom of the screen. To find a vendor, change the Type dropdown to "vendor" and enter search criteria into the Title Criteria field.

If your vendor appears, you can highlight the appropriate M-Number, copy it by right-clicking and selecting "Copy" or by hitting "Control + C_"_ on the keyboard, then scrolling to the Vendor ID field and pasting by  right-clicking and selecting "Paste" or by hitting "Control + V" on your keyboard.

Once you have populated the Vendor ID field with an M-Number, click the "Vendor Validate" button next to the Vendor ID input box. This will populate the vendor address, Address Type, Address Sequence, Vendor Contact, and Vendor Email input boxes for you.

If Vendor cannot be found

1. Broaden Search

If your vendor does not appear in the list, try to broaden your search criteria in the Code Lookup at the bottom of the screen (it is not necessary to hit the browser's back button; simply scroll to the bottom of the screen); enter new search criteria and select the number of records you wish to retrieve; if your search may result in many items, choose a number larger than ten. The results of the queries will not paginate; that is, you will only see as many search results as are set in the Maximum Rows to Return dropdown.

Click "Execute Query" to run the search. The results will now display at the top of the screen.

2. Use Document Text

If you still do not find your vendor after searching as thoroughly as possible, leave the Vendor ID blank, and input as much contact information as possible in the Document Text, Print Text area in the Document Text popup window.

Requestor Information

The next few input boxes are for information relating to the Requestor (that's you!). The Requestor Name, Requestor Email, Phone Area, Phone, Ext, FAX Area, FAX Number,  FAX Ext,Chart of Accounts, Organization, Currency Code, Discount Code, Ship Code, and Attention To are pre-populated and need not be changed.

Document Text

Clicking the Document Text link will bring up a popup window with two text areas.

Document Text, Print

The first, Enter Document Text, Print is where you will enter all information not otherwise captured in the Requisition form that needs to display on the Purchase Order/Invoice that will be generated by Financial Services. This includes any vendor information not captured already, information about vendors to whom a bid request might be sent, a description of the commodities being ordered, etc.

Document Text, No Print

The second, Enter Document Text, No Print, is provided for you to input information that you wish to provide to Financial Services, but that will not appear on the Purchase Order or Invoice. This is useful if you are unsure whether or not you have entered your accounting information, for example.

Saving Document Text

When you have completed entering the Document Text, be sure to click the "Save" button at the bottom of the popup screen. If you simply close the popup window, the text you entered will not be saved. It is recommended that once you save and close the window, click on Document Text again to verify your text has saved correctly.

Commodities

Commodities are the items on which you wish to spend money. These include tangible items, services, and prepayments.

Like Vendors, the system identifies commodities using codes; a full list of commodity codes can be found at http://experts.missouristate.edu/download/attachments/425989/Commodity+Codes.pdf;
You can also query for the Commodity Code using the Code Lookup at the bottom of the screen, as you did to find the vendor. Scroll down to the Code Lookup, change the Type dropdown to "commodity", and enter your search term in the Title Criteria input box. The Commodity Codes have been titled so that they begin with a description of the commodity type - that is, all services begin with "Service-", all computers with "Computer-", all supplies with "Supplies-", and so on. You can use the % wildcard character here as well; for example, enter "Service%" to return all Commodity Codes that begin with "Service", etc.

Select the number of records you wish to retrieve; if your search may result in many items, choose a number larger than ten. The results of the queries will not paginate; that is, you will only see as many search results as are set in the Maximum Rows to Returns dropdown.

Click "Execute Query" to run the search. The results will now display at the top of the screen.

If your results include a Commodity Code you think is accurate, you can highlight the Commodity Code, copy it by right-clicking and selecting "Copy" or by hitting "Control + C" on the keyboard, then scrolling to the Commodity Code field and pasting by right-clicking and selecting "Paste" or by hitting "Control + V" on your keyboard.

If your commodity does not appear in the list, try to broaden your search criteria in the Code Lookup at the bottom of the screen (it is not necessary to hit the browser's back button; simply scroll to the bottom of the screen); enter new search criteria and re-submit the query.

If you still do not find your code, select whatever Commodity Code you think is closest.

Commodity Item Text

The Commodity Item Text works much like the Document Text, and it provides you a place to enter detailed information about a specific Commodity Line Item. To access the Commodity Item Text, click the blue numeral at the left of each Commodity Code input box; this will pop up the Commodity Item Text input text areas.

Commodity Item Text, Print

The first, Enter Document Text, Print is where you will enter all information not otherwise captured in the Requisition form that needs to display on the Purchase Order/Invoice that will be generated by Financial Services. This includes a detailed description of the commodity you wish to purchase.

Commodity Item Text, No Print

The second, Enter Document Text, No Print, is provided for you to input information that you wish to provide to Financial Services, but that will not appear on the Purchase Order or Invoice. This is useful if you are unsure whether or not you have entered the correct Account Code in your accounting information, for example.

Saving Commodity Item Text

When you have completed entering the Commodity Item Text, be sure to click the "Save" button at the bottom of the popup screen. If you simply close the popup window, the text you entered will not be saved. It is recommended that once you save and close the window, click on Document Text again to verify your text has saved correctly.

Delivery Date

Before you move on, you will need to update your Delivery Date. You will notice that your Commodity Description contains some text like "7w + 1w" or "4w" at the end. This indicates a standard lead time (in weeks) for this commodity, and you should adjust your Delivery Date according to these guidelines.

Accounting Information

Now that you have selected the vendor and entered the commodity information, you will need to input your FOAPAL - that is, information about the account from which the money will be paid.

Chart

The Chart references the Chart of Accounts that contains your FOAPAL. For now, this will be a (capital) "U".

Index

We do not use this field, so leave it blank.

Fund

The Fund can be found on the "What's Your FOAPAL?" sheet that you received in training. If you did not receive this sheet, contact BannerFinance@MissouriState.edu to obtain your FOAPAL information.

Most operating expense accounts will have a Fund of "A02000" (Capital 'A' followed by zero, two, zero, zero, zero); grant accounts will begin with a different Fund.

Orgn

The Orgn can be found on the "What's Your FOAPAL?" sheet that you received in training. If you did not receive this sheet, contact BannerFinance@MissouriState.edu to obtain your FOAPAL information.

Your Organization code is assigned as a departmental code and is all numeric.

Account

The Account field is where you will input the expenditure account information for this expense. You can find a list of Expenditure Accounts at http://experts.missouristate.edu/download/attachments/425989/ULinkExpenditureAccounts.pdf.

Note that there is no "Miscellaneous" Account Code. Select the code you think is closest to your needs; if you are unsure of whether or not you have entered the correct Account, add a note to Financial Services in the Document Text, No Print text area (see Document Text above).

Program

The Program Code is formed by entering a 0 (zero) and appending the two-digit Hegis Code (the fifth and sixth digits of the corresponding legacy budget account number). So, if your Hegis Code was 62, you would enter 062.

Activity

We do not use this field, so leave it blank.

Location

We do not use this field, so leave it blank.

Accounting

This field indicates how much of the total funding for the requisition comes from the FOAPAL entered on that line. By default, this is a percentage; if you wish to enter a dollar amount, change the radio button selection above the FOAPAL entry boxes to "Dollars".

If using Percents, the total percentage must equal 100 - if using one FOAPAL, enter 100 in the Accounting field, if using two or more FOAPALs, enter the percentages appropriately. It is not necessary to add a "%" character to indicate that this is a percentage.

If using Dollars, the dollar amount must equal the total price, visible in the Calculated Commodity Amounts in the Totals row. It is not necessary to add a "$" character to indicate currency.

Validating the Requisition

Near the bottom of the screen, above the Code Lookup feature, are two buttons: "Validate" and "Complete". The "Validate" button checks the requisition for any errors that have been made; the "Complete" button will submit the requisition into the Approval queue.
Click "Validate" before clicking "Complete" to check that no errors exist; if any messages are returned, make the necessary corrections and click "Validate" again to ensure all errors have been resolved.

Saving a Template

If you wish to save the requisition as a template (recommended), enter a name in the "Save as Template" field. Note that this field does not accept special characters such as "&".

Completing the Requisition

Once you have successfully validated the requisition, and have checked that the Delivery Date, Document Text, and any Commodity Item Text is complete, click the "Complete" button.

You will see message at the top of the screen indicating the status of the requisition. If any errors occur, the requisition will not move into the Approval queue; otherwise, you will see messages indicating the R-Number assigned by the system and additional status messages.

Final Steps

Once the requisition has been approved, you will need to go to the Finance -> View Document menu, find and view the document (see View Documents article), print it ("File -> Print" or "Control + P"), and submit it to Financial Services with any supporting documentation.

After the Requisition is Submitted

Once you submit your Requisition, it is submitted to the Approval Queue to be Approved or Disapproved (see Approving and Disapproving Documents article). Approval authority mirrors the Approval authorities in UBUY. Until a Requisition has been Approved by all Approvers, it cannot be processed by Financial Services.

If you realize any mistakes have been made on a Requisition, you can Disapprove it to remove it from the Approval Queue. Disapproving a requisition deletes it from the system entirely, and it will be necessary to re-enter the requisition from scratch. For this reason, Financial Services recommends that you save all requisitions as a template.

At this time, Banner Finance does not send email notifications that documents await Approval or that a document has been Approved or Disapproved. Financial Services is working on an email notification system; until the system is complete, it is recommended that you notify your Approvers that a document awaits their Approvals.