Office of the Vice President for Finance & Adminstration

Office of the Vice President for Finance & Adminstration

Vendor History Query

The Vendor History Query will allow you to view the payments, purchase orders, and checks that have been processed from your budget(s), for a particular vendor, within a designated fiscal year.

To execute a vendor history query:

  • Enter the Chart of Accounts. Always J.
  • Select a Fiscal Year.
  • Enter the Vendor Number. If you do not know the vendor number, you can query for it by clicking on the Vendor box and performing a Vendor Information Look-up. Note: See Vendor Information Look-up directions.
  • Enter the Fund, Organization and Account. Neither of these fields are required.
  • Special Note: If you omit a fund, org, or account code from the parameters, you will receive query results for all codes to which you have security access. ie. If you enter only 1100, and have access to two different org codes, you will receive the payments made form both org codes in the resulted listing.
  • Select a View by criteria (PO, Paid Invoices, Open Invoices, or All Invoices).

There are 4 types of Vendor History Queries that you can create.

View By Descriptions

     View by PO: This query will display all requisitions and purchase orders issued to the vendor.

     View by Paid Invoices: This query will display all invoices that have been paid to the vendor. It will also cross-reference purchase orders if applicable and display check numbers.

     View by Open Invoices: This query will display all invoices that are currently in process. These include invoices entered into Banner, but not yet issued a check. It also includes invoices being held for non-sufficient funds.

     View by All Invoices: This query will display both Paid and Open invoices. 

  • When you have entered all information click on Submit Query to retrieve results.

If you wish to save a query, type a name in the SAVE QUERY AS box and click the SUBMIT QUERY button. This will display the query results in list form.

After Executing a Query

To return to the Vendor History Query parameter screen, to either choose another vendor, or to modify the parameters of the current query, click on the ANOTHER QUERY button to return to this parameter screen.

To download a query’s results, click on the DOWNLOAD button and the results of the query will be placed in an Excel spreadsheet. 

View by PO

When you query for a View by PO you will receive a display of all the Purchase Order transactions that have occurred for the specified vendor and budget parameters.

The report parameters will be displayed in the top section. In the query results there will be columns displaying the purchase order information.

Column Definitions:

Date: The date the transaction is posted to Banner.

Requisition Number: The number assigned to the online Requisition.

Purchase Order Number: The number assigned to the Purchase Order.

Original Commitments: The original amount of the Purchase Order.

Encumbrance Liquidations/Adjustments: All increases/decreases made to the funds that are encumbered on the PO. This would include payments and any adjustments requested by the department.

Year to Date Expended: The payments made from the PO.

Current Commitments: The funds that are remaining on the PO.

To obtain additional information on the requisition or purchase order, click on the document number you would like to view.

The Requisition will appear as follows:

The Requisition Header: This section displays the requestor and vendor information.

The Requisition Commodities: This section displays the detail of the items that were ordered.

The Requisition Accounting: This section displays the requisition accounting information. If there are multiple budget numbers used on a purchase order, the numbers and respective amounts will be listed.

The purchase order will appear as follows: 

 

 

The Purchase Order Header: This section displays the requestor and vendor information.

The Purchase Order Commodities: This section displays the detail of the items that were ordered.

The Purchase Order Accounting: This section displays the purchase orders accounting information. If there are multiple budget numbers used on a purchase order, the numbers and respective amounts will be listed.

View by Paid Invoices

When you query the View by Paid Invoices you will receive a display of all the Paid Invoice transactions that have occurred for the specified vendor and budget parameters. Display below:

The report parameters will be displayed in the top section. In the query results there will be columns displaying the paid invoices information.

Column Definitions:

Budget Number: This is the budget number charged for the invoice payment.

Vendor Invoice: This is the vendor’s invoice number displayed on the paper invoice copy. If “CF”, this is a Call For check that is to be picked up in the Office of Financial Affairs.

Document Code: This is the Banner document code for the transaction.

Vendor Invoice Amount: This is the amount of the invoice.

Purchase Order: This lists the number of any associated PO.

Check Date: This is the date the payment was processed.

Check Number: This is the check number or the Direct Deposit number associated with the invoice payment.

To obtain additional information about the invoice, click on the document code number you would like to view.

The invoice information will appear as follows:

The Invoice Header: This section displays the invoice information.

The invoice number in the top left column is the Document Code and in the dates to the right is the Payment Due Date which is the date the check was processed. The vendor invoice field displays the vendor invoice number or the reference that was put on the check’s stub. The Vendor information is the name and address of the company to which the payment was mailed.

The Invoice Commodities: This section displays the commodity detail of the payment.

The Invoice Accounting: This section displays the invoices accounting information.

From this Vendor Detail History Report by Paid Invoices, by clicking on the Purchase Order number you can drill down to the purchase order detail that is relevant to the payment. See “View by PO:” above.

Special Informational Notes:

To determine if an invoice was processed to be a Call For check.

If the check was requested to be a Call For check, and therefore to be picked up in the Office of Financial Affairs, this will be indicated with the letters “CF” in the Vendor Invoice field. An example follows below:

The “CF” will also be indicated in the Document Code detail screen in both the Invoice Header section in the Vendor Invoice field, and in the Invoice Commodities section in the Commodity field. An example follows below:

 

To determine if an invoice was a Direct Deposit transaction.

If the invoice was processed as a direct deposit transaction, within the paid invoice listing, in the Check Number column, there will be a number that begins with an exclamation point “!”. This is the direct deposit indicator. An example follows below:

To determine if an invoice was paid using multiple budget numbers.

If there are multiple budget numbers used on an invoice, the word “multiple” will appear in the Budget Number column. An example follows below:

Also, if there are multiple budget numbers used on an invoice, the numbers and respective amounts will be listed in the Invoice Accounting section of the Document Code detail screen.

The invoice accounting section will appear as follows:

To determine if multiple invoices were paid on one Document.

If there are multiple invoices paid on one document, the word “multiple” will appear in the Vendor Invoice column of the listing. To determine the vendor invoice numbers paid click on the document code and the document will be displayed. An example follows below:

To determine if an invoice that was processed was a Credit Memo.

If an invoice was processed as a credit memo, the amount in the Vendor Invoice Amount column will appear with brackets around it. The credit will also be calculated into the total of all invoices listed, and the total will reflect a correct sum. An example follows below:

View by Open Invoices

When you query for a View by Open Invoices you will receive a display of all the Open Invoice transactions that have occurred for the specified vendor and budget parameters. The report parameters will be displayed in the top section. In the query results there will be columns displaying the open invoices information.

Note: Both the “Check Date” and the “Check Number” fields will be empty because the invoice has not yet been processed into a check.

From the View by Open Invoices, to obtain additional information about the invoice, click on the document code number you would like to view. If the payment is being made from a PO, by clicking on the Purchase Order number you can drill down to the purchase order detail that is relevant to the payment.

View by All Invoices

When you query for a View by All Invoices you will receive a display of all of the invoice transactions, both paid and open, that have occurred for the specified vendor and budget parameters.