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Vendor Information User Manual - The Texas A&M University System

1. Vendor Information User Manual Page VI 11 Appendix Standard PF Keys cont d Itm Accts Accounts on a Document Displays the responsible accounts for the particular document item and their portion of the item total 5628 End of accounts on document R R400007 Account Distribution cc rv Account Amount Itm Ext Item Extended Information Show detail information about the specific item ordered i e quantity unit of measure unit price and commodity code Document Item Extended Information Document R400007 1 6 GB FORMATTED USEABLE FAST SCSI 2 DISK Item 1 0 Date Created 09 22 93 Quantity 1 00 Last Modified 10 06 93 UOM EA Unit Price 1 515 0000 Commodity 20534 Extended Price 1 515 00 Tax Pre Cd x Print PF4 Exit 4 Itm Notes Item Notes Displays notes that have been added to a particular document item Use the Position at Line field to start the text at a particular line The Page F B E field scrolls Forward and Backwards through the text or End to exit the window 4 5 7468 Note not found on file R400007 1 0 Position at line Line kkkKKKKK Note Text PROGRAM DIRECTOR MARTHA M MALLARD REQUESTS TO REVIEW ALL MATERIAL ORDER UPON ARRIVA
2. Vendor Information User Manual Page IIl 17 Screen 204 Vendor Purchasing Add Create cont d Basic Steps e Advance to Screen 204 e Type the new vendor number in the Vendor field on the Action Line and press ENTER When a new vendor is added a message will respond Vendor number not found enter modifications to add Include all required vendor data and press ENTER e favendor number already exists type the number or vendor s name in the Vendor field on the Action Line and press ENTER Add additional vendor data or modify existing information and press ENTER to record e Press the other PF keys provided to view additional detail information for this vendor Vendor Entry Process Add New Vendors to the System The system will display the message Vendor number not found enter modifications to add when you type a vendor ID number on the Action Line that is not currently found on the system You should enter the vendor name address and type Then press ENTER to record the new vendor ID on the system If there is a vendor with the same Social Security Number or Federal Employer Identification number as the vendor ID that you enter on the Action Line FAMIS will automatically pull in some of the vendor information You may find this happens when you enter information for a vendor that is found in multiple cities Typically the only difference between the vendors will be the mailing address and the
3. Screen Information Vendor Name 50 characters Enter vendor s full name to be printed on checks Vendor Alias 35 characters An alias is a common name for a vendor other than the name that prints on the check You may enter up to 16 such names for your vendor Drop 1 character Type Y to drop the alias from the system Additional Functions PF KEYS See the Appendix for explanation of standard PF Keys Vendor Information User Manual Page Il 26 Vendor History Vendors are moved to the History File once the Drop Flag has been set to Y on Screen 143 If there is any voucher activity for a specified vendor during the current or previous Fiscal Year vendor information is sent to the History file for 1099 reporting A vendor who qualifies to be reported to the IRS on form 1099 MISC is referred to as a 1099 vendor This vendor is also called a payee in the tax reporting process The payer is the institution making the payments to the vendor Screen 132 Vendor History 132 Vendor History TIMELY ELECTRICAL SERVICE 06 15 09 14 20 FY 2009 cc 02 lvvvvvvvvv8 Screen Vendor Vendor Name Remit To Address TIMELY ELECTRICAL SERVICE 1888 CANDY LANE City AUSTIN State Province TX Zip Postal Code 78758 Country __ Telephone ______ 1099 _ Tax ID lxxxxxxx5 Drop Info Operator Date Time Reinstate Vendor Y N K702WD 07 07 1994 10 53 AM Comment ADDRESS CHANGED Last Activity 11 20 1992 Note This Sc
4. Vendor Information User Manual Page III 27 Screen 205 Vendor Accounts Payable Add Create cont d Tax ID Purchasing Bid To Address City State Zip Country Phone Ext FAX Contact 9 digits Identifies the vendor s tax ID number that is used to support 1099 payments and reporting 4 lines 30 characters each Provides the postal address to which all purchasing bid correspondence should be sent as entered by the purchasing office 20 characters Displays the city as entered by the purchasing office to which all purchasing bid correspondence should be sent 2 characters Indicates the abbreviation for the state or province in which vendor is located as entered by the purchasing office 9 digits Signifies the zip code to which all purchasing bid correspondence should be sent as entered by the purchasing office 3 characters Identifies the country in which the vendor is located if it is a foreign county 10 digits Provides the area code and telephone number at which the vendor can be reached as entered by the purchasing office 4 digits Indicates the phone extension number at which the vendor can be reached 10 digits Provides the area code and number at which the vendor can receive FAX transmissions as entered by the purchasing office 20 characters Indicates the name of the person s to contact regarding purchasing bid correspondence Accounts Payable Remit To
5. M21 Vendor Information Menu 06 15 09 10 46 FY 2009 CC 02 Screen ie pios Vendor Information 201 Vendor Change Log 203 Vendor Add Modify 204 Vendor Purchasing Create 205 Vendor Payables Create 206 Vendor Ownership Information 207 Vendor ACH Information 209 State Vendor Hold Maintenance 143 Vendor Flag Set Reset 101 Vendor Number Search 102 Vendor Name Search 120 Vendor Alias Maintenance 132 Vendor History 173 State HUB ID Search 174 State HUB Name Search Enter PF1 PF2 PF3 PFA4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Vendor Information User Manual Page I 6 Section Il Vendor Information Accounts Payable Vendor Information User Manual Page Il 2 Vendor Basic Concepts Vendor Numbers e FAMIS Vendor ID numbers are necessary to process a voucher and are comprised of three parts o Single digit 1 through 6 o Federal ID number SSN or UIN o Mail Code e State Vendor ID numbers are the State Comptroller IDs used by the Fiscal Department to send vouchers to the State of Texas for payment These IDs are not necessary for a departmental voucher Vendor Names The following guidelines should be used by all users authorized to enter vendors These guidelines will insure consistent data and provide better results for name searches Before entering a new vendor the vendor file should be searched to see if the vendor already exists on file To search for a vendor en
6. Help 1 character Enter Y to restrict freeze all new activity or new requests for payment against this vendor Valid values are N Vouchers Processed Y No 14X or 15X Transactions Processed Blank Not Specified Help 1 character Type Y to identify this vendor is to be deleted N Process Vouchers Y No vouchers or Maintenance Processed Blank Not Specified Help 1 character Enter Y to have the vendor physically removed dropped from the database Setting the drop flag requires that the delete flag be set first If there were completed vouchers for the vendor on file the vendor will be purged to the Vendor History file see Screen 132 N Active Vendor Y Vendor Dropped History Saved Blank Not Specified Help 1 character Used to exclude all expenditures for a specified vendor from the HUB process including monthly reports and extract for Governor s semi annual report Y all FAMIS vendors on your campus that have the same State ID will also be changed N donot exclude all vendors from the HUB process Vendor Information User Manual Page II 32 Screen 143 Vendor Flag Set Reset cont d Hold Freeze Delete and Drop Info Operator 7 characters digits Provides the FAMIS operator s user ID of the person responsible for setting resetting the selected vendor flag Date 8 digits Identifies the date on which the selected flag was modifi
7. Hmenu Help EHelp Bkwd Frwd Addr Left Right Screen 170 Voucher Inquiry by Alt Vendor Panel 2 170 Voucher Inquiry by Alt Vendor 06 15 09 14 39 0444 LANDS INN SUITES FY 2009 CC 02 Screen ___ Alt Vndr lvvvvvvvvvl Voucher Fiscal Yr 2009 All Y Include Only Acct Dept Ref Pg 1 of 1 Pg s Vch First Dept Check Check S Voucher Lns Account Description Ref Nbr Date Net Amount 1105141 2 421125 00000 HOTEL STAY FO 9293 673006 05 07 09 70 08 1105147 2 421125 00000 HOTEL STAY FO 9293 673006 05 07 09 75 56 Vendor Total 145 64 End of voucher list for vendor Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Frwd Addr Left Right Voucher Inquiry by Alt Vendor Process Type the alternate vendor s identification number and any other criteria to be used in searching and displaying the desired information If you type part or all of the alternate vendor s name in the Alt Vndr field you will be given a pop up window from which to select the desired vendor You may also type an asterisk in the Alt Vndr field to view a pop up list of alternate vendor s and select the vendor s number from the list by typing an X in the Sel field Press lt ENTER gt to pass back the number to the field on Screen 170 Vendor Information User Manual Page Il 42 Screen 170 Voucher Inquiry by Alternate Vendor cont d Basic Steps e Advance to Screen
8. Run Parameter A 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 on line 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
9. _ XENON 1vvvvvvvvvD N N N XENON ADMINISTRATION lvvvvvvvvvlI N N N _ XENON CORP lvvvvvvvvvJ N N N XENON CORP lvvvvvvvvv0 Y N N _ XENON CORP lvvvvvvvvvH N N N _ XENON CORP lvvvvvvvvvX N N N _ XENON CORP lvvvvvvvvvT Y N N XENON CORPORATION lvvvvvvvvv0 N N N XENON CORPORATION lvvvvvvvvvA N N N XENON CORPORATION lvvvvvvvvvG N N N XENON CORPORATION lvvvvvvvvv3 N N N _ XENON CORPORATION lvvvvvvvvvl N N N _ XENON CORPORATION lvvvvvvvvv2 N N N More Vendors Press Enter to View PF4 Exit PF9 Bid PF10 Remit PFll Order PF12 Main 4 Screen 162 Voucher Inquiry by Vendor cont d e Type an asterisk in the Vendor field and press ENTER will access an alphabetical listing of all vendors e The Voucher field can be used to position the screen display e The Fiscal Year field allows you to select the fiscal year in which the voucher was posted e Vendor information can be accessed by using the PF9 key A pop up window will appear providing the vendor s address date the account was established and other information for the selected vendor Screen 162 PF9 Pop up Window PO BOX 655551 Established 08 18 1995 Disc Retn Last Active 06 11 2009 Limit Com TX 752650361 YTD Paid 450 895 96 Type BU Hold N e Type an X in the S Select field beside the voucher
10. Vendor ID Vendor Name Gndr Ethn Cd QISV Tx Off 11 digits Enter a valid vendor identification number 11 digits Displays the state vendor identification number of the vendor listed 30 characters Identifies the name of the vendor associated with the vendor identification number listed 1 character Shows the gender code for the vendor displayed Valid values are Blank Not Specified M Male Owned Ww Woman Owned 2 characters Identifies the state s ethnic code for the vendor For example Blank Not Specified BL Black HI Hispanic AS Asian Pacific 1 character Y indicates the vendor is a Qualified Information System Vendor 1 character Y identifies this as a Texas Office Vendor Information User Manual Page Il 46 Screen 173 State HUB Vendor ID Search cont d Sm Bus 1 character Y signifies this vendor is a small business Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF6 Detail Dtl Detail information on the HUB vendor Vendor Information User Manual Page 11 47 State HUB Vendor Name Search To search for State HUB vendors by name use Screen 174 You may type a vendor s name or identification number in the Vendor field and press lt ENTER gt The list of vendors displayed will also show a Y in the SHld field if a vendor is on State Hold In addition to producing a li
11. the Texas Charter Number Nbr field is required Valid values include Professional Association Not Specified Professional Corporation State Employee Financial Institution Government Entity ndividual Not Owning a Business Texas Limited Partnership Other Limited Partnership J Out of State Corporation Partnership Foreign Sole Proprietorship Texas Corporation State Agency University UP fed 3 do uo cCaomomuozrc aionmo M 1099 Help 1 character digit Y indicates all vouchers should be pulled for 1099 purposes or whether if left blank 1099 codes will come from vouchers Examples are Blank Do Not Report Corporation Employee Foreign Individual Individual Medical Health Corporation Non Profit Corporation Other Partnership Real Estate Sub Chapter S Corp 1099 1042 NX lt 0XVLOZZTTMO rn W9 Date 8 digits Include the date the W9 was received updated Hold 1 character State whether the vendor is on hold with the State of Texas If Y it will keep the system from processing process checks or State vouchers for payment to the vendor N No Hold Y No Payments Blank Not Specified Vendor Information User Manual Page Il 20 Screen 103 Vendor Add Modify cont d Disadv Ethnic Orig Gender TAMUS Part Freeze Bus Size TAMUS Employee Ck Limit Help 1
12. 0 Retain Mths 18 Delete N Established 08 17 2006 By ExxxxxP Modif ed 08 31 2006 By TxxxxxP Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7f PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp HUB Stats NxV Order Left Right Check limit codes are maintained on Screen 807 Screen 205 Vendor AP Add Modify Panel 2 205 Vendor Add Modify 11 15 10 16 21 A Z GLASS PRODUCTS FY 2011 CC 02 Screen Vendor lvvvvvvvvv0 Page 2 lt lt lt lt More gt ON STATE HOLD Name A Z GLASS PRODUCTS Vendor Type BU Ownership Code T Texas Company SIC Charter Nbr Employ Agency Security Busn Desc ranean Sole Proprietor Partnership Data SSN FEI Name SSN FEI Name Email Addr M Discount Terms Percent Disc Days Ind _ Pay Days FOB Established 08 17 2006 By ExxxxxP Modified 08 31 2006 By TxxxxxP Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp HUB Stats Left Right Vendor Information User Manual Page III 26 Screen 205 Vendor Accounts Payable Add Create cont d Basic Steps Add a New Vendor Record Advance to Screen 205 Type the new vendor number in the Vendor field on the Action Line and press ENTER When a new vendor is being added the system will respond Vendor number not found enter modifications to add Press ENTER to confirm that you wish to add this
13. FOOD SERVICE FOOD SERVICE CONSTRUCTION NUTS AND BOLTS Address Line PO BOX 7222 2523 NORTH AVE 17043 GRAMM DRIVE 7652 OLD RD 22133 NETT PLACE PO BOX 777707 1308 SOUTH ST 109 S JACKSON 1010 S TEXAN AVE 4304 HARLEY ROAD 105 SOUTH ST 1753 N FREEWAY 2529 PINE CT N N V N City BRYAN CONROE HOUSTON COLLEGE CHICAGO HOUSTON WAGONER WAGONER BRYAN COLLEGE STA COLLEGE STA BRYAN BRYAN More Vendors Press Enter to View PF4 Exit PF9 Bid PF10 Remit PF11 Order PF12 Main St Df SH Hub TX E EEE E EEE KK Vendor Information User Manual Page Il 10 Screen 101 Vendor Number Search cont d Screen 101 Search Window PF10 Remit To Pop Up Window 4 F0043 Mark Vendor with an X to select Screen Search C amp Type N N V Include Frz Del Vendors N RA SPO lees sess Vendor Name Address Line City St SH Hub C amp C LAWN SERVICE PO BOX 7222 BRYAN TX C amp C METALLICS 2523 NORTH AVE CONROE TX C amp E SPECS 17043 GRAMM DRIVE HOUSTON TX Y _ C F TRENDS INC 7652 OLD RD COLLEGE STATI TX Y _ C amp H DISTRIBUTION 22133 NETT PLACE CHICAGO IL C amp H INDUSTRIALS PO BOX 777707 HOUSTON TX C amp H SALES CO 1308 SOUTH ST WAGONER OK C amp H SALES CO 109 S JACKSON WAGONER OK C amp J FOOD SERVICE 1010 S TEXAN AVE BRYAN TX _C J FOOD SERVICE 4304 H
14. PF2 or Field Help Available Enter the vendor s identification number or name of vendor Screen Information Name 30 characters Displays the full name of the selected vendor Vendor Information User Manual Page 11 14 Screen 102 Vendor Name Search cont d Vendor 11 digits Provides the FAMIS vendor ID number for the selected vendor Drop 1 character Y indicates the vendor has been dropped from the system Alias 1 character Y shows the vendor name shown on the left is an alias City 13 characters Identifies the city in which the vendor is located State 2 characters Displays the abbreviation for the state or province in which vendor is located Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys PF9 Address Addr Pop up window showing additional addresses for specified vendor Vendor Information User Manual Page 11 15 Add Modify FAMIS Vendor Information Before you can process payment to a vendor they must first have an ID number associated with them on the system FAMIS uses this number to track the payments you make to the vendor as well as credits given to your institution by the vendor General information about the ownership of a vendor including the vendor type the gender and ethnic makeup of the vendor and any associated discount agreements is entered on Panel 2 of Screen 103 This may be accessed by pressing PF11 to scroll right
15. State vouchers for payment to the vendor Disadv Help 1 character Show whether or not the vendor is certified as a disadvantaged vendor Values are Blank C N S Vendor Information User Manual Not HUB Not Specified Certified HUB Business Not HUB Self Declared HUB Business Page III 21 Ethnic Orig Gender TAMUS Part Freeze Bus size TAMUS Employee Ck Limit Retain Months Delete Established By Modified By Vendor Information User Manual Screen 204 Vendor Purchasing Add Create cont d Helpi 3 characters Provides information about the ethnic origin of the vendor where applicable Values are ASP Asian Pacific Blank Not Specified BLK Black CAU Caucasian HSP Hispanic IND American Indian Native American OTH Other Help 1 character Signifies whether the selected vendor s gender is male M or woman W 2 digits Displays the campus code part number associated with the selected vendor if it is a member of the A amp M University System 1 character Y indicates the vendor has been frozen from any new activity Help 1 character Indicates whether this vendor is considered a large L or small S size business 1 character Y identifies the vendor as an employee of the A amp M University System Help 1 digit Displays a user defined code that is used to limit the amount
16. __ Zip 08854 3950 Country __ Phone Ext Phone Ext FAX FAX Zone Contact Contact Vendor Type BU Ownership cd O 1099 N W9 Date 06 30 2003 Hold N Disadv Ethnic Orig Gender _ TAMUS Part __ Freeze N Bus size _ TAMUS Employee _ Ck Limit 0 Retain Mths 18 Delete N Established 06 20 2001 By WxxxxxP Modified 08 31 2007 By TxxxxxP Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp HUB Stats NxVn Order Left Right The PIN field will default to the vendor ID number If you wish to have a different value in this field other than the vendor ID you will need to enter it manually If you use the automatically generated vendor number the PIN number and Tax ID number will not default in it must be manually entered This feature will assist FAMIS in moving away from the use of identifiable information in the Vendor ID Vendor Information User Manual Page III 7 Screen 203 Vendor Add Modify cont d Screen 203 Vendor Add Modify Panel 2 203 Vendor Add Modify 03 09 10 09 45 AC BIO INC FY 2010 CC 02 Screen Vendor lvvvvvvvvv0 Page 2 lt lt lt lt More gt ON STATE HOLD Name AC BIO INC Vendor Type BU Ownership Code O Texas Company SIC Charter Nbr Employ Agency Security Busn Desc Sole Proprietor Partnership Data SSN FEI Name SSN FEI Name Email Addr Discount Terms Perc
17. based on the setting Y in the Send New Setup to TINS and Send Changes to TINS fields Two types of records are sent to TINS Setup record creates and sends a new vendor mail code If the vendor does not exist at all on TINS a Master level Setup must be created A Master level record is setup with a mail code of 000 If the vendor exists on TINS but the address is different a new mail code must be setup Change record sends change data for an existing FAMIS mail code Error Reports from State The State will print error reports at the designated printers for each Agency The printer setup and connection will be the responsibility of the Agency and problems will be resolved with the State FAMIS Services will not have access to the TINS error reports FAMIS Screens amp Screen Changes Screen 206 will be disabled and the functionality included in Screen 203 Screen 203 Vendor Add Modify including one panel Navigation Aids Press ENTER to view Panel 2 information PF10 Next Vendor was moved to PF7 PF10 and PF11 are Left and Right movement of panels Screen and Field Edits New edits on Screen 203 are activated when the user inputs a value of 000 in the State Mail Code field and the Send Changes to TINS flag is set to Y ZIP Zip code must be entered and must match US Postal Service city state ZIP Vendor Information User Manual Page V 4 FAMIS Interfac
18. s dtc casada a s s localidad iii VI 3 Standard PF Keys occoconococccononncononononnnnocanonononnnnnonnnnnonnonnnnnnnnnnnnnnnnnnos VI 8 Vendor Screens List cccccccccssssssseceeccecessessaeseseessesesseaeeeeeesseeeees VI 16 OT VI 18 Vendor Information User Manual Page l 5 Vendor Menus Menu M11 Accounts Payable Inquiry and Vendor Menu M11 Accounts Payable Inquiry and Vendor Menu 06 15 09 10 45 FY 2009 cc 02 Screen Vendor Voucher iron e EE Vendor Information face Voucher Inquiry 2d M21 Vendor Information Menu 160 Invoices by Vendor Inquiry 161 Voucher Inquiry by Voucher Nbr 171 State Hold ID Search 162 Voucher Inquiry by Vendor 172 State Hold Name Search 163 Voucher Inquiry by Acct Dept Ref 173 State HUB ID Search 164 Voucher Inquiry by PO Number 174 State HUB Name Search 165 Outstanding Voucher Inquiry 175 Vendors Held by Agency 166 Pending Voucher Inquiry 167 Voucher Inquiry by Dept Ref A Batch Information 168 Voucher Total Inquiry 124 Session Batch Header List 169 Voucher Line item Inquiry 127 Transaction Inquiry by Batch 170 Voucher Inq by Alt Vendor 178 Vouchers by Reconciliation Bank ie Check Inquiry 177 Check List Re Other Menus 185 Outstanding Check List M18 1099 W2 Menu 186 Vouchers by Check Inquiry Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Menu M21 Vendor Information Menu
19. the screen Check Cycle Processing Every night when checks are processed each vendor will be verified against the state hold file This verification will be done using the state ID that was either entered by a user or derived by FAMIS from the Tax ID or the FAMIS ID If the vendor ID is shown to be on hold the voucher line items for the vendor will be written to a separate file for reporting and history The vouchers for a vendor on hold will not enter the check cycle No check will be printed for a vendor on hold Vendor Information User Manual Page IV 3 Vendor on State Hold Basic Concepts cont d A report of the voucher items for vendors on hold will be produced nightly from the check cycle This report will show all voucher items for each vendor on hold In addition a form letter may be printed for each vendor detailing any new vouchers on hold The reasons from the state hold file will appear on this letter Once a voucher item is reported for the letter it will not be reported in the future Only new vouchers will be reported for a vendor on hold State Voucher Cycle The state voucher cycle will not check for vendors on state hold Vouchers will be sent to the state to be held by the Comptroller s Office The one exception to this is revolving vouchers If a vendor on a revolving voucher is on state hold the state side of the revolving voucher will not be sent to the state until the vendor is no longer on hold This is to prevent r
20. 10 digits Enter the Texas charter number for the business Help 1 character Include the code indication the size of the vendor s business Blank Not Specified L Large Business S Small Business Help 1 character Indicate if vendor is a Texas company Y Yes N No Blank No 3 digits Type the state agency code For example 710 for SAGO This is required if Ownership Code is E 3 digits currently not used Enter the business description code 1 character Used to exclude vendor payments from being included in the pull for HUB reports and extracts Enter Y to indicate the vendor is to be excluded from the HUB process Vendor Information User Manual Page III 36 Screen 206 Vendor Ownership Information cont d Vendor Change Information Established 8 digits Shows date vendor was added Added By 7 characters digits Indicates the FAMIS user ID of the person who added the vendor information Last Modified 8 digits Date vendor information was modified Modified By 7 characters digits Displays the FAMIS user ID of the person who modified the vendor information Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys Vendor Information User Manual Page I1 37 Vendor ACH Information Screen 207 is used to maintain the vendor ACH information This screen is used to enter ACH information for both local and s
21. 170 e Type avalid alternate vendor s identification number in the Alt Vndr field and press ENTER If there are vouchers for the specified vendor they will be displayed e You may enter a specific voucher number account number and or department reference code to narrow the search and advance to a specific item Field Descriptions 9 Required Help PF2 or Field Help Available Action Line Alt Vndr Voucher Fiscal Year All Include Only Account Dept Ref Pg of _ Pg s Screen Information Panel 1 S Voucher Vch Lns 11 digits Enter a valid alternate vendor identification number The vendor s name will appear above this field 7 digits Include the desired voucher number to display 4 digits Identify the fiscal year to begin the search 1 character Type Y to include all vouchers in the displayed list 11 digits Enter an account number to limit the search 7 digits characters Indicate the department reference number 4 digits Identify a page number to advance through the list of vouchers displayed 1 character Type an X to select an item and advance to Screen 168 to view voucher detail 7 digits Displays voucher number s that match the inquiry data entered on the Action Line 3 digits Shows the number of line items on the voucher Vendor Information User Manual Page 11 43 Screen 170 Voucher Inquiry by Alternate Vendor cont d First Acco
22. Address 4 City 4 lines 30 characters each Identifies the mailing address to which payments should be remitted If you do not type an address this field will default to the address entered in the purchasing bid to field 20 characters Indicates the city in which the vendor is located If you do not type a city this field will default to the city entered in the purchasing bid to field Vendor Information User Manual Page IIl 28 Screen 205 Vendor Accounts Payable Add Create cont d State Zip Country Phone Ext FAX Zone Contact Vendor Type Ownership cd 2 characters Displays the abbreviation for the state or province in which the vendor is located If you do not type a state code this field will default to the state entered in the purchasing bid to field 9 digits Provides the zip code to which all payments should be mailed 3 characters Displays the abbreviation for the country in which the vendor is located if the address is for a foreign country 10 digits Indicates the area code and telephone number at which vendor may be reached 4 digits Provides the telephone extension number of the vendor 10 digits Indicates the area code and number at which the vendor may receive FAX transmissions 3 digits Displays the TINS region zone code designated by the State 20 characters Indicates the name of the person s to contact regarding payment remittance Help 2 c
23. Bid to address for a vendor Vendor AP Add Create ccccccccssssssccecceeesssssncceeeseeesssnneeeeeseeceesncceeeeseceesassceeeeeeeeesssseeeeeeeseess Used for entry of the Remit To address of the vendor Vendor Ownership Information Leeeeeee eese e eene n ee eene nnne nennen eene nnns enses eset nnns nnne Used to maintain a subset of Vendor Ownership Information in particular those things that may be designated as HUB sensitive These fields are also maintainable on Screen 203 Vendor ACH Informati0N cccccccccncnnnnnnnnnnnnnnnnnnnennnnnnonononnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnns Used to set up bank ACH information for a vendor State Vendor Hold Maintenance ee eeeeee esee eene n nennen nnn n n ssa soe atas asas ases sees s nsns ann Maintain hold status information for vendors Vendor Information User Manual Page VI 17 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 Ledg
24. Enter the date the vendor is to be released e Include an explanation in the Note field Field Descri ptions 0 Required Help PF2 or Field Help Available Action Line Vendor Send New Setup to TINS PIN Screen Information Hold Hold Reason Effective Date Liability Amount Release Release Date Note 11 digits Enter a valid vendor identification number After entering the number the name will also be displayed along with the vendor s PIN number 1 character Indicate if the setup information for a vendor is to be sent to TINS Y will send a vendor setup to TINS as well as the state hold information This field will become blank again after processing a new mail code 14 digits Include the State Vendor Personal Identification Number 1 character Type Y to request that a vendor be placed on hold with the State 3 digits Include the code designating the reason the vendor is being placed on hold For example 450 Unpaid Travel Advance 451 Overpymt of Employee Comp 454 Overpayment to Vendor 8 digits Indicate the date the hold is to become effective 14 digits Identify the amount of money the vendor owes 1 character Type Y to submit a request to the State that the hold be released from the specified vendor 8 digits Indicate the date the hold on the vendor is to be released 50 characters Include any documentation notes ne
25. Modify cont d Retain Mths 2 digits Enter the number of months a vendor is retained on file after its last activity If left blank it will default to an 18 month retention Delete 1 character Y indicates the vendor has been flagged for deletion Established 8 digits Shows the date vendor was established By 7 characters digits Provides the FAMIS user ID of the person who established vendor Modified 8 digits Shows the date the vendor s information was last modified By 7 characters digits Indicates the FAMIS user ID of the person who last modified the vendor s information Panel 2 Name 50 characters Provide the name of the vendor whose ownership information you are viewing Vendor Type Help 2 characters Describe the general type characteristics of the selected vendor Valid values include Blank Notvalid on line batch only BU Business EM Employee FA Federal Agency FC Foreign Corporation Ownership Code Help 1 character Enter ownership code for the type of owner associated with the vendor If L the Texas Charter Number Nbr field is required Valid values include A Professional Association Not Specified Professional Corporation State Employee Financial Institution Government Entity Individual Not Owning a Business Texas Limited Partnership Other Limited Partnership J Out of State Corporation Partnership Foreign
26. Non College Station based FAMIS Services The Texas A amp M University System 200 Technology Way Suite 2180 College Station TX 77845 3424 Vendor Information User Manual Page 1 3 Table of Contents PAGE l Introduction M11 M21 Vendor Information Menus esee l 6 lI Vendor Information Accounts Payable BaSiG CONCEDES xs sietan acia 11 3 Vendor NUMDELSS cccccessssssecececessesseaeceecessesseaeaeeeescessessnaeess Il 3 Vendor Names esses nnne enne nnns nne n ninh anna nnne Il 3 Vendor Search Process sse enema Il 5 FAMIS SCT fenem Il 7 Vendor Information PrOCESS ccoonocccooncononnnonononcnnnnncanananonnnnnoos Il 7 Screen 101 Search Vendor ID Numbers eese Il 9 Screen 102 Search Vendors by Name ococococcccccnonononononnnnnnnnnnnnnnnnnnoncnnnnnnnannnnnnnnn 11 14 Screen 103 Add Modify FAMIS Vendor Information eee 11 16 Add a New Vendor Record cccccnococnnoncnocononononnnoncnnconananonnnonons 11 17 Modify an Existing Vendor Record ie 11 17 Screen 120 Add Update Vendor Aliases eese 11 25 Add a New Alla iii aiii 11 25 Modify Vendor Name Aliases ccononocococcnonocanonanancnnncnnnnnnnnnos 11 25 Drop a Vendor Name Alias eese 11 26 Screen 132 MPs 11 27 Make 1099 Vendor Updates cccccononococonononnonononncncnncnananononnns 11 27 Screen 143 Set Reset Vendor Flags ccccccesscecssseesececscece
27. P Prox Blank Not Specified 3 digits Identify the vendor s net pay days Help 2 characters Define the Freight on Board specifications for the vendor For example Blank Not Specified CL Freight Collect DA Destination Frt Prepaid and Add DP Destination Frt Included PU Pickup No Frt Charged or Paid 8 digits Date the vendor was added 7 characters digits Provides the FAMIS ID of the person who originally entered the vendor information 8 digits Indicates the date the vendor information was last modified 7 characters digits Identifies the FAMIS ID of the person who last modified the vendor information See the Appendix for explanation of the standard PF Keys HUB Displays the State Hub Vendor Data Statistics Audit Information View additional vendor statistics and audit information Next Vendor Gets the next available vendor mail code so you can create a new address for the vendor The information for the original vendor stays on the screen so that only modifications for the new mail code need to be made Only available on Panel 1 Order View add modify the Purchasing Order From information Only available on Panel 1 Vendor Information User Manual Page III 33 Vendor Ownership Information The new Screen 206 allows some ownership information that is interrogated for HUB reporting to be updated This screen will assist the HUB Coordinators to maintain
28. Pop Up Window This window will display a list of vendors and their ID numbers beginning with the name QO000000000000 mmmmmmmmnmmnmnm P Drodgoznmm umnono F0043 Mark Vendor with an Screen Search C amp Vendor Name LAWN SERVICE METALLICS SPECS TRENDS INC DISTRIBUTION INDUSTRIALS SALES CO SALES CO FOOD SERVICE FOOD SERVICE FOOD SERVICE CONSTRUCTION NUTS AND BOLTS rx to select Type Include Frz Del Vendors 2vvvvvvvvv0 lvvvvvvvvv0 lvvvvvvvvv0 lvvvvvvvvv0 lvvvvvvvvv5 2vvvvvvvvvO lvvvvvvvvv0 lvvvvvvvvvl lvvvvvvvvvO lvvvvvvvvvi lvvvvvvvvv2 lvvvvvvvvvl lvvvvvvvvvO 2222222222222 N N V N Z2Z22222222Z22222 Z2Z222222222222 More Vendors Press Enter to View PF4 Exit Hmenu Help EHelp EP E E _ ooo HER OEECQ uhAAiG Addr entered At the far right of the vendor search screen is a column that indicates if a vendor is on state hold SHld This pop up window also displays additional address information using the PF keys You can see the addresses for bids PF9 sending payments PF10 or placing an order PF11 Screen 101 Search Window PF9 Bid To Pop Up Window rx F0043 Mark Vendor with an Screen QQ00000000000n RMA AAO OMA AOS HS PrPaoguagamnmrmrmanAan Search C amp to select Type Include Frz Del Vendors Vendor Name LAWN SERVICE METALLICS SPECS TRENDS INC DISTRIBUTION INDUSTRIALS SALES CO SALES CO FOOD SERVICE
29. S Small Vendor Information User Manual Page 111 12 Screen 203 Vendor Add Modify cont d TAMUS Employee Help 1 character Specify if the vendor is an employee of The Texas A amp M University System Y Yes N No BLANK No Ck Limit Help 1 digit If previously set up select a limit amount for the check from the pop up window or enter O if no limit is needed Retain Mths 2 digits Identify the number of months to retain the information on the vendor after the last activity Delete 1 character Displays Y Yes if this vendor has been deleted Established 8 digits Shows the date the vendor was added to FAMIS By 7 characters digits Displays FAMIS user ID of person who added the vendor information to FAMIS Modified 8 digits Shows the date the vendor information was modified By 7 characters digits Displays the FAMIS user ID of the person who modified the vendor information Panel 2 Vendor Type Help 2 characters Enter a valid vendor type For example Blank Not specified BU Business EM Employee FA Federal Agency Ownership Code Help 1 character Type a valid ownership code If L the Texas Charter Number Nbr field is required A Professional Association Not Specified C Professional Corporation E State Employee F Financial Institution G l e D 5 Es H Governmen
30. The Apothecary Shop For name searches and sorting the system will display the name as Apothecary Shop The Periods and Commas Do not use periods and commas These affect sorting and cause problems when they are not used consistently The in care of Never use the sign for Care of This is a special reserved character to the programming language and causes severe problems If you wish to use the sign in a field you must precede it with a blank c o in care of Never type c o for Care of If you wish to use the c o in a field you must precede it with a blank The causes the following message to display DFHTP4103 Attempting to PURGE COPY or CHAIN but no pages are currently connected to this terminal Name Changes and Aliases Whenever the name of a vendor is changed the old name becomes an alias and is still available for name searches The aliases for a vendor may be viewed on Screen 120 Screen 120 can also be used to create aliases for vendors If you wish to see IBM in name searches but prefer the name to print The IBM Corporation on checks and purchase orders use Screen 120 to create an alias of IBM Screen 120 may be used to delete an alias if there was a mistake in the original name when it was created Vendor Information User Manual Page Il 4 Vendor Basic Concepts cont d Same Federal ID Different Name Different Address Vendors with the sa
31. TxxxxxP 12 15 2008 13 25 17 BID CITY STANLEY TxxxxxP 12 15 2008 13 25 17 Press ENTER to continue Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PFl11 PF12 Hmenu Help EHelp Audit Left Right Basic Steps Advance to Screen 201 Type a valid vendor s identification number or name in the Vendor field Enter the sort preference in the Order field Use O oldest or N newest If you want to show only a specific field name enter it in the Field field and press ENTER Place cursor on a field name and press PF7 to view the audit information for the change Press PF11 to view additional data in Panel 2 and 3 of this screen Press PF10 to return to Panel 1 Vendor Information User Manual Page III 4 Screen 201 Vendor Change Log cont d Vendor Change Log Process Indicate the sort order to view information by either the oldest or newest date by typing O or N in the Order field There are three panels of information included on this screen Press the PF11 key to view additional columns of information to the right and return to the original panel by pressing PF10 Additional audit information may be viewed by placing the cursor on a line of information displayed on the screen and pressing PF7 Screen 201 PF7 Audit Pop Up Window Audit Information Vendor lvvvvvvvvv0 Field Name BID ADDRESS Date Modified 12 15 2008 Time Modified 13 25 17 Modifie
32. Type an X to the left of the desired vendor and press ENTER to select the vendor and return to Screen 101 Press PF4 to return to Screen 101 without selecting a vendor Vendor Information User Manual Page Il 11 Screen 101 Vendor Number Search cont d Press the PF9 key to access a pop up window displaying all the addresses for a specified vendor Type an X next to the desired vendor address and press ENTER to pass the indicated vendor identification number back to Screen 101 The address selected will be displayed on the screen Screen 101 PF9 Address Pop Up Window 4 Address Line 1 City State _ 22133 NETT PLACE CHICAGO _ PO BOX 53333 MILWAUKEE _ BOX 88000 MILWAUKEE _ BOX 88333 MILWAUKEE PO BOX 44449 MADISON _ 22133 NETT PLACE CHICAGO 770 SOUTH STREET MILWAUKEE JUSE lvvvvvvvv8 WAGONER is I l 4 Field Descri ptions 0 Required Help PF2 or Field Help Available Action Line Vendor State Screen Information Vendor Chk Mail Cd PIN ACH Vendor Name City ST 11 digits Enter a valid Vendor ID 1 character Indicate how the state vendor numbers are to be displayed Y vendor IDs will be listed in state vendor number order N vendor IDs will be listed in FAMIS number order 11 digits Provides the FAM
33. a new address for the vendor The information for the original vendor stays on the screen so that only modifications for the new mail code need to be made Only available on Panel 1 Order Shows the purchase order information Only available on Panel 1 Vendor Information User Manual Page 11 24 Add and Update Vendor Aliases An alias is a common name for a vendor other than the formatted name that prints on the check These aliases can help locate the vendor through a name search Each vendor may have several aliases EXAMPLE IBM can be searched by looking up IBM or IBM or IBM CORPORATION Screen 120 Vendor Name Alias Maintenance 120 Vendor Name Alias Maintenance IBM E AND I PROJECT OFFICE 06 15 09 14 14 FY 2009 CC 02 Screen Vendor lvvvvvvvvv0 Vendor Name IBM E AND I PROJECT OFFICE Drop Vendor Alias I BM IBM IBM CORPORATION Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps Add a New Alias e Advance to Screen 120 e Type the FAMIS vendor ID on the Action Line and press ENTER to display any existing aliases for the vendor e TAB to one of the lines provided and type in the new vendor name alias e You may add up to 16 aliases for a vendor e Press ENTER to record those names Modify Vendor Name Aliases e Advance to Screen 120 e Type the FAMIS
34. against 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 the document s number the date and amount HELP An online feature which accesses PREDICT in order to supply descriptions valid values and suggested actions 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 Vendor Information User Manual Page VI 22 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 credit
35. 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 signifies that new transactions cannot be posted This includes no feeds or invoice postings for this document FRS See Financial Records System Vendor Information User Manual Page VI 21 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
36. entered a process by which the system automatically transfers budget dollars from predefined budget pools to specific object codes Bank Transfer A movement of cash from one bank account to another This allows expenditures at specific object codes to share in a single pool of money Vendor Information User Manual Page VI 18 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 C
37. for Prenote testing is to Send the data You have the ability to override the sending of the Prenote data by using the override fields as described If you change the routing number account number account type or trans type and a Prenote was previously sent you will get a pop up window that asks you to confirm that you want to send the Prenote Prenote Sent Date Reflects the date a Prenote was sent Prenote Override Y to override the default of sending a Prenote Vendor Information User Manual Page V 6 FAMIS Interface with TINS cont d Dt Override Date Date the Override was set ACH Start Dt Reflects the first date that vouchers pulled into cycle will be eligible to be sent by ACH ACH Override Y to override the sending of ACH for a vendor keeps the routing information available Checks will be created for the vendor until reset Email Addr Email address for the vendor not currently used Security Screen 207 data is controlled by element security Unless element security 48 ACH Information is A update access you will only see blank fields This is to protect critical bank routing data from being visible unless specific security clearance is granted through use of element security 48 Security access to data on Screen 207 affects user access to Screen 201 also However if security access to Screen 201 is more restrictive then the more restrictive prevails Deletes To delete any inf
38. new vendor to the system Type the vendor name and address in the space provided Indicate the vendor type Type additional data in the available fields as desired Press ENTER to add the vendor information to the system Modify an Existing Vendor Record Advance to Screen 205 Type the vendor number in the Vendor field on the Action Line Press ENTER to display current vendor information Type valid data in the available fields as desired Press ENTER to record the changes to the vendor s information on line Field Descri ptions 0 Required Help PF2 or Field Help Available Action Line Vendor 11 digits Identifies the ID number of the vendor whose information you would like to add to or modify on the system Screen Information Panel 1 4 Name 50 characters Displays the name of the vendor whose information you would like to add to or modify on the system PIN 14 digits Provides the State Vendor Identification number for the vendor whose information you would like to add to or modify on the system Send New Setup 1 character to TINS Indicate if the setup information for vendor is to be sent to TINS This field will become blank again after processing a new mail code Send Changes to 1 character TINS Indicate if this modified or additional information for the vendor is to be sent to TINS This value will remain until a manual change has been made
39. reported to the IRS on Form 1099 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 Vendor Information User Manual Page VI 24 Appendix Glossary cont d 10 Digit Account 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 Addres
40. the FAMIS ID be correct The state ID will be generated and updated by a program for any vendor who does not currently have a state ID Any new vendors to be entered into FAMIS will have the state ID automatically generated if it is not entered With this change all programs have been changed to require a state mail code in order to pay a state voucher The state hold file may contain the same vendor multiple times A vendor may be put on the hold file for multiple reasons by multiple state agencies Each reason will appear on the FAMIS state hold file Each time a vendor is put on hold or released from hold FAMIS will record the information This information will be displayed on two new FAMIS screens 171 and 172 Screen 171 will display vendors on state hold in state vendor ID order Screen 172 will display the state hold file in vendor name order Screen 172 uses the name that appears on the state hold file Therefore there is no name rotation that is currently available in FAMIS A pop up is available on both screens to see a detail history of the vendor hold record On both Screens 171 and 172 there is an option to select a vendor If the vendor is selected the user will be advanced to Screen 162 to view all vouchers for that vendor ID if there are any The vendor hold file also contains the records of any vendor that was held and subsequently released The released vendors are also displayed on Screens 171 and 172 by changing a flag on
41. use of element security 88 A user must also have update access to modify data on Screen 207 If a user needs inquiry access to Screen 207 they must have A on element 48 and inquiry access to Screen 207 Security access to data on Screen 207 affects user access to Screen 201 also However if security access to Screen 201 is more restrictive then the more restrictive prevails Delete To delete any information on Screen 207 blank out the fields Basic Steps e Advance to Screen 207 e Type a valid vendor s name in the Vendor field and press ENTER e Include bank processing information in the fields provided and press ENTER to record Field Desc ri ptions 9 Required Help PF2 or Field Help Available Action Line 4 Vendor 11 digits 30 characters Enter a the desired vendor identification number The vendor s name will also be displayed Vendor Information User Manual Page I1 40 Screen 207 Vendor ACH Information cont d PIN Screen Information Send to TINS Routing Number 11 digits Shows vendor s personal identification number 1 character Type Y or N to indicate this is to be fed electronically to TINS 9 digits Include the bank s ACH routing number The last digit is computed according to NACHA rules and may be changed by FAMIS Account Number Account Type Trans Type Prenote Sent Dt Prenote Override Dt ACH Start Dt A
42. vendor ID on the Action Line e Press ENTER to display all existing aliases for the vendor e Type over the old alias and press ENTER to record your changes Vendor Information User Manual Page II 25 Screen 120 Vendor Name Alias Maintenance cont d Drop a Vendor Name Alias e Advance to Screen 120 e Type the FAMIS vendor ID on the Action Line and press ENTER to display all of the existing aliases for the vendor e TAB to alias you would like to remove from the system e Type a Y in the drop column to the right of the alias and press ENTER to remove the alias from the system Vendor Name Alias Process Create a New Vendor Alias You may create a new vendor alias by entering it here on Screen 120 The system will also automatically create a new vendor alias when you modify the vendor name on Screen 103 By changing the vendor name you instruct the system to send both the old name and the newly modified name of the vendor to the vendor alias file Drop a Vendor Alias You may drop a vendor name alias by typing a Y in the Drop field on Screen 120 Also FAMIS will automatically drop all aliases that have been created for a vendor when that vendor is dropped from the system using Screen 143 No vendor data is lost when an alias is dropped Field Descri ptions 0 Required Help PF2 or Field Help Available Action Line Vendor 11 digits Enter the ID number of the vendor
43. was placed on hold status Vendor Information User Manual Page IV 12 Screen 175 Vendors Held by Agency cont d Liability Amt 13 digits Identifies the liability amount owed by the vendor Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF6 Agency Agncy Displays information about the hold status the reason agency code and name that placed the vendor on hold PF9 Download Dload Download the data using Entire Connection Vendor Information User Manual Page IV 13 State Vendor Hold Maintenance If a vendor owes money to a TAMUS System Part and that vendor s name is not on the State Vendor Hold list you may use Screen 209 to submit the vendor s information to the State for inclusion on their Vendor State Hold list Once the vendor has paid the money owed use this screen once again to submit a release request to the State to remove the vendor s name from the Vendor State Hold list Type Y in the Release field the effective date the vendor s name is to be removed from the State Vendor Hold list and include any pertinent notes that would explain why the vendor should be released You may only use a Hold Reason code for which you are authorized to submit This screen automatically sends the hold and release information to TINS To place a hold on a vendor that has never been sent to TINS type Y in the Send New Setup to TINS field This will send a vendor
44. zip code for the billing address Help 3 characters Type the country code for the vendor s billing address 12 digits Enter the phone number for the vendor s billing address Vendor Information User Manual Page I1 10 Screen 203 Vendor Add Modify cont d Ext FAX Zone Contact Vendor Type Ownership cd 1099 4 digits Include the phone extension for the vendor s billing address 10 digits Type the FAX number 3 digits Displays the TINS region zone code designated by the State 25 characters Indicate the name of the contact person at the vendor s billing address Help Enter Blank BU EM FA FC FG FI FY Help 2 characters a valid vendor type For example Not specified Business Employee Federal Agency Foreign Corporation Foreign Government Foreign Individual Foreign Partner Yes 1 character Type a valid ownership code If L the Texas Charter Number Nbr field is required A Professional Association Blank Not Specified C Professional Corporation E State Employee F Financial Institution G Government Entity Individual Not Owning a Business L Texas Limited Partnership N Other Limited Partnership J O Out of State Corporation P Partnership R Foreign S Sole Proprietorship T Texas Corporation U State Agency University Help 1 character
45. 0 Order N Field More Panel 02 More gt gt Date Time Field Name New Field Value Old Field Value Changed Changed CHARTER NBR 1 12 15 2008 13 25 17 BID ZIP 774772911 12 15 2008 13 25 17 BID STATE TX 12 15 2008 13 25 17 BID ADDRESS 4254 BLUEBERRY DR 12 15 2008 13 25 17 ADDRESS 4254 BLUEBERRY DR 6222 CHERRY LANE 12 15 2008 13 25 17 1099 CODE N 12 15 2008 13 25 17 ZIP CODE 774772911 77036 12 15 2008 13 25 17 REMIT FAX 7137775555 12 15 2008 13 25 17 PHONE 7137775666 12 15 2008 13 25 17 OWNER CODE T 12 15 2008 13 25 17 CITY STANLEY HOUSTON 12 15 2008 13 25 17 BID CITY STANLEY 12 15 2008 13 25 17 Press ENTER to continue Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Audit Left Right Screen 201 Vendor Change Log Panel 3 201 Vendor Change Log A amp A ELEVATORS INC 06 15 09 14 51 FY 2009 cc 02 Screen Vendor lvvvvvvvvv0 Order N Field More Panel 03 Date Time Field Name New Field Value Userid Changed Changed CHARTER NBR 1 TxxxxxP 12 15 2008 13 25 17 BID ZIP 774772911 TxxxxxP 12 15 2008 13 25 17 BID STATE TX TxxxxxP 12 15 2008 13 25 17 BID ADDRESS 4254 BLUEBERRY DR TxxxxxP 12 15 2008 13 25 17 ADDRESS 4254 BLUEBERRY DR TxxxxxP 12 15 2008 13 25 17 1099 CODE N TxxxxxP 12 15 2008 13 25 17 ZIP CODE 774772911 TxxxxxP 12 15 2008 13 25 17 REMIT FAX TxxxxxP 12 15 2008 13 25 17 PHONE TxxxxxP 12 15 2008 13 25 17 OWNER CODE T TxxxxxP 12 15 2008 13 25 17 CITY STANLEY
46. 06 15 09 11 12 FY 2009 cc 02 Screen Vendor XENON Name Vendor Drop Alias City State XENON lvvvvvvvvvD N N DALLAS TX XENON ADMINISTRATION lvvvvvvvvvl N N SAINT PETERSB FL _ XENON BUSINESS SERVICES lvvvvvvvvv5 N N AUSTIN TX XENON CORP lvvvvvvvvvJ N N PHILADEPHIA PA XENON CORP lvvvvvvvvvK N N DALLAS TX XENON CORP lvvvvvvvvvO N Y CHICAGO IL XENON CORP lvvvvvvvvv6 N N PLANO TX XENON CORP lvvvvvvvvvF N N SANTA ANA CA XENON CORP lvvvvvvvvvH N N DALLAS TX XENON CORP lvvvvvvvvvX N N AUSTIN TX XENON CORP lvvvvvvvvvE N N MCLEAN VA XENON CORP lvvvvvvvvvC N Y SAINT PETERSB FL XENON CORP lvvvvvvvvvY N N BRYAN TX XENON CORP lvvvvvvvvvT N Y CHICAGO IL XENON CORP lvvvvvvvvvV N N BELTON TX More Entries Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Addr Basic Steps e Advance to Screen 102 e Type the name or a portion of the name of the vendor on the Action Line e Press ENTER to display an alphabetical listing of all vendors containing the name you entered on the Action Line e You may press the PF9 key to access a pop up window displaying the addresses of the displayed vendors e Type an X next to a vendor ID and press ENTER to select that vendor This ID will be carried with you to the next vendor screen that you visit Field Descriptions 9 required Action Line Vendor 11 digits Help
47. 09 15 18 FY 2009 CC 02 Vendor Name C COLEMAN G GREGORY ACETONE INC ADVERTISEMENT INC ALLYN ASBESTOS SIDING AUTO REPAIR AUTO AUTOMOBILES INC AUTOMOTIVE SERVICE BRAKES BRICK LAYERS C CHANCE IV CAPITOL INC CARPET SUPPLY Press ENTER For More Entries Enter PF1 PF2 PF3 PF4 PF5 Hmenu Help EHelp Hold Hold Vendor ID Src Rsn 2vvvvvvvvvO 010 330 2vvvvvvvvv8 010 330 3vvvvvvvvv4 304 026 lvvvvvvvvv4 304 013 2vvvvvvvvv5 302 350 lvvvvvvvvvl 304 013 lvvvvvvvvvl 304 026 lvvvvvvvvv7 304 026 lvvvvvvvvv2 304 089 3vvvvvvvvv4 304 013 lvvvvvvvvv4 304 013 lvvvvvvvvv3 304 026 2vvvvvvvvv7 320 159 3vvvvvvvvv0 304 013 lvvvvvvvvv2 304 013 PF8 PF9 PF10 PF11 PF12 Left Right Screen 172 State Hold Vendor Name Search Panel 2 ACE ACE ACE ACE ACE ACE ACE ACE ACE ACE ACE ACE ACE ACE ACE Screen Vendor ACE 172 State Hold Vendor Name Search 06 15 09 15 19 FY 2009 CC 02 Hold Release H R _ Vendor Name C COLEMAN G GREGORY ACETONE INC ADVERTISEMENT INC ALLYN ASBESTOS SIDING AUTO REPAIR AUTO AUTOMOBILES INC AUTOMOTIVE SERVICE BRAKES BRICK LAYERS C CHANCE IV CAPITOL INC CARPET SUPPLY Press lt ENTER gt For More Entries Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Vendor Information User Manual Hold Src 010 010 304 304 302 304 304 304 304 304 304 304 320 304 304 Hist HSrc Hold Rsn 330 3
48. 11 14 Entering either a complete or partial vendor name will bring up a listing with all vendors containing the entered data Vendor Add Modif Y i siiccicsedcccsvsnsecssesssesvsnsnsadsscasssssncscoassaacssdscesssavsacsoobnasscebansasennccasaanseasessecasdaueesesasias 11 16 Used to set up a new vendor or make modifications to an existing vendor Vendor Name Alias Maintenance sscccsssseccssssceesesseeessseeeeesseeeessseeessseeeessseesessseeeesssceeessseeeeseseeees 11 25 Lists all aliases for a specified vendor NN 11 27 Provides history information on a specified vendor Vendor Flag S6t ROSCtriisssssnccccsinsscssasssssssnansssesscesscesasesesnsecvsnsacessavscsssssssvsssvsscssensecsssnsnssvanassssastassseunaes 11 30 Used to freeze drop delete or hold a vendor These settings determine the types of transactions that may be processed against each vendor Invoices by Vendor Inquiry Leeeeeeeeeeeeeeee esee nennen nennen nnne nennen nenne nennen nnne nnn nnn 11 34 View invoices and vouchers issued to a specified vendor Voucher Inquiry by Vendor acciona aaa ae 11 37 Lists voucher information for a particular vendor Voucher Inquiry by Alternate VendOl ssscccccccsssssssccccceeesesssceeeeeeesesssnceeseesssssssscseeeesesesssssseeeees 11 42 Used to view vouchers for an alternate vendor State Hold Vendor ID Search ssccccccssssssscceccessssssscceeceesssssscceeesesssssssccceeeessssssccceeeeesessscscsseeesess
49. 30 026 013 350 013 026 026 089 013 013 026 159 013 013 DEFAULT OF TGSLC STUDENT LOAN DEFAULT OF TGSLC STUDENT LOAN SALES TAX FRANCHISE TAX DELINQUENT CHILD SUPPORT FRANCHISE TAX SALES TAX SALES TAX MOTOR VEHICLE SALES AND USE TA FRANCHISE TAX FRANCHISE TAX SALES TAX UNEMPLOYMENT BENEFITS OVERPAYM FRANCHISE TAX FRANCHISE TAX Left Right Page IV 8 Screen 172 State Hold Vendor Name Search cont d Basic Steps e Advance to Screen 172 e To advance the display to a specific vendor type the vendor s name in the Vendor field and press ENTER e Type an H or R in the Hold Reason H R field to view specific vendors that have either been placed on hold with the State or who have been released from being held e Select a vendor to advance to Screen 162 State Hold Vendor Name Search Process To advance the list displayed to a specific vendor type the vendor s name in the Vendor field and press ENTER If you type part or the vendor s entire name in the Vendor field the list will begin with the characters you entered in this field To view all vendors beginning with A type this in the Vendor field You may also type an asterisk in this field to view a list of all vendor s Type H Hold or R Release in the Hold Reason H R field to view vendor s who have either been placed on Hold with the State or have been released from being on hold Press PF11 to scro
50. 4 Vendor Purchasing Add Create cont d Phone Ext FAX Contact 10 digits Provides the area code and telephone number where the vendor can be reached as entered by the purchasing office 4 digits Indicates the phone extension number at which the vendor can be reached 10 digits Provides the area code and number at which the vendor can receive FAX transmissions as entered by the purchasing office 20 characters Indicates the name of the person s to contact regarding purchasing bid correspondence Accounts Payable Remit To Address City State Zip Country Phone Ext FAX Zone 4 lines 30 characters each Identifies the mailing address to which payments should be remitted If you do not type an address this field will default to the address entered in the purchasing bid to field 20 characters Indicates the city in which the vendor is located If you do not type a city this field will default to the city entered in the purchasing bid to field 2 characters Displays the abbreviation for the state or province in which the vendor is located If you do not type a state code this field will default to the state entered in the purchasing bid to field 9 digits Provides the zip code to which all payments should be mailed 3 characters Displays the abbreviation for the country in which the vendor is located if the address is for a foreign country 10 digits Indicates the ar
51. 4 3950 Country __ Ext Zone W9 Date 06 30 2003 Hold TAMUS Part __ Freeze Retain Mths 18 Delete ed 08 31 2007 By TxxxxxP 204 Vendor Purchasing Add Create AZ BIOWARES INC Screen Vendor lvvvvvvvvv0 Name AZ BIOWARES INC k Purchasing Bid To k Rs asas asse Address Address City State __ City Zip Country __ Zip Phone Ext Phone FAX FAX Contact Contact Vendor Type BU Ownership cd O 1099 N Disadv Ethnic Orig Gender _ Bus size _ TAMUS Employee _ Established 06 20 2001 By WxxxxxP Modi Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp HUB Stats NxV Order Left Right Check limit codes are maintained on Screen 807 Screen 204 Vendor Purchasing Add Create Panel 2 204 Vendor Add Modify AZ BIOWARES INC Vendor lvvvvvvvvv0 ON STATE HOLD AZ BIOWARES INC Screen Name Vendor Type BU Texas Company Employ Agency Ownership Code O SIC Security _ Sole Proprietor Partnership Data 02 21 11 09 54 FY 2011 CC 02 Page 2 More Charter Nbr Busn Desc Established 06 20 2001 By WxxxxxP HUB Stats Hmenu Help EHelp SSN FEI Name SSN FEI Name Email Addr Discount Terms Percent Disc Days Ind Pay Days FOB __ Modified 08 31 2007 By TxxxxxP Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PFl11 PF12 Left Right
52. 411 L626580 2268909 2 825 26 012006 C J65948134 314 10 121905 1630697 P J65948134 131 32 121905 5160876 L626580 2277000 131 32 013006 C XCKRT4359 119 80 041408 5105999 A819598 A542126 119 80 042408 E XCKW279X8 175 00 041508 5112659 A819889 A545473 175 00 050808 E XCKXRPFN4 4 590 74 041708 5109526 A819829 A543884 4 590 74 050108 E XCK5YT1C3 104 94 032708 A814573 P XCTJMD28 76 99 082708 5167276 2814894 A596587 76 99 090908 E Press ENTER to view more vouchers Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Addr Left Right Screen 160 Invoices by Vendor Inquiry Panel 2 160 Invoices by Vendor Inquiry 06 15 09 14 25 DALE COMPUTER CORPORATION FY 2009 CC 02 Screen ___ Vendor lvvvvvvvvvF Invoice Nbr All N k Invoice Vchr PO Bank M Number Amount Date Number Number Number Trace Cc A62437075 143 68 072504 2413127 F A719797 97 43 040307 1807267 A719797 A425716 091000010999999 F A77958459 353 03 080604 2414838 F CXJJXP21 255 60 031108 A810795 F C78103213 1 481 88 010505 1536914 F H70289964 71 99 100505 5150119 1609098 2254432 F J64382609 2 825 26 120805 5161411 1626580 2268909 F J65948134 314 10 121905 1630697 F J65948134 131 32 121905 5160876 1626580 2277000 F XCKRT4359 119 80 041408 5105999 A819598 A542126 091000010999999 F XCKW279X8 175 00 041508 5112659 A819889 A545473 091000011999999 F XCKXRPFN4 4 590 74 041708 5109526 A819829 A543884 091000011999
53. 60 160 013 013 390 013 026 013 013 026 026 PF8 PF9 PF10 PF11 PF12 Left Right 06 15 09 15 17 FY 2009 cc 02 UNPAID WAGES PER PAY DAY LAW UNPAID WAGES PER PAY DAY LAW UNPAID WAGES PER PAY DAY LAW FRANCHISE TAX UNEMPLOYMENT INSURANCE TAX LIA UNEMPLOYMENT INSURANCE TAX LIA FRANCHISE TAX FRANCHISE TAX NON PAYMENT OF FEES FRANCHISE TAX SALES TAX FRANCHISE TAX FRANCHISE TAX SALES TAX SALES TAX Hist HSrc Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Left Right Page IV 5 Screen 171 State Hold Vendor ID Search cont d Basic Steps e Advance to Screen 171 e To advance the display to a specific vendor type the vendor s identification number in the Vendor field and press ENTER e Type an H or R in the Hold Reason field to view specific vendors that have either been placed on hold with the State or who have been released from being held e Type X to select a vendor and advance to Screen 162 State Hold Vendor ID Search Process To advance the list displayed to a specific vendor type the vendor s identification number in the Vendor field and press ENTER If you type part or the vendor s entire name in the Vendor field you will be given a pop up window from which to select the desired vendor You may also type an in this field to view a pop up list of vendor s and select the vendor s number from the list by typing an X in
54. 8 342 77 1010273 1 300460 00000 COPIER RENTAL 9323 10 09 08 1 831 41 1014965 1 290993 30000 LEASE XENON D O STVCHR 10 13 08 227 06 1019763 1 240901 10000 MONTHLY RENEW 20023 10 23 08 107 32 1024344 1 289010 17000 ANNUAL MAINTE 17000 11 04 08 137 74 1031219 2 241203 00000 XENON 0564 11 17 08 1 018 37 1034167 1 241190 00000 XENON DC 535 0000 11 20 08 342 77 In Process Paid 4 838 89 Total 4 838 89 Press ENTER to view more vouchers Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Frwd Addr Left Right Basic Steps e Advance to Screen 162 e Type avendor number in the Vendor field A list of vouchers and pertaining information will be provided for the specified vendor Voucher Inquiry by Vendor Process e You can search vendor files by typing a portion of the vendor name in the Vendor field A pop up window will appear with a listing of all vendors on file with the specified characters in their name An example would be entering TWIN and receiving the following information in the pop up window Selecting a vendor will take the information directly to Screen 162 Vendor Information User Manual 4 F0043 Mark Vendor with an X to select Screen Search XENON Type N N V Include Frz Del Vendors N I I Vendor Name Vendor ID Alias Frz Del SHld HUB
55. 999 F XCK5YT1C3 104 94 032708 A814573 F XCTJMD28 76 99 082708 5167276 2814894 A596587 091000011999999 F Press ENTER to view more vouchers Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Addr Left Right Vendor Information User Manual Page II 34 Screen 160 Invoices by Vendor Inquiry cont d Basic Steps e Advance to Screen 160 e Type a vendor number in the Vendor field A list of invoices and pertaining information will be provided for the specified vendor Invoice File List Process e Type a vendor number in the Vendor field for a specific vendor or an asterisk or part of the vendor name for a pop up window of all vendors Press ENTER to access the information e Inthe pop up window typing an X beside the vendor will pass the information back to Screen 160 where the vendor invoices will be shown e The Invoice Nbr field can be used to position the display Entering a specific invoice number will position the inquiry information to begin with this invoice number Field Desc ri ptions 9 Required Help PF2 or Field Help Available Action Line Vendor 11 digits Enter the vendor identification number Invoice Nbr 14 digits Type an invoice number to place it at the top of the displayed list All 1 character Enter Y to display all invoices for the vendor Screen Information Panel 1 Invoice Number 14 dig
56. ARLEY ROAD COLLEGE STATI TX C amp J FOOD SERVICE 105 SOUTH ST COLLEGE STATI TX C L CONSTRUCTION 1753 N FREEWAY BRYAN TX _ C amp L NUTS AND BOLTS 2529 PINE CT BRYAN TX More Vendors Press lt Enter gt to View PF4 Exit PF9 Bid PF10 Remit PF11 Order PF12 Main 4 F0043 Mark Vendor with an X to select Screen Search C amp Type N N V Include Frz Del Vendors N I Vendor Name Address Line City St Df SH Hu C amp C LAWN SERVICE PO BOX 7222 BRYAN TX R C C METALLICS 2523 NORTH AVE CONROE TX R C amp E SPECS 17043 GRAMM DRIVE HOUSTON TX R Y C amp F TRENDS INC 7652 OLD RD COLLEGE STATI TX R Y C amp H DISTRIBUTION 22133 NETT PLACE CHICAGO IL R C amp H INDUSTRIALS PO BOX 777707 HOUSTON TX R _C amp H SALES CO 1308 SOUTH ST WAGONER OK R C amp H SALES CO 109 S JACKSON WAGONER OK R C amp J FOOD SERVICE 1010 S TEXAN AVE BRYAN TX R C amp J FOOD SERVICE 4304 HARLEY ROAD COLLEGE STATI TX R _C amp J FOOD SERVICE 105 SOUTH ST COLLEGE STATI TX R C amp L CONSTRUCTION 1753 N FREEWAY BRYAN TX R _ C amp L NUTS AND BOLTS 2529 PINE CT BRYAN TX B More Vendors Press lt Enter gt to View PF4 Exit PF9 Bid PF10 Remit PF11 Order PF12 Main
57. CH Override 17 digits Identify the agency account number with the ACH bank 1 character Specify the account type to be used for processing the payment C Checking Account S Savings Account 4 characters Enter the payment transaction type CCD Pmt to Commercial Vndrs CCD Pmtto Commercial Vndrs PPD Pmt to Personal Acct PPD Pmt to Personal Acct Invoice number is included in the addenda record for type CCD Always choose between the CCD and the PPD FAMIS currently sends the on all records The indicates that additional information is sent to the bank 8 digits If a prenote is sent displays the date it was sent to the bank 1 character Type Y to override the default of sending a prenote 8 digits Displays date the prenote override flag was set 8 digits Shows the ACH Automated Clearing House date pulled into cycle This is the first date that vouchers pulled into cycle will be eligible to be sent by ACH 1 character Enter Y to override the sending of ACH Automated Clearing House for a vendor This keeps the routing information available Checks will be created for the vendor until reset Vendor Information User Manual Page 11 41 Screen 207 Vendor ACH Information cont d Email Addr 50 characters digits Displays the vendor s email address This is not currently used Vendor Change Information Established 8 digits
58. D 1005686 1 241190 00000 XENON DC 535 PAID 342 77 09 24 08 D 1010273 1 300460 00000 COPIER RENTAL PAID 1 831 41 10 08 08 D 1014965 1 290993 30000 LEASE XENON DC440 STA RECN 227 06 10 10 08 D 1019763 1 240901 10000 MONTHLY RENEWAL FEE F PAID 107 32 10 22 08 D 1024344 1 289010 17000 ANNUAL MAINTENANCE RE PAID 137 74 11 03 08 D 1031219 2 241203 00000 XENON PAID 1 018 37 11 14 08 D 1034167 1 241190 00000 XENON DC 535 PAID 342 77 11 19 08 D In Process Paid 4 838 89 Total 4 838 89 Press ENTER to view more vouchers Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Frwd Addr Left Right Vendor Information User Manual Page 11 37 Screen 162 Voucher Inquiry by Vendor cont d Screen 162 Voucher Inquiry by Vendor Panel 2 162 Voucher Inquiry by Vendor 06 15 09 14 28 XENON FY 2009 CC 02 Screen ___ Vendor lvvvvvvvvvD Voucher Fiscal Yr 2009 All _ Include Only Acct Dept Ref Pg 1 of 6 Pg s Vch First Dept Check Check S Voucher Lns Account Description Ref Nbr Date Net Amount 0007869 1 289010 17000 ANNUAL MAINTE 17000 05 08 09 137 74 1000806 1 290993 30000 LEASE XENON D O STVCHR 09 11 08 227 06 1001475 1 210670 00000 XENON DC535 C 0000 09 16 08 155 55 1001476 1 210510 00000 XENON DC 432 0000 09 16 08 155 55 1002136 1 210670 00000 XENON DC535 C 0000 09 17 08 155 55 1005686 1 241190 00000 XENON DC 535 0000 09 25 0
59. D number of the vendor whose information you would like to add to or modify on the system 50 characters Displays the name of the vendor whose information you would like to add to or modify 14 digits Provides the State Vendor Identification number for the vendor whose information you would like to add to or modify 1 character Indicate if the setup information for a vendor is to be sent to TINS This field will become blank again after processing a new mail code 1 character Indicate if this modified or additional information for the vendor is to be sent to TINS This value will remain until a manual change has been made 9 digits Identifies the vendor s tax ID number that is used to support 1099 payments and reporting 4 lines 30 characters each Provides the postal address to which all purchasing bid correspondence should be sent as entered by the purchasing office 20 characters Displays the city as entered by the purchasing office to which all purchasing bide correspondence should be sent 2 characters Indicates the abbreviation for the state or province in which vendor is located as entered by the purchasing office 9 digits Signifies the zip code to which all purchasing bid correspondence should be sent as entered by the purchasing office 3 characters Identifies the country in which the vendor is located if it is a foreign county Vendor Information User Manual Page I1 19 Screen 20
60. E C___ 2 THE DEPARTMENT REQUESTS TO REVIEW ALL BIDS 3 PRIOR TO THE AWARD 4 I 5 CONTACT DR JULIE J JONES FOR FURTHER 6 DETAILS CLARIFICATION ABOUT THE REQUESTED 7 ITEMS 8 I 9 I 10 I 11 l 12 I PF4 Exit PF7 PItem PF8 NItem Page F B E 4 Vendor Information User Manual Page VI 13 Appendix Standard PF Keys cont d Pdesc Purchasing Document Description Additional description for purchasing document items may be seen by pressing this PF Key ITEM Description yellow sticky note pads assorted sizes including 15 2 1 2 in X 2 1 2 in pads 9 2 1 2 in X 1 in pads 9 3 1 2 in X 4 in pads Rdesc Receiving Item Description Displays a window where additional receiving item descriptions may be added modified ITEM Description ONLY 1 2 OF EXPECTED ORDER ARRIVED WITH THIS_ SHIPMENT PLEASE NOTIFY MS MARTHA MALLARD AS SOON AS REMAINING SUPPLIES ARE RECEIVED SO THAT THEY MAY BE DISTRIBUTED TO DEPARTMENT HEADS Right Scroll Right 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 right Ship Shipping Address Displays the Ship To and Invoice To addresses for the document Required S
61. HOOL INC LINDMANN POSTAL INC XENA IMPROVEMENT COMPANY PROFESSIONAL DISTRIBUTORS INC JOE J JENSON JOHN J JIMENEZ CLARK CORPORATION SPENCE PRIME SOURCE INC FOXY FOTOS WRIGLEY ENTERPRISES SECURITY ACTION SERCVICES LLC SHED INVESTMENTS INC MDTRSH TOWING MANAGEMENT INC MDTRSH TOWING MANAGEMENT INC MDTRSH TOWING LP Press lt ENTER gt For More Entries Enter PF1 PF2 PF3 PF4 PF5 Hmenu Help EHelp 171 State Hold Vendor ID Search Screen ___ Vendor Vendor Name BELMONT BUSINESS SCHOOL INC LINDMANN POSTAL INC XENA IMPROVEMENT COMPANY PROFESSIONAL DISTRIBUTORS JOE J JENSON JOHN J JIMENEZ CLARK CORPORATION SPENCE PRIME SOURCE INC FOXY FOTOS WRIGLEY ENTERPRISES SECURITY ACTION SERVICES LLC SHED INVESTMENTS INC MDTRSH TOWING MANAGE MDTRSH TOWING MANAGE MDTRSH TOWING LP Press ENTER For More Entries Hmenu Help EHelp Vendor Information User Manual 06 15 09 15 16 FY 2009 cc 02 Hold Hold Vendor ID Src Rsn lvvvvvvvvv5 320 455 lvvvvvvvvv5 320 455 lvvvvvvvvv5 320 455 lvvvvvvvvv5 304 013 lvvvvvvvvv7 320 160 lvvvvvvvvvl 320 160 lvvvvvvvvv0 304 013 lvvvvvvvvv3 304 013 lvvvvvvvvv9 582 390 lvvvvvvvvv9 304 013 lvvvvvvvvv0 304 026 lvvvvvvvvv2 304 013 lvvvvvvvvv4 304 013 lvvvvvvvvv4 304 026 lvvvvvvvvvl 304 026 Screen 171 State Hold Vendor ID Search Panel 2 Hold Release H R _ Hold Src 320 320 320 304 320 320 304 304 582 304 304 304 304 304 304 Hold Rsn 455 455 455 013 1
62. IS identification number of the selected vendor 14 digits Displays the check number state mail code that identifies the address where payments will be mailed and shows the Social Security number or Federal Employer Identification number personal identification number of the selected vendor 1 character Y indicates that this vendor receives payment by ACH Automated Clearing House transactions 25 characters Provides the vendor s name 12 characters Indicates the name of the city in which the selected vendor is located 2 characters Identifies the state in which the vendor is located Vendor Information User Manual Page Il 12 Screen 101 Vendor Number Search cont d Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys PF9 Address Addr Displays the address of the specified vendor PF10 Next Vendor NxVn Gets the next available vendor mail code Vendor Information User Manual Page Il 13 Search Vendors by Name Before payment can be processed on line vendors must first be assigned a FAMIS ID number You can check to see if a vendor exists on the system by searching for their name on Screen 102 Since both the purchasing and accounts payable offices may add vendors to the system it is always a good practice to verify whether or not a vendor exists on line before attempting to add it to the system Screen 102 Vendor Name Search 102 Vendor Name Search
63. L MS MALLARD WILL BE RESPONSIBLE FOR DISPERSAL AMONG CONFERENCE ATTENDEES PFA Exit Page F B E E Vendor Information User Manual Page VI 12 Appendix Standard PF Keys cont d Left More Desc Next Notes Scroll Left Some window 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 More Description Displays complete description text for a document or an item 4 R R400007 Document Item Inquiry Item 1 0 Line Descriptions 1 1 6 GB FORMATTED USEABLE FAST SCSI 2 DISK 2 DRIVE FOR SGI INDIGO WITH INTERNAL MOUNTING 3 BRACKET 10 MS ACCESS TIME FORMATTED AND 4 TESTED PRIOR TO SHIPPING MODEL SEAGATE 5 OR EQUIVALENT 5 YEAR OR GREATER End of description List Press lt PF4 gt to Exit Next Screen Advances to the next screen required 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 Backwards through the text or End to exit the window 4 F0013 Please enter desired modifications P600026 1 0 Position at line Line kk Note Text 1 gt gt Notes Entered 10 12 95 BY CARSON COL
64. LLADIN PEST CONTROL 11 23 Total all Accounts 59 87 PF3 Back to 280 PF4 Exit PF5 BBA Vendor Information User Manual Page VI 8 Appendix Standard PF Keys cont d AdDept Additional Departments Displays all departments that have approval and accounts on this document Additional Departments SubDepartments Doc P400013 Dept SubDept Addr Address Used to include more lines of address information Addr 11409 WASHINGTON BLVD SUITE 909 ATN WAYNE WILSON AdFFX Additional Fixed Asset Information Provides additional information for a particular fixed asset record Additional Fixed Asset Information Purchase Order Number P550039 PO Line 001 Account Number 186666666666635 Acq Method PO Vendor Number lvvvvvvvvv0 Name AXLE COMPUTERS Alt APO Name RODGERS RHONA Number 5uuuuuuu4 Exec Level AA Division CD School BA Dept CLBA Vendor Information User Manual Page VI 9 Appendix Standard PF Keys cont d BBA Bkwd Ddesc Frwd Header Budget Balance Available Show any over budget messages that may pertain to a particular account on the document 4 5628 End of accounts on document P P400013 Budget Balance Available cc FY Account Over Budget Message Backwards Returns to the previous screen or scrolls one page back for a particular item Damage Description Used
65. MENTS OF INCIDENTAL DEL PAYMENTS OF INCIDENTAL STUDENT DEF ON EMERG LOAN PAYMENTS OF INCIDENTAL PAYMENTS OF INCIDENTAL PAYMENTS OF INCIDENTAL PAYMENTS OF INCIDENTAL PAYMENTS OF INCIDENTAL PAYMENTS OF INCIDENTAL PAYMENTS OF INCIDENTAL Dload Left Right Screen 175 State Hold Vendor ID Search Panel 2 175 State Hold Vendor ID Search Screen Vendor lt lt More Vendor Name SALLY SUE SMITH NOLAN NORRIS PAM P PALMER ROGER REESE IMA INEZ INOLA DON DONALDSON JERRY JIM JONES RODNEY ROMAN THOR DATA SYSTEMS DARYN D DENNISON BROWN BONO BOOKMAN ELLA E ENGLISH PAUL PAULSON STANLEY SIMON SHONEY Hmenu Help EHelp Vendor Information User Manual Hold Rsn Agency 454 760 639 760 454 760 639 760 639 760 639 760 605 760 639 760 639 760 639 760 639 760 639 760 639 760 639 760 Agncy 08 14 09 13 34 FY 2009 CC 15 Panel 02 Hold Date Liability Amt 01 07 2003 2881 90 02 24 2009 100 00 01 08 2003 4823 80 10 22 2008 5 00 02 23 2009 100 00 02 25 2009 525 00 03 03 2009 3740 07 07 31 2002 5 00 06 17 2003 35 00 03 29 2005 5809 50 05 20 2003 20 00 02 04 2005 1216 39 07 31 2002 5 00 12 14 2004 40 00 Press ENTER to continue Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Dload Left Right ESFRWPEW EASRMRRW WWW WWWRIPBP PE BP Page IV 11 Screen 175 Vendors Held by Agency cont d Basic Steps e Advance to Screen 175 e To advance the displa
66. N before the drop flag can be set to Y ON Exclude Vendor from HUB Process When this new HUB flag is changed a pop up window will appear asking Do you wish to exclude all vendors with the same State PIN number If you enter Y all FAMIS vendors on your campus that have the same State ID will also be changed These changes will be logged and can be viewed on Screen 201 Screen 143 HUB Flag Pop Up Window Do you wish to exclude all vendors with the same State PIN number _ Vendor Information User Manual Page 11 31 Screen 143 Vendor Flag Set Reset cont d Field Descri ptions 0 Required Help PF2 or Field Help Available Action Line Vendor Screen Information Comment Vendor Flags HOLD Payment 11 digits Identify the desired vendor s identification number whose flags are to be set reset 50 characters When activating the vendor flags you will be prompted to provide a reason why you are modifying the current setting This reason will be displayed in this space Help 1 character Type Y to hold payment both checks and state vouchers made to the vendor This flag does not prevent new payment requests or Purchase Orders from being entered The check override flag on the voucher screens will supersede the Y setting of this flag FREEZE Activity DELETE this Vendor DROP this Vendor Exclude Vendor from HUB Process
67. Next Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 A help screen may appear first describing the field Press ENTER to display the valid values for the field DESCRIPTION 4 I I DICTIONARY HELP I I VALUES MEANING VA EE CC BLANK NOT SPECIFIED 1 10 INSTRUCTION 15 RESEARCH 20 PUBLIC SERVICE 25 ACADEMIC SUPPORT 30 STUDENT SERVICE 35 INSTITUTIONAL SUPPORT 40 OPERATION amp MAINT OF PLANT I I Lookup Value Menu Rule IAFRS FG FS PURP Default value is View IAFRS GENERAL SUBSIDIARY LEDGER Field FG FS PURP l I PF1 Menu PF4 Exit 4 Vendor Information User Manual AN INSTITUTIONALLY DEFINED CODE THAT GROUPS CURRENT FUND EXPENDITURES ACCORDING TO THE PURPOSE FOR WHICH COSTS WERE INCURRED Page VI 6 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 ENTER 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 the Passback feature Screen 002 GL 6 Dig
68. OA defines the accounts at the 10 digit level as well Check Override The capability to bypass on an individual voucher basis controls that were previously set for all vouchers Claim On Cash The share of ownership that 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 Vendor Information User Manual Page VI 19 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 accessi
69. ROUND TECHNOLOGY HI Y Y lvvvvvvvvvl NEWSOME IDENTIFICATION SERVICES wo Press lt ENTER gt For More Entries Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Dtl KKK KKK K EEES KKKKKK Basic Steps e Advance to Screen 173 e Type a valid vendor s identification number in the Vendor field on the Action Line and press lt ENTER gt e Place cursor on a vendor s name and press PF6 to view additional State HUB vendor data State HUB Vendor ID Search Place the cursor on a specific vendor ID or name and press PF6 to see if the FAMIS vendor is on the STATE HUB file If so detailed data for the vendor will be displayed Press PF4 from this pop up window to return to Screen 173 Vendor Information User Manual Page Il 45 Screen 173 State HUB Vendor ID Search cont d Screen 173 PF6 State Hub Data Pop Up Screen State ID Vndr Foreign Phone Fax Contact Desc Internet lvvvvvvvvv7 Cert 54076 Dt Off 03 27 2012 TRIPLE T TRAINING SUPPLIES INC 2257 ROSES LANE CLENTON TX 76033 817 777 1111 County JOHNSON 817 555 2222 VP Elsa Engleman Complete concrete construction turn key elsay any com Gndr QISV State Hub Vendor Data Ethnic WO Lone Star Sm Bus Y Texas Off Press lt PF4 gt to Exit Field Desc ri ptions 0 Required Help PF2 or Field Help Available Action Line Vendor Screen Information
70. Shows the date the vendor was added to FAMIS Added By 7 characters digits Indicates the FAMIS user ID of the person who added the vendor information Date Modified 8 digits Shows the last date the vendor information was modified Modified By 7 characters digits Displays the FAMIS user ID of the person who last modified the vendor information Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys Vendor Information User Manual Page 111 42 Section IV Vendor on Hold Vendor Information User Manual Page IV 2 Vendor on State Hold Basic Concepts State law prohibits a State Agency from making payments to anyone indebted to the State of Texas TEX GOV T CODE ANN Section 403 055 File Processing The file of vendors on state hold will be transferred from the state on a daily basis The file is not currently available until after midnight This means that our process will always be a day behind If vendor XYZ is put on state hold on a Monday FAMIS will not receive the file until after midnight on Monday Therefore checks will be printed for vendor XYZ on Monday night when the FAMIS check cycle is run If this vendor also has a check in the Tuesday night check cycle the check will not be printed until the vendor is removed from state hold If a vendor does not have a state ID the state ID will be generated using the Tax ID or the FAMIS vendor ID It is very important that the Tax ID and
71. Sole Proprietorship Texas Corporation State Agency University Q o 5 H cCavnuozr aonmo M Vendor Information User Manual Page Il 22 Screen 103 Vendor Add Modify cont d Texas Company Help 1 character Indicate if this vendor is a Texas company Valid values include Y Yes N No Blank No SIC Help 4 digits Specify the Standard Industry Code for this vendor For example Blank No Code Specified 9901 State Employees 9902 Nonprofit Organization 9903 Direct Deposit of Bills 9904 State Publication 9905 Refunds Charter Nbr 10 digits Provide the Texas charter number for vendors that are corporations Required if Ownership Code is L Employ Agency 3 digits Type the state agency code This is required if Ownership Code is E For example 710 for SAGO Security 1 digit TINS security code indicating who can change the vendor set up Valid values are 0 1 or 2 Busn Desc 3 digits currently not used Enter the business description code Sole Proprietor Partnership Data SSN FEI 11 digits Specify the Social Security Number or Federal Employer Identification number for a member of the partnership Name 50 characters Include the name of the person associated with the specified SSN FEI Email Addr 50 characters digits Enter the vendor s E mail address if available Terms Vendor Payment Disc Perct 5 digi
72. This information was previously entered on Screen 100 which has now been combined with Screen 103 A detailed explanation on vendor file names is available in the Appendix Screen 103 Vendor Add Modify Panel 1 103 Vendor Add Modi fy 11 15 10 15 42 DALE MARKETING LP FY 2011 CC 99 Screen ___ Vendor Vvvvvvvvvv0 Page 1 lt More gt gt gt gt Name DELL MARKETING LP PIN V7vvvvvvvvO Tax ID 7vvvvvvv5 k Purchasing Bid To Nem Accounts Payable Remit To Address ONE DALE WAY Address PO BOX 676021 ATTN ERIN EINSTEIN UPDT RMT PER VND LTR 3 15 04 ERIN REPLACES JANE 11 5 07___ INO DEPTS VENDOR USES MUTILPL_ CUSTOMER 4144447 DEPTS WITH SAME PO BOX City ROUND ROCK State TX City DALLAS State TX Zip 78682 0325 Country __ Zip 75267 6021 Country __ Phone 800 222 7777 Ext Phone Ext FAX 512 333 4444 FAX Zone Contact ERIN EINSTEIN EXT 5155555 Contact Vendor Type BU Ownership cd P 1099 P W9 Date 04 14 2010 Hold N Disadv _ Ethnic Orig Gender _ TAMUS Part __ Freeze N Bus size _ TAMUS Employee N Ck Limit 0 Retain Mths 0_ Delete N Established 02 15 1995 By Kxxxxxx2 Modified 04 14 2010 By SxxxxxP Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp HUB Stats NxVn Order Left Right Screen 103 Vendor Add Modify Panel 2 103 Vendor Add Modify DALE MARKETING lvvvvvvvvvlI Screen Vendor Name DALE MARKETING L P Ve
73. Track 4 Vndr Suggested Vendors Displays all suggested vendor sources for a particular document Suggested Vendors Information I Document R400007 l VID or FEI 6xxxxxxxl VID or FEI 8xxxxxxx0 FALCO INDUSTRIES LEGACY SUPPLIERS Addr 5555 ROSA CIRCLE Addr 1000 WALNUT HILL SACRAMENTO CA 95842 BLOOMINGTON IN 77777 l PH 800 333 0000 FAX 916 333 1111 PH FAX l Press lt PF4 gt to Exit Vendor Information User Manual Page VI 15 Vendor Screens List M11 M21 101 102 103 120 132 143 160 162 170 171 172 173 174 175 201 Vendor Information User Manual PAGE AP Inquiry and Vendor Menu ccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeesccecccccccecccesecesceeeeesooes 1 6 Lists all the available inquiry screens to use the Accounts Payable application functions Vendor Information Menu cccccsccccsssseccssssecesssseeesssseeesssseeessssceessssceesssseeesssseesssseesssseeesesssseseassneeens 1 6 Provides a list of all the screens available to process vendor information Vendor Number Search m 11 9 Entering a vendor identification number will search for vendor name Vendor Name Search wiccesccccescescccecesccneecececeeseesteccaacdsessaacscaccacotasedaanbocesbeddissadandscedadssensavauchscdeesaansacness
74. Vendor Information User Manual February 2011 FAMIS Services The Texas A amp M University System Vendor Information User Manual Page l 2 Introduction The purpose of this manual is to assist in accessing and utilizing information in the Purchasing Vendor Information 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 All associated screens and processing information are included along with field descriptions All of the required fields are marked for your convenience By utilizing the information and guidelines contained in this manual a user should be able to access vendor information in order to accurately create and modify vendor information The FAMIS User Manuals are in a constant state of revision due to screen updates changes in procedures or any one of a multitude of reasons If you would like to make suggestions 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 College Station based FAMIS Services The Texas A amp M University System 1144 TAMU College Station TX 77843 1144
75. able Values are ASP Asian Pacific Blank Not Specified BLK Black CAU Caucasian HSP Hispanic IND American Indian Native American OTH Other Help 1 character Signifies whether the selected vendor s gender is male M or woman W owned 2 digits Displays the campus code part number associated with the selected vendor ifit isa member of the A amp M University System 1 character Y indicates the vendor has been frozen from any new activity Help 1 character Indicates if this vendor is considered a large L or small S size business 1 character Y identifies the vendor as an employee of the A amp M University System Help 1 digit Displays a user defined code that is used to limit the amount on a single check paid to a vendor This is used to help prevent large dollar keying errors Check limit codes are maintained on Screen 807 Vendor Information User Manual Page III 30 Screen 205 Vendor Accounts Payable Add Create cont d Retain Mths Delete Established By Modified By Panel 2 Vendor Type Ownership Code 2 digits Enter the number of months a vendor is retained on file after its last activity If left blank it will default to an 18 month retention 1 character Y indicates the vendor has been flagged for deletion by the system 8 digits Indicates the date vendor was e
76. al Page VI 20 Appendix Glossary cont d 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 signifies 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 control record transaction or established for displaying or entering information File A storage area established within a computer system or database for organizing similar kinds if 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
77. ame of the sole proprietor partnership Email Addr 50 characters digits Include the vendor s E mail address if available Discount Terms Percent 5 digits Specify the discount percent given by the vendor Vendor Information User Manual Page I1 14 Screen 203 Vendor Add Modify cont d Disc Days 3 digits Indicate the number of days allowed in the payment agreement Ind Help 1 character Enter the indicated vendor terms Valid values are As Invoiced N Net P Prox Blank Not Specified Pay Days 3 digits Indicate the number of pay days in the payment agreement FOB Help 2 characters Specify the vendor s freight terms Valid values are AC Air Collect AP Air Prepaid Blank Not Specified DA Dest Add DC Dest Collect DP Dest Prepaid EA Reg prepaid Add EC Reg Collect SA Ship Point Frt Prepaid and Added Established 8 digits Shows the date the vendor was added to FAMIS By 7 characters digits Indicates the FAMIS user ID of the person who added the vendor information to FAMIS Modified 8 digits Shows date the vendor information was last modified By 7 characters digits Displays the FAMIS user ID of the person who modified the vendor information Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF5 HUB HUB Displays State HUB Vendor Data PF6 Statistics Audit Information Stats View additional vend
78. and press ENTER to pass the voucher information to Screen 168 FAMIS Voucher Total Inquiry This will allow you to view detailed information for the voucher See Screen 168 section for more information e On Screen 168 type an X in the S Select field beside the voucher line item and press ENTER to pass the voucher information to Screen 169 FAMIS Voucher Line Item Inquiry where detailed line item information is provided See section on Screen 169 for more information Field Descri ptions 0 Required Help PF2 or Field Help Available Action Line Vendor Voucher Fiscal Yr All Include Only Acct Dept Ref 11 digits Enter the vendor identification number 7 digits Type the FAMIS voucher number to be displayed at the top of the list 4 digits Indicate the fiscal year the voucher was posted 1 character Type Y to display all mail codes pertaining to the vendor For example IBM would list all vouchers for IBM regardless of address 11 digits Enter a FAMIS account number to limit the display 7 digits characters Indicate a reference number used by the department to limit the display Vendor Information User Manual Page 11 39 Screen 162 Voucher Inquiry by Vendor cont d Pg of _ Pg s 2 digits Indicate the page number of the total number of pages to be displayed Screen Information Panel 1 S 1 character Type an X
79. aracters digits Displays the FAMIS operator s user ID who instructed the system to drop the vendor Date 8 digits Indicates the date vendor was dropped from the system Time 6 digits Provides the time vendor was dropped Last Activity 8 digits Identifies the date on which the last activity was processed by the system for this vendor Comment 35 characters Displays comments stating the reason the selected vendor was removed from the system Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys Vendor Information User Manual Page Il 29 Set Reset Vendor Flags Vendor activity is controlled in FAMIS by a series of vendor flags These flags include freezing the vendor from future activity holding payments to the vendor and removing the vendor from the system Screen 143 is used to set and reset these vendor activity flags These flag settings determine the types of transactions that may be processed against your vendor A flag has been added to this screen that can be set to exclude ALL expenditures for the specified vendor to be excluded from the HUB process This includes the monthly reports as well as the extract for the Governor s semi annual report Screen 143 Vendor Flag Set Reset 143 Vendor Flag Set Reset XENON CORPORATION 06 15 09 14 22 FY 2009 cc 02 Screen Vendor lvvvvvvvvv0 Vendor Flags Comment N HOLD Payment N FREEZE Activity ADDRESS NOW GOOD N DELETE this Vend
80. ble 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 on line feature that assists 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 Delete Flag A data element whose condition signifies 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 on line 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 Dollar Data A record of the dollar amount and the type of financial transactions posted to an account Vendor Information User Manu
81. character Show whether or not the vendor is certified as a disadvantaged vendor Values are Blank NotHub Not Specified N Not HUB S Self Declared HUB Business Help 3 characters Provide information about the ethnic origin of the vendor where applicable For example ASP Asian Pacific Blank Not Specified BLK Black CAU Caucasian HSP Hispanic IND American Indian Native American OTH Other Help 1 character Identify the gender of the owner Blank Not Specified M Male Owned W Woman Owned 2 digits Enter the campus code part number associated with the selected vendor if it is a member of the A amp M University System For example 01 Texas A amp M University System 02 Texas A amp M University 1 character Y indicates the vendor has been frozen from any new activity Help 1 character Type the code indicating the size of the vendor s business Blank Not Specified L Large Business S Small Business Just Right 1 character Type Y if the vendor is an employee of the A amp M University System Valid values are Y Yes N No Blank No Help 1 digit Type a user defined code to limit the amount on a single check paid to a vendor This is used to help prevent large dollar keying errors NOTE Check limit codes are maintained on Screen 807 Vendor Information User Manual Page Il 21 Screen 103 Vendor Add
82. d By TxxxxxP THORP TERESA T I I I I I I I I I l PF3 Back to 201 PF4 Exit l I I Field Desc ri ptions 0 Required Help PF2 or Field Help Available Action Line Vendor 11 digits Enter a valid vendor identification number Order Help 1 character Designate the order in which the information displayed is to be sorted O Oldest Date N Newest Date Field Help 23 characters Leave this field blank to view all changes or type a valid field name For example ACH Acct Nbr ACH Acct Type ACH Email ACH Override ACH Prenote ACH Prenote Date ACH Prenote Override ACH Routing Nbr ACH Send TINS Vendor Information User Manual Page III 5 Screen 201 Vendor Change Log cont d Screen Information Panel 1 Send Tins 1 character Type Y if this change is to be sent to TINS Sent Tins 1 character Y identifies that the change was sent to TINS Field Name 16 characters digits Identifies the current field name New Field Value 17 characters digits Shows the changed field value Date Changed 8 digits Identifies the date the field change was made Date Pulled for 8 digits TINS Displays the nightly processing date for sending the change to TINS Panel 2 Old Field Value 18 characters digits Identifies the old value used for this field prior to the change Time Changed 6 digits Shows the time the field valu
83. digit Include a valid 1099 code BLANK Not Specified C Corporation E Employee F Foreign I Individual N Not For Profit Vendor Information User Manual Valid values are Page IIl 11 Screen 203 Vendor Add Modify cont d O Other P Partnership R RealEstate Y 1099 2 1042 W9 Date 8 digits Include the date for the mailing return of the W9 form from a vendor Hold 1 character Displays Y Yes if this vendor is on hold with the State of Texas Disadv Help 1 character Include the disadvantage code For example Blank Not Hub Not Specified C Certified HUB Business H HUBZONE Labor Surplus Area N Not HUB S Self Declared HUB Business Ethnic Orig Help 3 characters Enter a valid ethnic origin code Blank Not Specified BLK Black CAU Caucasian HSP Hispanic IND American Indian Native American Gender Help 1 character Indicate the gender code for the vendor Blank Not Specified M Male Owned W Woman Owned TAMUS Part Help 2 digits Enter the TAMUS Member Part number this vendor information belongs to For example 01 System amp General Offices 02 Texas A amp M University Freeze 1 character Displays Y Yes if a freeze has been placed on the vendor Bus size Help 1 character Include the code indication the size of the vendor s business Blank Not Specified L Large
84. e Action Line that is not currently found on the system You should enter the vendor name address and type Then press lt ENTER gt to record the new vendor ID on the system If there is a vendor with the same Social Security number or Federal Employer Identification number as the vendor ID that you enter on the Action Line FAMIS will automatically pull in some of the vendor information You may find this happens when you enter information for a vendor that is found in multiple cities Typically the only difference between the vendors will be the mailing address and the mail code the ig digit of the vendor ID number Temporary Vendors FAMIS allows you to set up a temporary vendor ID for those times when you do not have the state ID or tax ID number for your vendor at the time your order has been placed To do this type TO in the Vendor field on the Action Line and the system will automatically assign a temporary ID number for your vendor When you receive the state ID and or the tax ID for the vendor you can return to this screen and add the number as a note to the vendor s on line information Vendor Information User Manual Page Il 7 Vendor Basic Concepts cont d Comments on the Vendor Address You may use the space provided for the vendor s address to enter the reason that action has been taken on a selected vendor i e if they have been frozen If you wish to enter a comment about the vendor type an exclamation point a
85. e change was entered Panel 3 Userid 7 characters digits Identifies the FAMIS User ID of the person who made the change Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF7 Audit Audit View the audit information for the selected change Vendor Information User Manual Page III 6 Vendor Add Modify Screen 203 is used to add a new vendor to FAMIS and to make changes to existing vendors Due to the TINS rules Screen 203 and the old Screen 206 were combined into one screen Screen 203 with two panels The information on Screen 203 needed to be entered and edited with the information on Screen 206 Panel 2 provides more vendor attributes Additionally two flags Send New Setup to TINS and Send Changes to TINS Setting TINS flags will initiate sending new vendor information to TINS If a vendor is on hold at the state the message ON STATE HOLD will appear under the Vendor field Update access to this screen should be restricted Screen 203 Vendor Add Modify Panel 1 203 Vendor Add Modify 03 09 10 09 43 AC BIO INC FY 2010 cc 02 Screen Vendor lvvvvvvvvv0 Page 1 lt More gt gt gt gt Name AC BIO INC PIN 19xxxxxxxx4 002 Tax ID 9xxxxxxx7 is ms Purchasing Bid To ms cm Accounts Payable Remit To Address Address 200 CENTER AVE STE 100 City State __ City PISCO State NJ Zip Country
86. e with TINS cont d Ownership Code P Partnership both Sole Proprietor Partnership Data fields are required S Sole Proprietor only the first Sole Proprietor Partnership Data field is required only the first Employ Agency field is required E State Employee Charter Nbr For certain values the Charter Nbr field is required Fields Send New Setup to TINS Values Y or N Set this flag to Y whenever a new mail code needs to be sent to TINS This flag must be set BEFORE you make changes to the fields If you fill out the screen and then change the flag it WILL NOT feed to the state however you can change the flag using Screen 201 and the changes will be sent The system will use this flag to log the mail code a special way in order to send the setup to the state This flag is changed to blank after a successful update or ADD Send Changes to TINS Values Y or N This flag must be set BEFORE you make changes to the fields If you fill out the screen and then change the flag it WILL NOT feed to the state however you can change the flag using Screen 201 and the changes will be sent This flag will remain set until it is changed by the user SIC Standard Industry Code codes are loaded from State Note what you see is what you get Note IAFRS VN SC SIC CD is an 899 table Charter Nbr Business charter number required for certain ownership codes Employ Agency Required i
87. ea code and telephone number at which vendor may be reached 4 digits Provides the telephone extension number of the vendor 10 digits Indicates the area code and number at which the vendor may receive FAX transmissions 3 digits Displays the TINS region zone code designated by the State Vendor Information User Manual Page III 20 Screen 204 Vendor Purchasing Add Create cont d Contact 20 characters Indicates the name of the person s to contact regarding payment remittance Vendor Type Help 2 characters Displays the type code that defines general characteristics about the selected vendor Valid values are BU Business EM Employee FA Federal Agency FC Foreign Corporation FG Foreign Government Fl Foreign Individual FY Foreign Partner Yes IN Individual LO Local Area Business NP Non Profit Organization OP Other Public Entities SA TexasState Agency ST Student UN Unknown US United States Vendor Ownership cd Help 1 character Shows the ownership code that defines the type of individual s that own the selected vendor 4 1099 Help 1 character Y indicates all vouchers should be pulled for 1099 purposes If blank the 1099 codes will come from vouchers W9 Date 8 digits Date the W9 was received updated Hold 1 character Y signifies you wish to hold the system from processing process checks or
88. ed by the user Time 4 digits Indicates the time of day at which the selected flag was modified by the user Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys PF12 Warnings Warns Displays any FAMIS warning messages Vendor Information User Manual Page 11 33 Invoices by Vendor Inquiry Screen 160 displays all invoices that are on file for a specific vendor If the vendor number starts with T it is a temporary vendor Invoices for these temporary vendors do not appear on this screen Press PF11 to scroll right and view the Bank Trace information The bank trace number is created from the first 8 digits of the originating depository financial institution ODFI and the last 7 digits are sequentially assigned by FAMIS Press PF10 to return to the previous panel Screen 160 Invoices by Vendor Inquiry Panel 1 160 Invoices by Vendor Inquiry 06 15 09 14 23 DALE COMPUTER CORPORATION FY 2009 cc 02 Screen ___ Vendor lvvvvvvvvvF Invoice Nbr Bii Nj A 02220 Invoice Vchr PO Check State Voucher Number Amount Date Number Number Number Amount Date St A62437075 143 68 072504 2413127 P A719797 97 43 040307 1807267 A719797 A425716 97 43 043007 E A77958459 353 03 080604 2414838 P CXJJXP21 255 60 031108 A810795 P C78103213 1 481 88 010505 1536914 P H70289964 71 99 100505 5150119 L609098 2254432 71 99 121905 C J64382609 2 825 26 120805 5161
89. ed for the liability 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 goods and or services to 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 Vendor Information User Manual Page VI 23 Appendix Glossary cont d
90. eded to explain the release Vendor Information User Manual Page IV 15 Screen 209 State Vendor Hold Maintenance cont d Vendor Change Information Established 8 digits Shows the date the vendor was added to FAMIS Added By 7 characters digits Indicates the FAMIS user ID of the person who added the vendor information Date Modified 8 digits Shows the date the vendor information was modified Modified By 7 characters digits Displays the FAMIS user ID of the person who modified the vendor information Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys Vendor Information User Manual Page IV 16 Section V TINS Texas Identification Number System Vendor Information User Manual Page V 2 FAMIS Interface with TINS Texas Identification Number System Background All vendors paid with state funds must have a valid record in TINS the State s Texas Identification Number System In addition the State now requires that all requests for 1 creation of new vendor records 2 modifications to records of existing vendors and 3 vendor hold updates be processed electronically User Process To create a new vendor at the State you must logon to TINS and find the next available TIN mail code for the vendor Then log onto FAMIS and proceed to create a vendor in FAMIS using the TIN and the new state mail code If the vendor exists on FAMIS and not on TINS set the Send New Se
91. eees IV 5 Search for vendors that are on hold with the State using the vendor identification number State Hold Vendor Name Search ccccssscccssssecceesseccssesecceseseecessseeesseseeesaeseeesassceesseseeesssseeeessssseeesseees IV 8 Used to find vendors that are on hold with the State when the vendor identification number is not known State HUB Vendor ID Sear ch csssccccccssssssssceeeeeessssssseeeeeeessssssseeeaeesssesssceeeeessssssssceeeessesssssssseeeees 11 45 Locate HUB vendors State HUB Vendor Name Sear ch csssscccssssecessssecesssceeescsceeessseeessseeeeasseeeesescesessseeessssesesssoeeesesoeees 11 48 Displays the State s HUB vendors in vendor name order Will be deleted and replaced through Screen 173 functionality Vendors Held by Agency duosiu cose seen n usas aoa D Cp ae eaae oa dear atri uoa a calada IV 11 Search for vendors that have been put on hold by an agency Vendor Change log vecoceroconinas canon soso 111 3 Used to view changes that have been made to a FAMIS vendor Page VI 16 Appendix Vendor Screen Information cont d 203 204 205 206 207 209 Vendor Add ModifY EE Used to set up a new vendor or make modifications to an existing vendor Vendor Purchasing Add Create cccsssscccssssccsssscccesssececssssceesssecesessneesessaeesessaeesesssaeeessnaees Used for entry of the Purchasing
92. endor information Type valid data in the available fields as desired and press lt ENTER gt to record the changes to the vendor s information on line Field Descri ptions 0 Required Help PF2 or Field Help Available Action Line Vendor 11 digits Enter a valid vendor ID number Screen Information Panel 1 4 Name 50 characters Add or modify the name of the vendor 4 PIN 14 digits Include the State Vendor Personal Identification Number The last 3 digits are the state mail code 4 Send New Setup 1 character to TINS Indicate if the setup information for a vendor is to be sent to TINS This field will become blank again after processing a new mail code 4 Send Changes 1 character to TINS Indicate if changes for the vendor should be sent to TINS This value remains until a manual change has been made Vendor Information User Manual Page 11 17 Screen 103 Vendor Add Modify cont d TaxID Purchasing Bid To Address City State Zip Country Phone Ext FAX Contact 9 digits Enter the vendor s tax identification number which is used to support 1099 payments and reporting 4 lines 30 characters digits each Provides the postal address to which all purchasing bid correspondence should be sent as entered by the purchasing office 20 characters Displays the city as entered by the purchasing office to which all purchasing bid corresponde
93. enote testing is to Send the data You have the ability to override the sending of the Prenote data by using the override fields as described If you change the Routing Number Account Number Account Type or Trans Type the Prenote Sent Date will be reset and you must manually put the override back on for continued ACH processing Vendor Information User Manual Page III 39 Screen 207 Vendor ACH Information cont d If the Prenote Override field is not Y and the Prenote Sent Date is not set or one of the four fields above are changed you will also get a pop up confirmation window asking if you want to send a Prenote to the bank Prenote Sent Date reflects the date a Prenote was sent Prenote Override Y to override the default of sending a Prenote Dt Override Date Date the Override was set ACH Start Dt reflects the first date that vouchers pulled into cycle will be eligible to be sent by ACH ACH Override Y to override the sending of ACH for a vendor keeps the routing information available Checks will be created for the vendor until reset Email Addr Email address for the vendor not currently used Security Screen 207 data is controlled by element security Unless element security 8 ACH Information is A update access you will only see blank fields This is to protect critical bank routing data from being visible unless specific security clearance is granted through
94. ent Disc Days Ind _ Pay Days FOB Established 06 20 2001 By WxxxxxP Modified 08 31 2007 By TxxxxxP Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PFl11 PF12 Hmenu Help EHelp HUB Stats Left Right Basic Steps e Advance to Screen 203 e Type a valid vendor s identification number or name in the Vendor field and press ENTER If the vendor exists add additional vendor data or modify existing information and press ENTER to record If new add all required vendor data and press ENTER e Set the Send xxxx To TINS flag if appropriate e Press PF11to view additional data in Panel 2 of this screen e Press PF10toreturn to Panel 1 e Press the other PF keys provided to view additional detail information for this vendor Vendor Add Modify Process You can use Screen 205 when you only want to enter the Remit To address This screen is identical to Screen 203 except that the Bid To address is protected and you will not have to tab through those fields You will not be able to update the Purchasing Bid To information on this screen Use the following PF Keys for the desired process PF5 View HUB data if this is a HUB vendor PF6 View additional vendor statistics and audit information PF9 Make desired changes to the Purchasing Order From address PF11 Scroll to Panel 2 Vendor Information User Manual Page III 8 Screen 203 Vendor Add Modify cont d Fields Send New Setu
95. equesting reimbursement until the local check can be printed Screen Changes Screen 105 has had a State Hold Override flag added This will allow the state hold to be overridden on a voucher by voucher basis The userid of the person entering the override as well as the date is recorded The status of this change can also be seen on the bottom of the second panel of Screen 169 Vendor Search Windows The vendor search window also shows a flag if a vendor is on state hold Vendor Information User Manual Page IV 4 State Hold Vendor ID Search Use Screen 171 to find vendors who have been put on hold and or released from hold by the State State law prohibits a state agency from making payments to anyone indebted to the State of Texas TEX GOV T CODE ANN Section 403 055 This screen allows you to search for a vendor by the vendor ID number This screen displays a list of all vendors on hold and or released and shows the reason they were placed on hold on Panel 2 Type X to select a vendor and advance to Screen 162 Use the PF6 and PF7 keys at the bottom of this screen to view the hold history and the reason a vendor was placed on hold Use PF11 to view the second panel of this screen The vendor on hold file from the State is downloaded every night except Saturday and Sunday Screen 171 State Hold Vendor ID Search Panel 1 171 State Hold Vendor ID Search Screen ___ Vendor Vendor Name BELMONT BUSINESS SC
96. er 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 summary 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 where 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 When transactions are
97. es the date the check was processed Net Amount 8 digits Identifies the net dollar amount of the voucher In Process 12 digits Displays the net amount in process to be paid Paid 12 digits Shows the net amount paid Total 12 digits Displays the total amount of the vouchers displayed on the screen This total does not include amount of dropped cancelled or voided vouchers displayed Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PF9 Address Addr Displays the vendor s address and provides additional vendor information Vendor Information User Manual Page Il 41 Voucher Inquiry by Alternate Vendor Screen 170 is used to search for vouchers using the name of the alternate vendor To view all vouchers for the alternate vendor type Y in the All field on the Action Line Screen 170 Voucher Inquiry by Alt Vendor Panel 1 170 Voucher Inquiry by Alt Vendor 06 15 09 14 37 0444 LANDS INN SUITES FY 2009 cc 02 Screen Alt Vndr lvvvvvvvvvl Voucher Fiscal Yr 2009 Ali y Include Only Acct Dept Ref Pg 1 of 1 Pg s Vch First Batch M S Voucher Lns Account Description Stat Net Amount Date c 1105141 2 421125 00000 HOTEL STAY FOR JANIS RECN 70 08 05 06 09 2 1105147 2 421125 00000 HOTEL STAY FOR MORRIS RECN 75 56 05 06 09 2 Vendor Total 145 64 End of voucher list for vendor Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12
98. ess information for the vendor Vendor Information User Manual Page Il 44 State HUB Vendor ID Search To view a list of State HUB vendors use Screen 173 To narrow the displayed list type a vendor s identification number or name in the Vendor field and press lt ENTER gt Typing a partial vendor ID number will result in a list of all State HUB vendors that have a similar vendor identification number A name search is available by typing an asterisk or alpha character in the Vendor field The list of vendors displayed will also show a Y in the SHld field if a vendor is on State Hold In addition to producing a list of vendors this screen also provides additional detail necessary for identifying the HUB status of a vendor The State HUB file will be updated weekly Screen 173 State HUB Vendor ID Search 173 State HUB Vendor ID Search 06 15 09 14 41 FY 2009 CC 02 Screen ___ Vendor lvvvvvvvvvl Ethn Tx Sm Vendor ID Vendor Name Gndr Cd QISV Off Bus lvvvvvvvvv7 TRIPLE T TRAINING SUPPLIES INC wo lvvvvvvvvv3 QQQ SERVICES HI lvvvvvvvvv2 COOLANT INDUSTRIES WO lvvvvvvvvv6 ALLIED AMBULANCE wo lvvvvvvvvv4 A A AMAZING AUTOS HI lvvvvvvvvv3 TECH TRENDS TRAINING AS lvvvvvvvvv2 METRO MAPS BL lvvvvvvvvv3 A H I SERVICES HI lvvvvvvvvvl TTT CONSULTANTS AS lvvvvvvvvv9 BLANKET BUNTING CO HI lvvvvvvvvvl INSTANT GRAPHICS wo lvvvvvvvvv6 PORTLAND PORTALS wo lvvvvvvvvv4 PERMAN CONSULTANTS WO lvvvvvvvvv5 INTELLIGENT SUR
99. f document information Document Header Extended Information Document A000021 Doc Year 2000 Total 25 00 Summary TVMDL Vendor 3vvvvvvvvv0 TEXAS ANIMAL CONTROL lt lt Dates gt gt Document 12 01 99 Cat LP User Ref 144013 TVMDL Req Required Contact Ph Start Buyer Ph End Research Type Funds Type Order Change No Print Doc Y Dept VTEA SubDept Route Status FN Cat Order PCC Code LDT Code VT PF3 Back to 280 PF4 Exit PF5 AdDept PF6 Ship PF7 Sug Vndr PF8 Accts PF9 Notes PF10 Sole Emer PF11 Items 4 Idesc Item Description More detailed item descriptions can be entered by pressing PF11 Item Description MACINTOSH QUADRA 650 WITH 500 MB HARD DISK 8 MB RAM 1 MB VRAM INTERNAL CD ROOM 3001 PART NO M2104LL B Items Document Items Provides a window showing all document items From within this window you can view multiple windows of item information 4 F2999 End of line items on file R R400007 Document Item Inquiry PANEL 01MORE gt gt Nt Item Description Quantity PCd UOM Extended MA E Sa l 1 0 1 6 GB FORMATTED USEABLE FAS 1 00 X EA 1 515 00 PF3 Back to 280 PF4 Exit PF5 More Desc PF6 Itm Ext PF8 Itm Accts PF9 Itm Notes PF10 Left PF11 Right 4
100. f ownership code is E state employee Security Values 0 1 2 These are TINS values that are tied to ability to change vendor that another agency has set up Busn Desc not currently used may be removed Vendor Information User Manual Page V 5 FAMIS Interface with TINS cont d Screen 207 Vendor ACH Information This screen is to maintain ACH data for local vendors Fields Send to TINS Values Y or N This flag works similarly to the two Send xxxx to TINS flags on Screen 203 but is a different field It may be set differently from the ones on Screen 203 Example if you have ACH set one way at the state for state payments but want local payments sent to different ACH routing set the Send to TINS flag on Screen 207 to N and enter the local routing information Routing Number ACH bank s number used for routing Account Number agency account number with ACH bank Account Type C CHECKING ACCOUNT S SAVINGS ACCOUNT Trans Type TINS codes Commercial vs Personal CCD PMT TO COMMERCIAL VNDRS CCD PMT TO COMMERCIAL VNDRS PPD PMT TO PERSONAL ACCT PPD PMT TO PERSONAL ACCT Prenotes A Prenote is a zero dollar ACH record that FAMIS sends to the designated bank as a test of the bank routing and account data When routing information is entered for a vendor this triggers the sending of a Prenote FAMIS will not send any actual ACH records within 14 days of sending the test Prenote The default
101. haracters Displays the type code that defines general characteristics about the selected vendor Valid values are BU Business EM Employee FA Federal Agency FC Foreign Corporation FG Foreign Government Fl Foreign Individual FY Foreign Partner Yes IN Individual LO Local Area Business NP Non Profit Organization OP Other Public Entities SA TexasState Agency ST Student UN Unknown US United States Vendor Help 1 character Provides the ownership code that defines the type of individual s that own the selected vendor Vendor Information User Manual Page III 29 Screen 205 Vendor Accounts Payable Add Create cont d 1099 W9 Date Hold Disadv Ethnic Orig Gender TAMUS Part Freeze Bus Size TAMUS Employee Ck Limit Help 1 character Y indicates all vouchers should be pulled for 1099 purposes If blank 1099 codes will come from vouchers 8 digits Date the W9 was received updated 1 character Y signifies you wish to hold the system from processing checks or State vouchers for payment to the vendor Help 1 character Show whether or not the vendor is certified as a disadvantaged vendor Values are Blank Not HUB Not Specified C Certified HUB Business N Not HUB S Self Declared HUB Business Help 3 characters Provides information about the ethnic origin of the vendor where applic
102. he most important field that needs to be sent to TINS Additional fields of information are displayed on Panel 2 and Panel 3 Press the PF11 key to scroll right and view these panels Update access to this screen should be restricted Only the field names will be displayed if the user does not have the proper access Screen 201 Vendor Change Log Panel 1 201 Vendor Change Log A amp A ELEVATORS INC 06 15 09 14 49 FY 2009 cc 02 Screen Vendor lvvvvvvvvvv0 Order N Field Panel 01 More gt gt Sent Date Date Pulled Tins Field Name New Field Value Changed for TINS N CHARTER NBR 1 12 15 2008 N BID ZIP 774772911 12 15 2008 N BID STATE TX 12 15 2008 N BID ADDRESS 4254 BLUEBERRY DR 12 15 2008 N ADDRESS 4254 BLUEBERRY DR 12 15 2008 N 1099 CODE N 12 15 2008 N ZIP CODE 774772911 12 15 2008 N REMIT FAX 12 15 2008 N PHONE 12 15 2008 N OWNER CODE T 12 15 2008 N CITY STANLEY 12 15 2008 N BID CITY STANLEY 12 15 2008 Press ENTER to continue Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Audit Left Right _e e Dggai Vendor Information User Manual Page III 3 Screen 201 Vendor Change Log cont d Screen 201 Vendor Change Log Panel 2 201 Vendor Change Log A amp A ELEVATORS INC 06 15 09 14 50 FY 2009 cc 02 Screen ___ Vendor lvvvvvvvvv
103. hen a key is listed as PFn PF represents Program Function Many PCs use the function keys labeled Fn for these PF keys Others have special combinations of keys to represent the PF keys for example on a Memorex emulation 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 in the use of the screen For example on Screen 104 Voucher Create the bottom of the screen shows the PF7 with the word Bkwd under it This means that by pressing the PF7 key the screen listing will scroll backwards 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 then 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 ENTER to process data information note the status bar at the bottom of the screen When the system is processing information the symbol X or 3 will appear You cannot enter additional information until the system is finished processing If any other symb
104. hipping and Text Information Document P400013 Ship To Address Nbr Invoice To Address Nbr Name DEPARTMENT OF CHEMISTRY Name DEPARTMENT OF CHEMISTRY City COLLEGE STATION State TX City COLLEGE STATION State TX Zip 778433255 Country Zip 778433255 Country PH FAX PH FAX l l l l l l l l l l Addr ATTN EDGAR EBERT Addr ATTN EDGAR EBERT l l l l l l l l Press lt PF4 gt to Exit Vendor Information User Manual Page VI 14 Appendix Standard PF Keys cont d Sole Sole Source Displays Sole Source and Emergency purchase reasons Sole Source and Emergency Information Document R400007 I l l Sole Source Y N N Reason l Emergency Y N N Reason l l Press lt PF4 gt to Exit Track Document Tracking 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 press lt PF12 gt again O P P600026 Document Tracking I Class Document Item Action Date Time MEME M io ee M NT Ere l To CREATE 10 05 95 16 15 To CLOSED 10 12 95 10 30 To REOPEN 10 13 95 14 33 To CLOSED 10 13 95 14 35 To REOPEN 10 13 95 14 42 To CLOSED 10 13 95 14 49 To REOPEN 10 13 95 14 49 To CLOSED 10 13 95 14 51 I PF3 Back To 280 PF4 Exit PF12
105. hone 1099 Tax ID Vendor Information User Manual Help 11 digits Enter the vendor s ID number to view history information 50 characters Displays the name of the vendor as it will appear on a check Make changes if needed 4 lines 30 characters digits Identifies the vendor s mailing address where remittance will be sent 20 characters Shows the city where vendor is located Help 2 characters Displays the abbreviation for the state or province in which vendor is located 9 digits Indicates the zip postal code for the vendor s address Help 3 characters Identifies the foreign country in which the vendor is located if applicable 10 digits Provides the area code and telephone number at which the vendor may be reached Help 1 character digit Y indicates all vouchers should be pulled for 1099 purposes If left blank 1099 codes will come from vouchers Valid values are Blank Not Specified Corporation Employee Foreign Individual Not for Profit Other Partnership Real Estate 1099 1042 N lt ovoz mnmo 7 9 digits Provides the tax identification number the vendor uses for tax purposes Page Il 28 Screen 132 Vendor History cont d Reinstate Vendor 1 character Y indicates this vendor is to be reinstated to an active state where vouchers may be processed against it Drop Info Operator 7 ch
106. ied 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 That account will be carried in context until the user keys a different account in the field The ENTER 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 ENTER 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 03 03 94 14 56 FY 1994 CC AA Account Title NAVSO Vendor Information User Manual Page VI 4 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 ENTER key will scroll through information listed on a screen On some screens there are PF keys to use to scroll forward backward left and right These PF keys are displayed at the bottom on 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 ENTER will access a pop up window with specified field information Another way is
107. in which the vendor is located 9 digits Provide the zip code to which all payments should be mailed Help 3 characters Type the abbreviation for the country in which the vendor is located if the address is for a foreign country Valid values include AB Armenia AC Antigua amp Barbuda 10 digits Indicate the area code and telephone number at which vendor may be reached 4 digits Provide the telephone extension number of the vendor 10 digits Indicate the area code and number at which the vendor may receive FAX transmissions 3 digits Displays the TINS region zone code designated by the State 20 characters Include the name of the person s to contact regarding payment remittance Help 2 characters Enter the type code that defines general characteristics for the vendor Valid values are Blank Notvalid on line batch only BU Business EM Employee FA Federal Agency FC Foreign Corporation FG Foreign Government FI Foreign Individual FY Foreign Partner Yes IN Individual LO Local Area Business NP Non Profit Organization OP Other Public Entities SA TexasState Agency ST Student UN Unknown US United States Vendor Vendor Information User Manual Page 11 19 Screen 103 Vendor Add Modify cont d Ownership cd Help 1 character Include the ownership code that defines the type of individual s that own the selected vendor If L
108. it Account Title ED amp GEN INCOME TUITION Resp Person 5uuuuuuu4 MASON MARY M Old Acct NA Year end Process F Reclassify _ Reporting Group __ Aux Code AFR Fund Group 10 Fund Group FG Sub Fund Group Sub Sub Function __ Default Bank 03000 Override Y SL Mapped Count 18 Alternate Banks Security Dept S Dept Exec Div Coll Mail Cd Stmt Primary REV UN AD C6000 N Secondary VTEA_ AA CD VM C4457 X Fund Source Long Title EDUCATIONAL AND GENERAL INCOME TUITION Account Letter Y Setup Date 08 26 1991 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 Hmenu Help EHelp Next Screen 002 GL 6 Digit Fund Group Help Pop Up Window VALUES MEANING A a AP AUXILIARY PLEDGED AX AUXILIARY NON PLEDGED BLANK NOT SPECIFIED DF DESIGNATED FUNCTIONAL amp GENER DS DESIGNATED SRVC PROF FEES amp S IA ANNUITY INCOME ACTIVITY IP INVESTMENT IN PLANT LOANS UNIVERSITY FUNDS Lookup Value Menu Rule IAFRS FG FS SUB FUND GR Default value is View IAFRS GENERAL SUBSIDIARY LEDGER Field FG FS SUB FUND GR H hi PFl Menu PF4 Exit Vendor Information User Manual 002 GL 6 Digit 02 16 04 10 12 FY 2004 cc 02 Screen Account 010100 ED amp GEN INCOME TUITION PF12 Page VI 7 Standard PF Keys PF Keys are used in the purchasing module of FAMIS to access additional information Wherever possible the same assignment has been given to the sa
109. it Organization 9903 Direct Deposit of Bills 9904 State Publication 9905 Refunds 10 digits Provide the Texas charter number for vendors that are corporations 3 digits Type the state agency code For example 710 for SAGO This is required if Ownership Code is E 1 digit Include the TINS security code indicating who can change the vendor you set up Valid values are O 1 or 2 3 digits currently not used Enter the business description code Sole Proprietor Partnership Data SSN FEI Name Email Addr Terms Vendor Payment Disc Perct Days 11 digits Specify the Social Security Number or Federal Employer Identification number for a member of the partnership 50 characters Include the name of the person associated with the specified SSN FEI 50 characters digits Enter the vendor s E mail address if available 5 digits Identify the standard discount percent given by the vendor 3 digits Specify the number of days in which the payment must be made in order to receive the discount Vendor Information User Manual Page III 32 Screen 205 Vendor Accounts Payable Add Create cont d Ind Pay Days FOB Established By Modified By Additional Functions PF KEYS PF5 HUB PF6 Stats PF7 NxVn PF9 Order Help 1 character Include any special indicators for the discount Valid values are As Invoiced N Net
110. its Shows the unique invoice number for a voucher Amount 8 digits Displays the amount of invoice Date 6 digits Indicates the date entered on the invoice header Screen 240 in purchasing or as entered on the voucher in Accounts Payable Vchr Number 7 digits Identifies the voucher number used for invoice payment PO Number 7 character digits Shows the number assigned to the purchase order if used Vendor Information User Manual Page 11 35 Screen 160 Invoices by Vendor Inquiry cont d Check State Voucher Number 7 digits Shows the check or state voucher number Amount 8 digits Indicates the amount of check or state voucher Date 6 digits Displays the date check was processed or state voucher was printed St 1 character Indicates the status of this invoice in the overall flow through the process Values are P inPurchasing not yet passed to A P A inA P not yet paid M inA P entered as a prepaid C inA P check has been written by the System There is no update to indicate whether a check has been reconciled through the bank reconciliation process Panel 2 Bank Trace 15 digits Shows the bank trace number on the transaction MC 1 character Shows the vendor s mail code for the voucher Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PF9 Address Addr View vendor s address information Vendor Information User Manual Page II 36 Voucher Inquiry by Vend
111. ll right and view the text describing why the vendor was placed on hold with the State To view the description for the Hold Source press PF7 To see the vendor s hold history code place your cursor on a line item and press PF6 Field Desc ri ptions 9 Required Help PF2 or Field Help Available Action Line Vendor 30 characters Enter the desired vendor s name to advance the display to a specific vendor Hold Release H R 1 character Type H or R to restrict the display to vendors who are on hold or that have pd MA been released from being placed on hold with the State Screen Information Panel 1 Vendor Name 50 characters Displays the name of the vendor on hold with the State Vendor ID 11 digits Shows the vendor s identification number Vendor Information User Manual Page IV 9 Screen 172 State Hold Vendor Name Search cont d Hold Src 3 digits Identifies the hold source code that shows that placed the vendor on hold with the State For example 302 Attorney General 304 Comptroller of Public Accounts 310 Treasury Department 322 Texas Employment Commission Hold Rsn 3 digits Includes the code number for the reason the vendor was placed on hold Panel 2 Hold Reason 30 characters Displays the text describing the reason the vendor was placed on hold with the State Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Key
112. mail code the 11 digit of the vendor ID number Temporary Vendors FAMIS allows you to set up a temporary vendor ID for those times when you do not have the state ID or tax ID number for your vendor at the time your order has been placed To do this type TO in the Vendor field on the Action Line and the system will automatically assign a temporary ID number for your vendor When you receive the state ID and or the tax ID for the vendor you can return to this screen and add the number as a note to the vendor s on line information Comments on the Vendor Address You may use the space provided for the vendor s address to enter reasons that actions have been taken on a selected vendor i e when they have been frozen If you wish to enter a comment about your vendor type an exclamation point as the first character of the vendor address and then enter your text This process should not be used as a substitute for freezing or deleting a vendor as it relies strictly on manual procedures Vendor Information User Manual Page IIl 18 Screen 204 Vendor Purchasing Add Create cont d Field Desc ri ptions 9 Required Help PF2 or Field Help Available Action Line Vendor Screen Information Panel 1 4 Name PIN Send New Setup to TINS Send Changes to TINS Tax ID Purchasing Bid To Address City State Zip Country 11 digits Identifies the I
113. making the change PF7 will display audit information for the record where you have placed the cursor This is a view of the audit information for one record Security Screen 207 changes will not be shown on this screen unless the user has both update to Screen 207 and element security 8 has been set to an A Screen 201 security then controls access to the data shown on Screen 201 Screen 209 State Vendor Hold Maintenance This screen is to submit vendor information to the State for inclusion on their Vendor State Hold list Fields Action Line Field Vendor Name or ID of the FAMIS vendor you want to include on the State Vendor Hold list PIN Displays the state vendor ID number from FAMIS Vendor Information User Manual Page V 8 FAMIS Interface with TINS cont d Screen Fields Hold Hold Reason Effective Date Liability Amount Release Release Date Notes Technical Notes A Y to request the vendor be placed on State hold A code designating the reason the vendor is being placed on State hold The date that the State hold is to become effective The amount of money that the vendor owes new amount steps on original amount A Y submits a request to the State that the State hold be removed from the specified vendor The date the State hold on the vendor is to be removed Space for documenting the State hold 1 Identification of FAMIS jobs and programs FAMIS job VUTIN run fo
114. me PF key such as PF9 always being the key used for NOTES Occasionally this has not been possible and a different assignment has been made The following list is to help you identify the functionality behind the PF keys that you will see on the many screens in Routing amp Approvals Many screens have extended information windows assigned to various function keys that are designated at the bottom of each screen or pop up window Placing the cursor 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 Exiting a pop up window is done by pressing lt PF4 gt to 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 window an additional set of extended function keys may appear to further inquire on the document or item Extended Function Keys Accts Accounts Displays a window of all responsible accounts and their portion of the total order 4 F5628 End of accounts on document P P600026 Account Distribution lI cc FY Account Description Amount 2 AM 1996 330001 00000 4050 TOM S PC REPAIR 48 64 AM 1996 330001 00000 4010 A
115. me federal tax ID but a different name or multiple addresses must have a separate vendor ID This is done by changing the last character of the vendor ID This character is known as the mail code The mail code may be either numeric or alphabetic For example Tom Padgitt Co 1741731720 Padgitt Communications 1741731721 First Digit of the Vendor ID The first digit of the vendor ID indicates that it is a company or an individual Companies begin with a 1 Individuals begin with a 2 If more than 36 mail codes are needed add 3 to the first digit of the vendor ID and keep the next nine the same as the original Therefore companies will start with 1 4 and 7 Individuals will start with 2 5 and 8 Vendor Search Process Any screen with a Vendor field can be used to search for a specific vendor Type at least one letter of the vendor s name in the Vendor field or part of the vendor s identification number to access a list of vendors that match the letter s or number s entered Any portion of the vendor s name or ID can be included Press ENTER to view matching vendors in a pop up window For example To view all vendors beginning with A type this in the Vendor field If you know a vendor s ID number begins with 12 but do not know the remaining numbers you can type this in the Vendor field and a list of vendors with ID numbers that match will be displayed You may also type an to view a list
116. mployment Commission Hold Rsn 3 digits Includes the code number for the reason the vendor was placed on hold Panel 2 Hold Reason 30 characters Displays the text describing the reason the vendor was placed on hold with the State Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF6 History Hist Displays the hold history for the selected vendor PF7 Hold Source HSrc Shows the hold source code and description Vendor Information User Manual Page IV 7 State Hold Vendor Name Search Screen 172 may be used to search for all vendors who have been put on hold and or released from hold by the State This screen allows you to search for a vendor by name This screen not only displays a list of all vendors on hold and or released but also shows the reason they were placed on hold on Panel 2 Select a vendor to advance to Screen 162 and view vendor s vouchers Using the PF6 and PF7 keys at the bottom of this screen you may view the hold history and the explanation of the code used for the reason a vendor was placed on hold The second panel of this screen can be viewed by pressing the PF11 key The vendor on hold file from the State is downloaded every night except Saturday and Sunday Screen 172 State Hold Vendor Name Search Panel 1 ACE ACE ACE ACE ACE ACE ACE ACE ACE ACE ACE ACE ACE ACE ACE Screen Vendor ACE 172 State Hold Vendor Name Search 06 15
117. n Existing Vendor Record cccoconccccccnccncnooooonnnnnncnnnnnnns 11 27 Screen 206 Vendor Ownership Information esee 111 34 Screen 207 Vendor ACH Information esses nennen nnne 111 38 NEW Field Sican Dons Nada a nas oa ad aaa 111 39 PENOSA a i 111 39 SECUN wick id 111 40 DA is 111 40 IV Vendor on Hold Basic Concepts cire CFR a Ve e Eg bu eds IV 3 File PROCESSING ui iaa IV 3 Check Cycle Processing esee IV 3 State Voucher Cycle tn Dre ici IV 4 Screen CHANGES AO IV 4 Vendor Search Windows occococcccnncononoonnnnnnonnnanononcnnnononannononoss IV 4 Screen 171 State Hold Vendor ID SearCh ooooooconccccononoooonnoncnnnnnonnncnnnnncnnnnnnnnnnnnos IV 5 Screen 172 State Hold Vendor Name SearcCh ccccccononocnnnnoncnnononanonononocananananoss IV 8 Screen 175 Vendors Held by Agency sess enne IV 11 Screen 209 State Vendor Hold MaintenanCe cccccononocnnnnononnnnonnnnnnnonncananananoss IV 14 Place on Hold ri ret perte ii IV 14 Release from Hold rri rire IV 15 V TINS FAMIS Interface with TINS occcononococnncnoninanonanonnnnonananonononncnananonos V 3 User PrOCESS iii E V 3 Feed to State oec ae ica V 3 FAMIS Processing of Online Screen Entry V 4 Error Reports from State coooooccccccccnonononononononnnananonononnncnnannnnnnns V 4 FAMIS Screens amp Screen Changes esee V 4 VI Appendix Iristr ctlOns
118. nce should be sent 2 characters Indicates the abbreviation for the state or province in which vendor is located as entered by the purchasing office 9 digits Signifies the zip code to which all purchasing bid correspondence should be sent as entered by the purchasing office 3 characters Identifies the country in which the vendor is located if it is a foreign county For example AB Armenia AC Antigua amp Barbuda The country name is spelled out when a check is cut or a 1099 is printed 10 digits Provides the area code and telephone number at which the vendor can be reached as entered by the purchasing office 4 digits Indicates the telephone extension number at which the vendor can be reached 10 digits Provides the area code and number at which the vendor can receive FAX transmissions as entered by the purchasing office 20 characters Indicates the name of the person s to contact regarding purchasing bid correspondence Accounts Payable Remit To Address City 4 lines 30 characters digits each Identify the mailing address to which payments should be remitted 20 characters Indicate the city in which the vendor is located Vendor Information User Manual Page Il 18 Screen 103 Vendor Add Modify cont d State Zip Country Phone Ext FAX Zone Contact Vendor Type Help 2 characters Enter the abbreviation for the state or province
119. ndor Type BU Texas Company Employ Agency Ownership Code SIC Security Sole Proprietor Par SSN FEI 2xxxxxxxxx8 Name 0 06 15 09 14 11 FY 2009 cc 02 More LP ACH VENDOR Page 2 P Charter Nbr Busn Desc tnership Data SSN FEI 2xxxxxxxxx8 Name 0000000 Email Addr US WIRE ACH REMITTANCE Discount Terms Disc Days Percent Established 02 15 1995 By Kxxxxxx2 HUB Hmenu Help EHelp Ind N Pay Days QANY COM 30 Modified 04 14 2010 By SxxxxxP Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Stats Left Right Vendor Information User Manual Page II 16 Screen 103 Vendor Add Modify cont d Basic Steps Add a New Vendor Record Advance to Screen 103 Type the new vendor number on the Action Line and press lt ENTER gt When a new vendor is being added the system will respond Vendor number not found enter modifications to add Press lt ENTER gt to confirm that you wish to add this new vendor to the system Type the vendor name and address in the space provided Indicate the vendor type and type additional data in the available fields as desired Press PF11 to enter the vendor ownership data Press lt ENTER gt to add the vendor information to the system Modify an Existing Vendor Record Advance to Screen 103 Type the vendor number on the Action Line and press lt ENTER gt to display current v
120. ng data If the vendor is to be excluded from the HUB process type Y in the field provided This flag is used to exclude vendor payments from being included in the pull for HUB reports and extracts The changes made on this screen are recorded and displayed on Screen 201 Vendor Information User Manual Page III 34 Screen 206 Vendor Ownership Information cont d Screen 201 Vendor Change Log do exe End of Data exe Hmenu Help EHelp Audit Left 201 Vendor Change Log MICROMANAGE SERVICES 06 15 09 15 09 FY 2009 cc 02 Screen Vendor lvvvvvvvvv2 Order N Field Panel 01 More gt gt Send Sent Date Date Pulled Tins Tins Field Name New Field Value Changed for TINS N ADDRESS 07 15 2006 N ADDRESS IUSE lvvvvvvvvv4 07 15 2006 N VN W9 DT 20031205 07 07 2004 N VN W9 DT 20030626 07 07 2004 N OWNER CODE c 07 07 2004 N 1099 CODE N 12 02 2003 N EXCLUDE FROM HUB N 05 12 2003 N TEXAS COMPANY Y 01 10 2003 N CHARTER NBR Olxxxxxxx0 01 10 2003 N OWNER CODE T 01 10 2003 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Right Field Descri ptions 9 Required Help PF2 or Field Help Available Action Line Vendor 11 digits Enter a valid vendor ID number Screen Information Name 30 characters Displays the name of the vendor associated with the identification number entered on the Action Line Vendor Type Help 2 charac
121. nic code for the vendor For example Blank Not Specified BL Black HI Hispanic AS Asian Pacific QISV 1 character Indicates whether the vendor is a Qualified Information System Vendor Valid values are Y Yes N No Vendor Information User Manual Page 11 49 Screen 174 State HUB Vendor Name Search cont d Tx Off 1 character Y signifies this is a Texas Office Sm Bus 1 character Y identifies this vendor is a small business Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF6 Detail Dtl Detail information on the HUB vendor Vendor Information User Manual Page Il 50 Section lll Vendor Information Purchasing Vendor Information User Manual Page III 2 Vendor Change Log Changes that have been made to a FAMIS vendor record on Screen 203 Screen 103 or Screen 207 may be viewed on Screen 201 This screen also shows the date and time a change was made On this screen you may flag changes that need to be sent electronically to TINS and view whether the changes have been sent If you did not set the TINS flag on Screen 203 you may change the N to Y in the Send TINS field However if there is already a Y in this field you may not change it back to N To ensure that new setup fields are sent to TINS you must type Y in the Send TINS field for the following ACH ROUTING NBR ACH ACCT TYPE ACH ACCT NBR The ACH ROUTING NBR is t
122. ntries Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PFl11 PF12 Hmenu Help EHelp Dtl Place the cursor on a specific vendor and press PF6 to see if the FAMIS vendor is on the STATE HUB file If so detailed data for the vendor will be displayed Press PF4 from this pop up window to return to Screen 174 Vendor Information User Manual Screen 174 State HUB Vendor Name Search cont d Screen 174 PF6 State Hub Data Pop Up Screen State Hub Vendor Data State ID lvvvvvvvvv2 Cert 45740 Dt Off 10 30 2011 Vndr A amp A TECHNICS INC 19999 WITTS END SAN ANTONIO TX 78256 Foreign Phone 210 699 8888 County BEXAR Fax 866 888 5555 Contact Owner Arlis Anderson Desc Computer products amp Services computer n Internet arlis any com Gndr M Ethnic HI Lone Star QISV Y Sm Bus Y Texas Off Press lt PF4 gt to Exit Field Desc ri ptions 0 Required Help PF2 or Field Help Available Action Line Vendor 11 digits Enter a valid vendor identification number Screen Information Vendor ID 11 digits Displays the state vendor identification number of the vendor listed Vendor Name 30 characters Identifies the name of the vendor associated with the vendor identification number listed Gndr 1 character Displays the gender code for the vendor Valid values are Blank Not Specified M Male Owned W Woman Owned Ethn Cd 2 characters Shows eth
123. of all vendors sorted Search Type FAMIS assumes you are doing a vendor number search when the vendor s name begins with a number You can search for vendors with names that begin with a number without setting up an alias in alpha by doing the following Type in the name you want to search for and press enter such as 360 The Vendor Search will produce a list defaulted to Search by Vendor V Vendor Number Vendor Information User Manual Page II 5 Vendor Basic Concepts cont d F0043 Mark Vendor with an X to select Screen Search 360 Type V N V Include Frz Del Vendors N Vendor Name Vendor ID Alias Frz Del SHld HUB TEXAS DEPARTMENT OF TRANSPORTA TEXAS DEPARTMENT OF TRANSPORTA TEXAS TOLLWAYS CSC TEXAS DEPARTMENT OF TRANSPORTA TEXAS DEPARTMENT OF TRANSPORTA ocnuao 22222 22222 22222 End of List 5 Campus 02 Vendor s Found PF4 Exit PF9 Bid PF10 Remit PF11 Order PF12 Main Hmenu Help EHelp HUB Stats NxVn Order Left Right To change the search type tab over and change the type to N Vendor Name and press ENTER to refresh the display to vendors that match Type Y in the Include Frz Del Vendors to include them in the displayed list F0043 Mark Vendor with an X to select Screen Search 360 Type N N V Include Frz Del Vendors Y Vendor Name Vendor ID Alias Frz Del SHld HUB ART SERVICES LLC lvvvvvvvvv0 N N N E COMMUNICATIONS 1vvvvvvvvv2 N Y N COMMUNICATIONS lvvvv
124. ols appear press your RESET key often the ESCAPE key on a PC Vendor Information User Manual Page VI 3 Appendix Instructions cont d ERASE END OF FIELD 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 input 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 and then 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 carr
125. on a single check paid to a vendor This is used to help prevent large dollar keying errors Check limit codes are maintained on Screen 807 2 digits Shows the number of months a vendor is retained on file after its last activity If left blank it will default to an 18 month retention 1 character Y identifies that the vendor has been flagged for deletion by the system 8 digits Indicates the date vendor was established on the system 7 characters digits Provides the FAMIS user ID of the person who established vendor 8 digits Displays the date the vendor s information was last modified 7 characters digits Indicates the FAMIS user ID of the person who last modified the vendor s information Page III 22 Screen 204 Vendor Purchasing Add Create cont d Panel 2 Vendor Type Help 2 characters Describe the type of vendor Valid values include Blank Notvalid on line batch only BU Business EM Employee FA Federal Agency FC Foreign Corporation Ownership Code Help 1 character Indicate the type of owner associated with the selected vendor Types are A Professional Association Blank Not specified C Professional Corporation F Financial Institution G Government Entity J Joint Venture L Limited Partnership N Other O Out of State Corporation P Partnership R Foreign S Sole Proprietorship T Texas Corpora
126. or N DROP this Vendor Exclude Vendor from HUB Process Hold Info Freeze Info Delete Info Drop Info Operator WxxxxxP Date 06 27 2000 Time 03 51 PM Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Warns es Basic Steps e Advance to Screen 143 e Type a valid vendor ID number on the Action Line and press ENTER to display current vendor flag settings e Change the values of the flags as necessary to determine the types of transactions that you will allow to be processed by the system for this vendor The possible values are Y on indicates that the action will occur N off indicates that the action will not occur e Provide the reason for which you are changing the current flag setting and press lt ENTER gt to record the change Vendor Flag Set Reset Process Hold Flag The Hold Payment flag will hold any payments both checks and state vouchers to the vendor However this flag does not prevent new payment requests or Purchase Orders from being entered The check override will supersede the ON setting of this flag Vendor Information User Manual Page 11 30 Screen 143 Vendor Flag Set Reset cont d Freeze Flag The freeze flag may be used to restrict voucher activity against a vendor When on it prevents all new entries from being entered for the vendor Also no new requests for payment will be accepted for
127. or To view all the vouchers posted for a particular vendor use Screen 162 Type Y in the All field to search for all mail codes for the selected vendor The information displayed on this screen is in summary form and is viewed in voucher number order Inquiries default to the current fiscal year but previous fiscal years may be searched by typing a different year in the Fiscal Year field To see only outstanding vouchers for a specific fiscal year use Screen 165 display CYCL e If a voucher is outstanding the status column will read OUT e When a voucher has entered the check or state voucher cycle the status column will e Ifa check or state voucher has already been printed the status will read PAID e Ifavoucher has been reconciled it will read RECN Screen 162 Voucher Inquiry by Vendor Panel 1 162 Voucher Inquiry by Vendor 06 15 09 14 27 XENON FY 2009 cc 02 Screen ___ Vendor lvvvvvvvvvD Voucher Fiscal Yr 2009 Bii Include Only Acct Dept Ref Pg 1 of 6 Pg s Vch First Batch M S Voucher Lns Account Description Stat Net Amount Date c 0007869 1 289010 17000 ANNUAL MAINTENANCE RE PAID 137 74 05 07 09 D 1000806 1 290993 30000 LEASE XENON DC440 STA RECN 227 06 09 10 08 D 1001475 1 210670 00000 XENON DC535 COPIER LE PAID 155 55 09 15 08 D 1001476 1 210510 00000 XENON DC 432 A SUB D PAID 155 55 09 15 08 D 1002136 1 210670 00000 XENON DC535 COPIER LE PAID 155 55 09 16 08
128. or statistics and audit information Vendor Information User Manual Page I1 15 Screen 203 Vendor Add Modify cont d PF7 Next Vendor Only available on Panel 1 NxVn Gets the next available vendor mail code so you can create a new address for the vendor The information for the original vendor stays on the screen so that only modifications for the new mail code need to be made PF9 Order Only available on Panel 1 Order View add modify the Purchasing Order From information Vendor Information User Manual Page I1 16 Add Modify Purchasing Vendor Information As you know vendors must be entered on line and assigned a FAMIS ID number before their payments may be processed by the system There are several screens in FAMIS that will allow you to enter vendor information on line Screen 204 is one of these screens It is used by employees of the purchasing procurement offices to add or update vendor information on line This screen is limited in that it will not allow users to update the Accounts Payable Remit To information If a vendor is on hold at the state the message ON STATE HOLD will appear under the Vendor field Screen 204 Vendor Purchasing Add Cre ate Panel 1 02 21 11 09 5 FY 2011 CC O Page 1 lt More gt gt gt gt PIN 1xxxxxxxxx4 002 Tax ID 9xxxxxxx7 Accounts Payable Remit To 200 CENTURYL AVE STE 111 PISCA State NJ 0885
129. ormation on Screen 207 blank out the fields Screen 201 Vendor Change Log This screen displays a log of all changes for most fields on Screens 203 and 207 If you forget to set the Send Setup or Changes to TINS flag on Screen 203 before you change the data you may change the flags here on Screen 201 assuming you have the proper security Once you have changed the flag the flag is protected and no further changes can be made to the flag on this screen These Send xxxx to TINS flags may only be changed from N to Y and may not be reversed Action Line Fields Vendor Vendor Number Order O OLDEST DATE N NEWEST DATE Field Type in the field whose changes you wish to see you will get a pop up window and on that pop up screen you can use partials or to find the field you want Vendor Information User Manual Page V 7 FAMIS Interface with TINS cont d Fields Panel 1 Send TINS Values Y N or blank Sent TINS Values Y N or blank Field Name The name of the field that changed New Field Value Value the field was changed to Date Changed Date of the change to the field Date Pulled for TINS Date the data was pulled to be sent to TINS Panel 2 only the newly displayed fields Old Field Value Value of the field before the change on the date displayed Time Changed Time of the change to the field Panel 3 only the newly displayed fields Userid FAMIS userid of the person
130. p to TINS Values Y or N e Set this flag to Y whenever a new mail code needs to be sent to TINS This flag must be set BEFORE you make changes to the fields If you fill out the screen and then change the flag it WILL NOT feed to the state However you can change the flag using Screen 201 and the changes will be sent e The system will use this flag to log the mail code a special way in order to send the setup to the state e This flag is changed to blank after a successful update or ADD Send Changes to TINS Values Y or N This flag must be set BEFORE you make changes to the fields If you fill out the screen and then change the flag it WILL NOT feed to the state However you can change the flag using Screen 201 and the changes will be sent e This flag will remain set until it is changed by the user Field Descriptions Required Action Line Vendor 11 digits Help PF2 or Field Help Available Enter a valid vendor identification number Screen Information Panel 1 4 Name 50 characters digits Add modify the name of the vendor PIN 14 digits Include the vendor s personal identification number 4 Send New Setup 1 character to TINS Type Y if the setup information for a vendor is to be sent to TINS This field will become blank again after processing a new mail code 4 Send Changes 1 character to TINS Type Y if
131. r each Part VBDRO087 VBDU088 CREATES FILE OF TINS TRANSACTIONS FOR A CAMPUS CODE amp CREATES A SECOND FILE TO FEED TO VBDU088 PRODUCES A REPORT OF TRANSACTIONS SENT TO TINS UPDATES RECORDS INDICATING THEY WERE PULLED AND SENT TO TINS CHANGES THE TINS FLAG BACK TO N USES WORK FILE FROM VBDRO87 FAMIS job UNNAMED VBDUOS85 VBDU086 PULLS PRENOTE VENDOR RECORDS AND CREATES TWO WORK FILES BASED ON PRENOTE FUNCTIONS DOES NOT PRODUCE A REPORT READS WORK FILE FROM VBDUO85 AND UPDATES PRENOTE DATE 2 FAMIS Parts not using Purchasing can still use Screens 203 through 209 as a Purchasing control record is no longer required Vendor Information User Manual Page V 9 FAMIS Interface with TINS cont d Vendor Information User Manual Page V 10 Section VI Appendix Vendor Information User Manual Page VI 2 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 W
132. reen is intended for use as part of the Federal Government 1099 misc tax reporting process The information displayed should be verified for accuracy Correct any errors and supply missing information to avoid IRS penalties Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 132 e Type an existing vendor number on the Action Line You may also enter an asterisk or partial vendor number and select from a list of matching vendors e Press ENTER to display the vendor history information e You may correct errors in the fields displayed by typing over the existing data and press ENTER to save the modified vendor information Vendor History Process 1099 Vendor Updates It is important to have correct vendor information for 1099 purposes Your institution may be subject to IRS penalties if incorrect information is sent to the government Screen 132 is provided for you to update 1099 information for vendors that have been dropped from the system You should use Screen 103 to update 1099 information for a current vendor Vendor Information User Manual Page 11 27 Screen 132 Vendor History cont d Field Desc ri ptions 0 Required Help PF2 or Field Help Available Action Line Vendor Screen Information Vendor Name Remit To Address City State Province Zip Postal Code Country Telep
133. required information without affecting other vendor information This screen also includes the Exclude from HUB reporting flag found on Screen 143 All changes made to the fields on this screen are logged and the change information is displayed on Screen 201 Screen 206 Vendor Ownership Info 206 Vendor Ownership Info 06 15 09 16 05 MICROMANAGE SERVICES FY 2009 CC 02 Screen Vendor lvvvvvvvvv2 Name MICROMANAGE Vendor Type BU Gender TAMUS Employee _ Disadvantaged _ Ethnic Orig Charter Nbr Olxxxxxxx0 Business Size _ Texas Company Y Employ Agency Busn Desc k A a uu un uu n wn wn e e wn wn a m ww oe e e a o Vendor Change Information Established 06 16 1999 Added by WxxxxxP Last Modified 07 15 2006 Modified by TxxxxxP Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 206 e Type a valid vendor s identification number or name in the Vendor field and press ENTER e Add required data or modify existing information e To exclude vendor from HUB process type Y in the field provided e Press ENTER to record the information Vendor Change Log Process Enter the required information in the fields provided or modify existi
134. s PF6 History Hist Displays the hold history for the selected vendor PF7 Hold Source HSrc Shows the hold source code and description Vendor Information User Manual Page IV 10 Vendor Held by Agency To view a list of vendors that have been placed on hold by an agency use Screen 175 Like the other vendor hold screens this shows the reason the vendor was placed on hold but also provides additional detail about the hold status Press PF11 to scroll right and view the second panel of information which describes the agency that placed the vendor on hold the date it became effective and the dollar amount owed by the vendor If the information for a vendor needs to be updated type an X next to the vendor s name and press ENTER to advance to Screen 209 Screen 175 Vendors Held by Agency Panel 1 175 Vendors Held by Agency Screen Vendor Vendor Name SALLY SUE SMITH NOLAN NORRIS PAM P PALMER ROGER REESE IMA INEZ INOLA DON DONALDSON JERRY JIM JONES RODNEY ROMAN THOR DATA SYSTEMS DARYN D DENNISON BROWN BONO BOOKMAN ELLA E ENGLISH PAUL PAULSON STANLEY SIMON SHONEY Vendor Id 2vvvvvvvvvO 639 Press ENTER to continue Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Agncy 08 14 09 13 34 FY 2009 CC 15 Panel 01 More gt gt OVERPAYMENT TO VENDOR DEL PAYMENTS OF INCIDENTAL OVERPAYMENT TO VENDOR DEL PAYMENTS OF INCIDENTAL DEL PAY
135. s Payable Vendor Information Vendors must be entered on line and assigned a FAMIS ID number before their payments may be processed by the system Several screens in FAMIS allow you to enter vendor information on line Screen 205 is one of these screens It is used by employees of the Accounts Payable offices to add or update vendor information on line Use Screen 205 when you only want to enter the Remit To address This screen is identical to Screen 203 except that the Bid To address is protected and you will not have to tab through those fields You will not be able to update the Purchasing Bid To information on this screen If a vendor is on hold at the state ON STATE HOLD will be displayed Screen 205 Vendor AP Add Create Panel 1 205 Vendor AP Add Create 11 15 10 16 18 A Z GLASS PRODUCTS FY 2011 cc 02 Screen ___ Vendor lvvvvvvvvv0 Page 1 lt More gt gt gt gt Name A Z GLASS PRODUCTS PIN lvvvvvvvvv2 Tax ID lvvvvvvv6 k Purchasing Bid To Wm Accounts Payable Remit To Address 311 ROSS AVE Address PO BOX 9999 City HUNTSVILLE State TX City HUNTSVILLE State TX Zip 77320 Country __ Zip 77342 Country __ Phone 936 222 0000 Ext Phone Ext FAX FAX Zone Contact Contact Vendor Type BU Ownership cd T 1099 N W9 Date 08 16 2006 Hold N Disadv Ethnic Orig Gender _ TAMUS Part __ Freeze N Bus size _ TAMUS Employee Ek Limit
136. s the first character of the vendor address and then enter your comment i Entering a as the first character of the vendor address is a communication tool This should not be used as a substitute for freezing or deleting a vendor as is relies strictly on manual procedures Vendor Information User Manual Page II 8 Search Vendor ID Numbers Vendor numbers are used extensively throughout the accounts payable and purchasing sections of FAMIS In order for a vendor to be paid they must first be assigned a vendor ID number on the system However you may have problems deciding which vendor ID to use when there is more than one vendor with the same ID number entered on the system When this happens you may use Screen 101 to distinguish between the vendors Often separate IDs are assigned when two vendors of the same name are found in different cities Screen 101 Vendor Number Search 101 Vendor Number Search XENON CORP Vendor lvvvvvvvvvA lvvvvvvvvvB lvvvvvvvvvC lvvvvvvvvvD lvvvvvvvvvE lvvvvvvvvvF lvvvvvvvvvG lvvvvvvvvvH lvvvvvvvvvlI lvvvvvvvvvJ lvvvvvvvvvK lvvvvvvvvvL lvvvvvvvvvM lvvvvvvvvvN lvvvvvvvvvP Basic Steps Screen Vendor Chk Mail Cd PIN ACH 4025 lvvvvvvvv0 4 lvvvvvvvv0 4 lvvvvvvvv0 4080 1vvvvvvvvO 4080 1vvvvvvvvO 4080 1vvvvvvvvO 4030 1vvvvvvvvO 4080 1vvvvvvvvO 4080 1vvvvvvvvO 4 1vvvvvvvvO 4005 1vvvvvvvvO 4080 1vvvvvvvvO 4168 1vvvvvvvvO 4080 1vvvvvvvvO 4080 1vvvvv
137. ses Vendor Automatic 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 K FA DOC WRKNPRCS Vendor VendorcurrNF docx Last Revised 2 21 2011 2 53 PM Vendor Information User Manual Page VI 25 Appendix Glossary cont d Vendor Information User Manual Page VI 26
138. setup to TINS as well as the state hold information Screen 209 State Vendor Hold Maint 209 State Vendor Hold Maint AARON A AABERG 06 15 09 15 23 FY 2009 Cc 15 Screen Vendor 2vvvvvvvvv0 DWAYNE D DORMAN PIN 2vvvvvvvvv4 000 Hold Y All changes except the Hold Reason 639 NOTE field are sent to Effective Date 12 10 2004 Liability Amount 35 00 Release _ Release Date Note BURSAR T e Vendor Change Information Established 08 01 1995 Added By KxxxxT Date Modified 12 10 2004 Modified By AxxxxxP Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps Place a vendor on Hold status e Advance to Screen 209 e Type a valid vendor s identification number in the Vendor field and press ENTER e Enter Y in the Hold field e Include the Hold Reason Code explaining why a vendor is being placed on hold Type in this field or press PF2 to view allowable codes e Type the effective date that the Hold is to become effective e Include the amount of money owed in the Liability Amount field e Add additional information in the Note field Vendor Information User Manual Page IV 14 Screen 209 State Vendor Hold Maintenance cont d Vendor Hold Maintenance Process Release a vendor from Hold status e Type Y in the Release field e
139. sseeesseeesaeeessaecesseeens 11 30 Hold Pagina ia 11 30 Freeze Flag ec pe eon ii ica 11 31 Drop and Delete Flag Maintenance 11 31 Delete Flag nio iaa 11 31 Drop Flag Gi a 11 31 Exclude Vendor from HUB Process 11 31 Screen 160 Invoices by Vendor INQUiFY ccconococoonnnnnncnnononnnncnnonnnananannonnnnnananonos 11 34 Screen 162 Voucher Inquiry by Vendor cccoconococnnnnoncnnononnnncnncnnnanonononnnnncnnanonos 11 37 Screen 170 Voucher Inquiry by Alternate Vendor 11 42 Screen 173 State HUB Vendor ID Search essere 11 45 Screen 174 State HUB Vendor Name Search eres 11 48 I Vendor Information Purchasing Screen 201 Vendor Change Log siii a 111 3 Screen 203 Vendor Add MOdify ccccccsccesscccssececssecesseecseecsseeecsaecesseeesseees 1 7 Send New Setup to TINS ccccccononocnnnnnnnonononnnnnnncnnononnnncnnnnnons 111 9 Send Changes to TINS ccccccccccccssssssccececessesscsesesesssesssseaeeeeeens 111 9 Screen 204 Add Modify Purchasing Vendor Information ssess 11 17 Add New Vendors sese eene nnne nnns 111 18 Temporary Vendors crisissen eene nnn nnne nnne 111 18 Comments on the Vendor Address sees 111 18 Vendor Information User Manual Page l 4 Table of Contents cont d PAGE Screen 205 Accounts Payable Vendor Information 111 26 Add a New Vendor R COMd ccsceseesssseceeeceesssennsaeeeeeessesseaeens 11 27 Modify a
140. st of vendors this screen also provides additional detail necessary for identifying the HUB status of a vendor IThe State HUB file will be updated weekly Screen 174 State HUB Vendor Name Search Basic Steps e Advance to Screen 174 e Type a valid vendor s name in the Vendor field on the Action Line and press ENTER You may type in a partial name or vendor identification number to view a list of possible matches from which to select e Place cursor on a vendor s name and press PF6 to view additional State HUB vendor data State HUB Vendor Name Search Ethn Cd HI HI AS HI HI HI HI HI HI HI AS HI BL HI HI 0 QI Y 6 15 09 14 42 FY 2009 CC 02 Tx Sm SV Off Bus KKKKK K KKK KKK KK 174 State HUB Vendor Name Search Screen ___ Vendor Vendor ID Vendor Name Gndr lvvvvvvvvvl A amp A CONSTRUCTION F lvvvvvvvvv2 A amp A TECHNICS INC M lvvvvvvvvv0 A amp F ENERGY F lvvvvvvvvv4 A amp G INSTITUTE F lvvvvvvvvv2 A amp J DRAINAGE M lvvvvvvvvv4 A amp J FENCING SUPPLY M lvvvvvvvvv6 A amp J PAINTERS RESOURCE M lvvvvvvvvv9 A amp L MECHANICS SERVICE M lvvvvvvvvv7 A amp L PAINTS AND MORE M lvvvvvvvvv5 A amp L TELECOMMUNICATIONS M lvvvvvvvvv0 A amp M ELECTRIC SERVICE M lvvvvvvvvv7 A amp M LAND INITIATIVE M lvvvvvvvvv5 A amp P RENTALS M lvvvvvvvvvl A amp R CONTRACTING SERVICES M lvvvvvvvvv7 A amp R CONSTRUCTION MANAGEMENT M Press lt ENTER gt For More E
141. stablished on the system 7 characters digits Provides the FAMIS user ID of the person who established vendor 8 digits Displays the date the vendor s information was last modified 7 characters digits Indicates the FAMIS user ID of the person who last modified the vendor s information Help 2 characters Describe the general type characteristics of the selected vendor Valid values include Blank Not valid on line batch only BU Business EM Employee FA Federal Agency FC Foreign Corporation Help 1 character Indicate the ownership code for owner associated with the selected vendor Types are A Professional Association Blank Not specified C Professional Corporation F Financial Institution G Government Entity J Joint Venture L Limited Partnership N Other O Out of State Corporation P Partnership R Foreign S Sole Proprietorship T Texas Corporation U State Agency University Vendor Information User Manual Page IlI 31 Screen 205 Vendor Accounts Payable Add Create cont d Texas Company SIC Charter Nbr Employ Agency Security Busn Desc Help 1 character Indicate if this vendor is a Texas company Valid values include Y Yes N No Blank No Help 4 digits Specify the Standard Industry Code for this vendor For example Blank No Code Specified 9901 State Employees 9902 Nonprof
142. t Entity Individual Not Owning a Business Vendor Information User Manual Valid values are Page III 13 Screen 203 Vendor Add Modify cont d Texas Limited Partnership Other Limited Partnership J Out of State Corporation Partnership Foreign Sole Proprietorship Texas Corporation State Agency University CSADOWVOZS Texas Company Help 1 character Type Y if this vendor is a Texas company SIC Help 4 digits Specify the Standard Industry Code for this vendor For example BLANK No Code Specified 9901 State Employees 9902 Nonprofit Organization 9903 Direct Deposit of Bills 9904 State Publication 9905 Refunds Charter Nbr 10 digits Enter the Texas charter number for the business Required if Ownership Code is L Employ Agency 3 digits Type the state agency code For example 710 for SAGO This is required if Ownership Code is E Security 1 digit Include the TINS security code indicating who can change the vendor you set up Valid values are O 1 or 2 Busn Desc 3 digits currently not used Enter the business description code Sole Proprietor Partnership Data SSN FEI 11 digits Include the vendor s Social Security number or Federal Employer Identification number If ownership code is S this number must be the same as the PIN on Panel 1 Name 50 characters digits Identify the n
143. tate vendors If the vendor is a state vendor and the Send to TINS flag is set to Y then the information will be sent to TINS when added Any changes to the information will also be passed to TINS if the flag is set to Y Screen 201 may be used to send the information to TINS if the flag was not set to Y before entering the date TAMUS Member Parts that are not using the Purchasing Module will need to use Screen 207 New screens will not be added in the 100 range to replicate Screen 207 Update access to this screen should be restricted Screen 207 Vendor ACH Information 207 Vendor ACH Information 06 15 09 15 15 FY 2009 cc 02 Screen Vendor lvvvvvvvvvl K Z SPECIALISTS PIN lvvvvvvvvv3 000 Routing Number 111111882 Note Last Digit is computed according to NACHA rules amp may be changed by FAMIS ACH Start Dt 09 23 2003 ACH Override _ Email Addr KZSPECQANY NET q gt Vendor Change Information Established 04 24 1996 Added By SxxxxxP Date Modified 07 01 2008 Modified By TxxxxxP Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Vendor ACH Data Process Type a valid vendor identification number or name in the Vendor field and press ENTER You may also type an in this field to view a list of vendors Select the desired vendor s name by typing an X in the field to
144. ter part of the name in the vendor ID field If there is only one vendor that meets the criteria that vendor will automatically be selected If more than one vendor meets the criteria a window will pop up listing the vendors To scroll forward press the ENTER key Function keys are listed at the bottom of the pop up window to list addresses associated with each vendor If the vendor you are looking for is not found look for it using any aliases that might be used If you have the vendor number use Screen 101 to try and locate the vendor information After you have exhausted all possibilities and still cannot find the vendor add the vendor on Screen 103 In order to assure correct searches and alphabetizing the system utilizes the to manipulate the name The following examples illustrate this function Vendor Information User Manual Page II 3 Vendor Basic Concepts cont d Individual Names The name of an individual whose name is John Jones should be entered as John Jones For name searches and sorting the system will flip the information following the Therefore the system will display the name as Jones John When searching for names search for John Jones in case the was not entered The A and An Business names beginning with The A or An should be entered with the most important portion of the name following the For example the name The Apothecary Shop should be entered as
145. ters Gender Include the type of vendor For example Blank Not Valid On Line Batch Only BU Business EM Employee FA Federal Agency Help 1 character If the business is coded as disadvantaged this field is required Indicate the gender code for the vendor Blank Not Specified M Male Owned U Unknown W Woman Owned TAMUS Employee Help 1 character Type Y if the vendor is an employee of the A amp M University System Vendor Information User Manual Page III 35 Screen 206 Vendor Ownership Information cont d Disadvantaged Ethnic Orig Charter Nbr Business Size Texas Company Employ Agency Busn Desc Exclude Vendor From HUB Process Help 1 character The vendor can be certified disadvantaged by the Department of Commerce or self reported as such Include the disadvantage code B Historically Black Colleges amp Blank Not Hub Not Specified Certified HUB Business Service Disabled Veteran Owner HUBZONE Labor Surplus Area Nota HUB Business Self Declared HUB Business Veteran Owned lt 0ZIOO I Help 3 characters If the business is coded as disadvantaged this field is required Enter a valid ethnic origin code ASP Asian Pacific Blank Not Specified BLK Black CAU Caucasian HSP Hispanic IND American Indian Native American UNK Unknown Not Specified
146. the Sel field Press ENTER to pass back the number to the field on Screen 170 Type H Hold or R Release in the Hold Reason H R field to view vendor s who have either been placed on Hold with the State or have been released from being on hold Press PF11 to scroll right and view the text describing why the vendor was placed on hold with the State To view the date and reason why a vendor was put on hold and or released place your cursor on a line item and press PF6 Press PF7 to look up the reason code and view the Hold Source Field Descri ptions 0 Required Help PF2 or Field Help Available Action Line Vendor 11 digits Enter a valid vendor identification number to advance the display to a specific vendor Hold Release H R 1 character Type H or R to restrict the display to vendors who are on hold or that have been released from being placed on hold with the State Screen Information Panel 1 Vendor Name 50 characters Displays the name of the vendor on hold with the State Vendor Information User Manual Page IV 6 Screen 171 State Hold Vendor ID Search cont d Vendor ID 11 digits Shows the vendor s identification number Hold Src 3 digits Identifies the hold source code that shows that placed the vendor on hold with the State For example 302 Attorney General 304 Comptroller of Public Accounts 310 Treasury Department 322 Texas E
147. the left of the vendor s name and press ENTER Vendor Information User Manual Page III 38 Screen 207 Vendor ACH Information cont d New Fields Send to TINS Values Y or N This flag works similarly to the two Send xxxx to TINS flags on Screen 203 but is a different field It may be set differently from the ones on Screen 203 Example if you have ACH set one way at the state for state payments but want local payments sent to different ACH routing A different mail code should be set up for state and for local Routing Number ACH bank s number used for routing Account Number agency account number with ACH bank CHECKING ACCOUNT SAVINGS ACCOUNT Account Type C S Trans Type ACH codes Commercial vs Personal CCD PMTTO COMMERCIAL VNDRS CCD PMT TO COMMERCIAL VNDRS The invoice number will be included in the addenda record for type CCD PPD PPD PMT TO PERSONAL ACCT PMT TO PERSONAL ACCT Always choose between the CCD and the PPD FAMIS currently sends the on all records The indicates that additional information is sent to the bank Prenotes A Prenote is a zero dollar ACH record that FAMIS sends to the ACH system as a test of the bank routing and account data When routing information is entered for a vendor this triggers the sending of a Prenote FAMIS will not send any actual ACH records within 14 days of sending the test Prenote The default for Pr
148. the specified vendor Drop and Delete Flag Maintenance In order to drop or delete a vendor FAMIS performs several checks There cannot be any outstanding vouchers purchase orders encumbrances or unpaid invoices on file referring to this vendor The difference between a drop and a delete is that if there are no vouchers for the vendor a dropped vendor is removed from the database immediately The vendor must be deleted before the record can be dropped Turning on the delete flag instructs the system to perform the above checks for activity against the vendor This must be done before the vendor may be dropped Turning on the drop flag is different in that it instructs the system to immediately drop the vendor from the database Delete Flag The delete flag marks a vendor for deletion or for dropping from the file The system checks the current fiscal year and the previous fiscal year for unpaid vouchers In addition the system will check for purchase orders that have not been completed and for vendor commodity relationships that are not deleted Drop Flag The drop flag will drop the vendor from the searches Setting the drop flag requires that the delete flag be set first If the vendor has no vouchers the vendor will be physically deleted from the file If there were vouchers for the vendor the vendor will be purged to the Vendor History file The history information is available on Screen 132 The delete flag must be O
149. this added modified information for the vendor is to be sent to TINS This value will remain until a manual change has been made Vendor Information User Manual Page III 9 Screen 203 Vendor Add Modify cont d Purchasing Bid To Tax ID Address City State Zip Country Phone Ext FAX Contact 9 digits Enter the vendor s tax identification number 4 lines 30 characters digits Type the vendor s bid mailing address 20 characters Include the name of the city for the bid mailing address Help 2 characters Enter vendor s state code for the bid mailing address 9 digits Identify the zip code for the bid mailing address Help 3 characters Type the country code for the vendor s bid mailing address 10 digits Enter the phone number for the vendor s bid mailing address 4 digits Include the phone extension for the bid mailing address 10 digits Type the FAX number for the bid mailing address 25 characters Indicate the name of the contact person at the vendor s bid mailing address Accounts Payable Remit To Address City State Zip Country Phone 4 lines 30 characters digits Type the vendor s billing address 20 characters Include the name of the city for the billing address Help 2 characters Enter vendor s state code for the billing address 9 digits Identify the
150. tion U State Agency University Texas Company Help 1 character Indicate if this vendor is a Texas company Valid values include Y Yes N No Blank No SIC Help 4 digits Specify the Standard Industry Code for this vendor For example Blank No Code Specified 9901 State Employees 9902 Nonprofit Organization 9903 Direct Deposit of Bills 9904 State Publication 9905 Refunds Charter Nbr 10 digits Provide the Texas charter number for vendors that are corporations Employ Agency 3 digits Type the state agency code This is required if Ownership Code is E For example 710 for SAGO Security 1 digit Include the TINS security code indicating who can change the vendor you set up Valid values are O 1 or 2 Vendor Information User Manual Page III 23 Screen 204 Vendor Purchasing Add Create cont d Busn Desc 3 digits currently not used Enter the business description code Sole Proprietor Partnership Data SSN FEI 11 digits Specify the Social Security Number or Federal Employer Identification number for a member of the partnership Name 50 characters Include the name of the person associated with the specified SSN FEI Email Addr 50 characters digits Enter the vendor s E mail address if available Terms Vendor Payment Disc Perct 5 digits Identify the standard discount percent given by the vendor Days 3 digits Specify the number of days in which the payment must be made in order
151. to receive the discount Ind Help 1 character Include any special indicators for the discount Valid values are l Aslnvoiced N Net P Prox Blank Not Specified Pay Days 3 digits Identify the Vendor s net pay days FOB Help 2 characters Define the Freight on Board specifications for the vendor For example Blank Not Specified CL Freight Collect DA Destination Frt Prepaid and Add DP Destination Frt Included PU Pickup No Frt Charged or Paid Established 8 digits Date the vendor was added By 7 characters digits Provides the FAMIS ID of the person who originally entered the vendor information Vendor Information User Manual Page III 24 Screen 204 Vendor Purchasing Add Create cont d Additional Functions PF KEYS PF5 HUB PF6 Stats PF7 NxVn PF9 Order See the Appendix for explanation of the standard PF Keys HUB Displays the State Hub Vendor Data Statistics Audit Information View additional vendor statistics and audit information Next Vendor Gets the next available vendor mail code so you can create a new address for the vendor The information for the original vendor stays on the screen so that only modifications for the new mail code need to be made Only available on Panel 1 Order View add modify the Purchasing Order From information Only available on Panel 1 Vendor Information User Manual Page III 25 Account
152. 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 ENTER 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 There are a few screens when pressing ENTER will take you back to the original screen Vendor Information User Manual Page VI 5 Appendix Instructions cont d Field Help Using the F2 Program Function Key On selected fields additional information can be displayed using the PF2 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 02 16 04 10 12 FY 2004 cC 02 Screen Account 010100 ED amp GEN INCOME TUITION Account Title ED amp GEN INCOME TUITION Resp Person 5uuuuuuu4 MASON MARY M Old Acct NA Year end Process F Reclassify _ Reporting Group Aux Code Fund Group FG Sub Fund Group Sub Sub Function Default Bank 03000 Override Y SL Mapped Count 18 Alternate Banks Security Dept S Dept Exec Div Coll Mail Cd Stmt Primary REV UN AD C6000 N Secondary VTEA AA CD VM C4457 Y Fund Source Long Title EDUCATIONAL AND GENERAL INCOME TUITION Account Letter Y Setup Date 08 26 1991 Hmenu Help EHelp
153. to provide information about any goods that were damaged Dmg Description 10 OF THE 12 DRUMS OF CONTAINING POLY ACRILAMIDE GEL FOR P A G E ANALYSIS HAD BEEN CRUSHED BY HEAVIER SUPPLIES AND WERE LEAKING UPON ARRIVAL NEW DRUMS HAVE BEEN REQUESTED FROM THE VENDOR AND SHOULD ARRIVE W IN 10 DAYS Forward Advances to the next screen or scrolls one page forward for a particular item Document Header Accesses a window of document header information From within this window you can view multiple windows of document information Document Header Extended Information Document A000021 Doc Year 2000 Total 25 00 Summary TVMDL Vendor 3vvvvvvvvv0 TEXAS ANIMAL CONTROL lt lt Dates gt gt Document 12 01 99 Cat LP User Ref 144013 TVMDL Reg Required Contact Ph Start Buyer Ph End Research Type Funds Type Order Change No Print Doc Y Dept VTEA SubDept Route Status FN Cat Order PCC Code LDT Code VT PF3 Back to 280 PF4 Exit PF5 AdDept PF6 Ship PF7 Sug Vndr PF8 Accts PF9 Notes PF10 Sole Emer PFll Items 4 Vendor Information User Manual Page VI 10 Appendix Standard PF Keys cont d Frwd Forward Advances to the next screen or scrolls one page forward for a particular item Header Document Header Accesses a window of document header information From within this window you can view multiple windows o
154. to select the vendor information Voucher 7 digits Displays the FAMIS voucher number Vch Lns 3 digits Indicates the number of line items on a voucher First Account 11 digits Shows the first account number paying for this voucher Description 21 characters Displays a description of items purchased Stat 4 characters Shows the status of the voucher Valid values are CYCL n Check Cycle or State Voucher Cycle DROP Dropped before payment acctg reversed PAID Paid after printing or Prepaid PEND Pending voucher no acctg Posted P CN Pending cancelled before acctg Posted P OP Pending voucher open no acctg posted P CL Pending closed closed but not posted should post overnight and enter into CYCL otherwise there may be a problem OUT Outstanding after being posted but before entering the check or state voucher cycle RECN Reconciled Cleared Bank or State Comp VOID Check or State voucher voided Net Amount 8 digits Shows the net amount of the voucher after discount Batch Date 6 digits Indicates the batch session date when transaction was processed MC 1 character Shows the vendor s mail code for the voucher Panel 2 Dept Ref 7 digits characters Indicates the reference number used by the department Check Nbr 7 digits Identifies the check number issued when payment was made Vendor Information User Manual Page Il 40 Screen 162 Voucher Inquiry by Vendor cont d Check Date 6 digits Indicat
155. ts Identify the standard discount percentage given by the vendor Days 3 digits Specify the number of days in which the payment must be made in order to receive the discount Vendor Information User Manual Page 11 23 Screen 103 Vendor Add Modify cont d Ind Pay Days FOB Established By Modified By Additional Functions PF KEYS PF5 HUB PF6 Stats PF7 NxVn PF9 Order Help 1 character Include any special indicators for the discount Valid values are Aslnvoiced N Net P Prox Blank Not Specified 3 digits Identify the vendor net pay days Help 2 characters Define the Freight on Board specifications for the vendor For example Blank Not Specified CL Freight Collect DA Destination Frt Prepaid and Add DP Destination Frt Included PU Pickup No Frt Charged or Paid 8 digits Date the vendor was established 7 characters digits Provides the FAMIS ID of the person who originally entered the vendor information 8 digits Indicates the date the vendor information was last modified 7 characters digits Identifies the FAMIS ID of the person who last modified the vendor information See the Appendix for explanation of the standard PF Keys HUB View State Hub Vendor Data Statistics Audit Information Provides vendor statistics and audit information Next Vendor Gets the next available vendor mail code so you can create
156. tup to TINS Flag and add the state mail code to Screen 103 203 Issue Problem As with the paper TINS setup timing issues may arise the next state mail code cannot be reserved at the State So between the time you identify the next mail code and process the new vendor through FAMIS someone else could grab that same mail code and process a transaction prior to the FAMIS feed to State This situation will create an error record on the State error report It is conceivable that this circle could continue a couple of times before a unique record is added at the State If this happens change the mail code on FAMIS to the next mail code and set the Send New Setup to TINS flag Feed to State FAMIS sends one 1 daily batch feed to State with the all Parts TINS records This will be done in job F13FTTIN The State won t accept a vendor setup record and an ACH record for the same vendor on the same day In this case FAMIS will automatically delay sending the ACH data for one day Therefore if voucher is sent to State the same day as a new vendor Setup record the state will create a warrant as the ACH request will not be sent until the following day Vendor Information User Manual Page V 3 FAMIS Interface with TINS cont d FAMIS Processing of Online Screen Entry All changes to fields on Screen 203 including panel get logged to a separate FAMIS file Only a subset of this file will actually be sent to TINS
157. unt Description Stat Net Amount Batch Date MC Vendor Total Panel 2 Dept Ref Check Nbr Check Date Net Amount Vendor Total Additional Functions PF KEYS PF9 Addr 11 digits Identifies the first account number on voucher 20 characters Displays the description entered on the voucher 4 characters Shows the status of the voucher For example CYCL n Check Cycle or State Voucher Cycle DROP Dropped before payment acctg reversed PAID Paid after printing or Prepaid PEND Pending voucher no acctg Posted P CN Pending cancelled before acctg Posted P OP Pending voucher open no acctg posted P CL Pending closed closed but not posted should post overnight and enter into CYCL otherwise may be a problem 10 digits Shows the net amount of the voucher after discount 6 digits Indicates the batch session date when transaction was processed 1 digit Shows the vendor s mail code for the voucher 10 digits Shows total dollar amount paid to the vendor 7 digits characters Shows the department reference number 6 digits Identifies the check number issued when payment was made 6 digits Indicates the date the check was processed 10 digits Identifies the net dollar amount of the voucher 10 digits Shows the total dollar amount paid to the vendor See the Appendix for an explanation of the standard PF Keys Address Shows detail addr
158. vvvO More Entries Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Advance to Screen 101 Type the valid Vendor ID number if known on the Action Line If the Vendor ID number is not known type the vendor s name a portion of the Y KKK Y lvvvvvvvvvJ State N Vendor Name XENON XENON XENON XENON XENON XENON XENON XENON XENON XENON XENON UNIPC XENON XENON XENON CORPORATION DIRECT CORPORATION CORP CORP CORPORATION CORP ADMINISTRATION CORP CORP CORPORATION CORPORATION CORPORATION Addr 06 15 09 10 56 FY 2009 CC 02 City sT CHICAGO IL CHICAGO IL SAINT PETERSB FL DALLAS TX MCLEAN VA SANTA ANA CA DALLAS TX DALLAS TX SAINT PETERSB FL PHILADEPHIA PA DALLAS TX LANHAM MD PHILADELPHIA PA ROCHESTER NY PASADENA CA NxVn vendor s name or an on the Action Line to activate the vendor search and select Select a vendor and press ENTER to return the ID number to the Action Line Press ENTER to display the FAMIS ID numbers for all vendors of the same name beginning with the vendor whose ID number is on the Action Line Vendor Information User Manual Type an X next to a vendor ID and press ENTER to select that vendor This ID will be carried with you to the next vendor screen that you visit Page Il 9 Screen 101 Vendor Number Search cont d Vendor Number Search Process Screen 101 Search
159. vvvvv2 N Y N HI COMMUNICATIONS lvvvvvvvvv3 N Y N COMMUNICATIONS lvvvvvvvvvO N Y N lt COMMUNICATIONS lvvvvvvvvv0 N Y N ROTATOR SERVICE 2vvvvvvvvvO N Y N End of List 7 Campus 02 Vendor s Found PFA Exit PF9 Bid PF10 Remit PF11 Order PF12 Main Hmenu Help EHelp HUB Stats NxVn Order Left Right Select Vendor from Pop Up Window After searching through the list displayed if the desired vendor is located tab to the space next to the vendor s name type an X and press ENTER This will pass the information back to the screen for further action Press PF4 to exit the pop up window without selecting a vendor Vendor Information User Manual Page Il 6 Vendor Basic Concepts cont d Additional Vendor Information on Pop Up Screen Alias Indicates if an alias exists for the vendor Frz Shows whether or not the vendor has been frozen from future activity Del Identifies if the vendor has been deleted from the system SHld If the vendor has been placed on hold by the State a Y will be displayed HUB A Y indicates this is a HUB vendor FAMIS Screens Position the Display To advance the list displayed to a specific vendor type the vendor s identification number in the Vendor field and press lt ENTER gt Vendor Information Process Add New Vendors to the System The system will display the message Vendor number not found enter modifications to add when you type a vendor ID number on th
160. y to a specific vendor type the vendor s name or vendor identification number in the Vendor field on the Action Line and press ENTER e Ifthe hold status information needs to be modified type an X next to the vendor s name and press ENTER to advance to Screen 209 Vendor Hold by Agency Search Process Press PF11 to scroll right and view the text describing the agency that placed a vendor on hold the date it was effective and the amount of money owed by the vendor To view description for the reason the agency placed the vendor on hold press PF6 Type an X to the left of the desired vendor and press ENTER to add or change the hold status information Field Descri ptions 0 Required Help PF2 or Field Help Available Action Line Vendor Screen Information Panel 1 Vendor Name Vendor ID Hold Rsn Hold Reason Description Panel 2 Agency Hold Date 11 digits Enter a valid vendor identification number to advance the display to a specific vendor 26 characters Displays the name of the vendor that has been placed on hold by agency 11 digits Shows the vendor s identification number 3 digits Identifies the code number for the reason the vendor was placed on hold 30 characters Includes the description of why the vendor was placed on hold 3 digits Displays the name of the agency that placed the vendor on hold 8 digits Shows the date the vendor

Vendor Information User Manual - The Texas A&M University System

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

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Vendor Information User Manual - The Texas A&M University System