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The general encumbrance screen, which includes documents such as utility encumbrances and direct pays, differs somewhat from other procurement transactions in that each sequence of the transaction is on a separate screen. As such, when the approver enters the form, they will see an active check box near the bottom of the screen labeled “NSF Checking.”

This document does not note which sequence of the transaction caused the NSF flag. Therefore, it is important that the original data entry user noted which line of accounting caused the issue in order to navigate quickly to the sequence that requires the override.

Once on the appropriate sequence, click the box to the left of “NSF Override” in the lower left corner of the transaction detail. This will activate the override.

Click the arrow-down button on the bottom left of the screen and then click “Complete” to finalize the override.

Call numbers, purchase orders and requisitions all use the same commodity and accounting entry screen. Therefore, the process for overriding these transactions is the same.

Once the user enters accounting information for each item and sequence, the system will check for available budget and reserve that line’s dollar amount. Because of this, the transaction could have the same accounting on multiple items, with only the last item needing the override. When the user accesses the Balancing/Completion tab on the form, informational text will display on the top right of the screen. If one or more lines has insufficient budget, Banner will provide an alert with NSF information.

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If the user attempts to complete the transaction, they will receive a notice that displays all items and sequences as well as noting which of them is in NSF status by displaying the check in the appropriate box.

If the user selects the line(s) in NSF status and clicks “Select,” the form will take them directly to this accounting line in the commodity information. This is helpful for approvers if the transaction is complex (e.g., multiple items and/or sequences) yet has only one or a few lines that are in suspense.

With the document in suspense status and before closing, they should record the document number and items/sequences in suspense, then click on “In Process” to close out.

Note: It is very important to remember to close out of the document before requesting an override from an approver. When a second user enters the Balancing/Completion area of the document and another user has the document open, they will receive an error message. If this occurs, the error will clear if the first user closes out of the document. Otherwise, the approver can click “No” and leave the document in suspense until a later time. Banner will not save any changes they made to the document though.

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When the approver opens the document, they will need to navigate to the Commodity/Accounting block, choose the appropriate item and press CTRL+PGDN to access the accounting block. Once here, only the line that is in suspense will have an active check box next to “NSF Suspense” in that block. Any line with the suspense active will either need updated accounting or for the approver to check the “NSF override” box.

Remember: Every sequence of accounting that is in suspense requires this override.

Once the approver fully overrides the document, access the completion block and select “Complete.” Banner will display the confirmation text as with any document successfully entered without override.

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Congratulations! You are now equipped to override urgent procurement documents successfully. Remember to follow-up override actions with any needed adjustments to budget or budget controls.