This article explains how the Close Order integration works between Unimarket and Banner, how to validate successful processing, and how to troubleshoot orders that fail to close. Use this article when purchase orders are marked as closed in Unimarket, but remain open in Banner.

Overview

Unimarket sends a StatusUpdateRequest web service message to Banner whenever a purchase order is closed, either:

• Manually, in Unimarket
• Through the Auto Close Orders process

The integration updates Banner and releases associated encumbrances. Users should include a review of open encumbrances as part of their monthly financial close process to ensure the integration is functioning correctly.

Important: The integration can send both Close and Open order requests. Banner cannot automatically reopen orders. When a reopen request is received, an email notification is sent to the purchasing team to manually reopen the order in Banner.

Prerequisites

Before troubleshooting:

• Access to Unimarket order details
• Access to Banner reporting
• Ability to run an Open Encumbrance Report
• Access to Banner integration logs (typically provided by IT)
• Knowledge of fiscal year rollover status

Limits and Notes

• Banner cannot automatically reopen purchase orders.
• Reopen requests generate email notifications for manual action.
• General encumbrance purchase orders require manual closure.
• Monthly review of open encumbrances is recommended.
• Fiscal year roll processing must be completed before relying on close order automation after year-end.

How the Close Order Integration Works

When a purchase order is closed in Unimarket, the following process occurs:

Step 1: Request Logging

The web service request is written to the Banner interface logging table:

• FZREPRC

Step 2: Close Order Record Creation

The integration extracts the XML payload and creates a record in:

• FZEPCPO

This table stores all Close Order and Open Order requests received from Unimarket.

Step 3: Status Set to Pending

The record is inserted into FZEPCPO with:

• Status = P (Pending)

Step 4: Banner Close Processing

The integration calls procedures within:

• FZKEPRC_CPO

These procedures perform validation and submit the order for Banner posting.

Step 5: Posting Outcome

If Posting Succeeds:

• FZEPCPO status is updated to B (Sent to Banner)
• FZRCXML logging records are updated
• The purchase order should be closed in Banner

If Posting Fails:

For failures other than an already-closed PO:

• FZBEPRC logging is updated
• The integration does not attempt a reopen
• An email notification is sent to the purchasing email address configured in FTMSDAT

Validate a Successful Close Order

1. Locate the order in Unimarket.
2. Confirm the order shows as Closed.
3. Review the corresponding record in FZEPCPO.
4. Verify the status is B.
5. Check Banner to confirm the purchase order is closed.
6. Run an Open Encumbrance Report to ensure the encumbrance has been released.

Expected Result

The purchase order is closed in both systems and no longer appears as an open encumbrance.

Troubleshooting Close Order Failures

Issue 1: Only a Few Orders Failed

1. Verify Order Status
2. Confirm the purchase order is:
   • Complete
   • Approved in Banner
   • Not already closed

Orders that are incomplete or unapproved will fail validation.

3. Resend the Close Order
4. Ask the user to resend the close request from Unimarket.
5. Check for General Encumbrance Orders
   • General ledger encumbrance purchase orders cannot be closed through this integration.
   • These must be closed manually using:
     • FPAEOCD (for encumbrance closure)
     • Follow institutional Banner procedures

Issue 2: Many Orders Are Failing to Auto Close

1. Obtain Integration Logs
   • Request Banner IT support provide:
     • FISHRS.FZEPCPO logs
2. Run an Open Encumbrance Report
   • Have the finance or purchasing team run an Open Encumbrance Report for the affected period.
3. Perform Reconciliation
   • Compare:
     • Orders shown as closed in Unimarket
     • FZEPCPO records
     • Open Encumbrance Report results
4. Identify all orders that:
   • Are closed in Unimarket
   • Remain open in Banner
5. Evaluate Volume
   • Less Than 200 Orders: Resend the failed close requests from Unimarket.
   • More Than 200 Orders: Escalate to Project Management with
     • Reconciliation results
     • FZEPCPO logs
     • Affected date range
     • Customer impact details

Coordination with the customer's IT team may be required to update integration records.

Issue 3: Auto Close Orders Fail Consistently

1. Review the customer's Auto Close configuration.
   • Possible cause:
     • Banner backups
     • Maintenance windows
     • Database blackout periods

If Banner is unavailable when Auto Close runs, close requests may fail.

Issue 4: Fiscal Year Close Issues

This integration does not determine fiscal year automatically.

Symptoms

• Orders remain open in Banner
• Encumbrances are not released
• Large numbers of failures after year-end

Resolution

Verify:

1. Encumbrances have been rolled into the new fiscal year.
2. Fiscal year processing is complete.
3. Banner period requirements are met.

Failure to roll encumbrances can cause the integration to attempt closing an order in a different fiscal year than where the encumbrance exists.

Results

The integration is functioning correctly when:

• Orders close successfully in Banner.
• FZEPCPO records show status B.
• Open encumbrances are released.
• Monthly reconciliation shows no mismatch between Unimarket and Banner.