Reviewing Document History in Banner 9 FOIDOCH

This page displays the processing history of purchasing and payment documents. It identifies and provides the status of all documents in the processing path for the type of document selected.

FOIDOCH – Document History

This page displays the processing history of purchasing and payment documents. It identifies and provides the status of all documents in the processing path for the type of document selected.

Access the Document History (FOIDOCH) page using the Dashboard or Search icon via the Menu Panel.

NOTE: This page can also be found in the Navigation Bar by clicking on Applications > Banner > BCIT Accounts Payable Menu (*APBCIT) > Document History (FOIDOCH):

Screenshot Banner FOIDOCH Path Application

Screenshot Banner FOIDOCH Path BCIT Accoounts Payable Menu (*APBCIT)

Screenshot Banner FOIDOCH Path Document History (FOIDOCH)

The key block page of FOIDOCH will appear.

2. Document Type: Enter the document type. If uncertain, a search can be done by clicking on the ellipses to open up a list box. Scroll over to view all pages, and/or adjust the pagination (number to view per page).

Screenshot B9 FOIDOCH Document Type list box

Common Document Types are:

Document Type	Document Description
REQ	Requisition	Shows requisition(s)
PO	Purchase Order	Shows list of PO’s related to requisition
INV	Invoice	Shows list of invoices related to requisition
CHK	Check Disbursement	Shows list of checks related to requisition
RCV	Receiving Documents	Shows list of receiving documents related to requisition

Filter Search by Document Type

In the Document Type field, you can search for either a PO, REQ, INV, CHK or RCV.

In this example, we will use a PO:

Document Type: Enter PO
Document Code: Enter the PO#. If uncertain, click on the ellipses to search for a PO#.

FYI:

Document Code	Example
For a PO number, it is a letter “P” followed by 7 numbers	P0012345, not PO012345 or POO12345
For a Requisition, it is letters “WR” followed by 6 numbers	WR123456
For an Invoice, it can start with letters “IM”, “IC”, “IL”, etc	IM123456, IC123456, IL123456, etc
For a Receiving document, it is a letter “Y” followed by 7 numbers	Y0012345

3. A message may pop up to enter a query. Clear the message by clicking on the number to the right of the TOOLS menu.

4. Enter applicable search values into any of the default filter boxes. You can add further values to search for by clicking on the down arrow to the right of Add Another Field to insert another filter box.

You can choose to filter through the Basic Filter or the Advanced Filter. Enter search values into the applicable filter boxes.

FYI: It is recommended that during your search, the “Change Sequence” value be set as null. Otherwise the results will include the change sequence versions, which may pull up incomplete data unless one is familiar with the unconventional way Banner handles change orders to PO’s.

Basic filter:

In this filter, some filter entries may need to incorporate the wildcard (%).

Advanced filter:

In this filter, the wildcard (%) will not be necessary as there are guided descriptive selections (example: Starts With, End With, Contains, etc).

5. Press Go or <F8>

The search values will populate. Sorting by columns is possible by clicking on the column header. If an up arrow appears, it is a sortable column.

NOTE: Some columns may not be sortable and you will get an error message that it is a “Non sortable item”.

Navigate through the pages of information at the bottom bar.

6. If you need to refine your search, you can click on Filter Again (at the top-right corner) to bring you back to make further entries in the filter boxes. Once new info is entered, click on Go to return to your list

7. Place cursor on the selected PO

8. Press SELECT or <Alt+S>

NOTE: Double-clicking on the line will also work.

The PO number will transpose back to the key block page of FOIDOCH.

9. Press Go or <Alt+PageDown>

The history timeline of that Document Type + Document Code will display:

FOIDOCH reveals the Purchase Order, Invoices, Check Disbursement and Receiving Document numbers associated with the PO. If there had been a Return or an Asset Tag with the PO, it would appear as well. Document Status is indicated on the page.

NOTE: If the status indicator for the PO is blank, the PO is in process and has not been forwarded to the vendor.

10. Click on the TOOLS icon found on the top menu bar, and scroll down to select View Status Indicators.

Screenshot B9 FOIDOCH TOOLS View Status Indicators

A box will appear listing out different Status Indicators:

Screenshot B9 FOIDOCH Status Indicators box

Status Indicators	Description
A	Approved	A requisition/PO document is approved
C	Completed	A requisition/PO/receiving document is completed but not yet approved
F	Final Reconciliation	For checks: bank reconciliation has been done
P	Paid	Invoice has been paid
R	Receipt Required	Invoice is on hold awaiting receiving
S	Suspended	Document is in suspense (usually this indicates that there is a problem)
O	Open	Document is open
X	Cancelled	Document has been cancelled
V	Void	Document has been voided
H	Hold	Invoice is manually set on hold (as determined by Accounts Payable)
T	Tagged Permanently	Not used

11. To look up a document type found on FOIDOCH, highlight the document number with your cursor and then click on the RELATED icon found on the top menu bar and select Query Document [BY TYPE]

If highlight on…	Banner page that will appear…
Requisition	FPIREQN (Requisition Query)
Purchase Order	FPIPURR (Purchase/Blanket/Change Order Query)
Invoice	FAIINVE (Invoice/Credit Memo Query)
Check Disbursement	FAICHKH (Check Payment History)
Receiving Documents	FPIRCVD (Receiving Goods Query)

Follow these instructions to search by specific Document Types:

Searching information by Requisition

In the Document History, highlight on the Requisition line
Click on the RELATED icon found on the top menu bar and select Query Document [BY TYPE]

NOTE: You can also highlight the line and press <F3>

Screenshot B9 FOIDOCH Requisition search

The key block page of Requisition Query (FPIREQN) will appear. That specific Requisition number will populate into the Requisition box.

3. Press Go

4. Navigate through the Requisition Query sections by clicking on Next Section (down arrow) or (Alt+PageDown), or Previous Section (up arrow) or (Alt+PageUp)

Screenshot B9 FPIREQN Previous and Next Section

Review Commodity/Accounting Information section

5. You can also direct yourself to a particular section by clicking on the TOOLS icon found on the top menu bar, and scrolling down to the OPTIONS area to select specific sections to view. In this example, we will select Commodity/Accounting Information.

Screenshot B9 FPIREQN TOOLS to Commodity and Accounting Info

This section will show you the assigned buyer as well as the PO number, if a PO number has been assigned – for the highlighted commodity item.

Screenshot B9 FPIREQN Commodity and Accounting

6. After reviewing the document, click on Close (X) at the top-left corner to return to the FOIDOCH page.

Searching information by Purchase Order

In the Document History, put the cursor on the Purchase Order line
Click on the RELATED icon found on the top menu bar and select Query Document [BY TYPE]

NOTE: You can also highlight the line and press <F3>

Screenshot B9 FOIDOCH Related to Query Document

The key block page of Purchase/Blanket/Change Order Query (FPIPURR) will appear. That specific PO number will populate into the Purchase Order box.

3. Press Go.

4. Navigate through the Query sections by clicking on the TOOLS icon found on the top menu bar, and scroll down to OPTIONS to select the sections. Or navigate through the sections by clicking on:

a. Next Section (down arrow) or <Alt+PageDown>

b. Previous Section (up arrow) or <Alt+PageUp>

Screenshot B9 FPIPURR TOOLS to Options area search

Header Text / Item Text (FOAPOXT)

Navigate to this area if you need to reference any instructions to the vendor.

5. Click on the RELATED icon found on the top menu bar, and select Header Text [FOAPOXT].

Screenshot B9 FPIPURR RELATED to Header Text

The key block page of Procurement Text Entry (FOAPOXT) will appear.

NOTE: You may receive a message that you are running with a query only role. The message may cover the Go button. Click on the number to the right of the TOOLS icon to remove the message:

Screenshot B9 FOAPOXT key block query message

6. Press Go.

The Header Text information will appear from most of the sections.

7. Click on Close (X) at the top-left corner to exit out of the FOAPOXT area to return to FPIPURR.

Screenshot B9 FOAPOXT Text Entry details

FYI: If you are in the Commodity/Accounting section in FPIPURR, click on the RELATED icon found on the top menu bar, and select Item Text [FOAPOXT].

Screenshot B9 FPIPURR RELATED to Item Text

The key block page of Procurement Text Entry (FOAPOXT) will appear.

NOTE: You may receive a message that you are running with a query only role. The message may cover the Go button. Click on the number to the right of the TOOLS icon to remove the message:

8. Press Go.

The Item Text information will appear. Scroll down the side bar to view more lines.

9. Click on Close (X) at the top-left corner to exit out of the FOAPOXT area to return to FPIPURR page.

Screenshot B9 FOAPOXT Procurement Text Entry

10. After reviewing the document, click on Close (X) at the top-left corner to return to the FOIDOCH page.

Searching information by Invoice

1. In the Document History, put the cursor on the Invoice line

2. Click on the RELATED icon found on the top menu bar and select Query Document [BY TYPE]

NOTE: You can also highlight the line and press <F3>

Screenshot B9 FOIDOCH Invoice RELATED to Query Document

The key block page of Invoice/Credit Memo Query (FAIINVE) will appear. That specific Invoice number will populate into the Document box.

3. Press Go.

4. Navigate through the Query sections by clicking on the TOOLS icon found on the top menu bar, and scroll down to OPTIONS to select the sections. Or navigate through the sections by clicking on:

a. Next Section (down arrow) or <Alt+PageDown>

b. Previous Section (up arrow) or <Alt+PageUp>

5. After reviewing the document, click on Close (X) at the top-left corner to exit and return to the FOIDOCH page.

Searching information by Check

In the Document History, put the cursor on the Check line
Click on the RELATED icon found on the top menu bar and select Query Document [BY TYPE]

NOTE: You can also highlight the line and press <F3>

Screenshot B9 FOIDOCH Check Disbursement to Query Document

The key block page of Check Payment History (FAICHKH) will appear. That specific Check number will populate into the Check Number box.

3. Bank: Enter the Bank code

Bank Code	Description
52	For Canadian check
57	For US check

4. Press Go or <Alt+PageDown>

Check information will display.

Common check numbers:

Check number begins with…	Description
#005____	Regular checks
#007____	USD currency checks
D___	Direct deposit
M___	Manual checks

5. After reviewing the document, click on the X on the top-left corner to return to the FOIDOCH page.

Screenshot B9 FAICHKH Check Payment History