Standing Order Form - most common
Purchasing services or goods not available in a Punchout Catalog and where the quantity is not essential to be tracked
Using an Entertainment Form, Sole Source, Independent Contractor, purchasing Used Equipment or a Vehicle, or using a Grant or Subaward - please see specific Forms in ProConnect.
Hourly rates, milestones, or split deliveries
Recurring payments or multiple delivery addresses
Contract, statement of work (SOW), or long-term billing
Invoicing based on time, progress, or multiple shipments
Requires invoice approval
Punchout Catalogs
When the Vendor has an available punchout catalog in ProConnect, the Catalog must be used.
Goods listed in an online catalog (e.g., ODP, Amazon, Grainger)
Requires receiving
Non-Catalog Form - rarely and specific
Goods not available in the catalog (e.g., quote-based products) where the quantity is essential to be tracked.
Known SKU, price, and item details not in a catalog
Punchout Vendor has provided a quote for an item that is not listed in the punchout catalog OR the quote is lower than the posted price. -*documentation and comment/internal notes are required*.
Submitting a quote-based purchase for goods
Requires receiving
***No*** Please ensure the cart and requisition contain only items from one (1) vendor per requisition. If it is submitted, the requisition will be returned and will have to be resubmitted with separate vendors.
Yes, vendors guarantee pricing for ten (10) business days from the moment items are added to the ProConnect cart until the final PO submission, inclusive of all approval times.
The active cart already contains a different form type. Please process the current order, or verify that you are using the correct form.
Example: Creating a Punchout Order and there is already a Standing Order Form in the cart.
The system will not allow a $0.00 item as a line. But, there are still two (2) options:
List the $0.00 item(s) in the External Notes section of the requisition.
List the $0.00 item(s) in the related paid item line description.
Check with the vendor prior to submitting the requisition for awareness and any additional instructions they may have
Place the order using a Non-Catalog Item form and use the comments, attachments and external notes to provide explanation.
If the requisition has not been fully approved (see Summary workflow), create a comment and select any/all of the approvers to have them either
return the requisition or
fix the issue at the buyer's discretion.
If it is fully approved, (has a PO number) depending on the mistake, it could be fixed with a Change Request.
A document can be attached to a comment:
ProConnect defaults to a 90-day filter on “My” documents, open it by selecting the filter option needed and clicking "Apply".
Is the status:
1. "RETURNED" - check the history and/or comments for instructions provided by your approver or buyer.
2. "DRAFT (RETURNED)" - check the History Tab:
"Line 1 Distribution 1, Banner status: notAvailable - insufficient funds for the FOAPAL string" - NSF - check the budget and transfer funds.
Appropriate funding doesn't exist to cover the cost of the requisition. Transfer funds and resubmit once the transfer is complete.
There is nothing else this error can mean.
"Line (x) Distribution (x), Banner status: invalidAccountingString - a FOAPAL value is either not valid or can’t be used in the combination"
Confirm the FOAPAL was entered correctly and in the proper combination
If correct, verify Banner Finance Security (FINSECURITY) access to the FUND/ORG. If you do not currently have access to your FOAPAL, please visit the Accounting Services webpage.
If Access is correct, check the "Prepared for" field. If the person listed does not have access to the fund/org, the requisition will be Draft (Returned). Update the field to yourself
Forms cannot be changed once the requisition has been approved. The current PO will need to be closed and new requisition started and submitted.
Email [email protected] with the original owner and the new owner's names. Please provide whether this is a permanent or temporary change.
If it is temporary: the user is responsible for notifying ProConnect Support when it needs to be changed back.
ProConnect defaults to a 90-day filter on “My” documents, open it by selecting the filter option needed and clicking "Apply".
No, but what can happen:
Submit a change request to reduce the line to $1
Wait until the invoice(s) is/are paid and close the whole PO and the remaining balance will be redeposited to the account.
Close this PO and start a new requisition.
Yes.
As long as there is nothing in progress, encumbered funds are released the same day.
It will be noted in FGIENCD
NOTE: Any invoices with a 5 or 6 fund will require additional approval from the PI.
Standing Order Form
Requires invoice approval
Punchout Catalog
Requires receiving
Non Catalog Order
Requires receiving
All invoices must be sent to [email protected] with the PO number listed clearly on the invoice. This should be done by the vendor. The subject line of the email should contain the PO number and the vendor. The PO Owner will then get 2 emails:
the invoice is in process and
the invoice is ready to be approved. Once in "Complete" status, the invoice will be routed to pay per the Net terms.
ProConnect defaults to a 90-day filter on “My” documents, open it by selecting the filter option needed and clicking "Apply".
NOTE: if expecting something to be sent out and it says "unpaid", please check Banner for information.
Pay status is listed:
when looking at "My Invoices"
on the invoice in the leftmost column
To note when a future payment will be made, go to the invoice and calculate using the transaction date (above the pay status) + the terms (listed in "General Information") - should equal the "Due date" as long as invoice approval happens quickly.
Payment information (when made) is listed in the "Payment Information" block on the invoice in ProConnect.
***For most invoice questions other than payment, the question needs to be directed to A/P. Make a comment and tag a member of the A/P team or to reach out to [email protected]
No. In any form, a line that has a greater amount than the invoice does not require a Change Request. Once the invoice has been paid, the PO can be closed and the remaining funds will be released to the account.
***Vendor information and FOAPALs cannot be changed once the requisition has been submitted.***
This occurs when a change request is started before the invoice is processed. Please wait until you are notified that the invoice is ready before starting the change order. If you receive this error, withdraw or reject the current change order and submit a new one.
This is an advisory - not an error. It means the system will not automatically update matching when the change order is completed and it will need to be updated manually. The change request can still be submitted with this advisory.
go back to the Purchase order, click “Change Orders” and click the trashcan on the right.
Go to “Vendors” -> “Requests” -> “Request New Vendor”. Then, when the Request New Vendor screen pops up, select “Non PO Payment Banner ID Request Form” from the dropdown menu.
Go to Vendors -> Requests-> My Vendor Requests to see a list of the requests you have entered and their status
Go to Vendors -> Requests -> Request New Vendor. On the questions page, answer the question "Will this be a new vendor? Or reactivating an existing profile?"
Navigate to https://go.rowan.edu/rowanproconnect and sign in. You will be directed to sign in via Rowan Duo.
Reach out to [email protected] with the request to change the role and an explanation on why it is changing and include the direct supervisor of the requesting person.
To utilize your FOAPAL in ProConnect, Banner Finance Security Access is required. Please visit the Accounting Services webpage.