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Receivers User Manual - The Texas A&M University System

1. F0013 Please enter desired modifications Doc P200200 Position at line ___ Shipment 001 l kkkkkKKK Note Text kkKK Line 1 gt gt Note entered 01 16 02 by CLANCEY CARLOS C 2 RENTAL PERIOD IS FOR 8 1 98 THRU 8 31 98 l 3 BILLABLE COPIES OF 6345 FOR A TOTAL OF 24 75 4 COPIER FOR RESEARCH LAB 5 I 6 I 7 l l 8 l l 9 l l 10 l l 11 l l 12 l Page F B B Receivers User Manual Page l 8 Receiving Basic Concepts cont d Multiple Invoicing and Multiple Receiving Documents 1 FAMIS does not match a particular shipment with a particular invoice 2 One invoice may match to items in multiple receiving documents In this case the date of the first earliest receiving document read will be displayed on Invoicing Screen 346 3 When an invoice is reopened it will unmatch When it is closed again it may not match to the same receiving documents as before 4 Other than ensuring that all items on an invoice receiving document have been matched FAMIS does not track which invoice matched to which receiving document 5 The most important point in FAMIS is the total number invoiced and the total number received Receivers User Manual Page l 9 Receiving Basic Concepts cont d Receivers User Manual Page 1 10 Section Il Central Receiving Functions Receivers User Manual Page Il 2
2. Menu M22 Purchasing Inquiry Menu M22 Purchasing Inquiry Menu 02 08 11 14 29 FY 2011 cc 02 Screen 271 Documents Closed But Not Routed 280 Document Browse by Number 272 Documents by Status 281 Document Browse by Dept 282 Document Browse by Account 283 Document Browse by Buyer 275 Incomplete Receiving Invoicing 284 Document Browse by User Ref 276 Document Inquiry w Paid Amts 285 Document Browse by Vendor 277 Document Inquiry by Campus 286 Document Browse by State Req 278 Document Inquiry 287 Document Browse by GSC Order 279 Document Line Item Inquiry 288 Document Summary 290 Document Tracking Inquiry 295 SciQuest Document Xref 291 Document Tracking Cross Ref 292 PIP Document Browse 293 PIP Browse by Document 294 PIP Browse by Invoice Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp a ees Receivers User Manual Page l 6 Receiving Basic Concepts Receipts for goods and services are entered into the Purchasing System by creating a receiving report for each shipping document The date on which goods and services were received the location at which they were received and other pertinent data that applies to a particular shipment are entered For each item of the purchase order for which goods and services are received a receiving report is created to indicate the quantity and quality of the goods accepted or rejected as well as the quantities that are late or backordere
3. 03 31 04 4 01PM FY 2004 cc 02 280 Document Browse Screen Class P Doc P000356 Sole Source and Emergency Information Document P000356 Sole Source Y N N Reason Emergency Y N N Reason PF3 Back to 280 PF4 Exit PCC_Code LDT Code PF3 Back to 280 PF4 Exit PF5 AdDept PF i l l PF8 Accts PF9 Notes l PF7 Sug Vndr Page VI 15 Appendix Standard PF Keys cont d Track Vndr Receivers User Manual Displays a document tracking window identifying all types of action that have gone against this document From within this window you may track any of the related documents by placing the cursor on any of the window lines and pressing lt PF12 gt again 280 Document Browse 03 31 04 4 03PM FY 2004 cc 02 Screen __ Class P Doc P000356 scen rs LLT Doc st P P000356 Document Tracking _ P P000356 co _ P P000357 Class Document Item Action Date Time co P P000358 un mas mm mm co _ P P000359 From R R903174 1 0 08 20 99 11 05 CO _ P P000360 From R R903174 2 0 08 20 99 11 05 CL _P P000361 To CREATE 08 20 99 11 05 CO _ P P000362 To CLOSED 08 20 99 11 36 CO _ P P000363 To REOPEN 08 24 99 22 11 CO _ P P000364 To CLOSED 08 24 99 22 12 CO _ P P000365 To REOPEN 08 10 00 10 41 CO _P P000366 To CLOSED 08 10 00 10 46 CO _ P P000367 DL _ P P000368 co Enter PF1 PF2
4. 10 digits Indicates whether or not goods services for a limited purchase were received before it was closed routed If the items were received the date they were received will be displayed Page V 41 Buyer Nbr Invoices Catalogue Order Delg Contact Line Quantity UOM Description Unit Price Extended Price Panel 2 Received Date Recvd Invoiced Receivers User Manual Screen 278 Document Inquiry cont d 20 characters digits Displays the name of the buyer for the document as well as phone extension if available 3 digits Indicates the number of invoices processed 1 character Y indicates the document is a catalogue order 1 character Y identifies this as a delegated purchase 15 characters Shows name of the person to contact regarding the document 1 character Type an X to select a line item for display on Screen 279 3 digits Shows line item number for the document 10 digits Identifies purchase quantity of the line item 3 characters Represents the unit of measure for the line item 25 characters Displays a brief description of the line item 1 character Shows any special processing needs for the document 10 digits Displays dollar amount to be paid per unit of measure 10 digits Indicates total item amount as calculated by the system 10 digits Shows quantity of items received 8 digits Shows date the lin
5. 10 digits Shows the phone number of the buyer See Appendix for explanation of standard PF Keys Next Advance to the next screen in the create receiving report process Page II 6 Screen 320 Receiving Document Create Central cont d PF7 Cancel Only displayed active if you have update access to this screen Cncl Used to cancel the receiving document PF6 Damage Description DDesc Description of damage to items received PF8 Address Addr Additional address information to the receiving document PF9 Receiving Notes RNote Used to add free form notes to the receiving document PF10 Document Notes DNote Notes added to the document PF11 Invoice Notes INote Notes added to the invoice Receivers User Manual Page Il 7 Screen 320 Receiving Document Create Central cont d Receivers User Manual Page Il 8 Section Ill Departmental Receiving Functions Receivers User Manual Page Ill 2 Create Departmental Receiving Document Before your order can be paid for you must first create your receiving document Screen 321 is used to create receiving documents for all of the goods and services that you receive shipments Screen 321 is used by the departments within an agency rather than the central fiscal or purchasing offices these offices should use Screen 320 when processing receiving Screen 321 Receiving Document Create Dept Basic Steps Create a New Receivin
6. Action Line Dept Help 5 characters Enter the department whose documents you would like to display SubDept Help 5 characters Identify the sub department to be included in the display Class Help Receivers User Manual 1 character Enter the class of document on which to inquire Page V 25 Screen 271 Documents Closed but Not Routed cont d Doc Screen Information SL CL NT Doc Buy Vendor Name User Ref Date S Dept Amount Additional Functions PF KEYS PF4 Print PF5 Inve PF6 Recv Receivers User Manual 7 character digits Identify the first document number to be displayed 1 character Type X and press lt ENTER gt to select a document for display on Screen 278 1 character Identifies the class of the document Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L 1 character An asterisk indicates there are notes attached to the document 7 character digits Identifies document numbers for the class of document specified 3 characters Displays initials of the buyer for the purchase document 18 characters Identifies name of the vendor from which the items were purchased 11 digits characters Displays the user reference which is used to identify the subsidiary ledger SL account number used for the order followed by the d
7. Create a Central Receiving Document You may create receiving documents in a centralized mode usually by the purchasing or business office You may use Screen 320 to create your central receiving document for goods and services that have been received indicating the quantity and quality of the shipment For those institutions that process purchasing items through a central receiving department Screen 320 creates the initial receiving report If you create your receiving document on Screen 320 you cannot modify the same information on Screen 321 departmental or vice versa Screen 320 Receiving Document Create Central 320 Receiving Document Create Central 05 18 12 11 09 FY 2012 CC AM Screen Doc P100020 Shipment 1_ of 1 Add Shipment Doc Summary COPIER RENTAL Rec by Dept FISC_ Rec by User KILEY KARA K Rev Dt 01 31 2010 Carrier NONE_ Carrier Doc NONE Packing Doc NONE Pieces Total 1 Damaged Weight lb Ship to Dept GOLD_ Name PURCHASING SERVICES Phone Ext Addr P O BOX 30013 FAX City COLLEGE STATION State TX Zip 778420013 Country __ ene Purchase Order Information Document Dt 01 19 2011 Vendor lvvvvvvvvv4 CANTON USA INC Start Dt Cat RO User Ref 270260 3002 FOB End Dt Contact Person JAN JOHNSON Ph 979 844 3333 Exp Dlvry Dt Buyer DJY DORIS DAVIS Ph 409 844 4444 Enter PFl PF2 PF3 PF4 4 PF5 PF6 PF8 PF9 PF
8. Document Inquiry Basic Concepts Inquiry Access Access to any particular document depends on a number of factors For example your user security must match certain data on the document you wish to view in order for it to be displayed on the screen With the exception of TAMU most users will only be able to access documents for their individual department Positioning the Display Several document inquiry screens allow you to position a particular document at the top of the inquiry screen This is accomplished by entering as much information on the Action Line as possible For example entering a particular document number on the Action Line of Screen 280 will display that document on the first informational line of the listing Document Classes Classes are used to group documents by function Typing a question mark in the Class field and pressing lt ENTER gt will access a pop up window with a complete listing of valid document classes Type an X next to the desired class and press lt ENTER gt to return to the document inquiry screen Press PF4 to return to the inquiry screen without selecting a document class Valid document classes include the following Meaning Bid Master Order Purchase Order Requisition Limited Auth Using the PF Keys The PF keys are used to provide additional information about a particular document In order to view information about a document using the PF keys you must first select it fo
9. Document Line Item Doc P100088 Shipment 1__ Item 1__ Doc Summary MSW SAND AND GRAVEL Rec by User JxxxxxP Date Recvd 09 28 2010 Carr Doc Pieces 1 Damaged Weight 1b lvvvvvvvvv0 RIDGEHART TRUCKING CO INC Description Conversion Qty Accepted Qty Rejected Qty Back Order Qty Late Order Qty Matched Qty Completed Qty Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 4PF12 Audit Addr 08 10 2010 User Ref 301960 1001 Ship to Dept RSPO Name GOLF COURSE Item Information BUNKER SAND GOLF COURSE 76 55 UOM TON 76 55 UOM TON FFX flag Reject Quality Added Date 10 01 2010 SQ Cancelled Modify Date Modify ID 76 55 76 55 lp EHelp Notes DDesc IDesc e Advance to Screen 339 Type a receiving document number on the Action Line and press lt ENTER gt to display detailed shipment information for a line item Field Descriptions required Help PF2 or Field Help Available Action Line Doc Shipment Item Screen Information Status Doc Summary Receivers User Manual 7 character digits Enter a valid purchase document number 3 digits Enter the shipment number to be displayed 3 digits Indicate the line item to be displayed 2 characters Identifies current status of the receiving document 50 characters digits Displays a short description of the receiving document Page
10. Y in the Completed Docs field Screen 286 Document Browse by State Requisition Number 286 Document Browse By State Requisition Nbr 02 09 11 10 062 FY 2011 cc 02 Screen ____ State Req Class L Doc SCN State L LT Req Number Doc Vendor Name Date User Ref Amount st P 06433A P002374 PACE INTERNATI 01 10 246206 PRINT DL P 06433R P001976 PACE INTERNATI 12 09 246206 PRINT DL P 06479 P002448 NEWSAN PRINTIN 01 10 511711 PRINT DL P 06512 P002200 THE INSATE GRO 01 10 300460 PRINT 942 46 CL P 06522R P002379 THE INSATE GRO 01 10 300460 PRINT 528 00 CL P 06523R P002380 THE INSATE GRO 01 10 300460 PRINT 612 00 CL _ P 06552 P002525 TIPS PRINTING 01 10 216860 PRINT DL P 06706 P003212 BUYSIDE PRINTI 03 10 300200 PRINT DL P 06724 P003224 PANE INTERNATI 03 10 271840 PRINT DL P 06868A P004518 THE INSATE GRO 06 10 956220 PRINT 707 00 CL P 06891 P004436 TIPS PRINTING 05 10 301880 PRINT 213 00 CL B 06902 P004924 THE INSATE GRO 06 10 240208 PRINT DL P 06912 P004384 SOUTHERN PRINT 05 10 214360 PRINT DL More Entries Press lt Enter gt to continue Enter PFl PF2 PF3 PF4 LPF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Inve Recv Audit Accts PIP Headr Items Track Basic Steps e Advance to Screen 286 e Type valid data in the available fields to limit the display and press lt ENTER gt to view a complete list of all documents with a state requisition number e Type an X in the SL
11. 8 digits Shows number of pieces arriving late 8 characters digits Identifies user ID of the last person who modified the receiving document 8 digits Shows the number of pieces for this line item that have matched successfully 8 digits Displays the number of pieces that have been received matched successfully and have had a voucher processed See the Appendix for explanations of the standard PF Keys Page IV 15 Screen 339 Receiving Document Line Item cont d PF7 Audit PF8 Addr PF9 Notes PF10 DDesc PF11 IDesc Receivers User Manual Audit Shows the receiving document audit information Address Displays shipping address for the receiving document Notes View notes on the receiving document Damage Description Displays damage description for items rejected Item Description Place cursor on line item and press this key to see detailed description Page IV 16 Browse Items for a Receiving Document Screen 334 allows you to view Receiving Documents related to an individual Purchase Document This gives an overall view of the receiving activity and may be helpful in determining why an invoice has not matched and paid Select an item from the display list to advance to the Receiving Document Summary on Screen 338 Screen 334 Receiving by Item for a Document P100088 P100088 P100088 P100088 P100088 P100088 P100088 334 Receiving by Item for a Document 02 0
12. PF2 or Field Help Available Action Line Document 7 character digits Identify the document number to be displayed Screen Information CL 1 character Shows the class of the document Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L Receivers User Manual Page V 49 Screen 291 Document Tracking Cross Reference cont d To Document 7 character digits Displays the document number to which the item was transferred To Item 3 digits Identifies the item number on the document to which it was transferred From Cls 1 character Identifies the class of document from which the document item was transferred From Document 7 character digits Identifies the document number from which the item was transferred From Item 3 digits Identifies the item number on the document from which the item was transferred Action 7 characters Designates the type of action that was taken against the document Action Date 6 digits Date the action was performed on the document Action Time 4 digits Time the action was performed on the document By User 8 characters digits Indicates the user ID of the person performing the action on the document Additional Information PF KEYS See the Appendix for an explanation of the standard PF Keys Receivers User Manual Page V 50 SciQuest FAMIS Document Cross Reference Screen 295 is a cross walk fr
13. PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 4 Hmenu Help EHelp Inve Recv Audit Accts PIP Headr Items Track Displays all suggested vendor sources on a document a ZE 280 Document Browse 03 31 04 4 11PM FY 2004 CC 02 Screen Class B Doc B000003 Suggested Vendors Information Document B000013 VID lvvvvvvvvv0 or FEI VID or FEI Addr 30 TILZE ROAD Addr l l l l l l l OLD ENGLAND BIOLABS INC BEVERLY MA 01111 PH 800 677 7777 FAX 508 999 1111 PH FAX PF3 Back to 280 PF4 Exit PF3 Back to 280 PF4 Exit PF5 AdDept PF6 Ship PF8 Accts PF9 Notes PF10 Sole Emer PF11 Items Page VI 16 Instructions Listed below are general instructions that will make your job easier as you use FAMIS to input or view document information Please become familiar with the information in this reference as it can make your navigation in FAMIS more efficient 3270 Emulation Keys Special keys and key combinations must be used when working with FAMIS These keys are known as 3270 emulation keys and may be defined differently by each 3270 terminal or PC emulation software that you are using Contact your computer support person if you do not know how to identify the following keys on your computer PF Keys When a key is listed as PFn PF represents Program Function Many PCs use the function keys labeled Fn for these PF keys Others have specia
14. in the Completed Docs field PF7 Invoice Detail Invoice Inquiry for Item 1 0 of Document P100014 M Invoice Nbr Vch Nbr St St Inv Date Quantity Unit Price Ext Price 3211854 1428170 CO MS 10 29 10 00 90 0000 450 00 End of Valid Invoices Found PF3 Back to 279 PF4 Exit Receivers User Manual Page V 44 Screen 279 Document Line Item Inquiry cont d Basic Steps e Most of the time you will reach this screen by selecting an item on Screen 278 However if you want to view a line item on a specific document advance to Screen 279 e Enter the document and item number you want to display on the Action Line and press lt ENTER gt to view the detailed line item information Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Document Item_of_ Screen Information Vendor User Ref Item UOM Item Qty Item Unit Price Item Discount Item Ext Price Item Proc Cd Commodity Code First Account Receivers User Manual 7 character digits Enter the document number to be displayed 4 digits Indicate the item number to be displayed The default is the first item number 11 digits 30 characters Displays the identification number and name of the vendor from which items are purchased 14 digits characters Displays the user reference used to identify the subsidiary ledger SL account number for the order followed by the
15. Audit Information View the audit information for the selected document Accounts Shows the account distribution used for the document selected PIP Shows the PIP documents Header Shows the document header information that was entered when the document was Created Items Lists the line item information for the document Track Allows you to track the routing history of the selected document Page V 15 View Documents by Vendor ID To find a document when the best information you have available is the name of the vendor use Screen 285 This is a good choice when a vendor calls for information about a purchase This screen automatically displays incomplete documents those that have not been paid o view completed documents type Y in the Completed Docs field Screen 285 Document Browse by Vendor 285 Document Browse By Vendor 02 09 11 10 00am XERON CORP FY 2011 cc 02 Screen ____ Vendor lvvvvvvvv0X Class L Doc All Mail Codes _ SCN M First LIMITED PURCH LLT Doc C Dept Doc Summary Buy Date User Ref Amount st _ L L701036 X CSCN CONTROLLER 09 01 06 270300 07091 305 00 co L L730318 X DVFD REPLACEMENT 11 21 06 121204 STA 275 00 Co L L736309 X CHEM XERON COPIE 01 19 07 246050 00010 180 00 co _ L L736320 X CHEM XERON COPIE 01 19 07 270040 05012 180 00 co _ L L737298 X ADRC MONTHLY PYM 12 31 06 210270 00000 305 41 CO L L815523 X MSCN MONTHLY CHA 09 01 07 300460 9739 132 00 Co _ L L818782 X
16. CYCL_ Rec by User BARRON BERT B Rev Dt 09 30 1999 ac ii ie eee 03 Pi l Dmg Description l Shi l l l l l _ Doc Sta End 1411 Exp Enter PF1 PF2 PF3 PF4 PF5 Hmenu Help EHelp Next DDesc Addr RNote DNote INote Used to download and print the screen information through Entire Connection 278 Document Inquiry 03 31 04 3 58PM FY 2004 CC 02 Screen Document P000356 Doc Summary Vendor This feature is only available with Entire Reimburse ID Connection If you are not currently running User Ref Entire Connection press PF12 to cancel the Doc Date request Class Category Lines of description per item 99 LP Received X106 Nbr Invoices Select additional data to print wichan tx N Show Bidding Vendors _ nded Price ess Notes _ 1 0 167 Account Distribution _ 35195 50 2 0 l Sole source _ 6000 00 I Enter PFl P 1 PF12 men H SE hit Receivers User Manual Page VI 6 Appendix Standard PF Keys cont d DNote Frwd IDesc Shows any document notes explaining additional information about the purchasing document 321 Receiving Document Create Dept 03 31 04 15 55 DOC NOTES INV NOTES REC NOTES FY 2004 CC 02 P000356 0 0 Position at line ___ Line kkkkkkkKkK Note Text k er 1 gt gt Note ente
17. Identify the class of document to be displayed Receivers User Manual Page V 16 Screen 285 Document Browse by Vendor cont d Doc 7 character digits Enter the first document number to be displayed Completed Docs 1 character Type Y to include completed documents in the display All Mail Codes 1 character Enter Y to display all documents for the vendor Screen Information SL 1 character Type an X to select a document for display on Screen 278 CL 1 character Identifies the class of the document Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L NT 1 character An asterisk indicates notes are attached to the document Doc 7 character digits Identifies document numbers for the class of document specified MC 1 character Shows state mail code for the specified vendor First Dept 5 characters Identifies first department listed on the document header Doc Summary 11 characters Displays a brief summary description of the document header Buy 3 characters Displays initials of the buyer for the document Date 6 digits Indicates the date the document was set up on the system User Ref 11 digits characters Displays user reference used to identify the subsidiary ledger SL account number for the order followed by the departmental reference number Amount 10 digits Indicates total dollar amoun
18. Screen 287 Document Browse by State Order Number cont d Class Doc Completed Docs Screen Information SL CL NT St Ord Number Doc Vendor Name Date User Ref Amount St Receivers User Manual 1 character Enter the class of document on which to inquire 7 character digits Identify the first document number to be displayed 1 character Type Y to include completed documents in the display 1 character Type X and press lt ENTER gt to select a document for display on Screen 278 1 character Identifies the class of the document Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L 1 character An asterisk indicates notes are attached to the document 6 digits Identifies the State Order Number of the document 7 character digits Displays document numbers for the class of document specified 18 characters Shows name of the vendor from which the items were purchased 4 digits Indicates the date the document was set up on the system 11 digits Displays user reference number used to identify the subsidiary ledger SL account number for the order followed by the departmental reference number 10 digits Indicates the total dollar amount of all line items for the document 3 characters Represents the status of the document Common document status codes include the following
19. _P Document P500004 2 76 PRT _ P Item 5 47 PRT _ P 0 00 PRT _ P Date Created 03 05 2004 Time Created 10 29 37 0 80 PRT _ P Added By LAITO2P MITCHEL MELINDA M 1 25 PRT _ P 0 00 PRT _ P Last Modify Date 03 08 2004 Last Modify Time 16 48 40 0 00 PRT _P Last Modify PGM PNSF220 0 99 IP _ P Last Modify By KxxxxN MACEY MARGE MJ DL _ P 1 50 Co l DL P DL Enter PFl PF2 PF3 PF4 LPF F Hmenu Help EHelp Invc Recv Accts PIP Headr Items Track Shows any over budget messages that may pertain to the budget balance available 280 Document Browse 04 25 00 10 34AM FY 1999 CC 02 Screen __ Class L Doc A000034 SR L F5628 End of accounts on document St L A000057 Budget Balance Available gt l 2 Co ae ll cc FY Account Over Budget Message 7 Co EU mm 0 co _ 02 2000 270666 00000 8422 OVER BY 4 446 00 0 co 0 co Ent F12 rack Advances backward to the previous screen in the receiving process Receivers User Manual Page VI 5 Appendix Standard PF Keys cont d DDesc DIPrt Used to include description of damage about any goods that were received 321 Receiving Document Create Dept 03 31 04 15 58 DOC NOTES INV NOTES REC NOTES FY 2004 CC 02 Screen Doc P000356 Shipment 1__ of 40 Add Shipment Doc Summary BLANKET ORDER FOR LIQUID NITROGEN FRED ABEGGLEN Rec by Dept
20. _P 129758 P703669 XERON CORP 03 07 217860 1062 12 492 00 CL _P 129759 P703670 XERON CORP 03 07 209013 AM5LMW 6 246 00 CL _ P 130163 P002233 CARON U S A INC 01 10 132500 00000 18 664 80 PRT _P 131900 P002465 HT GROUP LLC 01 10 214530 40000 13 00 PRT _P 131915 P002466 XERON CORP 01 10 250422 1084 30 460 20 PRT Enter PFl PF2 PF3 PF4 lt PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Inve Recv Audit Accts PIP Headr Items Track Basic Steps e Advance to Screen 287 e Type valid data in the available fields to limit the display and press lt ENTER gt to view a complete list of all documents with a state order number e Type an X in the SL select column to the left of a document to advance to Screen 278 where detailed document information will be displayed e Place the cursor in the SL field next to the desired document number and use the PF keys at the bottom of the screen to view additional document information Document Browse Processes State Order Number The State Order field is used to group documents by a State assigned reference number Entering a state order number on the Action Line will display a list of all documents with a state order number beginning with the number specified Field Desc ri ptions Required PF2 or Field Help Available Action Line State Order 6 digits Enter the first State Order Number to be displayed Receivers User Manual Page V 22
21. field blank and press lt ENTER gt to sort the receiving documents in alphabetical order e Press lt ENTER gt to scroll through the listing e Typing an X next to a particular shipment will advance you to Screen 338 where additional detailed information will be displayed Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Enter a purchase document number to be listed on the first informational line of the display Receivers User Manual Page IV 4 Screen 330 Receiving Documents by Document Number cont d Screen Information S 1 character Type an X to select a document for display on Screen 338 NT 1 character An asterisk indicates notes are attached to the document Receive Document 7 character digits Identifies purchase document number associated with the receiving shipment Shp 3 digits Displays the shipment number for this receiving document Nbr Itm 3 digits Indicates the number of items that were received on this shipment Ship Dept 4 characters Identifies the department that received the shipment St 2 characters Displays the status of the receiving document Date 6 digits Indicates date the shipment was received Doc Summary 50 characters digits Displays a summary description of the receiving document shipment Additional Functions PF KEYS See the Appendix for explanations of the standard PF Key
22. indicates the item will be inventoried or capitalized within the system Received Invoiced Matched UOM Dt Qty 3 characters Represents the unit of measure for the specified line item 8 digits Indicates the date the item was received invoiced and or matched 10 digits Identifies the purchase quantity of line item received invoiced or matched Additional Information PF KEYS PF7 InDtl PF8 Accts PF11 IDesc Receivers User Manual See the Appendix for an explanation of the standard PF Keys Invoice Detail Displays detailed invoice information about the document Accounts Identifies the accounts used to pay for the item Item Description Place cursor on line item and press this key to see detailed description of the item Page V 46 Track Document Activity Document activity may be monitored using Screen 290 This screen is used to track actions that are performed on a particular document and see the User ID of the last person who took action on the document Press ENTER to scroll through the list or type a document number on the Action Line to advance to the number specified If the document number is not known but you know the class of document you may type the document number prefix and press ENTER to view all documents for the class specified Screen 290 Document Tracking Inquiry 290 Document Tracking Inquiry 02 09 11 12 23PM FY 2011 CC 02 Screen ___ Doc P100308
23. 10AM FY 2011 cc 02 S Dept Amount 4 721 43 394 PF10 PF11 PF12 Headr Items Track 271 Documents Closed But Not Routed Screen ___ Dept CHEM SubDept Class _ Doc SCN LLT Doc Buy Vendor Name User Ref Date P 002469A C S BIOMEDICAL S 7024528 07 07 10 002470A SCIENTIFIC PLASTI 6980439 07 07 10 aP 002520A C S BIOMEDICAL S 7049423 07 09 10 ES 002564A SAGMA ALDON INC 7068098 07 09 10 PB 002568A C S BIOMEDICAL S 7069373 07 09 10 _P 002623A SAGMA ALDON INC 7073741 07 12 10 P 002633A C S BIOMEDICAL S 7092835 07 12 10 _P 002638A C S BIOMEDICAL S 7096970 07 13 10 P 002679A FINTON SCIENTIFIC 7122177 07 14 10 _P 002775A GASTON TRANSFER 6957458 07 15 10 _P 002826A PRESSURE PROPS 7175288 07 16 10 _P 002876A DATA PROJECTS 7091320 07 19 10 More Entries Press lt Enter gt to continue Enter PFl PF2 PF3 lt PF4 PF5 PF6 PF7 PF8 PF9 Hmenu Help EHelp Print Invc Recv Audit Accts Basic Steps e Advance to Screen 271 e Type the desired department code on the Action Line Enter the SubDept code if you wish to include it in the list to be displayed e Press lt ENTER gt to view a complete list of all documents in your department sub department that have been closed but not routed e Type an X in the SL field to select a document and advance to Screen 278 where detailed information will be displayed Field Descri ptions Required PF2 or Field Help Available
24. 3 Item Description Quantity UOM Unit Price Extended Price gt gt Account Distribution lt lt Screen 4 Catalogue Order Document Date Disc Pct Disc Due DD Disc Ind Pay DD F O B Vendor Ref Receivers User Manual Screen 288 Document Summary cont d 3 digits Identifies a line item number s on the specified document 27 characters Displays a brief description of the line item 10 digits Indicates the purchase quantity of the line item 4 characters Identifies the Unit of Measure for the line item to be printed on the purchase order 10 digits Displays the dollar amount to be paid per unit of measure 10 digits Indicates the total item amount as calculated by the system 60 characters Displays a breakdown of accounts responsible for payment of the items 1 character Y indicates this is a catalogue order 8 digits Identifies the date the document was processed by the system 5 digits Identifies discount percentage applied to the purchase by the vendor 8 digits Displays the discount due date or the date by which the invoice has to be paid in order to receive the discount 1 character Indicates the discount indicator This is usually N for net which indicates the net invoice amount discount may be paid An I indicates that no discount is allowed 8 digits Displays the pay due date or the date by which the i
25. A feature that automatically assigns a specific Number Assignment to the vendor in the Action Context Line Vendor Commodity A good or service purchased from a specific vendor Vendor File A record of all attributes dollar data and control information for all vendors Receivers User Manual Page VI 31 Appendix Glossary cont d K FA DOC WRKNPRCS RECEIVE ReceiverscurrNF docx Last Revised 7 26 2013 3 50 PM Receivers User Manual Page VI 32
26. Contents cont d PAGE Screen 278 Display Detail Document Information V 39 Screen 279 Display Detail Document Line Item Information V 44 Screen 290 Track Document ACtiIVity sesser TE EEE NENET V 47 Screen 291 Cross Reference Purchasing Documents V 49 Screen 295 SciQuest FAMIS Document Cross Reference V 51 VI Appendix Standard PF KeS 2s 2 ceeccsedegavs3eqcaGeaseasgvsedonagessea dessteccageaseaeaseses cake VI 3 MASTFUCTIONS sr en Desserte ee die VI 17 Receiving Screens List VI 22 GOSS ANY ae T VI 24 Receivers User Manual Page l 5 Receiving Menus A list of the available FAMIS Purchasing Receiving menus can be found on Menu 32 and Menu 22 in the FRS Module Menu M32 Purchasing Receiving Menu M32 Purchasing Receiving Menu 02 08 11 14 28 FY 2011 CC 02 Screen Receiving Inquiry 330 Receiving Documents by Document Number 331 Receiving Documents by Ship to Department 332 Receiving Documents by Status Department 333 Receiving Documents with No Items by Status Department 334 Receiving by Item for a Document 338 Receiving Document Summary 339 Receiving Document Line Item a a Receiving Updates 320 Receiving Document Create Central 321 Receiving Document Create Dept 322 Receiving Item Create 323 Receiving Single Item Create 326 Receiving Document Close Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp
27. DARREN IP CHEM P301643 001 01 14 03 LAPTOP FACULTY WORKSTATION MACMAN IP CHEM P301672 001 01 10 03 COMPUTER FACULTY WORKSTATION MINER HARDIN IP CHEM P301678 001 01 10 03 COMPUTER FACULTY WORKSTATION MINER IP CHEM P301728 001 01 15 03 COMPUTERS FACULTY WORKSTATIONS MINER IP CHEM P301784 004 04 09 03 APPLE POWERBOOK BURNETT IP CHEM P301879 001 02 12 03 COMPUTER FACULTY WORKSTATION BOREN MINER Press ENTER to View more Documents Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 1 PF9 PF10 PF11 PF12 Bkwd Frwd NPRPNRPRPP BW Hmenu Help EHelp Basic Steps e Advance to Screen 332 e Type a valid status code and department ID If desired type a purchase document number on the Action Line to begin the listing with a particular document number Press lt ENTER gt to display a list of all purchase documents with receiving for the specified information entered on the Action Line e Press lt ENTER gt to scroll through the list Only items created on receiving Screens 321 326 will be displayed e Typing an X next to a shipment on the list will advance you to Screen 338 where more detailed information will be displayed Browsing Processes Receiving Document Status Codes The status code is used to determine where a particular shipment is in the receiving process These codes can help you determine whether or not you will need to do any further processing to initiate payment Valid shipment statu
28. P Doc P003473 End of description List l Hesse Doc P P003473 Document Item Inquiry l l Item 1 0 l l l Line Item Description ended l ass SESS seas assesses ear eee l 1 Cisco IPVC 3520 GW 4V Gateway 3 589 40 2 Commodity Code 204 64 8 220 15 7 918 65 9 795 15 l l l l l PF3 Back to 280 PF4 Exit Enter PF1 PF2 PF3 PF4 4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Inve Recv Audit Accts PIP Headr Items Track Advances to the next screen in the receiving process Displays any notes attached to the document header Use the Position at Line field to start the text at a particular line The Page F B E field scrolls Forward and Backward through the text and End will exit the window 280 Document Browse 03 31 04 3 36PM FY 2004 CC 02 P003473 0 0 Position at line ___ Line kKkKKKKKK Note Text k x 1 1 gt gt Note entered 05 23 00 BY DAVIS DANA 2 ASKED TO REPRINT WITH CHANGES L1 3 CANCEL REPRINT BCK HAD ASKED FOR A REPRINT_ 1 1 4 ON 5 22 00 l l 1 5 gt gt Note entered 05 25 00 by CHAUS CELINE 1 I 6 VENDOR NOTIFIED US THAT ITEM NUMBER 3 IS ON __ I0 7 BACK ORDER OTHER ITEMS CAN BE SHIPPED NOW _ l il 8 VENDOR WANTS PURCHASE ORDER TO STATE THAT DE 08 l li 9 PARTMENT WILL PAY FOR EQUIPMENT AS IT IS IN _ 25 I0 10 VOICED NICK NORRISE AT KZZU AGREED TO THIS
29. Receivers User Manual 1 character Type an X to select a document for display on Screen 278 1 character Identifies the class of the document Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L 1 character An asterisk indicates whether or not notes are attached to the document 7 character digits Identifies document numbers for the class of document specified 18 characters Identifies the vendor name on the document 6 digits Indicates the date the document was set up in FAMIS 14 digits characters Displays the user reference used to indicate the subsidiary ledger SL account number used for the order followed by the departmental reference number 3 characters Displays the initials of the buyer for the document as defined by the system 10 digits Indicates the total dollar amount of all line items for the document 3 characters Indicates the status of the document Common document status codes include the following CL Closed CO Completed FR Frozen IP In Process TR Transferred PRT Printed DL Deleted See the Appendix for an explanation of the standard PF Keys Inve Used to view the invoice details Receive View the receiving information associated with the selected document Page V 5 Screen 280 Document Browse cont d PF7 Audit PF8 Accts PF9 PIP PF10 Headr PF11 Items PF12 Tra
30. Used to create line items on the receiving document Receivers User Manual Page VI 22 Appendix Receiving Screens List cont d 323 326 330 331 332 334 338 339 M32 M22 Receivers User Manual Receiving Single Item Create scieciieiecsssicdivesccedecessvesavececscvevesasvavececssevabescsevssssenevessccedecnssaassebcccdssesed Used to create a single line item on the receiving document Receiving Document CIOSG 552 Secs Fest scanccesscsscunccaeacesactsesuscteccusecs venusiacecesvessuasdacecsssdvassvestecsdeas3e Used to close the receiving document Receiving Documents by Document NUMDEL cccccssssssssceeeceesssssseceeesesssssssseeeeseesssssscceeeeeessesees Provides a list of receiving documents Receive Documents by Ship to Department cccccccsssssscccceessessssceeeeeessssssseeesesesesssseeeeeseessns Provides a list of receiving documents for a particular department Receive Documents by Status Ship to Department Provides a list of receiving documents for a particular department with a particular status Receiving by Item for a DOCUMENL cccccccssssssceecceeessesssneeeseeesssssnceeceesesesssceesseesessssssceeeseeeeees Provides a receiving report by item for a selected document Receiving Document SUMMALY ccccccccceeccccccececceccccceesnecesenesessssssseeecesecssecesssssscessssssssssssssssseeees Provides information on a received shipment Rece
31. an account has in the institution s money Clearing Account A temporary summary account such as a payroll account which is periodically set to zero COA See Chart of Accounts Compound Journal Entry A two sided transaction that posts debits and credits Context The information that identifies the record being displayed or to be displayed by the system Credit Memo The reduction of a payable previously paid or still open A credit memo may result from overpayment overbilling or the return of goods Receivers User Manual Page VI 25 Appendix Glossary cont d Currency Code A code that identifies a record in the Tax Currency Table This record provides the factor to calculate foreign currency conversion costs or gains and the liability account used The code is translated through a table into a conversion rate Cycle Two or more programs that are run in a specific sequence D Data Data are representations such as characters to which meaning might be assigned They provide information and can be used to control or influence a process This term is not synonymous with information Information is data to which meaning has been assigned Database The collected information that is accessible to the computer for processing Data Control The tracking of input processing and output and the comparing of actual results to expected results in order to verify accuracy Data Element HELP An online feature that assi
32. and reporting of a college or university Financial Transaction An entry made to the system to record information Flag A data element used to set controls or conditions on a process or program Freeze Flag A data element whose condition indicates that new transactions cannot be posted This includes no feeds or invoice postings for this document FRS See Financial Records System Receivers User Manual Page VI 27 Appendix Glossary cont d Fund An accounting entity a 6 digit GL account with a self balancing set of 10 digit accounts for recording assets liabilities a fund balance and changes in the balance Fund Balance The equity of a fund the difference between assets and liabilities Fund Group A related collection of funds 6 digit GL accounts Examples include Current Unrestricted Current Restricted Loan Endowment Annuity and Life Income Plant and Agency Fund Group ID A one digit identification number representing the fund group with which an account is associated Fund Transfer A movement of dollars from one fund balance to another G General Ledger GL A balance sheet account for the institution All GL account numbers begin with 0 zero GL See General Ledger GL SL Relationships User defined structures relating Subsidiary Ledger SL revenue expense accounts to General Ledger GL fund accounts Global Subcode Edit GSE A system edit that checks each new 10 digit account a
33. c To To To Action Action L Document Item Cls Document Item Action Date Time By User P P100308 REOPEN 10 06 10 17 07 WxxxxxP P P100308 CLOSED 10 06 10 17 12 WxxxxxP P P100308 REOPEN 11 01 10 15 00 LxxxxxP P P100308 CLOSED 11 01 10 15 01 LxxxxxP P P100308 REOPEN 11 12 10 14 48 LxxxxxP P P100308 CLOSED 11 12 10 14 54 LxxxxxP P P100308 REOPEN 11 12 10 15 37 LxxxxxP P P100308 CLOSED 11 12 10 15 39 LxxxxxP P P100308 1 0 P P100406 1 0 TRNSFR 09 27 10 08 29 TxxxxxP P P100308 2 0 P P100406 2 0 TRNSFR 09 27 10 08 29 TxxxxxP P P100308 3 0 P P100406 3 0 TRNSFR 09 27 10 08 29 TxxxxxP P P100308 4 0 P P100406 4 0 TRNSFR 09 27 10 08 29 TxxxxxP Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 290 e Press ENTER to scroll through the list or type a valid document number on the Action Line to display it at the top of the list You may also enter the document prefix without a number to view a list of documents for a specified document class e Press lt ENTER gt to view the desired list of all documents Field Descri ptions Required Help PF2 or Field Help Available Action Line Document 7 character digits Enter the document number to be displayed Screen Information CL 1 character Identifies the class of the document Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purcha
34. departmental reference number 3 characters Shows the unit of measure for the line item 10 digits Identifies the purchase quantity of the line item 10 digits Displays the dollar amount to be paid per unit of measure 5 digits Shows the discount percentage for the line item 10 digits Indicates the total extended item amount as calculated by the system 1 character Shows the processing code for any special processing needs for the document 5 digits Displays the commodity code for classifying goods and services 15 digits Shows the first FAMIS account number for this document Page V 45 Screen 279 Document Line Item Inquiry cont d Cost Ref 1 2 3 Item Desc TIBH Delete Flag Freeze Flag Capital Inv Flag 7 characters Identifies the user defined cost accounting reference for the line item 50 characters digits Displays a short description of the line item purchased 1 character digit Shows the reason TIBH Texas Industries for the Blind and Handicapped was or was not used as the vendor for the bid purchase Valid values include the following Not Provided by TIBH TIBH Purchase Quantity Quality Delivery Time Life Cycle Price U1 BB amp N EH HZ il 1 character Y shows the item has been deleted from the system 1 character Y indicates the item has been frozen from further activity within the system 1 character Y
35. following UPS United Parcel Service USPO United States Post Office Carrier Doc 14 characters digits Enter reference number from the carrier document at the time of shipment Packing Doc 14 characters digits Type the number from the packing document at the time of shipment Pieces Total 5 digits Identify the total number of pieces delivered in this shipment Damaged 5 digits Indicate the number of pieces damaged in the shipment Entry in this field will bring up a pop up window to enter damage description Receivers User Manual Page III 4 Screen 321 Receiving Document Create Dept cont d Weight lb Ship To Dept Name Phone Ext Addr Fax City State Zip Country 5 digits Include the total weight in lbs of the goods received Help 5 characters Identify the department to which the goods were addressed This will be filled in automatically from the purchase document For example the following BPPO Budget Payroll Personnel Office FISC Business Office SAGO 30 characters Enter name of the person entity or department where items are addressed 10 digits Include area code and phone number of person or entity to which items are shipped 4 digits Enter the telephone extension number if any of the person to whom items are being shipped 2 lines 30 characters each Type street address of person or department where items are being ship
36. help you identify the functionality behind the PF keys that you will see on many of the screens in this manual Some screens have extended information windows assigned to various function keys that are designated at the bottom of each screen and pop up window Placing the cursor or using the cursor arrow keys on a particular line and pressing the extended information function key will display the pop up window information for the document or item on that line Press lt PF4 gt to exit a pop up window and return to the previous window or inquiry screen If multiple windows have been opened pressing lt PF3 gt will return you directly to the screen where you started From within many of the pop up windows an additional set of extended function keys may be available for providing additional information Extended Function Keys Accts Displays a window of all responsible accounts and their portions of the total order 278 Document Inquiry 03 31 04 3 07PM FY 2004 CC 02 Screen Document P001235 Do F5628 End of accounts on document Rei P P001235 Account Distribution I l cc FY Account Description Amount SSeS Se See eae l l 02 2000 144013 34400 4045 SAC SURGERY 3 638 46 LP 02 2000 144013 44400 4045 LAC SURGERY 1 819 77 9 Nbr Total all Accounts 5 458 23 s Price en _ 08 80 _ 34 88 _ 57 85 _ 10 30 Ent PF3 Back to 278 PF4 Exit PF5 BBA F12
37. not automatically finalize Screen 278 Document Inquiry Panel 2 278 Document Inquiry Screen __ Document P100258 lt lt More Doc Summary 2010 LATITUDE E6410 LAPTOP W ACCESSORIES SEE Vendor lvvvvvvvvvl SYMONS INDUSTRIES Reimburse ID Doc FY 2011 Doc Amt User Ref 300540 23000 Status CL Amt Inv Doc Date 09 10 2010 Route St FN Amt Vchr Class P Oth A P Srce Inv Forced Category RO USAS Doc Type 9 Req Delivery Date LP Received Buyer Nbr Invoices 2 Catalogue Order N Delg Contact S Line Received Date Recvd Invoiced Date Invcd 1 0 2 00 09 22 2010 2 00 09 17 2010 End of line items Hmenu Help EHelp Matched Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 LPF10 PF11 Inve Recv DlPrt Accts Print Left Right 02 09 11 11 00AM FY 2011 CC 02 Panel 02 More gt gt QUOTE 1794 32 1794 32 1794 32 09 24 2010 LANCE LONNIE KARROL KARP Date Mtchd 2 00 09 28 2010 PF12 Receivers User Manual Page V 39 Screen 278 Document Inquiry cont d Screen 278 Document Inquiry Panel 3 lt lt More Enter PF1 278 Document Inquiry Screen Doc Summary Vendor Reimburse ID User Ref Doc Date Class Category LP Received Nbr Invoices PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 LPF1041 PF11 PF12 Help EHelp Inve Recv D1Prt Accts Print Left Right 02 09 11 11 02AM FY 2011 cc 02 Document P100258 Panel
38. order followed by the departmental reference number 6 digits Indicates the date the document was set up on the system 5 characters Identifies the sub department associated with the document 10 digits Indicates the total dollar amount of all line items for the document See the Appendix for an explanation of the standard PF Keys Invoicing Used to view the invoice details Receiving View the receiving information associated with the selected document Audit View the audit information for the selected document Accounts Shows the account distribution used for the document selected Header Shows the document header information that was entered when the document was Created Items Lists the line item information for the document Track Allows you to track the routing history of the document Page V 30 Incomplete Receiving and Invoicing Screen 275 is useful in determining why a payment has not been made This screen displays the document number and whether or not receiving or invoicing has been completed Status and matching information is also available You may type all asterisks in the SubDept field to display documents for the entire department rather than just one subdepartment Several PF keys are available at the bottom of this screen to provide additional information regarding each document listed To access this information place the cursor either in the SL field to select the item or a
39. parameter from a control record or a program control transaction as opposed to a file maintenance transaction S 6 Digit Account For GL An entity that consists of a self balancing set of 10 digit accounts For SL An entity of revenues and or expenses Screen HELP An online feature that assists the user with data entry by providing information on the purpose and operation of a particular screen Secondary Vendor The vendor record holding the multiple addresses that are used periodically as opposed to the primary address Session A control mechanism to track real time posting of a group of financial transactions in order to provide an audit trail SL See Subsidiary Ledger Split Encumbrance An encumbrance which applies to several accounts Standing Order A type of purchase order used for recurring services like those provided by the telephone and electric companies Subcode Four digits appended to the account ID to identify attributes and dollar records within an account Subsidiary Ledger Revenue and expenditure accounts for the institution All SL account numbers begin with a ledger number of 1 through 9 Suspense Account A GL clearing account reflecting real dollar activity directed to the Suspense File T 1099 Vendor A vendor usually a consultant or professional service hired by an institution whose payments must be reported to the IRS on Form 1099 1099 Voucher A voucher that must be reported to the IRS o
40. select column to the left of a document to advance to Screen 278 where detailed document information will be displayed e Place the cursor in the SL field next to the desired document number and use the PF keys at the bottom of the screen to view additional document information Document Browse Process State Requisition Number The State Requisition field is used to group documents by a State assigned reference number Entering a state requisition number on the Action Line will display a list of all documents with a state requisition number beginning with the requisition number specified Help PF2 or Field Help Available Field Descriptions required Action Line State Req 11 digits characters Identify the first state requisition number to be displayed Receivers User Manual Page V 19 Screen 286 Document Browse by State Requisition Number cont d Class Doc Completed Docs Screen Information SL CL NT State Req Number Doc Vendor Name Date User Ref Amount St Receivers User Manual 1 character Indicate the class of document on which to inquire 7 character digits Enter the first document number to be displayed 1 character Type Y to include completed documents in the display 1 character Type an X to select a document for display on Screen 278 1 character Identifies the class of the document Requisition R Purch
41. 03 2010 LATITUDE E6410 LAPTOP W ACCESSORIES SEE QUOTE lvvvvvvvvvl SYMONS INDUSTRIES Doc FY 2011 Doc Amt 1794 32 300540 23000 Status CL Amt Inv 1794 32 09 10 2010 Route St FN Amt Vchr 1794 32 P Oth A P Src Inv Forced RO USAS Doc Type 9 Req Delivery Date 09 24 2010 Buyer LANCE LONNIE 2 Catalogue Order N_ Delg Contact KARROL KARP Paid Paid Remaining Description P Quantity Amount Balance End of line items The INV UOM field is filled in each time an invoice posting occurs to this line It comes from Screen 342 Each subsequent posting will overly this value Basic Steps e Advance to Screen 278 e Enter the document number to be displayed and press lt ENTER gt Each line item is listed at the bottom of the screen e Type an X next to the line item or position the cursor in the S field to select and press lt ENTER gt to advance to Screen 279 where additional information will be provided Field Descri ptions Required Help PF2 or Field Help Available Action Line Document Screen Information Panel 1 Doc Summary Vendor Reimburse ID Receivers User Manual 7 character digits Identify the document number to be displayed 50 characters digits Displays a summary description of the document selected 11 digits 30 characters Displays the vendor s identification number and name 11 characters digits Shows the ID number of the indi
42. 10 PF11 Hmenu Help EHelp Next DDesc Addr RNote DNote INote he PF7 Cncl key is only displayed if you have update access to this screen Basic Steps Create a New Receiving Document e Advance to Screen 320 e Type a valid purchase document on the Action Line e Type the number of the shipment to be added in the Shipment field and tab to the Add Shipment field and type Y Press lt ENTER gt e Indicate the carrier and the number of pieces you are receiving e Type additional data in the available fields and press lt ENTER gt to create the receiving header information Modify an Existing Receiving Document e Advance to Screen 320 e Type a valid purchase document on the Action Line e Type additional valid data in the available fields and press lt ENTER gt to create the receiving header information Receivers User Manual Page II 3 Screen 320 Receiving Document Create Central cont d Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc Shipment Add Shipment Screen Information Doc Summary Rec by Dept Rec by User Rev Dt Carrier Carrier Doc Packing Doc Pieces Total Receivers User Manual 7 character digits Identify the purchase document number for which you want to create modify a receiving document 3 digits Indicate the shipment you will be creating modifying as well as the to
43. 3 00 CO 1009637 FYI 0999432 FN 08 10 00 MAP 4 888 00 Co 1009861 FYI 0999432 FN 08 15 00 SDR 7 837 00 CL 1010031 FYI 1097317 FN 08 18 00 SDR 11 800 00 co 1100199 FYI 1468412 FN 09 15 00 PAW 2 473 00 CO 1002551 FYI 6576518 FN 11 22 99 LAD 6 830 00 Co 1003379 FYI 6907127 FN 12 17 99 PAW 1 996 00 Co 1003719 FYI 7003835 FN 01 13 00 DJM 11 000 00 co LAD 19 588 80 CO JAW DL of PIP Documents KFP 13 451 04 CO tinue 9 PF10 PF11 PF12 Hmenu Help EHelp Inve Recv Audit Accts Headr Items Track Receivers User Manual Page VI 12 Appendix Standard PF Keys cont d Print Print selected information through Entire Connection 278 Document Inquiry 03 31 04 3 31PM FY 2004 CC 02 Screen ___ Document P003004 Doc Summary Sole source _ nded Price a a PF12 to Cancel s 1 0 740 00 D 2o E 220 00 3 0 150 00 CS Disposable Plastic Teasp 14 8000 2220 00 Vendor This feature is only available with Entire Reimburse ID Connection If you are not currently running User Ref Entire Connection press PF12 to cancel the Doc Date request Lines of description per item 5_ Class Category Select additional data to print with an X LP Received x109 Nbr Invoices Notes _ ER End Q Enter PFl PF2 PF3 PF4 PF10 PF11 4PF12 Hmenu Help EHelp Inve Recv DlPrt Accts Left Right RDesc More receiving item descriptions c
44. 5 VERA V VERNON 08 18 09 241610 0055 IP L 1123086 ANTHONY LINDEN INC 12 21 10 144013 M100046 30 00 co _ L L123087 ANDY ANDERSON 01 05 11 510135 1117 212 00 Co More Entries Press lt ENTER gt to continue Enter PFl PF2 PF3 PF4 lt 1PF5 PF6 PEF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Inve Recv Audit Accts PIP Headr Items Track Basic Steps e Advance to Screen 280 e Type a valid document class in the Class field on the Action Line and press lt ENTER gt You may also include a document number to advance it to the top of the display list e Type an X in the SL select column to the left of a document to advance to Screen 278 where detailed document information will be displayed e Place the cursor in the SL field next to the desired document number and use the PF keys at the bottom of the screen to view additional document information Field Descri ptions Required Help PF2 or Field Help Available Action Line Class Help 1 character Enter the class of document to be displayed The system will default the search to the first defined class Doc 7 character digits Identify the first document number to be displayed Receivers User Manual Page V 4 Screen 280 Document Browse cont d Screen Information SL CL NT Doc Vendor Name Date User Ref Buy Amount St Additional Functions PF KEYS PF5 Inve PF6 Recv
45. 8 11 16 54 Screen Itm Quantity Conv Conv S Documnt Nbr Shp St Accepted UOM Accepted UOM Matched Completed 2 3 268 80 TON 268 80 TON 268 80 268 80 2 4 314 81 TON 314 81 TON 314 81 314 81 2 5 319 45 TON 319 45 TON 319 45 319 45 2 6 49 65 TON 49 65 TON 49 65 49 65 2 7 111 44 TON 111 44 TON 111 44 111 44 End of Receiving Document List Enter PFl PF2 PF3 PF4 PF5 PF6 TPF7 PF8 1 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Frwd FY 2011 CC 02 Doc P100088 Item 1__ Shipment 1__ Pg 1_ of 1 Viewed Pg s 1 76 55 TON 76 55 TON 76 55 76 55 2 60 29 TON 60 29 TON 60 29 60 29 The Total gt gt line displays the total amount for each item number Basic Steps e Advance to Screen 334 e Type a document number on the Action Line including the Item and Shipment numbers and press lt ENTER gt to display current item information e Type an X next to a particular line item to advance to Screen 338 to view the Receiving Document Summary Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Doc Item Shipment Receivers User Manual 7 character digits Enter a valid receiving document number 3 digits Type an item number to place it at the top of the display list 3 digits Include the shipment number if known Page IV 17 Screen 334 Receiving by Item for a Document cont d Pg__ of __ 3 digits Viewe
46. 86 CO _ L 001014 01 L115712 HAMER HANSON 11 17 10 22 23 CO L 001014 01 L115721 US DEPT OF EDUCA 11 17 10 145 88 CO _ L 001014 01 L115733 JOHN J JULIUS 11 17 10 28 81 CO _ L 001014 01 L116764 JENNY J JOHNSON 11 23 10 17 36 CO More Entries Press lt Enter gt to continue Enter PFl PF2 PF3 PF4 1 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Inve Recv Audit Accts PIP Headr Items Track Basic Steps e Advance to Screen 284 e Type a valid user reference on the Action Line if desired and press lt ENTER gt to view a complete list of all documents e Type an X in the SL select column to the left of a document to advance to Screen 278 where detailed document information will be displayed e Place the cursor in the SL field next to the desired document number and use the PF keys at the bottom of the screen to view additional document information Field Descri ptions Required Help PF2 or Field Help Available Action Line User Ref 14 digits characters Identify the user reference number to be displayed at the top of the list Receivers User Manual Page V 13 Screen 284 Document Browse by User Reference cont d Include Only Class Screen Information SL CL NT User Ref Doc Vendor Name Date Buy Amount St Additional Functions PF KEYS PF5 Inve Receivers User Manual 1 character Enter the class of document to
47. CL Closed CO Completed FR Frozen IP In Process TR Transferred PRT Printed DL Deleted Page V 23 Screen 287 Document Browse by State Order Number cont d Additional Functions PF KEYS PF5 Inve PF6 Recv PF7 Audit PF8 Accts PF9 PIP PF10 Headr PF11 Items PF12 Track Receivers User Manual See the Appendix for an explanation of the standard PF Keys Invoice Used to view the invoice details Receive View the receiving information associated with the selected document Audit Information View the audit information for the selected document Accounts Shows the account distribution used for the document selected PIP Shows the PIP documents Header Shows the document header information that was entered when the document was Created Items Lists the line item information for the document Track Allows you to track the routing history of the selected document Page V 24 List Documents Closed but Not Routed There are many steps along the line to getting a purchase document paid Sometimes the only thing holding up the payment of a document is that it has not received the proper approvals because it was never sent into the online routing and approval system Screen 271 is available for you to display your documents that have been closed but have not been sent into the routing and approval system Screen 271 Documents Closed But Not Routed 02 09 11 10
48. ENTER gt to modify the receiving header information Receivers User Manual Page IIl 3 Screen 321 Receiving Document Create Dept cont d Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Identify the purchase document number for which you want to create modify a receiving document Shipment 3 digits Indicate the shipment you will be creating modifying as well as the total number of shipments currently received for the selected purchase document Add Shipment 1 character Type Y to create a new receiving document for the purchase document Screen Information Doc Summary 50 characters digits Enter a short description of the purchase document This will be automatically filled in from the purchase document but you may alter it if you wish Rec by Dept Help 5 characters Identify the department that will be receiving the goods or services This information will be automatically filled in from the purchase document For example the following MISP MIS Project INRE Office of Information Resources Rec by User 20 characters Displays the name of the person creating the receiving document filled in automatically from your logon ID RevDt 8 digits Include the date that the goods were received Carrier Helpi 5 characters Identify the carrier service delivering the goods For example the
49. ESOURCE RESEARCH INC 07 27 10 111 700 00 PRT P P100450 AGC PERFORMING CONTROLS INC 09 28 10 106 046 00 PRT P P100631 AGC SOMMER MANAG DBA ARGONNE G 10 08 10 165 000 00 PRT _ P P101552 AGC WISE PLAIN amp BAUR CORPOR 01 05 11 6 609 00 PRT P P300341 MEW BIOONICS INC 08 28 02 40 735 00 TR P P301068 MEW GENERAL ECO INC 10 30 02 62 000 00 TR _ P P302086 JWP DALE MARKETING INC 02 05 03 DL P P303735 DMK ORANGE COMPUTER INC 06 23 03 DL _ P P304089 STORAGE CENTER 07 21 03 3 457 35 TR _ P P304153 JWP ORAS CORPORATION 07 27 03 3 294 72 TR More Entries Press lt Enter gt to continue Enter PFl PF2 PF3 PF4 LPF5 PF6 PEF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Inve Recv Audit Accts PIP Headr Items Track Basic Steps e Advance to Screen 281 e Type a valid department code in the Dept field on the Action Line If you want to include completed documents type Y in the Completed Docs field e Type additional data in the available fields if desired and press lt ENTER gt to view a complete list of all documents for the specified department e Type an X in the SL select column to the left of a document to advance to Screen 278 where detailed document information will be displayed e Place cursor in the SL field next to a document and use the PF keys available to view additional information Field Desc ri ptions Required Help PF2 or Field Help Available Action L
50. IV 13 Rec Dpt Rec by User Date Recvd Carrier Carr Doc Pieces Damaged Weight lb Vendor Document Dt User Ref Exp Dlvry Dt Ship to Dept Name Item Information Description Receivers User Manual Screen 339 Receiving Document Line Item cont d 5 characters Identifies the department where the goods services were received 8 characters digits Represents the user ID of the person responsible for creating the receiving document 8 digits Indicates the date goods or services were received online 5 characters Identifies carrier service that delivered the goods or services 15 characters digits Indicates the number from the carrier document at the time of shipment 3 digits Indicates total number of pieces received in the shipment 3 digits Shows total number of pieces that were damaged in the shipment 3 digits Displays total weight in lbs of the shipment processed 11 digits 30 characters Indicates the vendor name and number supplying the goods that were ordered 8 digits Shows date the document was created on the system 11 digits Shows the user reference number which is typically made up of the subsidiary ledger account number followed by the departmental reference number 8 digits Identifies the expected delivery date for the goods services ordered 5 characters Indicates department to which the goods were addressed 30 characters Displa
51. Identifies line item number on the shipment 4 characters Indicates unit of measure for the item received 4 characters Indicates the converted unit of measure for the item as received 27 characters Displays a short description of the line item 8 digits Identifies the total quantity accepted for the line item 8 digits Represents quantity of the line item rejected on this shipment 1 character Displays a code indicating quality of the items rejected 8 digits Indicates number of line items matched in the receiving process See the Appendix for explanations of the standard PF Keys Audit Displays the receiving document audit information Address Shows the shipping address for the receiving document Notes View notes added to the receiving document Damage Description Displays damage description for items rejected Item Description Place cursor on line item and press this key to see detailed description of item Page IV 12 Receiving Document Line Item Summary Individual line item deta screen to Screen 338 A item will be displayed Screen 339 il information is available on Screen 339 This is a detail follow up ll of the information associated with a specific receiving document line Receiving Document Line Item 339 Receiving Screen Status CO Rec Dpt RSPO Carrier NONE Vendor Document Dt Exp Dlvry Dt Hmenu He Basic Steps 02 08 11 16 50 FY 2011 cc 02
52. L INCOME TUITION Setup Dt 08 26 1991 Enter PF1 PF2 PF3 PF4 4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next Screen 002 GL 6 Digit Fund Group Help Pop Up Window Field FG FS FUND GR File IAFRS GENERAL SUBSIDIARY LEDGER VALUES MEANING AG AGENCY AN ANNUITY amp LIFE INCOME AX AUXILIARY BLANK NOT SPECIFIED DS DESIGNATED EN ENDOWMENTS FG ooo FUNCTIONAL AND GENERAL Lookup Value Menu Rule IAFRS FG FS FUND GR Default value is View IAFRS GENERAL SUBSIDIARY LEDGER Field FG FS FUND GR l l l l l l l l l l l l l l IS INTEREST amp SINKING l l l l l l l l l l l l l PAGE PFl Menu PF4 Exit PF1 M Receivers User Manual Page VI 21 Receiving Screens List 271 272 275 278 279 280 281 282 284 285 286 287 288 290 291 320 321 322 PAGE Documents Closed but Not Routed ccccccssssssssceeseessssssseeesessssssssceeeeeesssssscceeseesssssscccseesesesssssseees V 25 Provides list of all documents that are closed but have not gone through the routing process DOCUMENTS DY Status ee arare s errearen r EE EEN ONE N aa a V 28 Provides list of all documents sorted by their status codes Incomplete Receiving INVOICING sssssnencccccccccccccccccccccccccccccccccccccceee V 31 Provides list of do
53. LD Key To erase all the information in a field with one stroke the ERASE EOF key on a 3270 keyboard is helpful For example a vendor name is held in context when moving from screen to screen To change to a different vendor use this key and the current vendor name in the Action Line will be removed Now the new vendor name can be inputted On most PCs the correct key to use is the END key on the numeric keypad HOME Key From anywhere on the screen the most efficient way to take the cursor back to the Screen field on the Action Line is by pressing certain keys For the 3270 terminals the correct combination is the ALT RULE keys On most PCs the HOME key on the numeric keypad will work Protected Area The Protected Area is the area of the screen that will not allow the user to enter information Typing information in the protected area may freeze the screen Use your reset key followed by the tab key to release your system when it freezes Action Line Context The Action Line is usually the first line of information on each screen The Screen field is used to navigate from screen to screen by entering the number of the screen desired Fields such as screen vendor voucher number account etc are often found on the Action Line Data that is entered on the Action Line will be carried in context from screen to screen until changed For example the GL account number 032365 is entered on the Action Line of the screen below Tha
54. NTER To View More Items Addr Notes DDesc IDescl Basic Steps e Advance to Screen 338 e Type areceiving document number and shipment number on the Action Line e Press lt ENTER gt to display current shipment information e Type an X next to a particular line item to advance to Screen 339 where more detailed information will be displayed Field Descri ptions Required PF2 or Field Help Available Action Line Doc Shipment Screen Information Status Receivers User Manual 7 character digits Enter a valid receiving document number to view detailed information about a shipment 3 digits Identify the shipment number to be displayed 2 characters Identifies the current status of the receiving document for the shipment number Page IV 10 Doc Summary Rec Dpt Rec by User Date Recvd Carrier Carr Doc Pieces Damaged Weight lb Vendor Document Dt User Ref Exp Dlvry Dt SciQuest Rec Ship to Dept Receivers User Manual Screen 338 Receiving Document Summary cont d 50 characters Displays a short summary description of the receiving document 5 characters Identifies the department where the goods services were received 8 characters digits Represents the user ID of the person responsible for creating the receiving document 8 digits Indicates the date goods or services were received online 5 characters Id
55. Purchase L 1 character An asterisk indicates that notes are attached to the document 7 character digits Identifies document numbers for the class of document specified 5 digits Identifies the Support Account number used to purchase the items 16 characters Identifies the vendor s name 6 digits Indicates the date the document was set up on the system 14 digits characters Shows the user reference that indicates the subsidiary ledger SL account number used for the order followed by the departmental reference number 8 digits Indicates total dollar amount of all line items for the document 3 characters Represents status of the document For example the following CL Closed CO Completed FR Frozen IP In Process TR Transferred PRT Printed DL Deleted Page V 11 Screen 282 Document Browse by Account cont d Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF5 Invoice Inve Used to view the invoice details PF6 Receive Recv View receiving information associated with the selected document PF7 Audit Information Audit View audit information for the selected document PF8 Accounts Accts Shows account distribution used for the document selected PF9 PIP PIP Shows the PIP documents PF10 Header Headr Shows document header information that was entered when the document was created PF11 Items Items Lists line item information for
56. Receive r gt Version 4 3 User Manual April 2013 FAMIS Services The Texas A amp M University System Receivers User Manual Page l 2 Introduction The purpose of this manual is to assist with accessing and utilizing information in the Receiving section of Financial Accounting Management Information System FAMIS FAMIS is an accounting system that responds to financial regulations applicable to educational institutions All applications access a common database that allows different users to access identical information Other applications include Financial Accounting Accounts Payable Accounts Receivable Purchasing and Sponsored Research Manuals for these applications are either currently available or in the process of being developed The materials are grouped according to receiving function All associated screens and processing information are included along with field descriptions The required fields are designated by a diamond symbol Data entry information Help can be accessed on some screen fields with the use of the PF2 key or by typing an asterisk or question mark in the field By utilizing the information and guidelines contained in this manual a user should be able to access receiving information and create modify or close receiving documents The FAMIS User Manuals are in a constant state of revision due to screen updates changes in procedures and a multitude of other reasons If you would like to make sugge
57. Receivers User Manual Page VI 3 Appendix Standard PF Keys cont d AdDept Displays all additional departments subdepartments that have approval and accounts on this document 280 Document Browse 03 31 04 3 09PM FY 2004 cc 02 Screen Class P Doc P001235 Additional Departments SubDepartments Doc P001248 Dept SubDept 845 6340 845 3425 ED PF3 Back to 280 PF4 Exit F11 Items ee _ PF11 PF12 Addr Used to include more lines of address information 321 Receiving Document Create Dept 03 31 04 15 09 DOC NOTES FY 2004 CC 02 Screen Doc P001235 Shipment 1_ of 1 Add Shipment _ Doc Summary VWR Rec by Dept VTEA_ Rec by User CARSON CAMELIA C Rev Dt 10 27 1999 Carrier OTHER Carrier Doc 1810693 Packing Doc 1850032 Pieces Total 2 Damaged Weight lb Ext 778434457 Country Cocuma ENTIPIC PRODUCTS INC Start Dt Cat BO User Ref 144013 M00091 FOB DP End Dt Contact Person CAMELIA CARSON Ph 409 855 5555 Exp Dlvry Dt Buyer A 4 5 3333 Enter PF1 PF2 PF3 PF4 PF12 Hmenu Help EHelp Next DDesc RNote DNote INote Receivers User Manual Page VI 4 Appendix Standard PF Keys cont d Audit BBA Bkwd Displays audit information for the line item 280 Document Browse 03 31 04 3 18PM FY 2004 CC 02 Screen ___ Class P Doc P411235 SC pt bi It St xx xx Audit Information _ P 3 02 PRT
58. Screen 278 where detailed information will be displayed e Place the cursor in the SL field next to the desired document number and use the PF keys at the bottom of the screen to view additional document information Field Descriptions Required Help Action Line Dept SubDept Receivers User Manual Help Help 5 characters 5 characters PF2 or Field Help Available Enter the department whose documents you would like to display Identify the sub department to be included in the display Type to see the entire department rather than just one subdepartment Page V 28 Screen 272 Documents by Status cont d Class Doc Status Route Status Screen Information SL CL NT Doc Buy Vendor Name Receivers User Manual 1 character Enter the class of document Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L 7 character digits Identify the first document number to be displayed 2 characters Identify the status code to limit the display Valid values are as follows IP In Process CL Closed DL Deleted CO Completed TR Transferred 2 characters Indicate which routing status code to display Valid routing status codes include the following RJ Rejected returned to creator RC Recalled in creator s in box DR Routing at Depart
59. UCEN COPIER RENT 08 30 07 300480 8137 132 00 Co L L822497 X UCEN CANCELLATIO 09 30 07 300480 8142 70 40 CO L L826302 X CHEM XERON COPIE 12 04 07 246050 00010 192 00 Co _ L L927323 X CHEM XERON COPIE 12 01 08 246050 00010 102 00 co _ L L936485 X DVFD INVOICE BIL 11 01 08 121204 000000 859 50 CO _ L 4936500 X DVFD CANCELLATIO 12 01 08 121204 000000 859 50 CO Enter PFl PF2 PF3 PF4 LPF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Inve Recv Audit Accts PIP Headr Items Track Basic Steps e Advance to Screen 285 e Type the vendor identification number or name and document class on the Action Line You may also type and asterisk in the Vendor field to select the desired vendor from the pop up window e Type additional data in the available fields as desired and press lt ENTER gt to view a complete list of all documents for the specified vendor and document class e Type an X in the SL select column to the left of a document to advance to Screen 278 where detailed document information will be displayed e Place the cursor in the SL field next to the desired document number and use the PF keys at the bottom of the screen to view additional document information Field Descri ptions Required Help PF2 or Field Help Available Action Line Vendor Help 11 digits Enter the desired FAMIS vendor identification number or name Class Help 1 character
60. User Manual 5 digits Indicate the number of pieces damaged in the shipment Entry in this field will bring up a pop up window to enter damage description 5 digits Include the total weight in lbs of the goods received Help 5 characters Identify the department to which the goods were addressed This will be filled in automatically from the purchase document For example the following BPPO Budget Payroll Personnel Office FISC Business Office SAGO 30 characters Enter the name of the person entity or department where the items are addressed 10 digits Include the area code and phone number of the person or entity to whom items are being shipped 4 digits Enter the telephone extension number if any of the person to whom items are being shipped 2 lines 30 characters each Type the street address of the person or department where the items are being shipped 10 digits Indicate the area code and FAX number of the person to whom items are being shipped 20 characters Enter the city where the items are to be shipped Help 2 characters Indicate the state to which the items are being shipped For example the following TX Texas UT Utah 9 digits Indicate the zip code of the person or department to which the items are being shipped Help 3 characters Enter the country of the person or department to which the items are being shipped For example the follo
61. X in the S field to select a document and advance to Screen 278 to view additional document information Receivers User Manual Page V 51 Screen 295 SciQuest FAMIS Document Cross Reference cont d Field Desc ri ptions Required Help PF2 or Field Help Available Action Line SciQuest Document ID FAMIS Doc Screen Information S Document SciQuest Doc ID Doc Description Error Additional Functions PF KEYS Receivers User Manual 20 characters digits Enter the desired SciQuest Document ID number 7 digits characters Identify the desired FAMIS Document number 1 character Type X to select the document and advance to Screen 278 7 digits characters Identifies the FAMIS document number A Requisition document number ends in two characters and a Purchase Order number ends in one character 9 characters digits Shows the SciQuest document ID number 43 characters digits Displays the document summary description See the Appendix for an explanation of the standard PF Keys Page V 52 Section VI Appendix Receivers User Manual Page VI 2 Standard PF Keys PF Keys are used in Receiving to access additional information Wherever possible the same assignment has been given to the same PF key such as PF9 usually being the key used to view NOTES Occasionally this has not been possible and a different assignment has been made The following list will
62. _ l 1 1 11 REQUEST Il 12 l l Ii Page E B 0 Il I a me 4 Hmenu Help EHelp Inve Recv Audit Accts PIP Headr Items Track Receivers User Manual Page VI 11 Appendix Standard PF Keys cont d PDesc PIP More purchasing document description can be seen by pressing PF11 323 Receiving Single Item Create DEXL MARKETING LP 03 31 04 15 34 FY 2004 CC 02 Screen Doc P003002 Shipment 1__ Item 1__ Accepted Rejected Back Ordered Late UOM Quantity Quantity Quality Quantity Quantity EA__ 7 00 Date Received 04 24 00 Item Description ITEM Description Reference quote 39952541 Dexl Dimension XPST computers with the following specifications _ I I I I I l Dimension XPS T600r Pentium III Processor__ FX 04 at 600r MHz 220 2129 Y 3 5 Floppy Drive Factory Install l l 340 2409 EducateU Information TechSheet English for l EducateU WEB Based Training 310 8921 Ent Spire I Learn 1 0 Windows 98 Tutorial No_ 12 Displays PIP documents 280 Document Browse 03 31 04 4 04PM FY 2004 CC 02 Screen __ Class P Doc P000356 SSS ee ee l PIP Documents for Document P000356 Buy Amount st PIP Invoice Rt coc _ Number Type Number Cd Date JAW 41 195 50 CO 0 lt oo BAC 15 240 00 CO 1007667 FYI 0241294 FN 06 02 00 BAC 17 79
63. ail Document Information When the document number is known the most comprehensive information available is found on Screen 278 You may also advance to Screen 278 after selecting a document for display from one of the other document inquiry screens To see more information on a specific line item select the item and the system will advance to Screen 279 for that document line item Screen 278 Document Inquiry Panel 1 278 Document Inquiry Document P100258 Screen Doc Summary 2010 LATITUDE E6410 LAPTOP W ACCESSORIES SEE Vendor lvvvvvvvvvl SYMONS INDUSTRIES Reimburse ID Doc FY 2011 Doc Amt User Ref 300540 23000 Status CL Amt Inv Doc Date 09 10 2010 Route St FN Amt Vchr Class P Oth A P Src Inv Forced Category RO USAS Doc Type 9 Req Delivery Date LP Received Buyer Nbr Invoices 2 Catalogue Order N Delg Contact S Line Quantity Description 1 00 EA 2010 DELL LATITUDE E6410 x End of line items Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 P Hmenu Help EHelp Invc Recv DlPrt Accts aN 02 09 11 10 57AM FY 2011 cc 02 Panel 01 More gt gt QUOTE 1794 32 1794 32 1794 32 09 24 2010 LANCE LONNIE KARROL KARP Unit Price Extended Price 1794 3200 1794 32 PF11 7PF12 Left Right If the Proc Cd field is left blank the document matches and completes when all items are received An M means there can be multiple invoices so the document will
64. an be seen by pressing PF10 322 Receiving Item Create ONESOURCE DALLAS 03 31 04 15 30 FY 2004 CC 02 Screen ___ Doc P003004 Shipment 1__ Item 1__ Pg 1 of 1 Viewed Pg s Qty Accepted Total Current Item UOM Ordered Other shps Accepted Shipment Qlity 1 0 cs__ 50 00 50 00 Accept 50 00 Item Description Disposable Plastic Knives Material Polystyrene Weight Heavy Color Clear Pack 1000 Ct Bulk Brand SWEETHEART GDC6KN Enter PF1 PF2 PF3 PF4 J PF5 PF6 PF7 PF8 PF9 PF10 PF12 Hmenu Help EHelp Next AcScr Bkwd Frwd RNote AcAll Receivers User Manual Page VI 13 Appendix Standard PF Keys cont d Recv Right RNote View the receiving information on a document including date received status and shipping information 280 Document Browse 03 31 04 3 28PM FY 2004 CC 02 Screen Class L Doc L000001 Shipments for Document 1L000001 No Date Rec by Ship Items Received St Doc Summary Dept Carrier r eee eww mmm ow www ww ww www www wn wn wn wn wn wn wr wn wn wn ww ww ww www menee ee ee 001 2 08 18 1999 CO NOTEBOOK COMPUTER cYcL UPS 002 1 09 15 1999 CO NOTEBOOK COMPUTER CYCL OTHER End of Shipments Enter PF1 PF2 PF3 PF4 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Audit Accts PIP Headr Items Track Some windows consist of several adjacent panels of information These will be designated by the word Pane
65. ary control Account ID A 6 digit identification number for an account Account Number A 10 position ID within the master file of the Financial Records System The first 6 positions identify the specific account while the last four positions identify the account control for a balance sheet account GL and the object code for a revenue or expenditure account SL Accounts Payable An application of the Financial Records System FRS AP processes vendor payments and keeps track of financial activity involving vendors Action Context Line The screen line usually fourth from the top or lines into which the screen to be accessed and the key of the data to be addressed are input and displayed Alias A commonly used name for a vendor other than the formal customer name primary name that prints on the check The Purchasing System also offers a commodity alias name and permits you to define any number of alias names once a vendor has been created AP See Accounts Payable Attributes Descriptive data associated with a record Examples are school department function name and responsible person Attributes support a variety of sophisticated reporting techniques Automatic Budget Reallocation ABR A process by which the system automatically transfers budget dollars from predefined budget pools to specific object codes when transactions are entered Bank Transfer A movement of cash from one bank account to another This allows ex
66. ase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L 1 character An asterisk indicates there are notes attached to the document 9 digits characters Identifies the State Requisition Number of the specified document 7 character digits Identifies document numbers for the class of document specified 14 characters Identifies name of the vendor from which the items were purchased 2 digits Indicates the date the document was set up on the system 11 digits characters Displays the user reference used to identify the subsidiary ledger SL account number for the order followed by the departmental reference number 10 digits Indicates the total dollar amount of all line items for the document 3 characters Shows the status of the document Common document status codes include the following CL Closed CO Completed FR Frozen IP In Process TR Transferred PRT Printed DL Deleted Page V 20 Screen 286 Document Browse by State Requisition Number cont d Additional Functions PF KEYS PF5 Inve PF6 Recv PF7 Audit PF8 Accts PF9 PIP PF10 Headr PF11 Items PF12 Track Receivers User Manual See the Appendix for an explanation of the standard PF Keys Invoice Used to view the invoice details Receive View the receiving information associated with the selected document Audit Information View the audit information for th
67. ay per item and press lt ENTER gt to retrieve document information e Continue to press lt ENTER gt to scroll through the pages of the document or use PF7 and PF8 to scroll backwards and forwards through the pages Field Descriptions Required Help PF2 or Field Help Available Action Line Doc Number of Desc Lines Page of __ 7 character digits Identify the document number to be displayed 2 digits Indicate the number of description lines to display per item The screen will default to 5 lines to match those on the item create screen if not specified 2 digits Indicate the document summary page number to be displayed Will default to the current page number The number of summary pages displayed may vary depending on the information available Screen Information Screen 1 Vendor Doc User Ref Invoice to Ship to Screen 2 lt lt Additional Text gt gt OR lt lt Sub Text gt gt Receivers User Manual 5 lines 30 characters Identifies the vendor s ID number name and address 7 character digits Displays the document number 10 digits Identifies the user reference number for the document 5 lines 30 characters Indicates the address where items purchased will be invoiced 5 lines 30 characters Indicates the address where items purchased will be shipped Additional information for document summary if available Page V 36 Screen
68. be displayed 1 character Type an X to select a document for display on Screen 278 1 character Identifies the class of the document Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L 1 character An asterisk indicates notes are attached to the document 14 digits characters Displays the user reference used to indicate the subsidiary ledger SL account number used for the order followed by the departmental reference number 7 character digits Identifies document number s for the class of document specified 16 characters Identifies the vendor s name 6 digits Indicates the date the document was set up on the system 3 characters Displays initials of the buyer for the document 13 digits Indicates total dollar amount of all line items for the document 3 characters Shows the status of the document Common document status codes include the following CL Closed CO Completed FR Frozen IP In Process TR Transferred PRT Printed DL Deleted See the Appendix for an explanation of the standard PF Keys Invoice Used to view the invoice details Page V 14 Screen 284 Document Browse by User Reference cont d PF6 Recv PF7 Audit PF8 Accts PF9 PIP PF10 Headr PF11 Items PF12 Track Receivers User Manual Receive View the receiving information associated with the selected document
69. be filled in before you can close a receiving document Screen 326 Receiving Document Close 326 Receiving Document Close 02 09 11 12 38 FY 2011 CC 02 Screen Doc P100504 Shipment 1_ of 1 Doc Summary CABLE 16473 Rec by Dpt PHPL Rec by User LxxxxxP Date 01 25 2011 Carrier NONE Carrier Doc V04960 Pieces Total 1 Damage Current Status CLOSED Close Receiving Document Y N to Reopen if closed Cancel Receiving Document N N to reinstate if cancelled lt lt Dates gt gt Vendor lvvvvvvvvvl CRANFORD ELECTRIC SUPPLY COMPANY L Document 09 30 2010 Cat RO User Ref 270160 16473 Exp Dlvry 10 07 2010 Contact Person GARY GRANT Ph 979 455 5555 Prior Inv Forced Buyer BBB BYER BRENDA Ph 979 845 7016 Enter PFl PF2 PF3 PF4 LPF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps Close the Receiving Document Advance to Screen 326 Type a valid purchase document number on the Action Line and press lt ENTER gt to display existing receiving information Type Y in the Close Receiving Document field and press lt ENTER gt to close the receiving document and initiate a three way match check Payment will not be made until there is a three way match Cancel the Receiving Document Advance to Screen 326 Type a valid purchase document number on the Action Line and press lt ENTER gt to display existing receiving information Type Y in the Cance
70. betical order and Bid documents will be displayed before Limited Purchases etc To view all completed documents type Y in the Completed Docs field Screen 282 Document Browse by Account 282 Document Browse By Account 02 09 11 9 38AM Acct Acct FY 2011 cc 02 Screen ___ Class P Acct 144011 00000 CC 02 FY 2011 Doc Completed Docs N SCN Supp PURCHASE ORDER LLET Doc Acct Vendor Name Date User Ref Amount St _ P 007038A 00000 XINTECH CORPORAT 10 11 10 855096 0 9 388 00 CL P 007242A 00000 SUMTER INDUSTRIE 10 13 10 865872 3 225 16 CL _P 007554A 00000 DALE MARKETING L 10 19 10 870373 9 CL _P 007951A 00000 SUMTER INDUSTRIE 10 25 10 882807 2 867 56 CL _P 007987A 00000 SUMTER INDUSTRIE 10 26 10 886097 1 7 317 66 CL P 008233A 00000 FLUER ELECTRONIC 10 29 10 893613 1 1 355 00 CL _P 008518A 00000 DALE MARKETING L 11 02 10 898995 8 4 627 78 CL _P 008519A 00000 GWANT TECHNOLOGI 11 02 10 897536 0 1 872 00 CL _P 012913A 00000 ST EDMONDS UNIVE 01 12 11 001584 9 450 00 CL Enter PFl PF2 PF3 PF4 LPF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Inve Recv Audit Accts PIP Headr Items Track Basic Steps e Advance to Screen 282 e Type a valid document class and account number on the Action Line e Type additional data in the available fields if desired and press lt ENTER gt to view a complete list of all documents for the specified account and document class e Type an X in the SL select colu
71. cccccccccsscccccceeeeeeesessseesssscsessesesssssssscesessesssseees V 19 Provides list of documents starting with the state requisition number Document Browse by State Order Number s sccccccsssssssccccceessesssseeeeesesessssceeeeesssessssecceeeeeessssenees V 22 Provides a list of documents starting with the state order number Document SUMIMANY isecasaciscacsecccevacscaannectsuacacesassecsddsnssnsssonascneseseasnnacsieaaneasensccaenadesssesacsenacersesesosesesessses V 34 Provides a view of an individual document Document Tracking Inquiry ccccccccccccccccenseeeeeeseensesssssccssssesscsssssscsessssssssssssssssssssesssssssssssssssseseees V 47 Used to track actions that are performed on a particular document Document Tracking Cross Reference ccccccssssssccccceesssssssceeesesssesssscceeeessseessseeeceseessesscceeeeeseesessaes V 49 Used to cross reference documents from their source document Receiving Document Create Central cccccsssssscccccceeesssssceceeessssssssceeceesssessscecceeceesssssssceeseeeessesanes Il 3 Used to create the receiving report by a central receiving department Receiving Document Create Department cccccccssssssscscceeesssssseeeeeeesessssceeeeesssssssssseeesesessssseaes Ill 3 Used to create the receiving report by a department office RECEIVING Iteni Create cccccecssacesnsccnsesaceseccssneoscessesnscescnesesesntesssesstesesssesnseseversenesserssssdtssisss resses I 8
72. ck Receivers User Manual Audit Information View the audit information for the selected document Accounts Shows the account distribution used for the document selected PIP Shows the PIP documents Header Shows the document header information that was entered when the document was created Items Lists the line item information for the document Track Allows you to track the routing history of the selected document Page V 6 Documents by Department SubDepartment Browsing information on requisitions and purchase orders by the department and sub department is accomplished using Screen 281 By default this screen displays those documents that are currently incomplete have not been paid However you can also specify that only completed documents be displayed You may type all asterisks in the SubDept field to display documents for the entire department rather than just one subdepartment If the Class field is left blank the system will search each class in alphabetical order and Bid documents will be displayed before Limited Purchases etc Screen 281 Document Browse by Department SubDepartment 281 Document Browse By Dept SubDept 02 09 11 9 08AM FY 2011 cc 02 Screen ___ Dept CHEM _ SubDept Class P Doc P001020 SCN PURCHASE ORDER LLT Doc Buy Vendor Name Date S Dept Amount st _ P p001674 AGC FZT CO 11 25 09 DL _ P P005213 AGC ANNIE ANDERSON 07 20 10 99 644 00 PRT P P005319 AGC R
73. creen If a purchase order is completed by using the flag on Screen 228 or Screen 242 then a tracking record will appear on Screen 291 Screen 291 Document Tracking Cross Reference 291 Document Tracking Cross Reference 02 09 11 12 25PM FY 2011 cc 02 Screen __ Doc P100315 C To To From From From Action Action L Document Item Cls Document Item Action Date Time By User P P100315 1 0 R R100443 1 0 TRNSFR 09 15 10 13 48 WxxxxxP P P100316 1 0 R R100489 1 0 TRNSFR 09 15 10 13 52 PxxxxxP P P100316 2 0 R R100489 2 0 TRNSFR 09 15 10 13 52 PxxxxxP P P100316 3 0 R R100489 3 0 TRNSFR 09 15 10 13 52 PxxxxxP P P100316 4 0 R R100489 4 0 TRNSFR 09 15 10 13 52 PxxxxxP P P100316 5 0 R R100489 5 0 TRNSFR 09 15 10 13 52 PxxxxxP P P100316 6 0 R R100489 6 0 TRNSFR 09 15 10 13 52 PxxxxxP P P100316 7 0 R R100489 7 0 TRNSFR 09 15 10 13 52 PxxxxxP P P100317 1 0 R R100444 1 0 TRNSFR 09 15 10 13 58 LxxxxxP P P100317 2 0 R R100444 2 0 TRNSFR 09 15 10 13 58 LxxxxxP P P100318 0 1 R R100516 0 1 TRNSFR 09 15 10 14 02 WxxxxxP P P100318 1 0 R R100516 1 0 TRNSFR 09 15 10 14 02 WxxxxxP Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 291 e Enter the document number on the Action Line to display it at the top of the list and press lt ENTER gt Type only the document prefix to view a list of documents for a specific class Field Descri ptions Required
74. cuments by Document Number 330 Receiving Documents by Document Number 02 09 11 12 43 FY 2011 CC 02 Screen ____ Doc P100501 Pg 1_ of 1 Viewed Pg s N Receive Nbr Ship S T Documnt Shp Itm Dept St Date Doc Summary P100501 001 HECN CO 11 04 10 MASTER ORDM000551 AMX CONTROLLER FO P100501 002 HECN CO 11 04 10 MASTER ORDER M000551 AMX CONTROLLER P100502 001 PATT CO 12 08 10 REPLACE 4 NORTHSIDE GARAGE SIGNS P100503 001 RSPO CO 12 31 10 RH COLOR COPIER RENTAL COLORCUBE 92 P100504 001 UTIL CL 01 25 11 CABLE 16473 P100505 001 UTIL CO 11 30 10 ACCESS CONTROL amp MONITORING 16067 P100505 002 UTIL CO 11 30 10 ACCESS CONTROL amp MONITORING 16067 P100505 003 UTIL CO 11 30 10 ACCESS CONTROL amp MONITORING 16067 P100505 004 UTIL CO 12 20 10 ACCESS CONTROL amp MONITORING 16067 P100505 005 UTIL CO 12 20 10 ACCESS CONTROL amp MONITORING 16067 P100505 006 UTIL CL 01 14 11 ACCESS CONTROL amp MONITORING 16067 P100505 007 UTIL CO 01 14 11 ACCESS CONTROL amp MONITORING 16067 P100506 001 2 ADRC CO 09 27 11 MAINTENANCE AGREEMENTS ON KODAK EQU Press ENTER To view more Documents Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Bkwd Frwd Hmenu Help EHelp PRPRPRPRPRPRPRRPRPUY Basic Steps e Advance to Screen 330 e Type a valid purchase document number on the Action Line and press lt ENTER gt to display a listing of all receiving documents beginning with the number entered Leave the Doc
75. cuments that have incomplete receiving or invoicing Doc ment INQUITY secwscseseseccccctceccceceseceseceseceecsccaccsssccsacesncensenssnnnssscsnnesnnessessscsassssesecessecesesesesesesesedessss s V 39 Used to present document information for an individual document Document Line Item INQuiry cccccccccceccccccccccccecccccneeesnsssssscssnssesccceccesecsccscessessssssssssssssssssssesssesseeees V 44 Provides all information associated with a specific document Document BrOWSE ccccccsssssssssssssssssceeeensessssssssssssssssscccccccccescececssssesscsssssssccscssscsssssssssesesecseceeeeseeeens V 4 Provides list of all documents Document Browse by Dept SubDept ccsssssccssssccessssccessssesesssseeesssseseeesseeeessseeeeesseeeeessseeeessseeeesnes V 7 Provides list of all documents for a particular department Document Browse by Account esssssssssssssssssssssssssssssssssssssssssssususeseseesessssssususssssssssssesssssssesssssssssnnns V 10 Provides list of all documents for a particular account Document Browse by User Reference ccsssssssscccceceesssssscneeseeesssssnceeeeessesesssceeeeesesesssscceeeeesessssaees V 13 Provides list of documents starting with the user reference number Document Browse by VeNndol csssssssssceccceessssssnceeeeeesssssnceeesecessesssceseessssessssnceeeeesessssscceeeeeesssesaaes V 16 Provides list of documents for a particular vendor Document Browse by State Requisition NUMDEL c
76. cursor on the first line of a document s information or in the SL field and pressing the desired PF key shown at the bottom of the screen Receivers User Manual Page V 31 Screen 275 Incomplete Receiving Invoicing cont d Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Dept 5 characters Enter the department code to be displayed SubDept 5 characters Indicate the sub department to be included in the display Type to see the entire department rather than just one subdepartment Class 1 character Identify the class of document to be displayed Doc 7 character digits Enter the document number to be displayed Number Of days 3 digits Used to include the incomplete documents that are over the specified number of days old For example over 10 days old Screen Information SL 1 character Type X to select a document for display on Screen 278 Doc 7 character digits Shows the document number assigned when created Summary 3 lines 30 characters Shows the document summary information including invoicing and receiving status Date 8 digits Indicates the date the document was set up on the system St Cd 2 characters Indicates the status code Cat MS 2 characters Displays the category matching status SubDept 5 characters Indicates the sub department for which you want to browse documents Amount 10 digits Di
77. d When the purchase order or document number is entered the system displays information from the specified purchase order to verify that the receipt will be posted to the correct order The purchase order number uniquely identifies the information and contains various fields such as the deliver to address and freight terms for the shipment For each received item entered information from the purchase order is displayed indicating the quantity ordered and quantity received to date When capital or controlled asset items are received departmental property officers can enter location data and other property control information through the preliminary fixed asset screens This is required by some System members and optional for others Once invoices are entered and vouchers are generated departmental fixed assets information will be fed to the fixed assets file as a pending asset The following points are important to know about receiving 1 A purchase document must exist on the system before information can be recorded for the goods and services received against that order 2 Receiving can be done in either a centralized or decentralized mode Partial receiving may be done at a central location with the receipt document being completed at the final destination of the goods The final destination is ultimately responsible for acknowledging the receipt and acceptance of the goods or services 3 Receiving is done by line item Some line item
78. d Pg s Identifies the page number and number of pages available Type a page number to advance to Screen Information S 1 character Type Y next to the document number to select it and advance to Screen 338 Documnt 7 character digits Displays the receiving document number Itm Nbr 3 digits Identifies item number on the document Shp 3 digits Shows the number of items shipped St 2 digits Indicates the status of the receiving document Valid values are as follows IP In process with shipments CL Closed RE Re opened for process CN Cancelled deleted CO Completed Quantity Accepted 8 digits Identifies the number of items from shipment being accepted UOM 4 characters Displays the unit of measure for the line item For example the following EA Each GAL Gallon UNT Unit Conv Accepted 8 digits Indicates the quantity received after conversion of UOM to match the purchase order Conv UOM 4 characters Shows the unit of measure converted to match the purchase order Matched 8 digits Displays the number of pieces for this line item that have matched successfully Completed 8 digits Shows number of pieces that have been received matched successfully and have had a voucher processed Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys Receivers User Manual Page IV 18 Section V Purchasing Inquiry Information Receivers User Manual Page V 2
79. e document e Tab to the Reject field and type the number of items that are being rejected for this shipment e Inthe Qlty field indicate the quality code reason for the items being rejected e Press lt ENTER gt to record which items are being rejected Receivers User Manual Page IlI 8 Screen 322 Receiving Item Create cont d Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Doc Shipment Item Screen Information Item UOM Qty Ordered Accepted Other shps Total Accepted Desc Current Shipment Accept Reject Qlty Receivers User Manual 7 character digits Enter the purchase document number for which you want to create modify a receiving document 3 digits Indicate the shipment you will be creating modifying as well as the total number of shipments currently received for the selected purchase document 3 digits Indicate the first item number to be displayed 3 digits Shows a line item from the purchase document 4 characters Indicate the unit of measure of the item being received 10 digits Shows the total quantity of items ordered for the selected line item 10 digits Identifies the number of items accepted in prior shipments 7 digits Displays the total quantity accepted from all shipments for the specified line item 50 characters digits Displays a short description of the line item as entered on
80. e item was received 10 digits Displays quantity of items invoiced Page V 42 Screen 278 Document Inquiry cont d Date Invcd Matched Date Mtchd Panel 3 Inv Uom Paid Quantity Paid Amount Remaining Balance 8 digits Indicates the date the line item was invoiced 10 digits Indicates quantity of matched items 8 digits Shows date the line item was matched 4 characters Identifies the invoiced unit of measure This field is filled in each time an invoice posting occurs to this line It comes from Screen 342 Each subsequent posting will overlay this value 10 digits Shows the quantity paid 10 digits Shows the amount paid 10 digits Identifies the remaining amount to be paid Additional Information PF KEYS PF5 Inve PF6 Recv PF7 DIPrt PF8 Accts PF9 Print Receivers User Manual See the Appendix for an explanation of the standard PF Keys Invoice Used to view the invoice details Receive View the receiving information associated with the selected document Download Print Allows you to download the screen information through Entire Connection See the FAMIS Entire Connection User s Manual for details Accounts Shows the account distribution used Print Used to print document information from FAMIS using Entire Connection See the FAMIS Entire Connection User s Manual for greater details Page V 43 Docum
81. e selected document Accounts Shows the account distribution used for the document selected PIP Shows the PIP documents Header Shows the document header information that was entered when the document was Created Items Lists the line item information for the document Track Allows you to track the routing history of the selected document Page V 21 Browse Documents by State Order Number If the state order number is the best or only identification you have for a particular document you can use Screen 287 to view online document information This screen automatically displays incomplete documents those that have not been paid o include completed documents type Y in the Completed Docs field Screen 287 Document Browse by State Order Number 287 Document Browse By State Order Nbr 02 09 11 10 0 FY 2011 cc 02 Screen ___ State Order Class L Doc S CN St Ord L L T Number Doc Vendor Name Date User Ref Amount St 126644 P903775 XERON CORP 04 09 144016 00000 5 539 20 PRT _ P 126962 P703486 BOTHAM CPDJE 02 07 870620 00000 17 482 00 TR _ P 127729 P002014 XERON CORP 12 09 210390 2170 2 790 72 PRT _P 128013 P002075 XERON CORP 12 09 216920 R006 8 826 48 PRT _P 128385 P301263 CARDISH HEALTH 11 02 300370 32000 DL _ P 128483 P002169 XERON CORP 01 10 250400 2010 13 468 88 PRT _P 129491 P904398 PHILSON MOTORS LT 05 09 870620 00000 DL _P 129610 P002180 CARON FINANCIAL SE 01 10 241911 1006 9 318 00 PRT
82. ent Line Item Inquiry Detailed information for line items is shown on Screen 279 This is a detailed follow up screen from Screen 278 This screen is helpful in determining whether an item has passed the three way match requirement in order to be paid It shows the date an item was received invoiced and matched Screen 279 Document Line Item Inquiry 279 Document Line Item Inquiry 02 09 11 12 18PM FY 2011 cc 02 Screen Document P100014 Item 1 0 of 2 Vendor lvvvvvvvvv9 SYMON WATER TECHNOLOGIES INC User Ref 241801 00099 Ttem UOM EA Received Invoiced Matched Item Qty 60 00 j _ nn sa es Item Unit Price 90 0000 UOM EA EA Item Discount Dt 01 28 2011 10 29 2010 11 11 2010 Item Ext Price 5400 00 Qty 9 00 5 00 5 00 Item Proc Cd Commodity Code 96223 First Account 241801 00099 5670 Cost Refl 2 3 Item Desc Provide In Tank Regeneration of 1 2 cubic feet of strong acid strong base nuclear grade TIBH Code Delete Flag Freeze Flag Capital Inv Flag Enter PFl PF2 PF3 PF4 PF5 PF6 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Accts IDesc Use PF7 to view all invoices against the item that is currently being displayed on the screen The information in the pop up window shows a total of all invoices at the end of the list of invoices The pop up window allows the user to view all invoices except cancelled invoices o include completed documents type Y
83. entifies carrier service that delivered the goods or services 15 characters digits Indicates the number from the carrier document at the time of shipment 3 digits Indicates total number of pieces box crate barrel etc received in the shipment 3 digits Shows total number of pieces that were damaged in the shipment 3 digits Displays total weight in lbs of the shipment processed 11 digits 30 characters Indicates the vendor ID and name that supplied the ordered goods 8 digits Identifies date that document was created on the system 10 digits Displays the user reference number which is typically made up of the subsidiary ledger account number followed by the departmental reference number 8 digits Identifies expected delivery date for the goods services ordered 20 characters digits Identifies SciQuest document number for the receipt 5 characters Indicates department to which the goods were shipped Page IV 11 Screen 338 Receiving Document Summary cont d Name Nbr Item UOM Conv UOM Description Accepted Rejected Matched Additional Functions PF KEYS PF7 Audit PF8 Addr PF9 Notes PF10 DDesc PF11 IDesc Receivers User Manual 30 characters Displays the contact name of the person for the shipment or to whom the shipment was addressed 1 character Type an X to select a shipment line item for display on Screen 339 3 digits
84. epartmental reference number 6 digits Indicates the date the document was set up on the system 5 characters Displays sub department associated with the purchase document 10 digits Indicates total dollar amount of all line items for the document See the Appendix for an explanation of the standard PF Keys Print Used to print document information from FAMIS using Entire Connection See the FAMIS Entire Connection User s Manual for greater details Invoice Used to view the invoice details Receiving View the receiving information associated with the selected document Page V 26 Screen 271 Documents Closed but Not Routed cont d PF7 Audit PF8 Accts PF10 Headr PF11 Items PF12 Track Receivers User Manual Audit View the audit information for the selected document Accounts Shows the account distribution used for the document selected Header Shows the document header information that was entered when the document was created Items Lists the line item information for the document Track Allows you to track the routing history of the selected document Page V 27 Documents by Status Code for a Department FAMIS makes it possible for you to browse through your purchase documents sorted by their status code Using Screen 272 you can also filter your list by subdepartment class or route status You may type all asterisks in the SubDept field to display documents f
85. g Document e Advance to Screen 321 e Type a valid purchase document on the Action Line 321 Receiving Document Create Dept 05 18 12 11 13 FY 2012 CC AM Screen Doc P100032 Shipment 1_ of _ Doc Summary COMPUTER Rec by Dept FISC_ Rec by User COURT CONNIE C 01 05 2010 Carrier RODPS Carrier Doc 336022687 57397111156274 Pieces Total 1 Damaged Ship to Dept GOLD_ Name PURCHASING SERVICES Ext Addr P O BOX 30013 City COLLEGE STATION State TX Zip 778420013 Country __ Sense erste eae ae oe Purchase Order Information Document Dt 01 19 2011 Vendor lvvvvvvvvv0 DALE MARKETING Start Dt Cat RO User Ref 270260 3001 FOB End Dt Contact Person JULIE JIMENEZ Ph 979 845 3424 Exp Dlvry Dt Buyer DJY DIANE DAWSON Ph 409 845 4563 Enter PFl PF2 PF3 PF4 4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 1PF12 Hmenu Help EHelp Next DDesc Cncl Addr RNote DNote INote e Type the number of the shipment to be added in the Shipment field tab to the Add Shipment field type Y and press lt ENTER gt e Indicate the carrier and the number of pieces you will be receiving e Type additional data in the available fields and press lt ENTER gt to create the receiving header information Modify an Existing Receiving Document e Advance to Screen 321 e Type a valid purchase document on the Action Line and press lt ENTER gt e Type additional data in the available fields and press lt
86. gainst a table that specifies valid combinations of 6 digit accounts and subcodes GSE See Global Subcode Edit H Header That portion of a Purchasing document containing basic information such as document number date and amount HELP An online feature which accesses PREDICT in order to supply descriptions valid values and suggested actions l Indirect Updating The automatic posting of real dollar activity to a GL Balance Sheet account as a result of a direct transaction Inquiry Screen A screen which only displays information and cannot be used for entering data Interface A communication link between data processing systems or parts of systems that permits sharing of information Interfund Borrowing The transfer of an asset or liability from one fund to another Receivers User Manual Page VI 28 Appendix Glossary cont d J JCL See Job Control Language Job Control Language JCL A problem oriented language used in IBM that expresses the statements of a processing job It is also used to identify the job or describe its requirements usually to an operating system Journal Entry A non cash transfer of dollars between two or more accounts L Ledger A collection of account records for an organization FRS contains two ledgers the GL balance sheet and the SL revenue and expense See also General Ledger and Subsidiary Ledger Liability Account In AP a GL account that is credited for the liabili
87. i e due to damage Screen 322 Receiving Item Create 322 Receiving Item Create BRACO MARKETING 05 18 12 13 22 FY 2012 cc 02 Screen ___ Doc P001408 Shipment 1__ Item 1__ Pg 1 of 1 Viewed Pg s Qty Accepted Total Current Item UOM Ordered Other shps Accepted Shipment Qlity 1 0 GAL_ 1597 00 1597 00 Accept 1597 00 Desc BIODIESEL Reject 2 0 GAL_ 6373 00 6373 00 Accept 6373 00 Desc ULTRA LOW SULFUR DIESEL Reject 3 0 GAL_ 6373 00 6373 00 Accept 6373 00 Desc STATE FUEL TAX Reject 4 0 EA__ 1 00 1 00 Accept 1 00 Desc LOAD FEE Reject E 5 0 EA__ 1 00 1 00 Accept 1 00 Desc FEDERAL TAX Reject End of Items List Enter PFl PF2 PF3 PF4 lt 1PF5 PF6 PF7 PF8 PF9 PF10 PF11 P Hmenu Help EHelp Next AcScr Bkwd Frwd RNote AcAll RDesc Basic Steps Accept Items Received e Advance to Screen 322 e Type a valid purchase document number on the Action Line and press lt ENTER gt to display all of the line items listed on the purchase document e Tab to the Accept field and type the number of items being accepted If items are backordered leave this field blank You may also press PF10 to accept all items on the purchase document at one time e Press lt ENTER gt to record which items are being received Reject Items Received e Advance to Screen 322 e Type a valid purchase document number on the Action Line and press lt ENTER gt to display all of the line items listed on the purchas
88. icular document item and their portions of the item total Shows extended detail information about the specific item ordered i e quantity unit of measure unit price and commodity code 280 Document Browse 03 31 04 3 48PM FY 2004 CC 02 Screen __ Class P Doc P003002 S F5628 End of accounts on document P P003003 Account Distribution l Il cc FY Account Description Amount we meee annees 02 2000 241870 00002 8422 CS BEVAN RF 445 2 500 00 02 2000 242904 00000 8422 RESEARCH EQUIP BEVAN 2 500 00 00 I Total all Accounts 5 000 00 00 Il 00 Il 00 Il Il I Il Il dit Il E I ES aa LOCK 280 Document Browse 03 31 04 Screen Class P Doc P003002 sc PURCHASE ORDER Document Item Extended Information Document P003003 PLL ELECTRONIC BOX Item 1 0 Date Created 04 03 00 Quantity 1 00 Last Modified 04 03 00 UOM EA Unit Price 5000 0000 Commodity 93863 Extended Price 5000 00 Tax Proc Cd Print Y PF3 Back to 280 PF4 Exit FY 2004 cc 02 Hmenu Help EHelp Inve Recv Audit Accts PIP Headr Items Track 3 48PM D Receivers User Manual Page VI 9 Appendix Standard PF Keys cont d Itm Notes Inve Displays item notes that have been added to a particular document item Use the Position at Line field to start
89. ine Dept Help 5 characters Identify the department for which you want to browse documents Receivers User Manual Page V 7 Screen 281 Document Browse by Department SubDepartment cont d SubDept Class Doc Completed Docs Screen Information SL CL NT Doc Buy Vendor Name Date S Dept Amount Receivers User Manual 5 characters Indicate the sub department to be included in the display Type to see the entire department rather than just one subdepartment Help 1 character Enter the class of document on which to inquire 7 character digits Identify the first document number to be displayed 1 character Enter Y to include completed documents in the display 1 character Type X and press lt Enter gt to select a document for display on Screen 278 1 character Identifies the class of the document Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L 1 character Displays an asterisk if notes are attached to the document 7 character digits Identifies document numbers for the class of document specified 3 characters Displays the initials of the buyer for the document 18 characters Identifies the vendor s name 6 digits Indicates the date the document was set up in FAMIS 5 characters Identifies sub department on the document 10 digits Shows t
90. information transfers from the purchase order to the receiving document 4 A received item can be changed as long as the receiving document has not been closed 5 Multiple shipments may be received against a single purchase order If multiple shipments for a single purchase order are received a receiving document with receiving line items must be created for each shipment When multiple shipments are received this will be indicated by the Shipment number which is automatically incremented by the system Receivers User Manual Page l 7 Receiving Basic Concepts cont d 6 Receipt of maintenance or service can be documented or verified to satisfy the three way match 7 If required by a System member preliminary fixed asset data must be entered when capital or controlled items are received 8 The receiving document must be closed in order for payment to be processed Payment will not be made however until there is a 3 way match 9 Areceiving document is a previously approved document and the money is encumbered 10 The receiving screens must be used for all P documents and for L documents that weren t received at the time of creation or that require an inventory number to be assigned 11 You may use the PF9 key to record important information that needs to remain a permanent part of the document This is a good place to record information about a rental or maintenance agreement PF9 Function Key
91. ivers User Manual 7 character digits Enter a valid purchase document number 3 digits Indicate the shipment number you will be creating modifying and the total number of shipments currently received for the selected purchase document 3 digits Enter the line item number to be accepted or rejected Help 4 characters Type the unit of measure for the line item being processed 10 digits Identify the total number of items you are accepting for this shipment 10 digits Indicate the total number of items you are rejecting for this shipment Help 1 character Indicate the quality of the rejected items Valid values are as follows D Damaged rejected and returned E Damaged rejected and discard W Rejected wrong item sent S Rejected short shipped R Rejected returned 10 digits Indicate the quantity of this item that has been back ordered 10 digits Identify the quantity of this item classified as late items 8 digits Shows date that the items were received by the system Page IIl 15 Screen 323 Receiving Single Item Create cont d Item Description 90 characters Enter a short description of the item being processed Purchase Order Information Order Date Date of Last Shp UOM Qty Ordered Qty Accepted in Other Shps Total Qty Accepted Proc Code FFX Item Description Additional Functions PF KEYS PF5 Next PF9 N
92. iving Document Line IteM ccecccccceeeeecceceeecccccccceeseesensesesssensssscesseeseessssscssseeesssssssssssssssees Provides detailed information on a received shipment Purchasing Receiving Menu ccccccsssssssceeceesssssssceeeeeeessssssceeeseessssssccceeeeesssssscceeseeesssssssccseeeeeeseess Contains a list of all of the screens necessary to perform receiving information maintenance Purchasing Inquiry Menu csscsccccscscccececciacosccecesssssesnascecestevecsesecatacesesssvensvexesersvevevantesssussabousncsinsesees Contains a list of all the screens that are available for the different types of inquiries that can be performed against an account document Page VI 23 Glossary A ABR See Automatic Budget Reallocation ABR Pool Table A user defined table assigning rules for budget pools and the subcode ranges participating in each pool Account A functional unit identified by an account ID that serves a particular accounting purpose where one person has primary responsibility for it Accounts include balance sheets GL and revenue expenditure accounts SL A building in the Plant Funds area is an example of a General Ledger account and the President s Office is an example of a Subsidiary Ledger account Account Control The last four digits in the ten digit account number for a General Ledger account The account control designates a specific asset liability fund balance fund addition fund deduction or summ
93. l appearing in the window Pressing this key scrolls the panel to the right Receiving note used to document additional information when an item is received 321 Receiving Document Create Dept 03 31 04 15 27 REC NOTES FY 2004 CC 02 Screen Doc L000001 Shipment 1__ of 2 Add Shipment _ Doc L000001 Position at line Shipment 001 KkKKKKKKK Note Text kkkkkkk I l l l Pi Line l l 1 gt gt Note entered 08 30 99 by BROOKE BLAKE B__ Shi 2 USER REF 270490 0012 l 3 INVOICE 265257343 8 17 99 2573 00 __ 4 l 5 l 6 I 7 l 8 Doc 9 Sta 10 End 11 Exp 12 l Ent PF4 Exit P 12 Receivers User Manual Page VI 14 Appendix Standard PF Keys cont d Ship Sole Emer Receivers User Manual Displays the Ship To and Invoice To addresses for the document 03 31 04 4 01PM FY 2004 CC 02 280 Document Browse Screen Class P Doc P000356 Required Shipping and Text Information Document P000356 Ship To Address Nbr 044 Invoice To Address Nbr 044 Name CYCLOTRON INSTITUTE Name CYCLOTRON INSTITUTE Addr RM 042 ATTN MIKE M MORRIS Addr RM 042 ATTN MIKE M MORRIS PF3 Back to 280 PF4 Exit City COLLEGE STATION State TX City COLLEGE STATION State TX Zip 778433366 Country Zip 778433366 Country PH FAX PH FAX Displays the Sole Source and Emergency purchase reasons
94. l Receiving Document field and press lt ENTER gt to remove the receiving document from the system Receivers User Manual Page II 11 Screen 326 Receiving Document Close cont d Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Doc Shipment Screen Information Doc Summary Rec by Dpt Rec by User Date Carrier Carrier Doc Pieces Total Damage Current Status Close Receiving Document Cancel Receiving Document 7 character digits Enter a valid purchase document number 3 digits Indicate the current shipment number as well as the total number of shipments received for the selected purchase document 50 characters Displays a summary of the purchasing document describing the order received 5 characters Shows the department receiving the goods or services 8 characters digits Indicates the user ID of the person processing the receiving document 8 digits Identifies the date that the shipment was received on the system 5 characters Shows the carrier service that delivered the goods or services 14 characters digits Identifies the number from the carrier document at the time of shipment 3 digits Indicates the total number of pieces received in this shipment 3 digits Shows the total number of pieces damaged in this shipment 10 characters Indicates the current status of the receiving document Clo
95. l combinations of keys to represent the PF keys For example a combination of the ALT key and the number 1 will represent the PF1 key At the bottom of the FAMIS screens there are PF keys listed that can assist with use of the screen For example on Screen 104 Voucher Create the bottom of the screen shows the PF10 with the word Desc under it This means that by pressing the PF10 key a longer description may be entered TAB and BACKTAB Keys Use the TAB and BACKTAB keys on a 3270 terminal to move from field to field This will position the cursor at the start of each field Most PCs have a key labeled TAB while the BACKTAB is a combination of the SHIFT TAB keys Using the arrow keys instead of the TAB keys to move around the screen may lock the computer keyboard Use the RESET key followed by the TAB key to position the cursor and unlock the keyboard CLEAR Key The CLEAR key on many PC keyboards is the PAUSE key This key is often used to clear or refresh the screen before typing RESET Key After pressing lt ENTER gt to process data information note the status bar at the bottom of the screen When the system is processing information the symbol X or amp will appear You cannot enter additional information until the system is finished processing If any other symbols appear press your RESET key often the ESCAPE key on a PC Receivers User Manual Page VI 17 Appendix Instructions cont d ERASE END OF FIE
96. ment Determines when the agency takes ownership 8 digits Displays the ending date for a maintenance agreement or blanket order 20 characters Indicates the name of the person to contact regarding this purchase order 10 digits Identifies the area code and phone number for the contact person 8 digits Displays the date by which the delivery can be expected 3 characters 20 characters Displays a code and name identifying the buyer associated with the purchase document 10 digits Shows the phone number of the buyer See Appendix for explanation of standard PF Keys Next Advance to the next screen in the create receiving report process Damage Description Description of damage to items received Address Additional address information to the receiving document Page III 6 Screen 321 Receiving Document Create Dept cont d PF9 Receiving Notes RNote Used to add free form notes to the receiving document PF10 Document Notes DNote Notes added to the document PF11 Invoice Notes INote Notes added to the invoice Receivers User Manual Page IIl 7 Receive Items for the Current Shipment Once the receiving document has been created you must specify which items from the original order are being accepted Screen 322 displays detail line item information from the purchase document You may use this screen to identify those items that are being accepted as well as any items that have been rejected
97. ment Level ER Routing at Executive Level PR Routing at Processing office FY Routing to Person FYA FRA FN Final Completed Routing CN Cancelled Doc cancelled 1 character Type X and press lt ENTER gt to select a document for display on Screen 278 1 character Identifies the class of the document Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L 1 character An asterisk indicates notes are attached to the document 7 character digits Identifies document numbers for the class of document specified 3 characters Displays the initials of the buyer for the purchase document 11 characters Identifies name of the vendor from which the items were purchased Page V 29 St Rt User Ref Date S Dept Amount Additional Functions PF KEYS PF5 Inve PF6 Recv PF7 Audit PF8 Accts PF10 Headr PF11 Items PF12 Track Receivers User Manual Screen 272 Documents by Status cont d 2 characters Shows the current status of the documents for the status specified on the Action Line Common document status codes include the following IP In Process CL Closed DL Deleted CO Completed TR Transferred 2 characters Displays the current routing status of the document 13 digits characters Displays the user reference used to identify the subsidiary ledger SL account number for the
98. mn to the left of a document to advance to Screen 278 where detailed document information will be displayed e Place cursor in the SL field next to a document and use the PF keys available to view additional information Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Class Help 1 character Identify the class of document to be displayed Acct 11 digits Enter the account number for the documents to be displayed Receivers User Manual Page V 10 Screen 282 Document Browse by Account cont d Acct CC Acct FY Doc Completed Docs Screen Information SL CL NT Doc Supp Acct Vendor Name Date User Ref Amount St Receivers User Manual 2 digits Indicate the campus code for the account purchasing the items This will default to the current campus code if not otherwise specified 4 digits Identify the fiscal year for the documents to be displayed This will default to the current fiscal year unless otherwise specified 7 character digits Type the first document number to be displayed at the top 1 character Type Y to include completed documents in the display Type X and press lt Enter gt to select a document for display on Screen 278 1 character Identifies the class of the document Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited
99. ms that were received on this shipment St 2 characters Displays status of the receiving document Date 6 digits Indicates date the shipment was received Doc Summary 50 characters Displays a summary description of the receiving document shipment Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys Receivers User Manual Page IV 7 Sort by Status and Ship to Department Use Screen 332 to display a list of receiving documents with a particular status code for your department This screen displays the departmental receiving records sorted by purchase document number A valid department ID and status code must be entered You may enter a specific purchase document number to place it at the top of the list displayed Screen 332 Receive Documents by Status Ship to Department 332 Receive Documents by Status Ship to Department 02 09 11 12 46 FY 2011 cc 02 Screen ____ Status IP Dept CHEM_ Doc Pg 1_ of 1 Viewed Pg s Ship Receive Nbr S St Dept Documnt Shp Itm Date Doc Summary IP CHEM A716412 005 05 04 07 CHEMICALS RESEARCH STOCKROOM IP CHEM 1120328 001 1 11 30 10 PROCARD R RUSSO IP CHEM 1706668 001 1 10 12 06 COMPUTER PERINI IP CHEM L801363 001 08 24 07 CREDIT DALE COMPUTERS NORTH IP CHEM P300985 001 02 14 03 IPNTAMAX CCC CAMERA SYSTEM FOR MICROSCOPE IP CHEM P301248 001 02 25 03 4700 PROTEOMICS ANALYZER SYSTEM RUSSO IP CHEM P301615 001 01 10 03 COMPUTER FACULTY WORKSTATION D
100. n Request for Qualifications RFQ MAIN 08 0002 Addenda 1 2 3 amp 4 and the response from Total 114 000 00 Enter PFl PF2 PF3 PF4 PF5 PF6 PEF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Fwrd Screen 288 Document Summary Page 4 288 Document Summary 02 09 11 10 39AM FY 2011 CC 02 Screen Doc P100050 Number of Desc Lines 5_ Page 4 Of 5 gt gt Account Distribution lt lt 02 2011 302970 00000 5425 SHS REVENUE 114 000 00 Account Total 114 000 00 CATALOGUE ORDER N DOCUMENT DATE 07 19 2010 Disc Pct 0 000 Disc Due DD 0 Disc Ind N Pay DD 30 F O B DP Vendor Ref JOHN JIMENEZ 255 777 7777 Delivery Date 08 31 2011 Delivery Reqd By Dept Contact TAMI THOMPSON Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Fwrd Screen 288 Document Summary Page 5 288 Document Summary 02 09 11 10 39AM FY 2011 CC 02 Screen Doc P100050 Number of Desc Lines 5_ Page 5__ Of 5 Phone No 979 488 8888 Bidding Vendor Vendor Contact Bid Amount REASON FOR AWARD TO OTHER THAN LOW BIDDER RENEWAL 3 OF 4 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Fwrd Receivers User Manual Page V 35 Screen 288 Document Summary cont d Basic Steps e Advance to Screen 288 e Enter the document number you wish to display e Type the number of description lines to displ
101. n Form 1099 10 Digit Account The six digit account ID combined with the four digit subcode i e an account control or object code Tax Code A code that identifies a record in the PO Tax Table for the Purchasing System and in the Tax Currency Table for Accounts Payable The code must be the same for both tables This record contains the tax percentage and the tax liability account to be used Receivers User Manual Page VI 30 Appendix Glossary cont d Tax ID A Social Security Number or Federal Employer Identification Number that is available for 1099 report preparation Taxes An additional charge on the acquisition of goods that is imposed by the taxing authority and should be paid with the invoice Temporary Vendor A vendor from whom only one purchase or service is required No further transactions for this vendor are expected Transaction Code A three digit code that uniquely identifies a transaction type and determines editing criteria and dollar fields to be updated U Update Screen A screen that allows a user to enter data for updating the files Valid Value A value of a data element that has been defined for input Value Based A mechanism used to restrict operator access to information by comparing operator security authorization with the value stored in the field Vendor A provider of goods and or services Vendor Addresses See Order From Addresses and Remit To Addresses Vendor Automatic
102. nter PFl PF2 PF3 PF4 PF5 PF6 Hmenu Help EHelp 02 09 11 10 38AM FY 2011 CC 02 Lines 5 Page 1 0f 5 Desc 4 SHIP TO DEPARTMENT OF STUDENT HEALTH SERVICES ATTN ACCOUNTS PAYABLE 1264 TAMU COLLEGE STATION TX 77843 1264 PF 7 PF8 PF 9 PF10 PF11 PF12 Bkwd Fwrd Screen 288 Document Summary Page 2 288 Document Summary Screen Doc P100050 lt lt ADDITIONAL TEXT gt gt REFERENCE RFQ MAIN 08 0002 REFERENCE LABORATORY FOR INVOICING ON OR AFTER SEPTEMBER 1 RENEWAL 3 OF 4 P803585 P900146 P000046 P100050 TAMU CONTACT 979 488 8888 TPETERSON SHS TAMU EDU Hmenu Help EHelp Number of Desc 02 09 11 10 39AM FY 2011 CC 02 Lines 5_ 2010 TAMI THOMPSON BUSINESS COORDINATOR II Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Bkwd Fwrd Receivers User Manual Page V 34 Screen 288 Document Summary cont d Screen 288 Document Summary Page 3 288 Document Summary 02 09 11 10 39AM FY 2011 cc 02 Screen Doc P100050 Number of Desc Lines 5_ Page 3__ Of 5 ITEM DESCRIPTION QUANTITY UOM UNIT PRICE EXTENDED PRICE 0 1 TAMU Contacts Sue Smith Associate Director Student Health Servcies Texas A amp M University 1 1 00 LOT 114 000 00 114 000 00 Professional Medical Services for Medical Reference Laboratory to be performed in accordance with the Scope of Work detailed i
103. nvoice must be paid 2 characters Indicates the freight code defining conditions by which purchased goods will be transported delivered 35 characters Displays the reference number assigned by the vendor if any Page V 37 Delivery Date Delivery Reqd By Dept Contact Phone No Sole Source Reason Screen 5 Bidding Vendor Vendor Contact Bid Amount Reason for Award to Other Than Low Bidder Document Notes PF KEYS Receivers User Manual Screen 288 Document Summary cont d 8 digits Identifies the date the items were delivered 8 digits Indicates day by which the delivery of items requested is required 10 characters Displays name of the person in the department to contact regarding the purchase 10 digits Identifies area code and phone number for the document s contact person 50 characters Displays the reason for the sole source purchase 3 lines 30 characters Identifies vendor submitting a_bid for the purchase 25 characters Displays name of the person to contact with the vendor regarding bids for this order 15 digits Indicates total dollar amount the vendor bids for the purchase 15 digits Indicates the reason why the purchase did not go to the lowest bidder if applicable 150 characters Displays the document notes if available Additional Information See the Appendix for an explanation of the standard PF Keys Page V 38 Display Det
104. nywhere on the first line of the item description line and press the desired PF key A pop up screen will be displayed showing the information requested Screen 275 Incomplete Receiving Invoicing 275 Incomplete Receiving Invoicing 02 09 11 10 21AM FY 2011 CC 02 Screen ___ Dept ANTH_ SubDept Class E Doc Number Of Days ___ EXEMPT PURCH S St Cat Sub L Doc Summary Date Cd MS Dept Amount E112606 TRAVEL D DENNIS AAA CONF 11 11 17 2010 CL EP 460 46 E114806 TRAVEL D CARROLL AIA CONF 01 06 2011 CL EP 2137 98 INV E114806 VCH 01 06 2011 IP 2137 98 ___E114920 TRAVEL J JOHNSON SOUTH AFRICA 12 29 2010 CL EP 1269 80 INV E114920 VCH 12 29 2010 IP 1269 80 Enter PF1 PF2 PF3 PF4 PF5 PF6 Hmenu Help EHelp PF 7 PF8 PF 9 PF10 PF11 PF12 Audit Accts Headk Items Track Invoice is in process IP Basic Steps e Advance to Screen 275 e Type a valid department code on the Action Line and a subdepartment code if needed You may also add a specific document class or document number to narrow the search for the desired information e Press lt Enter gt to view a list of documents that have not completed the matching process No Invoicing and or No Receiving will be displayed on these documents e Type an X in the SL field to advance to Screen 278 to view detailed information about the selected document e Additional information is available by placing the
105. om SciQuest to FAMIS You can use this screen to look up the corresponding document information if you know one of the two document identification numbers Screen 295 SciQuest Documents Xref 295 SciQuest Document Xref 07 24 12 2 20PM FY 2012 cc 02 Screen ___ SciQuest Document ID FAMIS Doc S Document SciQuest Doc ID Doc Description Error ___00006AB 29759672 Muster Committee 000060A AB0000059 FedEx Shipping 000061A AB0000060 Greenroofplants com plants for Dvorak 000062A AB0000061 2010 03 10 502001166 01 ___000063A AB0000062 Office Max Pens Dividers and Steno Pads 000064A AB0000064 Office Max Stapler amp Ink Jet cartridge 000065A AB0000063 OFFICE MAX LAUP SUPPLIES 000066A AB0000065 OfficeMax office organizers 000067A AB0000067 Office Max Ink and paper and other 000068A AB0000066 FedEx shipping charges 000069A AB0000068 FedEx Bienko Shipping Charges NC to TX 00007AA 14865940 cag Office Supply 4 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Document Number Format e First 2 numbers are 00 for Master campus e Requisition has 2 alpha characters at the end e Purchase Order has 1 alpha character at the end Basic Steps e Advance to Screen 295 e Type a valid SciQuest Document ID number or FAMIS document number on the Action Line to display it on the first line of the document list e Type
106. or the entire department rather than just one subdepartment Screen 272 Documents by Status HM PRPRPRPP Pea eae eee eon Hmenu Help EHelp Screen E010618 E111563 E617680 E700305 E733926 E927308 A030879 A032218 A431475 A521375 A526551 A532671 Buy 272 Documents By Status 02 09 11 10 16AM FY 2011 CC 02 Dept ANTH_ SubDept Class _ Doc Route Status __ Vendor Name Et Rt User Ref Date S Dept Amount HAROLD H HO IP 2vvvvvvvv4 11 02 09 CRAYTON IP 5vvvvvvvv6 10 03 10 648 00 IP lvvvvvvvv1 04 20 06 MICROMANAGE IP 8vvvvvvv7 08 30 06 AMERICAN IN IP 2vvvvvvvv2 07 01 07 SHEILA SHON IP 2vvvvvvvv9 04 22 09 D DOBBS DEN IP 2vvvvvvvv0 06 21 10 116 26 JANICE J JO IP 2vvvvvvvv0 07 02 10 UNIVERSITY IP 2vvvvvvvvv3 04 29 04 3 000 00 SIM S CLUB IP 2vvvvvvvv1 02 27 05 ST MORRIS C IP lvvvvvvvv1 03 09 05 500 00 CRAYTON IP 5vvvvvvvv5 05 09 05 More Entries Press lt Enter gt to continue Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Invc Recv Audit Accts Headr Items Track Basic Steps e Advance to Screen 272 e Type a department code on the Action Line e You must enter a status code For example In Process IP Closed CL Deleted DL Completed CO and Transferred TR e Press lt ENTER gt to view a list of documents in your department that match the status code entered e Type an X in the SL field to select a document and press lt ENTER gt to advance to
107. osted to an account Dollar Limit A code used in Accounts Payable to specify a check amount If the amount of a vendor s check is greater than this value the check will not be generated Drop Flag A data element whose condition indicates that a document is to be removed from the database immediately E Encumbrance An obligation incurred in the form of a purchase order or contract also referred to as an open commitment Endowment Funds received by an institution from a donor who specifies the condition that the principal not be spent Endowment Income The income generated by investing the principal of an Endowment Fund Entry Code The initial three digit code on a transaction that denotes the transaction type This code which is mandatory for all FRS transactions is predefined by the system It is also known as the Transaction Code F FA See Financial Accounting Feed Transactions from other systems that are transferred to the FRS Field That part of a database in which one unique piece of information is stored OR an area on a screen that allows data entry File A storage area established within a computer system or database for organizing similar kinds of data Financial Accounting FA A Financial Records System application that balances the General and Subsidiary ledgers while providing a complete audit trail of all transactions Financial Records System FRS A system that supports the financial record keeping
108. otal dollar amount of all line items for the document Page V 8 Screen 281 Document Browse by Department SubDepartment cont d St Additional Functions PF KEYS PF5 Inve PF6 Recv PF7 Audit PF8 Accts PF9 PIP PF10 Headr PF11 Items PF12 Track Receivers User Manual 3 characters Indicates status of the document Common document status codes include the following CL Closed CO Completed FR Frozen IP In Process TR Transferred PRT Printed DL Deleted See the Appendix for an explanation of the standard PF Keys Inve Used to view the invoice details Receive View the receiving information associated with the selected document Audit Information View the audit information for the selected document Accounts Shows the account distribution used for the document selected PIP Shows the PIP documents Header Shows the document header information that was entered when the document was Created Items Lists the line item information for the document Track Allows you to track the routing history of the document Page V 9 List Documents by Account Number FAMIS allows you to browse through purchase documents sorted by their buying account fiscal year and campus code using Screen 282 This screen automatically displays incomplete documents those that have not been paid If the Class field is left blank the system will search each class in alpha
109. otes PF10 RDesc PF10 PDesc Receivers User Manual 6 digits Identifies date the order was placed 8 digits Indicates date of the last shipment processed for this purchase document 4 characters Shows the unit of measure for this item as it is entered on the purchase document 8 digits Displays the total number of items ordered as recorded on the purchase document 8 digits Indicates the quantity of this item accepted on other shipments 8 digits Indicates the total quantity of this item accepted on all receiving documents put together 1 character Displays the processing code which explains any special processing that needs to be done to the item 3 digits Y indicates this is a capital item 50 characters digits Displays a short description of the line item as entered on the purchase document See the Appendix for explanations of the standard PF Keys Next Advances to the next screen in the receiving process Notes View Add notes attached to receiving document Received Description Shows a complete description of the item being received Purchase Description Displays a complete description entered on the purchase document Page 11 16 Section IV Receiving Inquiry Receivers User Manual Page IV 2 Receiving Document Inquiry Basic Concepts Inquiry Access Access to a document depends on a number of factors For example your user security must match certain data on the doc
110. ped 10 digits Indicate area code and FAX number of person to whom items are shipped 20 characters Identify the city where the items are being shipped 2 characters Indicate the state to which the items are being shipped For example the following TX Texas UT Utah 9 digits Indicate zip code of person or department to which items are being shipped 3 characters Identify the country of the person or department to which the items are being shipped Example values are as follows UK United Kingdom US United States Purchase Order Information Document Dt Receivers User Manual 8 digits Displays the date that the purchase document was created on the system Page III 5 Vendor Start Dt Cat User Ref FOB End Dt Contact Person Ph Exp Dlvry Dt Buyer Ph Additional Functions PF KEYS PF5 Next PF6 DDesc PF8 Addr Receivers User Manual Screen 321 Receiving Document Create Dept cont d 11 digits 30 characters Identifies vendor s name and ID number for items purchased 8 digits Indicates the beginning date of a maintenance agreement or blanket order 2 characters Shows document category used to define characteristics of document 10 digits Indicates the user reference number which typically is the SL account number followed by the departmental reference voucher number 2 characters Identifies freight terms for the purchase docu
111. penditures at specific object codes to share in a single pool of money Receivers User Manual Page VI 24 Appendix Glossary cont d Batch Session A collection of related transactions entered into the system with a header record and control totals usually prepared by one person or subsystem feed Batch Interface A type of interface where one system generates transactions to be batched for input into another system BBA See Budget Balance Available Budget A plan of revenue and expenditures for an accounting period expressed in monetary terms Budget Balance Available BBA That portion of budget funds that is unspent and unencumbered Budget Pool A budget summarized at significant levels of revenue or expense A single pool of money defined for use by specific object codes C Cash Coins currency checks and anything else a bank will accept for immediate deposit Cash Disbursement A non vouchered payment for goods received services rendered reduction of debt or purchase of other assets Cash Receipt Cash received from cash sales collections on accounts receivable and sale of other assets Chart of Accounts A listing at the 6 digit level of all account numbers within FAMIS Sometimes the COA defines the accounts at the 10 digit level as well Check Override The ability to bypass on an individual voucher basis controls that were previously set for all vouchers Claim On Cash The share of ownership that
112. plays a short summary description of the receiving document shipment See the Appendix for explanations of the standard PF Keys Page IV 9 Display Receiving Document Summary When the receiving document and shipment number is known Screen 338 may be used to view detailed information about the receiving document Additional detail information about each line item is available by selecting it from the list This will advance you to Screen 339 Use the PF7 Audit key to view information about the receiving record Screen 338 Receiving Document Summary 338 Receiving Document Summary 02 09 11 12 49 FY 2011 cc 02 Screen Doc P101043 Shipment 1_ of 1 Status CO Rec Dpt PHPL Carrier NONE Vendor Document Dt Exp Dlvry Dt Ship to Dept Nbr Conv S Item UOM UOM Description Accepted Rejected Q Matched _ 001 SOF SQF PURCHASE AND INSTALL CARPE 8717 00 8717 00 _ 002 SOF SQF ELEVATOR CARPET 48 00 48 00 _ 003 SOF SQF CARPET C amp A ABRASIVE ACTION 114 00 114 00 __ 004 LNF LNF COVE BASE 382 00 382 00 _ 005 SQF SQF OFFICE ROTUNDA 3746 00 3746 00 Enter PFl PF2 PF3 PF4 PF5 PF6 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Doc Summary PURCHASE AND INSTALL CARPET Rec by User KxxxxF Date Recvd 01 27 2011 Carr Doc 270190 04957 Pieces 1 Damaged Weight 1lb lvvvvvvvvvl AGGIELAND CARPET SOURCE 11 11 2010 User Ref 270190 229813 12 20 2010 SciQuest Rec CONS Name TEXAS A amp M UNIVERSITY Press E
113. r display To select a document move the cursor to the desired line by tabbing or by using your arrow keys Then press the PF keys to display additional information Receivers User Manual Page V 3 Browse Purchase Documents Screen 280 is a useful screen that displays all purchasing documents created and shows the status of the document in the routing and approval process Users may limit the selection displayed by typing a document class type in the Class field For example if you want to view only Limited Purchase documents type L in this field PF keys have been added to the bottom of this screen to provide additional information about each document Screen 280 Document Browse 280 Document Browse 02 09 11 8 27AM FY 2011 CC 02 Screen __ Class L Doc L123010 SCN LIMITED PURCH LLT Doc Vendor Name Date User Ref Buy Amount St L123075 FEDERAL MAIL 12 13 10 144013 M100318 394 33 CO L L123076 EXPRESS DELIVERY 12 21 10 240714 04130 725 60 CO _ L L123077 EXPRESS DELIVERY 12 28 10 240714 04131 580 48 CO _ L L123078 HY n NU 12 09 10 510561 0024 1 000 00 co L L123079 RANDY R ROGERS 12 20 10 270160 4132 6 44 CO k L123080 C C CHEMICALS 01 05 10 225090 00000YR 809 11 CL L 1123081 UNI CORPORAT 12 21 10 144013 M100047 173 66 CO _ L L123082 NANCY N NOLAN 11 01 10 511855 0111 348 00 CL _ L L123083 SHARON S SMITH 12 30 10 246049 00047 735 71 CO L L123084 UNIFIED HOLDINGS 12 21 10 144013 M100047 18 50 CO _ L L12308
114. red 08 10 00 BY WILLS WANITA W __ 999 2 PER E MAIL FROM MIKE MORRIS INCREASE 4883 l 3 QUANTITY TO COVER USAGE INCREASE l 4 QTY BY 12000 GALLONS 11173 20 CU FT s 5 OR 2346 37 6 Lui 7 gt gt Note entered 08 18 00 by WILLS WANITA W __ l l 8 PER E MAIL FROM H HARRIS INCREASE 9 ENCUMBRANCE BY 4692 74 24000 GALLONS l 10 TO PAY INVOICES THRU AUGUST 31 00 11 gt gt Note entered 09 12 00 by WILLS WANITA WH D PER A OM_MIK DO s it E E Hmenu Help EHelp Next DDesc Addr RNote Advances forward to the next screen in the receiving process More detailed item descriptions can be entered by pressing PF11 You must place your cursor on the line item before pressing PF11 279 Document Line Item Inquiry 03 31 04 3 54PM FY 2004 cc 02 Screen __ Document P000356 Item 1 OF 2 Vendor lvvvvvvvvv2 BOC GASES User Ref 270490 00719 hed l It Item Description Blanket order for liquid nitrogen for the l l period of September 1 1999 through August___ 2000 I 31 2000 12 000 gallons mo 144 000 gallon 77 86 l yr x 93 11 13 407 840 cu ft 134 078c c cft X 21 100 cu ft I I I l l l l Capital Inv Flag Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF12 Hmenu Help EHelp InDtl Accts Receivers User Manual Page VI 7 Appendix Stand ard PF Keys cont d INote Display
115. rocess Back Orders and Late Quantities cccseceesteeeees Ill 15 IV Receiving Inquiry Receiving Document Inquiry Basic Concepts esesesesesesesreereenee IV 3 Screen 330 Browse Receiving Documents by Document Number IV 4 Screen 331 Receive Documents by Ship to Department cccccesessesseeeeeeees IV 6 Screen 332 Sort Receiving Documents by Status Code and Dept IV 8 Screen 338 Display the Receiving Document Summary cccccccecessessteeeees IV 10 Screen 339 Display the Line Item Summary IV 13 Screen 334 Browse Items for a Receiving Document cccccecesessssteeeeeeeesees IV 17 V Purchasing Inquiry Information Document Inquiry Basic Concepts V 3 Screen 280 Browse Purchasing Documents On Line c cccccccesessssseeeeeeeeeeees V 4 Screen 281 Display Documents by Department SubDepartment Code V 7 Screen 282 List Documents by Account Number V 10 Screen 284 Browse Documents by User Reference Number V 13 Screen 285 View Documents by Vendor ID V 16 Screen 286 List Documents by State Requisition Number V 19 Screen 287 Browse Documents by State Order Number V 22 Screen 271 List Documents Closed but Not Routed cccscccceesseeeceesteeeeeeaes V 25 Screen 272 View Documents by Status Code for a Department 00080 V 28 Screen 275 Incomplete Receiving Invoicing for a Department V 31 Screen 288 Browse the Document Summary V 34 Receivers User Manual Page l 4 Table of
116. s Receivers User Manual Page IV 5 Receive Documents by Ship to Department You may use FAMIS to display a list of receiving documents recorded for your department using Screen 331 The documents are sorted by the purchase order number A valid department must be typed on the Action Line You may enter a specific purchase document number to place it at the top of the list displayed Screen 331 Receive Documents by Ship to Department 331 Receive Documents by Ship to Department 02 09 11 12 45 FY 2011 cc 02 Screen ___ Dept CHEM_ Doc P101030 Pg 1_ of 1 Viewed Pg s Receive Nbr S Documnt Shp Itm St Date Doc Summary P101030 001 P101038 001 P101091 001 P101766 001 P300128 001 1 P300137 001 P300138 001 P300163 001 P300185 001 P300188 001 CO 12 17 10 EQUIPMENT RUSSELL CO 11 18 10 EMERGENCY REPAIR SON CO 11 17 10 DEPARTMENTAL APPROPRIATION RECORD CO 12 10 10 HOLIDAY RECEPTION DEPT CO 08 31 03 RENEWAL SUN EQUIPMENT MAINTENANCE SILBER CO 08 31 03 RENEWAL DIGITAL SERVICE AGREEMENT COTTON 08 31 03 RENEWAL SERVICE AGREEMENT BERGBREITER CO 08 08 02 SUPERSTACK 3 COMPONETS FOR NETWORKING KLIMA CO 08 31 03 ORACLE SUPPORT RENEWAL DEPT CO 08 30 02 PREVENTATIVE MAINTENANCE BALANCES INST LABS P300188 002 CO 08 28 02 PREVENTATIVE MAINTENANCE BALANCES INST LABS P300188 003 CO 08 26 02 PREVENTATIVE MAINTENANCE BALANCES INST LABS P300188 004 1 CO 08 30 02 PREVENTATIVE MAINTENANCE BALANCES INST LABS Press ENTER to vie
117. s any invoice notes that may be helpful in the routing and appr oval process 321 Receiving Document Create Dept Doc Invoice P000356 1030710 Position at line ___ Line kkkkkKKKK Note Text kkKK i gt gt Note entered 08 09 00 by RAWLES RHONDA 2 TALKED TO MICHAEL TO GET WITH PURCHASING TO__ 3 ADD MORE TO THE QUANTITY 4 5 6 7 8 9 10 11 12 PFA Exit PF7 PInv PF8 NInv Page F B E _ 03 31 04 15 52 04 CC 02 1999 84883 845 1411 845 4506 PF12 Items Provides a window showing all document items From within this window you can view multiple windows of item information 28 Sc sc 0 Document Browse 03 reen Class P Doc P003002 N PURCHASE ORDER F2999 End of line items on file P P003003 Document Item Inquiry PANEL O1MORE gt gt Nt Item Description Quantity PCd UOM 1 0 PLL ELECTRONIC BOX 1 00 EA 2 0 QUASI OPTICAL HARMONIC MIXER W 1 00 EA 3 0 WAVEGUIDE HORN 1 00 EA 4 0 DELIVERY BY UPS 1 00 EA PF3 Back to 280 PF4 Exit PF5 More Desc PF6 Itm Ext PF8 Itm Accts PF9 Itm Notes PF10 Left PF11 Right Enter PF1 PF2 PF3 PF4 4 PF5 PF6 PF7 PF8 PF9 PF10 Hmenu Help EHelp Inve Recv Audit Accts PIP Headr 31 04 3 50PM FY 2004 CC 02 Extended PF7 Audit Receivers User Manual Page VI 8 Appendix Standard PF Keys cont d Itm Accts Itm Ext Displays the responsible accounts for the part
118. s codes include Completed CO In Process IP Closed CL Reopened RE and Cancelled CN Receivers User Manual Page IV 8 Screen 332 Receive Documents by Status Ship to Department cont d Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Status Dept Doc Pg_ of _ Viewed Pg s Screen Information S St Ship Dept Receive Documnt Shp Nbr Itm Date Doc Summary Additional Functions PF KEYS Receivers User Manual Help 2 characters Enter a status code to be used when selecting receiving documents for the display Help 5 characters Identify the department code to be used when creating the display list of receiving documents 7 character digits Indicate a purchase document number to begin the display list of receiving documents 3 digits Type the desired page number to be displayed 1 character Type an X to select a document to be displayed on Screen 338 2 characters Displays status of the receiving document 4 characters Identifies department that received the shipment 7 character digits Identifies purchase document number associated with the receiving shipment 3 digits Displays shipment number for the receiving document 3 digits Indicates the number of items that were received on this shipment 8 digits Shows date the shipment was received 50 characters Dis
119. se L Doc 7 character digits Identifies the document number for the class of document specified Receivers User Manual Page V 47 Screen 290 Document Tracking Inquiry cont d Item 3 digits Shows the number of line items on the document To Cls 1 character Identifies the class of document to which the document item was transferred To Document 7 character digits Displays the document number to which the item was transferred To Item 3 digits Identifies the item number on the document to which it was transferred Action 7 characters Designates the type of action that was taken against the document Action Date 6 digits Shows the date the action was performed on the document Action Time 4 digits Displays the time the action was performed on the document By User 8 characters digits Indicates the user ID of the person performing the action on the document Additional Information PF KEYS See the Appendix for an explanation of the standard PF Keys Receivers User Manual Page V 48 Cross Reference Purchasing Documents FAMIS allows you to cross reference a document from its original source document Cross references for purchasing documents may be viewed using Screen 291 The To Document number is created when items are transferred on the From Document If a PO or LPO document completes normally no tracking record is created and you will not see these documents displayed on this s
120. se document shipment and item number on the Action Line e Press lt ENTER gt to display existing item information e Indicate the number of items accepted in the Accepted Quantity field for the shipment designated e Press lt ENTER gt to record the quantity that is being received Reject Items Received e Advance to Screen 323 e Type a valid purchase document shipment and item number on the Action Line e Press lt ENTER gt to display existing item information e Indicate the number of items being rejected in the Rejected Quantity field for this shipment and include a code to describe the reason for the items being rejected e Press lt ENTER gt to record which items are being rejected Receivers User Manual Page 111 14 Screen 323 Receiving Single Item Create cont d Process Back Orders or Late Quantities e Advance to Screen 323 e Type a valid purchase document shipment and item number on the Action Line e Press lt ENTER gt to display existing item information e Indicate the number of items that have been back ordered or considered a late quantity in the appropriate fields e Press lt ENTER gt to record this information Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc Shipment Item Screen Information UOM Accepted Quantity Rejected Quantity Quality Back Ordered Quantity Late Quantity Date Received Rece
121. sed Completed In Process etc 1 character Type Y to close the receiving document Type N to reopen if closed 1 character Enter Y to cancel the receiving document Type N to reinstate if cancelled Purchase Order Information Vendor Receivers User Manual 11 digits 30 characters Identifies the name and number of the vendor from which the items are being purchased Page III 12 Document Cat User Ref Exp Dlvry Contact Person Ph Prior Inv Forced Buyer Ph Additional Functions PF KEYS PF5 Next PF9 Notes PF11 Items Receivers User Manual Screen 326 Receiving Document Close cont d 8 digits Displays date the purchase document was created on the system 2 characters Shows the document category used to define certain characteristics of the purchase document 10 digits Indicates the user reference number which typically is the SL account number followed by the departmental reference voucher number 8 digits Displays date the delivery can be expected 25 characters Indicates name of the person to contact regarding this purchase order 10 digits Identifies area code and phone number for the contact person 5 digits Shows the number of invoices that have been forced prior to this current shipment 3 characters 20 characters Displays a code which identifies the buyer associated with the purchase document 10 digits Sho
122. splays the total dollar amount of all line items for the document Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys Receivers User Manual Page V 32 Screen 275 Incomplete Receiving Invoicing cont d PF7 Audit PF8 Accts PF10 Headr PF11 Items PF12 Track Receivers User Manual Audit View audit information for selected document Accounts Shows the account distribution of funds used for the items on this selected document Header Displays extended document header detail for the created document Items Shows the line items on file for the document Track Allows you to see the tracking history of a document through creation process Page V 33 Browse Document Summary A complete view of the entire document in a format similar to that of a printed document may be viewed on Screen 288 The screen defaults to five 5 lines of display per item on the item description screen if a number is not specified in the Number of Desc Lines field The number of pages displayed varies from document to document Screen 288 Document Summary Page 1 288 Document Summary Screen Doc P100050 Number of VENDOR lvvvvvvvvvE SCOTT amp WHITE MEMORIAL HOSPITAL REFERENCE LABORATORY 2401 SOUTH 31ST STREET TEMPLE TX 76508 INVOICE TO DEPARTMENT OF STUDENT HEALTH SERVICES ATTN ACCOUNTS PAYABLE 1264 TAMU COLLEGE STATION TX 77843 1264 E
123. st help screen describes the field pressing lt ENTER gt will display the valid values for the field Flag to indicate what action to take with balance at year end DICTIONARY HELP P Project Year E Encumbrance Only SL s only T Transfer BBA SL s Only D BBA to Different account SL Receivers User Manual Page VI 20 Appendix Instructions cont d Question Mark Help FAMIS also provides information about selected fields through the Question Mark Help facility This HELP information may be accessed by typing a question mark in the field in question and pressing the lt ENTER gt key A pop up window is displayed with the valid values for the field By typing an X next to the desired value that value is passed to the main screen This is called the Passback feature Screen 002 GL 6 Digit 002 GL 6 Digit 08 01 11 09 17 FY 2011 CC 02 Screen Account 010100 ED amp GEN INCOME TUITION Account Title ED amp GEN INCOME TUITION SRS _ Resp Person Suuuuuuu4 MASON MOLLY M Old Acct NA Year end Process F Reclassify _ Reporting Group __ Aux Code AFR Fund Group _ Fund Group FG Sub Fund Group Sub Sub Function __ Default Bank 06000 Override Y SL Mapped Count 22 Alternate Banks Security Dept S Dept Exec Div Coll Mail Cd Stmt Primary REV__ UN AD C6000 N Secondary VTEA_ AA CD VM C4457 N Fund Source Account Letter Y Long Title EDUCATIONAL AND GENERA
124. stions or call attention to errors please contact us at 979 458 6450 or copy the page with the error note the correction or suggestion and send it to one of the following addresses College Station based FAMIS Services The Texas A amp M University System 1144 TAMU College Station TX 77843 1144 Non College Station based FAMIS Services The Texas A amp M University System 301 Tarrow Street College Station TX 77840 7896 Receivers User Manual Page l 3 Table of Contents PAGE l Introduction M32 M22 Receiving Men s sses teesien nia EE REE l 6 Receiving Basic Concepts sssssssssssssersrssrrssrsrsensnenesesesenrnenenenes l 7 Multiple Invoices Multiple Receiving Documents l 9 Il Central Receiving Functions Screen 320 Create a Central Receiving Document cccccccesesssssteeeeeeeeeeeeees Il 3 Modify an Existing Central Receiving Document scscceeeees Il 3 lll Departmental Receiving Functions Screen 321 Create Departmental Receiving Document csesesseceeeeeeeeeees Il 3 Modify an Existing Departmental Receiving Document II 3 Screen 322 Receive Items for the Current Shipment III 8 Accept Items Received II 8 Reject Items Received III 8 Screen 326 Close Receiving Document I 11 Cancel Receiving Document I 11 Screen 323 Receiving Single Items 11 14 Accept Items Received Il 14 Reject Items Received Il 14 P
125. sts the user by providing immediate information about any particular field on a screen Data Entry A means for adding information into the system Default The value that the system will assign if no other value is entered Default Mandatory Flag indicating whether the transfer is mandatory If no value is entered in the detail lines for this field the transfer will be flagged with the default value after pressing lt ENTER gt Delete Flag A data element whose condition indicates that a document will be permanently removed from the database during the next archive cycle Demand Voucher Voucher to be paid during the next Check Cycle Diagnostic Message HELP An online feature that assists the user with data entry by providing an explanation of a message and the appropriate action to take Diagnostics The messages that describe the results of processing These messages may indicate an error and provide information about a process by noting what action to take to correct the error Digit 3 of TC The third digit of the Transaction Code Entry Code which specifies the type of transaction Discount Account The account credited for discounts taken by the system when a check is written Discount Table A table containing user defined values representing discount terms for vendors Receivers User Manual Page VI 26 Appendix Glossary cont d Dollar Data A record of the dollar amount and the type of financial transactions p
126. t ENTER gt or hit the PF4 key The distinction on which key to use will normally be designated in the pop up window EX PF4 Exit Escaping from a Pop Up Window When in a pop up window pressing PF4 will usually take you back to the original screen but there are a few screens on which pressing lt ENTER gt will take you back to the original screen Receivers User Manual Page VI 19 Appendix Instructions cont d Field Help Using the F2 Program Function Key On selected fields additional information can be displayed using the F2 program function key This HELP information is accessed by moving the cursor to the field in question and pressing the F2 Key Screen 002 GL 6 Digit 002 GL 6 Digit 08 01 11 09 17 FY 2011 CC 02 Screen Account 010100 ED amp GEN INCOME TUITION Account Title ED amp GEN INCOME TUITION SRS _ Resp Person 5uuuuuuu4 MASON MOLLY M Old Acct NA Reclassify _ Reporting Group __ Aux Code AFR Fund Group _ Fund Group FG Sub Fund Group Sub Sub __ Function __ Default Bank 06000 Override Y SL Mapped Count 22 Alternate Banks Security Dept S Dept Exec Div Coll Mail Cd Stmt Primary REV__ UN AD C6000 N Secondary VTEA_ AA CD VM C4457 N Fund Source Account Letter Y Long Title EDUCATIONAL AND GENERAL INCOME TUITION Setup Dt 08 26 1991 Hmenu Help EHelp Enter PF1 PF2 PF3 PF4 PF 6 PF7 PF8 PF 9 PF10 PF11 PF12 Next The fir
127. t account will be carried in context until the user keys a different account in the field The lt ENTER gt key must be pressed after entering Action Line data If a user does not follow this step all information entered on the screen may be lost and must be re entered After pressing lt ENTER gt a message will be given at the top of the screen asking for modifications or providing further processing instructions F0002 Record has been successfully added 002 GL 6 Digit 08 01 11 09 17 FY 2011 CC 02 Account Title NAVSO Receivers User Manual Page VI 18 Appendix Instructions cont d Message Line The line above the Action Line is used to display messages to the user These messages may be error messages or processing messages such as the one below 002 GL 6 Digit 01 20 92 11 26 Scrolling Through Data Pressing the lt ENTER gt key will scroll through information listed on a screen On some screens there are PF keys that can be used to scroll forward backward left and right These PF keys are displayed at the bottom of the screens with that function Help HELP functions are available for many screen fields in FAMIS Placing a in the blank beside the desired field and hitting lt ENTER gt will access a pop up window with specified field information Another way is to place your cursor in the desired field and press the F2 key To get out of the HELP function either select a value and press l
128. t of all line items for the document Receivers User Manual Page V 17 Screen 285 Document Browse by Vendor cont d St Additional Functions PF KEYS PF5 Inve PF6 Recv PF7 Audit PF8 Accts PF9 PIP PF10 Headr PF11 Items PF12 Track Receivers User Manual 3 characters Shows the status of the document Common document status codes include the following CL Closed CO Completed FR Frozen IP In Process TR Transferred PRT Printed DL Deleted See the Appendix for an explanation of the standard PF Keys Invoice Used to view the invoice details Receive View the receiving information associated with the selected document Audit Information View the audit information for the selected document Accounts Shows the account distribution used for the document selected PIP Shows the PIP documents Header Shows the document header information that was entered when the document was Created Items Lists the line item information for the document Track Allows you to track the routing history of the selected document Page V 18 Documents by State Requisition Number When looking for a document and the only information that you have available is the state requisition number you can use Screen 286 to search for your document This screen automatically displays incomplete documents those that have not been paid o include completed documents type
129. tal number of shipments currently received for the selected purchase document 1 character Type Y to create a new receiving document for the selected purchase document 50 characters digits Enter a short description of the purchase document This will be automatically filled in from the purchase document but you may alter it if you wish Help 5 characters Identify the department that will be receiving the goods or services This information will be automatically filled in from the purchase document For example the following MISP MIS Project INRE Office of Information Resources 20 characters Displays the name of the person creating the receiving document filled in automatically from your logon ID 8 digits Include the date that the goods were received Help 5 characters Identify the carrier service delivering the goods For example the following UPS United Parcel Service USPO United States Post Office 14 characters digits Enter the reference number from the carrier document at the time of shipment 14 characters digits Type the number from the packing document at the time of shipment 5 digits Identify the total number of pieces delivered in this shipment Page Il 4 Screen 320 Receiving Document Create Central cont d Damaged Weight lb Ship To Dept Name Phone Ext Addr Fax City State Zip Country Receivers
130. the document PF12 Track Track Allows you to track routing history of the selected document Receivers User Manual Page V 12 Documents by User Reference Number The user reference field is used to group documents by account The first six digits typically represent the subsidiary ledger account number that will be charged for the purchase s This is generally followed by a hyphen and the departmental reference number assigned to uniquely identify the document The user reference number may be used to trace purchase documents from requisition to payment You may browse purchasing documents online sorted by their user reference number using Screen 284 Include the User Reference number on the Action Line to view only matching documents Screen 284 Document Browse by User Reference 284 Document Browse By User Ref 02 09 11 9 55AM FY 2011 cc 02 Screen ___ User Ref Include Only Class _ SCN LLT User Ref Doc Vendor Name Date Buy Amount st L 001014 01 A704606 MOMMAR M MUNIE 02 16 07 49 95 CO _ L 001014 01 A720603 NEXNET 04 13 07 11 01 co _ L 001014 01 A938689 JORRIE J JONES 07 09 09 915 77 CO L 001014 01 L110546 JANE J JONES 10 25 10 27 22 CO _ L 001014 01 L110555 ROXIE ROGERS 10 25 10 50 00 co L 001014 01 1110564 MARY M MORRIS 10 25 10 3 863 84 CO L 001014 01 L113309 US DEPT OF EDUCA 11 05 10 38 60 CO _ L 001014 01 L115705 JESSIE J JENSON 11 17 10 300 02 CO L 001014 01 L115710 SUE S SIMMONS 11 17 10 32
131. the purchase document 11 digits Indicate the number of items you would like to accept for this shipment If item is backordered leave this blank 11 digits Identify the number of items you would like to reject for this shipment If shipment was short items reject If items are backordered leave blank Help 1 digit Enter the quality code that explains why you are rejecting items on this shipment For example the following D Damaged rejected and returned W Rejected wrong item sent Page III 9 Screen 322 Receiving Item Create cont d Additional Functions PF5 Next PF6 AcScr PF9 RNote PF10 AcAIl PF11 RDesc Receivers User Manual Next Advances to the next screen in the receiving process Accept Screen Accept all line items on the current screen Receiving Notes View receiving notes Accept All Accept all line items on the receiving document once Received Description Shows a complete description of the item being received Page III 10 Close Receiving Document Closing a receiving document completes the entry on receiving data and initiates the check for a three way match A three way match requires that the Purchase Order PO information match the invoice as well as the receiving information Three way match checks are made when both the invoice and receiving documents are closed If an asset number needs to be assigned Screen 361 will need to
132. the text at a particular line The Page F B E field scrolls Forward and Backward through the text and End will exit the window 280 Document Browse 03 31 04 3 46PM FY 2004 CC 02 F7468 Note not found on file A000068 1 0 Position at line Line KkKKKKKK Note Text kkkkkkx udit PF3 Back to 280 PF4 Exit PF7 PItem PF8 NItem Page F B E _ Hmenu Help EHelp Inve Recv Audit Accts PIP Displays invoices for the document Information on this pop up includes invoice number status date paid and the amount of the invoice s 280 Document Browse 03 31 04 3 40PM FY 2004 CC 02 Screen Class P Doc P003473 Invoices for Document P003473 No M Vchr Vchr Invoice No Items Date St St FY Voucher P Stat Amount ca ee ee ee ae 6996 3 05 25 2000 CO MS 2000 5856132 Y RECN 55933 95 7195 1 06 08 2000 CO MS 2000 5856125 Y RECN 13589 40 End of Invoices Enter PF1 PF2 PF3 PF4 Hmenu Help EHelp Recv Audit Accts PIP Headr Items Track Receivers User Manual Page VI 10 Appendix Standard PF Keys cont d Left More Desc Next Notes Some windows are made up of several adjacent panels These will be designated by the word Panel appearing in the window Pressing this key scrolls the panel to the left Displays more description text for a document or an item 280 Document Browse 03 31 04 3 38PM FY 2004 CC 02 Screen Class
133. ty when a voucher is processed Any GL account that accepts a transaction creating a liability M Map Code A five digit attribute code in an SL account indicating the GL Fund ID to which it relates Memo Bank Account An account that represents the balances of demand deposits for operating accounts Menu A screen containing a list of available processes screens or other menus N Name Rotation A feature that allows users to print a vendor name in one format on checks and then rotate it to another format for sorting on reports O Object Code A four digit number identifying specific items of revenue expense or attribute records P Parameter A variable that is assigned a constant value for a specific purpose or process It provides the user with defined choices for report selection processing or output requirements R Regular Order A type of purchase order that denotes a typical order Remit To Address The address to which the check for goods and or services rendered will be sent Requisition A type of document that internally requests that goods and or services be acquired It must be authorized before being converted to a purchase order Retention Months A data element defined when creating a vendor This indicates the number of months a vendor is to be maintained on file after all outstanding items have been paid or reconciled Receivers User Manual Page VI 29 Appendix Glossary cont d Run Parameter A
134. ument you wish to view in order for it to be displayed on the screen With the exception of TAMU most users will only be able to access documents for their individual departments Positioning the Display Several document inquiry screens allow you to position a particular document at the top of the inquiry screen This is accomplished by entering as much information on the Action Line as possible For example entering a particular purchase document number on the Action Line of Screen 330 will display all receiving documents for that document on the first informational line of the listing Using the PF Keys The PF keys are used to provide additional information about a particular document In order to view information about a document using the PF keys you must first select it for display To select a document move the cursor to the desired line by tabbing or by using your arrow keys Then press the PF keys to display additional information Receivers User Manual Page IV 3 Receiving Documents by Document Number There may be times when you need to locate a specific receiving shipment but the only information you will have will be the purchase document number When this happens you may use Screen 330 to find your shipment This screen displays a list of shipments sorted by purchase document number You may key in a purchase document number on the Action Line to have it displayed on the first line of the list Screen 330 Receiving Do
135. vidual who is being reimbursed for items already purchased Page V 40 Doc FY Doc Amt User Ref Status Amt Inv Doc Date Route St Amt Vchr Class Oth A P Src Inv Forced Category USAS Doc Type Req Delivery Date LP Received Receivers User Manual Screen 278 Document Inquiry cont d 4 digits Indicates fiscal year in which the document is processed 15 digits Displays total dollar amount for document 14 digits Shows the user reference that is used to identify the subsidiary ledger SL account number for the order followed by the departmental reference number 2 characters Indicates the status of the document For example In Process IP Closed CL Deleted DL and Completed CO 15 digits Shows the total dollar amount invoiced for document 8 digits Identifies the date the document was processed by the system 2 characters Displays a purchasing document s status in the Routing and Approval System 15 digits Shows the total dollar amount vouchered 1 character Identifies class code of the document 2 characters Shows any additional accounts payable source 1 character Y indicates an invoice has been forced for the document selected 2 characters Defines the accounting and receiving category of the document 1 digit Displays the document type for USAS processing 8 digits Shows the date items were requested to be delivered
136. w more Documents Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 4 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Frwd RPRPNRFRPNRFONEF 10 Q Basic Steps e Advance to Screen 331 e Type a valid department ID and if desired a purchase document number on the Action Line e Press lt ENTER gt to display a listing of all purchase documents with receiving beginning with the one entered on the Action Line If no document number was entered the list will start with the beginning number Continue pressing lt ENTER gt to scroll through the listing e Typing an X next to a listed shipment will advance to Screen 338 where more detailed information will be displayed Field Descri ptions Required Help PF2 or Field Help Available Action Line Dept Help 5 characters Enter a department code to view a list of receiving documents Doc 7 character digits Entering a document number in this field will place it at the top of the list Receivers User Manual Page IV 6 Screen 331 Receive Documents by Ship to Department cont d Screen Information S 1 character Type an X to select an invoice for display on Screen 338 Receive Document 7 character digits Identifies purchase document number associated with the receiving shipment Shp 3 digits Displays the shipment number for this receiving document Nbr Itm 3 digits Indicates the number of ite
137. wing UK United Kingdom US United States Page Il 5 Document Dt Vendor Start Dt Cat User Ref FOB End Dt Contact Person Ph Exp Dlvry Dt Buyer Ph Additional Functions PF KEYS PF5 Next Receivers User Manual Screen 320 Receiving Document Create Central cont d Purchase Order Information 8 digits Displays the date that the purchase document was created on the system 11 digits 30 characters Identifies the name and number of the vendor from which the items are being purchased 8 digits Indicates the beginning date of a maintenance agreement or blanket order 2 characters Displays the document category which is used to define certain characteristics of the purchase document 10 digits Indicates the user reference number which typically is the SL account number followed by the departmental reference voucher number 2 characters Identifies freight terms for the purchase document Determines when the agency takes ownership 8 digits Displays the ending date for a maintenance agreement or blanket order 20 characters Indicates the name of the person to contact regarding this purchase order 10 digits Identifies the area code and phone number for the contact person 8 digits Displays the date by which the delivery can be expected 3 characters 20 characters Displays a code and name identifying the buyer associated with the purchase document
138. ws area code and phone number for buyer See Appendix for explanation of standard PF Keys Next Advances to the next screen to be completed Screen 321 Notes View notes added to receiving document Items Shows the items received in the shipment Page III 13 Receiving Single Items When accepting items for your shipment you may wish to see a little more detail than shown on Screen 322 If so you may use Screen 323 to display detailed information from the purchase order This screen allows you to indicate items that need to be accepted rejected backordered or marked as late quantity Screen 323 Receiving Single Item Create RS 323 Receiving Single Item Create M amp Z TECHNOLOGY INC 02 09 11 12 42 FY 2011 CC 02 Screen Doc P100500 Shipment 1__ Item 1__ Accepted Rejected Back Ordered Late UOM Quantity Quantity Quality Quantity Quantity EA__ 12 00 Date Received 10 15 10 Item Description ASS Purchase Order Information Qty Order Date of Qty Accepted in Total Qty Proc Date Last Shp UOM Ordered Other Shps Accepted code FFX 09 29 10 10 15 2010 EA 12 00 12 00 Y Item Description DLINK DCS 6620 NETWORK CAMERA Enter PFl PF2 PF3 PF4 lt 1PF5 PF6 PF7 PF8 PF9 PF10 PF11 P Hmenu Help EHelp Next Notes RDesc PDesc Basic Steps Accept Items Received e Advance to Screen 323 e Type a valid purcha
139. ys the name of the contact person or department to which the items are addressed 50 characters Displays a description of the item being received Page IV 14 Conversion Qty UOM Accepted Qty UOM FFX flag Rejected Qty Reject Quality Added Date Back Order Qty SQ Cancelled Modify Date Late Order Qty Modify ID Matched Qty Completed Qty Additional Functions PF KEYS Receivers User Manual Screen 339 Receiving Document Line Item cont d 8 digits Indicates the number of pieces converted for the unit of measure 3 characters Indicates the unit of measure converted to 8 digits Indicates the quantity of pieces accepted for this line item 3 characters Represents the unit of measure for the item entered on the receiving document 1 character Indicates whether or not this item is a capitalized item that will be fed to the Fixed Assets module of FAMIS for inventory purposes 8 digits Identifies the total number of pieces rejected for this line item 1 character Indicates the quality of the pieces rejected for this line item 8 digits Identifies the date this line item was added to the receiving document 8 digits Indicates the total number of pieces of this line item that are on back order 1 character Y indicates that the remaining quantity was cancelled in SciQuest 8 digits Represents the last date this item was modified on the receiving document

Receivers User Manual - The Texas A&M University System

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Receivers User Manual - The Texas A&amp;M University System

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Receivers User Manual - The Texas A&M University System