Banner Finance E-Procurement Supplement Training Workbook Release 8.5 – December 2010 Updated 4/30/2012
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Revision History Log

Publication Date	Summary
4/30/2008	New version that supports 8.0 software.
5/30/2008	Minor formatting changes.
1/26/2009	Replaced screenshot of GURMESG.
8/10/2009	Additional information added on FOMPROF.
3/1/2011	Updated graphic on page 15 to show organization.
4/30/2012	Updated with the Ellucian template.

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Table of Contents

Introduction	4

E-Procurement Overview	5

Functional Configuration for E-Procurement	9

Setting Up the E-Procurement Interface Preferences Control Form	10

Setting Up Additional Information on Vendor Header Additional Information Form	11

Setting Up the Installation Controls Form	13

Setting Up the Banner Message Aware Entity Rules Form	14

Verifying Settings on the User Profile Maintenance Form	15

Higher Markets Consultant’s Checklist	17

Updating GURMESG	18

Introduction

Course goal

The goal of this supplemental workbook is to provide you with additional information needed for E-procurement.

Course objectives

In this course you will learn how to

create Banner purchase orders or requisitions by incorporating data received from HigherMarkets into Banner.

enable messages to be sent from Banner to HigherMarkets to inform HigherMarkets of postings and disapprovals of Banner purchase orders and requisitions, and dispatches of purchase orders.

enable synchronization messages to be sent to HigherMarkets when relevant data have been created, updated, or deleted in Banner.

Intended audience

The staff who perform e-procurement processes.

Prerequisites

To complete this course, you should have

completed the Education Practices computer-based training (CBT) tutorial Banner 8 Fundamentals, or have equivalent experience navigating in the Banner system.

E-Procurement Overview

Introduction

You will be able to use Finance e-Procurement to:

Create Banner purchase orders or requisitions by incorporating data received from HigherMarkets into Banner.

Enable messages to be sent from Banner to HigherMarkets to inform HigherMarkets of postings and disapprovals of Banner purchase orders and requisitions, and dispatches of purchase orders.

Enable synchronization messages to be sent to HigherMarkets when relevant data have been created, updated, or deleted in Banner.

Message integration enables two-way communication in real time between an external e-procurement system, such as HigherMarkets, and Banner Finance.

Integration points

Banner remains the authoritative source for an institution's financial data. The integration of Banner Finance with HigherMarkets provides users with a browser-based shopping experience backed by the budget checking and fund/organization security capability of Banner Finance.

Before implementation, you must choose an integration point between HigherMarkets and Banner Finance at either the requisition level or the purchase order level. The integration point you select is then used for all purchases initiated in HigherMarkets. You will also have to decide what approvals processing process flow you want to use.

Approvals processing

For approvals of either the requisition or purchase order documents, you may choose to use the Banner Finance approval process enhanced with Workflow, or use the HigherMarkets approval Workflow. Regardless of whether you choose the requisition or the purchase order as the integration point between the two systems, either Workflow system can be used.

To use the Banner Finance approval system (with the possible enhancement provided by Workflow), you may use the same approval queues for non-eprocurement documents originating in Banner, or use separate approval queues for HigherMarkets documents. The E-Procurement Interface Preferences Control form FPAEPRC would be used to identify e-procurement Rule Classes that could then be routed to Banner Finance e-procurement approval queues.

Requisition Integration

Choosing the Requisition as your integration point enables you to manage a Banner e-procurement requisition as you would any requisition created in Banner by one of your users. This includes the option to route e-requisitions through the Finance approvals process, perform buyer assignment, assign items to a purchase order, and perform other procurement processing.

Purchase order integration

Choosing the Purchase Order as your integration point enables you to by-pass traditional purchasing functions and increase your purchasing efficiency. You can establish rules for purchases in the e-procurement system.

Available balance processing

When a shopping cart is first completed, it is evaluated for available balance.

If budget is available, this information is returned to HigherMarkets so the cart can become a requisition/purchase order and move forward in the HigherMarkets approval process.

If budget is not available, a message is returned to HigherMarkets and the line items are rejected.

Once the e-procurement document is sent to Banner to update the Banner Finance system, the approved e-procurement transaction must pass through NSF Budget Checking and validation again.

Data synchronization

The integration of documents between Banner Finance and HigherMarkets is supported by the real-time integration of required data elements. A synchronization message is sent to HigherMarkets whenever a Banner user performs a create, update, or delete using one of the following Banner forms.

Chart (FTMCOAS)

Index (FTMACCI)

Fund (FTMFUND)

Organization (FTMORGN)

Account (FTMACCT)

Program (FTMPROG)

Activity (FTMACTV)

Location (FTMLOCN)

Commodity (FTMCOMM)

Ship to code (FTMSHIP)

Vendor/supplier identification (FTMVEND, FOATELE, FOAIDEN)

Vendor address (FTMVEND, FOAIDEN)

Vendor phone numbers, including FAX (FTMVEND, FOATELE)

Note: Synchronization occurs only for vendors specified as e-procurement vendors on the Additional Information window of the Vendor Maintenance Form (FTMVEND).

Functional Configuration for E-Procurement

Banner functional configuration

Verify all Higher Markets users have a valid FOMPROF record in Banner including default organization and COA. You will also need a default “ship-to” code entered for each user.

Set values on the Banner E-Procurement Interface Preference Control form (FPAEPRC) to define defaults and messaging entities.

On the Vendor Header Additional Information form (FTMVEND) Identify and flag vendors that will be used by Higher Markets as E-Procurement.

Also, on the Vendor Maintenance form’s main page, verify that the E-Procurement vendors are using a default PO Address Type & Sequence Number.

Verify on the Installation Controls form (GUAINST) that messaging is enabled.

On the Banner Message Aware Entity Rules form (GURMESG), verify that all of the “Enabled Ind” boxes are checked for each item.

Verify that all Higher Market users have valid COA and Organization codes on their User Profile Maintenance form (FOMPROF) records.

Verify that all Higher Market users have a valid “Ship To” code in their User Profile Maintenance form (FOMPROF) records.

Verify all Higher Market users have appropriate Fund/Org Security (the Banner fund security and organization security forms can be accessed from the Options menu on FOMPROF).

Note: This assumes purchase orders and approvals will be processed in Higher Markets.

Setting Up the E-Procurement Interface Preferences Control Form

Banner form

Set up your E-Procurement Interface Preference Control Form (FPAEPRC) exactly like this one.

Note: This assumes that you want HM approvals settings to control. If you use “System Control” in Appr Override, messaging will take whatever is set on FOASYSC. If you use “Bypass Approvals” in Appr Override, messaging will bypass whatever is set on FOASYSC.

Setting Up Additional Information on Vendor Header Additional Information Form

Banner form

Vendor Header Additional Information Form (FTMVEND)

Must be “Yes” for E-Procurement Vendor

Banner form

Vendor Maintenance Form (FTMVEND) Main Page

Required for E-Procurement Vendor (note: if “PO Default” is not provided, the “A/P Default” should be populated)

Setting Up the Installation Controls Form

Banner form

Installation Controls Form (GUAINST)

“Messaging Enabled” must be checked.

Setting Up the Banner Message Aware Entity Rules Form

Banner form

Banner Message Aware Entity Rules Form (GURMESG)

Check “Enabled Ind” for each Entity Name

See the special notes about this form in the Set Up Section of this Training Workbook.

Verifying Settings on the User Profile Maintenance Form

Banner form – screen 1

User Profile Maintenance Form (FOMPROF) – User Profile Maintenance tab.

Default COA and User Organization required.

Note: the default Organization code is also required. Further, if Organization Security is turned-on, the user must be able to post to the Organization code that is specified on FOMPROF.

Banner form – screen 2

User Profile Maintenance Form (FOMPROF) – Procurement Maintenance tab.

Valid “Ship To” code required

Higher Markets Consultant’s Checklist

Higher Markets functional configuration

Verify the following with your SciQuest Higher Markets consultant.

Initial Load into Higher Markets:

Accounting Elements (FOAPAL),

Ship To Information, and Commodity Codes.

Identify Banner users who will be Higher Markets Users – create User ID in Higher markets.

Configure approval routing and workflow in Higher Markets.

Set up profiles for each user – (default accounting, ship to, and commodities).

Verify Unit of Measure codes agree with Banner Unit of Measure Maintenance form (FTMUOMS).

Verify that all E-Procurement Banner vendors exist in Higher Markets.

Verify that the HM’s supplier ID matches the Banner SPRIDEN ID for cross-reference purposes.

Index Codes need to loaded and kept in sync with Banner.

Nation Codes need to loaded and kept in sync with Banner.

Updating GURMESG

Note: You will need to have GSASECR access to GURMESG in Query role. However, you can only update GURMESG when logged in under the special Username of ‘baseline’ with update capabilities. You will need to co-ordinate this access with the DBA. The following table shows the required elements that need to be enabled (check the Enabled Indicator in GURMESG) for Banner Finance to link to Higher Markets. They may need to be added if they are not already displayed in the form for the database instance being configured for Higher Markets.

ENTITY NAME	BASE TABLE	PACKAGE NAME
ACCOUNTING_ELEMENT	FTVFUND	FB_ACCOUNTING_ELEMENT
ADDRESS	SPRADDR	GB_ADDRESS
CHART_OF_ACCOUNTS	FTVCOAS	FB_CHART_OF_ACCOUNTS
COMMODITY	FTVCOMM	FB_COMMODITY
IDENTIFICATION	SPRIDEN	GB_IDENTIFICATION
PURCHASE_ORDER_ACCOUNTING	FPRPODA	FB_PURCHASE_ORDER_ACCOUNTING
PURCHASE_ORDER_HEADER	FPBPOHD	FB_PURCHASE_ORDER_HEADER
PURCHASE_ORDER_ITEM	FPRPODT	FB_PURCHASE_ORDER_ITEM
PURCHASE_REQUISITION_ACCOUNTING	FPRREQA	FB_PURCHASE_REQUISITION_ACCOUNTING
PURCHASE_REQUISITION_HEADER	FPBREQH	FB_PURCHASE_REQUISITION_HEADER
PURCHASE_REQUISITION_ITEM	FPRREQD	FB_PURCHASE_REQUISITION_ITEM
SHIP_TO_LOCATION	FTVSHIP	FB_SHIP_TO_LOCATION
TELEPHONE	SPRTELE	GB_TELEPHONE
VENDOR	FTVVEND	FB_VENDOR
VENDOR_TYPE	FTVVENT	FB_VENDOR_TYPE