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INVOICING USER`S MANUAL - Texas A&M University

1. FIELD DESCRIPTIONS Action Line Information Doc 7 characters digits Entry Reguired Identify the purchase document associated with the invoice Inv 14 digits Entry Reguired Indicate the invoice number as assigned by the vendor for the selected order Item 5 digits Entry Reguired Identifies the first line item to display Will default to item 901 0 if not otherwise specified Invoicers User s Manual Page I 27 Screen 344 Invoice Frt Tax Ins Oth Items FIELD DESCRIPTIONS cont d Screen Information Type Extended Price Credit Description Account Pct Amt Additional Functions PF KEYS PF5 Next PF6 PIP Page 11 28 1 character Help Available Indicate the type of additional charge to be added to the invoice 15 digits Enter the total cost of the additional charge 1 character Indicate whether or not Y or blank the specified amount should be credited to the invoice 5 lines 45 characters each Type a short description of the charge to be added to the invoice 15 digits Identify the SL Account the Support Account and the Object Code to be used to pay for the additional charge 6 digits Indicate the percentage of the total charge to be paid by the specified account 14 digits Signify the dollar amount of the total charge to be paid by the specified account If a percentage was not specified in the previous field then a dollar amount to be paid
2. 2004 Texas A amp M University System All Rights Reserved This is unpublished information which contains trade secrets and other confidential information that is subject to a confidentiality agreement The unauthorized possession use reproduction distribution display or disclosure of this material or the information contained herein is prohibited Page I 2 Invoicers User s Manual INTRODUCTION The purpose of this manual is to assist in accessing and utilizing information in the Invoicing 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 Fixed Assets Purchasing and Sponsored Research Manuals for these applications are being developed or are currently available The materials are grouped according to function All associated screens and processing information are included along with field descriptions 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 invoicing information as well as create and modify invoices The FAMIS User Manuals are in a constant state of revision due to screen updates changes in proced
3. 1 character Identifies the class of the document Valid values are Requisition Purchase Order Master Order Bid Exempt Purchase or Limited Purchase 1 character An indicates whether or not notes are attached to the document 6 digits Identifies the State Order Number of the specified document 7 characters digits Identifies document numbers for the class of document specified 18 characters Identifies the name of the vendor the items were purchased from 4 digits Indicates the date the document was set up on the system Invoicers User s Manual User Ref Amount St Additional Functions PF KEYS PF5 Invc PF6 Recv PF7 Audit PF8 Accts PF9 PIP PF10 Headr Invoicers User s Manual Screen 287 Document Browse by State Order Nbr FIELD DESCRIPTIONS cont d 14 digits Displays the user reference that is used to identify the subsidiary ledger SL account number used for the order followed by the departmental reference number 13 digits Indicates the total dollar amount of all line items for the document 3 characters Represents the status of the specified document Common document status codes include COmpleted CLosed and In Process See the Appendix for a detailed description of the standard PF keys Inve Used to view the invoice details Receive View the receiving information associated with the selected document Audit Information View the
4. Appendix REFERENCE 3 Auto or Field Manual Type Code Related Transactions REF 3 A AP Check 04x AP Disbursements GL 068 Prepaid Vouchers M Teller 03x Receipts If manually entered 04x Disbursements 023 Transaction Inquiry by Account 10 23 98 15 07 FAMIS SERVICES FY 1998 CC 01 Screen Account 271030 4010 Ref 3 Direct Indirect D Bank Option Description PHYSICAL PLANT IKOR OFFICE SOLUTIONS MATERIALS SERVICES MATERIALS SERVICES MATERIALS SERVICES IKOR OFFICE SOLUTIONS MATERIALS SERVICES REIMB COPIES STAFF MATERIALS SERVICES MATERIALS SERVICES MATERIALS SERVICES PHYSICAL PLANT FRANN K STRALEY PHYSICAL PLANT Continued Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp View DLoad Left Right Page VI 26 Invoicers User s Manual FAMIS Reference Codes Appendix REFERENCE 4 Field Type Code Related Transactions REF 4 Dept 068 Vouchers Credit Memo Prepaid Vouchers Prepaid Credit Memos Revolving Prepaid Vouchers Change Source of Funds Multi Vendor Vouchers A R Payment Check 022 A R Additional Line Item Entry A R Line Item Adjust A R Line Item Payment 060 AFR Entries Reversals SL amp GL 023 Transaction Inguiry by Account 10 23 98 15 08 FAMIS SERVICES FY 1998 CC 01 Screen ___ Account 271030 4010 Ref 4 Direct Indirect D Bank Option _ Sbcd TC Ref 4 Date SAcct Description PHYSICAL PLANT IKOR OFFICE SOLUTIONS
5. Cost Ref 1 PAR Req Pay Cost Ref 1 D Reg Pay Cost Ref 1 DE 23 Dates Req Pay IC Total Posted Items 1 Pg 1 of Total Amount 6130 20 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Exit Next XRItm Bkwd Frwd VOInt Page 11 30 Invoicers User s Manual Screen 345 Invoice Pending Voucher Create Mod BASIC STEPS Creating a New Pending Voucher e Advance to Screen 345 e Type a valid purchase document and invoice number on the Action Line e Type a zero 0 in the Voucher field on the Action Line e Press lt ENTER gt to pull in information from the purchase document and create the pending voucher for your invoice e Press lt ENTER gt a second time to access the multi account pop up window Make any necessary changes e Press lt ENTER gt to record the account information as part of the pending voucher Modifying Your Pending Voucher e Advance to Screen 345 e Type a valid purchase document invoice and voucher number on the Action Line e Press lt ENTER gt to access current voucher information e Make changes to the voucher header as desired e Press PF11 to access the multi account pop up window Make changes to the voucher account information as desired e Press lt ENTER gt to record the account information and exit the pop up window e Press the PF7 BVchr key to re build the voucher with the new information EXPLANATION OF INVOICE
6. P P600026 Document Tracking Class Document Item Action 10 05 95 10 12 95 10 13 95 CLOSED 10 13 95 REOPEN 10 13 95 CLOSED 10 13 95 REOPEN 10 13 95 CLOSED 10 13 95 PF3 Back To 280 PF4 Exit PF12 Track Vndr Suggested Vendors Displays all suggested vendor sources for a particular document Suggested Vendors Information Document R400007 VID or FEI 680101128 VID or FEI 841208588 FALCON SYSTEMS INC LEGACY SYSTEMS Addr 5000 ROSEBUD ROAD Addr 1006 DEPO HILL RD SUITE G SACREMENTO MA 95842 BROOMFIELD NY 80020 800 326 1002 FAX 916 344 1292 PH FAX Press lt PF4 gt to Exit Page VI 20 Invoicers User s Manual FAMIS Transaction Codes Transaction codes are three 3 characters in length With the exception of budget transactions and the 059 encumbrance processing only the first two characters for a transaction are significant as to how FAMIS will process the transaction The last character essentially works as a user reference to further describe the transaction Denotes special FAMIS processing For detailed descriptions of these transaction codes see the main body of the manual FAMIS assigned reference codes Users should exercise caution when entering these codes as it makes it more difficult to determine if the information has been processed correctly User defined transaction codes defined codes are used in different parts of the TAMU system Shown below are suggestions of how t
7. 25 characters digits Represents the customer accounts receivable number or the vendor s reference number Invoicers User s Manual Screen 340 Invoice Header Create FIELD DESCRIPTIONS cont d Alt Vendor IC Rsn Vchr Amt Other Parts Amt Dup Inv Ovrd Invoicers User s Manual 11 digits Identify the alternate vendor to be paid if different from the original vendor on the purchase document 1 character Help Available Identify the interest calculation procedure to be followed Valid values are A Accept Scheduling of Late Payment BLANK None F Force Interest Calculation R Refuse Interest Calculation 2 characters Help Available Include the reason for interest exemption Valid values are AD Agency Discretion Exercised AI Automation Issue s AP Advance Payment DP Disputed Payment DT Direct Payment of Travel Expenses FC FED Contract Terms Prohibit Pymt GE GSC Exemption Granted 7 Documented MI Mailing Instr On PO Not Followed NI No Invoice Received 15 digits Displays the amount vouchered for or the amount of the invoice to be paid by your agency 15 digits Indicates the amount to be paid by other parts of the TAMUS i e if the PO indicates the cost will be shared by at least one other part 1 character Indicate whether or not Y or blank duplicate invoices should be overridden by the system Page II 19 Scree
8. Entry Required Entry Required Entry Required Entry Required Page II 33 Screen 345 Invoice Pending Voucher Create Mod FIELD DESCRIPTIONS cont d ACH Ovrd 1 character Indicates Y or N if an override was put on the ACH voucher thereby creating a check in the check cycle Hold Flag 1 character Help Available Indicates whether or not Y or N to hold the voucher or prevent it from entering the check cycle Alt Vendor 11 digits Identifies the alternate vendor who will receive payment for the order W2 SSN 9 digits Identifies the W2 social security number for they employee if the voucher is for services i e moving Travel Hotel Zip 9 digits Designates the zip code of the hotel used for travel This helps to determine the percentage usage and whether or not the state discount rate is being utilized USAS Doc Type 1 character Displays the USAS document type which determines how to process the voucher at the State level PCC Code 1 character Help Available Indicates the purchase category code that identifies various purchase types and their associated payments For example A GSC term contract automated B GSC term contract scheduled BLANK not applicable GSC exempt PDT Code 2 characters Help Available Displays a payment distribution type code that identifies how transactions will be combined for warrants and direct deposits For example BLANK Default fr
9. PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Inve Recv DlPrt Accts Print Left Right BASIC STEPS e Advance to Screen 278 e Enter the document number you wish to display o Press lt ENTER gt to retrieve document information Each line item is listed at the bottom of the screen e Type an X next to the line item or position the cursor in the S select field and press lt ENTER gt to advance to screen 279 where detailed information will be provided Invoicers User s Manual Page V 41 Screen 278 Document Inquiry FIELD DESCRIPTIONS Action Line Information Document Screen 1 Information Doc Summary Vendor Reimburse ID Doc FY Doc Amt User Ref Status Amt Inv Doc Date Page V 42 7 characters digits Identifies the document to be displayed 50 characters digits Displays a brief description of the document selected 50 digits characters Displays the identification number and name of the vendor from which items are purchased 11 characters digits Identifies the ID of the individual who is being reimbursed for items already purchased 4 digits Indicates the fiscal year in which the document is processed 15 digits Displays the total dollar amount for the specified document 14 digits Displays the user reference that is used to identify the subsidiary ledger SL account number used for the order followed by the dep
10. RJ Rejected RC Recalled DL Deleted EL Exec level RL Regulatory level PL Processing level CO Completed 6 digits Indicates the date the document was last modified 4 digits Indicates the time the document was last modified 8 characters digits Indicates the user ID and name of the person performing the action on the document Page IV 7 Screen 293 PIP Browse By Purchasing Document FIELD DESCRIPTIONS cont d Additional Functions PF KEYS See the Appendix for a detailed description of the standard PF keys PF6 Displays the invoice problem in View detail F6501 Update not allowed because 1000039 is routing Doc A901778 Invoice Problem 1000039 Type I Inv 270110842 Created By on 09 07 1999 0 more PIPs Page Code Translation 21 This appears to be a duplicate payment Your invoice is being filed with the original payment which is listed below Be sure to cancel complete this duplicate document Comments THIS PREVIOUSLY PAID ON L999354 REF 5602075 CK 1047675 PF4 Exit Page IV 8 Invoicers User s Manual PIP Document Browse By Invoice Use this screen to access PIP information when you have the Invoice number Screen 294 is helpful when you need to view and select invoices by invoice number for any documents that have had PIPS Screen 294 Document Browse By Invoice 294 PIP Browse by Invoice 11 12 03 9 05AM FY 2004 CC 02 Screen Invoice 68012 99 Invoice Doc P
11. 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 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next The first help screen describes the field pressing lt ENTER gt will display the valid values for the field DESCRIPTION AN INSTITUTIONALLY DEFINED CODE THAT GROUPS CURRENT FUND EXPENDITURES ACCORDING TO THE PURPOSE FOR WHICH COSTS WERE INCURRED ACCRUED COMPENSABLE ABSENCES ACADEMIC SUPPORT AUXILIARY NOT SPECIFIED INSTRUCTION IS INSTITUTIONAL SUPPORT PL OPERATION amp MAINT OF PLANT PS PUBLIC SERVICE Lookup Value Menu Rule IAFRS FG FS PURP Default value is View IAFRS GENERAL SUBSIDIARY LEDGER Field FG FS PURP PF1 Menu PF4 Exit Page VI 6 Invoicers User s Manual Instructions QUESTION MARK HELP FAMIS also provides information about selected fields through the Question Mark Help facility This HELP information may be accessed by typing a question mark in the field in question and pressing the lt ENTER gt key A pop up window is displayed with the valid values for the field By typing an X next to the desired value that value is passed to the main screen This is called the Passback feature Screen 002 GL 6 Digit 002 GL 6 Digit 02 13 04 12 0
12. Entry Required Page V 51 Screen 291 Document Tracking Cross Reference FIELD DESCRIPTIONS cont d To Document To Item From Cls From Document From Item Action Action Date Action Time By User Additional Information PF KEYS Page V 52 7 characters Displays the document number the item was transferred to 3 digits Identifies the item number on the document it was transferred to 1 character Identifies the class of document the document item was transferred from 7 characters Identifies the document number from which the item was transferred 3 digits Identifies the item number on the document from which the item was transferred 7 characters Designates the type of action that was taken against the document 6 digits Date the action was performed on the document 4 digits Time the action was performed on the document 8 characters digits Indicates the user ID of the person performing the action on the document See the Appendix for an explanation of the standard PF Keys Invoicers User s Manual Page VI 2 Invoicers User s Manual 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 w
13. Provides a window showing all document items From within this window you can view multiple windows of item information Warns Displays any FAMIS warnings Invoicers User s Manual Page III 2 Invoicers User s Manual Listing Invoices by Purchase Order Numbers To access invoice information when you know the purchase order PO number use Screen 350 This screen gives you summary information about invoices sorted by their PO number A specific invoice may be viewed by typing an X in the S select column and pressing lt ENTER gt The system will then take you to screen 358 to show you more detailed information about that invoice Screen 350 Invoice Inquiry by PO Document Number 350 Invoice Inquiry by PO Document Screen P000004 P000005 P000007 P000008 P000009 P000009 P000010 P000011 P000011 P000012 P000012 P000012 P000012 Doc P000004 68012 99 58672 034996 961443 00007159 0007159 IN 10924 174783 174942 2522460 2522461 2524060 2524080 Hmenu Help EHelp BASIC STEPS e Advance to Screen 350 e Type your purchase order number if known e Press lt ENTER gt to view a complete list of all invoices beginning with the 2 10850 2392 Press ENTER To view more Items Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 purchase order you specified if any Pg 1 __ Voucher 5701626 5714851 5703318 5703300 5703306 5703304 5703399 57
14. RENEE S THIS PAYMENT SERVES A PUBLIC PURPOSE AND THE AGENCY IS RECEIVING ADEOUATE CONSIDERATION INVOICE NOTES After reviewing the PIP document you may add routing notes and then approve the document This will send it along the approval path for your department You may also add notes to the original purchasing document using Screen 239 for purchase orders or Screen 244 for limited purchases In the following example we are entering a routing note by typing NOT in the action field Screen 03 05 02 15 42 Routing Document Information cc 02 Action NOT ROUTING NOTES Doc ID PIP021999993 Status PROPOSED Doc Summary Membership Released by 09 08 1996 by LOVETT TAMMYT Invoice Problem Cover Sheet Limited Purch 1700002 Invoice 5259 PO Doc Creator LEXOR LARRY Voucher 3001509 User Ref 4400000000 Vchr Stat P CL Dept Name MIS PROJECT Press PF6 for more PIP information PF4 PF5 PF6 Exit NDoc DSumm Invoicers User s Manual Page II 9 Invoicing Basic Concepts PURCHASING INVOICE PROBLEMS PIPs cont d Screen 910 Routing Notes Pop Up Window Document PROSAR100001 gt gt You may add more notes lt lt Reason rejected on 04 03 03 by JOSHI REKHA M NEED MORE INFO ON THE PRODUCT PF4 to exit The final step is approving the PIP document so it will continue along the department s approval path Type APP in the A
15. entered Drop Flag A data element whose condition signifies that a document will be permanently removed from the database during the next archive cycle Encumbrance An on line feature that assists the user with data entry by providing an explanation of a message and the appropriate action to take Endowment Invoicers User s Manual Glossary Appendix 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 The third digit of the Transaction Code Entry Code which specifies the type of transaction The account credited for discounts taken by the system when a check is written A table containing user defined values representing discount terms for vendors A record of the dollar amount and the type of financial transactions posted to an account 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 A data element whose condition signifies that a document is to be removed from the data base immediately E An obligation incurred in the form of a purchase order or contract Also referred to as an open commitment Funds received by an institution from a donor who specifies the condition that the principal not be spent Page VI 31 Glossary Appendix Endowmen
16. to identify the subsidiary ledger SL account number used for the order followed by the departmental reference number Date 6 digits Indicates the date the document was set up on the system S Dept 5 characters Identifies the sub department associated with the document Amount 13 digits Indicates the total dollar amount of all line items for the document Additional Functions PF KEYS See the Appendix for a detailed description of the standard PF keys PF5 Invc Invc Used to view the invoice details PF6 Receive Recv View the receiving information associated with the selected document PF7 Audit Information Audit View the audit information for the selected document Invoicers User s Manual Screen 272 Document Browse by Status FIELD DESCRIPTIONS cont d PF8 Accts PF10 Headr PF11 Items PF12 Track Invoicers User s Manual Accounts Shows the account distribution used for the document selected Header Shows the document header information that was entered when the document was created Items Lists the line item information for the document Track Allows you to track the routing history of the selected document Page V 35 Displaying The Document Summary A complete view of the entire document in a format similar to that of a printed document may be viewed on Screen 288 Screen 288 Document Summary 288 Document Summary 02 17 04 5 00PM FY 2004 CC 02 Screen Doc D40
17. 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 symbols appear press your RESET key often the ESCAPE key on a PC 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 Invoicers User s Manual Page VI 3 CJ CJ Instructions 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 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 and account are found on the Action Line Data that is entered on the Action Line will be carried in context from screen to
18. 0000000 2702300000 00000000 4306000000 00000000 00000000 808709483 808709491 808709499 Date 06 08 99 08 17 99 08 17 99 08 30 99 09 06 99 07 08 02 12 12 02 02 25 03 08 01 03 03 05 96 04 15 96 05 27 96 11 12 03 9 10AM FY 2004 CC 02 S Dept Amount 15 000 16 039 430 000 More Entries Press lt Enter gt to continue Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PFl11 PF12 Hmenu Help EHelp Inve Recv Audit Accts 271 Headr Items Track e Type your department and sub department codes on the Action Line Press lt ENTER gt to view a complete list of all documents in your department sub department that have been closed but not routed e You may type an X in the SL select column to the left of a document to advance to Screen 278 where detailed information will be displayed FIELD DESCRIPTIONS Action Line Information Dept SubDept Invoicers User s Manual 5 characters Help Available Identify the department to display documents 5 characters Help Available Indicate a sub department to display specific documents Entry Required Entry Required Page V 29 Screen 271 Documents Closed But Not Routed FIELD DESCRIPTIONS cont d Class Doc Screen Information SL CL NT Doc Buy Vendor Name User Ref Date Page V 30 1 character Help Available Identify the class of document to inquire on I
19. 08 2002 by LOVETT TAMMYT Invoice Problem Cover Sheet Limited Purch 1700002 Invoice 5259 PO Doc Creator LEXOR LARRY Voucher 3001509 User Ref 4400000000 Vchr Stat P CL Dept Name MIS PROJECT Press PF6 for more PIP information PF4 PF5 PF6 Exit NDoc DSumm CREDIT MEMOS A credit memo is a reduction in the payment you are making to a particular vendor Credit memos may result from overpayment to over billing by or the return of merchandise to your vendor Credit memos may be referenced to a particular order document by using the invoicing section of FAMIS to process the reduction in payment In other words you may use FAMIS to create a negative invoice for a particular order If you need to process a credit memo for your order the first step is to create the invoice credit memo header on Screen 340 Unlike regular invoice headers you must remember to turn on the credit memo flag see below in order for the system to recognize the invoice total as a negative dollar amount An ACH credit will be processed if the voucher contains lines egual to or greater than the credit FAMIS does not net out across multiple vouchers ACH processing evaluates the vouchers on a voucher by voucher basis For example if you have one voucher for 5 167 02 a second voucher for a credit of 1 771 20 and a third voucher for a credit of 1 296 00 you will need to add both of the credits to the original voucher so that
20. 09 06 99 09 06 99 09 06 99 09 06 99 09 06 99 09 06 99 09 06 99 09 06 99 09 06 99 09 06 99 More records Press ENTER to scroll Hmenu Help EHelp BASIC STEPS e Advance to Screen 292 e Enter a PIP Number in the PIP field or press lt ENTER gt to scroll down and search View 11 12 03 9 04AM FY 2004 CC 02 Modify e Type an X in the Sel field and press PF6 to view detail FIELD DESCRIPTIONS Action Line Information PIP Screen Information Sel PIP number Invoicers User s Manual 7 characters digits Enter a valid PIP Number 1 character Help Available Type an X in this field to select the document you would like to display 7 character digits Displays the PIP number GRIM02P GRIM02P GRIM02P GRIM02P GRIM02P GRIM02P GRIM02P KEKRO2P KEKRO2P KAUTO2P GRIM02P GRIM02P Entry Reguired Page IV 3 Screen 292 PIP Document Browse FIELD DESCRIPTIONS cont d Type For Document Invoice Number Rt Cd Modify Date Modify Time By User Page IV 4 3 characters Valid values include FYA Approve and route forward to a person or desk as a For Your Approval document This is done when you wish a person to approve a document and they are not in the path for that document Key in the name of the person or the name of the desk to receive the document for approval in the pop up window that appears when you enter this action FYI Send a copy
21. B 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 A collection of related transactions input to the system with a header record and control totals usually prepared by one person or subsystem feed A type of interface where one system generates transactions to be batched for input into another system See Budget Balance Available A plan of revenue and expenditures for an accounting period expressed in monetary terms That portion of budget funds that is unspent and unencumbered A budget summarized at significant levels of revenue or expense A single pool of money defines for use by specific object codes C Coins currency checks and anything else a bank will accept for immediate deposit A non vouchered payment for goods received services rendered reduction of debt or purchase of other assets Cash Receipt Chart of Accounts Check Override Claim On Cash Clearing Account COA Compound Journal Entry Context Credit Memo Cycle Cash received from cash sales collections on accounts receivable and sale of other assets A listing at the 6 digit level of all account numbers within the Financial Accounting System The capability to bypass on an individual voucher basis controls that were previously set for all vouchers The share of ownership that an account has in the in
22. If either test fails an error is returned and no further checking is done If both tests pass and the item is high dollar no further tests are done If both tests pass and the item is low dollar tolerance checking continues XPC Extended Price Control High Dollar vs Low Dollar Determination If the invoice passes the above tolerance checking calculations and 2 the next step is to check the XPC extended price control to determine if the item is an XPC high dollar item or an XPC low dollar item e PO extended price is gt extending price control XPC then item is a XPC high dollar item e PO extended price is lt extended price control XPC then item is a XPC low dollar item Invoicers User s Manual Page I 41 Screen 346 Invoice Document Close EXPLANATION OF INVOICING PROCESSES cont d XPC Extended Price Control Tests XPC high dollar items use Above Extended Price Percent and Quantity Percent XPC low dollar items use Below Extended Price Percent and Quantity Percent The extended price tests are run only if the item is a UPC low dollar item Note this is the way IA designed the system The assumed reason is that high dollar items will be caught in the extended price cap test above and the XPC tests remain for use by low dollar items Test 3 Extended Price Percent Invoice Extended Price lt PO Extended Price PO Extended Price x Extended Price Test 4 Quantity Percent Invoice Quantity lt P
23. Indicates the unit of measure for the specified line item after conversion to match the purchase order 12 digits Displays the item unit price after being converted to match the purchase order 12 digits Displays the item extended price from the invoice Invoicers User s Manual Screen 359 Invoice Item Summary FIELD DESCRIPTIONS cont d Total Ordered Information Quantity UOM Unit Price Extended Price 10 digits Indicates the total quantity of the selected item ordered 4 characters Indicates the unit of measure for the specified line item as ordered 12 digits Displays the item unit price as ordered 12 digits Displays the item extended price as ordered Received for PO Information Quantity UOM Unit Price Extended Price UOM Error Last Modified by Date Invoicers User s Manual 10 digits Indicates the total number of the item received to date 4 characters Indicates the unit of measure for the specified line item as received 12 digits Displays the item unit price as ordered 12 digits Displays the item extended price as ordered 1 character Indicates whether or not Y or N the unit of measure on invoice could be converted to match the PO 7 characters Identifies the user ID and name of the last person to modify the invoice item 8 digits Displays the session date entered on the batch header Page III 19 Screen 359 Invoice It
24. No 979 882 1533 Bidding Vendor Vendor Contact Bid Amount Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Fwrd Screen 288 Document Summary Page 4 288 Document Summary 02 17 04 5 01PM FY 2004 CC 02 Screen Doc D400004 Number of Desc Lines 5_ Page 4 Of 4 REASON FOR AWARD TO OTHER THAN LOW BIDDER Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Fwrd BASIC STEPS Advance to Screen 288 Enter the document number you wish to display Enter the number of description lines to display per item Press lt ENTER gt to retrieve document information Continue to press lt ENTER gt to scroll through the pages of the document or use PF7 and PF8 to scroll backwards and forwards through the pages Invoicers User s Manual Page V 37 Screen 288 Document Summary FIELD DESCRIPTIONS Action Line Information Doc Number of Desc Lines Page Screen 1 Information Vendor Invoice To Ship To Screen 2 Information Item Description Ouantity UOM Unit Price Page V 38 7 characters digits Entry Reguired Identify the document to be displayed 2 digits Indicate the number of description lines to display per item The screen will default to 5 lines to match those on the item create screen if not specified 2 digits Signify the document summary page to be displayed Will defa
25. PENDING VOUCHER PROCESSES Pending Vouchers A pending voucher is a voucher that has not yet been posted to accounting It is pending some further action before posting can take place Pending vouchers are used so that you may enter and or modify voucher information as needed before the voucher is posted This makes it possible for you to change voucher information such as vendor and subcode that you would not be able to modify using regular voucher processes Generating the accounting entries that expense the line item accounts will occur when your pending voucher is posted There are two ways to post a pending voucher It can be done either 1 on line using the PF10 key labeled Post on the invoice document close screen Screen 346 or 2 allowing the nightly cycle to process the pending voucher The status of the voucher changes from pending to outstanding when it is posted Before a pending voucher can successfully post its accounting entries the invoice document must be closed and all required matching must be complete Please Note When you make changes to an existing pending voucher you must rebuild the voucher before it can post You can do this using the PF7 key labeled Bvchr on Screen 345 Invoicers User s Manual Page II 31 Screen 345 Invoice Pending Voucher Create Mod FIELD DESCRIPTIONS Action Line Information Doc Inv Voucher Default Cost Ref Doc Summary Typ
26. PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next PIP Cnc1R Notes Post Items Warns lt lt Dates gt gt Document 03 26 1999 BASIC STEPS Closing Your Invoice Document Advance to Screen 345 Type a valid purchase document and invoice number on the Action Line Press lt ENTER gt to display existing invoice information Type a Y in the Close Invoice Document field Press lt ENTER gt to close the invoice and initiate a two three way match check Re opening Your Invoice Document Advance to Screen 345 Type a valid purchase document and invoice number on the Action Line Press lt ENTER gt to display existing invoice information Type a N in the Close Invoice Document field Press lt ENTER gt to re open your invoice document Canceling Your Invoice Document Invoicers User s Manual Advance to Screen 345 Type a valid purchase document and invoice number on the Action Line Press lt ENTER gt to display existing invoice information Type a Y in the Cancel Invoice Document field Press lt ENTER gt to cancel your invoice document Page II 39 Screen 346 Invoice Document Close EXPLANATION OF INVOICING PROCESSES Matching Status When you close an invoice document the system attempts to make a 2 way match or a 3 way match The matching process compares data from the purchase order to the invoice information for the 2 way match or data from the purchase order to th
27. 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 Page VI 18 Invoicers User s Manual Standard PF Keys Appendix EXTENDED FUNCTION KEYS cont d Ship Shipping Address Displays the Ship To and Invoice To addresses for the document Required Shipping and Text Information Document P400013 Ship To Address Nbr Invoice To Address Nbr Name DEPARTMENT OF CHEMISTRY Name DEPARTMENT OF CHEMISTRY Addr ATTN ANDY FREDERICKS Addr ATTN MATTHEW RATLIFF City COLLEGE STATION State City COLLEGE STATION State 778433255 Country 778433255 Country FAX FAX Press lt PF4 gt to Exit Sole Sole Source Displays Sole Source and Emergency purchase reasons Sole Source and Emergency Information Document R400007 Sole Source Y N N Reason Emergency Y N N Reason Press lt PF4 gt to Exit Invoicers User s Manual Page VI 19 Standard PF Keys Appendix EXTENDED FUNCTION KEYS cont d 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 windows lines and press lt PF12 gt again
28. Transaction Code Update Screen Valid Value Vendor Vendor Addresses Vendor File Glossary Appendix An additional charge on the acquisition of goods that is imposed by the taxing authority and should be paid with the invoice A vendor from whom only one purchase or service is required No further transactions for this vendor are expected A three digit code that uniquely identifies a transaction type and determines editing criteria and dollar fields to be updated U A screen that allows a user to enter data for updating the files V A value of a data element that has been defined for input A provider of goods and or services See Order From Addresses and Remit To Addresses A record of all attributes dollar data and control information for all vendors T Fa DOC WRKNPRCS INVOICER invoicercurr doc 06 10 97 amc 05 06 02 klp 7 24 02 format jac 11 12 03 recapscr klp Last Revised 3 11 2004 1 36 PM Page VI 35 T Fa DOC WRKNPRCS INVOICER invoicercurr doc 06 10 97 amc 05 06 02 klp 7 24 02 format jac 11 12 03 recapscr klp Last Revised 3 11 2004 2 56 PM Page VI 36 Invoicers User s Manual
29. WILLIS MEDICAL LL 03 31 99 300090 1657 P000008 CROPPER MEDICAL IN 03 31 99 300090 1657 P000009 FOOT MANAGEMENT IN 03 31 99 300090 1657 P000010 CORNISH MEDICAL EL 03 31 99 300901 657 P000011 A ATHLETIC AND MED 03 31 99 300090 1657 P000012 ALERT SERVICES INC 03 31 99 300090 1657 SDR P000013 SPARKLE ICE BRYAN 04 07 99 300090 1697 SDR P000014 AUSTIN amp ASSOCIATE 04 09 99 210470 5007 SDR P000015 TEAM SPORTS OF TEX 04 09 99 210470 5001 SDR P000016 WOLVERINE WORLD WI 04 13 99 210470 4817 SDR More Entries Press lt ENTER gt to continue Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Inve Recv Audit Accts PIP Headr Items Track C L P P P P P P P P P P P P P BASIC STEPS Advance to Screen 280 Type a valid document class in the Action Line o o Press lt ENTER gt to view a complete list of all documents for the specified class e Type an X in the SL select column to the left of a document to advance to Screen 278 where detailed document information will be displayed FIELD DESCRIPTIONS Action Line Information Class 1 character Help Available Identifies the class of document to inguire on The system will default the search to the first defined class Page V 4 Invoicers User s Manual Screen 280 Document Browse FIELD DESCRIPTIONS cont d Doc Screen Information SL CL NT Doc Vendor Name Date User
30. You may use Screen 342 to identify which items from the original order are being invoiced Screen 342 Invoice Line Create 342 Invoice Line Create SPORTS AND MORE 11 12 03 08 58 FY 2004 CC 02 Screen ____ Doc P000004 Inv 68012 99 Item 1 0 Pg 1 of 1 Viewed Pg s Total quantity Item Quantity Unit Price UOM Extended Price Inv for PO 1 Ordered 144 00 23 3000 DZ 3355 20 Invoiced 144 00 23 3000 DZ__ 3355 20 144 00 Desc SOCKS DUKE BRAND CM425AD 300090 40000 4012 2 Ordered 600 00 3 0500 EA 1830 00 Invoiced 600 00 3 0500 EA__ 1830 00 600 00 Desc T SHIRTS DUKE T 10 OXFORD T SHIRT SIZES 48 L 300 XL 252 XXL 300090 40000 4012 3 Ordered 60 00 15 7500 DZ Invoiced 60 00 15 7500 DZ__ 60 00 Desc SUPPORTERS DUKE BRAND SIZES TO BE PROVIDED 300090 40000 4012 End of Items List Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp IAcct Next Bkwd Frwd INote IDesc BASIC STEPS e Advance to Screen 342 e Type a valid purchase document and invoice number on the Action Line e Indicate the quantity of items invoiced e If different from the purchase document indicate the unit price and the unit of measure of the item s being invoiced e Type additional information in the available fields as desired e Press lt ENTER gt to record the invoice line item information FIELD DESCRIPTIONS Action Line Information Doc 7 characters digits Entry Required Iden
31. audit information for the selected document Accounts Shows the account distribution used for the document selected Purchasing Invoice Problems Used to display any purchasing invoice problems PIPs associated with the selected invoice Header Shows the document header information that was entered when the document was created Page V 27 Screen 287 Document Browse by State Order Nbr FIELD DESCRIPTIONS cont d PF11 Items Items Lists the line item information for the document PF12 Track Track Allows you to track the routing history of the selected document Page V 28 Invoicers User s Manual Browsing Documents Closed But Not Routed There are many steps along the line to getting a purchase document paid Sometimes the only thing holding up the payment of a document is that it has not received the proper approvals because it was never sent into the on line routing and approval system Screen 271 is available for you to display your documents that have been closed but that have not been sent into the routing and approval system Screen 271 Documents Closed But Not Routed 271 Documents Cl osed But Not Routed Screen Dept PURS_ SubDept Class _ B000024 B000188 B000189 B000219 B000234 B300120 B300492 B300606 B400125 B600319 B600403 FCO B600558 MSG C L B B B B B B B B B B B B BASIC STEPS e Advance to Screen Vendor Name User Ref 2710800002 2150500005 1100016003
32. d St Additional Functions PF KEYS PF5 Inve PF6 Recv PF7 Audit PF8 Accts PF9 PIP PF10 Headr PF11 Items PF12 Track Page V 16 3 characters Represents the status of the specified document Common document status codes include COmpleted CLosed and In Process See the Appendix for a detailed description of the standard PF keys Inve Used to view the invoice details Receive View the receiving information associated with the selected document Audit Information View the audit information for the selected document Accounts Shows the account distribution used for the document selected Purchasing Invoice Problem Allows you to notify the creator of problems with the invoice See the basic concepts topics section for more information Header Shows the document header information that was entered when the document was created Items Lists the line item information for the document Track Allows you to track the routing history of the selected document Invoicers User s Manual Sorting Documents By Their Vendor To find a document when the best information you have available is the name of the vendor use Screen 285 This is a good choice when a vendor calls for information about a purchase This screen automatically displays incomplete documents those that have not been paid but you can specify that the system display completed documents instead Screen 285 Docu
33. description of the line item purchased Received Invoiced Matched Information UOM Dt Invoicers User s Manual 3 characters Represents the unit of measure for the specified line item 8 digits Indicates the date the item was received invoiced and or matched Page V 47 Screen 279 Document Line Item Inquiry FIELD DESCRIPTIONS cont d Qty Cost Ref 1 2 3 Delete Flag Freeze Flag Capital Inv Flag Additional Information PF KEYS PF7 InDtl PF8 Accts PF11 Idesc Page V 48 10 digits Identifies the purchase quantity of the specified line item received invoiced or matched 7 characters Identifies the user defined cost accounting reference which provides additional details about the processing of the line item 1 character Indicates whether or not Y or N the item has been deleted from the system 1 character Shows whether or not Y or N the item has been frozen from further activity within the system 1 character Indicates whether or not Y or N the item will be inventoried or capitalized within the system See the Appendix for an explanation of the standard PF Keys Invoice Detail Displays detailed invoice information about the document Accounts Identifies the accounts used to pay for the selected item Item Description Place cursor on line item and press this key to see detailed description of the item
34. digits Indicates the number of invoices that have been processed for the document 1 character Indicates whether or not Y or N the document is a catalogue order Page V 43 Screen 278 Document Inquiry FIELD DESCRIPTIONS cont d Contact Line Quantity UOM Description Unit Price Extended Price Additional Information PF KEYS PF 5 Inve PF 6 Recv Page V 44 15 characters Displays the name of the person to contact regarding the specified document 1 character Type an X in this field to select a particular line item for display on Screen 279 3 digits Shows the line item for the specified document 10 digits Identifies the purchase quantity of the specified line item 3 characters Represents the unit of measure for the specified line item 25 characters Displays a brief description of the specified line item 1 character Indicates any special processing needs for the document 16 digits Displays the dollar amount to be paid per unit of measure 16 digits Indicates the total item amount as calculated by the system See the Appendix for an explanation of the standard PF Keys Inve Used to view the invoice details Receive View the receiving information associated with the selected document Invoicers User s Manual Screen 278 Document Inquiry FIELD DESCRIPTIONS cont d PF7 DIPrt PF8 Accts PF9 Print Download Print
35. if closed Cancel Invoice Document N N to reinstate if cancelled Budget Balance Override Actuals N Purchase Order Information lt lt Dates gt gt Vendor 17000001111 MIDWEST SPORTING GOODS Document 03 26 1999 Cat RO User Ref 300090 1671 Exp Dlvry Contact Person BILLY PINNICK Ph 409 885 3121 Prior Inv Forced Buyer SDR SUE A RAILEY Ph 409 885 3425 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next PIP Cnc1R Notes Post Items Warns Page II 14 Invoicers User s Manual Creating the Invoice Header Processing an invoice is an important step in getting an order paid Without the invoice it is not possible for two or three way matching to occur see the basic concepts at the beginning of this section for more information on matching procedures You may enter general invoice information pertaining to the entire invoice using Screen 340 Screen 340 Invoice Header Create 340 Invoice Header Create 11 12 03 08 55 FY 2004 cc 02 Screen ___ Doc P000004 Inv 68012 99 Vendor ID s Vendor 17333333331 SPORTS AND MORE Tax 733333330 Invoice Amt 6130 20 Cr _ 1000 SOUTH OAK BLVD St 17333333330 Invoice Dt 06 24 1999 BROKEN ARROW TX 74000 Terms a 2 Due Dt 09 10 1999 Disc Due Dt 09 10 1999 Receive Dt Invoice 07 01 1999 Fiscal 09 08 1999 Original Inv Encl Cd _ ACH Ovrd _ Contract Work Force _ PO Liq Ind P Force Pymt N Reason Req Pay Dt Cust AR Nbr TEXCSB
36. not Y or N the voucher has been posted 12 characters Identifies the name of the person who modified the record 8 digits Displays the date the invoice was modified 10 characters Displays the current status of the invoice Valid status values include open closed and canceled 10 characters Indicates the status of the 2 or 3 way match check for the invoice 1 character Designates whether or not Y or N you wish to close the invoice You may enter a N on a closed invoice in order to re open it 1 character Indicates whether or not Y or N you wish to cancel the selected invoice You may type a N on a canceled invoice to reinstate it 1 character Signifies whether or not Y or N you wish to post the invoice regardless of whether or not there is sufficient budget balance available Invoicers User s Manual Screen 346 Invoice Document Close FIELD DESCRIPTIONS cont d Purchase Order Information Vendor Document Date Cat User Ref Exp Dlvry Contact Person Ph Prior Inv Forced Buyer Ph Additional Functions PF KEYS PF5 Next Invoicers User s Manual 11 digits Indicates the vendor to be paid for the order as entered on the PO 8 digits Designates the date that the document was created by the system 2 characters Identifies the document category which is used to define receiving and accounting p
37. of the document to another person or desk not on the document path Key in the name of the person or name of the desk to receive the information or notification copy 7 character digits Indicates the document number that has a problem or has been corrected 14 digits Indicates the invoice number that is associated with the original document and the PIP document 2 characters Indicates the routing status Valid values for this status are Blank In Process RJ Rejected RC Recalled DL Deleted EL Exec level RL Regulatory level PL Processing level CO Completed 6 digits Indicates the date the document was last modified 4 digits Indicates the time the document was last modified 8 characters digits Indicates the user ID and name of the person performing the action on the document Invoicers User s Manual Screen 292 PIP Document Browse FIELD DESCRIPTIONS cont d Additional Functions PF KEYS See the Appendix for a detailed description of the standard PF keys PF6 Displays the invoice problem in View detail F6501 Update not allowed because 1000039 is routing Doc A901778 Invoice Problem 1000039 Type I Inv 270110842 Created By on 09 07 1999 0 more PIPs Page Code Translation 21 This appears to be a duplicate payment Your invoice is being filed with the original payment which is listed below Be sure to cancel complete this duplicate document Comments THIS PREVIOUSLY PAID O
38. of the vendor to be paid for the order 14 digits Identifies the total dollar amount invoiced for this order 2 characters Signifies the current status of the document in the routing and approval system of FAMIS 8 digits Indicates the date that the invoice was created on the system 6 digits Indicates the receiving date 6 digits Displays the date the invoice was received 6 digits Identifies the last date all items were actually received if more than one shipment is involved This date is generated by FAMIS 6 digits Displays the date you requested the State to pay the voucher 10 digits Indicates any special payment terms for the invoice For example 2 10 n 30 would mean 2 discount if paid before the 10th day after the invoice date or pay the net amount if paid after the 10th day and before 30 days past the invoice date Page II 43 Screen 346 Invoice Document Close FIELD DESCRIPTIONS cont d Voucher FY Original Inv Posted Status Last Mod By Date Current Status Matching Status Close Invoice Document Cancel Invoice Document Budget Balance Override Actuals Page II 44 7 digits Denotes the voucher number assigned to the order when the pending voucher was created 4 digits Shows the fiscal year the invoice was created 14 digits Identifies the original invoice number in the event of duplicate invoices 1 character Indicates whether or
39. to the current campus code if not otherwise specified 4 digits Entry Required Displays the fiscal year in which the account is purchasing the items This will default to the current fiscal year unless otherwise specified 7 digits Identify the first document number to display if needed 1 character Indicate whether or not Y or N to include completed documents in the display Type an X here to select a particular document for display on Screen 278 1 character Identifies the class of the document be it Requisition Purchase Order Master Order Bid Exempt Purchase or Limited Purchase 1 character An indicates whether or not notes are attached to the document Page V 11 Screen 282 Document Browse by Account FIELD DESCRIPTIONS cont d Doc 7 characters digits Identifies document numbers for the class of document specified Supp Acct 5 digits Vendor Name Page V 12 Identifies the Support Account purchasing the items 18 characters Identifies the vendor name Date 6 digits Indicates the date the document was set up on the system User Ref 14 digits Displays the user reference that is used to indicate the subsidiary ledger SL account number used for the order followed by the departmental reference number Amount 13 digits Indicates the total dollar amount of all line items for the document St 3 characters Represents the status of the specified d
40. 0004 Number of Desc Lines VENDOR 17010000610 MADISON CONSTRUCTION CORP PO BOX 3333 BRYAN TX 77805 INVOICE TO SHIP TO PHYSICAL PLANT ACCTG PHYSICAL PLANT ACCTG AGRONOMY ROAD AGRONOMY ROAD 1371 TAMU 1371 TAMU COLLEGE STATION TX 77843 1371 COLLEGE STATION TX 77843 1371 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Fwrd Screen 288 Document Summary Page 2 288 Document Summary 02 17 04 5 00PM FY 2004 CC 02 Screen Doc D400004 Number of Desc Lines 5_ Page 2 Of 4 DESCRIPTION OUANTITY UOM UNIT PRICE EXTENDED PRICE New Physics Observatory 55 365 21 55 365 21 Original Contract Amount 432 500 Revised Contract Amount w CO s 490 925 11 Payments to Date 435 559 90 Balance to Pay 55 365 21 Total 55 365 21 gt gt Account Distribution lt lt 02 2004 270190 22000 6930 MAINTENANCE amp REPAIR DEPART 55 365 21 Account Total 55 365 21 CATALOGUE ORDER DOCUMENT DATE 10 03 2003 Disc Pct 0 000 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Fwrd Page V 36 Invoicers User s Manual Screen 288 Document Summary Screen 288 Document Summary Page 3 288 Document Summary 02 17 04 5 00PM FY 2004 CC 02 Screen Doc D400004 Number of Desc Lines 5_ Page 3_ Of 4 Disc Due DD 0 Disc Ind N Pay DD 30 F 0 B Vendor Ref Delivery Date Delivery Reqd By Dept Contact SARAH HINKLETON Phone
41. 03395 5704694 5704680 5704682 5704677 Bkwd Frwd of M St BaRRRRE PD 11 12 03 09 02 FY 2004 CC 02 1 Viewed Pg s Invoice Date 06 24 99 09 21 99 09 10 99 04 20 99 06 28 99 06 28 99 04 14 99 04 30 99 05 14 99 09 01 99 09 01 99 09 01 99 09 01 99 Vndr Name MIDWEST S DOUGLAS P WILLIS ME CROPPER M FOOT MANA FOOT MANA CORNISH M A ATHLETI A ATHLETI ALERT SER ALERT SER ALERT SER ALERT SER e Type an X in the S select column to the left of a document and press lt ENTER gt to advance to Screen 358 where detailed invoice information will be displayed EXPLANATION OF INVOICE BROWSE PROCESSES Positioning the Listing The invoice listing may be positioned by entering a valid purchase order number in the Doc field on the Action Line The document number specified will be displayed on the first information line of the listing Invoicers User s Manual Page III 3 Screen 350 Invoice Inquiry by PO Document EXPLANATION OF INVOICE BROWSE PROCESSES cont d Document Status The status field is used to group documents by their level of processing This field indicates whether or not the document is available for further corrections Sample values include Meaning In Process open and available for additions corrections ReOpened re opened for additions corrections Closed not currently available for additions corrections Canceled removed from the system Completed no long
42. 06 18 99 29 000 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Inve Recv Audit Accts PIP Headr Items Track BASIC STEPS Advance to Screen Type additional dat Press lt ENTER gt to department 281 Type a valid department in the Action Line a in the available fields if desired view a complete list of all documents for the specified e Type an X in the SL select column to the left of a document to advance to Screen 278 where detailed document information will be displayed FIELD DESCRIPTIONS Action Line Information Dept SubDept 5 characters Help Available Entry Required Specify the department to view specific documents 5 characters Indicate the sub department to see specific documents Invoicers User s Manual Page V 7 Screen 281 Document Browse by Department FIELD DESCRIPTIONS cont d Class Doc Completed Docs Screen Information SL CL NT Doc Buy Vendor Name Date Page V 8 1 character Help Available Identify the class of document If not otherwise instructed the system will search each class in alphabetical order i e will list Bid documents before Limited Purchases Current defined classes include Requisitions Purchase Orders Master Orders Bids Exempt Purchases and Limited Purchases 7 digits Indicate the first document number to display if needed 1 character
43. 16 31683 96 P800123 45039 97 157 1359757 P800123 44999 97A 877 1359431 P800123 44999 97 17 7351 1359803 Press ENTER To view more Items Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Frwd 5701626 1410318 5407013 5407183 5407016 3951107 3948712 3951665 3947489 682 1002170 06 24 99 1999 00 F 09 11 02 RH BALL 08 18 03 RH BALL 08 19 03 RH BALL 08 22 03 RH BALL 07 08 96 BALLS FOR 07 01 96 210380 vo 07 09 96 210380 vo 06 28 96 210380 BA 07 26 96 1996 97 F 09 02 97 RH BALL 09 25 97 RH BALL 09 01 97 RH BALL 3 2 3 1 L 1 4 1 2 2 4 BaRRRRRRRREEG BASIC STEPS Advance to Screen 351 Type a valid vendor ID number in the Action Line Press lt ENTER gt to view a complete list of all invoices for the specified vendor Type an X in the S select column to the left of a document and press lt ENTER gt to advance to Screen 358 where detailed invoice information will be displayed EXPLANATION OF INVOICE BROWSE PROCESSES Vendor Search and Select Vendor search and selection is available for all vendor ID numbers If the vendor ID is unknown enter an asterisk in the Vendor field and press lt ENTER gt to access a pop up window This window will display a list of vendors and their ID numbers Type an X to the left of the desired vendor and press lt ENTER gt to select the vendor and return to Screen 351 Press PF4 if you
44. 44015 4381 144015 5641 144015 3199 144015 5924 144015 5641 144015 5595 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Inve Recv Audit Accts PIP BASIC STEPS and document class Advance to Screen 282 Type additional data in the available fields if desired Headr Items Track Type a valid document class and account in the Action Line Press lt ENTER gt to view a complete list of all documents for the specified account e Type an X in the SL select column to the left of a document to advance to Screen 278 where detailed document information will be displayed Page V 10 Invoicers User s Manual Screen 282 Document Browse by Account FIELD DESCRIPTIONS Action Line Information Class Acct Acct CC Acct FY Doc Completed Docs Screen Information SL CL NT Invoicers User s Manual 1 character Help Available Identify the class of document to inquire on If not otherwise instructed the system will search each class in alphabetical order i e will list Bid documents before Limited Purchases Current defined classes include Requisitions Purchase Orders Master Orders Bids Exempt Purchases and Limited Purchases 11 digits Entry Required Enter the account number for the documents you wish to inquire on 2 digits Entry Required Indicate the campus code for the account purchasing the items This will default
45. 4A 25 35 36 37 85 86 060 Real Journal Entries 061 JE for IDT s 062 JE for Cash Sales Payments on Receivables overrides freeze 063 JE from Student Feeds 064 JE from Payroll Feeds 065 JE from Accounts Rec Create receivable 066 JE from Fixed Assets Capitalization etc 067 JE from LMS loan management system 068 JE from Accounts Payable Setting Up Liabilities 069 Compound Journal Entries System Controlled 09x Entries Beginning Balances Bank Transfers Screen 15 090 Bank Transfer Entries 098 Beginning Balances Page VI 21 Financial Accounting Transaction Codes Appendix A P VOUCHER TRANSACTION CODES 14x Entries Regular Vouchers Screens 104 111 112 140 Regular Vouchers 141 Regular Vouchers 142 Produce Separate Checks for Vouchers 143 State Travel Vouchers 147 Revolving Voucher 148 Change of Source of Funds 149 Force Separate Checks for Voucher 15x Entries Credit Memos Screen 108 151 Regular Credit Memo 152 Regular Credit Memo 159 Forces Separate Credit Memo will only match when used on same voucher as charges Page VI 22 16x Entries Prepaid Vouchers Screen 109 160 164 Prepaid Voucher Regular with reconciliation 165 Prepaid Voucher with No reconciliation but does a JE to cash voucher clearing and does not affect the bank 166 Prepaid Voucher with No reconciliation but does offset to the ban
46. 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 Invoicers User s Manual Accounts Payable Action Context Line Alias AP Attributes An application of the Financial Records System AP processes vendor payments and keeps track of financial activity involving vendors 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 A commonly used name for a customer 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 See Accounts Payable 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 entered a process by which the system automatically transfers budget dollars from predefined budget pools to specific object codes Page VI 29 Glossary Appendix Bank Transfer Batch Session Batch Interface BBA Budget Budget Balance Available BBA Budget Pool Cash Cash Disbursement Page VI 30
47. 778 Invoice Problem 1000039 Type I Inv 270110842 Created By on 09 07 1999 0 more PIPs Page Code Translation 21 This appears to be a duplicate payment Your invoice is being filed with the original payment which is listed below Be sure to cancel complete this duplicate document Comments THIS PREVIOUSLY PAID ON 1999354 REF 5602075 CK 1047675 PF4 Exit Invoicers User s Manual Page IV 11 Screen 294 Document Browse By Invoice Page IV 12 Invoicers User s Manual Page V 2 Invoicers User s Manual Document Inquiry Basic Concepts Inquiry Access Access to any particular document depends on a number of factors For example your user security must match certain data on the document you wish to view in order for it to be displayed on the screen With the exception of TAMU most users will only be able to access documents for their individual department Positioning the Display Several document inquiry screens allow you to position a particular document at the top of the inquiry screen This is accomplished by entering as much information on the Action Line as possible For example entering a particular document number on the Action Line of Screen 280 will display that document on the first informational line of the listing Document Classes Classes are used to group documents by function Typing a question mark in the Class field and pressing lt ENTER gt will access a pop up window with a comp
48. 8 FY 2004 CC AM Screen Account 010100 ED amp GEN INCOME TUITION Account Title ED amp GEN INCOME TUITION Resp Person 452222232 MASON MARY W 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 Y Fund Source Long Title EDUCATIONAL AND GENERAL INCOME TUITION Account Letter Y Setup Date 08 26 1991 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next Screen 002 GL 6 Digit Fund Group Help Pop Up Window AGENCY ANNUITY amp LIFE INCOME AUXILIARY NOT SPECIFIED DESIGNATED ENDOWMENTS FUNCTIONAL AND GENERAL Is INTEREST amp SINKING Lookup Value Menu Rule IAFRS FG FS FUND GR Default value is View IAFRS GENERAL SUBSIDIARY LEDGER Field FG FS FUND GR PFl Menu PF4 Exit Invoicers User s Manual Page VI 7 IO Instructions Page VI 8 Invoicers User s Manual Invoicing Screen List MENU SCREEN DESCRIPTION MENU SCREEN DESCRIPTION M22 271 272 278 279 280 281 Purchasing Inquiry Menu Lists screens to be used for document information Documents Closed But Not Routed Provides list of all documents that are closed but ha
49. 8 96 10 15 96 10 01 02 11 12 03 9 11AM FY 2004 CC 02 S Dept Amount 170 000 2 028 3 644 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp BASIC STEPS e Advance to Screen 272 e Type your department code on the Action Line Invc Recv Audit Accts Headr Items Track e If you wish you may enter a particular status code If not the system will display all documents for your department sorted alphabetically by their status code i e CL Closed documents will display before those that are IP In Process Press lt ENTER gt to view a complete list of all documents in your department sorted by their status codes Press lt ENTER gt to scroll through the available documents e You may type an X in the SL select column to the left of a document to advance to Screen 278 where detailed information will be displayed Page V 32 Invoicers User s Manual Screen 272 Document Browse by Status FIELD DESCRIPTIONS Action Line Information Dept SubDept Class Doc Status Route Status Screen Information SL CL NT Doc Invoicers User s Manual 5 characters Help Available Entry Required Identify the department whose documents you would like to display 5 characters Help Available Entry Required Indicate the sub department whose documents you would like to display 1 character Help Available Signi
50. 999 State Req Nbr GSC Ord Due Date 09 10 1999 Description SOCKS DUKE BRAND CM425AD Disc Due Dt 09 10 1999 T SHIRTS DUKE T 10 OXFORD T SHIRT Inv Revd Dt 07 01 1999 Cust AR NBR TEXCSB ACH Ovrd _ Hold Flag N Alt Vendor W2 SSN Travel Hotel Zip USAS Doc Type _ PCC Code _ PDT Code LDT Codes Revolving N Fund Type Local LC Reason __ Prepaid Inv N Check Nbr 1071109 Check Dt 09 13 1999 Override Bank Cont Wk Force Vch Total 6130 20 Invoice Purchase Order Information Vendor 17000001111 MIDWEST SPORTING GOODS Inv Total 6130 20 Document Dt 03 26 1999 Cat RO User Ref 300090 1671 Type Funds L Contact Person BILLY PINNICK Ph 409 885 3121 Type Ord LOC Terms FOB DP PO Total 6130 20 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp ACH Next PIP INote Desc Mlti The final step in processing your credit memo is to close the invoice Screen 346 Invoice Document Close 346 Invoice Document Close 11 12 03 08 54 FY 2004 CC 02 Screen Doc P000004 Inv 68012 99 Vendor 17000001111 MIDWEST SPORTING GOODS Amount 6130 20 Routing Status Invoice Dt 06 24 1999 Delivery Dt 07 12 1999 Inv Revd Dt 07 01 1999 Act Revd Dt 09 01 1999 Req Pay Dt Terms Voucher 5701626 FY 2000 Original Inv Posted Status Y VOUCHER POSTED Last Mod By KNIGHT LISA KAREN Date 09 10 1999 Current Status COMPLETE Matching Status MATCH SUCCESSFUL Close Invoice Document Y N to Reopen
51. ANSACTIONS REF 2 Voucher 068 Disbursements Vouchers Credit Memos Prepaid Vouchers Prepaid Credit Memos Revolving Vouchers Change Source of Funds Multi Vendor Vouchers Revolving Prepaid Vouchers Bill or 030 Interdepartmental Transfers Receipts Receipt 061 A R Invoice A R Addt 1 Line Item Entry A R Line Item Adjust A R Line Item Payment Doc 05x Encumbrance SL Doc 060 AFR Entries Reversals SL amp GL 023 Transaction Inquiry by Account Screen Account Sbcd TC Ref 2 Date 9880501 9883278 9884693 9885972 9885974 9886695 9887375 2005552 9888921 9890167 9891696 9892983 9894440 9894549 FAMIS SERVICES 271030 4010 10 23 98 15 02 FY 1998 CC 01 Ref 2 Direct Indirect D Bank Option N Description PHYSICAL PLANT IKOR OFFICE SOLUTI MATERIALS SERVICES MATERIALS SERVICES MATERIALS SERVICES IKOR OFFICE SOLUTI MATERIALS SERVICES REIMB COPIES STAFF MATERIALS SERVICES MATERIALS SERVICES MATERIALS SERVICES PHYSICAL PLANT FRANN K STRALEY PHYSICAL PLANT Continued I BatRef 027100 PRV002 027100 PRV002 027100 PRV002 027100 PRV002 027100 PRV001 027100 PRV003 027100 CDP001 009600 PRV001 027100 PRV002 027100 PRV002 027100 lja PRV002 027100 137 PRV001 027100 0 PRV003 027100 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Invoicers User s Manual View DLoad Left Right Page VI 25 FAMIS Reference Codes
52. APC Gilts stn san AITA GIF Acct Payable Voucher APV Letter of Credit 0 ee eeeeeeeeeeeeee LOC Investment Sales INS SUSPENSE SUS Investment Correction INC Departmental Deposits DDP VOUCHERS Cashiers Collections si CSH Travel iino enan aie nies TRV A R Payments ARP Purchase rimes nt PRV Corrections Receipts CRC EEG maissa issa asks passes FEE Student Loans 0 0 ee eeeeeeeeeeeeee SLR Prepaid Vouchers PPV Miscellaneous MDP GE Checks isa inner GLV Corrections Travel TRC ENCUMBRANCE Corrections Purchase PVC Encumbrance 0 ccccceeeeeeeereeeeees ENC Void Checks eecceeeceeseeceenteeeenees VCH COMECHIONS scsi Mint ENX Delete Vouchers cece eseeteees DEV Salary Encumbrance SEN Housing Interface HSG Salary Savings ccscsscesssssssseeseesees SSV SIMS Interface SIMS Investment Purchase INP FORM 500 s Miscellaneous MDS Salary and Budget Interface BUSZ Payroll Vouchers PAY Corrections Payroll soosssnn CPR Revolving Receivable RRP Invoicers User s Manual Page VI 23 FAMIS Reference Codes Currently there are four different reference codes used in FAMIS Specifi
53. Allows you to download the screen information through Entire Connection Accounts Shows the account distribution used for the document selected Print Used to print document information from FAMIS using Entire Connection See the FAMIS Entire Connection User s Manual for greater details Invoicers User s Manual Page V 45 Displaying Detail Document Line Item Information Individual line item detail information is available on Screen 279 This is a detail follow up screen to Screen 278 All of the information associated with a specific document line item will be displayed Screen 279 Document Line Item Inquiry 11 12 03 9 16AM 279 Document Line Item Inquiry Screen Vendor User Ref Item UOM Item Qty Item Unit Price Item Discount Item Ext Price Item Proc Cd Commodity Code First Account Document P000004 FY 2004 CC 02 Item 1 OF 4 17000001111 300090 1671 DZ Received 144 00 23 3000 SPORTS AND MORE Invoiced Matched Dt 09 01 1999 06 24 1999 09 10 1999 3355 20 Qty 144 00 144 00 144 00 80512 300090 40000 4012 Cost Refl Item Desc SOCKS DUKE BRAND CM425AD Delete Flag Freeze Flag Capital Inv Flag Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp InDtl Accts IDesc BASIC STEPS e Advance to Screen 279 e Enter the document and item number you want to display on the Action Line Press lt ENTER gt to retrieve doc
54. Alt Vendor Ic Rsn Vchr Amt 6130 20 Other Parts Amt Dup Inv Ovrd _ Purchase Order Information 17333333331 SPORTS AND MORE Tax ID 733333330 Document Dt 03 26 1999 Cat RO User Ref 300090 1671 Start Dt 09 01 1999 Contact Person HENRY WRNKLE Ph 409 845 0000 End Dt 08 31 2000 Buyer SDR SARA CARTERS Ph 409 845 0000 Exp Dlvry Dt FOB DP Type Funds Ord L LOC PO Total 6130 20 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp ACH Next PIP Notes Accts Cncl Note The Fiscal Received Date is NOT used in the calculation of the payment due date It is optional and should only be used if your department is using Screen 341 to enter the Invoice Header information If you are not using Screen 341 to enter the invoice header enter the Invoice Received Date on this screen Screen 340 This date should be the date the agency received the invoice whether it was received in the department or at the Fiscal Office Use of the Fiscal Office Received date instead of the invoice Received date may result in interest being charged that would not have been calculated if the Invoice Received date was used BASIC STEPS Creating a New Invoice Header e Advance to Screen 340 e Typea valid purchase document and invoice number on the Action Line e Indicate the invoice amount and date e Typeadditional information in the available fields as desired e Press lt ENTER to create the invoi
55. Available Show any over budget messages that may pertain to a particular account on the document 5628 End of accounts on document P P400013 Budget Balance Available Account Over Budget Message co 11 PF12 ems Track Bkwd Backwards Returns to the pervious screen or scrolls one page back for a particular item Invoicers User s Manual Page VI 13 Standard PF Keys Appendix EXTENDED FUNCTION KEYS cont d Ddesc Damage Description Used 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 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 of document information Document Header Extended Information Document P400013 Doc Year 1995 Total 1 945 66 lt lt Dates gt gt Document 10 04 93 Cat RO User Ref 133502 4048 Req Required Contact KATIE LITTLE Ph 409 845 0000 Start Buyer BAC JASON SHERRIEB Ph 409 845 0000 End Research N Type Funds S Type Order SPOT Change No Print Doc N 10 15 93 CHEM SubDept PF4 Exit PF5 AdDept PF6 Ship PF7 Vndr PF8 Sole P
56. By User Page IV 10 7 character digits Displays the document number 7 character digits Displays the PIP number 3 characters Valid values include FYA Approve and route forward to a person or desk as a For Your Approval document This is done when you wish a person to approve a document and they are not in the path for that document Key in the name of the person or the name of the desk to receive the document for approval in the pop up window that appears when you enter this action FYI Send a copy of the document to another person or desk not on the document path Key in the name of the person or name of the desk to receive the information or notification copy 2 characters Indicates the routing status Valid values for this status are Blank In Process RJ Rejected RC Recalled DL Deleted EL Exec level RL Regulatory level PL Processing level CO Completed 6 digits Indicates the date the document was last modified 4 digits Indicates the time the document was last modified 8 characters Indicates the user ID and name of the person performing the action on the document Invoicers User s Manual Screen 294 PIP Browse By Invoice FIELD DESCRIPTIONS cont d Additional Functions PF KEYS See the Appendix for a detailed description of the standard PF keys PF6 Displays the invoice problem in View detail F6501 Update not allowed because 1000039 is routing Doc A901
57. E GSC Exemption Granted 7 Documented MI Mailing Instr On PO Not Followed NI No Invoice Received Page II 35 Screen 345 Invoice Pending Voucher Create Mod FIELD DESCRIPTIONS cont d Prepaid Inv Check Nbr Check Dt Override Bank Cont Work Force Vch Total 1 character Entry Required Designate whether or not Y or N this voucher is for a prepaid invoice 6 digits Identifies the check number that was issued if this voucher is for a prepaid invoice 10 digits Indicates the check date for the prepaid invoice 5 digits Displays the number of the bank you wish to use to override the original bank for the order This will set all voucher line item bank numbers to the override bank number 1 character This indicates that this payment is flagged as a Contract Work Force payment 15 digits Signifies the total dollar amount processed for the voucher Invoice Purchase Order Information Vendor Inv Total Document Dt Cat Page 11 36 11 digits Indicates the vendor to be paid for the order as entered on the PO 11 digits Displays the total dollar amount processed on the invoice 8 digits Designates the date that the document was created by the system 2 characters Identifies the document category that is used to define receiving and accounting properties of the order Invoicers User s Manual Screen 345 Invoice Pending Voucher Create Mod FIELD DESCRI
58. ES 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 LIST OF EXTENDED FUNCTION KEYS TO FOLLOW Accts Accounts Itm Notes Line Item Notes AdDept Additional Departments Left Position Screen Left Addr Address More Desc More Description AdFFX Addl Fixed Assets Info Next Next Screen BBA Budget Balance Available Notes Notes Bkwd Backwards Pdesc Purchasing Description Ddesc Damaged Description Rdesc Receiving Description Extnd Extended Information Right Position Screen Right Frwd Forward Ship Ship To Address Idesc Item Description Sole Sole Source Reason Items Line Item I
59. F3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp UPC Unit Price Control High Dollar vs Low Dollar Determination First the system determines if the item is a UPC high dollar or UPC low dollar item This in turn determines whether the above or below values will be used from the table on Screen 312 for the tolerance checking tests Page 11 40 Invoicers User s Manual Screen 346 Invoice Document Close EXPLANATION OF INVOICING PROCESSES cont d The Unit Price Dollar Control UPC field determines whether an item is a high dollar item or a low dollar item Basically if the item unit price is greater than the unit price control UPC field it is considered a high dollar item Otherwise it is a low dollar item e PO unit price is gt the unit price control UPC then the item is a UPC high dollar item e PO unit price is lt the unit price control then the item is a UPC low dollar item The system runs two types of tests Tests against the unit price controls and extended price controls UPC Unit Price Control Tests High dollar items use Above Unit Price Percent and Ext Price Cap Amount Low dollar items use Below Unit Price Percent and Ext Price Cap Amount Test 1 Unit Price Percent Invoice Unit Price lt PO Unit Price PO Unit Price x Unit Price Test 2 Extended Price Cap Invoice Extended Price lt PO Extended Price Above Cap Amount
60. F9 Notes PFll Items Page VI 14 Invoicers User s Manual Standard PF Keys Appendix EXTENDED FUNCTION KEYS cont d 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 300I 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 F2999 End of line items on file R R400007 Document Item Inguiry PANEL 01MORE gt gt Description Quantity PCd UOM Extended 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 bee SSS 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 Account EL 01MORE gt gt PCd UOM Extended 02 1994 511060 00000 8435 1 515 00 PF4 exit PF5 BBA Invoicers User s Manual Page VI 15 Standard PF Keys Appendix EXTENDED FUNCTION KEYS cont d Itm Ext RSS SS SSS Itm Notes Item Extended Information Show detail information about the specific item ordered 1 e quantity unit of measure unit price and commodity code Document I
61. IP Modify Modify Number 680225 L302741 1300704 09 17 02 WHES02P 680225 1302741 1301103 09 24 02 8 WHES02P 680268109 P200983 1204550 11 13 01 WHES02P 680268109 P200983 I204754 11 16 01 5 WHES02P 680268117 P200983 1204551 11 13 01 E WHES02P 680268117 P200983 1204753 FYA 11 16 01 5 WHES02P 680376 1992687 1906965 08 05 99 8 WADA02P 680531 1861012 1804162 FYA 04 23 98 K702UT 6805848 L898812 1806586 FYI 08 12 98 5 NUNLO2P 680605 L270933 1211610 FYI 05 06 02 5 GEOA02P 6806116 P000355 1003300 FYA 12 16 99 8 WADA02P 68064 1336244 1307452 FYI 01 15 03 2 NOVCO2P More records Press ENTER to scroll Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp View BASIC STEPS e Advance to Screen 294 e Enter an invoice number in the Doc field or press lt ENTER gt to scroll down and search e Type an X in the Sel field and press PF6 to view detail FIELD DESCRIPTIONS Action Line Information Invoice 14 characters digits Help Available Enter a valid invoice Screen Information Sel 1 character Entry Reguired Type an X in this field to select a document for further display action Invoice Number 14 digits Indicates the invoice number that is associated with the PIP document Invoicers User s Manual Page IV 9 Screen 294 Document Browse By Invoice FIELD DESCRIPTIONS cont d Doc Number PIP Number Type Rt Cd Modify Date Modify Time
62. Indicate whether or not Y or N to include completed documents in the display Type an X in this field to select a particular document for display on Screen 278 1 character Identifies the class of the document be it Requisition Purchase Order Master Order Bid Exempt Purchase or Limited Purchase 1 character An indicates whether or not notes are attached to the document 7 characters digits Identifies document numbers for the class of document specified 3 characters Displays the initials of the buyer for the document as defined by the system 18 characters Identifies the vendor name 6 digits Indicates the date the document was set up on the system Invoicers User s Manual S Dept Amount St Additional Functions PF KEYS PF5 Invc PF6 Recv PF7 Audit PF9 PIP PF8 Accts PF10 Headr PF11 Items PF12 Track Invoicers User s Manual Screen 281 Document Browse by Department FIELD DESCRIPTIONS cont d 5 characters Shows the sub department on the document 13 digits Indicates the total dollar amount of all line items for the document 3 characters Indicates the status of the specified document Common document status codes include COmpleted CLosed and In Process See the Appendix for a detailed description of the standard PF keys Inve Used to view the invoice details Receive View the receiving information associat
63. Indicator that is used to identify whether the encumbrances for the document have been fully liquidated F partially liquidated P or not liquidated N 2 characters Displays the matching status for the specified document 7 digits Identifies the voucher number assigned when the pending voucher was created for the invoice 2 characters Displays the processing status of the voucher Screen 359 Invoice Item Summary Entry Required Entry Required Page III 17 Screen 359 Invoice Item Summary FIELD DESCRIPTIONS cont d Posted Routing St Item Desc 1 character Indicates whether or not Y or N a pending voucher has been posted to the system 2 characters Indicates the status of a document s progress through the routing and approval system 30 characters Displays a brief description of the selected item This Invoice Information Quantity UOM Unit Price Extended Price Converted Information Quantity UOM Unit Price Extended Price Page III 18 10 digits Identifies the quantity invoiced from the invoice for the selected item 4 characters Indicates the unit of measure for the specified line item 12 digits Displays the price per unit ordered from the invoice for the selected item 12 digits Displays the item extended price from the invoice 10 digits Displays the quantity after converted to match purchase order 4 characters
64. Invoicers User s Manual Tracking Document Activity Document activity may be monitored using Screen 290 This screen is used to track actions that are performed the document on a particular document and tell what user last took action on Screen 290 Document Tracking Inquiry 290 Document Tracking Inquiry 11 12 03 9 16AM FY 2004 CC 02 Screen Doc P000004 Ha P000004 P000004 P000004 P000005 P000005 P000005 P000006 P000006 P000006 P000006 P000007 P000007 P P P P P P P P P 12 P P To To To Action Action Document Item Cls Document Item Action 03 26 99 DAILO2P 03 30 99 a MADE02P DELETE 03 29 99 3 K702G1 CREATE 03 26 99 i DAILO2P CLOSED 03 29 99 K702G1 COMPLET 07 31 00 E K702ZJ CREATE 03 29 99 5 DAILO2P CLOSED 03 30 99 K702G1 VNDRCHG 10 14 99 K702ZY COMPLET 07 31 00 8 K702ZJ CREATE 03 31 99 5 DAILO2P CLOSED 03 31 99 7 MADE02P More records Press ENTER to scroll Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp BASIC STEPS e Advance to Screen 290 e Type a valid document number in the Action Line if desired Press lt ENTER gt to view a complete list of all documents FIELD DESCRIPTIONS Action Line Information Document Screen Information CL Doc Invoicers User s Manual 7 characters digits Entry Required Identify the desired document to be displayed 1 character Identifies the class of the d
65. MATERIALS SERVICES MATERIALS SERVICES MATERIALS SERVICES IKOR OFFICE SOLUTIONS MATERIALS SERVICES REIMB COPIES STAFF MATERIALS SERVICES MATERIALS SERVICES MATERIALS SERVICES PHYSICAL PLANT FRANN K STRALEY PHYSICAL PLANT Continued Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp View DLoad Left Right Invoicers User s Manual Page VI 27 FAMIS Reference Codes Appendix Page VI 28 Invoicers User s Manual ABR ABR Pool Table Account Account Control Account ID Account Number Glossary A See Automatic Budget Reallocation A user defined table assigning rules for budget pools and the subcode ranges participating in each pool A functional unit identified by an account ID that serves a particular accounting purpose where one person has primary responsibility for it Accounts include balance sheets GL and revenue expenditure accounts SL A building in the Plant Funds area is an example of a General Ledger account and the President s Office is an example of a Subsidiary Ledger account 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 A 6 digit number identifying an account A 10 position ID within the master file of the Financial Accounting System The first
66. N 1999354 REF 5602075 CK 1047675 PF4 Exit Invoicers User s Manual Page IV 5 PIP Browse By Purchasing Document Use this screen to identify PIPs associated with a Purchasing Document You man not have the PIP number but you can use the purchasing document as a starting point Users may need to view and select all PIPS for a specific document Screen 293 is useful for this purpose Screen 293 PIP Browse By Purchasing Document 293 PIP Browse by Purch Document 11 12 03 9 05AM FY 2004 cc 02 Screen Doc P000004 Doc PIP Invoice Modify Modify Sel Number Number Type Cd P000013 1005016 FYI 312 00399964 co 03 01 00 P000013 1003138 FYI 312 253755 co 12 13 99 P000013 1003403 FYI 312 253755 co 12 17 99 P000013 1003044 FYI 312 253758 co 12 09 99 P000013 1002307 FYI 312 305267A 11 17 99 P000048 1001958 FYI 993632 co 11 04 99 P000048 1002268 FYI 993780 co 11 16 99 P000064 1001105 FYA 005208 10 12 99 P000065 1008898 FYI 78133 co 07 17 00 P000065 1009554 FYI 78133 co 08 08 00 P000065 1100469 NRT 78133 09 27 00 P000065 1104713 FYI 78133 co 02 14 01 More records Press ENTER to scroll JONRO2P JONRO2P JONRO2P JONRO2P JONRO2P GRIM02P JONRO2P WADA02P ELLLO2P ELLLO2P ELLLO2P ELLLO2P Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp View BASIC STEPS e Advance to Screen 293 e Enter a document number in the Doc field or press lt ENTER gt to scrol
67. O Quantity PO Quantity x Quantity If either test fails the error is returned Summary of Tolerance Checking Calculations 1 Test 1 Unit Price Percent percent value is the above or below percent based on UPC test Invoice Unit Price lt PO Unit Price PO Unit Price x Unit Price 2 Test 2 Extended Price Cap amount is the above or below amount based on UPC test Invoice Extended Price lt PO Extended Price Above Cap Amount 3 Test 3 Extended Price Percent percent value is the above or below percent based on XPC test Invoice Extended Price lt PO Extended Price PO Extended Price x Extended Price 4 Test 4 Quantity Percent quantity percent is the above or below percent based on XPC test Invoice Quantity lt PO Quantity PO Quantity x Quantity FIELD DESCRIPTIONS Action Line Information Doc 7 digits Entry Required Identify the invoice document you would like to close re open or cancel Page II 42 Invoicers User s Manual Screen 346 Invoice Document Close FIELD DESCRIPTIONS cont d Invoice Screen Information Vendor Amount Routing Status Invoice Dt Delivery Dt Inv Revd Dt Act Revd Dt Req Pay Dt Terms Invoicers User s Manual 14 digits Entry Required Indicate the specific invoice associated with the purchase document that you would like to close re open or cancel 11 digits Displays the identification number and name
68. ON OF INVOICE BROWSE PROCESSES Document Status The status field is used to group documents by their level of processing This field indicates whether or not the document is available for further corrections Sample values include Meaning In Process open and available for additions corrections ReOpened re opened for additions corrections Closed not currently available for additions corrections Canceled removed from the system Completed no longer available for corrections Invoicers User s Manual Page III 15 Screen 359 Invoice Item Summary EXPLANATION OF INVOICE BROWSE PROCESSES cont d Matching Status The matching status field indicates whether or not all information has been processed for the document All information must be processed before the documents may be completed Valid values include Meaning No Receiving meaning no receiving processed or did not match Matched Forced Matched Successfully Voucher Status The voucher status field indicates the level of system processing of the voucher Valid values include Meaning No Pending Voucher has been Created Pending Voucher has been Created Pending Voucher has been Closed Pending Voucher is in Cycle Pending Voucher has been Paid Pending Voucher has been Reconciled Routing Status The routing status field indicates a document s progress through the routing and approval system Valid values include Meaning Rejected and sent back to
69. PF5 Invc PF6 Recv PF7 Audit PF8 Accts PF9 PIP PF10 Headr PF11 Items Invoicers User s Manual Screen 286 Document Browse by State Requisition FIELD DESCRIPTIONS cont d 14 digits Displays the user reference that is used to identify the subsidiary ledger SL account number used for the order followed by the departmental reference number 13 digits Indicates the total dollar amount of all line items for the document 3 characters Represents the status of the specified document Common document status codes include COmpleted CLosed and In Process See the Appendix for a detailed description of the standard PF keys Inve Used to view the invoice details Receive View the receiving information associated with the selected document Audit Information View the audit information for the selected document Accounts Shows the account distribution used for the document selected Purchasing Invoice Problem Allows you to notify the creator of problems with the invoice See the basic concepts topics section for more information Header Shows the document header information that was entered when the document was created Items Lists the line item information for the document Page V 23 Screen 286 Document Browse by State Requisition FIELD DESCRIPTIONS cont d PF12 Track Track Allows you to track the routing history of the selected document Page V 24 Invoicers Us
70. PTIONS cont d User Ref Type Funds Contact Person Ph Type Ord Terms FOB PO Total Additional Functions PF KEYS PF4 ACH PF5 Next Invoicers User s Manual 10 digits Displays the user reference number which is made up of the subsidiary ledger account number followed by the departmental reference number 1 character Indicates the type of funds used to pay for the selected order 25 characters Displays the name of the person to contact regarding this purchase order 10 digits Indicates the area code and phone number for the contact person 3 characters Signifies the type of order associated with this purchase order 10 characters digits Indicates any special payment terms for the invoice For example 2 10 n 30 would mean 2 discount if paid before the 10th day after the invoice date or pay the net amount if paid after the 10th day and before 30 days past the invoice date 2 characters Denotes any freight terms for the selected order 13 digits Identifies the total dollar amount encumbered for the purchase order See the Appendix for explanations of the standard PF Keys Displays ACH information Goes to next screen that follows in seguence Page 11 37 Screen 345 Invoice Pending Voucher Create Mod FIELD DESCRIPTIONS cont d PF6 PIP PF9 Inote PF10 Desc PF11 Miti Page II 38 Purchasing Invoice Problem Allows you to notify the creator of pro
71. Page Code Translation If placing the membership in the employee s name best serves the purpose of the State Agency the following statement must be on the document This payment serves a public purpose and the agency is receiving adequate 10 consideration Comments ALSO OBJECT CODE 5010 IS FROZEN PF3 DELETE PF4 Exit PF5 NextPIP PF7 ROUTE Type the problem code in the space provided If you do not know the problem code type a question mark to access a pop up window with a list of available problem codes Press lt ENTER gt to add the problem information to the PIP Type additional comments suggestions in the space provided Press lt ENTER gt to record the PIP information Press PF7 Route to send the PIP document to the creator s in box Indicate whether you wish for the creator to have to approve your PIP or whether this is just an informational notice FYI Press lt ENTER gt to send the PIP to the creator Invoicers User s Manual Invoicing Basic Concepts PURCHASING INVOICE PROBLEMS PIPs cont d What a PIP looks like when sent for APPROVAL The PIP document will consist of the following number PIPO2I7xxxxx This number is composed of the routing document form PIP the campus code 02 and the PIP ID number 17xxxxx Select the PIP from your in box i e by typing an X next to it and press lt ENTER gt then you will see Screen 910 Routing Document Information
72. Pop Up Window Screen 02 13 04 16 52 Invoice Problem Cover Sheet cc SA Routing Notes Exist Doc ID PIPAMIO00001 Status Recalled Requested Action Doc Summary PARALLEL 10 Released by 06 15 2000 by WALLS DEANA B Limited Purch L000053 Invoice 86998 PO Doc Creator SMYTH DENNIS D Voucher User Ref 1400000011 Vchr Stat Dept Name Press PF6 for more PIP information PF4 PF5 PF6 PF7 PF9 Exit NDoc ExPIP RHist Notes Then by pressing PF6 you will see the document summary Screen 910 Routing Document Information Pop Up Window KkKKKKKKKEKKKKKKKKK Document Summary KKKKKKKKKKEKKK PIP 1403079 Number of Desc Lines 5 Page 1 Of 4 10 If placing the membership in the employee s name best serves the purpose of the State Agency the following statement must be on the document This payment serves a public purpose and the agency is receiving adeguate consideration Invoicers User s Manual Page II 7 Invoicing Basic Concepts PURCHASING INVOICE PROBLEMS PIPs cont d This will display the problem code s for example 10 shown on the screen below Also displayed is the problem description followed by notes The note section is entered by the Fiscal Department when they create the PIP document The action necessary if any can be found in the description and or the notes section There could as many as five problem codes and or notes per PIP document As you scroll thro
73. Ref Buy Amount Invoicers User s Manual 7 characters digits Identifies the first document number to display if specified Type an X in this field to select a document for display on Screen 278 1 character Identifies the class of the document be it Requisition Purchase Order Master Order Bid Exempt Purchase or Limited Purchase 1 character An indicates whether or not notes are attached to the document 7 characters digits Identifies document numbers for the class of document specified 18 characters Identifies the vendor name 6 digits Indicates the date the document was set up on the system 14 digits Displays the user reference that is used to indicate the subsidiary ledger SL account number used for the order followed by the departmental reference number 3 characters Displays the initials of the buyer for the document as defined by the system 13 digits Indicates the total dollar amount of all line items for the document Page V 5 Screen 280 Document Browse FIELD DESCRIPTIONS cont d Page V 6 St 3 characters Indicates the status of the specified document Common document status codes include CL Closed CO Completed FR Frozen IP In Process TR Transferred PRT Printed Additional Functions PF KEYS See the Appendix for a detailed description of the standard PF keys PF5 Invc Invc Used to view the invoice details PF6 Receive Recv Vie
74. State Requisition FIELD DESCRIPTIONS Action Line Information State Req Class Doc Completed Docs Screen Information SL CL NT State Req Number Doc Vendor Name Date Page V 22 11 digits Identify the first state requisition number to display if specified 1 character Help Available Indicate the class of document to inquire on If not otherwise instructed the system will search each class in alphabetical order i e will list Bid documents before Limited Purchases 7 digits Identify the first document number to display if needed 1 character Signify whether or not Y or N to include completed documents in the display Type an X in this field to select a document for display on Screen 278 1 character Identifies the class of the document Valid values are Requisition Purchase Order Master Order Bid Exempt Purchase or Limited Purchase 1 character An indicates whether or not there are any notes attached to the document 9 characters digits Identifies the State Requisition Number of the specified document 7 characters digits Identifies document numbers for the class of document specified 18 characters Identifies the name of the vendor the items were purchased from 6 digits Indicates the date the document was set up on the system Invoicers User s Manual User Ref Amount St Additional Functions PF KEYS
75. TTED AND TESTED PRIOR TO SHIPPING MODEL SEAGATE 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 F0013 Please enter desired modifications P600026 Line Invoicers User s Manual 1 0 Position at line ___ KKKKKKKK Note Text K gt gt Notes Entered 10 12 95 BY CHO ANDRIA T THE DEPARTMENT REQUESTS TO REVIEW ALL BIDS PRIOR TO THE AWARD CONTACT DR JAMES M WASHINGTON FOR FURTHER DETAILS CLARIFICATION ABOUT THE REOUESTED ITEMS PF4 Exit PF7 PItem PF8 NItem Page F B E Page VI 17 Standard PF Keys Appendix EXTENDED FUNCTION 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 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
76. VI 10 FAMIS Transaction Codes ta Rm Ta NN ena Anas estat VI 20 FAMIS Session Batch Header Codes VI 22 FAMIS R f rence Codes t ma an Nna iee Tu kavion VI 23 CTOSS ATV a ne nn nn E ee La tr nn et en VI 27 Page I 6 Invoicers User s Manual Invoicing Menus The Invoicing Menu M34 provides a list of screens that you may use for accessing the functions in the Invoicing section of FAMIS Menu M34 Purchasing Invoice Menu M34 Purchasing Invoice Menu 11 12 03 08 47 FY 2004 cc 02 Screen Invoice Updates Invoice Header Create Invoice Header Create Dept Invoice Line Create Invoice Frt Tax Ins Oth Items Invoice Pending Vchr Create Mod Invoice Document Close Invoice Inquiry Invoice Doc Inq by PO Doc Nbr Invoice Doc Inq by Vendor Nbr Invoice Document Inquiry Invoice Item Summary Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp The Purchasing Inguiry Menu M22 provides a list of screens that you may use access general purchase document information Menu M22 Purchasing Invoice Menu M22 Purchasing Inquiry Menu 11 12 03 08 47 FY 2004 CC 02 Screen Documents Closed But Not Routed Browse Documents by Status Document Browse by Dept Document Browse by Account Document Browse by Buyer Incomplete Receiving Invoicing Document Browse by User Ref Document Browse by Vendor 277 Document Inquiry by Campus Document Browse by State Req 278 Document Inquiry Docume
77. alid data in the available fields as desired e Press lt ENTER gt to view a complete list of all documents with a state order number e Type an X in the SL select column to the left of a document to advance to Screen 278 where detailed document information will be displayed EXPLANATION OF DOCUMENT BROWSE PROCESSES State Order Number The State Order field is used to group documents by a State assigned reference number Entering a state order number in the action line will display a list of all documents with a state order number beginning with the number specified FIELD DESCRIPTIONS Action Line Information State Order 6 digits Identify the first state order number to display if needed Invoicers User s Manual Page V 25 Screen 287 Document Browse by State Order Nbr FIELD DESCRIPTIONS cont d Class Doc Completed Docs Screen Information SL CL NT St Ord Number Doc Vendor Name Date Page V 26 1 character Help Available Enter the class of document to inquire on If not otherwise instructed the system will search each class in alphabetical order i e will list Bid documents before Limited Purchases 7 characters digits Identify the first document number to display if specified 1 character Indicate whether or not Y or N to include completed documents in the display Type an X in this field to select a document for display on Screen 278
78. all can be processed together and result in a payment to the vendor of 2 099 82 Page 11 12 Invoicers User s Manual Invoicing Basic Concepts CREDIT MEMOS cont d Screen 340 Invoice Header Create 340 Invoice Header Create 11 12 03 08 50 FY 2004 CC 02 Screen ___ Doc P000004 Inv 68012 99 Vendor ID s Vendor 17000001111 MIDWEST SPORTING GOODS Tax 700000111 Invoice Amt 6130 20 Cr _ 1821 NORTH WINKLE AVENUE St 17000001114 Invoice Dt 06 24 1999 BROKEN ARROW OK 74012 Terms Se Due Dt 09 10 1999 Disc Due Dt 09 10 1999 Receive Dt Invoice 07 01 1999 Fiscal 09 08 1999 Original Inv Encl Cd _ ACH Ovrd _ Contract Work Force _ PO Liq Ind P Force Pymt N Reason Req Pay Dt Cust AR Nbr TEXCSB Alt Vendor Ic Rsn Vchr Amt 6130 20 Other Parts Amt Dup Inv Ovrd _ Purchase Order Information 17000001111 MIDWEST SPORTING GOODS Tax ID 700000111 Document Dt 03 26 1999 Cat RO User Ref 300090 1671 Start Dt 09 01 1999 Contact Person BILLY PINNICK Ph 409 885 3121 End Dt 08 31 2000 Buyer SDR SUE A RAINEY Ph 409 885 3425 Exp Dlvry Dt FOB DP Type Funds Ord L LOC PO Total 6130 20 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp ACH Next PIP Notes Accts Cncl The next step in creating your credit memo is to add the credit line item Credit memos are classified as other items and must be added on Screen 344 see below As on
79. annot be used for entering data A communication link between data processing systems or parts of systems that permits sharing of information The transfer of an asset or liability from one fund to another Invoicers User s Manual JCL Job Control Language Journal Entry Ledger Liability Account Map Code Memo Bank Account Menu Glossary Appendix J See Job Control Language 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 A non cash transfer of dollars between two or more accounts L 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 In AP a GL account that is credited for the liability when a voucher is processed Any GL account that accepts a transaction creating a liability M A five digit attribute code in an SL account indicating the GL Fund ID to which it relates An account that represents the balances of deposits for operating accounts A screen containing a list of available processes screens or other menus Page VI 33 Glossary Appendix Name Rotation Object Code Parameter Regular Order Remit To Address Requisition Page VI 34 N A feature that allows user
80. ard PF Keys PF6 Purchasing Invoice Problems PIP Used to display any purchasing invoice problems PIPs associated with the selected invoice PF7 View the audit information for the Audit selected Vendor PF9 Notes Notes Free form notes can be entered on a document These are on line reference notes regarding the document They will not be printed Invoicers User s Manual Invoice Line Item Summary You may view detailed invoice line item information is by keying a valid purchase order PO number invoice number and line item number here on Screen 359 Screen 359 Invoice Item Summary 359 Invoice Item Summary 11 12 03 09 04 FY 2004 cc 02 Screen Doc P000004 Inv 68012 99 Vendor 17399999991 SPORTS AND MORE Ttl Amount 6130 20 Invoice Dt 06 24 1999 Status CO 09 10 1999 PO Liq Ind P Matched St MS Voucher 5701626 FY 2000 Voucher St RECN Posted Y Routing St Item Desc SOCKS DUKE BRAND CM425AD Quantity UOM Unit Price Extended Price This invoice 5 23 3000 3355 20 Converted 144 23 3000 Total ordered 144 23 3000 3355 20 Received for PO 144 UOM Error Last Modified by KIRBY EMILY Date 09 10 1999 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp PIP Audit Addr Notes IDesc BASIC STEPS e Advance to Screen 359 e Type valid document invoice and item numbers in the Action Line e Press lt ENTER gt to display the line item summary EXPLANATI
81. artmental reference number 2 characters Indicates the activity level of the document Sample values include in process IP closed CL deleted DL and completed CO 15 digits Displays the total dollar amount invoiced for the specified document 8 digits Identifies the date the document was processed by the system Entry Required Invoicers User s Manual Screen 278 Document Inquiry FIELD DESCRIPTIONS cont d Route St Amt Vchr Class Oth A P Sre Inv Forced Category USAS Doc Type LP Received Buyer Nbr Invoices Catalogue Order Invoicers User s Manual 2 characters Displays a purchasing document s status in the routing and approval system 15 digits Shows the total dollar amount vouchered for the specified document 1 character Identifies the class code of the document displayed 2 characters Shows any additional accounts payable source 1 character Indicates whether or not Y or N an invoice has been forced for the document selected 2 characters Defines the accounting and receiving characteristics of the document 1 digit Defines the document type for USAS processing 10 characters Indicates whether or not good services were received for a limited purchase before it was closed routed If the items were received the date they were received will be displayed 5 characters Displays the name of the buyer for the document 3
82. as processed 2 characters Displays the matching status for the specified document 6 digits Indicates the date the invoice was processed by the system Invoicers User s Manual Screen 351 Invoice Inquiry by Vendor FIELD DESCRIPTIONS cont d Doc Summary Additional Functions PF KEYS Invoicers User s Manual 50 characters Entry Required Displays a short description of the order This field will be pulled in from the purchase document but you may change it if desired See the Appendix for an explanation of the standard PF Keys Page III 9 Invoice Document Inquiry Detailed invoice information including its status its matching status and its voucher number and status can all be displayed by keying a valid Purchase Order PO and invoice number on the Action Line of Screen 358 You can see more information on a specific invoice line item by typing a X next to it and pressing lt ENTER gt to advance to Screen 359 Screen 358 Invoice Document Inquiry 358 Invoice Document Inquiry 11 12 03 09 03 FY 2004 cc 02 Screen ___ Doc P000004 Inv 68012 99 Vendor 17000001111 SPORTS AND MORE Amount 6130 20 Status CO 09 10 1999 Inv Dt 06 24 1999 Matched St MS Match Successfu Inv Revd Dt 07 01 1999 Routing St Terms Voucher 5701626 FY 2000 St RECN Orig Inv Posted Y PO Liq Ind P Encl Cd Force Payment N Reason Last Mod By KIRBY EMILY Date 09 10 1999 Itm Conv Inv Ouantity UOM UOM Unit Pri
83. assigned to the invoice 8 digits Indicates the date on the invoice Matched St 2 characters Displays the matching status for the specified document Inv Revd Dt 8 digits Displays the date the invoice was received Routing St 2 characters Indicates a document s progress through the routing and approval system Terms 6 characters Identifies the payment terms for the invoice Ex 2 10 n 30 2 discount if paid before the 10th pay net amount if paid after the 10th and by the 30th Voucher 7 digits Identifies the voucher number assigned when the pending voucher was created for the document FY 4 digits Page III 12 Displays the fiscal year in which the voucher was processed Invoicers User s Manual Screen 358 Invoice Document Inquiry FIELD DESCRIPTIONS cont d St Original Inv Posted PO Lig Ind Enclosure Code Force Payment Force Reason Last Mod By Date Invoicers User s Manual 4 characters Indicates the status of the voucher Common voucher status codes include OUTstanding RECoNciled PAID and in CYCLe 14 digits Indicates the invoice number entered on the original invoice if this is a follow up invoice 1 character Indicates whether or not Y or N a pending voucher has been posted to the system 1 character Displays the PO liquidation indicator that is used to signify whether the encumbrances for the document have been fully
84. be used to trace purchase documents from requisition to payment You may browse purchasing documents on line sorted by their user reference number using Screen 284 Screen 284 Document Browse by User Reference 284 Document Browse By User Ref 11 12 03 9 09AM FY 2004 CC 02 Screen User Ref Include Only Class _ User Ref Vendor Name c L L 000000 9001 1936359 THE ECONOMIST SH 01 08 99 L 000000 DAC L947017 MICROAGE 02 12 99 L 000000 DAC 1978084 TEXAS A amp M UNIVER 05 28 99 B 000000 0 B000219 08 30 99 B 000000 0 c000008 08 06 99 29 499 R 000000 0 R600495 09 27 95 B 000000 00 B300120 07 08 02 32 B 000000 00 B300606 02 25 03 45 B 000000 00 B300879 08 01 03 aks B 000000 00 B400125 08 01 03 2 B 000000 00 c000222 05 31 00 1 L 000000 00 L215971 CHARLES C LOVE 10 23 01 M 000000 00 M100143 SILICON GRAPHICS 08 26 00 BAC More Entries Press lt Enter gt to continue Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Inve Recv Audit Accts PIP Headr Items Track BASIC STEPS e Advance to Screen 284 e Type a valid user reference on the Action Line if desired Press lt ENTER gt to view a complete list of all documents e Type an X in the SL select column to the left of a document to advance to Screen 278 where detailed document information will be displayed FIELD DESCRIPTIONS Action Line Information User Ref 14 characters Identify the user reference numbe
85. ber of the original invoice in the event that the invoice entered is a correction or a follow up to the original invoice Page I 17 Screen 340 Invoice Header Create FIELD DESCRIPTIONS cont d Enclosure Code ACH Ovrd Cont Work Force PO Lig Ind Force Pymt Force Reason Req Pay Dt Cust AR Nbr Page II 18 1 character Help Available Code indicating enclosures may be included This will force separate checks for local vouchers Vouchers will be grouped by identical codes A Auditor Blank Not specified C Comptroller L Local S Audit Services Y Yes enclosures 1 character Indicate Y or N if an override was put on the ACH voucher thereby creating a check in the check cycle 1 character This indicates that this payment is flagged as a Contract Work Force payment 1 character Help Available Entry Required Enter the purchase order liquidation indicator that determines whether the encumbrance will be Partially liquidated Fully liquidated or whether No encumbrance should be liquidated 1 character Indicate whether or not Y or N payment for this invoice should be forced i e whether it should be paid regardless of any 2 or 3 way match requirements or problems with unit of measure conversion 80 characters Enter the reason if any for forcing payment of the invoice 10 digits Enter the date you want the State to pay the voucher
86. blems with their invoice See the basic concepts topics for this section for more information Displays invoice notes Displays a detailed description of the line item Use this for Multi Account Vouchering Invoicers User s Manual Closing Your Invoice Document Closing an invoice document completes the entry of invoice data and initiates the check for a two way or three way match Payment will not be processed for an invoice until the invoice document has been closed and matched successfully 346 Invoice Document Screen Doc Vendor Amount Invoice Dt Inv Revd Dt Terms Original Inv Last Mod By 6130 20 Close Cancel Budget Balance P000004 Inv 17000001111 06 24 1999 07 01 1999 Close Screen 346 Invoice Document Close 11 12 03 09 01 FY 2004 CC 02 68012 99 SPORTS AND MORE Routing Status KIRBY EMILY Current Status Matching Status Invoice Document Invoice Document Override Actuals Delivery Dt Act Rcvd Dt Voucher Posted Status 07 12 1999 09 01 1999 Req Pay Dt 5701626 FY 2000 Y VOUCHER POSTED Date 09 10 1999 COMPLETE MATCH SUCCESSFUL Y N to Reopen if closed N N to reinstate if cancelled N Purchase Order Information Vendor 17310954681 SPORTS AND MORE Cat RO User Ref 300090 1671 Exp Dlvry Contact Person HENRY WRINKLE Ph 409 845 0000 Prior Inv Forced Buyer SDR SARA CARTERS Ph 409 845 0000 Enter PF1 PF2 PF3 PF4 PF5
87. c transactions are associated with these codes Each transaction code is identified below along with related transactions Samples of Screen 23 have been used to show each reference code with related transactions FIELD REF 1 TYPE Doc Budget Beg Balance AFR REFERENCE 1 CODE 05x 02x 098 060 023 Transaction Inquiry by Account Screen 068 Account FAMIS SERVICES 271030 4010 Ref RELATED TRANSACTIONS Encumbrances Vouchers Credit Memos Prepaid Vouchers Prepaid Credit Memos Revolving Vouchers Revolving Prepaid Vouchers Change Source of Funds Multi Vendor Vouchers SL amp GL Budgets SL Beginning Balance GL AFR Entries Reversals SL amp GL 10 23 98 15 05 FY 1998 CC 01 Direct Indirect D Bank Option N Description PHYSICAL PLANT IKOR OFFICE SOLUTI MATERIALS SERVICES MATERIALS SERVICES MATERIALS SERVICES IKOR OFFICE SOLUTI MATERIALS SERVICES REIMB COPIES STAFF MATERIALS SERVICES MATERIALS SERVICES MATERIALS SERVICES PHYSICAL PLANT FRANN K STRALEY PHYSICAL PLANT Continued I BatRef Offset 027100 027100 027100 027100 027100 027100 027100 009600 027100 027100 027100 027100 027100 027100 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Page VI 24 Hmenu Help EHelp View DLoad Left Right Invoicers User s Manual FAMIS Reference Codes Appendix REFERENCE 2 FIELD TYPE CODE RELATED TR
88. ce Ext Price Item Description 144 00 DZ 23 3000 3355 20 SOCKS DUKE BRAND CM4 600 00 EA 3 0500 1830 00 T SHIRTS DUKE T 10 O 60 00 DZ 15 7500 945 00 SUPPORTERS DUKE BRAN End of Items List Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF1l PF12 Hmenu Help EHelp PIP Audit Notes BASIC STEPS e Advance to Screen 358 e Type valid document and invoice numbers in the Action Line e Press lt ENTER gt to display the invoice information Each line item will be listed at the bottom of the screen e Type an X in the S select column to the left of a line item to advance to Screen 359 where more detailed invoice information will be provided Page III 10 Invoicers User s Manual Screen 358 Invoice Document Inquiry EXPLANATION OF INVOICE BROWSE PROCESSES Document Status The status field is used to group documents by their level of processing This field indicates whether or not the document is available for further corrections Sample values include Meaning In Process open and available for additions corrections ReOpened re opened for additions corrections Closed not currently available for additions corrections Canceled removed from the system Completed no longer available for corrections Matching Status The matching status field indicates whether or not all information has been processed for the document All information must be processed before the documents may be com
89. ce header Invoicers User s Manual Page II 15 Screen 340 Invoice Header Create BASIC STEPS cont d Modifying an Existing Invoice Header e Advance to Screen 340 e Type a valid purchase document and invoice number on the Action Line Type valid data in the available fields as desired e Press lt ENTER gt to save your additions changes to the invoice header Creating a Credit Memo e Advance to Screen 340 e Type a valid purchase document and invoice number on the Action Line e Indicate the invoice amount and date e Type a Y in the Cr field next to the invoice amount e Type additional information in the available fields as desired e Press lt ENTER gt to create the invoice header FIELD DESCRIPTIONS Action Line Information Doc Inv Screen Information Vendor Invoice Amount Invoice Dt Page II 16 7 characters digits Identify the purchase document associated with the invoice 14 digits Indicate the invoice number as assigned by the vendor for the selected order 11 digits Enter number of the vendor from which the order was purchased This field will be pulled in automatically from the purchase document 14 digits Indicate the total dollar amount for the shipment as it appears on the vendor s invoice 1 character Identify whether or not Y or blank this invoice should be treated as a credit memo 8 digits Enter the date of the order as shown on the
90. cing Basic Concepts You may also use the following inquiry screens to browse available on line invoice by PO Document by Vendor information 350 Invoice Inquiry 351 Invoice Inquiry 358 Invoice Document Inquiry 359 Invoice Item Su mmary PURCHASING INVOICE PROBLEMS PIPs What is a PIP A PIP is a short name for a Pu rchasing Invoice Problem document created in the Fiscal Department Business Office to tell departmental users or the Purchasing Processing Office about problems you have noticed with their limited purchase order exempt purchase order requisition or purchase order Typical problems reported using the PIP document include A the invoice line item amount is different from the amount on the purchase document B the wrong subcode was used on the purchase document or C no receiving has been processed by the department to match with the invoice Sending a PIP to the creator PIPs are sent from the Fiscal Office back to the creator s In Box Screen 910 to let them know about a problem that must be resolved before the purchase can be made or paid for You can initiate a PIP at any of the invoice entry screens 340 342 344 345 and 346 However we recommend that you create your PIP after processing your invoice line items on Screen 342 The PIP should contain a description of the problem you have found and suggestions on how to resolve it Screen 340 Invoice Header Create 340 Invoice Header C
91. cter Indicate whether or not Y or N to display all documents for the vendor regardless of the mail code Type an X in this field to select a particular document for display on Screen 278 1 character Identifies the class of the document be it Reguisition Purchase Order Master Order Bid Exempt Purchase or Limited Purchase 1 character An indicates whether or not notes are attached to the document 7 characters digits Identifies document numbers for the class of document specified 1 character Identifies the state mail code for the specified vendor Invoicers User s Manual First Dept Doc Summary Buy Date User Ref Amount St Additional Functions PF KEYS PF5 Invc PF6 Recv PF7 Audit PF8 Accts Invoicers User s Manual Screen 285 Document Browse by Vendor FIELD DESCRIPTIONS cont d 5 characters First department listed on the document header 11 characters Displays a brief description of the document header 3 characters Shows the initials of the buyer for the document 6 digits Indicates the date the document was set up on the system 14 digits Displays the user reference that is used to identify the subsidiary ledger SL account number used for the order followed by the departmental reference number 13 digits Indicates the total dollar amount of all line items for the document 3 characters Represents the statu
92. ction field and press lt ENTER gt You will get a pop up window to confirm the approval Type Y and press lt ENTER gt Screen 02 13 04 17 13 Purchasing Document Cover Sheet cc SA Action APP Routing Notes Exist Doc ID PROSAR100001 Status Rejected Requested Action Doc Summary Released Attachments Type Y to confirm approval _ Requisition Contact Per Doc Total 5 450 00 Untransferred Total Document Notes PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Exit NDoc Summ RHist Audit Notes Headr Items Track Page 11 10 Invoicers User s Manual Invoicing Basic Concepts What a PIP looks like when sent FOR YOUR INFORMATION Whether sent for Approval or For Your Information a PIP document will still consist of the same format PIPO2I7xxxxx This number is composed of the routing document form PIP the campus code 02 and the PIP ID number I7xxxxx When selecting the document from your in box you will see Screen 03 05 02 15 42 Routing Document Information cc 02 Action ___ ROUTING NOTES Doc ID PIP029999993 Status FYI NOTIFY Doc Summary Membership Released by 09 08 2002 by LOVETT TAMMYT Invoice Problem Cover Sheet Limited Purch L700002 Invoice 5259 PO Doc Creator LEXOR LARRY Voucher 3001509 User Ref 4400000000 Vchr Stat P CL Dept Name MIS PROJECT Press PF6 for more PIP information PF4 PF5 PF6 Exit NDoc DSumm Then by pressi
93. e Dept Reference Enclosure Code Page II 32 7 characters digits Identify the purchase document associated with the invoice 14 digits Indicate the invoice number as assigned by the vendor for the selected order 7 digits Identify the system assigned pending voucher number OR you may enter a zero 0 in order to have the system create a new pending voucher number 1 character Indicate whether or not Y or N you would like to have the default cost accounting reference values filled in for the cost reference fields 50 characters Displays a short description of the order This field will be pulled in from the purchase document but you may change it if desired 1 digit Identifies the third digit of the transaction code which designates the type of transaction taking place 7 digits Displays the departmental reference number This reference assigned by the department will be filled in from the User Reference number on the PO 1 character digit Help Available Designates the code which indicates how enclosures are to be handled This will force separate checks for local vouchers Vouchers will be grouped by identical codes For example A Auditor BLANK Not specified C Comptroller Y Enclosures 1 Housing deposit refunds 2 Sims stipends Entry Required Entry Required Entry Required Entry Required Invoicers User s Manual Screen 345 Invoice Pe
94. e invoice information as well as the receiving information for the 3 way match The status of the match will be displayed on this screen Screen 346 in the Matching Status field A successful match indicates that the pending voucher can be posted This is done either 1 on line by pressing PF10 labeled Post which posts the accounting immediately or 2 by taking no manual action and allowing the system to process the pending voucher in the nightly cycles The matching process may be overridden which ignores whether any of the data matches by entering a Y in the Force Pymt field on the Invoice Header Create Screen 340 A 3 way match requires the purchase order PO information to match the invoice and as well as match the receiving information In a 3 way match the document is checked when you close the invoicing as well as when you close the receiving Receiving does not have to be matched to close an invoice only invoice and PO information must match or be forced Tolerance Checking There are 4 tolerance checking tests in FAMIS These tests are performed when an invoice is closed on Screen 346 The values used for these tests are maintained on Screen 312 in FAMIS The four tests are as follows Tolerance Checking Unit Price Control UPC Ext Price Control XPC UPC CONTROL XPC CONTROL Unit Price Ext Price Extended Price Quantity Percent Cap Amount Percent Percent Above A Below B Enter PF1 PF2 P
95. ed with the selected document Audit Information View the audit information for the selected document Purchasing Invoice Problem Allows you to notify the creator of problems with the invoice See the basic concepts topics section for more information Accounts Shows the account distribution used for the document selected Header Shows the document header information that was entered when the document was created Items Lists the line item information for the document Track Allows you to track the routing history of the selected document Page V 9 Sorting Documents By Their Account Numbers FAMIS allows you to browse through purchase documents sorted by their buying account fiscal year and campus code using Screen 282 This screen automatically displays incomplete documents those that have not been paid but you can specify that the system display completed documents as well Screen 282 Document Browse By Account 282 Document Browse By Account Screen L238945 L270380 L274121 L274308 L274866 L275112 c L L L L L L L Class Supp 00000 00000 00000 00000 00000 00000 Acct L Acct 144015 00000 cc Completed Docs N Acct 05 10 02 9 44AM FY 2002 CC 02 02 FY 2002 Doc LIMITED PURCH Vendor Name ROBERTA K SMITH 01 16 02 A G SCIENTIFIC I 04 23 02 PRAXAIR DISTRIBU 03 21 02 UNITED PARCEL SE 04 24 02 A G SCIENTIFIC I 04 16 02 BEST BUY CO DBA 04 11 02 User Ref 1
96. em Summary FIELD DESCRIPTIONS cont d Additional Functions PF KEYS PF6 PIP PF7 Audit PF8 Addr PF9 Notes PF11 Idesc Page III 20 See the Appendix for explanation an of the standard PF Keys Purchasing Invoice Problems Used to display any purchasing invoice problems PIPs associated with the selected invoice View the audit information for the selected Vendor Address Used to include more lines of address information Notes Free form notes can be entered on a document These are on line reference notes regarding the document They will not be printed Item Description More detailed item descriptions can be entered by pressing PF11 Invoicers User s Manual Page IV 2 Invoicers User s Manual PIP Document Browse Use Screen 292 to view information about a PIP when you know the PIP number Screen 292 PIP Document Browse 292 PIP Document Browse Screen PIP Sel Number 1000001 1000002 1000003 1000004 1000005 1000006 1000007 1000008 1000009 1000010 1000011 1000012 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 PIP For Type FYI 1000034 FYI 1000078 FYA 1000152 FYI 1000309 FYI A904971 FYI 1000223 FYI 1000488 FYI 1000395 E917697 1000294 1000319 1000319 Document Invoice 118 0249517 0 1000078 1000152 1000309 0407D 02 1000223 1000488 120605 22934205 1000294 L000319A 1000319 Modify 09 06 99 09 06 99
97. ent Browse Screen 292 vussa astui dit Tumi vom past taissasst vin IV 3 PIP Browse by Purchasing Document Screen 293 IV 6 PIP Browse by Invoice Screen 294 vs kvit see mat S es RON IV 9 PART V PURCHASING INOUIRY INFORMATION Document Inquiry Basic Conceptsma aauseliaim t a miseetalt male dee y edetr l t eee V 3 Browsing Purchasing Documents On Line Screen 280 V 4 Displaying Documents by Their Department Code Screen 281 V 7 Sorting Documents by Their Account Number Screen 282 V 10 Browsing Documents by Their User Reference Number Screen 284 V 14 Sorting Documents by Their Vendor Screen 285 V 17 Listing Documents by Their State Requisition Number Screen 286 V 21 Browsing Documents by Their State Order Number Screen 287 V 25 Browsing Documents Closed But Not Routed Screen 271 V 29 Sorting Documents by Their Status Code Screen 272 V 32 Displaying the Document Summary Screen 288 V 36 Displaying Detail Document Information Screen 278 V 41 Displaying Detail Document Line Item Information Screen 279 V 46 Tracking Document Activity Screen 290 V 49 Cross Referencing Purchasing Documents Screen 291 V 51 Invoicers User s Manual Page I 5 Table of Contents PART VI APPENDIX INSTUCHONS tnt STA eh at OE LTA fe She nn De OR Pr ns VI 3 INVOICING Screens e aS das dea a ee ee Sek amma VI 8 Standard PE KO Sumun eee aa sn ua ea nan mtn
98. ent Tracking Cross Reference 291 Document Tracking Cross Reference Screen Doc P000004 To To EA P000004 P000004 P000004 P000004 P000005 P000006 P000007 P000007 P000007 P000007 P000008 P000008 12 P P P P 12 P P 12 P P P More records Press ENTER to scroll Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 N HBWN HH H BWN H 000000000000 From From Document Item Cls Document R000023 R000023 R000023 R000023 P902343 R000020 R000026 R000026 R000026 R000026 R000027 R000027 DDDDDDDVADDD Hmenu Help EHelp BASIC STEPS e Advance to Screen 291 e Enter the document number on the Action Line if desired Press lt ENTER to initiate the inquiry process at the specified document FIELD DESCRIPTIONS Action Line Information Document Screen Information CL Invoicers User s Manual 7 digits Identify the desired document to be displayed 1 character Identifies the class of the document From Item N HBWN HH HN Bw H 000000000000 Action Action Action 03 26 99 03 26 99 03 26 99 03 26 99 03 26 99 03 29 99 03 31 99 03 31 99 03 31 99 03 31 99 03 31 99 03 31 99 Valid values are Requisition Purchase Order Master Order Bid Exempt Purchase or Limited Purchase 11 12 03 9 16AM FY 2004 CC 02 Time DAILO2P DAILO2P DAILO2P DAILO2P DAILO2P DAILO2P DAILO2P DAILO2P DAILO2P DAILO2P DAILO2P DAILO2P
99. er s Manual Browsing Documents By Their State Order Numbers If the state order number is the best or only identification you have for a particular document you can use screen 287 to view on line document information This screen automatically displays incomplete documents those that have not been paid but you can specify that the system display completed documents instead Screen 287 Document Browse by State Order Number 287 Document Browse By State Order Nbr 11 12 03 9 10AM FY 2004 CC 02 Screen State Order Class L Doc Completed Docs N St Ord P602076 R E WHITTAKER COM 300620 0101 100002 P803109 FISHER SCIENTIFIC 241801 5000 100002 P900010 FISHER SCIENTIFIC 241801 5000 100005 P501290 CANON USA INC 510137 0003 100015 P003475 FOX SCIENTIFIC INC 241801 5316 100015 P100031 FOX SCIENTIFIC INC 241801 5316 100015 P100124 FOX SCIENTIFIC INC 241801 5316 100192 P700080 FISHER SCIENTIFIC 133501 5034 100224 P605312 CANON USA INC 186004 7001 3 488 100654 P804747 FORT WORTH SCIENTI 144006 6 919 90 100690 P605773 XEROX CORP 132005 6013 21 496 80 100879 P100130 KONICA BUSINESS MA 133007 0001 101007 P300173 PITNEY BOWES MAILI 08 02 158061 0078 2 491 00 More Entries Press lt Enter gt to continue Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Inve Recv Audit Accts PIP Headr Items Track C L P P P P P P P P P P P P P BASIC STEPS e Advance to Screen 287 e Type v
100. er available for corrections Matching Status The matching status field indicates whether or not all information has been processed for the document All information must be processed before the documents may be completed Valid values include Meaning No Receiving meaning no receiving processed or did not match Matched Forced Matched Successfully Using the PF Keys The PF keys are used to provide additional information for a particular document To select a document with a PF key first move the cursor to the desired line by tabbing or by using the arrow keys Then press the PF key to display additional information FIELD DESCRIPTIONS Action Line Information Doc 7 characters digits Identifies the first document number to display if specified Screen Information S 1 character Type an x in this field to select an invoice for display on Screen 358 NT 1 character An asterisk indicates that there are notes attached to the invoice Doc 7 characters digits Identifies the document number associated with the invoice Page III 4 Invoicers User s Manual Screen 350 Invoice Inquiry by PO Document FIELD DESCRIPTIONS cont d PI Invoice Nbr Itm Invoice Total St Voucher M St Invoice Date Vendor Name Additional Functions PF KEYS Invoicers User s Manual 1 character An asterisk in this field indicates that a PIP purchasing invoice problem has bee
101. ere detailed document information will be displayed EXPLANATION OF DOCUMENT BROWSE PROCESSES Vendor Search and Select Vendor search and selection is available for all vendor ID numbers If the vendor ID is unknown type an asterisk in the Vendor field on the Action Line and press lt ENTER to access a pop up window This window will display a list of vendors and their ID numbers Type a X to the left of the desired vendor and press lt ENTER gt to select the vendor and return to Screen 285 You may press PF4 if you wish to return to Screen 285 without selecting a vendor Invoicers User s Manual Page V 17 Screen 285 Document Browse by Vendor FIELD DESCRIPTIONS Action Line Information Vendor Class Doc Completed Docs All Mail Codes Screen Information SL CL NT Doc MC Page V 18 11 digits Entry Required Indicate the FAMIS vendor identification number 1 character Help Available Identify the class of document to inquire on If not otherwise instructed the system will search each class in alphabetical order i e will list Bid documents before Limited Purchases Current defined classes include Requisitions Purchase Orders Master Orders Bids Exempt Purchases and Limited Purchases 7 digits Indicate the first document number to display if specified 1 character Signify whether or not Y or N to include completed documents in the display 1 chara
102. ext PF6 PIP PF9 Notes Invoicers User s Manual 8 digits Signifies the expected delivery date for the selected order 2 characters Indicates any freight terms for the purchase document Valid values are BLANK Not specified CL Freight collect DA Destination FRT prepaid DP Destination FRT included PU Pickup no FRT charged or paid SA Ship pint FRT prepaid SP Ship point FRT included 5 characters Displays the type of fund and type of order associated with this purchase order 13 digits Identifies the total dollar amount encumbered for the purchase order See the Appendix for an explanation of the standard PF Keys ACH Displays ACH information Goes to next screen that follows in sequence Purchasing Invoice Problem Allows you to notifythe creator of problems with their invoice See the basic concepts topic for this section for more information Notes Free form notes can be entered on a document These are on line reference notes regarding the document They will not be printed Page H 21 Screen 340 Invoice Header Create FIELD DESCRIPTIONS cont d PF10 Accounts Accts Displays a window of all responsible accounts and their portion of the total order PF11 Cancels invoice header creation Cncl Page II 22 Invoicers User s Manual Creating Invoice Line Items Before an invoice can be paid you must tell it which items from the purchase document have been invoiced
103. f not otherwise instructed the system will search each class in alphabetical order i e it will list Bid documents before Limited Purchase documents etc 7 characters digits Indicate the first document number to display if needed 1 character Type an X in this field to select a particular document for display on Screen 278 1 character Identifies the class of the document Valid values are Requisition Purchase Order Master Order Bid Exempt Purchase or Limited Purchase 1 character An indicates whether or not there are any notes attached to the document 7 characters digits Identifies document numbers for the class of document specified 3 characters Displays the initials of the buyer for the purchase document 18 characters Identifies the name of the vendor the items were purchased from 14 digits Displays the user reference that is used to identify the subsidiary ledger SL account number used for the order followed by the departmental reference number 6 digits Indicates the date the document was set up on the system Invoicers User s Manual S Dept Amount Additional Functions PF KEYS PF5 Invc PF6 Recv PF7 Audit PF8 Accts PF10 Headr PF11 Items PF12 Track Invoicers User s Manual Screen 271 Documents Closed But Not Routed FIELD DESCRIPTIONS cont d 5 characters Displays the sub department associated with the purchase documen
104. fy the class of document to inquire on If not otherwise instructed the system will search each class in alphabetical order i e it will list Bid documents before Limited Purchase documents etc 7 characters digits Identify the first document number to display if specified 2 characters Signify which status code to begin browsing with if needed 2 characters Signifies which routing status code to begin browsing with if needed Valid codes include COmpleted ReJected ReCalled Departmental Level Processing Level and RE opened 1 character Type an X in this field to select a document for display on Screen 278 1 character Identifies the class of the document Valid values are Requisition Purchase Order Master Order Bid Exempt Purchase or Limited Purchase 1 character An indicates whether or not notes are attached to the document 7 characters digits Identifies document numbers for the class of document specified Page V 33 Screen 272 Document Browse by Status FIELD DESCRIPTIONS cont d Buy Vendor Name Page V 34 3 characters Displays the initials of the buyer for the purchase document 10 characters Identifies the name of the vendor the items were purchased from St 2 characters Displays the current status of the document Rt 2 characters Displays the current routing status of the document User Ref 14 digits Displays the user reference that is used
105. g them to your invoice on Screen 344 Please Note Items added to your invoice on this screen will not affect the encumbrance associated with your purchase document Also it will not be involved in the matching process that determines whether or not the payment will be processed Screen 344 Invoice Frt Tax Ins Oth Items 344 Invoice Frt Tax Ins Oth Items 02 16 04 09 26 CORNWELL MEDICAL EQUIPMENT FY 2004 CC 02 Screen Doc P000010 Inv 10924 Item 901 Type F T I 0 F Extended Price 20 00 Credit _ Description FREIGHT DA Account Pct Amt 300090 40000 4045 100 00 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next PIP Accts Notes IDesc MAcct BASIC STEPS e Advance to Screen 344 e Type a valid purchase document and invoice number on the Action Line e Indicate the type of extra charge to be added to the invoice Freight Tax Insurance or Other e Indicate the total dollar amount to be added to the invoice and a short description of this charge in the space provided e Press lt ENTER gt to pull in the account information from the purchase document You may change this information if desired e Press lt ENTER to add the charge to the invoice Page II 26 Invoicers User s Manual Screen 344 Invoice Frt Tax Ins Oth Items EXPLANATION OF INVOICE PROCESSES Adding Additional Charges The first additional charge to be added t
106. h the invoice has to be paid in order to receive the discount 1 character Signifies the discount indicator This is usually N for net which indicates the net invoice amount discount may be paid An T indicates that no discount allowed 5 digits Represents the number of days after the invoice date the agency has to make the payment 2 characters Indicates the freight code defining conditions by which purchased goods will be transported delivered 35 characters Displays the reference number assigned by the vendor if any 25 characters Identifies the vendor contact information Page V 39 Screen 288 Document Summary FIELD DESCRIPTIONS cont d Delivery Date Delivery Reqd By Dept Contact Phone No Screen 4 Information Bidding Vendor Vendor Contact Bid Amount Reason for Award to Other Than Low Bidder Additional Information PF KEYS Page V 40 8 digits Identifies the date the items were delivered 8 digits Indicates the day by which the items requested are required 10 characters Displays the name of the person in the department to contact regarding the purchase 10 digits Identifies area code and phone number for the document s contact person 3 lines 30 characters digits each Identifies a vendor submitting a bid for the purchase 25 characters Displays the name of the person to contact with the vendor regarding bids for this order 15 d
107. hen working with FAMIS These keys are known as 3270 emulation keys and may be defined differently by each 3270 terminal or PC emulation software that you are using Contact your computer support person if you do not know how to identify the following keys on your computer PF Keys When a key is listed as PFn PF represents Program Function Many PCs use the function keys labeled Fn for these PF keys Others have special combinations of keys to represent the PF keys for example a combination of the ALT key and the number 1 will represent the PF1 key At the bottom of the FAMIS screens there are PF keys listed that can assist in the use of the screen For example on screen 104 Voucher Create the bottom of the screen shows the PF10 with the word Desc under it This means that by pressing the PF10 key a longer description may be entered TAB and BACKTAB Keys Use the TAB and BACKTAB keys on a 3270 terminal to move from field to field This will position the cursor at the start of each field Most PCs have a key labeled TAB while the BACKTAB is a combination of the SHIFT TAB keys Using the arrow keys instead of the TAB keys to move around the screen may lock the computer keyboard Use the RESET key 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 lt ENTER gt
108. hese user FINANCIAL ACCOUNTING TRANSACTION CODES 05x Entries Encumbrances Screen 11 02x Entries Budgets Screens 10 10A 10B 10C 10D 020 021 022 023 024 025 Original Budgets amp Original Budget Corrections Revised Budgets General Budget Transfers Base SL to Support Account Original Base SL to Support Account Revised Support Account to Support Account Within SL Only 027 Project Budget Forward 03x Entries Receipts Screen 12 030 031 032 033 034 038 039 Regular Cash Receipts Dept Sales Payments to Clearing Accts Investment Earnings Gifts Miscellaneous Receipts Cashiers Vault Entries Payroll Interpart Transfers Interpart IDT s Credit to One Part Disbursement to Other 04x Entries Disbursements Screen 13 043 044 045 046 047 048 049 Miscellaneous Disbursements Cashiers Vault Entries Miscellaneous Cash Disbursements Travel Advance Work Funds Change Source of Funds AP Check Voids AP Disbursements Payroll Disbursements Invoicers User s Manual 050 051 054 055 057 058 059 Previous Year s encumbrances Salary Encumbrances Requisition Purchase Order Encumbrance Begin Year Carry Forward Regular Encumbrance Current Year Encumbrances performs a budget check regardless of flags 06x Entries Journal Entries Screens 14 1
109. igits Indicates the total dollar amount the vendor bids for the purchase 15 digits Indicates the reason why the purchase did not go to the lowest bidder if applicable See the Appendix for an explanation of the standard PF Keys Invoicers User s Manual Displaying Detail Document Information When the document number is known the most comprehensive information available may be viewed using Screen 278 You may also advance to Screen 278 after selecting a document for display from one of the other document inquiry screens To see more information on a specific line item select the item and the system will advance to screen 279 for that document line item Screen 278 Document Inquiry 278 Document Inquiry 02 23 04 1 14PM FY 2004 cc 02 Screen Document P300021 Doc Summary 2002 2003 ATHLETIC SCHOLARSHIP BOOK RENTAL Vendor 11345555590 BARNES amp NOBLE BOOKSTORE 572 Reimburse ID Doc FY 2003 Doc Amt 216064 00 User Ref 300090 1719 Status CL Amt Inv 177887 46 Doc Date 04 23 2002 Route St FN Amt Vchr 177887 46 Class P Oth A P Src Inv Forced Category BE USAS Doc Type LP Received Buyer TRUDY STRALEY X107 Nbr Invoices 5 Catalogue Order Contact DELLIA LERNER Line Quantity Description P Unit Price Extended Price 2002 03 FALL SEMESTER SC 197 9100 400 00 2002 03 SPRING SEMESTER 197 9100 400 00 EA 2002 03 SUMMER SESSION I 72 1700 400 00 EA 2002 03 SUMMER SESSION I 72 1700 End of line items Enter PF1
110. is reguired See the Appendix for explanations of the standard PF Keys Goes to next screen that follows in seguence Purchasing Invoice Problem Allows you to notify the creator of problems with their invoice See the basic concepts topics for this section for more information Entry Reguired Entry Reguired Entry Reguired Entry Reguired Entry Reguired Invoicers User s Manual Screen 344 Invoice Frt Tax Ins Oth Items FIELD DESCRIPTIONS cont d PF8 Accts PF9 Notes PF10 Idesc PF11 Macct Invoicers User s Manual Accounts Displays a window of all responsible accounts and their portion of the total order Notes Free form notes can be entered on a document These are on line reference notes regarding the document They will not be printed Item Description More detailed item descriptions can be entered by pressing PF10 Multiple Accounts Additional screen to add view account distribution information Page II 29 Creating Modifying the Invoice Pending Voucher Pending vouchers are used to process payment for purchasing invoices Pending vouchers differ from regular vouchers in that it remains pending until the completion of some other action allows it to post Pending vouchers created through the purchasing module will remain pending until the invoice document has been closed and all of the required matching is complete Pending vouchers are created for your purchasing i
111. isplay additional information FIELD DESCRIPTIONS Action Line Information Vendor 11 digits Entry Required Identifies the vendor whose invoice information is to be displayed Doc 7 characters digits Identifies the PO number used to create the invoice header Pg of viewed Pg s 3 digits Displays the number of pages viewed Invoicers User s Manual Page III 7 Screen 351 Invoice Inquiry by Vendor FIELD DESCRIPTIONS cont d Screen Information S NT Doc PI Invoice Nbr Itm Invoice Total St Voucher M St Invoice Date Page III 8 1 character Type an x in this field to select an invoice for display on Screen 358 1 character An asterisk indicates that there are notes attached to the invoice 7 characters digits Identifies the document number associated with the invoice 1 character An asterisk in this field indicates that a PIP purchasing invoice problem has been processed for this invoice 14 digits Displays the invoice number This number is used to identify the invoice header created on Screen 340 3 digits Represents the number of items processed on the invoice 14 digits Displays the total dollar amount processed for this invoice 2 characters Indicates status of the invoice Common invoice status codes include COmpleted CLosed In Process and CaNceled 7 digits Identifies the pending voucher number assigned when the invoice w
112. ith that function HELP HELP functions are available for many screen fields in FAMIS Typing a in the blank beside the desired field and hitting lt ENTER gt will access a pop up window with specified field information Another way is to place your cursor in the desired field and press the F2 key To get out of the HELP function either select a value and press lt ENTER gt or hit the PF4 key The distinction on which key to use will normally be designated in the pop up window EX PF4 Exit ESCAPING FROM A POP UP WINDOW When in a pop up window pressing PF4 will usually take you back to the original screen There are a few screens when pressing lt ENTER gt will take you back to the original screen Invoicers User s Manual Page VI 5 Instructions FIELD HELP USING THE F2 PROGRAM FUNCTION KEY On selected fields additional information can be displayed using the F2 program function key This HELP information is accessed by moving the cursor to the field in question and pressing the F2 Key Screen 002 GL 6 Digit 002 GL 6 Digit 02 13 04 12 08 FY 2004 CC AM Screen Account 010100 ED amp GEN INCOME TUITION Account Title ED amp GEN INCOME TUITION Resp Person 452222232 MASON MARY W Old Acct NA Year end Process F Reclassify _ Reporting Group __ Aux Code ___ AFR Fund Group 10 Fund Group FG Sub Fund Group Sub Sub __ O Function __ Default Bank 03000 Override Y SL Mapped Count 18 Alternate Banks
113. k 167 Prepaid Revolving Voucher 169 Prepaid Cash Voucher 17x Entries Prepaid Credit Memo Screen 116 170 174 Prepaid Credit Memo with reconciliation 176 Prepaid Credit Memo with No reconciliation and does not offset to the bank 175 Not Used 177 179 Prepaid vouchers with reconciliation Financial Accounting User s Manual FAMIS Session Batch Header Codes BANK TRANSFERS BTR IDT S Regular een bien IDT BUDGET ENTRIES Gift Rees serene trs FEE Regulars ccc nr cman nes BIN Interpart IDT Sepiii IDP Form 500 s COITECTIONS se 6 ccseacidendsseneneseattonneasse IDC stopped 5 1 91 BUF Interface IDT S DEPT CODE Beginning Entries eee BEG PHPLxx Corrections Reg BJC Visa MC Charges oc ceeeeeeeeeeeeee VMC Corrections Form 500 BUC Original Budgets BUD JOURNAL ENTRIES Generated Exp Budget GEB Regulat isori mieit terenit JEN AmortizatiOn ATZ CASH RECEIPTS COrrectlons ss ss lisent JEC Cashier Deposits Depts CDP Payroll sisi JPR Cashier Deposits Other COD Investments JIN TALELESE eerueo eriiic nasie INT Investments Corrections JIC Distribution to S L DTR V MC Charge Back ee eee CBK PAYABLES P R Deposits uuooonnin nnen PRD Acct Payable Check
114. l down and search e Type an X in the Sel field and press PF6 to view detail FIELD DESCRIPTIONS Action Line Information Doc 7 characters digits Enter a valid document number Screen Information Sel 1 character Type an X to select which documents you would like to select for further display action Doc Number 7 character digits Displays the document number Entry Required Entry Required Page IV 6 Invoicers User s Manual Screen 293 PIP Browse By Purchasing Document FIELD DESCRIPTIONS cont d PIP Number Type Invoice Number Rt Cd Modify Date Modify Time By User Invoicers User s Manual 7 character digits Displays the PIP number 3 characters Valid values include FYA Approve and route forward to a person or desk as a For Your Approval document This is done when you wish a person to approve a document and they are not in the path for that document Key in the name of the person or the name of the desk to receive the document for approval in the pop up window that appears when you enter this action FYI Send a copy of the document to another person or desk not on the document path Key in the name of the person or name of the desk to receive the information or notification copy 14 digits Indicates the invoice number that is associated with the document 2 characters Indicates the routing status Valid values for this status are Blank In Process
115. l transactions is order to provide an audit trail See Subsidiary Ledger An encumbrance which applies to several accounts A type of purchase order used for reoccurring services like those provided by the telephone and electric companies Four digits appended to the account ID to identify attributes and dollar records within an account Invoicers User s Manual Subsidiary Ledger Suspense Account 1099 Vendor 1099 Voucher 10 Digit Account Tax Code Tax ID Revenue and expenditure accounts for the institution All SL account numbers begin with a ledger number of 1 through 9 A GL clearing account reflecting real dollar activity directed to the Suspense File T A vendor usually a consultant or professional service hired by an institution whose payments must be reported to the IRS on Form 1099 A voucher that must be 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 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 A Social Security Number or Federal Employer Identification Number that is available for 1099 report preparation Invoicers User s Manual Taxes Temporary Vendor
116. lete listing of valid document classes Type an X next to the desired class and press lt ENTER gt to return to the document inquiry screen Press PF4 to return to the inquiry screen without selecting a document class Valid document classes include Meaning Bid Master Order Purchase Order Requisition Limited Auth Using the PF Keys The PF keys are used to provide additional information about a particular document In order to view information about a document using the PF keys you must first select it for display To select a document move the cursor to the desired line by tabbing or by using your arrow keys Then press the PF keys to display additional information as desired Invoicers User s Manual Page V 3 Browsing Purchase Documents On Line Screen 280 is a useful screen that displays all purchasing documents created and shows the status in the routing and approval process Users may limit the selection displayed by typing a document class type in the Class field For example if you want to view only Limited Purchase documents type L in this field PF keys have been added to the bottom of this screen to provide additional information about each document Screen 280 Document Browse 280 Document Browse 11 12 03 9 05AM FY 2004 cc 02 Screen Class P Doc P000004 P000004 MIDWEST SPORTING G 03 26 99 300090 1671 P000005 DOUGLAS PROTECTIVE 03 26 99 300090 1860 P000006 ADMAIL 03 29 99 300090 1715 P000007
117. liquidated F partially liquidated P or not liquidated N 1 digit Designates the code that indicates how enclosures are to be handled This will force separate checks for local vouchers Vouchers will be grouped by identical codes 1 character Indicates whether or not Y or N payment for the invoice has been forced 70 characters Displays the reason for the payment to have been forced 25 characters Shows the person s name that last modified document 8 digits Displays the session date entered on the batch header 1 character Type an x in this field to select an invoice for display on Screen 359 Page III 13 Screen 358 Invoice Document Inquiry FIELD DESCRIPTIONS cont d Itm Nbr Quantity UOM Conv UOM Unit Price Inv Ext Price Item Description Page III 14 3 digits Identifies the number for the specified line item 10 digits Indicates the item quantity invoiced 4 characters Displays the unit of measure for the item as invoiced 4 characters Represents the_converted item unit of measure if needed to match the PO 16 digits Displays the dollar amount to be paid per unit of measure for the line item 16 digits Indicates the total extended price for the item as calculated by the system 25 characters Displays a brief description of the specified line item Additional Functions PF KEYS See the Appendix for an explanation of the stand
118. ment Browse by Vendor 285 Document Screen az 1002652 1111025 1139905 1187913 1202716 1207901 1309106 1312223 1313137 1318585 1800008 1801321 1807351 c L L L L L L L L L L L L L L Browse By Vendor MIDWEST SPORTING GOODS Class L Doc Completed Docs Y Vendor 17000001111 First LIMI PRACTICE SH SOFTBALL PR SPEEDO SWIM SWIM SUITS RH SPORTS E PRACTICE SH MEN S SWIM RH TABLE TE RH SOCCER B SWEAT SHIRT 210380 HAND RH SWIM GOG JW 5605 amp 52 TED 09 09 99 10 06 00 01 19 01 06 21 01 09 11 01 07 23 01 08 14 02 09 11 02 09 11 02 08 14 02 08 04 97 09 04 97 09 25 97 More Entries 02 13 04 12 03PM FY 2004 CC 02 All Mail Codes _ PURCH User Ref 300090 0177 300090 0433 300090 1558 300090 3050 301960 EOMT 300090 0136 300090 0357 301960 EOMT 301960 EOMT 300090 1061 210380 0001 301960 SEEE 300420 INTRA Press lt Enter gt to continue Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Invc BASIC STEPS Advance to Screen 285 and document class Recv Audit Accts PIP Headr Items Track Type the vendor identification number and document class in the Action Line Type additional data in the available fields as desired Press lt ENTER gt to view a complete list of all documents for the specified vendor e Type an X in the SL select column to the left of a document to advance to Screen 278 wh
119. n 340 Invoice Header Create FIELD DESCRIPTIONS cont d Purchase Order Information Vndr Tax ID Document Dt Cat User Ref Start Dt Contact Person Ph End Dt Buyer Ph Page II 20 11 digits Displays the ID number of the vendor to be paid for the order 9 digits Identifies the federal tax ID for the selected vendor 8 digits Displays the date that the purchase document was created on the system 2 characters Displays the document category that is used to define certain characteristics of the purchase document 10 digits Indicates the user reference number which typically is made up of the SL account number followed by the departmental reference number 8 digits Indicates the start date of a maintenance agreement or blanket order 25 characters Displays the name of the person to contact regarding this purchase order 10 digits Identifies the area code and phone number for the contact person 8 digits Displays the ending date for a maintenance agreement or blanket order 3 characters Displays the code which identifies the name of the person identified as the buyer that responsible for this order 10 digits Identifies the area code and phone number for the buyer Invoicers User s Manual Screen 340 Invoice Header Create FIELD DESCRIPTIONS cont d Exp Dlvry Dt FOB Type Funds Ord PO Total Additional Functions PF KEYS PF4 ACH PF5 N
120. n processed for this invoice 14 digits Displays the invoice number This number is used to identify the invoice header created on Screen 340 3 digits Represents the number of items processed on the invoice 14 digits Displays the total dollar amount processed for this invoice 2 characters Indicates status of the invoice Common invoice status codes include COmpleted CLosed In Process and CaNceled 7 digits Identifies the pending voucher number assigned when the invoice was processed 2 characters Displays the matching status for the specified document 6 digits Indicates the date the invoice was processed by the system 11 characters Identifies the name of the vendor for the specified purchase See the Appendix for an explanation of the standard PF Keys Page III 5 Listing Invoices By Vendor You may display all invoices for a particular vendor using Screen 351 Invoice header records for a vendor are displayed sorted by Purchase Order PO number You may key in a particular PO number as a starting point Screen 351 Invoice Inquiry by Vendor 351 Invoice Inquiry by Vendor 11 12 03 09 02 SPORTS AND MORE Fy 2004 cc 02 Screen Vendor 17000001111 Doc P000004 1 Viewed Pg s Nbr M Invoice Invoice Itm Invoice Tot Date P000004 68012 99 P300023 108458 02 P400078 117178 03 P400078 117215 03 P400078 117354 03 P504088 32058 96 P604776 31741 96 P604776 32071 96 P604872 31785 96 P7000
121. nding Voucher Create Mod FIELD DESCRIPTIONS cont d Invoice Date Order Date Delivery Date State Req Nbr GSC Ord Due Date Description Disc Due Date Inv Revd Dt Cust AR NBR Invoicers User s Manual 8 digits Displays the date the invoice was issued 8 digits Indicate the date the order was placed This field will be filled in from the PO and is required for state vouchers 8 digits Identify the expected delivery date of the order This field is required for state vouchers 11 digits Denotes the State Requisition Number This field is required if state funds are used for the order 7 digits Identifies the General Services Commission order number for purchase orders that require GSC approval 8 digits Indicate the due date for the payment of the order This field determines when the voucher is pulled to cycle for payment 35 characters 2 lines Displays a short description of the voucher to be created modified The system will automatically pull in the description of the first line item on the invoice unless otherwise specified 8 digits Indicates the discount due date which identifies the date by which payment must be received by the vendor in order to secure the agreed discount 6 digits Displays the date the invoice was received 25 characters digits Denotes the customer accounts receivable number that is assigned to the purchaser by vendor
122. nformation Track Document Tracking Itm Accts Line Item Accounts Vndr Vendor Information Itm Ext Extended Information Invoicers User s Manual Page VI 11 Standard PF Keys Appendix EXTENDED FUNCTION KEYS Accts Accounts Displays a window of all responsible accounts and their portion of the total order F5628 End of accounts on document P P600026 Account Distribution Account Description AM 1996 330001 00000 4050 GIGI S TEST ACCOUNT AM 1996 330001 00000 4010 GIGI S TEST ACCOUNT Total all Accounts PF3 Back to 280 PF4 Exit PF5 BBA AdDept Additional Departments Displays all departments that have approval and accounts on this document Additional Departments SubDepartments Doc P400013 SubDept 1 945 66 845 3335 7 Vndr 11 Items PF11 PF12 Addr Address Used to include more lines of address information Delive To Addr 11409 WADDLE WAY SUITE 909 WAYNE WADDLESWORTH Page VI 12 Invoicers User s Manual Standard PF Keys Appendix EXTENDED FUNCTION KEYS cont d 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 186222200008435 Acq Method PO Vendor Number 19444444100 Name ARIAL COMPUTER Alt APO Name KAYCY NEELEY Number 464444433 Exec Level AA Division CD School BA BBA Budget Balance
123. ng PF6 you will see the document summary This will display the problem code s for example NR shown on the screen below Also displayed is the problem description followed by notes The notes section is entered by the Fiscal Department when they create the PIP document The action necessary if any can be found in the description and or the notes section The document summary also displays the same purchasing document and invoice information as shown with the For Your Approval example KKKKKKKKKKKKKKKKKK Document Summary k k k k KKKKKKKKKKKKKK PIP 1700043 Number of Desc Lines 5 Page 1 Of 5 NR Matching Status No Receiving Possible Causes 1 Cause No receiving document Solution Create a receiving document Scr 321 326 2 Cause Receiving document not closed Solution Close receiving document Scr 326 3 Cause Ouantity Received not egual to guantity ordered and or not egual to guantity invoiced Solution Verify all guantities Correct receiving doc if receiving gty s are wrong Scr 321 326 Contact Fiscal at 5 1373 if invoice gty s are wrong PF4 Exit PF7 Bck PF8 Fwrd Invoicers User s Manual Page H 11 Invoicing Basic Concepts After reviewing the PIP document you can discard the document by typing DEL in the action field Screen 03 05 02 15 42 Routing Document Information cc 02 Action DEL ROUTING NOTES Doc ID PIP029999993 Status FYI NOTIFY Doc Summary Membership Released by 09
124. nt Browse by GSC Order 279 Document Line Item Inquiry Document Summary 290 Document Tracking Inquiry 291 Document Tracking Cross Reference 292 PIP Document Browse 293 PIP Browse by Document 294 PIP Browse by Invoice Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Invoicers User s Manual Page I 7 Page I 8 Invoicers User s Manual Page II 2 Invoicers User s Manual Invoicing Basic Concepts Invoicing Processes To enter an invoice an existing purchase order must be referenced Information from the purchase order will be displayed giving you the opportunity to verify that the invoice will be matched against the correct purchase order The header from the purchase order identifies important dates freight and delivery information the vendor s id number and terms for the order Each purchase order line item specifies the quantity ordered unit price unit of measure extended price and accounts to be charged The process of entering invoices into the Purchasing System entails creating an invoice header one or more line items and a pending voucher The final step in the process is closing the invoice document The invoice header details the date of the invoice the total dollar amount the discount terms and the discount due date and other pertinent information For each line item of the purchase order a corresponding invoice line item specifies the invoiced quantity
125. nvoices using Screen 345 Screen 345 Invoice Pending Voucher Create Modify 345 Invoice Pending Voucher Create Modify 11 12 03 08 59 FY 2004 CC 02 Screen ____ Doc P000004 Inv 68012 99 Voucher 5701626 Default Cost Ref N Doc Summary 1999 00 FOOTBALL EQUIP amp SUPPLY BLANKET BID Type 0 Dept Ref 1671 Enclosure Code _ Invoice Date 06 24 1999 Order Date 03 30 1999 Delivery Dt 07 12 1999 State Req Nbr GSC Ord Due Date 09 10 1999 Description SOCKS DUKE BRAND CM425AD Disc Due Dt 09 10 1999 T SHIRTS DUKE T 10 OXFORD T SHIRT Inv Revd Dt 07 01 1999 Cust AR NBR TEXCSB ACH Ovrd _ Hold Flag N Alt Vendor W2 SSN Travel Hotel Zip USAS Doc Type PCC Code _ PDT Code LDT Codes Revolving Fund Type Local TOR Reason __ Prepaid Inv Check Nbr 1071109 Check Dt 09 13 1999 Override Bank Cont Wk Force Vch Total 6130 20 Invoice Purchase Order Information 17000001111 SPORTS AND MORE Inv Total 6130 20 Document Dt 03 26 1999 Cat RO User Ref 300090 1671 Type Funds L Contact Person HENRY WRINKLE Ph 409 845 3121 Type Ord LOC Terms FOB DP PO Total 6130 20 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp ACH Next PIP INote Desc Mlti Screen 345 Multi Account Pop Up Window Screen 345 Multi Account Vouchering Enc Comp Account Obj P F N Bank Code Amount Ln 1 300090 40000 4012 4012 F 03000 7300 6130 2 PCA Cost Ref 1 2 3 Dates Req Pay IC
126. o an invoice will have the line item number of 901 assigned automatically by the system If you wish to even more charges to the invoice you must add 1 to the item number 1 e the second extra charge would be item number 902 Repeat this process as necessary until all additional charges have been entered Account Information When payment of an item 1s split across several accounts each account must be typed in separately Up to 40 accounts can be specified for an item You may enter additional accounts by pressing PF11 MAcct short for multiple accounts Payment by an account may be specified either by dollar amount or percentage of the line item balance The percentage of line item balance or the amount paid by each account must be entered The total percentage amounts must equal 100 It is recommended that a percentage be used rather than dollar amounts If any dollar amount is specified for an account these amounts are subtracted from the extended price and the percentages are applied to the remaining balance to calculate each account total For example assume you wish to split the payment between 3 accounts The first account you know the exact amount you would like to pay and you would like to divide the remainder between the two accounts To do this you would make the following entry on Screen 344 Account 333909 00000 373909 00000 309333 09000 19085 Amt 4010 2 00 4010 50 00 4010 50 00
127. ocument Common document status codes include COmpleted CLosed and In Process Additional Functions PF KEYS See the Appendix for a detailed description of the standard PF keys PF5 Invc Invc Used to view the invoice details PF6 Receive Recv View the receiving information associated with the selected document PF7 Audit Information Audit View the audit information for the selected document PF8 Accounts Accts Shows the account distribution used for the document selected Invoicers User s Manual Screen 282 Document Browse by Account FIELD DESCRIPTIONS cont d PF9 PIP PF10 Headr PF11 Items PF12 Track Invoicers User s Manual Purchasing Invoice Problem Allows you to notify the creator of problems with the invoice See the basic concepts topics section for more information Header Shows the document header information that was entered when the document was created Items Lists the line item information for the document Track Allows you to track the routing history of the selected document Page V 13 Browsing Documents By Their User Reference Numbers The user reference field is used to group documents by account The first six digits typically represent the subsidiary ledger account number that will be charged for the purchase s This is generally followed by a hyphen and the departmental reference number assigned to uniquely identify the document The user reference number may
128. ocument be it Requisition Purchase Order Master Order Bid Exempt Purchase or Limited Purchase 7 characters digits Identifies a particular document number for the class of document specified Page V 49 Document Tracking Inquiry Screen 290 FIELD DESCRIPTIONS cont d Item To Cls To Document To Item Action Action Date Action Time By User Additional Information PF KEYS Page V 50 3 digits Identifies the number of line items on the document 1 character Identifies the class of document the document item was transferred to 7 characters digits Displays the document number the item was transferred to 3 digits Identifies the item number on the document it was transferred to 7 characters Designates the type of action that was taken against the document 6 digits Date the action was performed on the document 4 digits Time the action was performed on the document 8 characters digits Indicates the user ID of the person performing the action on the document See the Appendix for an explanation of the standard PF Keys Invoicers User s Manual Cross Referencing Purchasing Documents FAMIS allows you to cross reference a document from its original source document Cross references for purchasing documents may be viewed using Screen 291 For example P500093 shown below was created when items were transferred from requisition R000100 Screen 291 Docum
129. om TPIS system D DIR deposit do not combine DF DIR deposit combine within A DH Direct deposit warrant hold Page 11 34 Entry Required Invoicers User s Manual Screen 345 Invoice Pending Voucher Create Mod FIELD DESCRIPTIONS cont d LDT Codes Revolving Fund Type IC Rsn Invoicers User s Manual 2 characters digits Help Available Identifies the legal descriptive text codes that define any special processing needed for the order For example BC Baylor College of Dentistry exempt Educational code CC Examinations of current catalogues list and price guotations CY Cyclotron fabricates equipment 01 Auxiliary Enterprises TAC 10 D 2155 141 1 character Entry Required Indicates whether or not Y or N the voucher is to be processed as a revolving voucher 8 characters Identifies the type of funds that were used to pay for the specified order 1 character Help Available Identify the interest calculation procedure to be followed Valid values are A Accept Scheduling of Late Payment BLANK None F Force Interest Calculation R Refuse Interest Calculation 2 characters Help Available Include the reason for interest exemption Valid values are AD Agency Discretion Exercised AI Automation Issue s AP Advance Payment DP Disputed Payment DT Direct Payment of Travel Expenses FC FED Contract Terms Prohibit Pymt G
130. om the source documents PIP Document Browse Used to view and select PIP documents in PIP document number order PIP Browse by Purch Document Used to view and select all PIPS for a document PIP Browse by Invoice Used to view and select invoices by invoice number for any documents that have had PIPS Purchasing Invoice Menu Contains a list of all the screens used to create and modify the purchasing invoices Invoice Header Create Used to create the invoice header Invoice Line Create Used to create line items on the invoice document 344 345 346 350 351 358 359 Invoice Frt Tax Ins Oth Items Used to enter special line items on the invoice document Invoice Pending Vchr Create Mod Used to create or modify an invoice pending voucher Invoice Document Close Used to close the invoice document Invoice Doc Ing by PO Doc Nbr Provides a list of invoice documents in purchase order number Invoice Doc Inq by Vendor Nbr Provides a list of invoice documents for a particular vendor Invoice Document Inquiry Provides detail for a particular invoice document Invoice Item Summary Provides a summary of the invoice document Invoicers User s Manual 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 same PF key such as PF9 always being the key used for NOT
131. ound on the vendor s invoice This value is pulled in from the purchase document but it may be changed if necessary 14 digits Indicates the total dollar amount invoiced for the selected line item Invoicers User s Manual Screen 342 Invoice Line Create FIELD DESCRIPTIONS cont d Total quantity Inv For PO Desc Additional Functions PF KEYS PF4 Iacct PF5 Next PF9 Inote PF10 AcScr PF11 Idesc Invoicers User s Manual 14 digits Signifies the total quantity invoiced for the purchase order Calculated by the system from all invoices associated with the purchase document 45 characters 2 lines Displays a short description of the line item This description is pulled in from the purchase document but it may be changed if necessary See the Appendix for explanations of the standard PF Keys Displays invoice account distribution Goes to next screen that follows in sequence Item Note Displays item notes Accept Screen Allows you to accept all items listed on the screen Item Description More detailed item descriptions can be entered by pressing PF11 Page II 25 Adding Freight Taxes Insurance and Other Charges to the Invoice Often there are extra charges on an invoice that were not taken into consideration when the purchase document was created Examples might include freight tax and insurance charges These types of expenditures may be accounted for by addin
132. pleted Valid values include Meaning No Receiving meaning no receiving processed or did not match invoicing Matched Forced Matched Successfully Routing Status The routing status field indicates a document s progress through the routing and approval system Valid values include Meaning Rejected and sent back to the creator Recalled Routing at the Departmental Level Routing at the Executive Level Routing at the Regulatory Level Routing at the Processing Level Successfully completed routing and approval Using the PF Keys The PF keys are used to provide additional information for a particular document To select a document with a PF key first move the cursor to the desired line by tabbing or by using the arrow keys Then press the PF key to display additional information FIELD DESCRIPTIONS Action Line Information Doc 7 digits Entry Required Identifies the PO number used to create the invoice header Invoicers User s Manual Page III 11 Screen 358 Invoice Document Inquiry FIELD DESCRIPTIONS cont d Invoice Screen Information Vendor Amount Status Invoice Dt 14 digits Entry Required Indicates the invoice number used to create the invoice header 11 digits Identifies the vendor whose invoice information is displayed 11 digits Displays the total dollar amount of the invoice 2 characters Identifies the status of the invoice as well as the date the status was
133. r you would like to search for Page V 14 Invoicers User s Manual Screen 284 Document Browse by User Reference FIELD DESCRIPTIONS cont d Include Only Class Screen Information SL CL NT User Ref Doc Vendor Name Date Buy Amount Invoicers User s Manual 1 character Help Available If you want to display only one class of documents enter the type Valid values are B Bid E Exempt Purchase L Limited Purchase M Master Order P Purchase Order R Requisition Type an X in this field to select a document for display on Screen 278 1 character Identifies the class of the document be it Reguisition Purchase Order Master Order Bid Exempt Purchase or Limited Purchase 1 character An indicates whether or not there are any notes attached to the document 14 digits Displays the user reference which is used to indicate the subsidiary ledger SL account number used for the order followed by the departmental reference number 7 characters digits Identifies document numbers for the class of document specified 18 characters Identifies the vendor name 6 digits Indicates the date the document was set up on the system 3 characters Displays the initials of the buyer for the document 13 digits Indicates the total dollar amount of all line items for the document Page V 15 Screen 284 Document User Reference FIELD DESCRIPTIONS cont
134. reate DOC NOTES Screen ___ Doc L419174 1933333333 35 00 11 04 2003 Vendor Invoice Amt Invoice Dt Terms Due Dt Disc Due Dt Original Inv PO Liq Ind Req Pay Dt Cust AR Nbr Vchr Amt 35 11 14 2003 MARIA RUIS DE P 1933333333 PHI BETA DELTA 11 04 2003 Cat Contact Person Buyer FOB Document Dt Start Dt End Dt Exp Dlvry Dt Enter PF1 PF2 PF3 PF4 Hmenu Help EHelp ACH Invoicers User s Manual 11 14 2003 P Force Pymt Other Parts Amt 02 13 04 16 21 FY 2004 cc 02 Inv L419174 Vendor ID s 933333333 19333333331 PHI BETA DELTA Tax HONOR SOC FOR INTERNATIO St SCHOLARS MS SHARYL BENTON HUMAN RESOURCES DEPT Receive Dt Invoice 11 04 2003 Fiscal 11 07 2003 Encl Cd _ ACH Ovrd _ Contract Work Force _ N Reason L BUELO Alt Vendor IC Rsn Dup Inv Ovrd _ urchase Order Information Tax ID 933333333 LP User Ref 213710 4014 Ph PO Total 35 00 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Type Funds Ord Next PIP Notes Accts Cncl Page II 5 Invoicing Basic Concepts If you have found a problem with an invoice that you are processing you should e Press the PF6 PIP key to bring up the Invoice Problem pop up window see Page II 6 below Screen 340 Invoice Problem Pop Up Window PF6 Doc L419174 Invoice Problem 1402738 Type I Inv L419174 Created By NAVASOD CAMILLE T on 11 14 2003 1 more PIPs
135. roperties of the order 10 digits Displays the user reference number which is made up of the subsidiary ledger account number followed by the departmental reference number 8 digits Indicates the date the goods are expected to be delivered 25 characters Displays the name of the person to contact regarding this purchase order 10 digits Indicates the area code and phone number for the contact person 5 digits Shows the number of invoices that have been forced prior to this current shipment 3 characters Displays the buyer s code and name of the person for this order 10 digits Signifies the area code and phone number for the buyer See the Appendix for explanations of standard PF Keys Goes to next screen that follows in sequence Page II 45 Screen 346 Invoice Document Close FIELD DESCRIPTIONS cont d PF6 PIP PF8 CnclR PF9 Notes PF10 Post PF11 Items PF12 Warns Page II 46 Purchasing Invoice Problem Allows you to notify the creator of problems with their invoice See the basic concepts topics for this section for more information Cancel Reinstate Reason for cancellation or reinstate Notes Free form notes can be entered on a document These are on line reference notes regarding the document They will not be printed Post the Invoice Allows you to manually post the invoice to accounting without waiting for the voucher check cycle to run Document Items
136. s System 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 The equity of a fund the difference between assets and liabilities A related collection of funds 6 digit GL accounts Examples include Current Unrestricted Current Restricted Loan Endowment Annuity and Life Income Plant and Agency A one digit identification number representing the fund group with which an account is associated A movement of dollars from one fund balance to another G A balance sheet account for the institution All GL account numbers begin with 0 zero Invoicers User s Manual GL GL SL Relationships Global Subcode Edit GSE GSE Header Indirect Updating Inquiry Screen Interface Interfund Borrowing See General Ledger User defined structures relating SL revenue expense accounts to GL fund accounts A system edit that checks each new 10 digit account against a table that specifies valid combinations of 6 digit accounts and subcodes See Global Subcode Edit H That portion of a Purchasing document containing basic information such as the document s number the date and amount I The automatic posting of real dollar activity to a GL Balance Sheet account as a result of a direct transaction A screen which only displays information and c
137. s of the specified document Common document status codes include COmpleted CLosed and In Process See the Appendix for a detailed description of the standard PF keys Inve Used to view the invoice details Receive View the receiving information associated with the selected document Audit Information View the audit information for the selected document Accounts Shows the account distribution used for the document selected Page V 19 Screen 285 Document Browse by Vendor FIELD DESCRIPTIONS cont d PF9 PIP PF10 Headr PF11 Items PF12 Track Page V 20 Purchasing Invoice Problem Allows you to notify the creator of problems with the invoice See the basic concepts topics section for more information Header Shows the document header information that was entered when the document was created Items Lists the line item information for the document Track Allows you to track the routing history of the selected document Invoicers User s Manual Listing Documents By Their State Requisition Numbers When looking for a document and the only information that you have available is the state requisition number you can use Screen 286 to search for your document This screen automatically displays incomplete documents those that have not been paid but you can specify that the system display completed documents instead Screen 286 Document Browse by State Requisition 286 Document Brow
138. s to print a vendor name in one format on checks and then rotates it to another format for sorting on reports on on line searching O A four digit number identifying specific items of revenue expense P 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 A type or purchase order that denotes a typical order The address to which the check for goods and or services rendered will be sent 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 6 Digit Account Screen HELP Secondary Vendor Session SL Split Encumbrance Standing Order Subcode 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 S For GL An entity that consists of a self balancing account For SL An entity of revenues and or expenses An on line feature that assists the user with data entry by providing information on the purpose and operation of a particular screen The vendor record holding the multiple addresses that are used periodically as opposed to the primary address A control mechanism to track real time posting of a group of financia
139. 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 lt ENTER gt key must be pressed after entering Action Line data If a user does not follow this step all information entered on the screen may be lost and must be re entered After pressing lt ENTER gt a message will be given at the top of the screen asking for modifications or providing further processing instructions F0002 Record has been successfully added 002 GL 6 Digit 03 03 94 14 56 o FY 1994 CC AA Screen Account 032365 NAVSO INC Account Title NAVSO INC Resp Person 999999999 DOE JANE Old Acct Year end Process F Reclassify _ Reporting Group Fund Group FG Sub Fund Group DF Sub Sub GP MESSAGE LINE The line above the Action Line is used to display messages to the user These messages may be processing messages such as the one below or error messages such as F6120 Insufficient BBA for encumbrances gt F6537 Please enter a valid six digit GL account 002 GL 6 Digit 01 20 92 11 26 Page VI 4 Invoicers User s Manual SCROLLING THROUGH DATA Instructions Pressing the lt ENTER gt 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 w
140. se By State Requisition Nbr 11 12 03 9 10AM FY 2004 CC 02 Screen State Req Class L Doc Completed Docs N N T Vendor Name Date User Ref R802826 413008 0051 R002570 158208 1000 R500282 270620 0092 B200468 158255 2001 R303233 270060 33000 R400369 151301 40000 LOCAL B000703 270060 104 LOCAL B000898 270060 138 LOCAL B300520 270060 32000 LOCAL B300652 270060 30000 LOCAL B300722 270060 45000 LOCAL B300782 270190 181419 LOCAL B300890 270060 181435 11 880 More Entries Press lt Enter gt to continue Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Inve Recv Audit Accts PIP Headr Items Track C L R R R B R R B B B B B B B BASIC STEPS e Advance to Screen 286 e Type valid data in the available fields as desired Press lt ENTER gt to view a complete list of all documents with a state requisition number e Type an X in the SL select column to the left of a document to advance to Screen 278 where detailed document information will be displayed EXPLANATION OF DOCUMENT BROWSE PROCESSES State Reguisition Number The State Reguisition field is used to group documents by a State assigned reference number Entering a state requisition number in the action line will display a list of all documents with a state reguisition number beginning with the reguisition number specified Invoicers User s Manual Page V 21 Screen 286 Document Browse by
141. stitution s Moines A temporary summary account such as a payroll account which is periodically set to zero See Chart of Accounts A two sided transaction that posts debits and credits The information that identifies the record being displayed or to be displayed by the system The reduction of a payable previously paid or still open A credit memo may result from overpayment overbilling or the return of goods Two or more programs that are run in a specific sequence Invoicers User s Manual Data Database Data Control Data Element HELP Data Entry Default Delete Flag Diagnostic Message HELP D Diagnostics 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 Digit 3 of TC Discount The collected information Account that is accessible to the computer for processing Discount Table The tracking of input processing and output and the comparing of actual results to expected results in order to verify accuracy Dollar Data An on line feature that assists the user by providing immediate information about any particular field on a screen Dollar Limit A means for adding information into the system The value that the system will assign if no other value is
142. t 13 digits Indicates the total dollar amount of all line items for the document See the Appendix for a detailed description of the standard PF keys Inve Used to view the invoice details Receive View the receiving information associated with the selected document Audit Information View the audit information for the selected document Accounts Shows the account distribution used for the document selected Header Shows the document header information that was entered when the document was created Items Lists the line item information for the document Track Allows you to track the routing history of the selected document Page V 31 Sorting Documents By Their Status Code FAMIS makes it possible for you to browse through your purchase documents sorted by their status code This is accomplished using Screen 272 Screen 272 Documents by Status 272 Documents By Status Screen B300460 c000059 M100260 M300229 M300328 M300350 M300352 P502216 P700757 P701073 R300928 L B B M M M M M P P P R Dept PURS_ SubDept Status IP Route Status Vendor Name LABOR READY SONY ELECTR TEJAS OFFIC HBI OFFICE HBI OFFICE NORAN INSTR CARL ZEISS VWR SCIENTI St Rt User Ref 2702600101 000000000 270260TEMP 4306000000 00000000 00000000 808709423 808709514 808709514 3003400000 Date 12 03 02 10 28 99 08 20 01 09 03 02 01 21 03 05 06 03 05 06 03 12 21 94 09 1
143. t Income Entry Code FA Feed Field File Financial Accounting FA The income generated by investing the principal of an Endowment Fund The initial three digit code on a transaction that denotes the transaction type This code which is mandatory for all FRS transactions may be predefined by the system It is also known as the Transaction Code F See Financial Accounting Transactions from other systems that are transferred to the Financial Records System That part of a control record transaction or screen established for displaying or entering information A storage area established within a computer system or database for organizing similar kinds of data 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 Financial Transaction Page VI 32 A system that supports the financial record keeping and reporting of a college or university An entry made to the system to record information Flag Freeze Flag FRS Fund Fund Balance Fund Group Fund Group ID Fund Transfer General Ledger GL A data element used to set controls or conditions on a process or program A data element whose condition signifies that new transactions cannot be posted This includes no feeds or invoice postings for this document See Financial Record
144. t invoicing 1 A purchase order must exist on the system before you can post an invoice against that order Invoicing is done by line item some of the line item information may be transferred from the purchase order detail to the invoicing document If multiple invoices for a single purchase order are received a new invoice header and new invoice lines are created for each invoice Closing an invoice document will initiate an attempt for a 2 or 3 way match After closing the invoice document the pending voucher can be posted to accounting either on line by using a PF key on the Invoice Close screen or by letting the nightly processing cycle handle it The accounting will post only if the matching process has been satisfied Multiple Invoices There may be a time when you will expect several invoices to be received before completing an order When this situation arises you must use a processing code of M which stands for multiple invoices on the purchasing document If this processing code is not used the system will mark the encumbrance for a full liquidation when the first invoice is processed on line For each invoice you create you will need to use the following screens 340 Invoice Header Create required 342 Invoice Line Create required 344 Invoice Frt Tax Ins Oth Items optional 345 Invoice Pending Voucher Create Modify required 346 Invoice Document Close required Page II 4 Invoicers User s Manual Invoi
145. tem 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 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 7468 Note not found on file R400007 1 0 Position at line Line kkkKKKKK Note Text kkxk PROGRAM DIRECTOR MARTHA M MALLARD REQUESTS TO REVIEW ALL MATERIAL ORDER UPON ARRIVAL MS MALLARD WILL BE RESPONSIBLE FOR DISPERSAL_ AMONG CONFERENCE ATTENDEES PF4 Exit Page F B E E Left Page VI 16 Scroll Left Some windows are made up of several adjacent panels These will be designated by the word Panel appearing in the window Pressing this key scrolls the panel to the left Invoicers User s Manual Standard PF Keys Appendix EXTENDED FUNCTION KEYS cont d More Desc Next Notes l R R400007 1 0 More Description Displays complete description text for a document or an item Document Item Inquiry Descriptions 1 6 GB FORMATTED USEABLE FAST SCSI 2 DISK 1 515 00 DRIVE FOR SGI INDIGO WITH INTERNAL MOUNTING BRACKET 10 MS ACCESS TIME FORMA
146. the invoice header make certain that you turn on the credit memo flag to mark the dollar amount listed as a negative figure Screen 344 Invoice Freight Tax Insurance Other Items 344 Invoice Frt Tax Ins Oth Items 11 12 03 08 53 MIDWEST SPORTING GOODS FY 2004 CC 02 Screen Doc P000004 Inv 68012 99 Item 901 Type F T 1 0 _ Extended Price Credit _ Description Account Pct Amt Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF1l PF12 Hmenu Help EHelp Next PIP Accts Notes IDesc MAcct Invoicers User s Manual Page II 13 Invoicing Basic Concepts CREDIT MEMOS cont d The next step in processing your credit memo is to create the credit voucher Go to Screen 345 or press PF5 to automatically advance to Screen 345 from Screen 344 type the voucher prefix on the Action Line and press lt ENTER gt This instructs the system to create a new voucher Please Note Payments to this vendor will only be processed once the amount to be paid is greater than the credits existing on the system Screen 345 Invoice Pending Voucher Create Modify 345 Invoice Pending Voucher Create Modify 11 12 03 08 54 FY 2004 CC 02 Screen ____ Doc P000004 Inv 68012 99 Voucher 5701626 Default Cost Ref N Doc Summary 1999 00 FOOTBALL EQUIP amp SUPPLY BLANKET BID Type 0 Dept Ref 1671 Enclosure Code _ Invoice Date 06 24 1999 Order Date 03 30 1999 Delivery Dt 07 12 1
147. the unit price the unit of measure and the extended price of each invoiced item Line items for freight tax insurance and other charges may be added as necessary A pending voucher is one that has been created but not posted to accounting The accounting will be posted pending some further action The invoice closing process completes the entry of the invoice and pending voucher information It verifies correctness and completeness from the invoice and purchase order and checks the invoice to see whether it is within tolerances of the purchase order Closing the invoice document also initiates an attempt to match the invoice with receiving data Two Three Way Matches Matching attempts take place when an invoice document is closed and when a receiving document is closed Whether a match must be two way or three ways is determined by the document category A two way match requires the purchase order information to correspond to the invoice information Invoicers User s Manual Page II 3 Invoicing Basic Concepts A three way match requires the purchase order information to correspond to both the invoice information and the receiving information Receiving documents are relevant to invoicing only when a three way match is required Each receiving document is associated with a specific purchase order and is made up of a header and one or more lines of receiving information The following points are important to remember abou
148. the creator Recalled Routing at the Departmental Level Routing at the Executive Level Routing at the Regulatory Level Routing at the Processing Level Successfully completed routing and approval Using the PF Keys The PF keys are used to provide additional information for a particular document To select a document with a PF key first move the cursor to the desired line by tabbing or by using the arrow keys Then press the PF key to display additional information FIELD DESCRIPTIONS Action Line Information Doc 7 characters digits Entry Required Identify the PO number used to create the invoice header Page III 16 Invoicers User s Manual FIELD DESCRIPTIONS cont d Invoice Item Screen Information Vendor Ttl Amount Invoice Dt Status PO Lig Ind Matched St Voucher Voucher St Invoicers User s Manual 14 digits Indicate the number of the invoice you would like to display 3 digits Identify the line item number to be displayed 11 digits Identifies the vendor whose invoice information is displayed 11 digits Displays the total dollar amount processed for this invoice 8 digits Indicates the date the invoice was processed by the system 2 characters Represents the status of the invoice The status code is used to indicate the level of processing on the invoice and the date the status was assigned to the invoice 1 character Displays the PO Liquidation
149. tify the purchase document associated with the invoice Inv 14 digits Entry Required Indicate the invoice number as assigned by the vendor for the selected order Invoicers User s Manual Page II 23 Screen 342 Invoice Line Create FIELD DESCRIPTIONS cont d Item Line Item Information Item Ordered Quantity Ordered Unit Price Ordered UOM Ordered Extended Price Invoiced Quantity Invoiced Unit Price Invoiced UOM Invoiced Extended Price Page II 24 5 digits Identify the first line item to display Will default to item 1 0 if not otherwise specified 3 digits Identifies the line item number automatically filled in by system 10 digits Indicates the quantity of the line item ordered as entered on the purchase document 14 digits Represents the price per unit of measure for the line item as entered on the purchase document 4 characters Identifies the Unit of Measure for the line item as entered on the purchase document 14 digits Signifies the extended price of the line item as entered on the purchase document 10 digits Indicates the quantity of this item as found on the vendor s invoice 14 digits Displays the price per unit of measure for the line item as found on the vendor s invoice This value is pulled in from the purchase document but it may be changed if necessary 4 characters Represents the Unit of Measure for the line item as f
150. ugh the document summary information from both the purchasing document and the invoice will be displayed kkkkKKKKKKKKKKKKKK Document Summary K KKKKKKKKKKKK PIP 1403079 Number of Desc Lines 5 DESC MEMBERSHIP PHI BETA DELTA 01 PURCH DOC L419174 CONTACT NAME NAVASOD CAMILLE P PHONE 979 222 2222 INV DOC L419174 PURCHASING VENDOR 19300000000 INVOICE VENDOR 19300000000 PHI BETA DELTA PHI BETA DELTA HONOR SOC FOR INTERNATIONAL HONOR SOC FOR INTERNATIONAL SCHOLARS SCHOLARS MS SHARYL BENTON MS SHARYL BENTON HUMAN RESOURCES DEPT HUMAN RESOURCES DEPT CAMPUS MS 1255 TX CAMPUS MS 1255 TX PF4 Exit PF7 Bck PF8 Fwrd kkkkKkKKKKKKKKKKKKK Document Summary KKKKKKKKKKKK PIP 1403079 Number of Desc Lines 5 Page 3 Of 4 ITEM SOURCE DOC OUANTITY UOM UNIT PRICE XTENSION PRICE LIMITED PURCH INVOICE Description MEMBERSHIP DUES PHI BETA DELTA HONOR SOCIETY FOR INT L SCHOLARS gt gt Document Account Distribution lt lt 02 2004 213710 00000 5210 INTERNATIONAL FACULTY amp SC Document Accounts Total gt gt Voucher Account Distribution lt lt 02 2004 213710 00000 5210 INTERNATIONAL FACULTY amp SC Voucher Accounts Total Page II 8 Invoicers User s Manual Invoicing Basic Concepts PURCHASING INVOICE PROBLEMS PIPs cont d kkkkKKKKKKKKKKKKKK Document Summary K KKKKKK KKKKK PIP 1403079 Number of Desc Lines 5 Page DOCUMENT NOTES Header gt gt Note entered 11 24 03 BY JANCA
151. ult to the current page if not specified 4 lines 30 characters digits each Identifies the vendor items will be purchased from 4 lines 30 characters each Indicates the billing address 4 lines 30 characters each Indicates the shipping delivery address 3 digits Identifies a particular item on the specified document 27 characters Displays a brief description of the specified line item 10 digits Indicates the purchase guantity of the specified line item 4 characters Identifies the Unit of Measure for the specified line item to be printed on the purchase order 16 digits Displays the dollar amount to be paid per unit of measure Invoicers User s Manual Screen 288 Document Summary FIELD DESCRIPTIONS cont d Extended Price Total Account Distribution Account Total Screen 3 Information Document Date Disc Pct Disc Due DD Disc Ind Pay DD F O B Vendor Ref Vendor Ref Invoicers User s Manual 16 digits Indicates the total item amount as calculated by the system 16 digits Includes a total of items entered 60 characters digits Displays a breakdown of accounts responsible for payment of the items 16 digits Shows the total for account displayed 8 digits Shows the date document was entered 5 digits Identifies the discount percentage applied to the purchase by the vendor 8 digits Displays the discount due date or the date by whic
152. ument information FIELD DESCRIPTIONS Action Line Information Document 7 digits Entry Required Identify the desired document to be displayed Item 3 digits Indicate the item number to be displayed The default is the first item Screen Information Vendor 50 characters digits Displays the identification number and name of the vendor from which items are purchased Page V 46 Invoicers User s Manual Screen 279 Document Line Item Inquiry FIELD DESCRIPTIONS cont d User Reference Item UOM Item Qty Item Unit Price Item Discount Item Ext Price Item Proc Cd Commodity Code First Account Item Desc 14 digits Displays the user reference that is used to identify the subsidiary ledger SL account number used for the order followed by the departmental reference number 3 characters Represents the unit of measure for the specified line item 10 digits Identifies the purchase quantity of the specified line item 16 digits Displays the dollar amount to be paid per unit of measure 5 digits Identifies the discount percentage for the specified line item 16 digits Indicates the total extended item amount as calculated by the system 1 character Indicates any special processing needs for the document 15 digits Displays the code for classifying goods and services 15 digits Identifies the first FAMIS account for this document 50 characters digits Displays a short
153. ures 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 Non College Station based FAMIS Services The Texas A amp M University System 200 Technology Way Suite 2175 College Station TX 77845 3424 Invoicers User s Manual Page I 3 Page I 4 Invoicers User s Manual Table of Contents PART I INTRODUCTION PAGE Palle DE Contents hanenn aug Re UN D N EE de I 5 Invoicing Menus Screens M34 M22 naine ea T SeA 58 I 7 PART II INVOICE FUNCTIONS Invoicing Basic Concepts Processes na aa a aan aa naan aaeen II 3 Create Invoice Header Screen 340 ssicccsivicies sivntccctiedgeSawstacclinssbus kahlaa oka kalan a I 15 Create Invoice Line Item Screen 22 anne s hatsshimadanatoniista II 23 Create Invoice Special Line Items Screen 344 II 26 Create Modify Invoice Pending Voucher Screen 345 II 30 Close Invoice Document Screen 346 II 39 PART III INVOICE INQUIRY Listing Invoices by Purchase Order Number Screen 350 II 3 Listing Invoices by Vendor Screen 351 2c nicaiincuu tenia au HI 6 Invoice Document Inquiry Screen 358 ss M 10 Invoice Line Item Summary Screen 359 M 15 PARTIV PIP INQUIRY PIP Docum
154. ve not gone through the routing process Documents by Status Provides list of all documents sorted by their status codes Document Inquiry Presents document information for an individual document Document Line Item Inquiry Provides all information associated with a specific document Document Browse Provides document information for all document classes Document Browse by Department Allows searching on all document classes by department and sub department Invoicers User s Manual 282 284 285 286 287 288 290 Document Browse by Account Allows searching on all document classes by the buying account for a designated fiscal year and campus code Document Browse by User Reference Searches all documents by user reference number Document Browse by Vendor Searches all documents by vendor id Document Inquiry by State Requisition Nbr Provides list of documents starting with the state requisition number Document Inquiry by State Order Number Provides list of documents starting with the State Order number Document Summary Provides a snap shot of the entire document Document Tracking Inquiry Used to track documents through the purchasing process Page VI 9 Invoicing Screen List MENU SCREEN DESCRIPTION MENU SCREEN DESCRIPTION 291 292 293 294 M34 340 342 Page VI 10 Document Tracking Cross Reference Cross reference documents and items fr
155. vendor s invoice Entry Required Entry Required Entry Required Entry Required Entry Required Invoicers User s Manual Screen 340 Invoice Header Create FIELD DESCRIPTIONS cont d Terms Due Dt Disc Due Dt Receive Dt Invoice Receive Dt Fiscal Original Inv Invoicers User s Manual 13 characters digits Indicate any special payment terms for the invoice For example 2 10 n 30 would mean 2 discount if paid before the 10th day after the invoice date or pay the net amount if paid after the 10th day and before 30 days past the invoice date 8 digits Entry Required Signify the date that payment for the invoice is due based on the vendor s invoice Will be filled in automatically from the purchase document 8 digits Displays the discount due date which is the date by which a check must be cut in order to receive the vendor s discount If no terms have been specified this date will default to the current date 10 digits Date the agency received the invoice whether it was received in the department or at the Fiscal Office Use this field if Screen 341 was NOT used to enter the invoice header information 10 digits Date invoice is received in Fiscal Office This is NOT used in the calculation of the payment due date NOTE This is an optional field and should only be used if Screen 341 was used to enter header information 14 digits Identify the invoice num
156. w the receiving information associated with the selected document PF7 Audit Information Audit View the audit information for the selected document PF8 Accounts Accts Shows the account distribution used for the document selected PF9 Purchasing Invoice Problems PIP Used to display any purchasing invoice problems PIPs associated with the selected invoice PF10 Header Headr Shows the document header information that was entered when the document was created PF11 Items Items Lists the line item information for the document PF12 Track Track Allows you to track the routing history of the selected document Invoicers User s Manual Displaying Documents By The Browsing information on ir Department Code requisitions and purchase orders by the department and sub department is accomplished using Screen 281 This screen displays those documents that are currently incomplete have not been paid by default However you can also specify that only completed documents be displayed Screen 281 Document Browse by Dept SubDept 281 Document Browse By Dept SubDept 11 12 03 9 06AM Screen Dept R603367 R703985 R703986 R704012 R804035 R804405 R900378 R903822 c L R R R R R R R R FY 2004 CC 02 MISP_ SubDept Class _ Doc P000004 Completed Docs N Vendor Name Date S Dept Amount 06 26 96 35 280 06 17 97 06 17 97 10 102 06 19 97 06 04 98 7 364 07 09 98 11 915 07 09 98
157. wish to return to Screen 351 without selecting a vendor Page III 6 Invoicers User s Manual Screen 351 Invoice Inquiry by Vendor EXPLANATION OF INVOICE BROWSE PROCESSES cont d Positioning the Listing The invoice listing may be positioned by entering a valid purchase order number in the Doc field on the Action Line The document number specified will be displayed on the first information line of the listing Document Status The status field is used to group documents by their level of processing This field indicates whether or not the document is available for further corrections Sample values include Meaning In Process open and available for additions corrections ReOpened re opened for additions corrections Closed not currently available for additions corrections Canceled removed from the system Completed no longer available for corrections Matching Status The matching status field indicates whether or not all information has been processed for the document All information must be processed before the documents may be completed Valid values include Meaning No Receiving meaning no receiving processed or did not match Matched Forced Matched Successfully Using the PF Keys The PF keys are used to provide additional information for a particular document To select a document with a PF key first move the cursor to the desired line by tabbing or by using the arrow keys Then press the PF key to d

INVOICING USER`S MANUAL - Texas A&M University

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INVOICING USER`S MANUAL - Texas A&amp;M University

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INVOICING USER`S MANUAL - Texas A&M University