Bank Account Update

The following example is a workflow message sent from Banner to the vendor/individual who owns the bank information. This notification is automatically generated once Accounts Payable creates or updates ACH (direct deposit) information for a vendor or individual.

Subject line: Your Accounts Payable direct deposit information has been added and/or updated

Hello ABC Company,

The direct deposit information for your Rowan University bank account has been added and/or updated.

Employees may log in to Self-Service Banner to validate your banking information. To view your direct deposit information in Self- Service Banner:

• 1. Log in to Self-Service Banner
  2. Click the Employee tab
  3. Click Employee Dashboard
  4. Click Direct Deposit Information

Vendors may certify their banking information on the invoice provided to Rowan University.

Note: If your direct deposit information is not correct or if you did not request this update, please contact Accounts Payable at 856-256-4115 or via email to directdeposit@rowan.edu.

Thank you for your attention.

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Purchase Order to Invoice Notification

The following examples are of workflow messages sent from Banner to the end user who entered the requisition. The notifications are automatically generated once Accounts Payable processes an invoice from a purchase order or a standing order. There are two notification formats:

1. Invoice processed from a purchase order  
2. Invoice processed from a standing order 

1.  Purchase order sample

This notification will show the 'Y' number in the Receiver Document # field within the table if the end user completed receiving in Banner before the invoice was processed. If receiving has not been completed the Receiver Document # field will state 'ENTER RECEIVING' as a reminder to the end user to complete receiving in Banner once the goods/services have arrived and/or have been achieved

Subject line: Invoice #1221400

FYI and/ or Action required:

Accounts Payable has received an invoice from ABC Company for purchase order number P221000. This invoice has been processed in Banner by our department. Below are the details for this invoice:

If receiving was completed in Banner (Banner 9 Administrative Pages) the vendor payment will be processed according to the scheduled " Due Date " listed above.

Otherwise, in order for the invoice to be paid, Receiving must be completed in Banner (Banner 9 Administrative Pages) in screen FPARCVD by the end-user. This action should only be performed once the goods/services have arrived and/or have been provided.

Directions on Banner Receiving: click here.
1. Look for Banner Finance
2. Scroll down to Receiving
3. Click on " Quick Reference Guide "

How to verify that your Receiving Code is complete:
1. Go to FOIDOCH (Document History Screen)
2. Type " PO " in the Document Type field
3. Type the " PO number " in the Document Code field
4. Click Go
5. Look for the Receiving Code, verify status of " C " for Completed
6. Verify Invoice field has a status of " A " for Approved

Incomplete receiving errors:
• Receiving Document Code is " blank "
• Invoice field has a status of " R " indicating Receipt Required
If these errors appear please follow the instructions on Banner Receiving listed on the Training Resources website.

Contact Information
Accounts Payable
856-256-4115
Accounts Payable website

 2.  Standing order sample

This notification will always state 'Verify Receiving' in the Receiver Document # field. Banner is unable to complete the three-way match on standing order purchases. The end user is responsible for completing the receiving process in Banner once the goods/services have arrived and/or have been achieved. 

Subject line: Standing Invoice #I220800

FYI and/ or Action required:

Accounts Payable has received an invoice from ABC Company for Standing order number P2201008. This
invoice has been processed in Banner by our department. Below are the details for the invoice:

Receiving must be completed in Banner (Banner 9 Administrative Pages) in screen FPARCVD by the end-user. This action should only be performed once the goods/services have arrived and/or have been provided.

Directions on Banner Receiving: click here
1. Look for Banner Finance
2. Scroll down to Receiving
3. Click on " Quick Reference Guide "

How to verify that your Receiving Code is complete:
1. Go to FOIDOCH (Document History Screen)
2. Type " PO " in the Document Type field
3. Type the " PO number " in the Document Code field
4. Click Go
5. Look for the Receiving Code, verify status of " C " for Completed
6. Verify Invoice field has a status of " A " for Approved

Incomplete receiving errors:
• Receiving Document Code is " blank "
• Invoice field has a status of " R " indicating Receipt Required
If these errors appear please follow the instructions on Banner Receiving listed on the Training Resources website.

Contact Information
Accounts Payable
856-256-4115
Accounts Payable website

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Open Purchase Order, Received, Missing the Invoice

The following example is a message from the Accounts Payable Department to the end user regarding a missing invoice. Banner shows an open purchase order number with a completed receiving code but missing a Banner invoice number. This notification is emailed to the end user who entered the requisition in Banner. 

Subject line: Requester - Missing Invoice(s) for your Purchase Order(s)

Dear Requester,

As you may be aware, Banner requires a three-way match of the purchase order, goods / services received, and vendor invoice in order for payment to disburse. During the vendor reconciliation for fiscal year end, Accounts Payable has identified multiple open purchase orders that have been received in Banner; however, an invoice has not been sent to Accounts Payable.

Why am I getting this email?

You are receiving this email to validate if a payment is still owed to the vendor(s) for goods or services. There are multiple open purchase orders and/or line items on your purchase order(s) that have been received in Banner during FY22. You have been identified as the individual who entered the requisition (requester) in Banner for the attached purchase orders. Your assistance is necessary to ensure full compliance and vendor account reconciliation for FY22. At this time, AP does NOT have an invoice(s) to process against these POs; therefore, the system will not schedule the vendor payment until the three-way match process is accomplished.

 Steps to move forward

The attached excel sheet will provide all the necessary Banner information to see which line(s) of the PO have been received in Banner and never invoiced preventing the three-way match.

1. Review the attached excel sheet
2. View each PO listed and review the number of line items for each
3. Verify if the goods have physically arrived on campus or services were performed
   1. If yes, email the invoice(s) for each PO to invoices@rowan.edu
   2. If no, follow the steps below on “How to Close a PO”
4. If assistance is needed, review the Training Resources website

How to Close a Purchase Order

If no payment is owed to the vendor or the PO needs to be closed for any other reason, go to the new Closeout Request Form on the Office of Contracting & Procurement website OC&P site.

As of July 1^st, the closeout mailbox was turned off. 

You will make all your purchase order closeout requests here:   Closeout Request Form - Click Here

 Items Needed for Closeout Request:      

1. Vendor Name
2. PO Number
3. PO amount/ balance
4. Reason for closing the PO (example: duplicate PO, all invoices have been paid, order canceled, items discontinued, etc.)

 For assistance on closing POs, contact the Office of Contracting & Procurement: click here

Note: A PO should be closed to free up committed funding, reconcile open POs, and ensure that POs open at the completion of FY22 will not carry forward to FY23. 

If more Banner assistance is necessary please open a support ticket support@rowan.edu or call 856-256-4400.

FYI- Due to internal controls Accounts Payable does not have access to close open purchase orders in Banner.

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Direct Pay Notice

The following example is a workflow message sent from Banner to the individual receiving the reimbursement. The notification is automatically generated once Accounts Payable processes a Non-PO Payment Request.

Subject line: Accounts Payable Direct Pay Notice for John Smith

FYI: This is a notification that Accounts Payable has received a document on behalf of John Smith for reimbursement or payment. This document has been processed in Banner by our department and is scheduled to pay in the next check run. Below are the details of this document:

• Name: John Smith
• Banner ID: 910000000
• Banner Invoice Number #: I221000
• Invoice Description: R-01/01/21
• Commodity Description: R-YEARLY MEMBERSHIP
• Charged To FOAPAL: 10110 31002 7000 12 $100.00
• Amount: $ 100.00
• Transaction Date: JAN-14-2021

Note: No further action is required.

Contact Information:
Miranda Salvatore
salvatoremi@rowan.edu
856-256-4043

Please have your Banner ID 910000000 along with this email for reference.

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Travel Request Approval from Concur

The following example is a workflow message sent from Concur Travel and Expense software to the individual requesting permission to travel. The notification is automatically generated once the traveler's travel request has been fully approved in Concur. The purpose of this workflow is to notify the traveler the request has been approved and the funds have been encumbered.

Subject line: Report: Encumbrance Notification

Travel Request Approval Notification

Important information regarding your Travel Encumbrance and Online Booking Information

Banner ID: 916001000

Traveler: Smith, John

1. Login to https://go.rowan.edu/ConcurTravel
2. Select Requests and go to Manage Requests
3. Select your Request - Ready to Book - Pending Online Booking and then click Book Travel

1. You must finish Booking your travel in Concur in order to complete your travel arrangements.
2. The reimbursement deadline is 10 days after the travel has occurred.

Accounts Payable Department
asktravel@rowan.edu
(856) 256-4115

Direct Travel
rowantravel@dt.com
(866) 228-3916
Mon-Fri 8:00am – 5:00pm EST
*Excludes Holidays
**Additional Fees may apply for calls outside of business hours
3rd Party Itinerary
plans@concur.com
*For e-mailing itineraries only

Websites
Concur Travel
Rowan Accounts Payable Department

Have a safe trip!

The Accounts Payable Department Travel Team

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Travel Request Approval from Banner

The following example is a workflow message sent from Banner to the individual requesting permission to travel. The notification is automatically generated once the traveler's request has been fully approved. The purpose of this workflow is to notify the traveler the request has been approved and the funds have been encumbered. This is not a notification regarding reimbursement.

Subject line: Travel Request for John Smith, Approved E220100

• Name: John Smith
• Encumbrance #: E220100
• Destination: T-SMITH-PHOENIX-7/10-13/22
• Expiration: 10 days after end of travel
• Charged To: 10110 27000 7217 11
• Amount: $ 1655.37
• Transaction Date: 09-JUN-2022

Congratulations! Your travel request has been approved. Above is all the information you need;
including the encumbrance number that must be used when submitting the travel expense
voucher form, and all other documents relating to this travel.

Below is the link for the Travel Expense Voucher form that is required to process all travel
reimbursements. Please complete the form and attach all original receipts. Remember to include
the encumbrance number for this trip. Forward all documents with approved signatures to
Accounts Payable Department after the completion of your trip. The reimbursement deadline
is 10 days after the end of your travel date.

Travel Expense Voucher Form is located at:
http://rowan.edu/adminfinance/accountspayable/downloadabledocuments.html


If you have any questions, please contact the Accounts Payable Department at
856-256-4115 or email one of the travel personnel below;

Miranda Salvatore salvatoremi@rowan.edu 856-256-4043
Deborah DiPietroAntonio dipietrod2@rowan.edu 856-256-4338


Have a safe trip!!!!

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Travel Reimbursement from Encumbered Funds

The following example is a workflow message sent from Banner to the individual requesting travel reimbursement. The notification is automatically generated once the traveler's expense report has been approved and processed. The purpose of this workflow is to notify the traveler the reimbursement will issue in the next check run. 

Subject: Accounts Payable Overnight Travel Notice for John Smith

FYI:

Accounts Payable has received your completed Travel Expense Form. This reimbursement has been processed in Banner by our department. Below are the details for this reimbursement:

• Name: John Smith
• Encumbrance #: E220000
• Banner Invoice number: I221111
• Destination: TRL/SMITH/PHOENIX-2/13-2/17
• Charged To: 10110 31002 7216 11 $ 200
• Charged To: 10110 31002 7215 11 $ 0
• Amount: $ 200
• Transaction Date: 18-MAR-2022

If you have any questions, please contact the Accounts Payable Department at
856-256-4115 or email one of the travel personnel below;

Miranda Salvatore salvatoremi@rowan.edu 856-256-4043
Deborah DiPietroAntonio dipietrod2@rowan.edu 856-256-4338

http://www.rowan.edu/adminfinance/accountspayable/index.html

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Travel Reimbursement Notice

The following example is a workflow message sent from Banner to the individual requesting travel reimbursement. The notification is automatically generated once the traveler's expense report has been approved and processed. The purpose of this workflow is to notify the traveler the reimbursement will issue in the next check run.

Subject line: Accounts Payable Direct Pay Notice for John Smith

FYI: This is a notification that Accounts Payable has received a document on behalf of John Smith for reimbursement or payment. This document has been processed in Banner by our department and is scheduled to pay in the next check run. Below are the details of this document:

• Name: John Smith
• Banner ID: 916100100
• Banner Invoice Number #: I224600
• Invoice Description: T-04/27/22
• Commodity Description: T-Denver04/27/22 FB32D0BA991D4FAF8B50
• Charged To FOAPAL: 10110 70000 7216 16 $917.70
• Amount: $ 917.70
• Transaction Date: MAY-10-2022

Note: No further action is required.

Contact Information:
The Accounts Payable Department Travel Team
asktravel@rowan.edu
856-256-4115

Please have your Banner ID 916100100 along with this email for reference.

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Pending Receiving Code in Banner

Subject line: Incomplete Receiving Documents

The following email is automatically generated and sent to the end user when a receiving code has not been completed in FPARCVD.

Steps to delete an incomplete receiving document:

1. Begin by logging into Banner 9 Administrative Pages.
2. Open the form FPARCVD (Receiving Goods screen).
3. Instead of the word NEXT, enter the document number(Y-number) from this email into the key block.
4. Select Go.
5. Select Delete.
6. Select Delete a second time.

Steps to complete an incomplete receiving document:

1. Open the form FPARCVD (Receiving Goods screen).
2. Instead of the word NEXT, enter the document number (Y-number) from this email into the key block.
3. Complete the receiving steps.

NOTE: Keep in mind, there are some instances in which there is no Purchase Order associated with an incomplete receiving code. This usually occurs because the word NEXT was entered into FPARCVD, generating an automatic receiving code. If you do not continue down the rest of the form and enter the purchase order number, then no purchase order will be associated with that receiving code.

More Helpful Tips

More steps are provided below to assist in the research and determination of incomplete receiving documents:

1. Open the form FOIDOCH (Document History screen).
2. In the "Document Type" box, enter the word RCV.
3. Tab over to the "Document Code" box to the right of the screen.
4. In "Document Code" box, enter your incomplete receiving code (Y-number) from above.
5. Click on Go.
6. If there is a Purchase Order number associated with this receiving code, it will appear on this FOIDOCH form.
7. After researching the Purchase Order information, the end user will decide whether to complete the incomplete receiving or delete the incomplete receiving code.

For more information about this, and how to delete an incomplete receiving code, watch the short video here: https://irt.rowan.edu/services/training/resources.html 

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Receiving Reminder

Subject line: Receiving Required Invoice #I220000

Action required:

Please be advised that receiving has not been completed for the Invoice listed below. Payment will not be issued to the vendor until receiving has been completed. As a reminder, receiving (FPARCVD) should be completed after goods/services have been received.

Vendor: Sigma-Aldrich Inc
PO #: P2200000
Banner Internal #: I220000
Vendor Invoice #: 554837561
Amount 40.00
Due Date: 27-OCT-21
User Name: DIPIETROD2


Need help Receiving?
Visit https://irt.rowan.edu/services/training/resources.html to access the Banner Finance Receiving “Quick Reference Guide”

Need more information?
Contact Accounts Payable at 856-256-4115
Or visit us at http://www.rowan.edu/adminfinance/accountspayable/index.html

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Open Purchase Order, Missing Receiving, Invoice Processed

The following example is a message from the Accounts Payable Department to the end user regarding incomplete receiving on a purchase order. Banner shows an open purchase order number with a processed invoice(s) but not fully received in the Banner system. A purchase order may not be fully received due to the following: a standing order should have been requested, PO with multiple line items, a change order line, or a shipping line. This notification is emailed to the end user who entered the requisition in Banner. 

Subject line: Requester - Action Required (Receiving) on your Purchase Orders

Dear Requester,

As you may be aware, Banner requires a three-way match of the purchase order, goods / services received, and vendor invoice. According to the vendor, goods or services were provided; therefore, the vendor issued an invoice to Rowan University’s Accounts Payable department. An invoice has been processed against the purchase order(s) listed on the excel sheet and is waiting for receiving to be completed in Banner before payment can be disbursed.  

Why am I getting this email?

You are receiving this email to accept the quantity of items or goods received in your department. There are multiple purchase orders and/or line items on a purchase order that require receiving in Banner. If receiving is not completed in Banner, the system will NOT schedule the vendor payment due to the three-way match process not being accomplished.

Steps to move forward

The attached excel sheet will provide all the necessary Banner information to see which line/s of the PO are preventing the three-way match.

1. Review the attached excel sheet
2. View each PO listed and review the number of line items for each (columns K & L)
3. Scroll to the PO quantity & quantity received (columns O & Q)
4. Look for the PO line item (column L) that requires receiving
5. Verify if the goods have physically arrived on campus or services were performed
   • If yes, proceed to step number 6
   • If no, please respond with an update
6. Login to Banner and complete receiving using FPARCVD form
7. If assistance is needed, review the Training Resources website or Quick Reference Guide

If more assistance is necessary with receiving please open a support ticket support@rowan.edu or call 856-256-4400.

FYI- Due to internal controls Accounts Payable does not have access to complete receiving in Banner.

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