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FAQ
Campus Scene

Frequently Asked Questions

 

Staff Questions
Q. How do I change my default Ship-To information?

A. Your default ship to information in Banner is stored in your profile. It must be updated by the person in charge of Security. Mike Grandy is currently our Finance Data Security contact.

Q. Where do I get a W9?

A. Select Forms on the top navigation bar. Select the approriate W-9 or W-8 that you need. If you have questions regarding what form to use please contact us.
Q. I have run the daily FPIREQS report, and have a couple of PO's showing up from 2005, yet when I go in and look at the documents they show being completed, Do you know where I can look to see what the report looks for and why these are being included? Also where do I find bookshelf?

A. This form FPIREQS is not accurate. If you want to find your incomplete documents try FOADOCU. Use the Query function F7 enter "I" in status and F8 to pull just incomplete documents.

To determine where FPIREQS is being pulled from will require working with Sungard.

Bookshelf - There is on-line help available. Please call the Purchasing Office if there is something specific you are in need of. Bookshelf is very general to the software without specifics on Ferris policies and procedures.

Q. I can't choose receiver/no receiver on my requisition. I used to be able to do this.

A. To get the Accounts payable look at the PO instead of the requisition this option was changed. The following will be standard: Goods ordered will require receivers. Services will not require receivers. Standing orders are always no receiver. If you have something out of the ordinary please state the exeption in the document text.
Q. Why does the Purchasing Office change my payment terms when they convert my requisition?

A. Payment terms are based on days from the Invoice date. The University cash flow is critical to our investments and thus our standard terms are Net 30. We do consider early pay discounts and special requests. A copy of a contract will be required as backup to change your net terms.
Q. My requisition is under $2000 but I don't want to pay it with my p-card. How do I keep the purchasing office from cancelling it?

A. There are large costs to the University in processing requisition/POs/Invoices & Checks. Including entry, printing, mailing and reconciliation tasks. For this reason the most economical method of payment is p-card. If for some reason p-card is not accepted please note this in the document text.

Q. How do I get security access to Banner?

A. Forms need to be completed and signed by appropriate personnel prior to getting access to the Banner system. All forms can be found on MyFSU under the MyWorkplace or MyBanner tab and Security Access and Training. A Confidential Data Security Agreement is required prior to access. There are three types of Banner forms: 1) Banner Finance, 2) Banner HR , and 3) Banner Accounts Receivable, Financial Aid, and Student. Fill out the form(s) you need to do your job. If you don't know which ones you need, please contact your supervisor or call the Data Security Office at 231.591.2132.

Q. How do I get a new Vendor added to Banner?

A. Purchasing has an on-line form to forward information to the Purchasing Department. Click here to request a new vendor. A W-9 must also be forwarded to the purchasing department for all new vendors, and new addresses. If the vendor is for reimbursment they only need to provide the last for digits of their social security number.

Q. How do I get security access to Banner?

A. Forms need to be completed and signed by appropriate personnel prior to getting access to the Banner system. All forms can be found on MyFSU under the MyWorkplace or MyBanner tab and Security Access and Training. A Confidential Data Security Agreement is required prior to access. There are three types of Banner forms: 1) Banner Finance, 2) Banner HR , and 3) Banner Accounts Receivable, Financial Aid, and Student. Fill out the form(s) you need to do your job. If you don't know which ones you need, please contact your supervisor or call the Data Security Office at 231.591.2132.

Q. I know Mr Smith is in Banner because he's an employee why can't I find him as a vendor to reimburse his travel?

A. All persons & companies are 1st entered into the Master Banner file called GENERAL PERSON, from this file their information can be linked to the multiple systems (HR-Personnel or Payroll File), Student (Financial Aid or Class File), Finance (Vendor or Acct Mgr File). These modular tables are maintained by the specific areas as are the addresses that are associated within these areas. To process his reimbursement you need to request that Purchasing set him up as a vendor.

Q. What do I do to Resolve an incomplete document - Purchasing keeps sending me notes.

A. If you get notes about incomplete documents there should also be suggestions to resolve them. If the document is needed then it should be COMPLETED. If the document is not needed it should be REMOVED. Removal is accomplished by entering the document in Banner native and executing a command.
Q. Why do I have incomplete documents?

A. Multiple things can cause incomplete documents: intentionally closing it because you didn't have all the data, someone disapproving the documents will put it back in an incomplete status, errors in the document may cause posting to "roll" the doucment back, incorrectly closing a document (form).
Q. Can I find incomplete documents myself?

A. Yes-FOADOCU will give you all documents for a specific fiscal year, if you use the query function you can look for just incomplete items. 1.) Enter your information in top of the form 2.) From the body of the form begin query 3.) Under the Status column enter "I" for incomplete and query
Q. When I enter a requisition or direct pay invoice the vendor address says it's invalid. How do I get this corrected?

A. Immediate FIX - use the search button in your form (Seq#) to find the correct address, double click on the correct one and then tab to update the form. Long term - please notify the purchasing office to update the "default" address on this vendor.

Vendor Questions
Q. Where does a new vendor submit information regarding its services to FSU?

A. Please vist our website and fill out the form Vendor Application here.