Change order process - end users transcript - Training
Contents
1. change order request As before we will use commodity code 0100 and a quantity of 1 The difference is in the amount For each FOAPAL you are changing enter 1 In other words if you only have one index and account code combination on the change the amount will be 1 If however you have 2 indices to change the amount will be 2 00 And again use the same index and account codes as on the original PO 9 of 18 8 25 10 New Mexico State University Center for Learning amp Professional Development Change order process end users transcript Slide10 Ele Edt Ophons Dac ten Beenrd Query Tools yen EIEEE ELENME EE Requisition Order Date Transaction Date n var 2010 E In Suspense Delivery Date fsa mar zoLo amp Common ts Document Text Commodity Totak 2 00 Zoom Area D Document Level Accounting Reauestor De vary MEREN Vendor intormabon Balancinc Completon Rete 1 208 ujm Tak Group Quantity Unit Price CERE m O a x E Frtonea COA Year Imie Fund Orya Aad Proy A lmn Pra bisot E IW x r 7 1 e r 7 K Additional 3 00 r au fig azn soso famon topo Zoom Destination Area tx 200 N 10 A a om pa o O CA onnie O ia Commodity Accounting Totals 2 00 T ees EES STOTT PTOI LOOT Tax T x NO fis Feores Greas 20350 panoa Jp C EOE FOAPAL Line Tata 1 00 l l Commodity Accounting Total zoo j Enter Con moctty Deserintion orcos LIST for cloha search Peco A I lt o5 g2. t Bock jitem Record Que y rocis telo GAN AJAA TT SHS A Hh 1 4 x TA tE ri T C D TAN vert Text Crere CAPO change Order Po wumtori PuUUUHN Vand Pid Grande Sentract Puradhinge IIS2L0L2 Deerssse Zoom Destination Area Reason naart reduction ne anger needed 7RM 60400 Tansacticn cometet recons appted Sovord 2 3 i lation reduce quantity af line item 1 rome m i fora teta ine dertace of 300 00 Narration In our example of a decrease change order the document text shows all the elements we just discussed The 4 line indicates that this change order is a decrease The reason for the change is a quantity reduction because some items are no longer needed The last 2 lines tell Purchasing exactly what needs to be changed In this case to decrease the quantity of line item 1 from 4 to 1 for a total line decrease of 300 Since we did not use the full amount on the Commodity screen be sure to include the total amount of the deduction in your document text Remember to save your document text before exiting As with all purchase requisitions remember to click on the Balancing Completion tab to complete and route your requisition for approval The next few slides will review the information we have discussed in this tutorial You will be asked to answer several questions on what you have learned about the change order process 12 of 18 8 25 10 New Mexico State University Center for Learn
3. to be applied to the entire purchase order Be sure to use the same index and account numbers that were used on the original PO The next slide shows an example of an increasing change order 5 of 18 8 25 10 New Mexico State University Center for Learning amp Professional Development Change order process end users transcript Requisition eonseo23 Order Date amar 7010 Til Transaction Date Mar mo EE 1a Suspense Delivery Date s1 mar 2010 E Comments Document Text Community Tata soon Document Level Accounting Requestor Selvery Ippon vendor Information Balancng Completion Tax Group Quantity Unit Price 0 39 20 Item E of ot Extended Discount Additionak Additional Tox FOAPAL Line Total Commodity Accounting Tatak f FC E pao fee p a eee ve FOAPAL Line Total Commodity Accounting Totak Crter Commodity Description press LIST tor aipha search Record 1 A lt asc gt 0 00 0 00 1 500 00 1500 00 Narration As previously discussed the commodity code for change orders is always 0100 and the description is populated for you Do not change this description as this helps to identify the requisition as a change order to your approvers The quantity is one for all change orders and the unit price is the total amount of the increase for the entire PO The index number and account code are the same as on the original PO It is imperative that
4. New Mexico State University Center for Learning amp Professional Development Change order process end users transcript Slide1 Creating Change Orders in Banner This tutorial uses audio Please ensure your speakers are turned on If you do not have audio capability youcan rint a transcript from our website http hr nmsu edu hrs administrative finance html Narration Effective July 1 2010 monetary change orders will be processed through the purchase requistion process in Banner As directed by the NMSU Controller s Office this training is mandatory for all personnel who process change orders for your department This short tutorial will discuss the change order process At the conclusion of this tutorial you will be directed to a website that will record your training Do not exit the tutorial without completing the entire tutorial and the web form if you wish to have your training documented If you are not familiar with the purchase requisition process in Banner it is suggested that you first attend the Banner Finance Procurement training class offered through NMSU Center for Learning amp Professional Development or download the user manual from our website 1 of 18 8 25 10 New Mexico State University Center for Learning amp Professional Development Change order process end users transcript Slide2 Why Issue a Change Order Change Descriptions non monetary Change Addresses Cha
5. ing amp Professional Development Change order process end users transcript Slide 13 Review Select the Best Answer What dollar amount is used when creating a purchase order to decrease the amount of the original PO A 1 B 1 per FOAPAL changed Carrnct Clie Incorrect Click anywhere or press y to C total amount of change entered as a positive number continue D total amount of change entered as a negative number y Try again Review Area que 357 x 89 8 24 384 Question 1 of 3 Back Skip Clear Submit Narration Select the best answer and then click on the submit button 8 25 10 13 of 18 New Mexico State University Center for Learning amp Professional Development Change order process end users transcript Slide 14 Review Select the Best Answer What commodity code is used when creating change orders A 0100 B 0101 Incorrect Click anywhere or press y to C 1000 continue D 1001 Try again You must answer the question before continuing Question 2 of 3 Back Skip Clear Submit Narration Select the best answer and then click on the submit button 14 of 18 8 25 10 New Mexico State University Center for Learning amp Professional Development Change order process end users transcript Slide 15 Review Select the Best Answer Where do you document the specific changes you need
6. ll direct you to a web site that will record your completion of the training If you do not submit the final form your training will not be recorded For additional information training opportunities or assistance please contact NMSU Center for Learning amp Professional Development at 575 646 7444 or email us at training nmsu edu For purchasing or change order assistance contact Central Purchasing at 575 646 2916 or send an email to purchasing nmsu edu For Banner assistance amp technical support contact the Help Desk at 575 646 4357 or send an email to help admin nmsu edu 17 of 18 8 25 10 New Mexico State University Center for Learning amp Professional Development Change order process end users transcript Slide 18 Thank you for viewing the tutorial on creating change orders You will now be directed to a web site to record that traming was completed Please be sure to complete the web form to receive credit for the training Click to Proceed of Learning g amp 1 Development Narration Thank you for viewing the tutorial on creating change orders Click the proceed button to be directed to a web form for submitting your training results If you do not submit the form on this site you will not receive credit for completing the training As noted at the beginning of this tutorial this training is mandatory so be sure to complete the web form to have your training documented If you are unable to
7. nge FOB Codes Increase Quantity or Cost Decrease Quantity or Cost monetary tity Cancel an Order in its Entirety Fund Source Changes Subcontracts Construction amp Architectural Engineering Changes Narration Change orders are used to make changes to a purchase order Common changes include e Change descriptions Change addresses Change freight on board codes Increase quantity or cost Decrease quantity or cost Cancel an order in its entirety These changes are classified as non monetary or monetary changes and the process to submit the change order differs depending on the classification of your change Change orders to change the funding sources i e index or account codes are made using the existing change order form available on the Business amp Finance Forms website Subcontracts Construction and Architectural Engineering types of changes continue to use the established routing process For subcontracts these should be routed to Sponsored Projects Accounting and Construction and AE should be routed to the Office of Facilities Services 2 of 18 8 25 10 New Mexico State University Center for Learning amp Professional Development Change order process end users transcript Slide3 Non Monetary Changes Subject rhange order request 0008001 vie je Une description eo tu hui bluu The vunduri Rio Grande Corts ue Regarding POM drair n tande Coniswet Furnishings Ba
8. nts IO Fizase contact me sacra el ie foe pulses ark you ennifer Sabel Cemer for Learning amp Protessional Development ST D O45 7445 ron 598 Pax s SPB tre TPP MSC 3TD G on a a FS please note MRS taining amp Cevelcpment is now the Center for Learning amp Professional Development New Name Same Greet Service ATTENTION This message and all ts etaz inset st cakes Kineton net 5 CONFIDENTIAL end PRIVILEGED It for the sole ese nzendec recipienti ish Any unauthenzed review di hibla If pou reuwived rmessaye ir Narration Non monetary changes including change of descriptions addresses or FOB codes simply require an email to purchasing nmsu edu The email must contain the following information e Original PO number Reason for the change Line item s to change Vendor name and Banner ID must be same as the original PO And your contact information 3 of 18 8 25 10 New Mexico State University Center for Learning amp Professional Development Change order process end users transcript Slide4 Monetary Changes Create Purchase Requisition using Banner Form FPAREON Use Commodity Level Accounting Only Transaction amp Delivery Date are Today s Date Ship To Code must be same as Original PO Vendor Code must be same as Original PO Narration Monetary change orders require a more formal process They are processed using a purchase requisition created in Banner form FPAREQN If you a
9. re not familiar with the purchase requisition process please attend the Banner Finance Procurement class or download the user manual from our website Change orders are processed using Commodity Level Accounting only This is the default purchase requisition method The transaction and delivery dates are set to Today s date The Ship To code and Vendor code must be the same as the original PO 4 of 18 8 25 10 New Mexico State University Center for Learning amp Professional Development Change order process end users transcript Slide5 Monetary Changes Increases Commodity code 0100 Quantity 1 Unit price is total amount of increase Charge same Index amp Account s as original PO Narration If your change is an increase in the amount of the purchase order you will follow the process outlined in the next few slides Create a purchase requisition using form FPAREQN Remember the Ship to code and Vendor codes must be the same as the original purchase order You will only have one line item regardless of the number of lines you are changing on the original PO The change order line item will use commodity code 0100 Do not change the item description As you will see on the next slide the commodity code 0100 designates the requisition as a change order The quantity is always one regardless of the number of items being changed The unit price for an increase change order is the total amount of the changes
10. submit the form please contact the Center for Learning amp Professional Development at 575 646 7444 18 of 18 8 25 10
11. t Narration In this example we used the change order commodity code 0100 The quantity is still 1 Notice the unit price is 2 00 In our FOAPAL block we are changing 2 index numbers and charging 1 00 to each index As with an increase change order we need to document all our changes in document text 10 of 18 8 25 10 New Mexico State University Center for Learning amp Professional Development Change order process end users transcript Slide11 Document Text Change Order Original PO Number Vendor Name amp ID Increase Decrease or Cancel Reason for Change Action to be taken and Line Items to be changed Total line change Narration In document text include the following information Enter Change Order on the first line On subsequent lines enter the following information in the order provided Original PO number The vendor name and ID number this must be the same as the original PO Increase Decrease or Cancel The reason for the change Specific action to be taken and the line items to be changed The total line change amount For consistency purposes and to ensure that Procurement Services amp Risk Management receives the correct information effected by the change follow the format provided 11 of 18 8 25 10 New Mexico State University Center for Learning amp Professional Development Change order process end users transcript Slide12 file Edt
12. total lire mange of F300 dendari Fio Grand Conrad Furustings 0032075 Zoom Destination Area 474 x 510 81290 Y 13 kaan Une price input ricareetly Acton S000 unit 9468 on line ti 1 Narration In our example the document text shows all the elements we just discussed The 4 line indicates that this change order is an increase The reason for the change is the unit price was input incorrectly The last 3 lines tell Purchasing exactly what needs to be changed In this case to increase the unit price of line item 1 from 500 to 2000 for a total line change of 1500 This change order will encumber an additional 1500 from original budget amounts Be sure to save your document text before exiting Next we ll look at change orders to decrease the amount or cancel an order 8 25 10 8 of 18 New Mexico State University Center for Learning amp Professional Development Change order process end users transcript Slide9 Monetary Changes Decreases Commodity code 0100 Quantity 1 Unit price is 1 per Index changed Charge same Index amp Account s as original PO Narration Because we are using the purchase requisition form to create change orders any money assigned to the change order encumbers that amount against your budget To avoid unnecessary budget concerns change orders for decreases or purchase order cancellations will not use the full amount of the change on the
13. when making monetary changes to a purchase order A Item Text B Document Text Incorrect Click C Edit the Description Field anywhere or press y to nti D Send an Email to Purchasing aaloed Question 3 of 3 Clear Back Skip Submit Narration Select the best answer and then click on the submit button 8 25 10 15 of 18 New Mexico State University Center for Learning amp Professional Development Change order process end users transcript Slide 16 Your Score score Max Score max score Questions Correct correct questions Number of Questions total questions Accuracy percent Number of Quiz Attempts total attempts Review Area 642 x 46 X 74 Y 435 Continue Review Quiz Send E mail Narration Here is a Summary of your quiz responses Click send email to submit your score Please add your full name to the email body Click the continue button to continue to the next slide 16 of 18 8 25 10 New Mexico State University Center for Learning amp Professional Development Change order process end users transcript Slide17 NMSU Center for Learning amp Professional Development 575 646 7444 hrtram nmsu edu Central Purchasing and Risk Management 575 646 2916 purchasing nmsu edu ICT Help Desk 575 646 4357 help_admin nmsu edu Narration This concludes the tutorial on creating change orders Do not close this presentation yet The next screen wi
14. you use Document Text to document the changes you want made Access document text from the Options menu 8 25 10 6 of 18 New Mexico State University Center for Learning amp Professional Development Change order process end users transcript Slide7 Document Text Change Order Original PO Number Vendor Name amp ID Increase Decrease or Cancel Reason for Change Action to be taken and Line Items to be changed Total line change Narration In document text include the following information e Enter Change Order on the first line On subsequent lines enter the following information in the order provided e Original PO number e The vendor name and ID number this must be the same as the original PO Increase Decrease or Cancel The reason for the change Specific action to be taken and the line items to be changed The total line change amount For consistency purposes and to ensure that Procurement Services amp Risk Management receives the correct information effected by the change follow the format provided 7 of 18 8 25 10 New Mexico State University Center for Learning amp Professional Development Change order process end users transcript Slides me Cat Q iok tem gec E hanya Cribs 0 number PIO Commodity Description Modify Clause skinas 000321019 ares 288 132 eae 154 C tmi impete fram Enn tn Geen for a
Download Pdf Manuals
Related Search