Reopen a Purchase Order in Banner

  • Updated

Use this procedure to manually reopen a purchase order in Banner after it has been reopened in Unimarket. In EasyConnect 4.5 and later, purchase orders reopened in Unimarket are not automatically reopened in Banner. Instead, an email notification is sent to the Purchasing team requesting manual intervention.

When a user reopens an order in Unimarket, Banner does not automatically reopen the corresponding purchase order.

A notification email is sent to the Purchasing team with a message similar to:

Request to re-open order {PO NUMBER}
User {USERNAME} has re-opened order {PO NUMBER}.

The Purchasing team must manually reopen the purchase order in Banner using the Encumbrance Open/Close (FPAEOCD) form.

 

Prerequisites

Before beginning:

  • You have access to Banner form FPAEOCD
  • You have received the reopen request email
  • You know the Banner purchase order number
  • The purchase order exists in Banner

 

Limits & Notes

  • Unimarket does not automatically reopen purchase orders in Banner.
  • Reopen requests generate email notifications only.
  • Purchasing staff must manually process the reopen request in Banner.
  • Individual line items or the entire document can be reopened.
  • Reopening a purchase order does not automatically restore encumbered funds.
  • If encumbrances are required, they must be re-established in FGIENCD according to institutional procedures.

 

Step 1: Open the Encumbrance Open/Close Form

  • Navigate to FPAEOCD (Encumbrance Open/Close)

 

Step 2: Enter the Purchase Order Number

  • In the Document Number field, enter the purchase order number provided in the reopen request.

 

Step 3: Select the Reopen Action

  • From the Action drop-down list, select the appropriate reopen option.

 

Step 4: Update the Transaction Date (Optional)

  • If required by your institution's business process, enter a new Document Transaction Date.
    • The selected transaction date will be used for processing.

 

Step 5: Choose Reopen Options

  • To reopen the entire document, select Reopen All Items
    • All eligible line items on the purchase order are selected automatically.
  • Alternatively, leave this option unchecked if only specific line items need to be reopened.

 

Step 6: Select the Items to Reopen

If reopening individual line items:

  • Open the Commodity Information section.
  • Select the checkbox next to each item that should be reopened.

Result: The selected items are marked for reopening.

 

Step 7: Review Accounting Information (if required)

If accounting updates are necessary:

  1. Select Change Accounting.
  2. Complete the Accounting Information section.

Result: Accounting information is updated during the reopen process.

 

Step 8: Complete the Reopen Process

  • Click Complete.

Result: Banner reopens the selected purchase order items.

 

Step 9: Re-encumber Funds (if required)

If funds need to be restored to the purchase order:

  1. Navigate to FGIENCD.
  2. Re-encumber the funds according to your institution's procedures.

Result: Budget encumbrances are re-established.

 

Results

The purchase order has been reopened in Banner and is available for additional purchasing activity.

To validate:

  • Verify the purchase order status in Banner.
  • Confirm the appropriate line items are open.
  • Verify encumbrance balances if funds were re-encumbered.