Purchasing Document Inquiry Tips Manual
Contents
1. 39 Hmrec BF PP PBS PF A Be Pe PP Pe P I BEL I PT2 Hmenu Help EHelp Addr Desc 40 Screen 164 Voucher Inguiry By PO Number Screen 164 displays a list of vouchers by purchase document number F2321 Make selection to proceed to screen 168 164 Voucher Inguiry by Number LLST Loga m 1995 CC 02 Screen PO Npbres L 00006 Fiscal Year 1993 Voucher Lns Account Vendor Name sa A010 0 Ro BS Ic SOX Ro 1 144002 00000 XEROX CORP 56 50 1001 L706814 1323662 1 144002 02130 TAES 9 20 1068 Press BANTER CO visw more accounts me I P a SP 1 E O PEB gt Hmenu Help EHelp Left Right e By typing in a document number a list of vouchers will be provided e The Fiscal Year field allows you to select the fiscal year in which the voucher was posted e Placing an x in the S Select field beside the voucher and pressing lt ENTER gt will pass the voucher information to Screen 168 Voucher Total Inquiry where detailed information and a list of voucher line items is provided See Screen 168 section for more information e On 168 press PF9 to see the address of where the check was actually mailed 41 According to FAMIS Services Multi account vouchers can been seen using Screen 168 Each of the multiple accounts included on the voucher is displayed with one line of information The easiest way to access Screen 168 is by screen 161 through 165 B2. paid at the new address Thus the vendor would have two Vendor I D numbers in FAMIS the last digit would be the only difference in the numbers 47 Screen 101 Searching for a Vendor Many screens provide search capabilities for locating specific vendor information Uses would be to find a vendor number for the voucher payment process F0043 Mark Vendor with an X to select 101 Vendor Number Search AVIATION WEEK amp SPACE TECHNOLOGY 11 14 97 15 34 FY 1998 CC 02 Screen Vendor 1131026995R State N Vendor Chk Mail Cd PIN Vendor Name City ST 1131026995A 3130 1131026995 BUSINESS WEEK HIGHTSTOWN NJ 1131026995B 3002 1131026995 BYTE HIGHTSTOWN NJ 1131026995C 3287 1131026995 MCGRAW HILL INC HIGHTSTOWN NJ 1131026995D 3003 1131026995 STANDARD amp POOR S COMPUSTAT CHICAGO IL Ass 1131026995E 3001 1131026995 MCGRAW HILL CHICAGO IL More Entries Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Addr NxVn Vendor Number Search Processes e Follow steps for vendor search as discussed previously You may search by vendor number or name on Screen 101 e State Vendor I D s can be listed in state vendor number order by typing a value of Y Yes in the State field Note State Vendor I D s are the State Comptroller vendor I D s used by the FMS Department to send vouchers to the State of Texas for payment These I D s are not necessary for a departmental voucher 48 Screen 10
3. status creators should try to pair any credit memo s with a regular paying invoice regardless of whether or not the purchase order total is positive or negative As long as there is another paying invoice with a blank in the proc cd field on Screen 241 that is being processed with the credit memo the purchase order will not show up under a CL status when it is completed Instead it will be CO This may make it easier for you to track your documents using Screen 272 Example You would like to follow up on closed status code CL documents to find out why they have not completed status code CO e On Screen 272 type in the department subdepartment code and document status of CL All documents with the closed status will appear Follow up by placing the cursor next to the document that you want to see e Press the function keys for information on other statuses e Placing an x in the S Select field beside the document and pressing lt ENTER gt will pass the voucher information to Screen 278 Document Inquiry where detailed information and a list of line items is provided See Screen 278 section for more information In the screen print below there are two documents that have not completed processing Someone would need to follow up on these documents to see if a problem exists F0007 End of valid data reached 272 Documents By Status 11 13 97 11 42AM FY 1998 CC 02 Screen Dept FISC_ SubDept Status CL Route St
4. End of Shipments Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Invc Recv Accts Print Left Right 28 Receiving Inguiry for Items Received Using Screens 320 326 the Receiving Update Screens If the receiver used Screens 320 326 to enter receiving information you may use the PF6 Key on any Purchasing Document Inguiry screen or view any Receiving Inguiry screen to check the receiving status of a document By advancing to any one of the Purchasing Inguiry screens and pressing the PF6 key a pop up screen similar to the one below will appear to show receiving information The St status column indicates the receiving status of each receiving shipment F2321 Make selection to proceed to screen 279 278 Document Inguiry 10 13 97 10 39AM m 1905 CE O2 Screen Document P700177 Shipments for Document P700177 No Date by Ship Items Received St Doc Summary 3 09 09 1996 CO CHEMICALS CHEM 318 CHEM UNKNOWN 002 1 09 09 1996 CO CHEMICALS CHEM 318 CHEM UNKNOWN 003 1 09 20 1996 CO CHEMICALS CHEM 318 CHEM UNKNOWN End of Shipments eneer enio2 2 BP 2 en EHO BP EN en Beil seit 22 Hmenu Help EHelp TAVE Beer Deets Prine Left Right 29 Invoicing Matching and PIPS Receiving Invoice Entry Entry by Dept Matoh or Purchasing Services YES FAMIS initiates nauman Invoicing and Matc
5. document has been deleted a for return approval copy of the document was sent The person the FRA will receive it back for their approval before it goes to approvers a for your approval copy of the document was sent a for your information copy of the document was sent Recalled the creator recalled the document Rejected an approver or signer rejected the document to the creator Rerouted the creator recalled the document and rerouted it Signed shows who actually signed the document 25 Receiving What is receiving Naturally we would not want to pay for something that we did not receive or for items that are in bad condition Departmental receiving is a function performed by a specified person in the department usually called a receiver According to FAMIS Services the receiver enters pertinent receiving information for example the date which goods and services were received the location at which they were received etc on special receiving screens in FAMIS For each line item of the purchase document for which goods and services are received the receiver creates a receiving record in FAMIS to indicate the quantity and quality of the goods accepted or rejected and the quantities that are late or backordered Receiving is not part of the Routing and Approval Structure Receiving is not part of routing and approvals Remember routing and approval includes creators approvers and signers FAMIS wil
6. documents There may be other screens that are not listed here which you may find useful Invoicing PF5 Key on 270 287 Purchasing Doc Ing 350 Invoice Ing by PO Document 351 Invoice Inguiry by Vendor 358 Invoice Document Inguiry 359 Invoice Item Summary Receiving PF6 Key on 270 287 Purchasing Doc Ing 330 Receiving Doc Ing By Document 331 Receiving Doc Ing By Department 332 Receiving Doc Ing By Status Dept 338 Receiving Shipment Summary 339 Receiving Shipment Line Item Summ Routing Status 914 Document Routing History 271 Documents Closed but Not Routed 272 Documents by Status 278 PO Document Inguiry Matching Status PF5 Key on 270 287 Purchasing Doc Ing 350 Invoice Ing by PO Document 351 Invoice Inguiry by Vendor 358 Invoice Document Inguiry 359 Invoice Item Summary 271 272 278 279 280 281 282 284 285 286 287 288 910 914 350 351 358 359 162 163 164 168 Overall Purchasing Document Status Place cursor next to desired document and press desired function keys PF for more information Documents Closed but Not Routed Documents by Status PO Document Inquiry PO Line Item Inquiry Purchasing Document Browse PO Doc Ing By Dept Sdept PO Doc Ing By Account Number PO Doc Ing By User Ref PO Doc Ing By Vendor PO Doc Ing By State Reg Number PO Doc Ing By State Order Number PO Document Summary PIPs Purchasing Invoice Problems Document In Box if y
7. for each status e Overall Document Status Completed CO Note If the Overall Document Status is CL closed then this could mean that funds are currently encumbered on a document even if you do not plan to purchase anything from it You will need to follow up on your documents to make sure that you release any encumbrances for documents that you decide not to use for some reason Routing Completed CO Receiving Completed CO for each shipment Invoicing Completed CO for each invoice Matching Match Successful MS Voucher Reconciled RECN e For any status that has not obtained its goal proceed to the appropriate inquiry screen for further research of the problem e Overall Document Status Screens 271 272 278 87 Routing Screen 914 to inquire on whose electronic desk the document it sitting Receiving Screen 330 to inquire on each receiving shipment Invoicing Screen 350 to inquire on each individual invoice processed by FMS analysts Matching Screen 350 to inquire if FAMIS matched the department s entry to FMS invoicing e Voucher Screen 164 to inquire on the status of the check if FAMIS has issued one See Figure 2 for a diagram of the process 10 Figure 2 Functions Goals and Screens The following diagram illustrates each status the status goal and which screen to proceed to if the goal has not been achieved to research the problem Screen 278 will show each function s status You will have to pre
8. intentionally left blank 18 This page intentionally left blank 19 USING SCREEN 278 DOCUMENT INOUIRY TO RESEARCH DOCUMENT STATUS In researching a document if you know the document number it is best to begin by examining Screen 278 All document statuses may be viewed on this screen You will have to press the function keys for invoicing and receiving shipment status Voucher status can be viewed in the invoice pop up screen using PFS Doc Summary brief summary of purchase Doc FY document fiscal year Doc Amt total of line items created for the document Vendor the vendor to be paid Status purchasing document status See the status code reference guide for status descriptions Amt Inv amt invoiced by Fiscal accounts payable Proceed to invoice inguiry update screens for invoice information inguiry 350 351 358 359 A P update 340 342 344 345 346 Reimburse ID SSN to reimburse employees for goods purchased Route St routing status See the status code reference guide See 914 to see who has the doc Amt Vchr amt vouchered Proceed to A P inguiry screens 164 168 169 User Ref your account amp departmental reference ex 270140 0001 Oth A P Srce If Y indicates a liquidation of encumbrances through screens other than purchasing If a travel encumbrance proceed to screen 26 to see if there is an amount in the current column If there is research the problem
9. may be necessary before payment of the invoice occurs for example no receiving has occurred the account is overbudget the signer has not signed the document etc No action is reguired from the creator on the PIP document itself but some type of action may be reguired elsewhere After he she reads the FYI PIP he she may delete it from the in box FYA For Your Approval PIPs FMS creates FYA PIPs when a problem arises with a document that must be corrected for example the account number is incorrect the signer needs to approve more funds for the purchase etc When a creator receives an FYA PIP he she should follow these steps Creator reads PIP Creators SHOULD NOT recall the original document Creators should place notes on the FYA PIP as to what action FMS is to take Creator routes PIP through the department s routing path Signer signs PIP and the PIP routes to the accounts payable auditor who created it Accounts payable auditor receives PIP and corrects the original document Points to Remember About FYA PIPs FYA PIPs route to all individuals placed on the creator desk e Ifyou are a creator and the Office Manager does not place you on the creator desk then you will not get any FYA PIPs FYA PIPs must route through the department s routing path Screens Used for Invoicing and Matching Status M34 Purchasing Invoice Menu Invoice Inguiry a I myolee Update gt Inveice Doc Ing by PO Dee Nbr 340 In
10. 01 Vendor Name Search 103 Vendor Add Modify Steps to search for a vendor from any screen with a vendor field are as follows e Advance to either Screen 101 102 103 or 162 Type the vendor information in the vendor field and press lt ENTER gt You may search by vendor number or vendor name last name first You may also use a partial vendor number or name Placing an asterisk or the first four or five characters of the vendor name in the vendor field will bring up the entire vendor file list in alphabetical order Once the vendors appear press the PF9 key will access a pop up window displaying all the vendor addresses Placing an x beside the desired vendor address and pressing lt ENTER gt will take the indicated vendor identification number and place it on the action line If the system locates more than one vendor it will provide a pop up Window listing all vendors that match the search key On the pop up Window you may press the PF10 Remit Key to see a partial remit to address of the vendor The remit to address is the address that FAMIS would print on a check to mail to the vendor Placing an x beside the desired vendor address and pressing lt ENTER gt will take the indicated Vendor I D number and place it on the action line EXAMPLE Find the Vendor I D number for Walmart LOA Vendor Number Search 1 1497 14253 F0043 Mark Vendor KOA to select Screen ___ Search WALMART O Type N N V Include Frz Del
11. 044 500033 00000 EIMBURSEMENT FOR BUS 149 60 1710 97 1 Hier Pn PZ P 3 BP BW5 PG PP BG BN G PRI PE SH Hmenu Help Bkwd Frwd Addr Left Right 38 Press the PF11 Key to scroll to the right to see the check date and check number Press PF10 to scroll back to the left Screams lt Vendor 000000000000 Voucher Pisce Wies 1998 Adie maelbuecs Oimlsys Nec s Dept Ref Se Lt Pots Vch Tige Dept Check Check S Voucher Lns Account Description Ref Nbr Net Amount 1339044 1 500033 00000 REIMBURSEMENT 0022 689284 11 11 97 149 60 see nmel Or weucaer dist Tor Venco 25 Rmreec BT1 PBP2 PP9 BPP Ps PP PP Pe eis l PETIT EHD Hmenu Help EHelp Bkwd Frwd Addr Left Right Next find out where the check was mailed e Place an x in the S Select field beside the voucher e Press lt ENTER gt to pass the voucher information to Screen 168 Voucher Total Inquiry e Once on Screen 168 you may view address information by pressing the PF9 Key See Screen 168 section for more information F2321 Make selection to proceed to screen 169 168 Voucher Total Inquiry WYLIO 15357 me AO Ce 02 Screen Voucher 1339044 Fiscal Year 1998 Status PAID Mickey Mouse OFFICE OF THE PRESIDENT Established 06 15 1994 Disc Retn 18 805 RUDDER TOWER Last Active 11 10 1997 Limit Com CAMPUS MS 124 TX YTD Paid 44 754 17 Type EM Hold N
12. 3 Vendor Add Modify Why use this screen Use this screen to see the address of where a check was mailed for a specific Vendor I D number Screen 103 is where the FMS Department enters vendor I D numbers and addresses Departmental users may view this screen The addresses shown on Screen 103 are the actual addresses that FAMIS prints on the check 103 Vendor Add Modify 11 17 97 09 46 TEXAS UNIVERSITY FY 1998 CC 02 Screen _ Vendor 37117117111 Name TEXAS A amp M UNIVERSITY STL VOL ELD 8 ZAL Purchasing Bnd ES Accounts Payable Remit To Address Address DRAWER c UNIVERSITY PRESS Cala City COLLEGE STATION State TX Zip Country Zip 77843 4354 Country Phone Bxk Phone Ext FAX Contact Contact Vendor Type Ownership cd _ UDO GAM WOM Panzer Hold N Disadv Ethnic Orally Gender Breeze N Bus size _ TAMUS Employee _ Che thames 0 Retain Mths 18 Deleices N Established 06 26 1990 By Modified 07 11 1996 By K702EA Bket EM BP E BP E05 BPO BBE P BP DEP Hmenu Help EHelp Stats Order NxVn 49 Vendor Search Processes Follow the steps for vendor search previously discussed 50 Setting Up A Vendor Number Don t worry Remember the FMS Department will set the vendor number up in FAMIS provided that you supply the information Below are options that you may use to request that the FMS Department set up a vendor number Th
13. Inv Forced Y indicates a forced invoice Doc Date date on header screen 220 235 240 USAS Doc Type document type for state account purchases Class type of document L R M B L Buyer if a P or R buyer at Purchasing Services Category used with master orders amp bids Contact if a P or R contact Purchasing Services LP Received Y amp date will appear if received on 235 or 240 If you used receiving screens 32 press PF6 for receiving information Nbr Invoices Number of invoices processed 20 Screen 278 Field and PF Key Descriptions PFS Inve Invoicing Pop Up Screen If invoicing information appears proceed to the invoice inquiry or update screens for more information If no invoice information appears then FMS may not have received the invoice Inquiry 350 351 358 359 Accounts payable update 340 342 344 345 346 For cancelled invoices you may view the cancellation reason on 346 using PF8 CnclR or sometimes on 358 PF9 notes Hint To release an encumbrance for a cancelled invoice make sure that ALL invoices needing to be paid on the document have posted If no further activity may occur on the document proceed to 238 or 243 and complete the PO If no invoices will be paid on the PO you may go to 243 and delete the document PF6 Recv Receiving Pop Up Screen If receiving information appears using PF6 proceed to the receiving inquiry or update scree
14. Ne 7 Purchasing Document Status u a Be ben 8 Helpful Screens for Status Guiry 22 ee ae 13 Using the Purchasing Document Inquiry Screens seseseesseesseeesseeessresserseeessee 14 Stat s Code Reference nude eier 13 Using Screen 278 Document Inquiry To Research Document Status 19 Screen 278 Field and PF Key Descriptions cceecceseseceesseceeeseceeseceseeeeenaeeeenes 20 Screen 272 Documents by Status anna han sl 21 Routing and Approval nase 23 Screen 914 Document Routing History 0 cee eeeececseceeeeeececeeeeeceeeeeeseeeeneeeenas 24 RC CIN O ons ces ass ao ect acu a O 00 o ONE era 25 Invoicing Matching and PIPS u essen 28 Accounts Payable Voucher mquiry a 32 Screen 162 Voucher Inquiry by Vendor uu00ssssesssssesssnnsnnnensneenn nennen 33 Screen 164 Voucher Inquiry by PO Number eee 35 Screen 168 Voucher Total Inquiry ceecceesececencecsecceceeccecseececeeeessaeeesteeeesaes 36 Vendor ID Number 22 222222 u u 37 Vendor ID Search and Select 3 ccs ara ebene 38 Screen 101 Searching Tor a Vendor En RR ad od ended 40 Screen 103 Vendor Add Modify u e kan naan 41 Setting Up a Vendor Number sun ood ai 42 References ee a De ee Silent 43 This page intentionally left blank How To Get Help ee c 2 USING THE PF2 PROGRAM FUNCTION KEY N AN You may use the PF2 key in ANY field even if the field is protected a place where you
15. TEXAS A amp M UNIVERSITY FINANCIAL MANAGEMENT SERVICES ON LINE PURCHASING DOCUMENT INQUIRY TIPS March 2000 Version 2 0 2000 Texas A amp M University All Rights Reserved This is unpublished information which contains trade secrets and other confidential information that is subject to a confidentiality agreement The unauthorized possession use reproduction distribution display or disclosure of this material or the information contained herein is prohibited INTRODUCTION This manual was developed for inguiring on purchasing documents that were entered on line into FAMIS This manual is a guide to inguiring upon purchasing and accounts payable information It is not a composite of all inguiry screens and screen functionality The reader must reference other manuals for additional information While developing this manual the writer utilized personal experience with using FAMIS tips from numerous FAMIS Services manuals and tips from experienced FAMIS users A special thanks is offered to those who provided their expertise in the development of this manual All information used from FAMIS Services manuals was used by permission Texas A amp M University Financial Management Services 6000 TAMUS College Station TX 77843 6000 This page intentionally left blank Table of Contents PART I TTPO OUCH ghna ocni dyk Sten anal aces Ko ooo ako o zdo s ooo o ooo 3 Table of Contents 2 ee aa u 5 How to Get Help ee
16. Vendors Vendor Name Address Line WALMART HIGHWAY 148 BORM EL TX WALMART 7080 HWY 6 NORTH HOUSTON TX _ WALMART 1150 1815 BROTHERS STREET COLLEGE SLATI EX _ WALMART STORE 01 0322 2200 BRIARCREST DR BRYAN TX End of List 4 Campus 02 Vendor s Found Exit PF9 Bid PF10 Remit PF11 Order PF12 Main Please notice that the vendor name typed in the search field was WALMART Only four Walmart vendors appeared Keep in mind that Walmart may be spelt in numerous ways in the vendor file for example Walmart Wal Mart Wal Mart etc You may have to search a little 45 to find the desired vendor The four stores listed are obviously not the only Walmart stores in TAMU s vendor file A suggestion would be to find out Walmart s Vendor I D number by using one of the vendor screens Then do a search by Vendor I D instead of by name but leave off the last digit of the Vendor I D number when doing the search 46 Tips for Vendor Inguiry ALWAYS look up the remit to address The FAMIS vendor file includes all vendors that have been paid by TAMU If only one vendor exists under the name that your are searching never assume that the address is correct If you assume your check may get mailed to the wrong place Some vendors may have multiple address codes This would occur for example if a vendor resided at one address when a check was issued but has changed addresses and has since been
17. al 359 PF6 Key Approval creator With FYA PIPs never re open the L E or P document and fix it 910 yourself FYA PIPs require that one of the department s creators take some action on the PIP document itself The creator must correct the PIP approve it and route it back to FMS The PIP will travel through routing and approvals back to FMS and they will fix the original L E or P document Matching Status Description Meaning 270 287 PF5 Key MS Match Successful On an E L or P number this means that the information entered by either the 350 document s creator receiver and the FMS invoicer matched without any 351 problems 358 NR No Receiving Either the department did not receive the items in FAMIS there is a problem with 359 the receiving document or the department has not closed the receiving document MF Match Forced The match between the department FMS receiving information and possibly Purchasing Services was forced by FMS for some reason 16 Overall Doc Status Status Description Meaning L Limited Purchse E Exempt Purchase R Reguisition P Purchase Order M Master Order B Bid 271 286 IP In process For Ls Es amp Rs the dept creator is currently modifying the document For Ps Purchasing 272 287 Services is modifying the document 278 288 CL Closed For Ls Es amp Rs the dept creator has closed the document For Ps Purchasing Services closed 279 it Cl
18. asing document inguiry screens do the following Advance to one of the screens input the reguired information in the action line and press lt ENTER gt Place the cursor next to the desired document To use the PF keys for more information do not place an x in the S Select column Instead press the desired PF key to access desired information Once you find a potential problem for example a status that has not achieved its goal advance to the appropriate screen to research the problem Placing an x S Select field will pass the information to Screen 278 Document Inguiry where you can view all document status codes See Screen 278 section for more information Browse Browse Browse Browse Browse Browse Browse Summary The PF keys are available on the following screens 271 272 280 287 The PF keys will display the following information PF5 PF6 PF7 PF8 PFI PF1 Audit History 0 1 Invoicing and Matching Information Receiving Information Accounts used for the purchase Document Header Document Items 14 PF12 Document Tracking 15 Each status goal is in bold STATUS CODE REFERENCE GUIDE Updated February 2000 If the goal is not met utilize the screens listed to research the problem Routing Status Description Meaning 914 NR or Blank Not Routed No routing exists 271 RJ Rejected The ap
19. atus SCN Buy Vendor Name St Rt User Ref Date S Dept _ P P701414 RSG GARSITE INC CL 300020057 11 12 96 89 075 00 _ P P701415 RSG BOSSERMAN A CL 300020061 11 12 96 48 170 00 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Inve Recv Audit Accts Headr Items Track 23 Routing and Approval P hi A Creator _ Approver Signer Desk Desk Desk What is routing and approval Routing and approval in FAMIS allows departments to purchase documents on line Using special screens a person called an Office Manager Delegate creates an electronic path telling documents created for a certain department where to go The Office Manager places people on electronic desks If a document is sent to someone in the path when he she logs onto FAMIS he she will have a document in his her in box in which to take action The desks involved in routing and approval process are called the creator desk the approver desk and the signer desk e People on the creator desk assign document numbers They electronically route the documents which will travel through a defined path to the approver desk and or signer desk People on the approver desk review documents before they go to the signer desk e People on the signer desk have signature authority to sign documents It is a good idea to periodically check your documents using the inquiry screens to make sure it is not sitting on someone s des
20. cannot type Some fields do not have a definition so you may get a message saying No Extended field description found for this field If you press enter you will still get the dictionary if one is available Here is how to do it 1 Place the cursor on any field where you need help You may need to use the arrow keys on your keyboard to move the cursor to the desired field 2 Press the PF2 key for a definition 3 Then Press lt ENTER gt to view the dictionary help for the field Find out what the F means for year end process 1 Position the cursor on the F 006 SL 6 Digit Account FSA 10 03 97 FY 1998 Screen Account 120007 FISCAL DEPARTMENT Year End Process F 2 Press the PF2 for a definition Definition of Year End Process Flag to indicate what action to take with balance at year end 3 Press lt ENTER gt for the dictionary Field FG FS YY END PROC File IAFRS GENERAL DECT TORNADO HOT Fiscal Year Project Year Encumbrance Only SL s Transfer BBA SL s Only BBA to Different account USING THE FOR HELP You may type a only in fields where you may enter data Using the gives a dictionary of values but does not provide a definition USING FOR HELP You may try typing an in fields where you may enter data This usually pulls up a table of values but it is not a consistent help function Purchasing Document Status To pay a bill an electronic purchasing document i
21. ct number This does not realease an encumbrance See Screen 346 PF8 for cancellation reason CL Closed but not FMS has closed the invoice document which means it is okay to pay the invoice posted If FMS closes the invoice document and no problems exist then the invoice status will change to CO the next day Note If a problem exists with the document then FMS may send a purchasing invoice problem PIP to the creator See PIP status co Completed On local funds the invoice status changes to CO the day FAMIS prints the check locally For state funds this means that FMS has electronically transmitted the document to the Uniform Statewide Accounting System in Austin Texas The Comptroller s office issues warrants checks for payments made on state funds RE Re opened FMS has reopened the invoice document for some reason for example to change an object code or to add more description PIPs Purchasing Status Description Meaning Invoice Problems 350 Insert l select FYI For Your FMS sends FYI PIPs to the original creator if for example the department has doc by placing an x Information not completed receiving or the document has not completed routing The creator and hitting enter to should not take action on the PIP itself but must handle the problem Other proceed to 358 Use creators may access another s FYI PIPs by using Screen 911 the PF6 Key on 358 FYA For Your FMS sends FYA PIPs to everyone on the creator desk not just the origin
22. cuments are paying promptly use Screen 272 to research them Use this screen with the Status Code Reference Guide How can screen 272 help you Note If you would like to pull up documents for fiscal year 1998 only type L800000 in the doc field to begin the list with all FY 1998 documents When using Screen 272 you need to follow up on two overall purchasing document status types IP In Process and CL Closed Both of these status codes could represent problems in processing The goal is to have the overall document status of CO Completed The Overall Purchasing Document IP Status The IP means that the document is in process It could mean that a creator created a document header did not close the document to encumber funds using Screen 243 or send the document into routing It could also mean that the creator closed the document sent it into routing then recalled and reopened for some reason but did not re close it If you do not plan on using the document to pay the bill then delete it using Screen 243 The Overall Purchasing Document CL Status e Documents remain in the CL status for numerous reasons so research on these is very necessary CL is the status just before CO the goal You will need to research every document status to help identify why the document is not completing Below are some reasons why a document would stay in the CL status e Invoicing has not been completed Note If a department creator enters an i
23. e L document H document E document must go through a process Once the department decides to buy something then the departmental creator enters the purchasing information onto the appropriate FAMIS screens Purchasing information includes things such as the item description cost and guantity When the creator goes to the right screen to create the document FAMIS will assign a document number i e L900006 The document number will always be associated with the document After the creator inputs the purchasing information then she closes the document which encumbers the funds and routes it electronically to the department s signer for approval called routing Thus at this point money is set aside from the budget for this purchase and the document is awaiting the signer s electronic signature At the time the document creator enters the purchasing information the department may or may not have received the goods If they have received the goods then the creator enters can enter the receipt date onto the creator screens If not then she must receive them as they come in onto the receiving screens Receiving the items in FAMIS is called receiving You see FAMIS will not pay for items in which a department has not received In addition if the item needs to be inventoried then FAMIS will make the creator input the inventory information also called preliminary fixed assets before it will allow her to close receiving Next o
24. ent Inquiry the LP Received flag will be Y with a date received 2 No receiving information will be available on any of the Purchasing Document Inquiry screens using the PF6 Rec key or on the Receiving Inguiry Screens 320 326 See below F2321 Make selection to proceed to screen 279 278 Document Inguiry 10 10 97 4 00PM 1998 CE 02 Screen Document L700006 Doc Summary BRODART CLASSIFICATION TAPE REFERENCE REORDER Vendor 12322487582 BRODART COMPANY Reimburse ID Doc PBX 1997 Doc Amt 82 52 User Ref 214530 93000 Presse C0 Amt Inv 82 52 Doc Date 08 27 1996 Route St CO Amt Vchr 82 52 Class L Gra ANE Grea w Inv Forced Calegqory EP DO CE LP Received Y 10 07 1996 Nbr Invoices 1 Contacte S Line Ober Description Unit Price 82 5200 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Invc Recv Acers Erne Tent Right Below is the pop up screen shown by pressing the PF6 key on Screen 278 for more receiving information No information exists since the creator received the items using Screen 240 If the receiving screens Screens 320 326 would have been used then information would appear using the PF6 key F2321 Make selection to proceed to screen 279 278 Document Inguiry 10 22 97 10 49AM FY 1998 CC 02 Screen Document L700006 k Shipments for Document L700006 No Date Ship Items Received St Doc Summary Dept Carrier 27
25. g Before FAMIS will print a check for the vendor the signer must have signed the document the department must have received the goods and FMS must have processed the invoice FAMIS matches department entry department receiving and FMS invoicing You may view the matching status If everything matches then the payment will enter the voucher cycle After matching occurs the payment will enter the voucher cycle and you may inquire on the voucher status Voucher Once matched the payment enters the voucher cycle and FAMIS prints a check to mail to the vendor You can then view the voucher status to find the status of the actual check When researching a document it is important to inquire each function in the process i e routing receiving invoicing matching vouchering and overall purchasing document status to make sure that each one reaches its end result or goal Any function that has not reached its goal may need further research to identify a problem One way to research the status of a document is described below e If you know the purchasing document number proceed to Screen 278 e On Screen 278 type in the document number and press lt enter gt e Research each function s status Each function status has a set of status codes See the Status Code Reference Guide on pages 15 16 for the codes and their meanings Each status has an end result or a goal The following are the goals
26. hing Invoicing is an on line function performed by the FMS financial analysts e Either the vendor or departmental personnel will forward all invoices to be paid along with the document number associated with the invoice to FMS e Accounts payable auditors enter information directly off of the invoice onto special invoicing screens e Since all entering receiving and invoicing information is associated with a common document number FAMIS will electronically match departmental and or Purchasing Services entering information departmental receiving information and accounts payable invoicing information e If everything matches FAMIS will initiate a payment to the vendor e If there is a problem the accounts payable auditors will create a Purchasing Invoice Problem PIP and send it to the creator of the original document A Little More About PIPs PIP stands for Purchasing Invoice Problem They are actually T numbers departments create L numbers etc created by FMS financial analysts and electronically sent to the department when a problem arises with a purchase document Depending on the problem the creator may or may not be required to take action on the PIP document There are two types of PIPs FYI For Your Information and FYA For Your Approval 30 FYI For Your Information PIPs FMS analysts send FYI PIPs to the original creator of the purchasing document They create FYIs to notify the creator that some action
27. ing Services has printed the document TR Transferred For Rs Ms or Bs Purchasing Services has transferred the document for example from a requisition to a bid or a purchase order When purchasing closes the new document FAMIS will adjust the encumbrance under the new document number Voucher Status Status Description Meaning for State Funds Meaning for Local Funds 162 PEND Pending No accounting has been posted No accounting has been posted 163 OUT Out FMS has entered the voucher but the voucher has The voucher has been entered by FMS 164 not entered the state voucher cycle The voucher but has not entered the local check cycle 168 should post to FAMIS and the status should The voucher should post to FAMIS and 169 change to CYCL the next day If not then there is status should change to CYCL the next something keeping it from paying day unless there is a problem CYCL Cycle The voucher is in the state voucher cycle and is The voucher is in the check cycle A posted to FAMIS FMS electronically sent the check was printed overnight and is being document to Austin Texas on this day A mailed today to the vendor check warrant will print the next day The state will mail the warrant to the FMS who will then mail the warrant to the vendor PAID Paid The state comptroller s office probably mailed the The check has been printed FMS check to FMS on the next working day after the mailed the check on the check date listed check date listed
28. is applies to TAMUS campus parts 02 03 and 20 OPTION 1 e Advance to this web site http ap tamu edu e Complete the available form on line e Click on send OPTION 2 e Advance to this web site http ap tamu edu e Download the Vendor ID Form into a Microsoft Excel Worksheet e Complete the form and mail it to Texas A amp M University Vendor I D Office Financial Management Services Department 6000 TAMUS College Station Texas 77843 6000 OPTION 3 Fax the vendor information sheet to Financial Management Services Accounts Payable OPTION 4 Don t do it this way e Justcall itin Sorry Taking vendor I D information over the phone is discouraged simply because it is sometimes hard to understand the caller If a vendor number is heard incorrectly this could cause numerous problems Thanks for your cooperation WE AIM TO SERVE YOU 2 2 KR 51 References Approver s Manual Version 2 0 March 1995 http sago tamu edu famis newweb mframe htm Enterer s User s Manual Version 2 1 April 1996 http sago tamu edu famis newweb mframe htm FAMIS Inquiry I Class March 1995 Receiver s User s Manual Version 1 1 March 1995 http sago tamu edu famis newweb mframe htm 52
29. k for an extended period of time Helpful Screens to Check the Routing History and Routing Status ument Routing History uments Closed but Not Routed uments by Status Document Inquiry 24 Screen 914 Document Routing History Use Screen 914 to check the routing history of a document or to see where a document resides in the routing and approval process Screen 914 lists everyone who has seen the document including the action taken by the person Deleted on screen 914 does not mean that the document has been deleted It means that the creator has deleted the notification that the signer signed the document from his her in box To pull up a document you must enter a 12 character document number for example PLP02L000006 The 12 character number is the Form Type Campus Code Document Number Document Types are as follows PLP Limited Purchase PEP Exempt Purchase PRO Requisition PPO Purchase Order PIP Purchase Invoice Problem 914 Document Routing History Screen Document PLP02L803599 Description 1 The following people have seen this 2 Created Mouse Minnie 3 Approved Barney Rubble 4 Signed Princess Leia 5 Deleted Minnie Mouse Descriptions of Actions Taken on Screen 914 Approved shows who reviewed the document before it was sent to the signer Created shows who created the original document Deleted the creator deleted the document from his her in box This does not mean that the
30. l not pay for purchase documents that are not signed Receiving is a separate function that verifies the quantity and quality of the shipment The receiver enters receiving information verifying the goods received FAMIS will not pay for items not received Screens Used for Inquiring Upon Receiving Shipments M32 Purchasing Receiving Menu 10 13 97 10 02 FY 1998 CC 02 Screen Receiving Inquiry Receiving Documents by Document Number Receiving Documents by Ship to Department Receiving Documents by Status Department Receiving Documents with No Items by Status Department Receiving Document Summary Receiving Document Line Item Receiving Inguiry Where to inguire on receiving information depends on where the receiving information was entered Receiving information may be entered on either creator screens 235 and 240 or on receiving screens 321 326 It depends upon the type of purchase and whether or not the items were received at the time the creator issued a document number 26 Receiving Inguiry for Items Received Using either Screen 235 or Screen 240 If the department has received all items at the time the creator issues the document number for Exempt or Limited Purchases the creator may use either Screen 235 or Screen 240 All Items Received and Date Received fields to indicate when all items were received When the creator receives the items using either Screen 235 or Screen 240 then 1 On Screen 278 Docum
31. line item from Screen 358 FAMIS will automatically take you to Screen 359 Screen 359 includes the same information as Screen 358 but includes more line item detail Inquiring on Invoicing Matching Status and PIPs Use Screens 270 287 PF5 350 351 358 and 359 to check both the invoicing and matching status Use Screens 910 350 351 358 and 359 for PIP status and information Screens 270 287 PF5 Pop Up Screen Below is the pop up screen that will appear by using the PF5 Inve Key on any of the Purchasing Inquiry Screens 270 287 The St column refers to invoice status The M St column refers to matching status In the following example the invoice has been completed status CO and FAMIS has matched successfully entering receiving and invoicing This invoice is on its way to being paid See the status code descriptions mentioned above for more details 278 Document Inguiry Screen Document L700006 Invoices for Document 147 20 01010 es No M Ver Invoice No Items Date St St Ey Voucher Post Amount 648005 1 10 01 1996 CO MS 1997 1024815 5 34 mese P Sar dal FEP EEIZ Hmenu Help EHelp Inve Recv Accts erem GEE ke Boos 35 Accounts Payable Voucher Inquiry If a match occurs between entering receiving and invoicing FAMIS will assign a voucher number to the purchase document Once FAMIS assigns a voucher number you may view the voucher status using the Accounts Payable Vo
32. n the example below CO means that the invoice has been completed e Matched St refers to the matching status In the following example MS means match successful e Strefers to voucher status In the example below RECN means the voucher has been reconciled 358 Invoice Document Inquiry 1998 CC 02 Sereen Doc L700006 Inv 648005 Vendor 12322487582 BRODART COMPANY Amount 82 52 Status CO 11 06 1996 tay Dies 10 01 1996 Matched St MS Match Successful iny isonel IDie 2 Routing St Terms Voucher 1024815 ye 1997 St RECN Orig Inv Descees M PO lane nmels IP Encl alts DOCS EEE Last Mod By E Date 11 06 1996 32 ESPN PB BT 3a Pip 4l Pin P Pi 1 LO P 7 lil nman Hmenu Help EHelp PIP Audit Notes 33 Below is the pop up screen that will appear on this document if you press the PF6 PIP Key for PIP information The pop up screen shows the following Description of the problem Original document number L700006 Invoice problem document number 1700989 View Screen 914 to see the routing history of each document F6501 Update not allowed because 1700989 is Completed Doc L700006 Invoice Problem I700989 Inv 648005 Created By LOVELL TERRY on 11 07 1996 0 more PIPs Code Translation This invoice will not post to the account because insufficient budget balance available If you would like detail concerning a specific line item on an invoice you may select the
33. nce the department receives the invoice from the vendor they must send the original invoice to Financial Management Services It is very important that the creator include the document number that FAMIS assigned onto the invoice This will guarantee that the FMS financial analysts will know which document in which to apply the invoice At FMS accounts payable analysts will enter the information from the invoice into FAMIS using the invoice entry screens This process is called invoicing They will also audit the purchase to insure that it follows all of the rules and regulations set by Texas A amp M University and the state of Texas After FMS analysts enter the invoice into FAMIS then FAMIS begins to match what the department s creator entered and received with what the FMS analysts entered from the invoice FAMIS even checks to see if the department s signer signed the document If everything matches then FAMIS will allow the payment to enter the voucher cycle where it will process a check for the vendor If something does not match then the analyst will create a Purchasing Invoice Problem also known as a PIP describing the problem and send it to the document s creator to handle Throughout the entire process the document is gaining a status for each function in the process for example routing receiving invoicing matching and vouchering Each one of these statuses has an end result to ensure proper completion of each functi
34. ncorrect invoice number using Screen 341 then if he she does not contact FMS to cancel it then the overall document will not complete because of the invoice in process even if the bill has been paid To cancel an invoice contact FMS accounts payable e Only a portion of the invoice has been paid You need to check Screen 21 to inquire on any open encumbrances for the document If you find an open encumbrance then research it to find out why it did not pay Receiving has not been completed e Routing has not been completed FMS canceled an invoice If FMS cancels an invoice for some reason then you may need to delete the document to release the encumbrance FMS cancels invoices not documents Credits appearing on 272 On Screen 272 when you use the Status CL for document status you may see some documents showing a negative amount These are purchase orders in which a credit memo is the only entry and nothing was actually purchased Credits entered with no other entries will remain in the CL closed status and never change to CO complete When a creator enters a credit memo with no other entries and uses a V or R in the proc cd field on Screen 241 the credit memo will continue to appear with a CL status on Screen 272 even after FMS has completed the document This does not create a problem and you will receive your credit but the document status will not change to CO 22 To avoid having credits remain in the CL
35. ng St Warrant Warrant USAS Doc Invoice Number L819003 1819003 Hmee RT l PP PP ea Bn Pi BP Pe B MY AMW0 nmaa nm n Help Addr Desc 43 Vendor ID Numbers DEFINITION An 11 digit number assigned by Financial Management Services or Purchasing Services identifying the vendor to be paid PURPOSE To make or record payments made by the institution FAMIS SYSTEM GUIDELINES FOR VENDOR LD s First Digit of the Vendor LD The first digit of the Vendor I D indicates that it is a company an individual or a public agency 1 Corporation 2 Individual Sole Proprietor 3 Comptroller Assigned Numbers Public Agencies Digits 2 10 of the Vendor I D The next 9 digits of the Vendor I D indicates the Federal Employer Identification number or unigue identifier Last Digit of the Vendor I D The last digit of the Vendor LD indicates the mail code associated with the mailing address of the vendor The FMS Department assigns mail codes when they set up the vendor number For example there are numerous Wal Mart stores Each Wal Mart store has the same vendor number but they all have a different address code Thus the last digit of each Wal Mart vendor I D number will be different Name Vendor Number Address WalMart 1710415188E 1815 Brothers St College Station TX WalMart 17104151882 2200 Briarcrest Dr Bryan TX 44 VENDOR SEARCH AND SELECT Helpful Vendor I D Screens 1
36. ns for more information Inquiry 330 331 332 333 338 339 Update 320 321 322 323 326 If no information appears using PF6 check the field LP Received on Screen 278 If y anda date appear then the creator used either screen 240 or 235 to enter receiving thus no information will appear using PF6 PF8 Accts Accounts Pop Up Screen Shows account distribution PF9 Print If using the Entire Connection software you may print this screen PF10 Left and PF11 Right Scrolls the screen to the left and to the right to see these fields e Line line item number of the item being purchased e Quantity number of items ordered e UOM unit of measure of the purchase order line item e Description short description of the purchase P unit processing override For a detailed description place the cursor in the blank area under the P and press PF2 e Unit Price estimated dollar amount to be paid per unit of measure e Extended Price the total item amount as calculated by FAMIS e Received number of items received e Date Recvd the date the goods were received e Invoiced number of items invoiced by FMS analysts e Date Inved the date FMS analysts created the invoice header e Matched number of items that matched entering receiving and invoicing e Date Mtchd the date FAMIS matched entering receiving and invoicing 21 Screen 272 Documents By Status To ensure that your purchasing do
37. nts including travel that have been paid to a specified vendor individual e Follow the steps outlined in the vendor I D search processes in the following section e You may narrow your search if you choose by entering an account number and departmental reference number e If you place a Y in the Al field in the action line all payments made to any mail code listed in FAMIS for the vendor will appear The MC column will show the mail code on the document A Practical Example A professor calls you wanting to know why he has not received his reimbursement To see if the payment has entered the voucher cycle you may do the following e Proceed to Screen 162 In the action line enter the vendor number or person s name last name first and set the All flag to y Press lt ENTER gt Locate the document on the screen Notice the Stat status column See the Status Code Reference for descriptions The following reimbursement was for a local account 500033 The PAID status for local accounts means that the check has been printed A P mailed the check on the check date listed by hitting the PF11 key and scrolling to the right F2321 Make selection to proceed to screen 168 162 Voucher Inquiry Vendor 11 17 97 15 08 Mickey Mouse my 1993 CC 02 Vendor 0000000000 Voucher Fiscal Yr 1998 Iimelwcks only Acces DIE IRSIE i Pe s S Voucher Lns Account Description Stat Net Amount 1339
38. on for example once the signer has signed the document then the routing status will be completed or CO Once all functions have been completed and a check has been issued for the full amount then the document s overall status will change to completed or CO meaning that nothing else can occur on the document Figure 1 illustrates the process In addition the Status Code Reference Guide on pages 15 16 shows all of the status descriptions Figure 1 Functions Overall Document Status The Department Creator creates a document number in FAMIS This creates an Overall Document Status As the document flows through the payment processes i e as the department receives the goods and FMS processes each invoice the overall status will begin to change Routing Creator routes the document to the signer for purchasing approval This creates a routing status Receiving Department receives each shipment and enters all receipt information and preliminary asset information if the item needs to be inventoried FAMIS will not pay for items that the department did not receive Each receiving shipment will have a status Invoicing Financial Management Services processes the invoice This affects the invoice status Purchasing Invoice Problems If FMS finds a problem with the document then they will send a PIP to the creator Unless the problem gets fixed no check will be issued Matchin
39. on the inquiry screens in FAMIS in FAMIS The check date represents the date the document was electronically submitted to Austin FMS must then mail the check to the vendor RECN Reconciled The check warrant has cleared the state The vendor has cashed the check comptroller s office This does not mean it has been cashed You must call FMS to check the warrant status The state downloads the warrant numbers into FAMIS at the end of each month Note State Funds For state funds the Comptroller s office will not issue a check until the due date listed on the document If the vendor to be paid is set up in the state s vendor system then a warrant will be issued If the vendor is not set up then the delay may be two or more weeks depending on what information the state needs concerning the vendor DROP Dropped FMS dropped the voucher before payment P CN Pending FMS cancelled the invoice header before processing the invoice for payment cancelled P OP Pending FMS has not closed the document and no accounting has been posted If the document Open remains in this status more than one day there could be a problem P CL Pending FMS closed the doc but it did not post to FAMIS The document will usually post overnight Closed and enter into CYCL If the document remains in this status more than one day there may be a problem VOID Void FMS voided the check or state voucher 17 This page
40. osed usually means that funds are encumbered The creator may reopen the document at 280 this point and modify it If she reopens it then when she closes it again FAMIS will adjust the 281 new encumbrance 282 DL Deleted For Ls Es amp Rs the dept creator has deleted the document and released the encumbrance For 284 Ps Purchasing Services deleted the document 285 co Completed No further activity may occur on the document Allencumbrances have been released Only Ls Es and Ps complete Rs do not instead they get transferred TR Below is how FAMIS knows to release an encumbrance 1 When FAMIS processes a voucher for an amount on a document it releases the amount that entered the voucher cycle Therefore if the entire amount of the document does not get processed for some reason then money will remain encumbered on the document and you will need to release the unpaid amount if necessary using number 2 or 3 below 2 When the department creator DELETES a document using these screens 243 238 or 258 Deleting allows the creator to put notes as to why she deleted it and to re open the document if necessary 3 When the department creator COMPLETES a document using these screens 243 238 or 258 You must use caution when completing a document because you can not uncomplete it Once it is done it is done and nothing else can ever happen to the document FR Frozen The document is frozen from further activity PRT Printed Purchas
41. ou are the original document creator Document Routing History Invoice Ing by PO Document place an x next to the document you want to advance to 358 Invoice Inguiry by Vendor place an x next to the document you want to advance to 358 PF6 Invoice Document Inguiry PF6 Invoice Item Summary Voucher Status Voucher Ing By Vendor Voucher Ing By Acct Dept Ref Voucher Ing By PO Number Voucher Total Inguiry 13 Using the Purchasing Document Inquiry Screens The Purchasing Document Inquiry screens shown below allow you to inquire on purchasing information and document statuses for your purchasing documents On any Purchasing Inquiry Screen the St column or Status field refers to the Overall Purchasing Document Status If you press a PF key the status in the pop up screen will apply to the information referring to the PF key For example if you press the PF5 key for invoicing information the status column will relate to invoicing status M22 Purchasing Inquiry Menu 10 27 97 15 16 FY 1998 CC 02 271 Documents 272 Documents Account 278 Document 279 Document Ref 290 Document Reg 291 Document Order Document Inguiry Closed But Not Routed by Status Inguiry Line Item Inguiry Tracking Inguiry Tracking Cross Ref 280 281 282 283 284 285 286 287 288 Document Document Document Document Document Document Document Document On the purch
42. prover or signer returned the document to the creator 272 RC Recalled Creator has recalled the doc to his in box 278 DL Department Level Document is routing at the department level PL Processing Level Document is routing at the processing level i e Purchasing co Completed Document has completed routing The final signature is on the document Receiving Status Description Meaning 270 287 PF6 Key IP In process The department has created the receiving document and is currently working on 330 it 331 CL Closed The department has finished entering receiving information and has closed the 332 receiving document The status will remain closed until FMS processes the 338 invoice and matches what the department received Once this occurs the 339 receiving status will change to CO co Completed FAMIS has matched departmental receiving with FMS invoicing RE Re opened The department has re opened the receiving document for some reason and is working on it CN Cancelled The department has cancelled or deleted the receiving document Invoicing Status Description Meaning 270 287 PF5 Key IP In process The department s creator has input the invoice header onto Screen 341 so the 350 FMS may process it once they receive the original invoice 351 CN Cancelled FMS has cancelled the invoice header for some reason NOT the document For 358 example the dept entered the invoice number incorrectly and FMS had to create 359 another invoice header with the corre
43. ss the function keys to see all of the functions Overall Document Status Goal Completed CO means that no further activity may occur on the document Either FAMIS has processed a check for the full amount or the department has released the encumbrance All purchasing document inguiry screens show the overall do ument status as Stat s oar in the St Routing Goal Completed CO means the final signature is on the document Screen 914 shows who has the document in routing Receiving Goal Completed CO for each shipment This means that the department has received each shipment Use Screens 330 339 to view receiving Invoicing Goal Completed CO Use Screens 350 359 to view the invoices processed on the document Purchasing Invoice Problems Can be viewed using the Screen 358 PF6 PIP key if you know the original document number and invoice number Matching Goal Match Successful MS means that the signer has signed the document the department has received all shipments and FMS has processed the invoice Use Screens 350 359 to view the matching status Voucher Goal RECN for reconciled This means different things for state and local money View Screen 164 for the check status This page intentionally left blank 12 Helpful Screens for Status Inguiry NOTE The screens listed below are the most helpful for inguiry on the status of
44. ucher Inquiry screens shown below M11 Accounts Payable Inquiry Vendor 0 2 DY Woe se 1999 OC 02 Screen Vendor Voucher Voucher Inquiry Invoices by Vendor Inquiry Voucher Inquiry by Voucher Nbr Voucher Inquiry by Vendor Voucher Inquiry by Acct Dept Ref Voucher Inquiry by PO Number Outstanding Voucher Inquiry Voucher Inquiry by Dept Ref Pending Voucher Inquiry Voucher Total Inquiry vouche rene MieSn IWiekepblal iy Most Helpful Voucher Inquiry Screens e Screens 162 163 164 and 168 are the most helpful voucher inquiry screens for departmental users If the document that you are searching for does not appear on these screens then it has not yet entered the voucher cycle e On Screens 162 163 and 164 use the PF10 and PF11 keys to scroll to left and right to see the check number and check date of the payment e You may select a voucher off of any of these screens by placing an x in the S Select field to pass the information to Screen 168 Voucher Total Inquiry for more information You may view voucher statuses viewed in the Stat field of the voucher inquiry screens Different statuses exist for state funded accounts and locally funded accounts Refer to the status code reference guide 36 Screen 162 Voucher Inguiry By Vendor Why use this screen This screen searches for vouchers for a specified vendor Two common uses are to check the status of a payment and to inguire upon all reimburseme
45. voice Header Create Invoice Doc Inq by Vendor Nbr 342 Invoice Line Create Invoice Document Inquiry 344 Invoice Frt Tax Ins Oth Items Invoice Item Summary 345 Invoice Pending Vchr Create Mod 346 Invoice Document Close PIP Inquiry Screens Use the PF6 Key for PIP Information 350 Invoice Inquiry by PO Document SSL involce NSU by Vendor 358 Invoice Document Inquiry 399 Inwerlde Trew Suhiiitecy 31 Screens 350 358 and 359 On Screen 350 the in the PT column indicates that a PIP exists on the document No other PIP information is available on Screen 350 You must select the document by placing an x next to it and pressing lt ENTER gt to proceed to Screen 358 for more information The St and M St columns refer to invoice status and matching status respectively F2321 Make selection to proceed to screen 358 350 Invoice Inquiry by PO Document 10 23 97 09 14 Screen Doc L700006 Viewed Pg s N P Nbr Invoice SY Doc I Invoice Itm Invoice Tot St Voucher St Date Vndr Name L700006 648005 82 52 CO 1024815 MS 10 01 96 BRODART By selecting a document from Screen 350 FAMIS will automatically take you to Screen 358 and conveniently place the document number and invoice number in the action line as shown below On Screen 358 e PIP indicates that there is a PIP on the document To see a pop up screen with the PIP information press the PF6 Key e Status refers to the invoice status I
46. y placing an x in the S Select field of these screens the information will pass to Screen 168 In this case the voucher line item and fiscal year are automatically entered on the action line To see more detail on the Screen 168 Voucher line of the voucher Screen 169 can be accessed from this screen Below is a screen print of Screen 168 F2321 Make selection to proceed to screen 169 168 Voucher CLALIT 16807 Total gy 1998 Ce 02 Sereeng Voucher 1339044 Status PAID Vendor Hold N Alt Encik Due Date Sie Welag 1 my DATSE 0000000000 11 10 1299 1D LIGT Revolv N Delv Date Coe Sraes IN Dept Ref 0022 Nbr Tran Cd 140 Date St Reg Nbr DEE ECC Vchr Total 149 60 S Lim Bank Drop Void 10 18 1997 GSC Ord Check Nbr 689284 Check Recon N Account Net Amount 149 60 N End of line items 42 Fiscal Year 1998 CUSTAR ENE IUANMIO Ojpipaneim Ob Wislh IPR Check Date 11 11 1997 BONO Total Inguiry If the payment was incurred from a local account number the check number check date and check reconciliation date may be viewed in the middle of the screen If the payment was incurred from a state account a state Warrant number and warrant date will appear in the middle right hand side of the screen Press PF9 to view the vendor address Press PF10 for a more detailed description of the payment Mouse Vodr Desc REIMBURSEMENT FOR BUSINES Pendi
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