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Purchasing and Operations
Member, Texas Tech University System The Princeton Review - 373 Best Colleges, 2011 Edition

FAQ for Online Requisitions

Functional Area FAQ’s

Technology Area FAQ’s


Functional Area FAQ’s

What is the difference between a Requisition and a Purchase Order?  
Requisitions are internal forms to the university, while Purchase Orders constitute a legally binding contract with the vendor. Only the Purchasing Office has the authority to issue Purchase Orders. Only Purchase Orders can be sent to a vendor.

Can requisitions be saved and ordered later?  
No, requisitions should be completed when entered into the system.

How do I find the requisition number for a requisition?  
Go to FPIRQST and press Enter on your keyboard. Use the F7 key to clear the screen. Tab to the Requestor name and type in the name of the requestor that entered the requisition. (Remember, Banner is case sensitive, so type in the Requestor name correctly.) Press the F8 key and all requisitions that have been entered by the requestor will appear. At the right of the screen you will see the status of each requisition. An “N” in a box means the requisition has not been completed and/or approved. A “Y” means the requisition has been completed and/or approved. If the completed box is blank, but an “N” appears in the approved box, then the requisition has been disapproved and the requestor should have received a message indicating that. Go to GUAMESG and review your message.

How do I change a requisition in Native Banner after I have clicked “Complete”?  
You cannot. After a requisition has been completed, it cannot be changed unless you get your Financial Manager to disapprove the requisition so that you can make the necessary changes and complete it again.

How do I delete a requisition in Native Banner that I have created in error?  

If the Requisition Is Incomplete:

  • Go to FPAREQN
  • At the FPAREQN requisition field, enter the eight?character (R#######) number to be deleted
  • NEXT BLOCK
  • From the menu bar click on “Record”
  • Then click “Remove”
  • The auto hint line at the bottom of the screen displays the following message: “Press Delete Record again to delete this record”
  • Repeat the “Record Remove” function again
  • Repeating this step prompts an alert box containing the message: “All Commodity and
  • Accounting Records will be deleted”
  • Click OK to delete the requisition
  • The auto hint line displays the following message: “Deletion of Requisition is completed”

If the Requisition is Complete:
Get your Financial Manager to disapprove the requisition so that you can delete it using the method above.

How do I enter a vendor discount?  
Example: If you have a 20% discount to take on the requisition total, and the requisition is (5) commodity line items long then you have to calculate the discount for each item prior to entering the amount in the “Unit Price” so that the 20% is distributed evenly among all (5) commodity line items, we recommend that you note in document text that the prices reflect the __% discount.

What do I do to resolve an incomplete document?  
If the document is needed then it should be completed. If the document is not needed it should be “Removed”

Where do I find a list of account codes?
A listing of the most commonly used Account Codes is available on Purchasing’s web site as a link under Online Requisitions.

Where do I look to see if a PO number has been assigned?  
Go to FOIDOCH and under Document Type enter REQ; tab to Document Code; enter the requisition number (R#######) then Next Block, and if a purchase order has been assigned it will display under the Purchase Order box. If an “A” appears then the PO has been completed and sent to the vendor.

Do I have to reattach documents if my requisition is disapproved?  
No.

What does the statement “No Related Documents Available” in RamPort under View Documents mean?  
This means that currently there is no Purchase Order, Receiving Document or Invoice associated with the Requisition. It does NOT mean that there are no PDF files attached to the requisition.

How do I get rid of extra commodity line items or FOAPAL lines that I have accidently created?
If you are trying to get rid of a line you need to make sure that your cursor is on the line that needs to be removed and then do “Record Remove”, the item will no longer be displayed.


Technology Area FAQ

Scanning 

Get an error while trying to create a PDF?  
There are a number of possibilities, check the following:

  • Is there a scanner attached to your computer? Is it turned on?
  • You may need to select your scanner to scan from.

General Karora AppConnector Problem

Multiple sets of buttons appear on the screen  
There are two ways this can happen, if you are running multiple copies of the AppConnector client or you are in multiple screens that have Karora integration.

The first is easy to determine and fix. Look down at the lower right corner of the screen and see if you see two AppConnector Client icons. If so, you may have double clicked the AppConnector Client in the All Programs menu from the Start button. If this is the case, you will need to stop both copies and then restart the client. To do this, right click on one of the AppConnector icons, and select Exit. Give the system a couple of minutes to cycle the application out and clear memory. Then repeat the process for the second AppConnector icon. Once they are both stopped, you can restart the AppConnector. It can be located by click on Start > Programs > Karora AppConnector > AppConnector Client. In a few seconds the AppConnector icon should appear on your screen.

If you are not running multiple copies of the AppConnector and have multiple sets of the buttons, then another common problem is having multiple windows open that have associated Karora integration. An example could be a window in Banner INB (Native) doing a requisition on the fourth tab on the screen and also having Internet Explorer open in Ramport where you would be viewing a completed requisition. Each of these screens cause a set of buttons to appear on the screen. To prevent this from happening, don’t do it. A simple thing to do here would be in Ramport to go back to the list of requisition numbers, at that point the AppConnector buttons should go away. Or on the INB screen, back off of the fourth tab of the requisition. As you use the system you will beging to anticipate where in the process the integration buttons appear. Make it a point to be on only one of those screens at a time. As you are developing that anticipation, simply close one or the other is the quickest solution. The same can happen for example if you are working in production and pre-production Banner in Banner INB (Native) and doing a requisition on both systems. 

When starting Karora you get an error  
All though this is not common for the routine user, you may receive an error message that starts with “Project file not found: …”. The user that might see this is one that is doing their attachment for a requisition, or a user with a new system that may not have been completely setup. Please verify that Karora was setup correctly by doing the following: Right click on the AppConnector in the lower right corner of your screen and select Settings. Then select the Startup tab, and verify that in Location: field that it contains “\\docdata\Karora\Banner Project\BannerProV6.kap”. If it is, then you are correctly configured. If not, type in the location field the above path and click the OK button. You will then need to cycle the Karora AppConnector, by right clicking on the AppConnector icon in the lower right corner of the screen, and select Exit. Give the system a couple of minutes to cycle the application out and clear memory. Then start the AppConnector application by clicking on Start > Programs > Karora AppConnector > AppConnector Client. In a few seconds the AppConnector icon should appear on your screen.

If you are configured correctly, then you will need to call the Technology Service Center at 942-2911 to have a technician help you to resolve the issue.

Uploading Supporting Documents

Wrong requisition number appears while indexing  
There are several things that can cause this, a common one is that you have multiple windows open that have Karora integration. An example could be a window in Banner INB (Native) doing a requisition on the fourth tab on the screen and also having Internet Explorer open in Ramport where you would be viewing a completed requisition. Since both of these screens cause Karora to extract the requisition number to be able to retrieve or index documents, you may be pulling from the wrong screen. Close the indexing window without completing the upload process. Then close all of the open windows you are not using in Banner INB (Native) and Ramport, and then retry the upload/indexing process.

If this is not the case, we did experience a problem early in the implementation that was corrected by a software fix, it is possible that you have an older version of the software on you system and need to be updated. You will need to call the Technology Service Center at 942-2911 to have a technician help you to resolve the issue.

{Need a procedure for the Technology Service Center to be able to determine the version of the software installed on a users system}

Buttons Don’t Appear or Don’t Work  
If you are sure you are on the window that should have buttons to attach supplemental documentation to a requisition or be able to view the information, the problem has something to do with the Karora AppConnector. Verify that the application connector is running. The icon for the connector should be in the lower right corner of your screen.

If the icon is not there, start the AppConnector. It can be located by click on Start > Programs > Karora AppConnector > AppConnector Client. I a few seconds the AppConnector icon should appear on your screen.

If the icon is present, we recommend you first try cycling the AppConnector client. To do this, right click on the AppConnector icon in the lower right corner of the screen, and select Exit. Give the system a couple of minutes to cycle the application out and clear memory. Then start the AppConnector. It can be located by click on Start > Programs > Karora AppConnector > AppConnector Client. In a few seconds the AppConnector icon should appear on your screen.

Starting or restarting the AppConnector will usually resolve any issues with the functionality of the buttons. However if you are not operational at this point, you need to do a complete system shutdown and restart. To start the process, go the start menu and click Shutdown. When prompted as to what you want the computer to do, select Restart from the drop down menu.

If this does not resolve the issue you will need to call the Technology Service Center at 942-2911 to have a technician help you to resolve. The problem, most likely cannot be resolved at your desk.

Cannot find the file to upload  
More than likely if you do not see the file in the upload list of files, when you produced the PDF, you did not put it in the Import folder. This presents an interesting problem in that you may be saying were did I put the file. If you used Acrobat to create and save the document, you can launch Acrobat, click File and then at the bottom of the drop down menu, is a section called History. You file should be near the top of the list. Often the path will be abbreviated, so you want to just click on the document name to open it. You should be reviewing your document, now click on File and then select Save As. A dialog box will appear and from this you can see were the file is saved. A common location is often in My Documents. You will need to either move the file from its present location to the Import folder or resave it in the Import folder. If you resave it, be sure to delete the old duplicate original version.

Get an error when trying to upload  
The most common problem associated with trying to upload a document is that the file you are trying to upload is too big. To determine the size of the file, open My Computer, double click on the C: drive, then double click on the Import folder. Next right click on the file and select properties. On the General tab, about midway down, verify that the file size on disk is less than 2 million bytes, or 2,000 KB. If the file is too big, you will need to rescan the document at a lower resolution or as multiple PDF documents.

If size is not the problem, it may be some nondescript error with respect to the AppConnector Client, one thing to try would be to stop and restart the AppConnector. To do this, right click on the AppConnector icon in the lower right corner of the screen, and select Exit. Give the system a couple of minutes to cycle the application out and clear memory. Then start the AppConnector. It can be located by click on Start > Programs > Karora AppConnector > AppConnector Client. In a few seconds the AppConnector icon should appear on your screen.

Stop and restarting the AppConnector will usually resolve any strange behavior of your system with respect to Karora integration. If cycling the AppConnector does not resolve the issue, you should also try a complete system shutdown and restart. To start the process, go the Start menu and click Shutdown. When prompted as to what you want the computer to do, select Restart from the drop down menu.

Viewing Supplemental Documents  

Have to login every time to view documents  
This can be easily fixed the next time you view a document, when you go to view documents in the imaging system, after you have logged in, select the Options drop down menu at the top of the window, select Preferences and then click on Silent Login. From this point forward you will not be prompted for an account and password to view requisition documents.

When I print a PDF it comes out black  
There are a couple of reasons for this, basically when you view a document in the native viewer that is part of the imaging system, does not properly support version 9 PDFs. There is an easy fix to this, in the search results rather than double clicking the Acrobat icon, right click and select Launch from the context menu that appears, it should be near the top. This will cause your system to use the default application to open the document base on the file type. In this case Adobe Acrobat. You can then print the file form Acrobat without any problems just as you would print any PDF on your system.