Home

Purchasing User Manual - The Texas A&M University System

1. Requisition Text Entry Process Text Codes Text codes specify special instructions to the vendor about the requisition as a whole Typing a question mark in the Text codes field and pressing lt ENTER gt will access a pop up window with a complete list of valid text codes Type an X next to as many as 20 text codes to be applied to the requisition To view an extended description of a text code place the cursor ona code and press PF5 Purchasing User Manual Page V 14 Screen 251 Requisition Shipping and Text cont d Press PF4 to return to Screen 251 where the text codes selected will be displayed Search Criteria Text Code ___ Drop N Selected of 18 Code Description Drop _ 001 DELIVERY MAY BE A FACTOR IN THE AWARD N _ 002 IF QUOTING OTHER THAN SPECIFIED BIDDERS 003 BIDDERS MUST GIVE ESTIMATED DELIVERY N _ 004 BULK PACKAGING AND SINGLE SHIPMENT ARE 005 VENDOR MAY BE REQUESTED TO SUBMIT A N 006 ONCE THE ORDER IS PLACED SUBSTITUTIONS 007 TEXAS A amp M UNIVERSITY RESERVES THE RIGHT 008 LENGTH OF DELIVERY TIME MAY BE A FACTOR N 010 NO SUBSTITUTION OF MANUFACTURER WILL BE N 011 PRESENT CONTRACT WILL BE IN EFFECT N 012 UNACCEPTABLE PERFORMANCE BY VENDOR MAY N 013 QUOTE F O B DESTINATION FREIGHT PREPAID AND N Select up to 18 Text Codes or Press lt PF4 gt to Quit Press lt PF5 gt for extended description Field Descri ptions Required Help PF2 or Field He
2. Helpi 5 characters Identify the sub department of the primary account responsible for the purchase Help 2 characters Enter the legal descriptive text codes to be used to add special instructions to the purchase order Page VI 12 Screen 220 Purchase Order Header Create Modify cont d Doc Summary Cont Wk Force Vndr Quote Vndr Ref Delivery Dt Terms FOB Ship Handle Sole Source Y N Emergency Y N Cat Order Bidding Vendor Vendor Contact Rsp Cd Purchasing User Manual 50 characters Include a brief summary of the document as a whole which will be displayed on inquiry screens 1 character Type Y if this payment is to be flagged as a Contract Work Force payment 10 characters Identify the quote number assigned by the vendor who is awarded the bid 35 characters Include the vendor s reference number usually the representative who signed the bid or gave the phone bid 8 digits Enter the expected delivery date for the goods services to be purchased 13 digits characters Signify any special vendor terms or discounts l As Invoiced N Net or gross P Proximate or approximate Blank None Help 2 characters Include the freight code defining conditions by which purchase goods will be transported delivered 3 characters Not currently used 1 character Type Y if the merchandise
3. ccccecececececeeececeeeeeeeeeeess IV 28 Copy Items to an Existing DOCUMENL cccccececececeeeeeeeeees IV 28 Automatic Exempt Purchase Order Creation cccecseseeees IV 29 Purchasing User Manual Page l 5 Table of Contents cont d V VI Purchasing User Manual Requisitions Screen 250 Screen 251 Screen 254 Screen 256 Screen 252 Screen 253 Screen 255 Screen 258 Screen 259 Screen 247 PROCESSING OFFICE FUNCTIONS Purchase Orders Screen 257 Screen 220 Screen 221 Screen 224 Screen 226 Screen 222 Screen 223 Screen 225 PAGE Requisitions Basic Concepts sssssssssssersresrrssersserrnenesnsnssssnsnssssss V 3 Required Information ccccessccccessesssseceeeeecessessaseeeeeeseseees V 3 Change a Requisition cccccccccsssssccecesessessaeeeeeeesessaeeeeeesens V 7 Route the Document ccssecccessteeecseeeeceeueeeeeeaeeeeeeaeeeseeaaes V 7 Rejected DOCUMENTS ccccccccccecessesseeececessesesesaeeeeeessesssaees V 7 Create Modify a Requisition Header cccccccscsecssscesseceeseeeeseeees V 9 Enter Requisition Ship To Invoice To AddresseS ccsscceeseeeees V 14 Text CodeS ansiar iaia araa hated Macha V 14 Create Modify a Requisition Line Item cccececssecesseceesseeeeeeees V 18 Line Iteni ENtry cccceeesesesesssssssnsnsnsnssseseeeaeaeaeseaeaeaeaeaeaeaeaes V 18 Multiple ACCOUNTS ccccccssssscec
4. k Audit Information Document P600027 Item Date Created 10 09 95 Time Created 10 45 43 Added By Axxxx6 CARR CAREN C Last Modify Date 10 19 95 Last Modify Time 11 31 37 Last Modify PGM Pxxxxx8 Last Modify By Axxxx6 CARR CAREN C PF3 Back to 280 PF4 Exit Headr Document Header Accesses a window of document header information From within this window you can view multiple windows of document information x x Document Header Extended Information Document P600026 Doc Year 1996 Total 15 23 Summary OFFICE AND LAB SUPPLIES FOR FALL SEMESTER Vendor Avvvvvvvvvl DUCKIE S LAB AND RESEARCH SUPPLIES lt lt Dates gt gt Document 10 05 95 Cat RO User Ref 333333 09988A Req Required Contact Ph Start Buyer Ph End Research N Type Funds L Type Order CATL Change No Print Doc Y Dept MISP SubDept Route Status PF3 Back to 280 PF4 Exit PF5 AdDept PF6 Ship PF7 Sug Vndr PF8 Accts PF9 Notes PF10 Sole Emer PF11 Items Inv Invoicing Displays a window summarizing document invoicing entries x Invoices for Document P600107 No M Vchr Invoice No Items Date st St FY Voucher Post Amount one ee ee r ee nnennnnn s oeeo oeeecee serne eee AMC999G1G1 8 10 17 95 CL MS 1996 0000025 N 201 89 End of Invoices Purchasing User Manual Page IX 14 Appendix Document Inquiry Pop Up Windows cont d Items Document Items Shows detail information for
5. 18 characters Shows the name of the vendor the items were purchased from 4 digits Indicates the date the document was set up on the system 11 digits characters Displays the user reference number used to identify the subsidiary ledger SL account number for the order followed by the departmental reference number 10 digits Indicates the total dollar amount of all line items for the document 3 characters Shows the status of the document Common document status codes include CL Closed CO Completed FR Frozen IP In Process TR Transferred PRT Printed DL Deleted Page VIII 23 Screen 287 Document Browse by State Order Number cont d Additional Functions PF KEYS PF5 Inve PF6 Recv PF7 Audit PF8 Accts PF9 PIP PF10 Headr PF11 Items PF12 Track Purchasing User Manual See the Appendix for an explanation of the standard PF Keys Invoice Used to view the invoice details Receiving View the receiving information associated with the selected document Audit Information View the audit information for the selected document Accounts Shows the account distribution used for the document selected PIP Shows the PIP documents Header Shows the document header information that was entered when the document was Created Items Lists the line item information for the document Track Allows you to track the routing history of the selected document Page
6. Additional Functions PF KEYS PF7 Pitem PF8 Nitem Purchasing User Manual 7 character digits Identify the master order document number to which you will add modify notes 4 digits Indicate the item number to attach the note 3 digits Enter which line of text should be positioned at the top of the screen 3 digits Shows the line number of the description 45 characters 99 lines Type a complete description of your line item There is no word wrap feature 1 character Indicate whether to scroll forward F through text lines scroll backward B through text lines or end E the editing session See the Appendix for an explanation of the standard PF Keys Previous Item Go to the previous item Next Item Go to the next item Page VII 31 Screen 269 Master Order Note Text cont d Purchasing User Manual Page VII 32 Section VIII Purchasing Inquiry Information Purchasing User Manual Page VIII 2 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 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
7. FAMIS Reference Codes Currently there are four different reference codes used in FAMIS Specific 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 Reference 1 FIELD RELATED TRANSACTIONS CODE TYPE OF DATA or TYPE Encumbrances Vouchers Credit Memos Prepaid Vouchers 05x Prepaid Credit Memos Gay PO or Doc REF 1 Revolving Vouchers Revolving Prepaid Vouchers Change Source of Funds Multi Vendor Vouchers SL amp GL Budget SL Budget Transfer 02x Budget Beg Balance 098 Beginning Balance GL AFR 060 AFR Entries Reversals SL amp GL Screen 23 Transaction Inquiry by Account Panel 1 023 Transaction Inquiry by Account VET MED TEACHING HOSPITAL Screen ___ Account 144013 4010 Ref 1 Direct Indirect Bank Option N Sbed TC Ref 1 Date Description Amount I 4010 054 L902781 09 16 DYLAN TROPHY DB 420 50 D 4010 054 1904455 09 22 WINSTON S OFFICEWOR 367 00 D 4010 068 1903552 09 25 NASH NASWORTHY 131 49 F 4010 068 1904455 09 26 WINSTON S OFFICEWOR 367 00 F 4010 061 09 26 STORES 646 71 4010 061 09 26 STORES 107 47 4010 061 09 26 STORES 434 10 4010 061 09 26 STORES 51 41 4010 061 09 26 STORES 72 35 4010 061 09 26 STORES 90 57 4010 061 09 26 STORES 11 96 4010 061 09 26 STORES 417 24 4010 061 09 26 STORES 322 99 4010 061
8. at least three alpha characters or surround the commodity name with asterisks i e PAPER e Press lt ENTER gt to record the line item information Line Item Process Line Item Entry Documents may have up to 900 0 items The item number will default to 1 0 when the document is being created FAMIS automatically increments the item number by one for each additional item you need to enter on the document Use the decimal position of the item number to represent a text only item for the document Multiple Accounts When payment of an item is split across several accounts each account must be entered for that item Up to 40 accounts may be specified for an item by using lt PF11 gt to access an additional pop up window Purchasing User Manual Page IV 16 Screen 236 Exempt Purchase Item cont d Payment by an account may be specified either by dollar amount or percentage of the line item balance Either the percentage of the line item balance or the amount paid by each account must be entered to process the line item information The total percentage amounts must equal 100 It is recommended that 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 Change the Document Closing a document encumbers the estimated amount The document may be
9. Additional Functions PF KEYS PF5 Next PF9 Notes Purchasing User Manual 10 digits Include the fax number Filled in automatically if an Address Nbr is specified Help 3 characters Include up to 20 special vendor instruction codes that need to be added to the purchase requisition Enter PF5 for extended description of Text codes 180 characters Enter any special instructions that need to be added to purchase requisition that do not have an assigned text code in FAMIS 1 character Indicate whether or not Y or N additional lines of text are required Type Y to access Screen 252 where 99 additional lines of text can be entered See the Appendix for an explanation of the standard PF Keys Next Advances to the next required screen Screen 254 for entering additional line item information Notes Used to enter free form notes about the requisition These are on line reference notes regarding the document They will not be printed Page V 17 Create Modify Requisition Line Items Entering item information is perhaps the most important step in the process of creating your requisition It is here on Screen 254 that you provide information about the items you are requesting for purchase Each individual line item for the requisition must be entered separately You may input up to 900 different lines for a single requisition You must specify the
10. Purchasing User Manual Page III 5 Create Modify Limited Purchase Headers The limited purchase document was designed to purchase smaller items that do not need to be processed by the purchasing office The total for this document may not exceed the threshold amount requiring a bid set by each agency For example the threshold amount currently set by TAMU is 5 000 00 for local accounts and 5 000 00 for state accounts General information that pertains to the entire purchase such as the category defaults depending on whether you are on Limited or Exempt Screen 240 or 235 departments vendor and ship to invoice to addresses should be entered using Screen 240 Using the PF11 AdDpt key allows you to split purchase orders between two or more accounts with different department subdepartment codes Screen 240 Limited Purchase Header 240 Ship Name Addr City Zip Phone User Ref 225050 2440 To Address Nbr 147 BIOCHEMISTRY amp BIOPHYSICS DEPT BIOCHEMISTRY amp BIOPHYSICS BLDG 2128 TAMU COLLEGE STATION 778432128 State TX Country Fax Hmenu Help EHelp ADDR Next Invoice To Name Addr City Zip Phone Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 Resn Limited Purchase Header 05 19 09 11 05 FY 2009 cc 02 Screen ___ Doc L739748 In Process Doc Year 2007 Order Date 01 31 2007 Cat LP State Dept BCBP_ Subdept Total Amt 69 92
11. Research Y N Type Funds Type Order No Print Doc Dept SubDept Attachments Purchasing User Manual Screen 250 Requisition Header Create Modify cont d 14 digits Identify the User Reference number which indicates the subsidiary ledger SL account number used for the order followed by the departmental requisition number 11 digits Include the state requisition number assigned by the State to reference the document 20 characters Enter the name of the person to contact if there are any questions problems for the requisition 10 digits Indicate the area code and phone number for the requisition s contact person Help 3 characters Enter the initials of the buyer for the requisition 10 digits Indicate buyer s area code and phone number 1 character Indicate whether or not Y or N the purchase items are intended for research purposes Help 1 character Identify the type of funds State or Local to be used for the purchase of the requested item s The Special Text Codes used are maintained on Screen 313 4 characters Enter the type of order to be placed for the requested items 3 digits Shows the number of times the purchase order has been changed 1 character Identify Y or N if document is to be printed Requisitions are not currently printed Help 5 characters Indicate the department of
12. Unit Price 9900 1100 8700 9900 3300 8700 9900 6700 2200 4500 11 line items including text and deleted items UOM EA EA EA EA EA EA EA EA EA EA Ext Price 29 OPNWRFRPOOOFR YW 07 01 07 11 10 FY 2007 CC AA Proc Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Basic Steps Advance to Screen 218 Type a valid purchase document number on the Action Line Press lt ENTER gt to display all existing document line items Renumber the deleted line items by entering numbers greater than the highest line item for the document Press lt ENTER gt to move the deleted items to the bottom of the purchase order information Your items should now be in the correct order though their numbers will not be continuous Renumber all items as desired Press lt ENTER gt to record the information Purchasing User Manual Page VI 47 Screen 218 Renumber Line Items cont d Line Item Renumber Process Renumbering purchase document line items is actually a two step process because line items may not be given a number that already exists in the document For instance in the above example line items 3 7 and 8 have been deleted and need to be moved to the bottom of the purchase document However to move them to the bottom of the list they must be given a number greater than the highest line on the purchase document in this case line item
13. User Ref Amount St Purchasing User Manual Help 1 character Signify the class of document to inquire on 7 character digits Enter the first document number to be displayed 1 character Type Y to include completed documents in the display 1 character Type an X to select a document for display on Screen 278 1 character Identifies the class of the document Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L 1 character An asterisk indicates there are any notes attached to the document 9 digits characters Identifies the State Requisition Number of the specified document 7 character digits Identifies document numbers for the class of document specified 14 characters Identifies the name of the vendor the items were purchased from 2 digits Indicates the date the document was set up on the system 11 digits characters Displays the user reference used to identify the subsidiary ledger SL account number for the order followed by the departmental reference number 10 digits Indicates the total dollar amount of all line items for the document 3 characters Shows the status of the document Common document status codes include CL Closed CO Completed FR Frozen IP In Process TR Transferred PRT Printed DL Deleted Page VIII 20 Screen 286 Document Browse by State Requisition
14. gt gt Account Distribution lt lt Screen 4 Catalogue Order Document Date Disc Pct Disc Due DD Disc Ind Pay DD F O B Vendor Ref Purchasing User Manual Screen 288 Document Summary cont d 3 digits Identifies line item number s on the document 27 characters Displays a brief description of the line item 10 digits Indicates the purchase quantity of the line item 4 characters Identifies the Unit of Measure for the line item to be printed on the purchase order 10 digits Displays the dollar amount to be paid per unit of measure 10 digits Indicates the total item amount as calculated by the system 60 characters Displays a breakdown of accounts responsible for payment of the items 1 character Y indicates this is a catalogue order 8 digits Identifies the date the document was processed by the system 5 digits Identifies the discount percentage applied to the purchase by the vendor 8 digits Displays the discount due date or the date by which the invoice has to be paid in order to receive the discount 1 character Signifies the discount indicator This is usually N for net which indicates the net invoice amount discount may be paid An I indicates that no discount allowed 8 digits Displays the pay due date or the date by which the invoice must be paid 2 characters Indicates the freight code defining conditions by whi
15. Action Line Doc Screen Information Vendor Reason Total Amount Doc Year St Req Dates Document Required Start End Change Cat User Ref Purchasing User Manual 7 character digits Identify the document number to be modified 11 digits Enter the vendor s identification number 2 lines 40 characters Include the reason vendor for the purchase order is being changed 15 digits Indicates the total dollar amount of the purchase order 4 digits Identifies the fiscal year the document was created 11 digits Indicates the state requisition number manually assigned by the State to reference the document 8 digits Displays the date the purchase order was created 8 digits Indicates the date the requested order is required 8 digits Indicates the beginning date of the agreement order for a Maintenance Agreement or Blanket Order 8 digits Indicates the ending date of the agreement order for a Maintenance Agreement or Blanket Order 8 digits Indicates the date the last change was made to the purchase document 2 characters Displays the document category which is used to define the accounting and receiving characteristics of the purchase document 14 digits Displays the user reference number that is made up of the subsidiary ledger SL account number used for the order and the departmental reference number Page VI 44 St Ord Contac
16. Delivery Time Life Cycle Price UBWNPRPAD 1 1 character Y indicates item has been deleted from system 1 character Y identifies item has been frozen from further activity within the system 1 character Y indicates the item will be inventoried or capitalized within the system Received Invoiced Matched UOM Dt Qty 3 characters Represents the unit of measure for the line item 8 digits Indicates the date item was received invoiced and or matched 10 digits Identifies the purchase quantity of the line item received invoiced or matched Additional Information PF KEYS PF7 InDtl PF8 Accts PF11 Idesc Purchasing User Manual See the Appendix for an explanation of the standard PF Keys Invoice Detail Displays detailed invoice information about the document Accounts Identifies the accounts used to pay for item Item Description Place cursor on a line item and press this key to see detailed description of the item Page VIII 48 Incomplete Receiving and Invoicing Screen 275 is useful in determining why a payment has not been made This screen displays the document number and whether or not receiving or invoicing has been completed Status and matching information is also available Several PF keys are available at the bottom of this screen to provide additional information regarding each document listed To access this information place th
17. response 1 character Y indicates awarded Only one bid may be awarded for a list 8 digits Displays the date reported See the Appendix for explanations of the standard PF Keys Type of Reason Displays a pop up to enter or display the reason code that no GFE was solicited Add Used to make additional entries if the screen is full and the vendor fields are protected Page Il 21 GFE Response Exempt Purchases Screen 232 is used to capture Good Faith Effort GFE information for Purchase Orders The purpose is to detail vendor bid information for addenda reporting for the Governor s semi annual HUB reporting The data from this screen is used to create statistical report PBAR248 and is NOT sent directly to the Texas Building and Procurement Commission TBPC When a Purchasing document is closed and or completed no further information can be entered on Screen 232 Screen 232 Good Faith Effort Response Exempt Purchases 232 Good Faith Effort Response Exempt Purchases 05 19 09 15 527 FY 2009 CC AB Screen Doc E590011 Dept Sub Dept FISC_ GFE Bids Solicited _ F Sre State ID Vendor Name Gn Eth Rsp Amount Bid Aw _ F 2vvvvvvvvv3 A amp M COMPUTING M BL R _ H ivvvvvvvvv8 A amp W OFFICE SUPPLY INC F wo B 111 00 _ F 2vvvvvvvvv9 AAA COMPUTER SUPPLIES M BL N END OF DATA Reported Date Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11
18. to scroll one page backwards Enter an E to end the editing session and take you to the next required purchase order screen Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Enter the purchase order document number to be modified Purchasing User Manual Page VI 28 Screen 222 Purchase Order Header Text Continued cont d Screen Information Position at line Page F B E Line Additional Text 3 digits Indicate which line number of text should be positioned at the top of the screen 1 character Identify whether to scroll forward through text lines scroll backward through text lines or end the editing session and advance to the next required purchase order screen 3 digits Specifies a line number of the description 99 lines Enter additional information or instructions There is no word wrap feature Additional Functions PF KEYS Purchasing User Manual See the Appendix for an explanation of the standard PF Keys Page VI 29 Purchase Order Sole Source Justification Purchase Orders that have been flagged with a sole source vendor will need to have the sole source justification recorded on this screen The purpose for the items to be purchased proprietary functions or features any other companies with similar items and why they are unsatisfactory as well as the need for installation and use
19. 14 digits Include the user reference number that is made up of the subsidiary ledger SL account number and the departmental reference number 20 characters Enter the name of the person to contact regarding this master order 10 digits Indicate the area code and phone number for the contact person Help characters Enter the initials of the buyer associated with the purchase 10 digits Indicates the area code and phone number for the buyer 3 digits Displays the number of changes that have occurred on this document as calculated by the system Page VII 8 Print Doc Dept SubDept Doc Summary Vndr Quote Vndr Ref Delivery Dt Terms FOB Ship Handle Bidding Vendor Vendor Contact Rsp Cd Bid Amount Screen 260 Master Order Header Create Modify cont d 1 character Type Y if the specified document is to be printed Help 5 characters Indicate the department of the primary account responsible for the purchase Help 5 characters Include the sub department of the primary account responsible for the purchase 50 characters Enter a brief summary of the master order document as a whole which will be displayed on inquiry screens 10 characters Identify the quote number assigned by the vendor who is awarded the bid 35 characters Include the vendor s reference number or name of representative who signed the bid or gave
20. Change Cat User Ref St Req Contact Person Ph Purchasing User Manual 7 character digits Identify the document number selected to be closed 8 digits Indicates the date the document was created by the system 8 digits Identifies the start date usually the first day of the fiscal year for a Maintenance Agreement or Blanket Order 8 digits Shows the end date for a Maintenance Agreement or Blanket Order 8 digits Displays the date by which the requested order is required 8 digits Identifies the date the last change was made to the requisition 2 characters Displays the document category which defines the accounting and receiving characteristics of the requisition 14 digits Represents the user reference number which is used to identify the SL account number for the order followed by the departmental reference number 11 digits Indicates the State Requisition number assigned by the State to reference the document 20 characters Displays the name of the person to contact regarding the requisition 10 digits Indicates the area code and phone number for the requisition s contact person Page V 24 Screen 256 Requisition Document Close cont d Buyer Ph Research Y N Type Funds Type Order No Last Print Date Sole Source Emergency Doc Summary Total Amount Untransferred Total Close Document Budget Balance Override
21. JCL must have option of REQUEST FED LDT Codes Legal Descriptive Text LDT codes specify text required of certain purchases Typing a question mark in the LDT Cd field and pressing lt ENTER gt will access a pop up window with a complete list of valid codes Type an X next to the code to be applied to the purchase and press lt ENTER gt to select an LDT code and return to Screen 220 Press PF4 to return to Screen 220 without selecting a code Type of Funds and Type Order These two fields are controlled by entries on Screen 318 Type of Funds and Screen 319 Type of Orders The screens are maintained by each campus and the values may be changed as needed Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Identify the purchase order document you wish to create modify Screen Information Vendor 11 digits Enter the FAMIS identification number of the vendor associated with the purchase Purchasing User Manual Page VI 10 Screen 220 Purchase Order Header Create Modify cont d Total Amount Doc Year St Req Dates Document Required Start End Change Order Cat User Ref St Ord Contact Person Ph Purchasing User Manual 12 digits Displays the total dollar amount of the purchase order 4 digits Fiscal year of the document The field defaults to the current system
22. ST STATE CONTRACT PF4 Exit Select from list or enter code to re start Reason Code Reason code Description _ NR NOT REQUIRED RE REIMBURSEMENT If you have the choice of a special code OT and select it you must enter a reason TECH NOTE Reason codes are on Screen 899 IAFPR PQ NO GFE REASON CD Purchasing User Manual Page Il 5 Good Faith Effort Basic Concepts cont d When the GFE Solicited field is Y on Screen 220 the NEXT PF5 sequence automatically includes Screen 217 Good Faith Effort Response Purchase Orders Screen 217 Good Faith Effort Response Purchase Orders 217 Good Faith Effort Response Purchase Orders 05 19 09 16 03 OPT OCEAN SIGHT SCOPE Fy 2009 CC 21 Screen Doc P900130 Dept Sub Dept PLANE GFE Bids Solicited Y F Sre State ID Vendor Name Gn Eth Rsp Amount Bid Aw F 1XXXXXXxXxxx5 OPT OCEAN SIGHT SCOPE M B 6705 00 Y F 1xxxxxxxxx3 B amp B PHOTO M B 6749 00 N 1xxxxxxxxx8 BAYWATCH SUPPLY INC F WO N END OF DATA Reported Date Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp NexT Resn Add LP Good Faith Effort Required When the LP Good Faith Effort Required field is Y on Screen 311 an additional field displays on Screen 240 The field GFE Solicited requi
23. _ FOOD SERVICES E LIBRARY l l F G GRAPHIC SERVICES L l l l Select a Value or Press lt PF4 gt to Quit Purchasing User Manual Page IV 8 Exempt Delegated Purchase Headers An exempt delegated purchase order is entered on Screen 235 to capture information that pertains to the purchase of merchandise that is either exempt from Member and GSC purchasing requirements or where the purchasing authority has been delegated to the department General information that pertains to the entire purchase such as the category all departments the vendor and the ship to invoice to addresses will be found on this screen Screen 235 Exempt Delegated Header 235 Exempt Delegated Header 05 20 09 09 43 FY 2009 CC 02 Screen Doc E920139 Ion Process Order Date 03 05 2009 Cat EP State Dept CVEN_ Subdept Total Amt BATTERY FOR STUDENT SERVER lvvvvvvvvv2 MICRO PC SALES LDT Cd __ FOB __ f 225480 00094 _ Date Received Address Nbr 503 Dice To Address Nbr 599 ENGINEERING DEPT Addr ROOM 1 0F CIVIL LAB BUILDING __ ame CIVIL ENGINEERING BUSINESS OFF CE TTI TOWER RM 111 3136 T 3136 TAMU City COLLEGH STATION TX City COLLEGE STATION State TX Zip 778453 Zip 778433136 Country Phone Phone Fax 4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 f ADDR Next Notes AdDpt Enter PF1 P Hmenu He Doc Year is required if Y is entered
24. d REFERENCE 4 Reference 4 is typically used by departments to identify transactions by a number that is meaningful to them There are various ways to view or report data by this reference number thereby aiding the departments to work with their accounting data FIELD RELATED TRANSACTIONS CODE TYPE OF DATA or TYPE REF 4 Vouchers Credit Memo Prepaid Vouchers Prepaid Credit Memos 068 Revolving Prepaid Vouchers Change Source of Funds Multi Vendor Vouchers Department Voucher A R Additional Line Item Entry A R Line Item Adjust 022 A R Payment Check A R Line Item Payment AFR 060 AFR Entries Reversals SL amp GL Screen 23 Transaction Inquiry by Account Panel 1 023 Transaction Inquiry by Account Screen Account 4010 054 84691 09 16 4010 054 90248 09 22 4010 068 90105 09 25 4010 068 90248 09 26 4010 061 09 26 4010 061 09 26 4010 061 09 26 4010 061 09 26 4010 061 09 26 4010 061 09 26 4010 061 09 26 4010 061 09 26 4010 061 09 26 4010 061 09 26 VET MED TEACHING HOSPITAL 144013 4010 Ref 4 Direct Indirect Bank Option N Description Amount I DYLAN TROPHY DB 420 50 D WINSTON S OFFICEWOR 367 00 D NASH NASWORTHY 131 49 F WINSTON S OFFICEWOR 367 00 F STORES 646 71 STORES 107 47 STORES 434 10 STORES 51 41 STORES 72 35 STORES 90 57 STORES 11 96 STORES 417 24 STORES 322 99 STORES 98 66 Continued 03 10 09 13 56 FY 2009 CC 02 D Bat
25. does a JE to cash voucher clearing and does not affect the bank Assigned by FAMIS 166 Prepaid Voucher with NO reconciliation offset to the bank Assigned by FAMIS 167 Prepaid Revolving Voucher Assigned by FAMIS 169 Prepaid Cash Voucher User Defined 17x Prepaid Credit Memo Screen 116 Invoicing Screen340 and 34 5 170 174 Prepaid Credit Memo with reconciliation User Defined 176 Prepaid Credit Memo with NO reconciliation User Defined no offset to the bank 175 NOT USED User Defined 177 179 Prepaid vouchers with reconciliation User Defined K FA DOC WRKNPRCS Charts for Manuals NEW transactioncodesidea docx Purchasing User Manual Page IX 26 FAMIS Session and Batch Header Codes A session batch reference code is used to group sessions of like transactions The first three 3 characters typically identify the type of transactions entered during the session For example ARPOO1 would signify an Accounts Receivable Payment transaction We recommend that FAMIS users use these batch header codes where appropriate Accounts Payable IDTs AP ACH APA FAMIS ASSIGNED Regular IDT AP Check APC FAMIS ASSIGNED Corrections IDC AP State Voucher APV FAMIS ASSIGNED Gift Fees FEE Fee FEE Interface IDTs dept code Travel TRV Ex PHPLxx Corrections T
26. or Field Help Available Action Line Voucher 7 character digits Type the voucher number to be displayed Screen Information Dept Sub Dept Help 5 characters Identify the department and or sub department for the document GFE Bids Solicited 1 character Enter an N to indicate that no Good Faith Effort was solicited F 1 character Type the desired modification code Add Update Delete A U D Purchasing User Manual Page Il 20 Screen 343 Good Faith Effort Response Vouchers cont d Src State ID Vendor Name Gn Eth Rsp Amount Bid Aw Reported Date Additional Functions PF KEYS PF7 Resn PF8 Add Purchasing User Manual 1 character Include the source code Valid values are C CMBL F FAMIS H HUB N Nolist 11 digits Identify the State Identification number 30 characters Enter the vendor s name 1 character Type the gender code for the bidder vendor Valid values are M Male F Female Help 2 characters Identify the ethnicity of the bidder vendor Al American Indian AS Asian BL Black HI Hispanic WO Woman Owned Help 1 character Include the appropriate response code B Bid Received N No Response R Responded No Bid 14 digits Enter the bid amount if no response code is entered or enter B and the amount The amount can only be entered for a B
27. otherwise the data pulled will be protected When the Src field is changed to an N a pop up will indicate the change The Source cd will be changed from F to N Press ENTER to Continue e Ifthe vendor is not on either the CMBL file the HUB file or the FAMIS file the vendor can be added by typing N in the Src field You must enter a name in the Vendor Name field e Each entry must have either a response code in the Rsp field or an amount in the Amount Bid field You may also enter B in the Rsp field and an amount in the Amount Bid field Screen 217 Good Faith Effort Response Purchase Orders 217 Good Faith Effort Response Purchase Orders 05 19 09 15 31 FY 2009 CC AB Screen Doc P000024 Dept Sub Dept FISC_ GFE Bids Solicited _ F Srce State ID Vendor Name Gn Eth Rsp Amount Bid Aw N KYLE INC N i1vvvvvvvvv8 KYLE AND COMPANY IN CARE OF FI F 2vvvvvvvvv7 A amp W WELDING F C 2vvvvvvvvv9 AAA COMPUTER SUPPLIES 2vvvvvvvvvl ATTEBERRY CONTRACTING CLAYTON END OF DATA Reported Date 02 14 2006 Enter PF1 PF2 PF3 PF4 PF6 PF 9 PF10 PF11 PF12 Hmenu Help EHelp You can add more than 12 vendors When there is a full screen add another vendor by typing A in the F field then type over an existing vendor This does not affect the existing vendor Once this next vendor is created you will be able to page to the
28. 064 JE from Payroll Feeds Assigned by FAMIS 065 JE from Accounts Receivable create receivable Assigned by FAMIS 066 JE from Fixed Assets capitalization etc Assigned by FAMIS 067 JE from LMS Loan Management System Assigned by FAMIS 068 JE from Accounts Payable setting up liabilities Assigned by FAMIS 069 Compound Journal Entries system controlled Assigned by FAMIS 06A JE for Procurement Card Entries Assigned by FAMIS 09x Beginning Balances Bank Transfers Screen 15 090 Bank Transfers Special FAMIS Processing 098 Beginning Balances Special FAMIS Processing A P Voucher 14x Regular Vouchers Screens 104 111 112 Invoicing Screen345 140 Regular Vouchers User Defined 141 Regular Vouchers User Defined 142 Produce Separate Checks for Vouchers User Defined 143 State Travel Vouchers Special FAMIS Processing 147 Revolving Vouchers Assigned by FAMIS 148 Change Source of Funds Assigned by FAMIS 149 Force Separate Check Special FAMIS Processing 15x Credit Memos Screen 108 Invoicing Screen340 151 Regular Credit Memo User Defined 152 Regular Credit Memo User Defined 159 Forces Separate Credit Memo only matches when used on same Special FAMIS Processing voucher as charges 16x Prepaid Vouchers Screen 109 Invoicing Screen345 160 164 Prepaid Voucher Regular with reconciliation User Defined 165 Prepaid Voucher with NO reconciliation
29. 1 character Type the desired modification code A Add U Update D Delete 1 character Include the source code Valid values are C CMBL F FAMIS H HUB N Nolist 11 digits Identify the State Identification number 30 characters Enter the vendor s name 1 character Type the gender code for the bidder vendor Valid values are M Male F Female Page Il 11 Screen 246 Good Faith Effort Response Limited Purchases cont d Eth Rsp Amount Bid Aw Reported Date Additional Functions PF KEYS PF5 Next PF7 Resn PF8 Add Purchasing User Manual Help 2 characters Identify the ethnicity of the bidder vendor Al American Indian AS Asian BL Black HI Hispanic WO Woman Owned Help 1 character Include the appropriate response code B Bid Received N No Response R Responded No Bid 14 digits Enter the bid amount if no response code is entered or enter B and the amount The amount can only be entered for a B response 1 character Y indicates awarded Only one bid may be awarded for a list 8 digits Displays the date reported See the Appendix for explanations of the standard PF Keys Next Advances to the next required screen Screen 242 Reason Code Displays a pop up to enter or display the reason code that no GFE was solicited Add Used to make additional entries if the screen is full and
30. 14 digits characters Displays the user reference used to indicate the subsidiary ledger SL account number used for the order followed by the departmental reference number 3 characters Shows the initials of the buyer for the document as defined by the system 10 digits Indicates the total dollar amount of all line items for the document 3 characters Indicates the status of the document Common document status codes include CL Closed CO Completed FR Frozen IP In Process TR Transferred PRT Printed DL Deleted See the Appendix for an explanation of the standard PF Keys Inve Used to view the invoice details Receive View the receiving information associated with the selected document Page VIII 5 Screen 280 Document Browse cont d PF7 Audit PF8 Accts PF9 PIP PF10 Headr PF11 Items PF12 Track Purchasing User Manual Audit Information View the audit information for the selected document Accounts Shows the account distribution used for the document selected PIP Shows the PIP documents Header Shows the document header information that was entered when the document was Created Items Lists the line item information for the document Track Allows you to track the routing history of the selected document Page VIII 6 Document Browse by Department Browsing information on requisitions and purchase orders by the department and sub department is a
31. 285 Document Browse By VeNndOl cccccccccccccccccccccccccccccesenssssssssssssssssesesseceeeesesesees Searches all documents by vendor identification 286 Document Browse By State Requisition NUMbET sssccccccssssssssceecceessessseeeeee Provides list of documents starting with the state requisition number 287 Document Browse By State Order Number scccccssssssssceeeseessssssseeeeeeesssssseeees Provides list of documents by the state order number 288 DOCUMENT SUMIMALY eccccecssrcscssssssreereseescccseceeceesnssnsssssssssssssssccsssesssssceseceeeeeeees Provides a snap shot of the entire document 290 DOCUMENT Tracking INQUIRY siiiccecccticesicssscectbecssteccencseccsesesesensecsscessesssuccdcssbersvenesenns Tracks documents through the purchasing process 291 Document Tracking Cross Reference sccssssccessssecesssceeeseseeessseeeeseseeeessseeeeaees Cross reference documents and items from source documents 305 Purchasing Campus Bulletin Board cssscccssscccessscecesescecesescecesesecessseeeeseseeeenees Used by each campus to enter purchasing information 343 GFE RESPONSE Vouchers scios cocececacecicececscscecsncnseccssoasevecacseccsssaesiacedsssessanes Used to capture Good Faith Effort information for vouchers Purchasing User Manual PAGE eaea a VIII 16 Page IX 12 Document Inquiry Pop Up Windows The purchasing document inquiry screens have extended informati
32. Displays the user reference used to identify the subsidiary ledger SL account number for the order followed by the departmental reference number 6 digits Indicates the date the document was set up on the system 5 characters Identifies the sub department associated with the document 10 digits Indicates the total dollar amount of all line items for the document See the Appendix for an explanation of the standard PF Keys Invoice Used to view the invoice details Receive View the receiving information associated with the selected document Audit View the audit information for the selected document Accounts Shows the account distribution used for the document selected Header Shows the document header information that was entered when the document was Created Items Lists the line item information for the document Track Allows you to track the routing history of the document Page VIII 30 Document Summary A complete view of the entire document in a format similar to that of a printed document may be viewed on Screen 288 The screen defaults to five 5 lines of display per item on the item description screen if a number is not specified in the Number of Desc Lines field The number of pages displayed varies from document to document Screen 288 Document Summary Page 1 288 Document Summary Screen ___ Doc P903505 VENDOR lvvvvvvvvv2 MACK COMPUTER amp SERVICE
33. E590011 Dept Sub Dept FISC_ GFE Bids Solicited _ F Sre State ID Vendor Name Gn Eth Rsp Amount Bid Aw F 2vvvvvvvvv3 A amp M COMPUTING M BL R H lvvvvvvvvv8 A amp W OFFICE SUPPLY INC F WO B 111 00 _ F 2vvvvvvvvv9 AAA COMPUTER SUPPLIES M BL N END OF DATA Reported Date Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Resn Add e Select the desired bidder vendor by typing X in the field provided and press ENTER to return to Screen 232 4 nn nnn n l F0043 Mark Vendor with an X to select l gt Screen _ Search A Type N N B CMBL Bidders gt Type of Funds S S or L l gt Include Frz Del Bidders N Y or N l Panel 01 More gt gt Bidder Name Fe Bid to _ AAA SNOWSHOE REPAIR 100 MAIN STREET COLLEGE STATI TX l X ADVANCE METAL SYSTEMS INC P O BOX 961 ROUND ROCK TX _ ATTEBERRY CONTRACTING CLAYTON P O BOX 946 HAWKINS TX l l l END OF LIST 3 Bidder s Found PF4 Exit PF10 Left PF11 Right e When a bidder vendor is selected the data will be pulled from FAMIS and the screen fields will be populated if data is available If any data on a line pulled is changed the program will change the source field to N otherwise the data pulled will be protected When the Src field is changed to an N a p
34. Indicates the department for the primary account responsible for the purchase 5 characters Indicates the sub department for the primary account responsible for the purchase 15 digits Displays the total dollar amount of all items that have been entered 11 digits 30 characters Identifies the FAMIS identification number and name for the vendor associated with the purchase 2 characters Represents the Legal Descriptive Text Codes which are used to indicate any special instructions that need to be added to the purchase 11 digits Identifies the vendor ID number to whom the reimbursement check should be made out if the items were paid for at the time of purchase 2 characters Indicates the freight code defining conditions by which purchased goods will be transported delivered 14 digits Displays the User Reference number which identifies the subsidiary ledger SL account number used for the order followed by the departmental reference number Page IV 22 Screen 237 Exempt Purchase Close cont d All Items Received Date Received Additional Functions PF KEYS PF5 Next PF6 Item PF7 Route PF8 Recal PF12 Warns Purchasing User Manual 1 character Indicates whether or not Y or N all items purchased have been received 8 digits Displays the date the items purchased were received This date is required See the Appendix for an explanation of the standard PF Keys Next A
35. PF10 PF11 PF12 Hmenu Help EHelp Bkwd Fwrd Screen 288 Document Summary Page 4 288 Document Summary 05 20 09 3 18PM FY 2009 CC 02 Screen Doc P903505 Number of Desc Lines 5_ Page 4_ Of 5 Total 12 461 00 gt gt Account Distribution lt lt 02 2009 230082 00000 5787 LAB GENOMIC BIOINFO ARAM HA 11 463 00 02 2009 230082 00000 5760 LAB GENOMIC BIOINFO ARAM HA 799 00 02 2009 230082 00000 5536 LAB GENOMIC BIOINFO ARAM HA 199 00 Account Total 12 461 00 CATALOGUE ORDER N DOCUMENT DATE 03 25 2009 Disc Pct 0 000 Disc Due DD 0 Disc Ind N Pay DD 30 F O B DP Vendor Ref JON JONES Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Fwrd Screen 288 Document Summary Page 5 288 Document Summary 05 20 09 3 18PM FY 2009 CC 02 Screen Doc P903505 Number of Desc Lines 5_ Page 5_ Of 5 Delivery Date 03 31 2009 Delivery Reqd By Dept Contact ANITA ALLEN Phone No 979 845 7777 Bidding Vendor Vendor Contact Bid Amount 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 Page VIII 32 Screen 288 Document Summary cont d Basic Steps e Advance to Screen 288 e Enter the document number you wish to display e Enter the number of description lines to display per item and press lt ENTER gt to retrieve document information e
36. PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next IDesc Bkwd Frwd CAcct MAcct Warns Eee Screen 242 Limited Purchase Close a es 242 Limited Purchase Close 05 19 09 15 47 FY 2009 CC 02 Screen Doc L709643 Completed Close Document _ Doc Summary CREDIT WATARBE Doc Year 2007 Doc Date 09 13 2006 Cat LP State Dept CHEM Sub Dept Vendor lvvvvvvvvv3 SYG AIMCH INC LDT Cd Reimburse Id FOB User Ref 456369 00000 All Items Received Y Date Received 09 13 2006 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next Item Route Recal Warns Recall the Document To make changes to a Purchasing document once it has been sent to Routing you must Recall it For example you realize that you must change an account object code on a document but it is Routing You can make those changes but must recall the document from the routing system e Advance to Screen 912 your document Out Box e Locate the document you would like to re open and type an X next to it e Press PF5 to recall the document from the routing and approval system e Advance to Screen 243 to re open the document Purchasing User Manual Page l 23 Purchasing Basic Concepts cont d Route the Document A closed document may also be submitted to the routing and approval process by pressing the PF7 key If the document is submitted for routing after it is closed
37. Session Purchasing User Manual 3 characters Identifies the initials of the buyer for the purchase 10 digits Indicates the area code and phone number of the buyer for the requisition 1 character Indicates whether or not Y or N the purchase items are intended for research purposes 1 character Identifies the type of funds to be used for the purchase of the requested item 4 characters Indicates the type of order to be placed for the requested items 2 digits Shows the number of times the purchase order has been changed 8 digits Identifies the date the document was last printed Requisitions are not currently printed 1 character Indicates whether or not Y or N the merchandise requested is a sole source item i e whether or not only one vendor may fulfill the order 1 character Indicates whether or not Y or N this is an emergency purchase 50 characters Displays a brief summary of the requisition which will be seen on inquiry screens 17 digits Identifies the total dollar amount required for purchase of the requested items 17 digits Shows the total dollar amount that has not been transferred to a purchase order 1 character Indicate whether or not Y or N the selected document should be closed 1 character Identify whether or not Y or N the purchase will be allowed to exceed the available budget 6
38. Why won t these competing products be satisfactory CHEMICAL COMPOSITION IS NOT THE SAME 5 Will installation be required N Y N 6 Will this item be used with existing equipment N Y Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF11 PF12 Hmenu Help EHelp Next Note Basic Steps e Advance to Screen 263 e Type a valid master order number in the Action Line and press lt ENTER gt to display existing document sole source information e Add or modify screen information by answering the questions as applicable and press lt ENTER gt to record the information Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Enter the master order document number to add or modify sole source justification information Purchasing User Manual Page VII 24 Screen 263 Master Order Sole Source cont d Screen Information Is this item required for use in List proprietary functions or features List other companies who manufactures a similar item with similar functions Why won t these competing products be satisfactory Will installation be required Will this item be used with existing equipment Additional Functions PF KEYS PF9 Next PF9 Notes PF10 ExEq Purchasing User Manual 23 characters Identify the area for which the item is required Research Classroom Lab O
39. a pop up screen displays matching names from the source data For example type C CMBL in the Src field and type C in the State ID field to find bidder vendors with names beginning with that letter the list displays Screen 246 Good Faith Effort Response Limited Purchases 246 Good Faith Effort Response Limited Purchases 05 19 09 15 17 FY 2009 CC AB Screen Doc 1550027 Dept Sub Dept FISC_ GFE Bids Solicited _ F Sre State ID Vendor Name Gn Eth Rsp Amount Bid Aw _ F 2vvvvvvvvv1l CHRIS C CARSON B 250 00 _ N SAM SMITHSONIAN N _ C 2vvvvvvvvvl ATTEBERRY CONTRACTING CLAYTON B 249 00 H i1vvvvvvvvv2 PROCESSOR amp CHEMICAL SERVICES_ F HI B 210 00 END OF DATA Reported Date Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp NexT Resn Add e Select the desired bidder vendor by typing X in the field provided and press ENTER to return to Screen 246 F0043 Mark Vendor with an X to select Screen ___ Search C_ Type N N V l l Vendor Name Vendor ID SHld _ CALIFORNIA CONSUMER IMPORTS DB lvvvvvvvvv2 _ CANGELOSI COMPANY lvvvvvvvvv6 _ CHEATHAM CONTRACTOR INC J O lvvvvvvvvv3 _ COMPA INDUSTRIES INC lvvvvvvvvv8 _ COMPLAS INC lvvvvvvvvv1 _ CURRY INC lvvvvvvvvv8 l l END OF LIST 6 Vendor s F
40. and or No Receiving will be displayed on these documents e Type an X in the SL field to advance to Screen 278 to view detailed information about the selected document e Additional information is available by placing the cursor on the first line of a document s information or in the SL field and press the desired PF key shown at the bottom of the screen Purchasing User Manual Page VIII 49 Screen 275 Incomplete Receiving Invoicing cont d Field Descri ptions Required Help PF2 or Field Help Available Action Line Dept Help 5 characters Enter the department code to be displayed SubDept 5 characters Indicate the sub department to be included in the display Class Help 1 character Identify the class of document to be displayed Doc 7 character digits Enter the document number to be displayed on the first line Number Of days 3 digits Used to include the incomplete documents that are over the specified number of days old For example over 10 days old Screen Information SL 1 character Type X to select a document for display on Screen 278 Doc 7 character digits Shows the document number assigned when created Summary 3 lines 30 characters Shows the document summary information including invoicing and receiving status Date 8 digits Indicates the date the document was set up on the system St Cd 2 characte
41. cont d 225 226 227 228 229 232 233 235 236 237 238 239 240 241 242 Purchasing User Manual PO itemi DESCrIPLION wicceccccsccesesesecesesesesssesesesesesevesevesesesesesevessveveversvereuerevacsveceeecsteseveseveseveseveveveveverevevs Used to record up to 99 lines of additional item description for the PO Purchase Order Document Close scccssscccessscecessccecessccecessccecesscceeeseceeeeseeeeceseceeescceeeseseeeeeeeeeeeeeeees Used to close a purchase order document after entry is completed Closing generates encumbrances to set aside funds From this screen you can send a document through the routing and approval process PO line ltem Transf6t COpy lt sieccisseccscssencssssacessavensecsvsnscsssesescenscosscenscoaitenscanscesscenssanasenscnaseenscanssossecss Used to transfer or copy line item from a purchase order to an existing or newly created document PO Flag Mainte nance iascscssscsstesecesesecescsesesssccescceseseneses a O aea a S a ae aE SES a Used to perform maintenance to a document or its items A document may be canceled deleted frozen or reopened Document items can be deleted on this screen PO NOte Text icscscccscccsccsieccseteieceieicieisicccasncsesascccaeieiensiecceetssecusescsesssscodsccdevedscevevedcdusssesecesscodeccdedessveseys Used to add informational notes to PO items GFE Response Exempt Purchase ssssccccccsssssssccccccssssssncccceceessssscceesee
42. justification information Screen Information Isthis item required 1 character 3 fields 20 characters for use in Identify the area for which the item is required Research Classroom Lab Other Type X in the appropriate field or enter information in the Other field Purchasing User Manual Page V 29 Screen 253 Requisition Sole Source cont d List proprietary 280 characters functions or Indicate why the item requested is essential to accomplish your work features List other companies 140 characters who manufactures a Enter other manufacturers that may be used to purchase the requested similar item with item similar functions Why won t these 210 characters competing products Include the reason alternate vendors should not be used for the purchase of be satisfactory the requested item Will installation 1 character be required Identify whether or not Y or N installation will be required for the requested item Will this item be 1 character used with existing Indicate whether or not Y or N the requested item will be used in equipment conjunction with existing equipment Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF5 Next Next Advances to the next required screen Screen 254 PF9 Notes Notes Used to enter on line notes about the requisition These will not be printed PF10 Existing Equip
43. lt ENTER gt to record the information Requisition Line Item Process Page through Text The F B E field is used to scroll through all of the lines of text added on Screen 252 Entering an F will scroll one page forward Entering a B will scroll one page backwards Entering an E will end the editing session and take you to the next required requisition screen You may also type a line number in the Position at line field to advance to a specific line in the additional text Purchasing User Manual Page V 31 Screen 255 Requisition Item Description cont d Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Identify the requisition document number to add or modify line item descriptions Item A digits Enter the item number to be created or modified Screen Information Position at line 3 digits __ of __ Indicate which line of text should be positioned at the top of the screen Line 3 digits Displays line number s of the description to help track and or position the display Description 45 characters 99 lines Type a complete description of your line item There is no word wrap feature Page F B E 1 character Signify whether to scroll forward F or backward B through text lines or end E the editing session and advance to the next required requisition screen Additional Functions PF KEYS See the Ap
44. or FEI 6xxxxxxx8 VID or FEI 8xxxxxxx8 l FALCON SYSTEMS INC LEGACY SYSTEMS l Addr 5816 ROSEVILLE ROAD Addr 1006 DEPO HILL RD SUITE G l l SACRAMENTO CA 95842 BROOMFIELD CO 80020 I PH 800 326 1002 FAX 916 344 1292 PH FAX I I I Press lt PF4 gt to Exit Purchasing User Manual Page IX 24 FAM IS Transaction Codes FAMIS uses a 3 digit transaction code to determine how transactions are processed The last digit is often used as a reference to further describe the transaction The exception is a full 3 digit code to indicate special processing Many of these codes are used for budget transactions encumbrances and beginning balances Financial Accounting 02x Budgets Screens 10 10A 10B 10C 10D 020 Original Budgets amp Original Budget Corrections Special FAMIS Processing 021 Revised Budgets General Special FAMIS Processing 022 Budget Transfers Special FAMIS Processing 023 Base SL to SA Original Special FAMIS Processing 024 Base SL to SA Revised Special FAMIS Processing 025 SA to SA Within SL Only Special FAMIS Processing 027 Begin Year Budget Forward Special FAMIS Processing 03x Receipts Screen 12 030 Regular Cash Receipts Dept Sales Payments to Clearing Accts User Defined 031 Investment Earnings User Defined 032 Gifts User Defined 033 Miscellaneous Receipts User Defined 034 Cashiers Vault Entries User Defined 038 Payroll Int
45. the LP documents They function the same way however Exempt Purchase EP documents do not need a control field Data may be entered directly on Screen 232 The EP screens do not include Screen 232 in the NEXT PF5 functionality Screen 311 Purchasing System Control Part2 DEET 311 Purch System Control Part2 05 19 09 15 49 FY 2009 CC 06 Screen SRSRRRRERR SRR SERRAR Processing Control Flags Bid Document Used Y Buyer Code Required Fixed Asset Receiving Required Y Change Whole Vendor ID on Inv Y P O Approval Required tS LP EP Approval Required Y Default Bid Open Time 03 00 PM Requisition Deadline messages maintained on 304 DEPT Default Year PURCH Default Year Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp S The valid values for these fields are N the default value and no GFE data will be required for entry Y requires the appropriate GFE screen Screens 246 232 or 217 to have at least one entry before the document can close When the flag is set on Screen 311 to Y the PF5 Next function will automatically direct the user to the appropriate GFE screen Purchasing User Manual Page Il 4 Good Faith Effort Basic Concepts cont d P O Good Faith Effort Required When the P O Good Faith Effort Re
46. unit price the description and provide a list of all accounts responsible for payment for each of the items requested Screen 254 Requisition Line Item Create Modify 254 Req Line Item Create Modify 05 20 09 10 18 FY 2009 CC 02 Screen ___ Doc R903181 Item _1 0 Estimated Quantity UOM Unit Price Extended Price 1 00 BND 11682 0200 11682 02 Commodity Proc Cd X Cost Ref 1 2 3 Part Nbr Desc QUOTE 4297 Mplus version 5 1 base program and combinatio combination add on single user licences with_ user guides for use in EREL LAB and TAMU dept faculty FY CC Account Pct Amt 2009 02 225580 10000 5761 100 00 2009 02 241304 00000 5761 581 75 2009 02 241304 10000 5761 581 75 2009 02 216630 00000 5761 581 75 CONTINUED More Desc Y N _ More Items Y N _ Print Line _ Item Deleted N Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next Notes CAcct MAcct Basic Steps e Advance to Screen 254 e Type a valid requisition number on the Action Line and press lt ENTER gt to display existing line item information e Type the quantity you are requesting the unit of measure the unit price the commodity code and the line item description e Type your account number s and object code s e Enter either a percentage or a dollar amount to be paid by the account Do NOT enter both a percentage and a dollar amount e Type additional dat
47. 09 26 STORES 98 66 Continued 03 10 09 14 02 FY 2009 CC 02 D BatRef Offset Acct PVP308 014400 2100 PVP309 014400 2100 PURSO1 270260 0523 PURSO1 270260 0523 PURSO1 270260 0523 PURSO1 270260 0523 PURSO1 270260 0523 PURSO1 270260 0523 PURSO1 270260 0523 PURSO1 270260 0523 PURSO1 270260 0523 PURSO1 270260 0523 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp View DLoad Left Right SS SS eee Purchasing User Manual Page IX 28 Appendix FAMIS Reference Codes cont d Reference 2 Reference 2 is almost always assigned by FAMIS In most cases this will be the voucher number There are various ways to view or report data by this reference number FIELD RELATED TRANSACTIONS CODE TYPE OF DATA or TYPE REF 2 Disbursements Vouchers Credit Memos Prepaid Vouchers Prepaid Credit Memos 068 Revolving Vouchers Change Source of Funds Multi Vendor Vouchers Revolving Prepaid Vouchers Voucher Receipts Interdepartmental Transfers 030 061 Bill or Receipt A R Addt Line Item Entry A R Line Item Adjust A R Line Item Payment A R Invoice Encumbrance SL 05x Document AFR Entries Reversals SL amp GL 060 Document DBR Budget Transfer 022 DBR Document Screen 23 Transaction Inquiry by Account Panel 1 023 Transaction Inquiry by Account Screen Account 4010
48. 11 The first step in the renumbering process would be to renumber items 3 7 and 8 to 12 13 and 14 see below Proc SS Desc Quantity Unit Price UOM Ext Price Cd test 3 00 9 9900 EA 29 97 test item 2 1 00 1 1100 EA a le another test item 2 00 2 2200 EA 4 44 D test aa 1 00 0 8700 EA 0 87 test bb 1 00 0 9900 EA 0 99 test cc 1 00 0 3300 EA 0 33 test dd 1 00 0 4500 EA 0 45 D test xx 3 00 0 3300 EA 0 99 D New Proc Nbr Item Desc Quantity Unit Price UOM Ext Price Cd 1 0 test 3 00 9 9900 EA 29 97 2 0 test item 2 1 00 1 1100 EA 1 11 4 0 test aa 1 00 0 8700 EA 0 87 5 0 test bb 1 00 0 9900 EA 0 99 6 0 test cc 1 00 0 3300 EA 0 33 9 0 test yy 2 00 0 8700 EA 1 74 10 0 test zz 1 00 9 9900 EA 9 99 11 0 test abc 3 00 0 6700 EA 2 01 12 0 another test item 2 00 2 2200 EA 4 44 D 13 0 test dd 1 00 0 4500 EA 0 45 D The final step in the renumbering process would be to renumber the items so that they flow from 1 to 11 see below 1 0 test 3 00 9 9900 EA 29 97 2 0 test item 2 1 00 1 1100 EA 1 11 3 0 test aa 1 00 0 8700 EA 0 87 4 0 test bb 1 00 0 9900 EA 0 99 5 0 test cc 1 00 0 3300 EA 0 33 6 0 test yy 2 00 0 8700 EA 1 74 7 0 test zz 1 00 9 9900 EA 9 99 8 0 test abc 3 00 0 6700 EA 2 01 9 0 another test item 2 00 2 2200 EA 4 44 D 10 0 test dd 1 00 0 4500 EA 0 45 D Deleted items will not be printed on the purchase order Purchasing User Manual Page VI 48 Screen 218 Renumber Line I
49. 3888 S TEXAS AVE BRYAN TX 77802 INVOICE TO BIOLOGY DEPT BSBW ROOM 325 ATTN ANITA ALLEN 3258 TAMU COLLEGE STATION TX 77843 3258 Hmenu Help EHelp 05 20 09 3 17PM FY 2009 CC 02 SHIP TO BIOLOGY DEPT BSBE ROOM 101 ATTN REED RENEE COLLEGE STATION TX 77843 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Bkwd Fwrd Screen 288 Document Summary Page 2 288 Document Summary Screen Doc P903505 lt lt ADDITIONAL TEXT gt gt APPLE MASTER ORDER M900322 REFERENCE QUOTE W45069427 VENDOR CONTACT JON JONES PHONE 979 314 0111 FAX 979 846 2222 DEPARTMENT CONTACT ANITA ALLEN PHONE 979 845 7777 Hmenu Help EHelp Purchasing User Manual Number of Desc 05 20 09 3 17PM FY 2009 CC 02 Lines 5_ Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Bkwd Fwrd Page VIII 31 Screen 288 Document Summary cont d Purchasing User Manual Screen 288 Document Summary Page 3 288 Document Summary 05 20 09 3 17PM FY 2009 cc 02 Screen Doc P903505 Number of Desc Lines 5_ Page 3_ Of 5 ITEM DESCRIPTION QUANTITY UOM UNIT PRICE EXTENDED PRICE 1 Computer Mac Pro 1 00 EA 11 463 00 11 463 00 ZOG1 065 7938 065 7963 2 1 00 EA 799 00 799 00 Apple LED Cinema Display 24 MB382LL A 3 1 00 EA 199 00 199 00 AppleCare Protection Plan for Mac Pro 3135LL A Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9
50. A Below B Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp You can place your cursor on the Doc Cat field press PF2 and press lt ENTER gt to view a list of document categories Screen 312 Doc Category Pop Up Window l Cat Description Drop l Il _ BE BLANKET ENCUMBERED N Il BO REF BLANKET ORDER N Il BU BLANKET UNENCUMBERED N Il EP EXEMPT PURCHASES N Il LP LIMITED PURCHASE N Io _ MD MASTER ORDER DISC N l MQ MASTER ORDER QTY N Il RO REGULAR ORDERS N l The Class field indicates the type of document The class may be either E exempt or P purchase order Purchasing User Manual Page IV 5 Exempt Delegated Purchases Setup cont d When a purchasing document is entered with a delegated category the department subdepartment will be checked against the Screen 312 data If is entered in the subdepartment on Screen 312 any subdepartment for the specified department can be used A new delegation type field has been added to Screens 4 8 and 51 If a delegation type exists on the category entered on the purchasing document then all accounts on the document must match the delegation type on the document Screen 4 GL Attributes 2 004 GL Attributes 2 05 20 09 09 29 FY 2009 CC 02 Screen __ Account 094001 TGSLC SLS EFT Endow
51. Cash Disbursement A non vouchered payment for goods received services rendered reduction of debt or purchase of other assets Cash Receipt Cash received from cash sales collections on accounts receivable and sale of other assets Purchasing User Manual Page IX 33 Appendix Glossary cont d Chart of Accounts A listing at the 6 digit level of all account numbers within FAMIS Sometimes the COA defines the accounts at the 10 digit level as well Check Override The capability to bypass on an individual voucher basis controls that were previously set for all vouchers Claim On Cash The share of ownership that an account has in the institution s money Clearing Account A temporary summary account such as a payroll account which is periodically set to zero COA See Chart of Accounts Compound Journal Entry A two sided transaction that posts debits and credits Context The information that identifies the record being displayed or to be displayed by the system Copy The process that creates a new pattern from an existing version specified on the Action Line or ABR specified in the resulting pop up screen Credit Memo The reduction of a payable previously paid or still open A credit memo may result from overpayment overbilling or the return of goods Currency Code A code that identifies a record in the Tax Currency Table This record provides the factor to calculate foreign currency conversion costs or ga
52. Doc Summary C02 Vendor lvvvvvvvvv6 PRATAIR DISTRIBUTION INC LDT Cd __ Reimburse ID FOB __ All Items Received N Date Received Address Nbr 147 BIOCHEMISTRY amp BIOPHYSICS DEPT BIOCHEMISTRY amp BIOPHYSICS BLDG 2128 TAMU COLLEGE STATION State TX 778432128 Country Fax Notes GFE Solicited field is displayed after the User Ref field if the LP Good Faith Effort Required field is required on Screen 311 Basic Steps Create a New Limited Purchase Header Advance to Screen 240 type a document prefix followed by zero in the Action Line and press lt ENTER gt Enter the department document summary and user reference Indicate whether or not the items have been received and the date they arrived if they have been received as well as the ship to and invoice to addresses Type additional data in the available fields as desired and press lt ENTER gt to record the purchase information If all information has been successfully entered the system assigned limited purchase order number will be displayed on the Action Line Purchasing User Manual Page III 6 Screen 240 Limited Purchase Header cont d Modify an Existing Limited Purchase Header e Advance to Screen 240 type a valid limited purchase order number in the Action Line and press lt ENTER gt e Enter valid data in the available fields as desired and press lt ENTER gt to record the information Limited Purchase Creati
53. EPSY Sub Dept Total Amt 108 68 Vendor 2vvvvvvvvv0 LOUISE LAWRENCE LDT Cd Reimburse Id FOB User Ref 250662 0001 All Items Received Y Date Received 02 20 2009 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next Item Route Recal Warns Basic Steps e Advance to Screen 237 e Type a valid exempt purchase document number on the Action Line e Press lt ENTER gt to display existing document information e Set the Close Document flag to Y and press lt ENTER gt If all required information has been properly entered the message Document closed successfully will appear in the message line e Type Y to submit to routing and approval Exempt Purchase Close Process Encumbrance Process Closing the document generates encumbrances which set aside funds to pay for the purchase All documents except those which set up a blanket order are encumbered The encumbrances are established using the 7 digit document ID created when the exempt purchase is entered The User Reference number entered on the header of the exempt purchase will be transferred to the encumbrances The encumbrances may be viewed on Screens 20 21 22 and 26 Purchasing User Manual Page IV 20 Screen 237 Exempt Purchase Close cont d Change the Document Closing a document encumbers the estimated amount The document may be reopened using Screen 238 once the purchase is made so tha
54. IMMEDIATE NEED l l PF4 Exit 4 Select from list or enter code to re start Reason Code I l l l l Reason code Description l l l l l l l l l _ NR NOT REQUIRED or OTHER _ RE REIMBURSEMENT 4 If you have the choice of a special code OT and select it you must enter a reason TECH NOTE Reason codes are on Screen 899 IAFPR PQ NO GFE REASON CD When the GFE Solicited field is Y on Screen 240 the NEXT PF5 sequence automatically includes Screen 246 Good Faith Effort Response Limited Purchases Screen 246 Good Faith Effort Response Limited Purchases 246 Good Faith Effort Response Limited Purchases 05 19 09 15 11 FY 2009 CC AB Screen ____ Doc L550027 Dept Sub Dept FISC_ GFE Bids Solicited _ F Src State ID Vendor Name Gn Eth Rsp Amount Bid Aw N i1vvvvvvvvv8 KALE AND COMPANY IN CARE OF FI _ BL N _ F 3vvvvvvvvv6 XYZ COMPANY F BL R N 9vvvvvvvvv3 DUCKBILL COMMODITIES B 100 00 H ilvvvvvvvvv6 BIOMEDICAL SUPPLY INC M BL R _ C 2vvvvvvvvv4 STATIONERY SHOP THE F WO B 110 00 Y _ F ivvvvvvvvvl KYLE KITCHENS N _ N LANCE LANDRY N _ C 1vvvvvvvvv0 KROGER VIDEO N H i1vvvvvvvvv6 VANCEY LUMBER CO INC F WO B 200 00 _ _ F 2vvvvvvvvv6 GARY GORDON GRANT R C 3vvvvvvvvv0 TEXAS A amp M ALTERN
55. Menu M42 Bids and Bid Lists Menu M44 Bid List Inquiry M45 Purchasing Controls Menu Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Menu M21 Vendor Information Menu M21 Vendor Information Menu 02 23 11 15 42 FY 2011 CC 02 Screen T S S Vendor Information 201 Vendor Change Log 203 Vendor Add Modify 204 Vendor Purchasing Create 205 Vendor Payables Create 206 Vendor Ownership Information 207 Vendor ACH Information 209 State Vendor Hold Maintenance 143 Vendor Flag Set Reset 101 Vendor Number Search 102 Vendor Name Search 120 Vendor Alias Maintenance 132 Vendor History 173 State HUB ID Search 174 State HUB Name Search Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp OO l Purchasing User Manual M21 Purchasing Vendor Information Menu shows screens that provide vendor information Page l 9 Purchasing Menu Screens cont d M22 Purchasing Document Inquiry includes a list of all available inquiry screens Menu M22 Purchasing Document Inquiry Menu M22 Purchasing Inquiry Menu 02 23 11 09 05 FY 2011 cc 02 Screen 271 Documents Closed But Not Routed 280 Document Browse by Number 272 Documents by Status 281 Document Browse by Dept 282 Document Browse by Account 283 Document Browse by Buyer 275 Incomplete Receiving Invoicing 284 Document Browse by User Ref 276 Doc
56. PF10 PF11 PF12 Hmenu Help EHelp Next Notes CAcct Basic Steps Create a New or Existing Line Item e Advance to Screen 264 e To create a new document type a valid master order number in the Action Line and press lt ENTER gt OR To add to an existing document type a valid master order and line item number in the Action Line e Enter a valid quantity unit of measure unit price commodity code and line item description e Type additional information in the available fields as desired e Press lt ENTER gt to record the line item information Purchasing User Manual Page VII 14 Screen 264 Master Order Line Item Create Modify cont d Master Order Line Item Process Line Item Entry Master order documents may have up to 900 0 items The item number will default to 1 0 when the document is being created FAMIS automatically increments the item number by one for each additional item you need to enter on the document Use the decimal position of the item number to represent a text only item for the document Once an item is entered for a master order a special status line will appear see below For master orders with a category of MQ the status line is used to display the quantity remaining to be ordered For master orders with a category of MD the status line is used to display the total discounts taken against the master order LAYNES AMBULATORY MONITO 05 20 09 14 32 FY 2009 CC 02 264 M O Line Ite
57. PF11 PF12 Hmenu Help EHelp Next Item Route Warns Basic Steps e Advance to Screen 256 e Type a valid requisition number in the Action Line e Press lt ENTER gt to display existing requisition information e Set the Close Document flag to Y and press lt ENTER gt e Indicate whether or not you would like to send the requisition into the routing and approval system of FAMIS e Ifall required information has been properly entered the message Document closed successfully will appear in the message line Requisition Close Process Encumbrance Process Closing the document generates encumbrances which set aside funds to pay for the requested purchase All requisitions except those that set up a blanket order are encumbered The encumbrances are established using the 7 digit document ID created when the requisition is entered The user reference number entered on the header of the requisition will be transferred to the purchase order and the encumbrances These encumbrances may be viewed on Screens 20 21 22 and 26 Purchasing User Manual Page V 23 Screen 256 Requisition Document Close cont d See Basic Concepts for further explanation of the following Changing a Requisition Routing the Document Rejected Documents Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Doc Screen Information Dates Document Start End Required
58. PO and MO Vendor Modify 05 20 09 14 13 FY 2009 cc 02 Screen Doc P904281 Vendor lvvvvvvvvv0 RESEARCH BIO TESTING Reason WRONG VENDOR SELECTED Total Amount 14000 00 lt lt Dates gt gt Doc Year St Req Document 05 07 2009 Cat RO User Ref 216860 0000 St Ord Required Contact Person SANDI SHERMAN Ph 979 845 9999 Start Buyer CKA ASTER ANNA Ph 979 845 3333 End Research Y N Y Type Funds L Type Order HIED Change b No Print Doc N PCC Code Dept VSAM SubDept Description SUDO START UP SEQUENCING TESTS Delivry Dt 05 06 2009 Terms N 30 FOB DP Ship Handle Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Notes Screen 219 Vendor Change Verification Pop Up Window Old Vndr lvvvvvvvvv6 TERA RESEARCH TESTING New Vndr lvvvvvvvvv8 RESEARCH BIO TESTING Basic Steps Advance to Screen 219 Type a valid purchase document number in the Action Line Press lt ENTER gt to display existing purchasing document information Type the new vendor ID number and the reason you need to change vendors Press lt ENTER gt to access a pop up window asking you to verify your change Type a Y and press lt ENTER gt to accept the change Purchasing User Manual Page VI 43 Screen 219 Purchase Order and Master Order Vendor Modify cont d Field Desc ri ptions Required Help PF2 or Field Help Available
59. PROCESSOR amp CHEMICAL SERVICES_ F _ F 2vvvvvvvvv9 AAA COMPUTER SUPPLIES M _ C 2vvvvvvvvvl ATTEBERRY CONTRACTING CLAYTON END OF DATA Reported Date Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp NexT Resn Add e In some instances the screen protects the State ID field once an entry has been made Ifall the vendor fields are protected and the screen is full you need to use the PF8 Add key to add additional vendors Purchasing User Manual Page Il 10 Screen 246 Good Faith Effort Response Limited Purchases cont d Basic Steps e Advance to Screen 246 e f necessary type a Document number on the Action Line and press ENTER e Enter desired modifications and press ENTER to record changes Use the PF8 Add key to make additional entries if the screen is full and the vendor fields are protected e Press PF5 to advance to Screen 242 to close the document and route it Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc Screen Information Dept Sub Dept GFE Bids Solicited Src State ID Vendor Name Purchasing User Manual 7 character digits Enter the document number to be displayed Helpi 5 characters Identify the department and or sub department for the document 1 character Type N to indicate that no Good Faith Effort was solicited
60. Paid Quantity Inv UOM 1 0 1 00 EA 4351 7400 1 00 EA 2 0 1 00 EA 712 1200 1 00 EA 3 0 1 00 EA 4607 7700 1 00 EA 4 0 1 00 EA v 750 0000 1 00 5 0 1 00 EA Vv 693 7500 1 00 x End of line items Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Inve Recv Accts Print Left Right Basic Steps e Advance to Screen 276 e Type the desired document number in the Document field and press lt ENTER gt e Press one of the available PF keys at the bottom of the screen to view additional information about the document PF9 allows you to print the information using Entire Connection Purchasing User Manual Page VIII 36 Screen 276 Doc Inquiry Line Items w Paid Amounts cont d Field Descri ptions Required Help PF2 or Field Help Available Action Line Document Screen Information Panel 1 Doc Summary Vendor Doc Date Doc FY Doc Amt Buyer Status Amt Inv Oth A P Src Route St Amt Vchr Line Purchasing User Manual 7 digits Enter the purchase order document number 50 characters digits Displays a brief description of the document 11 digits 30 characters Displays the vendor s identification number and name on the purchasing document 8 digits Identifies the date the document was processed by the system 4 digits Indicates the fiscal year in which the document is processed 12
61. Research Y N Type Funds Type Order No Last Print Date Sole Source Emergency Doc Summary Total Amount Untransferred Total Close Document Budget Balance Override Session Date Purchasing User Manual 1 character Y is displayed if the purchase items are intended for research purposes 1 character Represents the type of funds to be used for the purchase of the requested item s 4 characters Indicates the type of order to be placed for the requested item s 3 digits Indicates the number of changes that have been made to the document since its creation 8 digits Shows the date the document was last printed 1 character Y indicates the merchandise requested is a sole source item i e whether or not only one vendor may fulfill the order 1 character Displays Y if this is an emergency purchase 50 characters Displays a brief summary of the master order document which will be seen on document inquiry screens 17 digits Shows the total dollar amount required for the purchase of the requested item s 17 digits Identifies the total dollar amount that has not yet been transferred to a purchase order 1 character Type Y to close the document 1 character Enter Y if the purchase will be allowed to exceed the available budget 6 characters Identifies the batch session reference header associated with the accounting for the mas
62. State Dept Sub Dept Total Amt Vendor LDT Cd Reimburse Id FOB User Ref Purchasing User Manual 1 character Indicate whether or not Y or N the selected document should be closed 50 characters Displays a brief description of the entire purchase 4 digits Indicates the fiscal year the document was created 8 digits Indicates the date on which the purchase was entered into the system 2 characters Displays the category which is used to define the accounting and receiving characteristics of the document 1 character Shows state funds were used for purchase 5 characters Indicates the department for the primary account responsible for the purchase 5 characters Indicates the sub department for the primary account responsible for the purchase 15 digits Displays the total dollar amount of all items that have been entered 11 digits 30 characters Shows the FAMIS identification number and name for the vendor 2 characters Represents the Legal Descriptive Text Codes which are used to indicate any special instructions for the purchase 11 digits Identifies the vendor ID number to whom the reimbursement check should be made out if the items were paid for at the time of purchase 2 characters Indicates the freight code defining conditions by which purchased goods will be transported delivered 14 digits Displays the user reference number which identifies the subsidi
63. The first 6 positions identify the specific account while the last four positions identify the account control for a balance sheet account GL and the object code for a revenue or expenditure account SL Accounts Payable An application of the Financial Records System FRS AP processes vendor payments and keeps track of financial activity involving vendors Action Context Line The screen line usually fourth from the top or lines where the screen to be accessed and the key of the data to be addressed are input and displayed Alias A commonly used name for a vendor other than the formal customer name primary name that prints on the check The Purchasing System also offers a commodity alias name and permits you to define any number of alias names once a vendor has been created AP See Accounts Payable Attributes Descriptive data associated with a record Examples are school department function name and responsible person Attributes support a variety of sophisticated reporting techniques Automatic Budget Reallocation ABR When transactions are entered a process by which the system automatically transfers budget dollars from predefined budget pools to specific object codes Purchasing User Manual Page IX 32 Appendix Glossary cont d B Bank Transfer A movement of cash from one bank account to another This allows expenditures at specific object codes to share in a single pool of money Batch Session A co
64. UOM 3 characters Represents the Unit of Measure for the specified line item Ext Price 12 digits Reflects the total extended price of the item computed by the system Proc Cd 1 character Shows the processing code that indicates whether or not the item has been transferred to another document Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF11 Additional Departments AdDpt Allows the addition of 10 extra departments sub departments that will have approval and accounts on this requisition Purchasing User Manual Page IV 30 Section V Requisitions Information Purchasing User Manual Page V 2 Requisitions Basic Concepts General Requisition Information A requisition is used to capture information that pertains to the request for purchase of merchandise For each requisition you will use the following screens 250 251 254 256 Requisition Header Requisition Ship To Invoice To addresses and text Requisition Line Items Requisition Document Close Additional screens which may be used are 252 253 255 247 259 Requisition Header Text Continued Requisition Sole Source Justification Requisition Item Description Continued Copy Document Requisition Note Text Required Information FAMIS requires you to enter standard information in order to process a purchase requisition on line The information required includes the following e You must specify the DEPARTMENT
65. VIII 24 Browse 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 documents that have been closed but that have not been sent into the Routing and Approvals system Screen 271 Documents Closed But Not Routed 271 Documents Closed But Not Routed 02 22 10 2 25PM FY 2010 CC 02 Screen Dept ANTH_ SubDept Class _ Doc SCN LLT Doc Buy Vendor Name User Ref Date S Dept Amount _ L A000007 JJ MORRIS CHANCE 2416092010 01 28 10 479 99 M M500352 DMK JAMES J JENSON 214910 5689 10 14 04 31 200 00 M M600046 JWP JAMES J JENSON 214910 5689 06 16 05 31 200 00 M M600470 SSB JAMES J JENSON 214910 5689 04 26 06 31 200 00 M M700004 SSB JAMES J JENSON 214910 5689 04 26 06 31 200 00 _P P001424 AGC PERCUSIVE 500262EN8330 11 12 09 74 335 00 E P001958 AGC CANTON INDUSTRY 41100000025 12 11 09 21 340 20 P P002111 AGC JAUL MEDICAL INC 2152801019 12 21 09 11 270 00 P P002114 AGC DAYTIME SOLUTIONS 80501000000 12 21 09 47 500 00 P P002120 AGC COHN TECHNOLOGIES 27049000920 12 21 09 11 308 00 P P002139 AGC WINSTON PLAINS 27049000919 12 21 09 12 620 00 P P002153 AGC PERSH SCIENTIFIC 23008201146 12 22 09 7 075 00 More Entries Press lt Ent
66. an error message Screen 253 Requisition Sole Source 253 Req Sole Source 05 20 09 10 43 FY 2009 cc 02 Screen Doc R903336 1 Is this item required for use in Research X Classroom Lab _ Other 2 List proprietary functions or features List qualities that are essential to accomplish your work WE HAVE PURCHAED AN IDENTICAL UNIT BACK IN JANUARY 2009 WE WANT TO __ ADD ONE MORE MACHINE TO SPEED UP OUR RESEARCH WORK 3 List other companies who manufactures a similar item with similar functions ENNIS CORP 4 Why won t these competing products be satisfactory HAVING AN IDENTICAL MACHINE IS CRITICAL FOR GENERATING RELEVANT RESEAR CH DATA ADDITIONALLY THIS MACHINE IS THE CHEAPEST ONE IN THE MARKET 5 Will installation be required N Y N 6 Will this item be used with existing equipment Y Y N Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next Notes ExEq Basic Steps e Advance to Screen 253 e Type a valid requisition number in the Action Line and press lt ENTER gt to display existing document sole source information e Add or modify information for the questions as applicable and press lt ENTER gt to record the information Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Identify the requisition document number to add or modify sole source
67. be required 1 character Type Y to indicate additional lines of description are needed for the specified line item 1 character Enter Y if additional line items are to be processed for the purchase order 1 character Type Y if line item information should be printed 1 character Y signifies the item has been marked for deletion from the purchase order See the Appendix for an explanation of the standard PF Keys Next Advances to the next required screen Page VI 22 Screen 224 Purchase Order Line Item Create Modify cont d PF9 Document Notes Notes Free form notes can be entered on a document These are on line reference notes regarding the document and will not be printed PF10 Copy Accounts CAcct Copies all account information from the previous item to the current item Dollar amounts are left blank and require either amount or percentage for the new item PF11 Multiple Account MAcct Provides a pop up window to continue adding accounts up to forty for the specified item Purchasing User Manual Page VI 23 Close a Purchase Order Document You should close the purchase order document after all required information has been successfully entered to prevent further changes from being added Closing a document will encumber the requested funds You may close and re open your document multiple times in order to make changes as long as it has not yet entered
68. blank if no action is to be taken 5 digits Indicates the item number to be copied 20 characters Displays a short description of line item to be copied 9 digits Identifies purchase quantity of the line item 11 digits Indicates the line item price per unit of measure 3 characters Represents the Unit of Measure for the line item 12 digits Reflects the total extended price of the item as computed by the system 1 character Indicates the processing code for the requisition if the requisition needs special processing or if it has been transferred to a Purchase Order See the Appendix for an explanation of the standard PF Keys Additional Departments Allows the addition of 10 extra departments sub departments that will have approval and accounts on this document Page V 39 Screen 247 Copy Documents to Requisition cont d Purchasing User Manual Page V 40 Section VI Purchase Orders Information Purchasing User Manual Page VI 2 Purchase Orders Basic Concepts A purchase order is used to capture information that pertains to the request for purchase of merchandise Many purchase orders are created in the processing office Purchasing Services by transferring requisition line items to create a new purchase order document 257 Requisition Line Item Copy Transfer For each purchase order you will use the following screens 220 221 224 226 Purchase Order header create Purchase Ord
69. characters digits Shows the batch session number Page V 25 Screen 256 Requisition Document Close cont d Date 6 digits Displays the date of the batch session Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF5 Next Next Advances to the next screen PF6 Item Item Displays the document inquiry pop up window to view all items for the document PF7 Route Document Route Sends a closed document into the routing and approval process PF12 Warns Warns Identifies any FAMIS warnings Purchasing User Manual Page V 26 Add Additional Requisition Header Text You may find it necessary to include instructions to the vendor about your requisition that do not already have a text code assigned to them in FAMIS When this happens or when you run out of room for instructions on Screen 251 you may use Screen 252 to enter these instructions on your requisition You may add as many as ninety nine 99 lines of additional instruction using this screen There is no word wrap feature To prevent a word from being split between two lines use the TAB key to advance to the next available text line Screen 252 Requisition Header Text Continued 252 Req Header Text Continued 05 20 09 10 42 FY 2009 CC 02 Screen ___ Doc R903320 Position at line __ of 19 Page F B E F Line Additional Text 1 E amp E COOPERATIVE CONTRACT DISCOUNTING 2 DELIV
70. class specified Screen 290 Document Tracking Inquiry 290 Document Tracking Inquiry 05 20 09 4 18PM FY 2009 CC 02 Screen ____ Doc P900612 c To To To Action Action L Document Item Cls Document Item Action Date Time By User P P900612 CREATE 09 30 08 13 40 LXXXXxxP P P900612 CLOSED 09 30 08 14 43 LxxxxxP P P900612 REOPEN 09 30 08 16 59 LxxxxxP P P900612 CLOSED 09 30 08 17 00 ULxxxxxP P P900612 REOPEN 10 14 08 08 46 LxxxxxP P P900612 CLOSED 10 14 08 08 48 LxxxxxP P P900612 REOPEN 10 15 08 10 27 UxxxxxP P P900612 CLOSED 10 15 08 10 29 LXXXXxxP P P900612 3 4 DELETE 09 30 08 13 50 LxxxxxP P P900612 3 5 DELETE 09 30 08 13 50 LXXXXxxP P P900612 3 6 DELETE 09 30 08 13 50 LxxxxxP P P900612 3 7 DELETE 09 30 08 13 50 ULxxxxxP More records Press ENTER to scroll Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 290 e Press ENTER to scroll through the list or type a valid document number on the Action Line to display it at the top of the list You may also enter the document prefix without a number to view a list of documents for a specific document class e Press lt ENTER gt to view the desired list of all documents Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Enter the document number to be displayed Screen Information CL 1 character Identifies the cl
71. description each time you buy the same part Screen 234 Part Description Maintenance 234 Part Description Maintenance 05 19 09 15 45 FY 2009 CC 02 Screen Dept CHEM_ Part Nbr CxX0255 1 Delete _ Text 175 13 55145 1 CALCIUM NITRATE TETRAHYDRATE_ 500G Cx0255 1 Please enter text in UPPER and LOWER case Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Purchasing User Manual Page l 18 Purchasing Basic Concepts cont d Processing Codes Processing codes gives FAMIS instructions on how to handle a specific line item Not all Purchasing documents use all of these codes The codes include BLANK NORMAL PROCESSING No special processing required COMMENT NOT PRINTED Used to enter a comment about the line item which does not print on the document F FINAL Last document to be produced for line item N NO CHARGE No cost involved and no money to be encumbered but will show as a line item R TRADE IN REDUCTION OF INVENTORY Item is being traded in and inventory will be reduced V VENDOR DISCOUNT Discount or credit given by vendor and to be applied to the whole purchase T TEXT PRINTED ON PO Text entered is to be printed on the purchase document M MULTIPLE INVOICE QTY NOT MATCHED Multiple invoices can be processed against this line item and quantity ordered may be split between more than one invoice M is like a
72. display 1 character Type X and press lt Enter gt to select a document for display on Screen 278 1 character Identifies the class of the document Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L 1 character An asterisk indicates notes are attached to the document 7 character digits Identifies document numbers for the class of document specified 5 digits Identifies the Support Account number used to purchase the items 16 characters Identifies the vendor s name 6 digits Indicates the date the document was set up on the system 14 digits characters Shows the user reference that indicates the subsidiary ledger SL account number used for the order followed by the departmental reference number 8 digits Indicates the total dollar amount of all line items for the document Page VIII 11 Screen 282 Document Browse by Account cont d St Additional Functions PF KEYS PF5 Inve PF6 Recv PF7 Audit PF8 Accts PF9 PIP PF10 Headr PF11 Items PF12 Track Purchasing User Manual 3 characters Identifies the status of the document For example CL Closed CO Completed FR Frozen IP In Process TR Transferred PRT Printed DL Deleted See the Appendix for an explanation of the standard PF Keys Invoice Used to view the invoice details Receive View the receiving information a
73. document you wish to delete undelete If you are deleting a single item type the same number in this field as you entered in the previous field 1 character Indicate Y or N if a document status should be changed to complete Completing a document finalizes it and liquidates all encumbrances It may not be reopened after it has been completed See the Appendix for an explanation of the standard PF Keys Track Displays the routing history of the selected document Cancel Delete Reason Enter the reason for canceling or deleting a document is required Accounts Displays the accounts distribution used on the document Document Header Extended Information Shows the extended document header data Document Items Displays a list of the items on the document Warnings Identifies any FAMIS warnings Page IV 25 Enter Notes to an Exempt Purchase You may enter informational notes about your exempt purchase document using Screen 239 With this screen you may type as many as ninety nine lines of notes on an open or closed document To view the document header notes type 0 0 in the Item field Text is entered without a wrap around feature To prevent a word being split between two lines use the TAB key to advance to the next available text line Screen 239 Exempt Purchase Note Text 239 Exempt Purch Note Text 05 20 09 09 59 FY 2009 CC 02 Screen Doc E920770
74. fields additional information can be displayed using the PF2 key This HELP information is accessed by moving the cursor to the field in question and pressing the F2 Key For example place the cursor in the Year end Process field and press PF2 The first screen displayed explains the purpose of the field Sometimes you will be shown the values immediately without a definition or explanation Screen 002 GL 6 Digit 002 GL 6 Digit 06 30 99 10 09 FY 1999 CC AM Screen Account 014000 MEDICINE Account Title MEDICINE Resp Person Old Acct 0284 Reclassify _ Reporting Group __ Aux Code AFR Fund Group 10 Fund Group FG Sub Fund Group Sub Sub __ Flag to indicate what action to take with balance at year end From the definition screen press lt ENTER gt to view the valid values for the field F Fiscal Year P Project Year E Encumbrance Only SL s only a Transfer BBA SL s Only D BBA to Different account SL Rule IAFRS FG FS YY END PROC Default value is View IAFRS GENERAL SUBSIDIARY LEDGER Field FG FS YY END PROC PF1 Menu PF4 Exit Purchasing User Manual Page IX 6 Appendix Instructions cont d Question Mark or Asterisk or Help FAMIS also provides information about selected fields through the Question Mark or Asterisk or Help facility This HELP information may be accessed by typing a question mark or an asterisk in the field in question and pressing th
75. in the All Items Received field Basic Steps Create a New Exempt Delegated Purchase Header e Advance to Screen 235 type a document prefix followed by zero in the Doc field on the Action Line and press lt ENTER gt e Enter the department document summary and user reference e Indicate whether or not the purchase items have been received the date they arrived if they have been received as well as the ship to and invoice to addresses e Type additional information in the available fields as desired and press lt ENTER gt to record the purchase information e If all information has been successfully entered the system assigned exempt delegated purchase order number will be displayed on the Action Line Purchasing User Manual Page IV 9 Screen 235 Exempt Delegated Header cont d Modify an Existing Exempt Delegated Purchase Header The document must be open to make any changes e Advance to Screen 235 type a valid exempt delegated purchase order number in Doc field on the Action Line and press lt ENTER gt e Enter valid data in the available fields as desired and press lt ENTER gt to record the information Exempt Delegated Purchase Creation Process When to Create an Exempt Delegated Purchase Order Exempt delegated purchase orders are created in order to record the purchase of merchandise that is exempt from TAMU and State of Texas GSC purchasing requirements Purchase of exempt item
76. 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 VIII 27 Documents Browse by 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 05 20 09 3 13PM FY 2009 CC 02 Screen Dept PURS_ SubDept Class _ Doc Route Status N x sc LLT Doc Buy Vendor Name St Rt User Ref Date S Dept Amount _B B300460 PAS IP 2702600101 12 03 02 10 000 00 L A611355 THE INSITE IP 2711205741 06 30 05 _M M300229 DJM SANY ELECTR IP 4306000000 09 03 02 _M M300328 PFB TEMAS OFFIC IP 01 21 03 20 00 _M M400314 MSG BANK TWO IP 270260PROCARD 01 22 04 M M600195 MSS LEINCH INCO IP 4306000000 08 01 05 1 00 _R R300928 IP 3003400000 10 01 02 _R R402645 DJJ IP 2400500001 03 16 04 11 472 00 R R700365 IP 3002100000 08 15 06 R R902307 IP 270160 0001 01 28 09 20 000 00 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Inve Recv Audit Accts Headr Items Track Basic Steps e Advance to Screen 272 e Type a department code on the Actio
77. it cannot be reopened without recalling the document from routing Rejected Documents When a document is in Routing any approver or signer may reject and return it to your in box for correction When this happens you should 1 Select the document by typing an X next to it in your in box and then pressing the PF8 Sel key 2 Once the Routing Document Information pop up window appears lt TAB gt down to the Action prompt and type NOT to display the routing notes which will contain the reason s for its rejection 3 Re open the document on Screen 243 by setting the Reopen Document flag to Y and pressing lt ENTER gt 4 Make the necessary changes using Screens 240 244 5 Finally advance to Screen 242 to close and re route the document Purchasing User Manual Page l 24 Section II Good Faith Effort Purchasing User Manual Page Il 2 Good Faith Effort Basic Concepts Good Faith Effort describes the effort made by individuals when they are purchasing goods and services to do business with qualifying vendors whether the vendors are registered as HUB vendors or not To assist in the capture of this reporting data GFE screens are available These screens capture vendor bid information for addenda reporting for the Governor s semi annual HUB reporting The data from these screens is used to create statistical report PBAR248 and is NOT sent directly to the Texas Building and Procurement Commissio
78. items on the document From within this window you can view multiple windows of item information 4 n n F2999 End of line items on file P P600026 Document Item Inquiry PANEL 01MORE gt gt Nt Item Description Quantity PCd UOM Extended a Se Se Soa een aa eee l ju 2 1 0 standard staples 12 00 BOX 14 88 2 0 standard staplers hand held 16 00 EA 33 76 3 0 Assorted Screws Nuts and Bol 1 00 cs 11 23 4 0 microscope glass slides 250 10 00 BOX 90 00 l l l l l l PF3 Back to 280 PF4 Exit PF5 More Desc PF6 Itm Ext PF7 Audit PF8 Itm Accts PF9 Itm Notes PF10 Left PF11 Right 4 nnn nnn Print Print Used to print document information from FAMIS using Entire Connection She the FAMIS Entire Connection User s Manual for greater detail You must be running Entire Connection in order to take advantage of this print function Press lt Enter gt to Proceed with Print I Press PF12 to Cancel this print request l l l Recv Receiving Displays a window summarizing document receiving entries 4 nnn n Shipments for Document P600107 l No Date Rec by Ship Items Received St Doc Summary Dept Carrier aus Ake oper angie a aE a aa l l 001 8 10 20 95 CL LAB OFFICE SUPPLIES FALL 1996 MISP UPS l l l End of Shipments 4 nn n Purch
79. l Addr ATTN CORWIN CARTER Addr ATTN CORWIN CARTER l l l l l l Press lt PF4 gt to Exit Sole Sole Source Displays Sole Source and Emergency purchase reasons k k Sole Source and Emergency Information Document R400007 l l l l l l l Sole Source Y N N Reason l l l l Emergency Y N N Reason l l l Press lt PF4 gt to Exit Track Document Tracking Displays a document tracking window identifying all types of action that have gone against this document From within this window you may track any of the related documents by placing the cursor on any of the window lines and press lt PF12 gt again 4 P P600026 Document Tracking I l Class Document Item Action Date Time Oooo SERS SRSSeR Se sodec coast Saeee ence isene l l To CREATE 10 05 95 16 15 To CLOSED 10 12 95 10 30 To REOPEN 10 13 95 14 33 To CLOSED 10 13 95 14 35 l To REOPEN 10 13 95 14 42 To CLOSED 10 13 95 14 49 To REOPEN 10 13 95 14 49 To CLOSED 10 13 95 14 51 l PF3 Back To 280 PF4 Exit PF12 Track 4 Purchasing User Manual Page IX 23 Appendix Standard PF Keys cont d Vndr Suggested Vendors Displays all suggested vendor sources for a particular document x k Suggested Vendors Information I I I I Document R400007 l VID
80. lines are needed to enter additional information Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF5 Next Next Advances to the next required screen PF9 Notes Notes Used to enter free form notes about the requisition These are on line reference notes regarding the document They will not be printed Purchasing User Manual Page VII 13 Create Modify Master Order Line Items Each individual line item for the master order must be entered separately using Screen 264 You may input up to 900 separate lines for one master order For each line item the quantity unit price and description of the requested item must be entered When referencing your master order with a purchase order Screen 224 you may not enter a quantity greater than that entered on this screen Screen 264 on the master order Screen 264 Master Order Line Item Create Modify 264 M O Line Item Create Modify LAYNES AMBULATORY MONITO 05 20 09 14 32 FY 2009 CC 02 Screen Doc M900119 Item _1 0 Quantity UOM Unit Price Discount Extended Price 20 00 EA 75 0000 1500 00 MO 20 00 EA 75 0000 Commodity 961 48 Proc Cd _ Cost Ref 1 2 3 Part Nbr Desc Holter Analysis Back Up TIBH no equipment provided test code 009274 More Desc Y N _ More Items Y N _ Print Line Y Item Deleted Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9
81. master order information including the master order document number the master order line item and the master order category see below Screen 254 Req Line Item Create Modify 254 Req Line Item Create Modify TIMMONS OIL 05 20 09 10 33 FY 2009 CC 02 Screen ___ Doc R903219 Item _1 0 Estimated Quantity UOM Unit Price Extended Price Number Item Type 165 00 GAL_ 8 0500 1328 25 M900308 _ 2 0 MO 1290 00 GAL 8 0500 Commodity 405 39 Proc Cd X Cost Ref 1 2 3 Part Nbr Desc Oil Motor SAE 10W 30 Delivered in Bulk FY CC Account Pct Amt 2009 02 270620 16000 4030 100 00 More Desc Y N _ More Items Y N _ Print Line _ Item Deleted N Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next Notes CAcct MAcct Processing Codes Important here is the M multiple invoices processing code An M means there can be multiple invoices so the document will not automatically finalize when quantity has been reached If the Proc Cd field is left blank the document matches and completes when all items are received For example the quantity of 1 lot causes the purchase document to complete as soon as the first invoice is processed because the UOM is matched But using the M code overrides that match and completed instead based on dollars The receiving document does not contain dollar information so FAMIS
82. may be used to purchase the requested item 210 characters Identify the reason alternate vendors should not be used for the purchase of the requested item 1 character Type Y if installation will be required 1 character Enter Y if the requested item will be used in conjunction with existing equipment See the Appendix for an explanation of the standard PF Keys Next Advances to the next required screen Notes Enter on line notes about the document These will not be printed Existing Equipment Enter information about any existing equipment the requested item will be used in conjunction with Page VI 31 Enter Purchase Order Item Description There may be times when you need to enter a detailed description of an item Should this description require more space than is available on Screen 224 you may use the space provided here on Screen 225 to supplement your item description Ninety nine lines of additional text may be input for each line item The text entered on this screen will appear on the purchase order when printed Text is entered without a wrap around feature To prevent a word being split between two lines use the TAB key to advance to the next available text line Screen 225 Purchase Order Item Description 225 P O Item Description 05 20 09 13 55 FY 2009 CC 02 Screen ____ Doc P904381 Item _1 0 Position at line __ of 23 Line Descrip
83. of your line item There is no word wrap feature Page F B E 1 character To scroll through text lines enter Forward Backward or End Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF7 Previous Item Pitem Go to the previous item PF8 Next Item Nitem Go to the next item Purchasing User Manual Page III 26 Copy Your Limited Purchase Order When you process similar orders over and over i e general supplies you may find it convenient to copy old limited purchase documents to new ones Screen 245 allows you to retrieve a limited purchase order that you previously entered and copy its line items to an existing or newly created limited purchase order Screen 245 Copy Limited Purchase Order to Limited Purchase Order 245 Copy Limited Purchase to Limited Purch 05 20 09 09 23 FY 2009 CC 02 Screen ___ Doc L939165 Item From Vendor GATES EQUIPMENT COMPANY From Doc FY 2009 New Doc LO FY 2009 Cat LP Dt 05 20 2009 or Existing Doc Header Screen Proc Func Item Desc Quantity Unit Price UOM Ext Price Cd _ 1 0 chairs cherry wo 2 00 150 0000 EA 300 00 2 0 broken chair 1 00 150 0000 EA 150 00 v 3 0 super rollers 1 00 25 0000 BOX 25 00 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp AdDpt Basic Steps Copy Limited Purchase Items to a New Document e Advance to Screen 245 e Indicate the limited purc
84. on document Purchasing User Manual Page V 34 Enter Notes on Your Requisition You may have an occasion to make a note about your requisition For example you may need to note an alternate contact person for the order or a condition that needs to be addressed before the order can be processed Screen 259 has been provided for you to enter such notes about your requisition Using this screen you may enter as many as 99 lines of notes on an open or a closed requisition Text is entered without a wrap around feature To prevent a word being split between two lines use the TAB key to advance to the next available text line Line item number zero 0 0 pertains to the entire requisition Screen 259 Requisition Note Text 259 Req Note Text Screen Doc R903357 Etem 0 0 Transferred Position at line 05 20 09 10 47 FY 2009 CC 02 Line Description 1 gt gt Note entered 04 10 09 BY NOWLAND NORA N__ 2 THIS ORDER TELE WORK ORDER 30459 32 3 VERSION QUOTE 1 18S0A9 IS TO BE ORDERD 4 AGAINST MASTER ORDER M900478 A COPY OF THE _ 5 QUOTE HAS BEEN FAXED TO ROGER REESE 2 1111__ 6 THIS ORDER NEEDS TO BE FAXED TO THE VERITY__ 7 SELECT TEAM ACCOUNT MANAGER HARLAN HOWELL 8 7 7777 9 Page F B E _ Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp PItem NItem Basic Steps e Advance to Screen 259 e Type a valid requisition n
85. on line reference notes regarding the document They will not be printed PF10 VTerm PF11 AdDpt Purchasing User Manual Vendor Terms Retrieves the vendor terms that are on file for the vendor Additional Departments Allows additional departments sub departments to be viewed or added See Department field Page VI 14 Enter Purchase Order Ship To Invoice To Addresses The address to be used for shipping the order is entered on the left half of Screen 221 Likewise the address for the invoice is entered on the right half of Screen 251 Special vendor instruction text codes that pertain to the entire purchase order document may also be entered on this screen Codes must be set up by FAMIS Services in coordination with Purchasing Services and the State of Texas GSC Screen 221 PO Shipping and Text CLINIC 221 PO Shipping and Text 05 20 09 13 37 FY 2009 CC 02 Screen __ Doc P900188 Ship To Invoice To Address Nbr 106 Name DEPARTMENT OF STUDENT HEALTH _ Name DEPARTMENT OF STUDENT HEALTH _ Addr SERVICES Addr SERVICES ATTN ACCOUNTS PAYABLE ATTN ACCOUNTS PAYABLE 1222 TAMU 1222 TAMU City COLLEGE STATION State TX City COLLEGE STATION State TX Zip 778431264 Country Zip 778431264 Country Phone 409 845 1111 FAX 409 845 8888 Phone 409 845 1111 FAX 409 845 8888 Text codes 022 Additional kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk k Te
86. or TYPE AUTO OR MANUAL AP Disbursements GL 04x AP Check A Prepaid Vouchers 068 ec REF 3 Receipts 03x Teller M Disbursements 04x if manually entered Screen 23 Transaction Inquiry by Account Panel 1 VET MED TEACHING HOSPITAL 03 10 09 13 58 FY 2009 CC 02 144013 4010 Ref 3 Direct Indirect D Bank Option N Description Amount I BatRef JT MOORE CHANCE 89 61 N PCV001 WALLER CREDIT INV 8 00 C PCR001 ROY RASWELL DISTR 316 36 D 8576JF MMM VETERINARY SUP 21 82 D 7940EP MMM VETERINARY SUP 15 58 D 7940EP MMM VETERINARY SUP 21 82 F INV376 MMM VETERINARY SUP 15 58 F INV376 CARE PAY 20090000 2 089 64 osJ009 PNEUMON SERVICES 32 00 D 7940EP SHORE VETERINARY I 253 66 D 7940EP DYLAN TROPHY DB 7 50 F PVP410 DALE MARKETING L P 593 92 D PUR001 DALE MARKETING L P 79 99 D 8576JF DISK O TAPE INC 753 82 D 8576JF Continued 023 Transaction Inquiry by Account Screen ___ Account Sbcd TC Ref 3 Date 4011 068 02 28 4011 041 02 28 4011 054 03 06 4013 054 12 04 4013 054 12 04 4013 068 12 15 4013 068 12 15 4013 061 0106202 01 08 4013 054 03 06 4013 054 03 06 4014 068 03 03 4020 054 09 01 4020 054 09 09 4020 054 09 15 Hmenu Help EHelp View Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 DLoad Left Right Offset Acct 014400 014400 014400 001004 2100 2100 1610 014400 2100 Purchasing User Manual Page IX 30 Appendix FAMIS Reference Codes cont
87. or modify information in the available fields as desired e Press lt ENTER gt to send the purchase document s to the printer Purchasing User Manual Page VI 50 Screen 215 Print Purchase Document cont d Field Descri ptions Required Help PF2 or Field Help Available Action Line Start Doc End Doc Screen Information Print Y N Printer Print Dt Reprint Text Codes Last Two Forms FED Text Codes Mail Code Limited Bid To Spl Output 7 character digits Identify the first purchase order number to be printed 7 character digits Enter the ending purchase order number to be printed 1 character To print the purchase order document type Y in this field 16 characters digits Include the printer destination for the printed document s 8 digits The default is the current date If needed change this date to the day printing is to be processed 1 character Type Y to reprint a purchase order 1 character Type Y if header text codes should be printed after the line items 1 character Enter Y to print the first page of a document in one format and all the other pages in a different format 1 character Type Y if federal text codes found on Screen 313 should be printed at the end of all documents with F type of funds 1 character Enter Y to use the mail stop information from the departme
88. relates Mandatory Flag indicating whether the transfer is mandatory If no value is entered in the detail line s for this field the transfer will be flagged with the default value after pressing lt ENTER gt Memo Bank Account An account that represents the balances of demand deposits for operating accounts Menu A screen containing a list of available processes screens or other menus N Name Rotation A feature that allows users to print a vendor name in one format on checks and then rotate it to another format for sorting on reports O Object Code A four digit number identifying specific items of revenue expense or attribute records Open Commitment An encumbrance P Parameter A variable that is assigned a constant value for a specific purpose or process It provides the user with defined choices for report selection processing or output requirements Purpose The function Purchasing User Manual Page IX 38 Appendix Glossary cont d R Receipts Cash received from cash assets collections on account receivable and sale of other assets The purpose is to record money received by the institution to the GL SL and SA or bank accounts Recommendation The budget projection version that is submitted to the Budget Office for approval Regular Order A type of purchase order that denotes a typical order Remit To Address The address to which the check for goods and or services rendered will be sent Re
89. requested is a sole source item 1 character Enter Y if this is an emergency purchase 1 character Y identifies this is a catalogue order 30 characters Identify vendors bidding for the purchase order 25 characters Include the name of the person to contact at the vendor regarding bids for this order Help 3 characters Enter the vendor response code to be used to indicate how a particular vendor responds to a bid Page VI 13 Screen 220 Purchase Order Header Create Modify cont d Bid Amount 15 digits Indicate the dollar amount the vendor bids for the purchase Only prints if one or more of the Bidding Vendor fields are filled in Reason not Awarded 45 characters to Low Bidder Additional Functions PF KEYS PF4 Addr PF5 Next PF6 Items PF7 Resn PF9 Notes Include the reason why purchase order did not go to the lowest bidder if necessary Only prints if one or more of the Bidding Vendor fields are filled in See the Appendix for an explanation of the standard PF Keys Addr Shows the address for the bidder Next Advances to the next required screen Document Items Displays the item inquiry pop up window for any items on the document Type of Reason Displays a pop up to select type of reason Sole Source Emergency GFE to be entered Notes Free form notes can be entered on a document These are
90. standard PF Keys Purchasing User Manual Page VIII 55 Screen 291 Document Tracking Cross Reference cont d Purchasing User Manual Page VIII 56 Section IX Appendix Purchasing User Manual Page IX 2 Instructions Listed below are general instructions that will make your job easier as you use FAMIS to input or view document information Please become familiar with the information in this reference as it can make your navigation in FAMIS more efficient 3270 Emulation Keys Special keys and key combinations must be used when working with FAMIS These keys are known as 3270 emulation keys and may be defined differently by each 3270 terminal or PC emulation software that you are using Contact your computer support person if you do not know how to identify the following keys on your computer PF Keys 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 on a Memorex emulation a combination of the ALT key and the number 1 will represent the PF1 key At the bottom of the FAMIS screens there are PF keys listed that can assist in the use of the screen For example on Screen 104 Voucher Create the bottom of the screen shows the PF7 with the word Bkwd under it This means that by pressing the PF7 key the screen listing will scroll backwards TAB and BACKTAB Keys Use the TAB
91. standing order You can enter a dollar amount for example as 1 Lot and FAMIS will chip away away until dollar amount is satisfied Encumber Funds Encumbrances for Purchases are established when a document it closed Closing the document generates the encumbrances that set aside funds to pay for the requested purchase Encumbrances are created at the account and object code level an encumbrance is generated for each account and object code combination on a document The encumbrance is keyed primarily by the document requisition or purchase order number Purchasing User Manual Page I 19 Purchasing Basic Concepts cont d All encumbrances established by the purchasing module are posted into the financial accounting module These encumbrances may be viewed on the Open Commitment screens see the Open Commitment section The User Reference number entered on the header of the requisition is transferred to the purchase order and identifies the encumbrances Payment of all line items releases hanging encumbrances on other line items Requisitions All requisitions except for those which set up a blanket order are encumbered The encumbrances are established using the 7 digit document id created when the requisition is entered The encumbrances are not established until the document is closed on Screen 256 Once the document is closed no changes can be made unless the document is re opened If changes are made which affect a
92. sucha A T R E IV 11 Screen 236 Create Modify an Exempt Purchase IteMm ccccsccccsseceeseceseeees IV 16 line ten ENUhy ais 2s sisi sassseissdsszsbdastsleesdeesvesssseseysidesteniadssr eineae IV 16 Multiple ACCOUNTS ccccccccsesssssscecececessessaeeeecescessessaeeeeeeseesees IV 16 Change the DOCUMENL cccecessesscecececesseseaeeeeeeecessesseaeeeeess IV 17 Inventory Part NUMDEL cc cccccccecessssssseceeeeecessesssaeeeeeeseesees IV 17 TIBH Texas Industries for the Blind and Handicapped IV 17 Screen 237 Close an Exempt Purchase Ordel ccssssccccecesssssssnseeeeeenseessaees IV 20 Encumbrance PLOCESS ccccssececesssececeesneeeceesneeeceesneeeceeneeeeeees IV 20 Change the DOCUMENL ccccccessssssecececesseseaeeeeeeeceesesesaeeeeees IV 21 Route the DOCUMENT cccccssececeesteeeceesneeecseueeeeseseeeceeseeeeees IV 21 Rejected DOCUMENMS cccsessscecececessesececeeeeecessessaeeeeeesensees IV 21 Screen 238 Set Reset Exempt Purchase Flags ccs cccssccesssecsseeeesseceesseeeseeees IV 24 Screen 239 Enter Notes to an Exempt Purchase Order c cccccccssssssstsseeeeeees IV 26 Enter Document Notes ceceeseccececeeeeeeeeaaeeeeeeeeeeeeneaeeeeeeeens IV 26 View Document Notes ccccccceceeeeeeeeaeceeeeeeeeeeaeaeeeeeeeeeeneas IV 27 Screen 233 Copy Your Exempt Purchase Order csccssssscecececessessnteeeeeesensees IV 28 Copy Items to a New DOCUMENL
93. the agency purchasing items If left blank it defaults to the current campus code 15 digits Identify the account number subsidiary ledger support account object code responsible for payment 5 digits Specify the percentage of the total dollar amount of the line item to be paid by the specified account 14 digits Indicate the dollar amount to be paid by the specified account If a percentage was not specified in the previous field then the dollar amount to be paid will be required 1 character Indicate whether or not Y or N additional lines of description are needed for the specified line item 1 character Signify whether or not Y or N additional line items are to be processed for the requisition Page V 21 Screen 254 Requisition Line Item Create Modify cont d Print Line Item Deleted Additional Functions PF KEYS PF5 Next PF9 Notes PF10 CAcct PF11 MAcct Purchasing User Manual 1 character Indicate whether or not Y or N line item information should be printed This field is not currently in use for requisitions 1 character Signify whether or not Y or N the item has been marked for deletion from the requisition See the Appendix for an explanation of the standard PF Keys Next Advances to next required screen Screen 256 Requisition Notes Used to enter free form notes about the requisitio
94. the first item in a range of items on the requisition you wish to delete 5 digits Enter the specific line item or the last item in a range of items on the requisition you wish to delete If you are only deleting a single line item place the same number in this field as well as the previous field See the Appendix for an explanation of the standard PF Keys Track Allows you to track the routing history of the selected document Accounts Identifies the account s used Press PF5 to see if there is any over budget message displayed Document Header Extended Information Shows extended information for the document Items Displays the line items on the document Warnings Identifies any FAMIS warnings Page VII 29 Enter Notes for a Master Order You may enter informational notes about your purchase order using Screen 269 Using this screen you may enter as many as ninety nine lines of notes on an open or a closed purchase order Text is entered without a wrap around feature To prevent a word being split between two lines use the TAB key to advance to the next available text line Screen 269 Master Order Note Text 269 MO Note Text 05 20 09 14 44 FY 2009 CC 02 Screen Doc M900190 Item _ 0 0 Closed Position at line Line Description 1 gt gt Note modified 04 08 09 by ASTER ARLENE 2 REOPENED TO UPDATE ITEM 4 PRODUCT 3 DESCRIPTION AND PART NUMBER PREVIOUS ITEM __ 4 WAS DISCONTIN
95. the previous window or inquiry screen If multiple windows have been opened pressing lt PF3 gt will return you directly to the screen where you started From within many of the pop up window an additional set of extended function keys may appear to further inquire on the document or item Extended Function Keys Accts Accounts Displays a window of all responsible accounts and their portion of the total order 4 F5628 End of accounts on document P P600026 Account Distribution l l cc FY Account Description Amount 0 SS SS SS SSS T IRA l AM 1996 330001 00000 4050 GIGI S TEST ACCOUNT 48 64 AM 1996 330001 00000 4010 GIGI S TEST ACCOUNT 11 23 Total all Accounts 59 87 PF3 Back to 280 PF4 Exit PF5 BBA Purchasing User Manual Page IX 17 Appendix Standard PF Keys cont d AdDept Additional Departments Displays all departments that have approval and accounts on this document Additional Departments SubDepartments Doc P400013 Dept SubDept Addr Address Used to include more lines of address information Addr 11409 WADDLE WAY SUITE 909 WAYNE WADDLESWORTH 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 1xxxxxx
96. the primary account responsible for the requisition Help 5 characters Enter the sub department of the primary account responsible for the requisition 1 character Indicate whether or not Y or N there are attachments for the requisition Page V 11 Screen 250 Requisition Header Create Modify cont d Doc Summary 50 characters Identify a brief summary of the requisition document as a whole This description will be displayed on the document inquiry screens Sole Source Y N 1 character Indicate whether or not Y or N the merchandise requested is a sole source item i e whether or not only one vendor may fulfill the order Emergency Y N 1 character Identify whether or not Y or N this is an emergency purchase Catalogue Order 1 character Y N If this is a catalogue order you must type Y in this field If not this field is not required Suggested Vendors 2 can be added on the screen Press PF10 to add additional Suggested Vendors This allows the department to suggest vendors for the requisition Note You can access the vendor search and select pop up window by typing an asterisk in the Vendor ID fields Vn ID Help 11 digits Type to select a vendor or enter the FAMIS Vendor Identification Number OR FEI 9 digits Identify the Federal Employer Identification number if not using
97. the purchase Help 5 characters Indicates the sub department for the primary account responsible for the purchase 12 digits Shows total dollar amount of all items that have been added to this document This field is blank until items are entered against this document 50 characters Identify a brief description of the entire purchase 11 digits 30 characters Indicates the FAMIS vendor identification number and vendor s name Help 2 characters Shows Legal Descriptive Text Code that identifies any special instructions for purchase 11 digits Identifies the vendor ID number to whom the reimbursement check should be made out if the items were paid for at the time of purchase Help 2 characters Shows freight code defining conditions by which purchased goods will be transported delivered 14 digits Identify the User Reference number used to indicate the subsidiary ledger SL account number for the order followed by the departmental reference number 1 character Indicates if Y or N all items purchased have been received Entry required if Y is entered 1 character This field is only displayed and required if set up on Screen 311 Type Y or N to indicate if GFE is solicited or leave this field blank 8 digits Shows date the items purchased were received Help 3 digits Indicate the code which identifies the address to which items purc
98. the routing and approval system of FAMIS Screen 226 checks for possible Contract Workforce purchase orders If the program determines the document is a possible Contract Workforce purchase order a pop up window will be available to give you the opportunity to set the Contract Workforce flag Screen 226 Purchase Order Document Close 226 Purchase Order Document Close 05 20 09 13 50 FY 2009 cc 02 Screen Doc P904494 NATIONAL INSTRUMENTS CORPORATION lt lt Dates gt gt Document 05 20 2009 Cat RO User Ref 2255300518091 St Req Start Contact Person BEN BROMLEY Ph 979 847 9999 End Buyer CCC CONLEE CARLY Ph 979 845 3333 Required 06 30 2009 Research Y N N Type Funds L Type Order HIED Change No Last Print Date Sole Source Y Emergency N Doc Summary DATA ACQUISITION SYSTEM Total Amount 6 897 82 Untransferred Total 6 897 82 Ion Process Budget Balance Override _ Session 1586JC Date 05 20 09 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next Item Route Warns Basic Steps e Advance to Screen 226 e Type a valid purchase order number in the Action Line and press lt ENTER gt to display existing purchase order information e Set the Close Document flag to Y and press lt ENTER gt e Ifall required information has been properly entered the message Document closed successfully will appear in the message line Documen
99. the vendor fields are protected Page Il 12 GFE Response Purchase Orders Screen 217 is used to capture Good Faith Effort GFE information for Purchase Orders The purpose is to detail vendor bid information for addenda reporting for the Governor s semi annual HUB reporting The data from this screen is used to create statistical report PBAR248 and is NOT sent directly to the Texas Building and Procurement Commission TBPC When a Purchasing document is closed and or completed no further information can be entered on Screen 217 Screen 217 Good Faith Effort Response Purchase Orders 217 Good Faith Effort Response Purchase Orders 05 19 09 16 29 FY 2009 CC AB Screen Doc P800004 Dept Sub Dept FISC_ GFE Bids Solicited Y F Sre State ID Vendor Name Gn Eth Rsp Amount Bid Aw C 2xxxxxxxxx7 A amp W WELDING F WO B 100 00 Y N 2XXXXXXXXX9 KANDY KAY KARSON F WO N END OF DATA Reported Date Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp NexT Resn Add The Doc field is required and is already displayed if you have come to this screen through the NEXT function If you access this screen directly you may enter a document number and press enter to see any existing data on the screen or enter new data You must have access to the original purchasing document In the case of multiple departments on a document you w
100. use the TAB key to advance to the next available text line Screen 265 Master Order Item Description 265 M O Item Description 05 20 09 14 41 FY 2009 CC 02 Screen ____ Doc M900193 Item _1 0 Position at line __ of 10 Line Description 1 WEEKLY PICK UP SERVICE FOR SHARPS WASTE 2 CONTAINERS 28 GALLON REUSUABLE CONTAINER __ 3 4 VENDOR SHALL PROVIDE THE BOXES amp RED 5 BIOHAZARD LINERS FOR EACH BOX VENDOR SHALL__ 6 ALSO HANDLE ALL PAPERWORK FOR PROPER DISPOSAL 7 8 kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkxkkkkk 9 FUEL SURCHARGE PER CONTAINER 4 96 10 kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkxkkkkk Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 265 e Type a valid master order and line item number in the Action Line and press lt ENTER gt e Add or modify text in the available fields as desired Press lt ENTER gt to record the information Document Line Item Process Page through Text The F B E field is used to scroll through all of the lines of text added on Screen 265 Enter an F to scroll one page forward Enter a B to scroll one page backwards Enter an E to end the editing session and take you to the next required purchase order screen Purchasing User Manual Page VII 26 Screen 265 Master Order Item Description cont d Field Desc ri ptions
101. 009 CC 02 Screen Doc A200074 Deleted Cancel Delete Document Y Freeze Document N Reopen Document N Delete all Items Y Delete Undelete Item thru Item Completing a document finalizes it and liquidates all encumbrances This process CANNOT be reversed Do NOT complete a document unless you are certain that no invoicing or receiving will be done in the future Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Track CnclR Accts Extnd Items Warns If a document is cancelled or uncancelled you must enter a reason in the pop up window provided Basic Steps e Advance to Screen 243 e Type a valid limited purchase document number in the Action Line e Press lt ENTER gt to display current flag settings e Modify flags as necessary e Press lt ENTER gt to record limited purchase flag changes Purchasing User Manual Page Ill 22 Screen 243 Limited Purchase Flag Maintenance cont d Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc Screen Information Cancel Delete Document Freeze Document Reopen Document Delete all Items Delete Undelete Item thru item 7 character digits Identify the document number on which flags will be set re set 1 character Indicate whether or not Y or N the document should be removed from the syst
102. 054 L902781 09 16 4010 054 L904455 09 22 4010 068 1006899 09 25 4010 068 1007488 09 26 4010 061 S054790 09 26 4010 061 S054792 09 26 4010 061 S054793 09 26 4010 061 S054794 09 26 4010 061 S054795 09 26 4010 061 S054796 09 26 4010 061 S054797 09 26 4010 061 S054798 09 26 4010 061 S054799 09 26 4010 061 S054800 09 26 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 View DLoad Left Right Hmenu Help EHelp VET MED TEACHING HOSPITAL 144013 4010 Ref 2 Direct Indirect Bank Option N Description Amount I DYLAN TROPHY DB 420 50 D WINSTON S OFFICEWOR 367 00 D NASH NASWORTHY 131 49 F WINSTON S OFFICEWOR 367 00 F STORES 646 71 STORES 107 47 STORES 434 10 STORES 51 41 STORES 72 35 STORES 90 57 STORES 11 96 STORES 417 24 STORES 322 99 STORES 98 66 Continued 03 10 09 14 01 FY 2009 CC 02 D BatRef Offset Acct PVP308 014400 2100 PVP309 014400 2100 PURS01 270260 0523 PURS01 270260 0523 PURS01 270260 0523 PURS01 270260 0523 PURS01 270260 0523 PURS01 270260 0523 PURS01 270260 0523 PURS01 270260 0523 PURS01 270260 0523 PURS01 270260 0523 Purchasing User Manual Page IX 29 Appendix FAMIS Reference Codes cont d Reference 3 Reference 3 is less used than the others There are some transactions where you will see entries in Reference 3 There are various ways to view the data for this reference number FIELD RELATED TRANSACTIONS CODE TYPE OF DATA
103. 1 PF12 Hmenu Help EHelp E Purchasing User Manual Page l 10 Purchasing Menu Screens cont d M24 Requisition Limited and Exempt Purchase Menu lists screens for creating and modifying these documents Menu M24 Requisitions and Limited Purchasing Entry Menu M24 Requisitions and Limited Purch Entry Menu 05 19 09 15 43 FY 2009 CC 02 Screen V SaSeaea Requisitions E E aaa Limited Purchases 250 Req Header Create Modify 240 Limited Purch Header 251 Req Shipping and Text Info 241 Limited Purch Items 252 Req Additional Header Text 242 Limited Purch Close 253 Req Sole Source Justification 243 Limited Purch Flag Maint 254 Req Item Create Modify 244 Limited Purch Notes 255 Req Item Description Cont d 245 Copy Limited to Limited 256 Req Document Close 246 Limited Purch GFE Response 257 Req Transfer Copy 258 Req Flag Maintenance eoSSsS Exempt Purchases 259 Req Notes 232 Exempt Purch GFE Response 233 Copy Exempt to Exempt 235 Exempt Purch Header 247 Copy Document to Req 236 Exempt Purch Items 237 Exempt Purch Close 234 Part Description Maintenance 238 Exempt Purch Flag Maint 239 Exempt Purch Notes Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp M34 Purchasing Invoice Menu lists screens for invoice updates and inquiry Menu M34 Purchasing Invoice Menu M34 Purchasing Invoice Menu Screen Invoice Up
104. 2 GL 6 Digit 03 03 94 14 56 FY 1994 CC AA Account Title NAVSO Purchasing User Manual Page IX 4 Appendix Instructions cont d Message Line The line above the Action Line is used to display messages to the user These messages may be error messages or processing messages such as the one below 002 GL 6 Digit 01 20 92 11 26 Scrolling Through Data Pressing the 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 with that function Help HELP functions are available for many screen fields in FAMIS Placing a in the blank beside the desired field and hitting lt ENTER gt will access a pop up window with specified field information Another way is to place your cursor in the desired field and press the F2 key To get out of the HELP function either select a value and press 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 Purchasing User Manual Page IX 5 Appendix Instructions cont d Field Help Using the F2 Program Function Key On selected
105. 21 is entered updated using Screen 305 Ninety nine lines of information that is campus specific may be entered This screen is maintained and updated by each campus Screen 305 Purchasing Campus Bulletin Board Entry Screen 305 Purchasing Campus Bulletin Board 05 19 09 15 45 Screen DEADLINES Purchase Requisitions for FY 2009 and 2010 FY 2009 CC 02 Page 1 Delete _ FY 2009 and FY 2010 requisitions received after the deadlines will be processed after requisitions that have met the specified dates and funding___ requirements The deadlines do not guarantee that lead time for delivery is__ adequate for all commodities or services If a 9 1 09 delivery is desired on_ FY 2010 funded purchases please indicate the need on the requisition and every effort will be made to accommodate the request Goods Services Purchase Requisition Type Date Purchase Requisition Required 100 000 or more and not under A amp M State Contract 5 18 2009 gt 5 000 but lt 100 000 amp not under A amp M State Contract 6 1 2009 gt 5 000 amp under A amp M State Contract 8 3 2009 Dates are for FY 2009 and FY 2010 funded procurements Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Continued on page 2 Text is entered without a wrap around feature To prevent a word being split between two lines use the TAB key to advance to the next availab
106. 6 712 1 193 52 PRT _P 101476 P900161 MINOT CORP 08 08 289010 25000 825 12 PRT P 101477 P900175 KONIL MINOT BUS 08 08 289010 25000 1 105 68 PRT _P 101757 P604298 MINOT CORP 08 06 210390 14000 783 72 TR _P 101759 P604296 MINOT CORP 08 06 241656 003 596 76 TR _ P 102966 P700186 XERON CORP 08 06 132004 RICH901 18 357 12 CL _P 102967 P700188 XERON CORP 08 06 240904 2007 18 663 36 CL _ P 103487 P700193 RIMO INC 08 06 300460 1106 10 370 88 TR _ P 103609 P204459 PARR SCIENTIFIC CO 08 02 270860 89376 105 86 TR _ P 104344 P500280 XERON CORP 08 04 240218 0000 9 688 00 CL _ P 104648 P700283 XERON CORP 09 06 131019 2007 DL _P 104716 P300401 REGIONAL MAIL EXPR 09 02 270580 3 100 000 00 TR P 105585 P700358 XERON CORP 09 06 241406 6016 4 837 68 CL 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 287 e Type valid data in the available fields to limit the display and press lt ENTER gt to view a complete list of all documents with a state order number e Type an X in the SL select column to the left of a document to advance to Screen 278 where detailed document information will be displayed e Place the cursor in the SL field next to the desired document number and use the PF keys at the bottom of the screen to view additional document information Document B
107. 643 Completed Doc Year 2007 Order Date 09 13 2006 Cat LP State Dept CHEM_ Subdept Total Amt 99 68 Doc Summary CREDIT WATANABE Vendor lvvvvvvvvv3 SYG AIMCH INC LDT Cd __ Reimburse ID FOB __ User Ref 456369 00000__ All Items Received Y Date Received 09 13 2006 Ship To Address Nbr 076 Invoice To Address Nbr 122 Name CHEMISTRY DEPARTMENT Name FISCAL DEPT ACCOUNTS PAYABLE _ Addr ATTN ORLAN O ORSON Addr ROOM 001 3255 TAMU 6000 TAMU City COLLEGE STATION State TX City COLLEGE STATION State TX Zip 778433255 Country ___ Zip 778436000 Country ___ Phone Fax Phone Fax Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp ADDR Next Resn Notes AdDpt Purchasing User Manual Page l 22 Purchasing Basic Concepts cont d Credit Memo Example Screen 241 Limited Purchase Item 241 Limited Purchase Item 05 19 09 15 47 SYG AIMCH INC FY 2009 CC 02 Screen ___ Doc L709643 Item 1 0 __ Unit Ext Item St Account Qty UOM Price Disc Price 1 0 CO 456369 00000 4040 1 00 LOT_ 99 6800 99 68 Comm Desc credit for returned items originally paid__ Part on 2607185 Proc cd V St Cost Ref 1 2 3 TIBH Comm Desc V Processing Code 1 2 3 TIBH Comm Desc Part Proc cd _ St Cost Ref 1 2 3 TIBH Page F B _ Document Total 99 68 Enter PF1 PF2 PF3 PF4
108. ATE VENDOR R C 9vvvvvvvvv8 DUCKIE S COMMODITIES UNLIMITED B 300 00 PRESS ENTER FOR MORE ENTRIES Reported Date Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp NexT Resn Add Purchasing User Manual Page Il 7 Good Faith Effort Response Limited Purchases Screen 246 is used to capture Good Faith Effort GFE information for Limited Purchases The purpose is to detail vendor bid information for addenda reporting for the Governor s semi annual HUB reporting The data from this screen is used to create statistical report PBAR248 and is NOT sent directly to the Texas Building and Procurement Commission TBPC When a Purchasing document is closed and or completed no further information can be entered on Screen 246 Screen 246 Good Faith Effort Response Limited Purchases 246 Good Faith Effort Response Limited Purchases 05 19 09 15 11 FY 2009 CC AB Screen ____ Doc L550027 Dept Sub Dept FISC_ GFE Bids Solicited _ F Sre State ID Vendor Name Gn Eth Rsp Amount Bid Aw lvvvvvvvvv8 KALE AND COMPANY IN CARE OF FI _ BL 3vvvvvvvvv6 XYZ COMPANY F BL 9vvvvvvvvv3 DUCKBILL COMMODITIES lvvvvvvvvv6 BIOMEDICAL SUPPLY INC M BL 2vvvvvvvvv4 STATIONERY SHOP THE F W KYLE KITCHENS LANCE LANDRY lvvvvvvvvv0 KROGER VIDEO lvvvvvvvvv6 VANCEY LUMBER CO INC F Wo 2vvvvvvvvv6 GARY GORDON GRANT 3vvvvvvvvv0 TEXAS A amp M ALTERNATE VENDOR 9vvvvvvvvv8 DUCKIE S COMMODITI
109. An on line feature that assists the user with data entry by providing an explanation of a message and the appropriate action to take Diagnostics The messages that describe the results of processing These messages may indicate an error and provide information about a process by noting what action to take to correct the error Digit 3 of TC The third digit of the Transaction Code Entry Code which specifies the type of transaction Disbursement Record money paid out by the institution from GL SL and SA or bank account Can reverse an encumbrance A payment for goods received services rendered reduction of debt or purchase of other assets that does not go through the AP voucher system Discount Account The account credited for discounts taken by the system when a check is written Discount Table A table containing user defined values representing discount terms for vendors Dollar Data A record of the dollar amount and the type of financial transactions posted to an account Dollar Limit A code used in Accounts Payable to specify a check amount If the amount of a vendor s check is greater than this value the check will not be generated Drop Flag A data element whose condition signifies that a document is to be removed from the database immediately E Encumbrance An obligation incurred in the form of a purchase order or contract Also referred to as an open commitment Endowment Funds received by an institution from a d
110. Appendix for an explanation of the standard PF Keys Purchasing User Manual Page VII 23 Enter Master Order Sole Source Justification Master orders that have been flagged with a sole source vendor will need to have the sole source justification recorded on Screen 263 The purpose for the items to be purchased proprietary functions or features any other companies with similar items and why they are unsatisfactory as well as the need for installation and use with other equipment are indicated on this screen If the sole source flag is set to N on the document header screens you will be able to remove the information from this sole source screen All information must be removed from the screen including the PF10 pop up window or you will receive an error message Screen 263 Master Order Sole Source 263 Master Ord Sole Source MILES UNIFORMS amp EMBLEMS INC 05 20 09 14 40 FY 2009 CC 02 Screen Doc M900187 1 Is this item required for use in Research _ Classroom _ Lab _ Other VET MED HOSPITAL 2 List proprietary functions or features List qualities that are essential to accomplish your work PHAZER IS THE MANUFACTURE AND SOLE DISTRIBUTOR OF THEIR PHARMACEUTICALS AND BIOLOGICALS 3 List other companies who manufactures a similar item with similar functions PHARMACEUTICALS MANUFACTURED BY PHAZER ARE UNIQUE IN CHEMICAL COMPOSITION AND ARE NOT AVAILABLE FROM OTHER VET PHARMACEUTICAL MFRS _ 4
111. Continue to press lt ENTER gt to scroll through the pages of the document or use PF7 and PF8 to scroll backwards and forwards through the pages Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc Number of Desc Lines Page_ Of 7 character digits Identify the document number to be displayed 2 digits Indicate the number of description lines to display per item The screen will default to 5 lines to match those on the item create screen if not specified 2 digits Indicate the document summary page number to be displayed Will default to the current page The number of summary pages displayed may vary depending on the information available Screen Information Screen 1 Vendor Doc User Ref Invoice To Ship To Screen 2 lt lt Additional Text gt gt OR lt lt Sub Text gt gt Purchasing User Manual 5 lines 30 characters Displays the vendor s ID number name and address 7 character digits Displays the document number 10 digits Identifies the user reference number for the document 5 lines 30 characters Indicates the address where items purchased will be invoiced 5 lines 30 characters Indicates the address where items purchased will be shipped Additional information for document summary if available Page VIII 33 Screen 3 Item Description Quantity UOM Unit Prices Extended Price
112. DESIGNATED SERV DEPT MATERIAL amp SUP _ 23 DS SM DESIGNATED SERV DEPT COMM amp UTIL _ 24 DS sU DESIGNATED SERV DEPT REPAIRS amp MAIN I _ 25 DS SR DESIGNATED SERV DEPT RENTALS amp LEAS _ 26 DS SL DESIGNATED SERV DEPT PRINTING amp REP _ 27 DS SP DESIGNATED SERV DEPT CLAIMS amp LOSSE _ 28 DS sc DESIGNATED SERV DEPT OTHER OPER EXP _ 29 DS so DESIGNATED SERV DEPT OTHER OPER EXP l Purchasing User Manual Page IX 7 Purchasing Screens List B20 B21 M20 M21 M22 M23 M24 M34 215 217 218 219 220 221 222 223 224 PAGE Purchasing Bulletin Boardhssccisassiscccssissssascccscsecesssassececsedsssndasdecdscscasesasecdensocessccnasscesasecesausecdesivevncacesee 1 12 Provides a list of all upcoming changes and additions to the purchasing module of FAMIS Purchasing Campus Bulletin Board sccccccsssssssccccccesssssssceeceesesssssncesceesessssssceseeessssssssseeeessessssnaaes 1 12 Used by a campus to alert users of Purchasing updates and changes Purchasing Module MCNU cccicccetciesccncccncscncecsescscccastcncccscccscdcscasesnnnsnncsesnsnsesnsesscesecesscesecsssesesesesesesesess 1 9 Provides a list of all menus of available purchasing functions Vendor Information Menu cccssscccsssscccssssecssssceesssseeesssseeessssceesssseeesssseeesasseesessceesssseesesseeeeesseaeeess 1 9 Provides a list of vendor information screens Purchasing Inquiry Menu cccccccccss
113. E MS 1238 Ph 979 847 8888 End 08 31 2009 Buyer PAW WINSTON WANDA Ph 979 845 4444 Required Research Y N N Type Funds L Type Order HIED Change No Last Print Date 06 23 2008 Sole Source N Emergency N Doc Summary BLANKET ORDER FOR UNIFORMS Total Amount 46 774 50 Untransferred Total 46 774 50 Closed Budget Balance Override _ Session 1586JC Date Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next Item Warns Basic Steps e Advance to Screen 266 e Type a valid master order number in the Action Line and press lt ENTER gt e Set the Close Document flag to Y and press lt ENTER gt e Ifall required information has been properly entered the message Document closed successfully will appear in the message line Document Close Process Change a Master Order Sometimes you may need to make changes to the master order This is accomplished by reopening the document on Screen 268 To reopen a document advance to Screen 268 and set the Reopen Document flag to Y Remember You must close the document again after all changes have been successfully entered Purchase orders and requisitions may not reference an open master order Purchasing User Manual Page VII 18 Screen 266 Master Order Close cont d Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Doc Screen Information D
114. EI PITTS INC Addr 444 OAKLY PARKWAY Addr SUNNY CA 94085 PH FAX PH FAX PF10 PF11 PF12 AdVen AdDpt Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 Hmenu Help EHelp Next SResn EResn Not The Special Text Codes used are maintained on Screen 313 Basic Steps Create a New Requisition e Advance to Screen 250 e Type an R prefix followed by a zero 0 and press lt ENTER gt The Dept and SubDept fields will be filled in with the appropriate data If not you must enter the necessary codes in these fields If no information is included everything you enter on this screen will be lost when you press lt ENTER gt e Enter the category indicate whether the requisition is for research enter the User Reference number type of funds type of order and document summary e Indicate whether the requisition is an emergency purchase or a sole source purchase e Type additional information in the available fields as desired and press lt ENTER gt to record the requisition information e If all information has been successfully entered the system assigned requisition number will be displayed on the Action Line Purchasing User Manual Page V 9 Screen 250 Requisition Header Create Modify cont d Modify an Existing Requisition e Advance to Screen 250 e Type a valid requisition number in the Action Line and press lt ENTER gt e Type or modify valid data in the available fields as desire
115. ERED AND INSTALLED 3 HHO OFFICE SOLUTIONS INC IS A CERTIFIED 4 TEXAS HUB CERTIFICATE VID lvvvvvvvvvvv0 5 6 TERMS OF SALE PURCHASE ORDER OR SIGNED QUOTE_ 7 TO INITIATE ORDER 8 9 FURNITURE ORDERS ARE PLACED BASED ON THE 10 CUSTOMER S REQUESTED INSTALLATION DATE 11 PRODUCT THAT MUST BE HELD IN STORAGE LONGER__ 12 THAN 30 DAYS MAY INCUR STORAGE FEES 13 14 LEAD TIME IS 8 10 WEEKS AFTER ALL COLOR 15 SELECTIONS VERIFIED FIELD DIMENSIONS AND Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 252 e Type a valid requisition number in the Action Line and press lt ENTEP gt to display existing requisition text if any e Add or modify requisition instructions in the available fields as desired and press lt ENTER gt to save the information to the requisition Requisition Text Entry Process Page through Text The F B E field is used to scroll through all of the lines of text added on Screen 252 Entering an F will scroll one page forward Entering a B will scroll one page backwards Entering an E will end the editing session and take you to the next required requisition screen Purchasing User Manual Page V 27 Screen 252 Requisition Header Text Continued cont d Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Identify
116. ES UNLIMITED 100 00 110 00 Y 200 00 _ QagaytraASmSMANARMAAN pay wanna aawnwnesa 300 00 PRESS ENTER FOR MORE ENTRIES Reported Date Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp NexT Resn Add TE The Doc field is required and is already displayed if you have come to this screen through the NEXT function If you access this screen directly you may enter a document number and press enter to see any existing data on the screen or enter new data You must have access to the original purchasing document In the case of multiple departments on a document you will see the first department sub department that you have security access to The department sub department fields can be changed to another department sub department that is on the document and will display if you have proper access e Indicate the function type for the F field Add A Update U or Delete D e Enter an N in the GFE Bids Submitted field to indicate no GFE was solicited e Enter the appropriate source code in the Src field The valid values are Source Code Description CMBL FAMIS HUB NO LIST Select an Source Cd or Press lt PF4 gt to Quit Purchasing User Manual Page Il 8 Screen 246 Good Faith Effort Response Limited Purchases cont d e Ifthe source code and part of the bidder vendor s name is entered in the State ID field
117. Etem 0 0 Completed Position at line ine Description gt gt Note entered 03 11 09 BY KHARAN KAY KYLE KENT THE DIRECTOR OF STUDENT TEACHING TRAVELED TO VARIOUS SCHOOL DISTRICTS BRYAN SNOOK ROANOKE SOUTHLAKE BEDFORD _ TO MONITOR THE STUDENT TEACHING SUPERVISORS _ BENEFIT TO TAMU SUPERVISION OF SUPERVISING__ TEACHERS IN SUPERVISED STUDENT TEACHING FIELD BASED COURSES MILEAGE REPORT ATTACHED 10 TOTAL OF MILEAGE 455 9 MILES WODIKDUAWNHEE Page F B E Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp PItem NItem Basic Steps e Advance to Screen 239 e Type a valid exempt purchase document number in the Doc field on the Action Line e Type the item number in the Item field Enter 0 0 to view the document header notes e Press lt ENTER gt to display existing document notes e Add or modify text in the available lines as desired and press lt ENTER gt to record the information Document Notes Entry Process Enter Document Notes When notes have been entered regarding the exempt purchase the top line will automatically show the enterer and the date the entry was made Page through Text The F B E field is used to scroll through all of the lines of text added on Screen 239 Entering an F will scroll one page forward Entering a B will scroll one page backwards Entering an E will take you to the end of the docum
118. Ext Price Cd _ 0 1 INSTALLATION T 0 2 RESPONSIBILITY FO T _ 0 3 INSURANCE T es 0 4 CORRECTION OF DEF T 1 0 Type B Auto Airlo 1 00 12748 0000 EA 12748 00 a 2 0 Gas Analyzer Mod 1 00 2968 0000 EA 2968 00 3 0 Shelves 28 71cm 1 00 286 0000 EA 286 00 4 0 Shelves 36 91 c 1 00 304 0000 EA 304 00 _ 5 0 Gloves Black Lat 1 00 13 0000 PR 13 00 6 0 Installation and 1 00 LOT N Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Warns Basic Steps Copy Transfer Line Items to a New or Existing Purchase Document e Advance to Screen 227 e Type a valid purchase order number in the Action Line and press lt ENTER gt e Tocreate a new document type a valid class in the New Class field a valid document prefix in the Doc field and a valid category in the Cat field OR e To add to an existing document type the class and number of the document to which you wish to copy transfer items e Press lt ENTER gt to view a list of line items available for copy transfer e Indicate whether you would like to Copy C or Transfer T the available items to the new purchase document e Press lt ENTER gt to copy transfer the items and create the new document number Purchasing User Manual Page VI 34 Screen 227 Purchase Order Line Item Copy Transfer cont d Document Copy Transfer Process Transfer Copy Functions There are two distinct functions on this screen Function C allo
119. F B E Additional Functions PF KEYS PF7 Pitem PF8 Nitem Purchasing User Manual 7 character digits Identify the requisition document number to which you want to add notes 4 digits Enter the item number to attach the note 3 digits Identify which line of text should be positioned at the top of the screen 3 digits Shows line numbers for the notes entered 45 characters 99 lines Enter notes about the requisition There is no word wrap feature 1 character Indicate whether to scroll forward F or backward B through text lines or end E the editing session and advance to the next required requisition screen See the Appendix for an explanation of the standard PF Keys Previous Item Go back to the previous line item Next Item Advance to the next line item Page V 36 Copy a Document to a Requisition You may find it beneficial to copy or transfer frequently purchased items i e general supplies from existing documents to requisitions Screen 247 allows you to retrieve a purchasing document previously entered and copy or transfer its line items to an existing or newly created requisition Screen 247 Copy Documents to Requisition 247 Copy Documents to Requisition 05 20 09 10 50 FY 2009 CC 02 Screen ___ Doc R903357 Item From Vendor No vendor on document From Doc FY 2009 New Doc RO FY 2009 Cat RO Dt or Existing Doc Header Screen _ Proc Func
120. F3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp NexT Resn Add e Select the desired bidder vendor by typing X in the field provided and press ENTER to return to Screen 217 F0043 Mark Vendor with an X to select Screen ___ Search A Type N N V Include Frz Del Vendors N l l Vendor Name Vendor ID Alias Frz Del SHld HUB _A amp ACB 2vvvvvvvvv0 N N N _ A amp B WELDING 2vvvvvvvvv0 N N N A amp B WELDING 2vvvvvvvvv1 N N N XA amp W WELDING 2vvvvvvvvv7 Y N N _ A amp M COMPUTING 2vvvvvvvvv0 Y N N _ A amp M COMPUTING 2vvvvvvvvv1 N N N _ A amp M COMPUTING 2vvvvvvvvv2 N N N _ A 1 PROPANE lvvvvvvvvv0 N N N _ A 1 PROPANE lvvvvvvvvv1 N N N _ AAA AND JANNA Tvvvvvvvvv0 N N N _ AAA AND JANNA Tvvvvvvvvv7 N N N _ AAA COMPUTER SUPPLIES 2vvvvvvvvv0 N N N X Y _ AAA COMPUTER SUPPLIES 2vvvvvvvvv1 N N N Y Y More Vendors Press lt Enter gt to View l PF4 Exit PF9 Bid PF10 Remit PF11 Order PF12 Main 4 22 Purchasing User Manual Page Il 14 Screen 217 Good Faith Effort Response Purchase Orders cont d e When a bidder vendor is selected the data will be pulled from FAMIS and the screen fields will be populated if data is available If any data on a line pulled is changed the program will change the source field to N
121. For example entering a particular document number on the Action Line of Screen 280 will display that document on the first informational line of the listing Document Classes Classes are used to group documents by function Typing a question mark in the Class field and pressing lt ENTER gt will access a pop up window with a complete listing of valid document classes Type an X next to the desired class and press lt ENTER gt to return to the document inquiry screen Press PF4 to return to the inquiry screen without selecting a document class Valid document classes include Value Meaning Bid Master Order Purchase Order Requisition Limited Purchase 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 Purchasing User Manual Page VIII 3 Document Browse Screen 280 is a useful screen that displays all purchasing documents created and shows the status of the document in the routing and approval process Users may limit the selection displayed by typing a document class type in the Class field For example if you want to view only Limited Purchase documents type L in this field PF keys h
122. Help EHelp Basic Steps e Advance to Screen 262 e Type a valid master order number in the Action Line e Press lt ENTER gt to display existing master order header text e Add or modify text in the available fields as desired e Press lt ENTER gt to record the information Master Order Text Entry Process Page through Text The F B E field is used to scroll through all of the lines of text added on Screen 262 Enter an F to scroll one page forward Enter a B to scroll one page backwards Enter an E to end the editing session and take you to the next required master order screen Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Identify the master order document number to add or modify header text Purchasing User Manual Page VII 22 Screen 262 Master Order Header Text Continued cont d Screen Information Position at line 3 digits Indicate which line of text should be positioned at the top of the screen Page F B E 1 character Indicate whether to scroll forward F or backward B through text lines or end E the editing session and advance to the next required requisition screen Line 3 digits Displays a line number of the description Additional Text 99 lines 45 characters Enter additional information on instructions There is no word wrap feature Additional Functions PF KEYS See the
123. Help EHelp Next Note PF11 PF12 Basic Steps e Advance to Screen 223 e Type a valid purchase order number in the Action Line and press lt ENTER gt to display existing document sole source information e Add or modify screen information by answering the questions as applicable and press lt ENTER gt to record the information Field Descriptions Required Action Line Doc 7 character digits Help PF2 or Field Help Available Identify the document number to which you wish to add or modify sole source justification information Purchasing User Manual Page VI 30 Screen 223 Purchase Order Sole Source cont d Screen Information Is this item required for use in List proprietary functions or features List other companies who manufactures a similar item with similar functions Why won t these competing products be satisfactory Will installation be required Will this item be used w existing equipment Additional Functions PF KEYS PF5 Next PF9 Notes PF10 ExEq Purchasing User Manual 23 characters Identify the area for which the item is required Research Classroom Lab Other Type an X in the appropriate field or type the required area in the Other field 280 characters Indicate why the item requested is essential to accomplish your work 140 characters Include other manufactures that
124. Item Desc Quantity Unit Price UOM Ext Price Cd _ 1 0 FDC CP1P 19T FDC 8 00 31 7600 EA 254 08 X 2 0 006101R3131003M 48 00 12 1400 EA 582 72 X _ 3 0 S000065 SLEEVES 150 00 0 3600 EA 54 00 X T 4 0 M67 048 C METAL 7 00 44 9000 EA 314 30 X 5 0 CSS270 CABLE DEL 50 00 0 7400 EA 37 00 X 6 0 FDC 001 FDC UNIT 1 00 1066 6100 EA 1066 61 X 7 0 DP1800N 3000FT D 1 00 497 3800 EA 497 38 X 8 0 FDC CP1P 19T FDC 6 00 31 7600 EA 190 56 X 9 0 M67 060 TRAY SPL 2 00 34 3200 EA 68 64 X 10 0 M67 068 SPLICE T 6 00 33 6700 EA 202 02 X Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp AdDpt Basic Steps Copy Items to a New Requisition Advance to Screen 247 Type a valid document number in the Action Line and press lt ENTER gt Type a valid requisition prefix followed by a zero 0 in the Doc field and a valid category in the Cat field Press lt ENTEP gt to view a list of line items available for copy Type a valid function code next to all line items you want to copy and press lt ENTER gt to copy the items and create the new requisition number Copy Transfer Requisition Items to an Existing Requisition Advance to Screen 247 Type a valid document number in the Action Line and press lt ENTER gt Type a valid requisition number in the Doc field and press lt ENTER gt to view a list of line items available for copy Type a valid function code next to all l
125. Ledger Split Encumbrance An encumbrance which applies to several accounts Standing Order A type of purchase order used for recurring services like those provided by the telephone and electric companies Subcode Four digits appended to the account ID to identify attributes and dollar records within an account Submit The process that attached a budget version to a budget account as a budget of an account Submitted Version Version of the budget submitted for approval as the official budget of an account Subsidiary Ledger Revenue and expenditure accounts for the institution All SL account numbers begin with a ledger number of 1 through 9 Suspense Account A GL clearing account reflecting real dollar activity directed to the Suspense File T 1099 Vendor A vendor usually a consultant or professional service hired by an institution whose payments must be reported to the IRS on Form 1099 1099 Voucher A voucher that must be reported to the IRS on Form 1099 10 Digit Account The six digit account ID combined with the four digit subcode i e an account control or object code Tax Code A code that identifies a record in the PO Tax Table for the Purchasing System and in the Tax Currency Table for Accounts Payable The code must be the same for both tables This record contains the tax percentage and the tax liability account to be used Tax ID A Social Security Number or Federal Employer Identification Number that is
126. 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 286 e Type valid data in the available fields to limit the display and press lt ENTER gt to view a complete list of all documents with a state requisition number e Type an X in the SL select column to the left of a document to advance to Screen 278 where detailed document information will be displayed e Place the cursor in the SL field next to the desired document number and use the PF keys at the bottom of the screen to view additional document information Document Browse Process State Requisition Number The State Requisition field is used to group documents by a State assigned reference number Entering a State requisition number on the Action Line will display a list of all documents with a State requisition number beginning with the requisition number specified Field Descriptions Required Help PF2 or Field Help Available Action Line State Req 11 digits characters Identify the first state requisition number to be displayed Purchasing User Manual Page VIII 19 Screen 286 Document Browse by State Requisition Number cont d Class Doc Completed Docs Screen Information SL CL NT State Req Number Doc Vendor Name Date
127. Number cont d Additional Functions PF KEYS PF5 Inve PF6 Recv PF7 Audit PF8 Accts PF9 PIP PF10 Headr PF11 Items PF12 Track Purchasing User Manual See the Appendix for an explanation of the standard PF Keys Invoice Used to view the invoice details Receive View the receiving information associated with the selected document Audit Information View the audit information for the selected document Accounts Shows the account distribution used for the document selected PIP Shows the PIP documents Header Shows the document header information that was entered when the document was Created Items Lists the line item information for the document Track Allows you to track the routing history of the selected document Page VIII 21 Document Browse by State Order Number If the state order number is the best or only identification you have for a particular document you can use Screen 287 to view on line document information This screen automatically displays incomplete documents those that have not been paid o include completed documents type Y in the Completed Docs field Screen 287 Document Browse by State Order Number 05 20 09 3 08PM FY 2009 CC 02 287 Document Browse By State Order Nbr Screen ___ s State Order 101473 Class P Doc S C N St Ord L L T Number Doc Vendor Name Date User Ref Amount St _P 101473 P900171 KONIL MINOT BUS 08 08 13300
128. P P501635 2 HLKN 225600 MEDI LPS 12 22 04 225600 03 DL _ P P501944 2 ANSC PROJECTORS LPS 01 25 05 240904 6321 DL _ P P502008 2 VTPB DOC CAMERAS LPS 01 31 05 225400 8245 DL _P P600534 2 HLKN 211800 3000 LPS 09 28 05 211800 30000 DL e P603888 2 SOCI VIDEO SYSTE LPS 06 29 06 225300 0301 27102 00 PRT _P P604279 2 MEEN 16 COMPUTER LPS 08 03 06 225530 2000 15896 00 PRT _ P P704597 2 HLKN 225600 MULT KGK 04 27 07 225600 001 DL P P705882 2 CLVM ROOM 101 VI KGK 07 05 07 144020 17536 30111 90 PRT _ P P706271 2 POLS CAMCORDER KGK 07 25 07 211810 0004ET 3498 00 PRT _ P P801643 2 EPSY FACULTY WOR KGK 11 14 07 241384 0001 DL _P P803189 2 RELH CANE CONFER KGK 02 15 08 300650 0805 27452 75 PRT P P803390 2 MEEN 26 HR COMPA KGK 02 28 08 225530 3000 25678 38 PRT 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 285 e Type the vendor identification number or name and document class on the Action Line You may also type an asterisk in the Vendor field to select the desired vendor from the pop up window e Type additional data in the available fields as desired and press lt ENTER gt to view a complete list of all documents for the specified vendor and document class e Type an X in the SL select column to the left of a document to advance to Screen 278 wher
129. PF KEYS Purchasing User Manual 7 character digits Identify the document number to which you would like to add or modify line item information 4 digits Enter the item number to be added or modified 3 digits Indicate which line number of text should be positioned at the top of the screen 1 character Identify whether to scroll forward through text lines scroll backward through text lines or end the editing and return to the next required requisition screen 3 digits Shows the line number of the description 45 characters 99 lines Type a complete description of the line item There is no word wrap feature See the Appendix for an explanation of the standard PF Keys Page VI 33 Copy Transfer Purchase Order Line Items You may find it beneficial to copy or transfer frequently purchased items i e general supplies from existing document to new purchase documents Screen 227 allows you to retrieve a document that you previously entered and transfer or copy its line items to an existing or newly created purchase document Screen 227 Purchase Order Line Item Copy Transfer 227 P O Line Item Copy Transfer 05 20 09 14 04 FY 2009 cc 02 Screen ___ Doc P904204 Item From Vndr CTY LABS To Vndr New Class _ Doc FY 2009 Cat Vndr Dt or Exist Class Doc Header Screen _ Document has 11 items including text and deleted items Proc Func Item Desc Quantity Unit Price UOM
130. PF Keys Page VI 52 Section VII Master Order Information Purchasing User Manual Page VII 2 Master Orders Basic Concepts Master orders are used to record an agreement with a vendor The master order is based on the estimated quantity to be purchased or a discount offered by the vendor For each purchase order you will use the following screens 260 261 264 266 Master Order Header Master Order Ship To Invoice To Addresses and Text Master Order Line Items Master Order Document Close Additional screens which may be used are 262 263 265 268 269 Master Order Additional Text Master Order Sole Source Justification Master Order Item Description Continued Master Order Flag Maintenance Master Order Note Text Information required to enter a master purchase order will need to be acquired in order to complete the transaction This information consists of the following e The department for which this master order is originating for and any additional departments that may be splitting this order e Category which defines certain characteristics of the master order for accounting and receiving Examples of master order categories include BU BO BE Blanket Unencumbered A purchase order to instruct Purchasing to establish a vendor agreement for Quantity Pricing MQ or discount off list price MD Since funds are not encumbered separate purchase orders category BO will have to be issued to purchase on the M
131. PF12 Hmenu Help EHelp Resn Add The Doc field is required and you may enter a document number and press enter to see any existing data on the screen or enter new data You must have access to the original purchasing document In the case of multiple departments on a document you will see the first department sub department that you have security access to The department sub department fields can be changed to another department sub department that is on the document and will display if you have proper access e Indicate the function type for the F field Add A Update U or Delete D e Enter the appropriate source code in the Src field The valid values are Source Code Description CMBL FAMIS HUB NO LIST Select an Source Cd or Press lt PF4 gt to Quit Purchasing User Manual Page Il 22 Screen 232 Good Faith Effort Response Exempt Purchases cont d e If the source code and part of the bidder vendor s name is entered in the State ID field a pop up screen displaying matching names from the source data will appear For example if you type C CMBL in the Src field and type A in the State ID field to find a bidder vendor with a name beginning with that letter you will see a matching list displayed Screen 232 Good Faith Effort Response Exempt Purchases 232 Good Faith Effort Response Exempt Purchases 05 19 09 15 52 FY 2009 CC AB Screen Doc
132. PF2 or Field Help Available Action Line Doc 7 character digits Type the document number to be displayed Screen Information Dept Sub Dept Help 5 characters Identify the department and or sub department for the document GFE Bids Solicited 1 character Enter an N to indicate that no Good Faith Effort was solicited F 1 character Type the desired modification code A Add U Update D Delete Purchasing User Manual Page Il 24 Screen 232 Good Faith Effort Response Exempt Purchases cont d Src State ID Vendor Name Gn Eth Rsp Amount Bid Aw Reported Date Additional Functions PF KEYS PF7 Resn PF8 Add Purchasing User Manual 1 character Include the source code Valid values are C CMBL F FAMIS H HUB N Nolist 11 digits Identify the State Identification number 30 characters Enter the vendor s name 1 character Type the gender code for the bidder vendor Valid values are M Male F Female Help 2 characters Identify the ethnicity of the bidder vendor Al American Indian AS Asian BL Black HI Hispanic WO Woman Owned Help 1 character Include the appropriate response code B Bid Received N No Response R Responded No Bid 14 digits Enter the bid amount if no response code is entered or enter B and the amount The amount can only be entered f
133. PF9 PF10 PF11 PF12 Hmenu Help EHelp Next CAcct N Purchasing User Manual Page IV 6 Exempt Delegated Purchases Setup cont d A program has been written to set the delegation type on the accounts This program will set the type based on department and sub department A range of accounts may also be specified The program name is XXFGDLG It can be run for GLs SLs and SAs The delegation type is a one character field The user entering a document is not required to enter the delegation type The only thing required by the enterer is the document category The delegation type may be determined by each agency These codes are set up by the FAMIS team on Screen 899 table IAFRS FG FS DELG TYPE Some options might be Physical Plant Construction Food Services Graphic Services Library Printing Center vrc OQ 70 I Screen 306 has been changed to allow object codes to be specified for a delegation type Account controls as well as object codes can be specified on Screen 306 Only the object codes account controls defined on Screen 306 for the delegation type can be entered ona document if a special delegated category is entered The current Exempt codes are viewable by typing E in the Exempt Delg field Screen 306 Maintain Exempt Delegation Type Object Code Table 306 Maintain Exempt Delegation Type Object Code Table 05 20 09 10 40 FY 2009 CC 02 Screen _ Acct Type
134. Purchasing Version 3 2 User Manual February 2011 FAMIS Services The Texas A amp M University System 2011 The Texas A amp M University System All Rights Reserved Purchasing User Manual Page l 2 Introduction The purpose of this manual is to assist in accessing and utilizing information in the Purchasing section of the 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 Fixed Assets and Sponsored Research Manuals for these applications are being developed or are currently available By utilizing the information and guidelines contained in this manual a user should be able to enter process and track purchasing documents through the complete process The FAMIS User Manuals are in a constant state of revision due to screen updates changes in procedures or any one of a multitude of reasons If you would like to make suggestions or call attention to errors please contact us at 979 458 6450 You may also 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 Th
135. Ref Offset Acct PVP308 014400 PVP309 014400 PURSO1 270260 PURSO1 270260 PURSO1 270260 PURSO1 270260 PURSO1 270260 PURSO1 270260 PURSO1 270260 PURSO1 270260 PURSO1 270260 PURSO1 270260 2100 2100 0523 0523 0523 0523 0523 0523 0523 0523 0523 0523 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 View DLoad Left Right T Hmenu Help EHelp K FA DOC WRKNPRCS Charts for Manuals FAMIS Reference Codes doc Revised 02 23 2011 3 10 PM Purchasing User Manual Page IX 31 Glossary A ABR See Automatic Budget Reallocation ABR Pool Table A user defined table assigning rules for budget pools and the subcode ranges participating in each pool Account A functional unit identified by an account ID that serves a particular accounting purpose where one person has primary responsibility for it Accounts include balance sheets GL and revenue expenditure accounts SL A building in the Plant Funds area is an example of a General Ledger account and the President s Office is an example of a Subsidiary Ledger account Account Control The last four digits in the ten digit account number for a General Ledger account The account control designates a specific asset liability fund balance fund addition fund deduction or summary control Account ID A 6 digit identification number for an account Account Number A 10 position ID within the master file of the Financial Records System
136. Required Help PF2 or Field Help Available Action Line Doc 7 character digits Identify the document number you wish to add or modify line item descriptions Item A digits Include the line item number to add or modify line item descriptions Screen Information Position at line 3 digits Indicate which line of text should be positioned at the top of the screen Page F B E 1 character Signify whether to scroll forward F or backward B through text lines or end E the editing and return to the next required master order screen Line 3 digits Specifies the line number of the description text Description 45 characters 99 lines Type a complete description of your line item There is no word wrap feature Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys Purchasing User Manual Page VII 27 Set Reset Master Order Document Flags Document flags are used to control activity on the purchase order as a whole You may set or re set flags for your purchase order using Screen 228 From this screen your document may be canceled deleted frozen or re opened Specific items or all items on your document may also be deleted or undeleted Screen 268 Master Order Flag Maintenance 268 M O Flag Maintenance LANDLEY INC 05 20 09 14 42 FY 2009 CC 02 Screen Doc M900199 Deleted Cancel Delete Document Y Freeze Document N Reopen Document N Del
137. S 05 14 09 25 20 CL _ L 001014 1 A924868 TEXAS A amp M UNIVER 05 14 09 187 40 CL _ L 001014 1 A924873 KARLA K KUNZ 05 14 09 60 00 CL _ L 001014 1 A924886 US DEPT OF EDUCA 05 14 09 21 32 CL L 001014 1 A924900 US DEPT OF EDUCA 05 14 09 16 64 CL _ L 001014 1 A924911 US DEPT OF EDUCA 05 14 09 771 63 CL _ L 001014 1 A924925 US DEPT OF EDUCA 05 14 09 701 78 CL k 001014 1 A503433 ARLY ASTIN JR 02 03 05 110 46 CO _ L 001014 1 A504714 SOUTHWEST STUDEN 02 08 05 29 14 CO EB 001014 1 A504793 GREATER ED 02 08 05 42 90 CO _ L 001014 1 A504798 NELTA 02 08 05 23 80 CO 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 and press lt ENTER gt to view a complete list of all documents e Type an X in the SL select column to the left of a document to advance to Screen 278 where detailed document information will be displayed e Place the cursor in the SL field next to the desired document number and use the PF keys at the bottom of the screen to view additional document information Field Descri ptions Required Help PF2 or Field Help Available Action Line User Ref 14 digits characters Identify the user reference number to be displayed at the top of the list Include Hel
138. SL Exempt Delg E Low High Func Obj Obj Description 0290 0292 PRIVATE GIFTS VARIOUS aE 0688 0688 COMPONENT PATENT INCOME 1900 1990 EXEMPT BENEFITS 3010 3420 EXEMPT TRAVEL z 4015 4015 EXEMPT SUPPLIES FOOD SERVICES SOFC ONLY Ra 4017 4017 SOFC OFFICE SUPPLIES 4025 4025 DIRECT PUBS ONLY SUBS PERIODICALS amp INFO SYS__ 4045 4045 TAMU PHARMACY ONLY MEDICAL SUPPLIES a 5010 5035 EXEMPT UTILITIES 5115 5116 EXEMPT TEL MO CHARGES 5135 5135 EXEMPT TEL DEDICATED DATA CIRCUIT 5145 5145 EXEMPT TEL CENTREX ms 5150 5150 EXEMPT TEX AN 5210 5211 EXEMPT MEMBERSHIP DUES xxkkkkkK More Data Press lt ENTER gt to View Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Purchasing User Manual Page IV 7 Exempt Delegated Purchases Setup cont d Screen 306 Maintain Exempt Delegation Type Object Code Table 306 Maintain Exempt Delegation Type Object Code Table 05 20 09 10 41 FY 2009 CC 02 Screen __ Acct Type SL Exempt Delg C Low High Func Obj Obj Description 5450 5451 ARCH AND ENG SERVICES 6930 6930 SRVS RESOLD TO DEPT PHYS PLANT ONLY 8711 8733 C I P x k End of Data Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp PF2 Key used on Exempt Delg field e DICTIONARY HELP M VALUES MEANING BLANK NO DELEGATION TYPE
139. This category has been defined by TAMU to indicate that the department wants to have a Master Order MD or MQ created using the information supplied on the requisition This category does not require any accounts and no encumbrances are posted upon document close A BE Blanket Encumbered is also available when you want the money encumbered to go directly to a Purchase Order and not a Master Order e Department can use the header screen to put a note to Purchasing Office e Department sends the requisition through departmental Routing amp Approval and then the document goes to Purchasing Office Purchasing Office Creates the Master Order e Purchasing transfers the requisition to a Bid document and sends it out to bid When the bid is awarded the document is transferred to a Master Order e Purchasing gives the department the Master Order number to use on new requisitions e Master Orders can be created for quantity and discount Purchasing User Manual Page VII 4 Master Orders Basic Concepts cont d Department Creates New Requisitions Using the Master Order e Department creates new requisitions using the category of BO Blanket Order This category has certain fields that will be required including the Master Order number Purchasing User Manual Page VII 5 Create Modify Master Order Headers A master order is an agreement with a vendor based on purchasing items by quantity or for a specific discount General infor
140. Type an X in the SL select column to the left of a document to advance to Screen 278 where detailed document information will be displayed e Place the cursor in the SL field next to the desired document number and use the PF keys at the bottom of the screen to view additional document information Field Descri ptions Required Help PF2 or Field Help Available Action Line Class Help 1 character Enter the class of document to be displayed The system will default the search to the first defined class Doc 7 character digits Identify the first document number to be displayed Purchasing User Manual Page VIII 4 Screen 280 Document Browse cont d Screen Information SL CL NT Doc Vendor Name Date User Ref Buy Amount St Additional Functions PF KEYS PF5 Inve PF6 Recv Purchasing User Manual 1 character Type an X to select a document for display on Screen 278 1 character Identifies the class of the document Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L 1 character An asterisk indicates whether or not notes are attached to the document 7 character digits Identifies document numbers for the class of document specified 18 characters Displays the vendor s name on the document 6 digits Indicates the date the document was set up in FAMIS
141. UED AND REPLACED WITH THE CD26__ 5 AT THE SAME PRICE AND PACKAGING REPRINTING __ 6 FOR FILE SEE EMAIL TO FILE FROM FRANK 7 FAULK 8 9 Page F B E _ Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Pitem Nitem Basic Steps e Advance to Screen 269 e Type a valid master order number in the Action Line and press lt ENTER gt to display existing document notes e Add or modify document text in the available space as desired and press lt ENTER gt to record the information Master Order Notes Entry Process Page through Text The F B E field is used to scroll through all of the lines of text added on Screen 269 Enter an F to scroll one page forward Enter a B to scroll one page backwards Enter an E to end the editing session and take you to the next required master order document screen View Purchase Document Notes When notes are attached to document items they may be viewed with the NOTES PF Key indicated at the bottom of the screens The document header and all items that have notes attached will display the word NOTE at the top of the screen Purchasing User Manual Page VII 30 Screen 269 Master Order Note Text cont d Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Doc Item Screen Information Position at line Line Description Page F B E
142. User Manual Page I 15 Purchasing Basic Concepts cont d Master Order An agreement made between the purchasing office and a vendor for either a specified quantity or a specified discount on the purchase of goods or services Document Categories Categories define rules to use in processing purchasing documents They are defined ona purchasing control screen Screen 312 with certain characteristics such as whether budget is checked and whether a three way match is required for payment RO Regular Order Category used for Requisitions and Purchase Orders with regular processing usually has a three way match LP Limited Purchase Category pertains to purchases below a specified dollar amount seen on Screen 309 different dollar limits can be set for State funds vs local EP Exempt Purchase Category pertains to purchases that are exempt from the State of Texas guidelines requiring a bid process exempt object codes are defined on Screen 306 Blanket Master Orders These are special types of purchases that represent an agreement between the purchaser and the vendor These agreements are based either on an estimated quantity to be purchased over a period of time OR a discount offered by the vendor Normal system edits for valid campus code account and object codes are not performed Departments use the following categories for Blanket Orders BU Blanket Unencumbered A requisition to instruct Purchasing to establish a ve
143. a in the available fields as desired and press lt ENTER gt to record the line item information Requisition Line Item Process Line Item Entry Documents may have up to 500 0 items The item number will default to 1 0 when the document is being created FAMIS automatically increments the item number by one for each additional item you need to enter on the document Use the decimal position of the item number to represent a text only item for the document Purchasing User Manual Page V 18 Screen 254 Requisition Line Item Create Modify cont d Multiple Accounts When payment of an item is split across several accounts each account must be entered separately for that item Up to 40 accounts may be specified for a single item Press PF11 to access the multi account pop up window where additional accounts may be entered Payment by an account may be specified either by dollar amount or percentage of the line item balance Either the percentage of the line item balance or the amount paid by each account must be entered to process the line item information The total percentage amounts must equal 100 It is recommended that 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 Master Orders Requisitions that have a category of BO will display the
144. account distribution used for the document selected PIP Shows the PIP documents Header Shows the document header information that was entered when the document was Created Items Lists the line item information for the document Track Allows you to track the routing history of the document Page VIII 9 Document Browse by Account FAMIS allows you to browse through purchase documents sorted by their buying account fiscal year and campus code using Screen 282 This screen automatically displays incomplete documents those that have not been paid If the Class field is left blank the system will search each class in alphabetical order and Bid documents will be displayed before Limited Purchases etc To view all completed documents type Y in the Completed Docs field Screen 282 Document Browse by Account 282 Document Browse By Account 05 20 09 2 55PM Acct Acct FY 2009 CC 02 Screen Class P Acct 270780 00771 CC 02 FY 2009 Doc P9 SCN Supp LLT Doc Acct Vendor Name Date User Ref Amount St _P P900106 00771 APPLIED BIOPODS 07 23 08 270780 0623 32 000 00 Co P P900137 00771 APPLIED BIOPODS 08 07 08 270780 0623 10 964 65 CO P P900154 00771 APPLIED BIOPODS 08 13 08 270780 0520 11 354 34 CO 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 282 e Type a valid document cla
145. acking Inquiry ccccscccceceeessessaeeececesessssteseeeeseeees VIN 52 Screen 291 Document Tracking Cross Reference cccecscccecessssssteeeeeeeeeeees VIII 54 Purchasing User Manual Page l 7 Table of Contents cont d IX Appendix PAGE NASCRUCTI ONS eaea anaa ae aa ae aaa ee EEEa aaa IX 3 Purchasing Screens List c ccccsssccccsssscecsesteeeceesneeeceeseeeceesneeeesees IX 8 Document Inquiry Pop Up WiNdOWS ccsccccesssteecessteeeeeesneeeeeees IX 13 Standard PF KGS wcccecssrtencscaceecadsertendacaccestvesctensabaddeerssscheedheaceesavesteve IX 17 FAMIS Transaction COde S ccssccccssssececeesseeeceesececseaeeessenaeeeeeeaas IV 25 FAMIS Reference Codes cscccssseceseecsnseessaeeseseecseeessaeessaeessseeesas IX 28 GIOSSANY SRE DAO OEO EOT ees on IX 32 Purchasing User Manual Page l 8 Purchasing Menu Screens The following menus will help you find your way through the Purchasing System M20 Purchasing Module Menu displays a number of submenus that contain various functions of the Purchasing Module Menu M20 Purchasing Module Menu M20 Purchasing Module Menu 02 23 11 15 42 FY 2011 CC 02 Screen P Sass s5 Purchasing Menus M21 Purchasing Vendor Menu M22 Purchasing Document Inquiry Menu M23 PO and Master Order Menu M24 Requisitions Limited Exempt Menu M32 Receiving Menu M34 Invoice Menu M36 Departmental Fixed Assets Menu M41 Commodity and CMBL Bidders
146. aken for the specified line item 16 digits Displays the total item extended amount calculated by the system Help 15 digits Include the commodity code for classifying goods and services 2 lines 45 characters each Identify a detailed description of the specified line item Help 15 digits Include the part number that is used to define specific items within a department s inventory Page IV 18 Screen 236 Exempt Purchase Item cont d Proc cd St Cost Ref 1 2 3 TIBH Page F B Document Total Additional Functions PF KEYS PF5 Next PF6 IDesc PF10 CAcct PF11 MAcct PF12 Warns Purchasing User Manual Help 1 character Identify the processing code which indicates whether or not the item needs special processing i e vendor discount trade in no charge 1 character Y indicates State funds were used for purchase 7 characters digits Enter the user defined cost accounting reference number This reference number is used to provide additional details about the processing of the selected line item 1 character digit Include the reason TIBH Texas Industries for the Blind and Handicapped was or was not used as the vendor for the bid purchase Valid values include Not Provided by TIBH TIBH Purchase Quantity Quality Delivery Time Life Cycle Price UBWNPRHAD 1 1 character Indicate whether to scroll fo
147. ancel Delete Document N Freeze Document N Reopen Document N Delete all Items N Delete Undelete Item thru Item Completing a document finalizes it and liquidates all encumbrances This process CANNOT be reversed Do NOT complete a document unless ou are certain that no invoicing or receiving will be done in the future Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Track CnclR Accts Extnd Items Warns Screen 228 Purchase Order Flag Maintenance Message 228 PO Flag Maintenance STYLUS INDUSTRIES 05 20 09 14 06 FY 2009 CC 02 Screen Doc P904214 Closed Completing a document is an irreversible process It finalizes it and liquidates all encumbrances associated with it Do NOT complete a document unless you are certain that no invoicing or receiving will be done in the future Completing a document finalizes it and liquidates all encumbrances This process CANNOT be reversed Do NOT complete a document unless you are certain that no invoicing or receiving will be done in the future Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Track CnclR Accts Extnd Items Warns Purchasing User Manual Page VI 38 Screen 228 Purchase Order Flag Maintenance cont d Basic Steps e Advance to Screen 228 e Type a valid purchase order number in the Action Line and press lt ENTER gt to display the current d
148. 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 to process data information note the status bar at the bottom of the screen When the system is processing information the symbol X or amp will appear You cannot enter additional information until the system is finished processing If any other symbols appear press your RESET key often the ESCAPE key on a PC Purchasing User Manual Page IX 3 Appendix Instructions cont d ERASE END OF FIELD Key To erase all the information in a field with one stroke the ERASE EOF key on a 3270 keyboard is helpful For example a vendor name is held in context when moving from screen to screen To change to a different vendor use this key and the current vendor name in the Action Line will be removed Now the new vendor name can be entered On most PCs the correct key to use is the END key on the numeric keypad HOME Key From anywhere on the screen the most ef
149. aracter digits Include the existing purchase document number to copy or transfer items to 4 digits Identify the fiscal year items are purchased in The current system fiscal year is the default Help 2 characters Enter the document category to be used to define the accounting and receiving characteristics of the document 11 digits Identify the FAMIS vendor ID number for the suggested vendor 8 digits Indicate the date the new purchase document is created Will default to the current system date if left blank Page VI 36 Screen 227 Purchase Order Line Item Copy Transfer cont d Screen Information Header Screen Document has _ Func Item Desc Quantity Unit Price UOM Ext Price Proc Cd Additional Functions PF KEYS PF12 Warns Purchasing User Manual 1 character Type Y if the system should advance to the header of the new document upon completion of the copy transfer of line items 3 digits Displays the number of items on document including text and deleted items Help 1 character Identify the function code which indicates whether items should be copied C or transferred T from the source document to the new or existing document specified 3 digits Indicates the document line item number 20 characters Shows a short line item description 9 digits Identifies the purchase quantity of the line item 11 digits Indicates
150. artments to be viewed or added See Department field Purchasing User Manual Page VII 10 Enter Master Order Ship To Invoice To Addresses and Text The addresses to be used for shipping the order is entered on the left half of Screen 261 Likewise the address for the invoice is entered on the right half of Screen 261 Special vendor instruction text codes that pertain to the entire master order document may also be entered on this screen Screen 261 Master Order Shipping and Text 261 MO Shipping and Text O MALLY AUTO PARTS 05 20 09 14 30 FY 2009 CC 02 Screen __ Doc M900132 Ship To Address Nbr 343 Invoice To Address Nbr 343 Name TRANSPORTATION CENTER Name TRANSPORTATION CENTER Addr AGRONOMY ROAD Addr AGRONOMY ROAD 1376 TAMU 1376 TAMU City COLLEGE STATION State TX City COLLEGE STATION State TX Zip 778431376 Country Zip 778431376 Country Phone FAX Phone FAX Mexe codes 055 Additional FOR INVOICING AND DELIVERY ON OR AFTER Text Lines SEPTEMBER 1 2009 Continued RENEWAL 4 OF 4 YEAR OPTION LDT Codes Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 Hmenu Help EHelp Next Notes Basic Steps Advance to Screen 261 Type a valid master order number in the Action Line and press lt ENTER gt to display existing document address and text information Type a ship to and invoice to address number or manually fill in the addresses Enter te
151. ary ledger SL account number used for the order followed by the departmental reference number Page III 20 Screen 242 Limited Purchase Close cont d All Items Received 1 character Indicates whether or not Y or N all items purchased have been received Date Received 8 digits Shows date the items purchased were received Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF5 Next Next Advances to next required screen Screen 240 PF6 Item Item Displays a list of all items entered on the limited purchase document PF7 Route Document Route Submits the document through routing and approval in order to be paid PF8 Recall Document Recal Recalls the document for processing or changes PF12 Warnings Warns Identifies any FAMIS warnings Purchasing User Manual Page III 21 Set Reset Limited Purchase Flags Maintenance to a limited purchase document or items on a limited purchase document is performed using Screen 243 A document may be canceled deleted frozen or re opened Specific items or all items on a limited purchase document may also be deleted using this screen If you type Y in the Complete PO field a tracking record will be created and displayed on Screen 291 Documents that are completed normally will not be displayed on Screen 291 Screen 243 Limited Purchase Flag Maintenance 243 LP Flag Maintenance PRAMAIR DISTRIBUTION INC 05 20 09 08 44 FY 2
152. ase of a Purchase Order As soon as the Credit Memo is processed by Accounts Payable the account s listed reflect the entry The next payment to the vendor from that account is combined with the Credit Memo The invoice and Credit Memo are listed on the check stub to the vendor 1 It is the department s responsibility to verify that the credit memo has not previously been used OR that the original invoice was not short paid by the Credit Memo amount The credit should always be processed using the same account and expenditure codes as the original invoice Purchasing User Manual Page l 21 Purchasing Basic Concepts cont d 2 Create a new Purchase document for the Credit Memo On Screen 241 use a processing code of V to create a negative amount The description must reference the original invoice number AND the original purchase document limited exempt or purchase document If an original voucher number i e 270420 0120 the description should explain why a Credit Memo was issued by the company 3 Mark the new purchase document number on the Credit Memo and forward to your Fiscal Office 4 If you have both the original invoice and the Credit Memo enter the Credit Memo as a separate line item at the same time you enter the limited or exempt purchase document for the original invoice Screen 240 Limited Purchase Header 240 Limited Purchase Header 05 19 09 15 46 Fy 2009 Ccc 02 Screen ___ Doc L709
153. asing User Manual Page IX 15 Appendix Document Inquiry Pop Up Windows cont d Track Document Tracking Identifies all types of action that have gone against this document From within this window you may track any of the related documents by placing the cursor on any of the window lines and press lt PF12 gt P P600026 Class To To To To To To To Purchasing User Manual Document Tracking Document Item Action CLOSED 10 05 95 10 12 95 10 13 95 10 13 95 10 13 95 10 13 95 10 13 95 10 13 95 PF3 Back To 280 PF4 Exit PF12 Track Page IX 16 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 NOTES Occasionally this has not been possible and a different assignment has been made The following list is to help you identify the functionality behind the PF keys that you will see on the many screens in Routing amp Approvals Many screens have extended information windows assigned to various function keys that are designated at the bottom of each screen or pop up window Placing the cursor using the cursor arrow keys on a particular line and pressing the extended information function key will display the pop up window information for the document or item on that line Exiting a pop up window is done by pressing lt PF4 gt to return to
154. ass of the document Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L Document 7 character digits Identifies the document number for the class of document specified Purchasing User Manual Page VIII 52 Screen 290 Document Tracking Inquiry cont d Item 3 digits Shows the number of line items on the document To Cls 1 character Identifies the class of document the document item was transferred to To Document 7 character digits Displays the document number the item was transferred to To Item 3 digits Identifies the item number on the document it was transferred to Action 7 characters Designates the type of action that was taken against the document Action Date 6 digits Shows the date the action was performed on the document Action Time 4 digits Displays the time the action was performed on the document By User 7 characters digits Indicates the user ID of the person performing the action on the document Additional Information PF KEYS See the Appendix for an explanation of the standard PF Keys Purchasing User Manual Page VIII 53 Document Tracking Cross Reference FAMIS allows you to cross reference a document from its original source document Cross references for purchasing documents may be viewed using Screen 291 The To Document number is created when items are transferred on the From Document If a PO or LPO
155. aster Order Blanket Order references a Master Order A blanket order purchase order issued to buy items on an existing Master Order MD or MQ that would have originally been set up on a purchase order sent over as category BU Blanket Order Encumbered Blanket encumbered purchase order issued for estimated quantities with funds encumbered You can order off this Blanket Order the entire term of the contract without issuing another purchase order Purchasing usually creates a PO not a Master Order for this purchase Purchasing User Manual Page VII 3 Master Orders Basic Concepts cont d MD Master Order based on a discount from the vendor MQ Master Order based on quantity Entering this category will prevent you from ordering a quantity greater than that specified e User reference that is a unique identifier assigned by your department for tracking this purchase order e Addresses for shipping and invoicing are required e Description of items No purchase document may reference a particular master order until the master order has been closed on Screen 266 Purchase documents referencing a master order must specify a document category BO This specifies that funds should not be encumbered all at once but rather as line items are added to the purchase order TAMU Master Order Process Departmental Request to Set Up a New Master Order e Department creates a requisition using category BU Blanket Unencumbered
156. ates Document Start End Required Change Cat User Ref St Req Contact Person Ph Buyer Ph Purchasing User Manual 7 character digits Enter the master order document number to be closed 8 digits Indicates the date the document was created by the system 8 digits Identifies the start date usually the first day of the fiscal year for a Maintenance Agreement or Blanket Order 8 digits Indicates the end date for a Maintenance Agreement or Blanket Order 8 digits Displays the date by which the requested master order is required 8 digits Identifies the date the last change was made to the master order 2 characters Displays the document category which defines the accounting and receiving characteristics of the master order 14 digits Identifies user reference number which is made up of the subsidiary ledger SL account number and departmental reference voucher number 11 digits Indicates the state requisition number assigned by the State to reference the master order 20 characters Displays the name of the person to contact regarding the purchase 10 digits Indicates the area code and phone number for the master order s contact person 3 characters Identifies the initials of the buyer for the purchase 10 digits Indicates the area code and phone number of the buyer for the master order Page VII 19 Screen 266 Master Order Close cont d
157. atistical report PBAR248 and is NOT sent directly to the Texas Building and Procurement Commission TBPC Screen 343 Good Faith Effort Response Vouchers 343 Good Faith Effort Response Vouchers 05 19 09 15 48 FY 2009 CC AB Screen ____ Voucher 0600002 Dept Sub Dept FISC_ GFE Bids Solicited _ F Sre State ID Vendor Name Gn Eth Rsp Amount Bid Aw _ F 2vvvvvvvvv9 AAA COMPUTER SUPPLIES M BL B 100 00 _ C 2vvvvvvvvv6 GUERLAIN GERALDINE M HI N H i1vvvvvvvvv4 HUCKSTER PACKAGING amp SUPPLY IN F WO B 101 50 _ N BABER B 101 00 Y _ F 2vvvvvvvvv4 KYLE KAREN R _ H i1vvvvvvvvv9 OLSEN amp GUERRA LUMBER COMPANY M HI N _ N JAKERS SUPPLY CO M AI B 105 00 _ _ C 2vvvvvvvvv7 MARTINEZ CONSTRUCTION COMPANY M HI R END OF DATA Reported Date Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Resn Add The Doc field is required and is already displayed if you have come to this screen through the NEXT function If you access this screen directly you may enter a document number and press enter to see any existing data on the screen or enter new data You must have access to the original purchasing document In the case of multiple departments on a document you will see the first department sub department that you have security access to The department sub department fields can be changed to another department sub department that is on the document and wil
158. available for 1099 report preparation Taxes An additional charge on the acquisition of goods that is imposed by the taxing authority and should be paid with the invoice Purchasing User Manual Page IX 40 Appendix Glossary cont d Temporary Vendor A vendor from whom only one purchase or service is required No further transactions for this vendor are expected Transaction Code A three digit code that uniquely identifies a transaction type and determines editing criteria and dollar fields to be updated U Update Screen A screen that allows a user to enter data for updating the files Valid Value A value of a data element that has been defined for input Value Based A mechanism used to restrict operator access to information by comparing operator security authorization with the value stored in the field Vendor A provider of goods and or services Vendor Addresses See Order From Addresses and Remit To Addresses Vendor Automatic A feature that automatically assigns a specific Number Assignment to the vendor in the Action Context Line Vendor Commodity A good or service purchased from a specific vendor Vendor File A record of all attributes dollar data and control information for all vendors Version Account Budgets created by departments These can later be submitted as the budget recommendation for the account Once a version is locked it will be called a secure version and can never again b
159. ave been added to the bottom of this screen to provide additional information about each document Screen 280 Document Browse 280 Document Browse 05 20 09 2 48PM FY 2009 CC 02 Screen ____ Class L Doc L938___ SCN LIMITED PURCH LLT Doc Vendor Name Date User Ref Buy Amount St _ L L938234 RAYNY RILEY 09 22 08 230121 1060 78 75 CO at L938235 BROWN B BENSON 01 20 09 144006 46160 288 58 CO _ L L938236 BRAZOS WATER SUPPL 01 15 09 511782 00000 205 25 CO _ L L938237 DOCS INC 02 01 09 144006 90844 63 00 CO L L938238 KIRSTA KING 01 28 09 241606 979 21 05 CO _ L L938239 MCMAN S DELI 12 12 08 511782 00000 68 73 CL L L938240 ALLIED BUILDING 02 03 09 270190 06472 4 737 73 CO _ L L938241 CHASE S PAINT 02 09 09 270190 06526 213 36 CO _ L L938242 PRAMAIR DISTRIBUTI 02 09 09 144007 27245 37 50 CO L L938243 JOAN J JONES 02 04 09 230121 1062 267 46 CO _ L L938244 DOCS INC 02 01 09 144006 90459 63 00 CO _ L L938245 FISHER TOOLS 02 09 09 225350 00758 75 97 CO _ L L938246 L amp L BAR B QUE DB 01 26 09 500205 0 443 70 CO 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 280 e Type a valid document class in the Class field on the Action Line and press lt ENTER gt You may also include a document number to advance it to the top of the display list e
160. ble Action Line Doc Item Screen Information Quantity UOM Unit Price Discount Extended Price Commodity Proc Cd Cost Ref 1 2 3 Part Nbr Desc Purchasing User Manual 7 character digits Identify the document number to which you wish to add modify item information 4 digits Enter the item number to be created or modified 10 digits Indicate the purchase quantity of the specified line item Help 4 characters Identify the Unit of Measure for the specified line item to be printed on the purchase order 16 digits Include the dollar amount to be paid per unit of measure specified Help 7 characters Identify if the discount entered is a dollar amount D to be subtracted from the unit price or a percentage P to be subtracted from the extended price of the line item and include the discount amount 16 digits Displays the total item amount as calculated by the system Help 15 digits Identify the commodity code for classifying goods and services Help 1 character Include the processing code to be used to indicate whether or not the item needs special processing by the system i e whether the line item should be treated as a vendor discount a trade in or a no charge item 7 characters digits Represents the user defined cost accounting reference number This reference number is used to provide additional detail
161. both Screen 224 and Screen 241 The field is also available on Exempt Documents Screen 236 but it is not required even if the TIBH required flag is set TIBH reporting must be done on the commodity code level Purchasing User Manual Page IV 17 Screen 236 Exempt Purchase Item cont d Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Doc Item Screen Information Item St Account Qty UOM Unit Price Disc Ext Price Comm Desc Part Purchasing User Manual 7 character digits Identify the exempt purchase document number to add or modify line item information 4 digits Type the item number to be created or modified 3 digits Shows the line item number assigned 3 characters Indicates the status of the specified item 15 digits Identify the account number subsidiary ledger support account object code responsible for payment of the specified line item 10 digits Indicate the purchase quantity of the specified line item Help 4 characters Identify the Unit of Measure for the specified line item to be printed on the purchase order 16 digits Indicate the estimated dollar amount to be paid per unit of measure Help 1 character 6 digits Identify whether the discount entered is a dollar amount D or a percentage P followed by the amount of the discount to be t
162. by a zero 0 in the Doc field on the Action Line Purchasing prefix values are set by the FAMIS Team using Screen 854 and may be viewed using Screen 855 see below The assigned requisition number will automatically be displayed on the Action Line after all of the header information has been successfully entered Screen 855 Purchasing Type Prefix Display 855 Type Prefix Display 09 11 09 13 43 FY 2010 CC 02 Screen ___ Fiscal Year 2010 Type Next Last Number of Type Fy Prfx Doc Number Records Class Description ASSET TRANSFER 2010 N 000003 000502 500 TRNS DEPT PROPE BID 2010 B 000155 000655 500 B BIDS BID 2010 c 000001 000501 500 B CATALOGUE ORDER DEPT BUDGET 2010 U 000063 000263 200 DEPT BUDGET REQ DEPT CORRECT 2010 J 000005 000205 200 DEPT CORRECT RE EXEMPT PURCH 2010 E 000569 001039 500 E EXEMPT PURCHASE INVOICE PROBLEM 2010 I 000196 000491 300 INVOICE PROB P LIMITED PURCH 2010 A 000001 000501 500 L LIMITED PURCHAS LIMITED PURCH 2010 L 002082 003976 2000 L LIMITED PURCHAS LIMITED PURCH 2010 Z 000001 001001 1000 L LIMITED PURCHAS MASTER ORDER 2010 M 000383 000482 100 M MASTER ORDERS PURCHASE ORDER 2010 D 000001 000101 100 P PHYS PLANT ORDE Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Purchasing User Manual Page V 5 Requisitions Basic Concepts cont d After typing the prefix followed by a zero 0 press lt ENTER gt to display a pop up window requesting departme
163. ccomplished using Screen 281 By default this screen displays those documents that are currently incomplete have not been paid However you can also specify that only completed documents are displayed If the Class field is left blank the system will search each class in alphabetical order and Bid documents will be displayed before Limited Purchases etc Screen 281 Document Browse by Department SubDepartment 281 Document Browse By Dept SubDept 05 20 09 2 50PM FY 2009 CC 02 Screen Dept CHEM_ SubDept Class P Doc SCN PURCHASE ORDER LLT Doc Buy Vendor Name Date S Dept Amount St _ P P903388 AGC PARKER VACUUM INC 03 16 09 10 059 51 PRT 2B P903655 KGK DATA PROJECTS INC 04 02 09 5 593 00 PRT we P903758 AGC QUALITY TOOLS LLC 04 08 09 4 495 00 PRT 2 P P903763 AGC QUASTAR TECHNICS INC 04 08 09 5 024 60 PRT _ P P903841 PKP C C MEDICAL SUPPLY INC 04 13 09 19 335 79 PRT P P903981 AGC MTS INSTRUMENTS INC 04 20 09 14 655 30 PRT P P904052 VJE JRR CT HOTEL 04 23 09 6 919 10 PRT 22 i P904186 PKP AGILE TECHNOLOGY 04 30 09 61 329 40 PRT P P904199 PKP BIO LABS INC 05 01 09 8 482 00 PRT _ P P904204 PKP CTY PRODUCTS 05 04 09 16 319 00 PRT E P904216 PKP TELNY INC 05 05 09 24 327 60 PRT P P904220 AGC OERL BOLD VACUUM US 05 05 09 8 740 60 PRT 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 Tra
164. ccount distribution used Print Used to print document information using Entire Connection See the FAMIS Entire Connection User s Manual for greater details Page VIII 45 Document Line Item Inquiry Detailed information for line items may be viewed on Screen 279 This is a detailed follow up screen from Screen 278 This screen is helpful in determining if an item has passed the three way match requirement in order to be paid It displays the date an item was received invoiced and matched Screen 279 Document Line Item Inquiry 279 Document Line Item Inquiry 05 20 09 4 00PM FY 2009 CC 02 Screen Document P903072 Item 1 0__ of 2 Vendor lvvvvvvvvv2 MACK COMPUTER SERVICE User Ref 288810 09005 Item UOM EA Received Invoiced Matched Item Oty 3 00 j eseese aeee sass Item Unit Price 3094 0000 UOM EA EA Item Discount Dt 03 04 2009 02 27 2009 04 08 2009 Item Ext Price 9282 00 Qty 3 00 3 00 3 00 Item Proc Cd Commodity Code 20453 First Account 211810 09005 5787 Cost Refl 2 3 Item Desc Computer Mack Pro ZOEM TIBH Code Delete Flag Freeze Flag Capital Inv Flag Y Accts IDesc Enter PF1 PF2 PF3 PF4 PF5 PF6 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Use PF7 to view all invoices against the item that is currently being displayed on the screen The information in the pop up window will display a total of all invoices at the end of the list of invoices The po
165. cecscedecdetes VI 47 Used to modify the arrangement of line items within a purchasing document PO and MO Vendor Modify sicessscccieceiiictcssdticiecssissscsccsssseacdsesedcetsasndcsdcesceserssssacsoccacccesteatansecestasesanceser VI 43 Used to change the vendor on a particular purchase order PO Header Create Modify sisicsscisssicsssssssscsscvessssasesessavessesscnasdsssssssssasdssevenseseseosacsventacesoavanssandacasssacsavans VI 9 Used to enter general purchase order information that pertains to the entire document POSHIPPING ANG TONE sscscdcccevscsesscacelscdsccdecacasacecadecscdsetsvsssendddscnessesssxonecaiaelesteisbotelasshabsddbeaatesiieexendeee VI 15 Used to record shipping and invoicing addresses and special vendor text information PO Header Text Continued ccccccsssssssceeeseessssssceeeseeessssssceeeeeesssessccceeeeesssssscceceeessessssssseeseseessssenes VI 28 Used to record additional header text for a PO PO Sole Source ss sscavscanscessaunasssanasssssnssasansassesanacsesesdsecsnndosssunastsannavevsncnetdunbauestuendassauaasasauactsianantess VI 30 Used to record sole source justification for documents flagged with a sole source vendor PO Line Item Create MOdify ccssscccssssscsssssccesssecessssceessseeeesssseeeessaeessssaeesessaeesessnaeeessseeeessneesens VI 19 Used to enter information that pertains to individual line items on the purchase order Purchasing User Manual Page IX 8 Appendix Purchasing Screens List
166. ceeaeeeceeaeeeceaeeeeeeaeeeeseaaes l 19 REQUISILIONS sic ceniscstsensinetsnns addenda lt deasasaveadseed iiaei neinei I 20 Purchase Orders iscies saasunsssaccnassacanassaceanesscadcansvadanesssazaunosee l 20 User Reference NUMbEr sssssssssssssssssssrssrsrsssrernssrrrsssseese l 20 Open Commitment Screens ssssssssssssssesssssssssssssrsrsesrersreeeee l 20 Encumbrance Adjustments ccccccccccecsssssseeeeeeeessessaees l 21 Handle Credit M MOS cccssccccesssececesneeecsecaeeeceecaeeeeesaeeeeeeaaes l 21 Recall the DOCUMENL cccsscccceesseeceeneeeceeaeeeeeeaaeceeeaeeeeseaaes l 23 Route the Document cecsscceceesseeeeeeaeeeceeaeeeeeeueeeesaeeeeseaaes l 24 Rejected DOCUMENLS ccssssccccecsssssseeeeecesseessteaeeesesssesssaeess l 24 GOOD FAITH EFFORT lI Limited Purchases Good Faith Effort Basic Concepts ccsessceeceesesssseseeeeeeessessaeens Il 3 Set GFE Controls for LP and PO Documents csseeserteeeees Il 3 Good Faith Effort Response cccccccecsssesseceeeceseeseseeseeeeesssssenaeens Il 8 Screen 246 Limited Purchases cccccccccsssssceeececessessaeeeeeessesesteaeeeeeeeseeeees Il 8 Screen 217 Purchase OrderS ssseesseesnssssesereernsssseeretsssrsernnnrssssrsennennssno Il 13 Screen 343 NM OUGINGUS ec a E E ets Il 18 Screen 232 Exempt PUrCHASES cccccccccecsssssscecececesseseaeeeeeessesesseaeeeeeesseseeas Il 22 Purchasing User Manual Pag
167. ch purchased goods will be transported delivered 35 digits characters Displays the reference number assigned by the vendor if any Page VIII 34 Screen 288 Document Summary cont d Delivery Date 8 digits Identifies the date the items were delivered Delivery Reqd By 8 digits Indicates the day by which the delivery of items requested is required Dept Contact 10 characters Displays the name of the person in the department to contact regarding the purchase Phone No 10 digits Identifies area code and phone number for the document s contact person Sole Source 50 characters Reasons Displays the reason for the sole source purchase Screen 5 Bidding Vendor 3 lines 30 characters Identifies vendor submitting a bid for the purchase Vendor Contact 25 characters Displays the name of the person to contact with the vendor regarding bids for this order Bid Amount 15 digits Indicates the total dollar amount the vendor bids for the purchase Reason for Award 15 digits to Other Than Indicates the reason why the purchase did not go to the lowest bidder if Low Bidder applicable Document Notes 150 characters Displays the document notes if available Additional Information PF KEYS See the Appendix for an explanation of the standard PF Keys Purchasing User Manual Page VIII 35 Document Line Items with Paid Amounts Screen 276 displays a documents line items having paid amounts S
168. ck Basic Steps e Advance to Screen 281 e Type a valid department code in the Dept field on the Action Line If you want to include completed documents type Y in the Completed Docs field e Type additional data in the available fields if desired and press lt ENTER gt to view a complete list of all documents for the specified department e Type an X in the SL select column to the left of a document to advance to Screen 278 where detailed document information will be displayed e Place cursor in the SL field next to a document and use the PF keys available to view additional information Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Dept Help 5 characters Identify the department for which you want to browse documents SubDept 5 characters Indicate the sub department to be included in the display Purchasing User Manual Page VIII 7 Screen 281 Document Browse by Department SubDepartment cont d Class Doc Completed Docs Screen Information SL CL NT Doc Buy Vendor Name Date S Dept Amount St Purchasing User Manual Help 1 character Enter the class of document to inquire on 7 character digits Identify the first document number to be displayed 1 character Enter Y to include completed documents in the display 1 character Type X and p
169. creen 216 When you are re printing a purchase order only specify a single document to be printed In other words you may not re print a range of purchase order documents using this screen Screen 215 Print Purchase Document 215 Print Purchase Document 05 20 09 14 24 Completed FY 2009 CC 02 Screen Start Doc P900396 End Doc P900396 Printer Print Dt 05 20 09__ Text Codes Last _ Two Forms _ FED Text Codes _ Mail Code _ Limited Bid To _ Spl Output Vndr TENSLY SALES AND SERVICE COMPANY Document Dt 09 17 2008 Cat RO User Ref 219250 217259 Buyer AAA ANDREWS AMY Dept CUST SubDept Print Doc N 09 17 2008 Doc Summary AUTOMATIC SCRUBBER Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Print Purchase Document Process The output for the on demand printing of Purchasing documents is routed to the appropriate printer based on the buyer code entered on the document Any document without a buyer code or any document whose buyer code is not set up with a destination will be printed at the default printer set up on Screen 308 Basic Steps e Advance to Screen 216 e Type a valid purchase document or range of purchase documents on the Action Line and press lt ENTER gt e Indicate whether you would like to print or re print the document s e Specify the number of additional copies of the purchase document you would like to have printed e Add
170. cts PF10 Extnd PF11 Items PF12 Warns Purchasing User Manual Accounts Displays the accounts distribution used on the document Document Header Extended Information Shows the extended document header data Document Items Displays a list of the items on the document Warnings Identifies any FAMIS warnings Page Ill 24 Enter Notes to a Limited Purchase You may enter informational notes about your limited purchase document using Screen 244 With this screen you may type as many as ninety nine lines of notes on an open or closed document Text is entered without a wrap around feature To prevent a word being split between two lines use the TAB key to advance to the next available text line Screen 244 Limited Purchase Note Text 244 Limited Purch Note Text 05 20 09 08 48 FY 2009 CC 02 Screen Doc L900016 Item _ 0 0 Completed Position at line Line Description 1 gt gt Note entered 08 11 08 BY HAINES HALEY H __ 2 TERM DATES 9 1 08 8 31 09 3 4 REFERENCE QUOTE 19304 5 6 gt gt Note entered 09 09 08 by LANCE LONNIE L 7 INVOICE 1325200 IN THE AMOUNT OF 499 00 8 9 Page F B E _ Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp PItem NItem Basic Steps e Advance to Screen 244 e Type a valid limited purchase document number in the Action Line e Press lt ENTER gt to display exist
171. d Will be filled in automatically if an Address Nbr is specified 20 characters 2 characters 9 digits Indicate the city state and zip code where items purchased will be billed Will be filled in automatically if an Address Nbr is specified 3 characters 10 digits 10 digits Include the country code area code and phone number and the area code and FAX number to which items purchased will be billed Will be filled in automatically if an Address Nbr is specified Help 3 digits Displays the text codes which identify any special vendor instructions that must be added to the purchase order 4 lines 45 characters Identify any special instructions that need to be added to purchase order that do not have an assigned text code in FAMIS Help 2 characters digits Enter the legal descriptive text codes to be which are used to add special instructions to the purchase order Help 1 characters Type Y to add more lines of text on Screen 222 Page VI 17 Screen 221 PO Shipping and Text cont d Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF5 Next Next Advances to the next required screen PF9 Notes Notes Used to enter free form notes about the requisition These are on line reference notes regarding the document They will not be printed Purchasing User Manual Page VI 18 Create Modify a Purchase Order Line I
172. d and press lt ENTER gt to record the requisition information See Basic Concepts for further explanation of the following Automatic Requisition Creation Document Categories Vendor Search and Select Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Enter R and zero 0 to have FAMIS assign a requisition number or type the existing requisition number to be modified Screen Information Doc Year 4 digits Indicate the fiscal year of the document The field defaults to the current system fiscal year Total Amount 15 digits Shows the total dollar amount of all line items entered on the requisition calculated by system Dates Document 8 digits Indicate the date the requisition is created The field defaults to the current system date Required 8 digits Identify the date the requested order is required Start 8 digits Identify the start date usually the first day of the fiscal year for a Maintenance Agreement or a Blanket Order End 8 digits Identify the last date of a Maintenance Agreement or Blanket Order Change 8 digits Include the date that the last change was made to the requisition Cat Help 2 characters Identify the document category used to define the accounting and receiving characteristics Purchasing User Manual Page V 10 User Ref St Req Contact Person Ph Buyer Ph
173. d approval system e Advance to Screen 243 to re open the document Route the Document A closed document may be submitted to the routing and approval process by pressing the PF7 key Please Note If the document is submitted for routing after it is closed it cannot be reopened without recalling the document from routing see above for instructions on recalling a document Rejected Documents If errors are detected to your document while in routing it will be rejected and returned to your in box for correction When this happens you should 1 Select the document by typing an X next to it in your in box and then pressing the PF8 Sel key 2 Once the Routing Document Information pop up window appears lt TAB gt down to the Action prompt and type NOT to display the routing notes which will contain the reason s for its rejection 3 Re open the document on Screen 243 by setting the Reopen Document flag to Y and pressing lt ENTER gt 4 Make the necessary changes using Screens 240 244 5 Finally advance to Screen 242 to close and re route the document Field Descriptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Identify the limited purchase document number to be closed Purchasing User Manual Page III 19 Screen 242 Limited Purchase Close cont d Screen Information Close Document Doc Summary Doc Year Doc Date Cat
174. d vendor sources The Contract Workforce flag on this screen allows a purchase order to be flagged as Contract Workforce This will automatically feed the flag to the Purchasing Invoice field and to the vouchers created by the Purchasing module of FAMIS Screen 220 Purchase Order Header Create Modify 220 PO Header Create Modify ASTON REPAIR CENTER INC 05 20 09 10 56 FY 2009 CC 02 Screen ____ Doc P904485 Vendor lvvvvvvvvv0 Total Amount 790 00 lt lt Dates gt gt Doc Year 2009 St Req Document 05 19 2009 Cat BO User Ref 300210 1970_ St Ord Required Contact Person DARLA DOLAN Ph 979 845 7777 Start H Buyer SAP PARRISH PAMELA Ph 979 845 4444 End Research Y N N Type Funds L Type Order HIED Change No Print Doc N 05 19 2009 PCC Code _ _ Order 05 06 2009 Dept FDSV_ SubDept LDT Code __ Doc Summary ARNOLD REPAIR 0270 Vndr Quote B900082____Vndr Ref BRYAN BORDERS Delivry Dt 05 06 2009 Terms N 30 FOB DP Ship Handle ___ Sole Source Y N N Emergency Y N N Cat Order Rsp Bidding Vendor Vendor Contact Cd Bid Amount ARNOLD REPAIR LAWRENCE 96612 50 SUPER SERVICE WALTERS 97125 00 HARRINGTON EQUIPMENT HOWELL 98120 00 Reason Not Awarded to Low Bidder Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Addr Next Items Resn Notes VTerm AdDpt GFE Solicited field will be displayed if the P O Good Faith Ef
175. dates 340 Invoice Header Create 341 Invoice Header Create Dept 342 Invoice Line Create 343 Voucher Good Faith Effort Response 344 Invoice Frt Tax Ins Oth Items 345 Invoice Pending Vchr Create Mod 346 Invoice Document Close i SSS Sse a Invoice Inquiry 350 Invoice Doc Inq by PO Doc Nbr 351 Invoice Doc Inq by Vendor Nbr 358 Invoice Document Inquiry 359 Invoice Item Summary Hmenu Help EHelp Purchasing User Manual 05 19 09 15 44 FY 2009 CC 02 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Page l 11 Purchasing Bulletin Boards B20 Purchasing Bulletin Board provides information about upcoming changes to the purchasing module of FAMIS This screen should be checked on a regular basis to make sure changes to the purchasing system do not take you by surprise This screen is maintained by FAMIS Services staff B20 FAMIS Purchasing Bulletin Board B20 FAMIS Purchasing Bulletin Board 05 19 09 PAGE 1 OF 1 15 44 29 Screen Page 1 Welcome to FAMIS Purchasing Module TAMU Purcahsing Deadlines posted for FY 2008 kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk See B21 for Campus Specific Deadlines and Information x kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk Last updated 05 19 08 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Prev Next Exit TE B21 Purchasing Campus Bullet
176. digits Shows dollar amount of the document 20 characters Displays the name of the buyer for the document and phone extension if provided 3 characters Displays the status code of the document 12 digits Identifies the dollar amount invoiced 2 characters Shows any additional accounts payable source 3 characters Displays a purchasing document s status in the routing and approval system 12 digits Shows the total dollar amount vouchered for the document 1 character Type an X to select the line item and advance to Screen 279 4 digits Shows the line item number on the document Page VIII 37 Screen 276 Doc Description Extended Price Paid Amount Balance Panel 2 Quantity UOM Unit Price Paid Quantity Inv UOM Additional Functions PF KEYS PF5 Inve PF6 Recv PF8 Accts PF9 Print Purchasing User Manual Inquiry Line Items w Paid Amounts cont d 24 characters Displays a brief description of the specified line item 1 character Shows any special processing needs for the document 12 digits Indicates the total item amount as calculated by the system 12 digits Identifies the dollar amount paid for the line items 12 digits Shows the balance remaining to be paid 12 digits Identifies the quantity of items purchased 3 characters Represents the unit of measure for the line item 1 character Shows any special processing n
177. djacent panels These will be designated by the word Panel appearing in the window Pressing this key scrolls the panel to the left More Description Displays complete description text for a document or an item R R400007 Document Item Inquiry Item 1 0 Line Descriptions 1 1 6 GB FORMATTED USEABLE FAST SCSI 2 DISK 2 DRIVE FOR SGI INDIGO WITH INTERNAL MOUNTING 3 BRACKET 10 MS ACCESS TIME FORMATTED AND 4 TESTED PRIOR TO SHIPPING MODEL SEAGATE 5 OR EQUIVALENT 5 YEAR OR GREATER End of description List Press lt PF4 gt to Exit Purchasing User Manual Appendix Standard PF Keys cont d Next Next Screen Advances to the next screen required Notes Displays any notes attached to the document header Use the Position at Line field to start the text at a particular line The Page F B E field scrolls Forward and Backwards through the text or End to exit the window 4 l F0013 Please enter desired modifications l P600026 1 0 Position at line ___ Line kkkkKKKKK Note Text kkkKKK 1 gt gt Notes Entered 10 12 95 BY CARR CAREN C 2 THE DEPARTMENT REQUESTS TO REVIEW ALL BIDS___ l 3 PRIOR TO THE AWARD 4 l 5 CONTACT DR WAYNE W WASHINGTON FOR FURTHER_ l 6 DETAILS CLARIFICATION ABOUT THE REQUESTED 7 ITEMS I 8 I 9 10 11 12 PF4 Exit PF7 PItem PF8 NIte
178. document completes normally no tracking record is created and you will not see these documents displayed on this screen If a purchase order is completed by using the flag on Screen 228 or Screen 242 then a tracking record will appear on Screen 291 Screen 291 Document Tracking Cross Reference 291 Document Tracking Cross Reference 05 20 09 4 18PM FY 2009 CC 02 Screen ____ Doc P900622 C To To From From From Action Action L Document Item Cls Document Item Action Date Time By User P P900622 1 0 R R900800 1 0 TRNSFR 10 01 08 14 18 KxxxxxP P P900623 1 0 R R900438 1 0 TRNSFR 10 01 08 14 19 ExxxxxP P P900623 2 0 R R900438 3 0 TRNSFR 10 01 08 14 19 ExxxxxP P P900623 4 0 R R900438 2 0 TRNSFR 10 01 08 14 19 ExxxxxP P P900624 1 0 R R900786 1 0 TRNSFR 10 01 08 14 22 KxxxxxP P P900625 1 0 R R900769 1 0 TRNSFR 10 01 08 14 23 LxxxxxP P P900625 2 0 R R900769 2 0 TRNSFR 10 01 08 14 23 LxxxxxP P P900626 0 1 B B900195 0 1 TRNSFR 10 02 08 08 32 ExxxxxP P P900626 1 0 B B900195 1 0 TRNSFR 10 02 08 08 32 ExxxxxP P P900626 1 1 B B900195 1 1 TRNSFR 10 02 08 08 32 ExxxxxP P P900626 2 0 B B900195 2 0 TRNSFR 10 02 08 08 32 ExxxxxP P P900626 3 0 B B900195 3 0 TRNSFR 10 02 08 08 32 ExxxxxP More records Press ENTER to scroll Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 291 e Enter the document number on the Action Line to display it at the top of the list a
179. dvances to the next screen Screen 235 Item Displays a list of all items entered on the exempt purchase document Route the Document Submits the document through the Routing and Approval system in order to be paid Recall the Document Select this PF key to recall the document for further processing Warnings Identifies any FAMIS warnings Page IV 23 Set Reset Exempt Purchase Flags Maintenance to an exempt purchase document or items on an exempt purchase document is performed using Screen 238 A document may be canceled deleted frozen or reopened Specific items or all items on an exempt purchase document may also be deleted using this screen Screen 238 Exempt Purchase Flag Maintenance 238 EP Flag Maintenance ROGER R RHIME 05 20 09 09 57 FY 2009 CC 02 Screen Doc E920747 Deleted Freeze Document N Reopen Document N Delete Undelete Item thru Item Completing a document finalizes it and liquidates all encumbrances This process CANNOT be reversed Do NOT complete a document unless you are certain that no invoicing or receiving will be done in the future Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Track CnclR Accts Extnd Items Warns If a document is cancelled or uncancelled you must enter a reason in the pop up window provided Basic Steps e Advance to Screen 238 e Type a valid exempt purchase document number o
180. e the same number in this field as in the previous field Purchasing User Manual Page VI 39 Screen 228 Purchase Order Flag Maintenance cont d Complete PO 1 character Type Y to mark the purchase order as completed This should ONLY be done if the document will never be completed through the invoicing process Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF7 Track Track Track history of additions modifications to document PFS Cancel Delete Reason CnciR Enter the reason for cancellation or deletion PF9 Account Distribution Accts Shows all accounts used to pay for item s PF10 Extended Information Extend Provides extended detail information entered on the document header PF11 Line Items Items Displays the line items included on the document PF12 Warnings Warns Shows any FAMIS warnings Purchasing User Manual Page VI 40 Enter Notes for a Purchase Order You may enter informational notes about your purchase order using Screen 229 Using this screen you may enter as many as ninety nine lines of notes on an open or a closed purchase order Text is entered without a wrap around feature To prevent a word being split between two lines use the TAB key to advance to the next available text line Screen 229 Purchase Order Note Text 229 PO Note Text 05 20 09 14 10 FY 2009 cc 02 Screen Doc P904241 Etem 0 0 Closed Position at li
181. e Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp e Select the desired bidder vendor by typing X in the field provided and press ENTER to return to Screen 343 l F0043 Mark Vendor with an X to select l gt Screen _ Search A_ Type N N B CMBL Bidders gt Type of Funds S S or L l gt Include Frz Del Bidders N Y or N l Panel 01 More gt gt Bidder Name Fe Bid to _ AAA SNOWSHOE REPAIR 100 MAIN STREET COLLEGE STATI TX l X ADVANCE METAL SYSTEMS INC P O BOX 961 ROUND ROCK TX _ ATTEBERRY CONTRACTING CLAYTON P O BOX 946 HAWKINS TX l l l END OF LIST 3 Bidder s Found PF4 Exit PF10 Left PF11 Right e When a bidder vendor is selected the data will be pulled from FAMIS and the screen fields will be populated if data is available If any data on a line pulled is changed the program will change the source field to N otherwise the data pulled will be protected When the Src field is changed to an N a pop up will indicate the change The Source cd will be changed from F to N Press ENTER to Continue Purchasing User Manual Page Il 19 Screen 343 Good Faith Effort Response Vouchers cont d e If the vend
182. e billed Name 30 characters Identify the name of the department to which items purchased will be billed Filled in automatically if an Address Nbr is specified Addr 4 lines 30 characters Indicate the street address to which items purchased will be billed Filled in automatically if an Address Nbr is specified City State Zip 20 characters 2 characters 9 digits Indicate the city state and zip code to which items purchased will be billed Filled in automatically if an Address Nbr is specified Country Phone FAX 3 characters 12 digits 12 digits Include the country code area code and phone number and the area code and FAX number to which items purchased will be billed Filled in automatically if an Address Nbr is specified Text codes Help 3 digits Identifies text codes to identify any special vendor instructions that are added to the master order Additional 4 lines 45 characters Text Lines Identifies any special instructions that need to be added to the master order that do not have an assigned text code in FAMIS LDT Codes Help 2 characters digits Identifies the Legal Descriptive Text codes These codes represent special instructions that need to be added to the master order Purchasing User Manual Page VII 12 Screen 261 Master Order Shipping and Text cont d More text lines Help 1 character Indicates whether or not Y or N more text
183. e lt ENTER gt key Screen 002 GL 6 Digit 002 GL 6 Digit Screen Account 010100 Account Title Resp Person ED amp GEN INCOME TUITION 4uuuuuuuu0 MASON MOLLY M 02 16 04 10 12 FY 2004 CC 02 ED amp GEN INCOME TUITION Old Acct NA Next Year end Process F Reclassify _ Reporting Group __ Aux Code Fund Group FG Sub Fund Group Sub Sub __ Function __ Default Bank 03000 Override Y SL Mapped Count 18 Alternate Banks Security Dept S Dept Exec Div Coll Mail Cd Stmt Primary REV__ UN AD c 6000 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 A pop up window is displayed with the valid values for the field By typing an X next to the desired value and pressing lt ENTER gt that value is passed to the main screen This is called the Passback feature Screen 002 GL 6 Digit Fund Group Help Pop Up Window More Codes Press lt ENTER gt to View Search Criteria IASYS AFR FUND GROUP Select an AFR Fund Group or Press lt PF4 gt to Quit l AFR Sub Fund Fund Fund Description _ 01 CLEARING ACCOUNTS IEX 10 FG FUNCTIONAL AND GENERAL _ 20 DS DF DESIGNATED FUNCTIONAL amp GENERAL I _ 21 DS DS DESIGNATED SERVICE DEPARTMENTS _ 22 DS ST
184. e Document cceseseesssseceeeceseeseneaececeenseessnaeseeeeeens VI 50 VII Master Orders Master Order Basic CONCEPTtS cssccccccessssesssseceeecessesssteaeeeeeeesees VII 3 TAMU Master Order Process ccccssssssesececeeecessessaeeeeeeeensees VII 4 Screen 260 Create Modify a Master Order Header ccccccsssccessecessseeeseeees VII 6 Enter Departments ccccccccccecceessssesceeeceeeeaseseeeeeeeseusasseeeees VII 7 Master Order Categories ccccccccccessssssssseeeescessessnseseeeeseesees VII 7 Screen 261 Enter Master Order Ship To Invoice To Addresses and Text VII 11 Screen 264 Create Modify a Master Order Line Item ccceccccsseceeseeeeeeees VII 14 Screen 266 Close a Master Order DOCUMENL c ssccccecessessnseceeeeeeessssenaees VII 18 Screen 262 Enter Additional Master Order Header Text cccccsssseseeeeeeeeees VII 22 Screen 263 Enter Master Order Sole Source Justification cccsccsceeeeeeees VII 24 Screen 265 Enter Master Order Item Description c c cccccccsssesssteeeeeeeesees VII 26 Screen 268 Set Reset Master Order Document Flags cccssccessecessseeeeeeees VII 28 Screen 269 Enter Notes for a Master Order c cccccccscsssssssseceeecessesssteseeeesensees VII 30 INQUIRY VIII Purchasing Inquiry Document Inquiry Basic Concepts sssesssesrserrrrrrrrsrrrrrrrerrene VIII 3 Screen 280 DOCUMENT BrOWSEC ccccess
185. e Texas A amp M University System 200 Technology Way College Station TX 77845 3424 Purchasing User Manual Page l 3 Table of Contents I Introduction PAGE M20 M21 M22 Purchasing Menu Screens c seessssececeeseessaeceeeeeeeseessaseeeeeessesees l 9 M23 M24 M34 B20 B21 Purchasing Bulletin Boards ccccssccccccessesssseceeeeecessesseeeeeesseeees l 12 Screen 305 Purchasing Basic Concepts ccccsessececeeesseseeaeeeeeeesesnsaeeeeeesseseees I 15 Concept of a Purchase Document c scceceeseessstseeeeeeesssseaeens I 15 Types of Purchasing DOCUMENTS csesseeeeessesstteeeeeeeeesns I 15 Document Categories cccccccececesseeeeeeeeeeeeeseeeseseseeeeseeesseeeeees l 16 D epartMentS cccceccssssssesceccecccceceaeseseeceeeseeasaaessseeeeeeseanags l 16 Purchasing Office ccccccccccecesseseceeeeecessesesneseeeeesssesssaeees l 17 Automatic Purchase Document NUMbETING ccccceeseseees l 17 Vendor Concepts and Search ssssssssesssssssssrressssssrsernessssene l 17 Ship To and Invoice To Address Codes ccsssccccceeessssssteeeees l 17 Multiple Accounts for a Line Item ssssesssssssssssssrrssssssrrrenssese l 18 Screen 234 Inventory Part NUMDEL cccccccccssssssssceeececesestsaeeeeeeesseseaaees I 18 Processing Codes cccccccscssssssseeececessesecneeeeeessesecssaesesecesssssaeees I 19 Encumber FUNAS cccssccccsesseceeeseee
186. e available fields as desired and press lt ENTER gt to record the information e If all information has been successfully entered the system assigned master order document number will be displayed in the Action Line Modify an Existing Master Order Header e Advance to Screen 260 e Type a valid master order number in the Action Line and press lt ENTER gt e Type valid data in the available fields as desired e Press lt ENTER gt to record the information Purchasing User Manual Page VII 6 Screen 260 Master Order Header Create Modify cont d Master Order Process See Basic Concepts for further explanation of the following Automatic Master Order Creation Document Categories Enter Departments After typing the prefix and a zero press lt ENTER gt to display a pop up window requesting departments and sub departments Enter all department sub departments that will have approval and accounts on this document At least one department is required to create a master order and you must have update access to the first department listed on the pop up window Press lt PF4 gt to exit and return to Screen 260 Enter all Campus Codes and Departments SubDepartments that will have accounts on this document Dept SubDept cc ADRC_ 02 PROV_ 02 Press lt PF4 gt to Exit Master Order Categories MD Master Order based on a discount from the vendor MQ Master Order based on quanti
187. e changed Purchasing User Manual Page IX 41 Appendix Glossary cont d K FA DOC WRKNPRCS PURCH PurchcurrNF docx Revised 2 25 2011 3 02 PM Purchasing User Manual Page IX 42
188. e cursor either in the SL field to select the item or anywhere on the first line of the item description line and press the desired PF key A pop up screen will be displayed showing the information requested Screen 275 Incomplete Receiving Invoicing 275 Incomplete Receiving Invoicing 05 20 09 4 06PM FY 2009 CC 02 Screen ___ Dept BIOL_ SubDept Class L Doc Number Of Days ___ S St Cat Sub L Doc Summary Date Cd MS Dept Amount _ A922981 CORK STOPPER 05 08 2009 CL LP 87 50 INV 42554550 RI VCH 1112460 05 11 2009 CL MS 87 50 _ A923210 SUPPLIE FOR ARIEL LAB 04 04 2009 CL LP 120 09 A923403 CAT ORDER FOR SUMMER 05 11 2009 CL LP INV 47246 VCH 1113397 05 12 2009 IP 552 82 _ A923466 AGAR 05 11 2009 CL LP 185 98 INV 5378945 VCH 1113401 05 12 2009 CL MS 137 24 INV 5490533 VCH 1113405 05 14 2009 CL MS 48 74 More Entries Press lt Enter gt to continue Enter PF1 PF2 PF3 PF 4 PF5 PF 6 PF7 PF8 PF 9 PHil 0 PF11 PF12 Hmenu Help EHelp Audit Accts Hea dr Items Track Invoice is in process IP Basic Steps e Advance to Screen 275 e Type a valid department code on the Action Line and subdepartment code if needed You may also add a specific document class or document number to narrow the search for the desired information e Press lt Enter gt to view a list of documents that have not completed the matching process No Invoicing
189. e default is the first item number 11 digits 30 characters Displays the identification number and name of the vendor from which items are purchased 14 digits characters Signifies the user reference identifying the subsidiary ledger SL account number for the order followed by the departmental reference number 3 characters Shows the unit of measure for the line item 10 digits Identifies the purchase quantity of the line item 10 digits Displays the dollar amount to be paid per unit of measure 5 digits Shows the discount percentage for the line item 10 digits Indicates the total extended item amount as calculated by the system 1 character Shows the processing code for any special processing needs for the document 5 digits Displays the commodity code for classifying goods and services 15 digits Shows the first FAMIS account for this document Page VIII 47 Screen 279 Document Line Item Inquiry cont d Cost Ref 1 2 3 Item Desc TIBH Code Delete Flag Freeze Flag Capital Inv Flag 7 characters Identifies the user defined cost accounting reference for the line item 50 characters digits Displays a short description of the line item purchased 1 character digit Shows the reason TIBH Texas Industries for the Blind and Handicapped was or was not used as the vendor for the bid purchase Valid values are Not Provided by TIBH TIBH Purchase Quantity Quality
190. e detailed document information will be displayed e Place the cursor in the SL field next to the desired document number and use the PF keys at the bottom of the screen to view additional document information Field Descriptions Required Action Line Vendor Help 11 digits Class Help 1 character Help PF2 or Field Help Available Enter the desired FAMIS vendor identification number or name Identify the class of document to be displayed Purchasing User Manual Page VIII 16 Screen 285 Document Browse by Vendor cont d Doc Completed Docs All Mail Codes Screen Information SL CL NT Doc MC First Dept Doc Summary Buy Date User Ref Amount Purchasing User Manual 7 character digits Enter the first document number to be displayed 1 character Type Y to include completed documents in the display 1 character Enter Y to display all documents for the vendor 1 character Type an X to select a document for display on Screen 278 1 character Identifies the class of the document Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L 1 character An asterisk indicates notes are attached to the document 7 character digits Identifies document numbers for the class of document specified 1 character Shows the stat
191. e l 4 Table of Contents cont d DEPARTMENTAL FUNCTIONS III Limited Purchases PAGE Limited Purchases Basic Concepts sesssssssssssesesererrrssssesrrensessee II 3 State Vs Local FUNS ccccccssesssscssscececsesesrseeseeeeeeeeeeeeeeeaeees Il 4 Screen 240 Create Modify a Limited Purchase Heade cccsccccsseeeseceeeees IIl 6 Screen 241 Create Modify a Limited Purchase Item cccccccsssseesseeeesseceseees Il 12 Screen 242 Close a Limited Purchase Order cccccccccccccccceceeeeeeeseeceeeeeeeeeeeeeeens IIl 18 Screen 243 Set Reset Limited Purchase Flags cccsccccsssceessecssseeesseeeesseceeees I 22 Screen 244 Enter Notes to a Limited Purchase Order essercene I 25 Screen 245 Copy Your Limited Purchase Order cccsscccccecessesssssseeeeeeeeeeees Il 27 IV Exempt Delegated Purchases Exempt Delegated Purchases Basic Concepts cccscceesseceeeeees IV 3 SLEALE sree NEA N EE E O AEE E E ESPE E EE E IV 4 Screen 235 Create an Exempt Purchase Headel ccssscccccecesessssssaeeeeeeseeseees IV 9 Create a New Exempt Delegated Purchase Header IV 9 Modify an Existing Exempt Delegated Purchase Header IV 10 When to Create an Exempt Delegated Purchase Order IV 10 Create Exempt Delegated Purchase Order Doc Numbers IV 11 Vendor Information cccccssccccssssececeessececsesececsesaeeeesenaeeseseaas IV 11 DT COGS IESE sche ats paatedes
192. e mail code for the specified vendor 5 characters Identifies the first department listed on the document header 11 characters Displays a brief summary description of the document header 3 characters Displays the initials of the buyer for the document 6 digits Indicates the date the document was set up on the system 11 digits characters Displays the user reference used to identify the subsidiary ledger SL account number for the order followed by the departmental reference number 10 digits Indicates the total dollar amount of all line items for the document Page VIII 17 Screen 285 Document Browse by Vendor cont d St Additional Functions PF KEYS PF5 Inve PF6 Recv PF7 Audit PF8 Accts PF9 PIP PF10 Headr PF11 Items PF12 Track Purchasing User Manual 3 characters Shows the status of the document Common document status codes include CL Closed CO Completed FR Frozen IP In Process TR Transferred PRT Printed DL Deleted See the Appendix for an explanation of the standard PF Keys Invoice Used to view the invoice details Receive View the receiving information associated with the selected document Audit Information View the audit information for the selected document Accounts Shows the account distribution used for the document selected PIP Shows the PIP documents Header Shows the document header information that was entered
193. e the purchase quantity of the specified line item UOM Help 4 characters Identify the Unit of Measure for the line item to be printed on the requisition Estimated Unit 16 digits Price Include the estimated dollar amount to be paid per unit of measure Extended Price 16 digits Shows total item amount calculated by the system Purchasing User Manual Page V 20 Screen 254 Requisition Line Item Create Modify cont d Commodity Proc Cd Cost Ref 1 2 3 Part Nbr Desc FY cc Account Pct Amt More Desc Y N More Items Y N Purchasing User Manual Help 15 digits Enter the commodity code for classifying goods and services Help 1 character Indicate the processing code if the item needs special processing i e vendor discount trade in no charge or if the item has been transferred to a Purchase Order 7 characters digits Enter user defined cost accounting reference number s if desired This reference number is used to provide additional details about the processing of the specified line item Help 15 digits Include the part number for specific inventory items within a department 4 lines 45 characters each Enter a description of the specified line item 4 digits Identify the fiscal year the requisition will be paid If left blank the year will default to current fiscal year 2 digits Indicate the Campus Code of
194. e you can make those changes you must remove the document from the routing system To do this you should e Advance to Screen 912 your document Out Box e Locate the document you would like to re open and type an X next to it e Press PF5 to recall the document from the routing and approval system e Advance to Screen 258 to re open the document Route the Document A closed document may be submitted to the routing and approval process by pressing the PF7 key on the appropriate close screen Screen 256 If the document is submitted to routing when it is closed it cannot be reopened without first recalling the document from routing Rejected Documents If errors are detected to your document while in routing it will be rejected and returned to your in box for correction When this happens you should 1 Select the document by typing an X next to it in your in box and then pressing the PF8 Sel key 2 Once the Routing Document Information pop up window appears lt TAB gt down to the Action prompt and type NOT to display the routing notes which will contain the reason s for its rejection Purchasing User Manual Page V 7 Requisitions Basic Concepts cont d 3 Re open the document on Screen 258 by setting the Reopen Document flag to Y and pressing lt ENTER gt 4 Make the necessary changes using Screens 250 259 5 Finally advance to Screen 256 to close and re route the document Vend
195. each item on the limited purchase document such as account quantity and unit price are entered on this screen Flags set on Screen 310 determine if the Commodity Code and TIBH Code on this screen are required These flags are set on a campus by campus basis Screen 241 Limited Purchase Item 241 Limited Purchase Item 05 19 09 09 16 G amp G SERVICES CO FY 2009 CC 02 Screen ___ Doc L739743 Item 1 0 _ Unit Ext Item St Account Qty UOM Price Disc Price 1 0 CO 144013 00000 5635 1 00 EA__ 90 0000 _ 90 00 Comm Desc cleaning services m700079 1063118467 Part 2x3 mats gowns Proc cd _ St Y Cost Ref 1 2 3 TIBH 2 0 CO 144013 00000 5635 1 00 EA_ 14 0000 14 00 Comm Desc cleaning services m700079 1063118467 Part 6x8 mats Proc cd _ St Y Cost Ref 1 2 3 TIBH 3 0 CO 144013 00000 5635 1 00 EA 8 0000 8 00 Comm Desc cleaning services m700079 1063118467 Part 8x10 mat Proc cd _ St Y Cost Ref 1 2 3 TIBH Page F B _ Document Total 118 95 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next IDesc Bkwd Frwd CAcct MAcct Warns If a plus sign is displayed between the Account and Qty fields there are multiple accounts on that line item Item St Account ty UOM Price Disc Price 1 0 CO 110512 00000 564 1 00 LOT_ 552 9800 552 98 Comm Desc FAMIS PRINTING SERVICES Part Proc cd _ St Y Cost Re
196. eator s in box DR Routing at Department Level ER Routing at Executive Level PR Routing at Processing office FY Routing to Person FYA FRA FN Final Completed Routing CN Cancelled Doc cancelled Screen Information SL 1 character Type X and press lt ENTER gt to select a document for display on Screen 278 CL 1 character Identifies the class of the document Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L NT 1 character An asterisk indicates notes are attached to the document Doc 7 character digits Identifies document numbers for the class of document specified Buy 3 characters Displays the initials of the buyer for the purchase document Vendor Name 11 characters Identifies the name of the vendor the items were purchased from St 2 characters Shows the current status of the documents for the status specified on the Action Line Common document status codes include IP In Process CL Closed DL Deleted CO Completed TR Transferred Purchasing User Manual Page VIII 29 Rt User Ref Date S Dept Amount Additional Functions PF KEYS PF5 Inve PF6 Recv PF7 Audit PF8 Accts PF10 Headr PF11 Items PF12 Track Purchasing User Manual Screen 272 Documents by Status cont d 2 characters Shows the current routing status of the document 13 digits characters
197. ececssesssaeceeeesseesessseeessessessaaeas V 19 MERIMO CIEI V 19 Processing Codes cccccccccccssssssecececssessaeeeeeesseesessseeeseessessaaeees V 19 Inventory Part NUMDEL cc cccccccessssssssececesessesssaeeeeecesssseaeees V 20 Close a Requisition Document cceesessecececesesssaeceeeeseessesseaeeeeens V 23 Enter Additional Requisition Header TeXxt c cccccccssssssssseseeseeeees V 27 Enter Sole Source Justification cccccccccessseesesseeeeessceeeesecaeeeseaaes V 29 Enter a Requisition Item Description ssssssssssssssssrrssrssrsrsssrsrssseses V 31 Set Reset Requisition Document Flags ccescecsseesseceesseeeseeees V 33 Enter Notes to a Requisition sssssssssssssssssssrsssesrsesrsrnnnsssssssnssssssss V 35 Copy Document to a Requisition ssssssessssrrssssrssrrrrssrrrrssrrrrssrrrssee V 37 Transfer Copy Process cccsscccsssseesssecssecesseeesseeeesaecesaecesseeens V 38 Purchase Orders Basic Concepts cccccccccessssseceeeceseesssseeeeessessees VI 3 Requisition Line Item Copy Transfer cccccccsscccssecessseeesseeesseeeees VI 5 Create Modify a Purchase Order Header c cccsscceesseeesseeeseeees VI 9 Purchasing Order Printing Notes cc cccccccsssssssseseessseserees VI 10 LOT COGS iccscassceieds sccetabedeteccatenedl ds sivataassMedeatelebeabedvestalss deca tues VI 10 Type of Funds and Type Order cccessssccccecessessnseceeeeeeessaees VI 10 Enter Purchase O
198. ecified for an item by using lt PF11 gt to access an additional pop up window Payment by an account may be specified either by dollar amount or percentage of the line item balance Either the percentage of the line item balance or the amount paid by each account must be entered to process the line item information The total percentage amounts must equal 100 It is recommended that 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 Change the Document Closing a document encumbers the estimated amount The document may be re opened using Screen 242 once the purchase is made so that adjustments can be made The vendor may also be changed at this time When the document is closed again any changes to amounts will adjust the encumbrances from a previous close Inventory Part Number The inventory part number is used to define specific items within a department This is especially useful for supplies that are repeatedly ordered It may also be used to tie FAMIS purchasing information to departmental inventory records The inventory part number is based on the first department on the limited purchase document Departments may use Screen 234 to set up inventory part numbers When the part number is entered on Screen 241 its description will automatically be fil
199. ecurity is set up with a specific department the user cannot use non delegated categories such as RO which do not limit the subcodes that can be used on a document In order to use delegated purchases five fields must be set up on Screen 312 A new purchasing document category must be established by FAMIS personnel The document class the delegation type and the department and subdepartment fields must be entered with the appropriate values The subdepartment may be all asterisks to allow all subdepartments to use the category A separate category must be set up for each combination of class department subdepartment and delegation type Screen 312 Document Category Maintenance 312 Doc Category Maintenance 05 20 09 09 19 FY 2009 CC 02 Document Description UNENCUMB PHYS PL BSS seeaaSSSsaS 5 5 Processing Control Switches Verify Account Numbers Y Feed Requisitions to Accounting N Check Budget Balance N Feed Encumbrances to Accounting N Check Commodity Code N Perform 3 way Match Y RE eee N Dept CONS__ Subdept Class Bl AE aaa R A R R A 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
200. eeds for the document 12 digits Displays the dollar amount to be paid per unit of measure 12 digits Shows the quantity of items paid 3 characters Identifies the unit of measure for the specified line item to be printed on the purchase order See the Appendix for an explanation of the standard PF Keys Invoice View invoice information for the document Receiving View the receiving information associated with the selected document Accounts Identifies the accounts used to pay for item Print Used to print document information using Entire Connection See the FAMIS Entire Connection User s Manual for more details Page VIII 38 Document Inquiry by Campus Screen 277 displays a list of purchasing documents for all FAMIS Members that match the document number on a vendor s purchase order If a vendor questions why payment has not been received a FAMIS user can enter the document number on Screen 277 and determine which campus es have issued the same purchase order number Screen 277 Document Inquiry by Campus 277 Document Inquiry by Campus 05 20 09 3 31PM FY 2009 CC 02 Screen Doc P901046 cc Doc Doc CC Name Class Vendor ID Vendor Name Dept Amount Stat 02 TAMU P lvvvvvvvvv2 AC INSTRUMENTS HLKN 24 760 00 co 04 TSU P lvvvvvvvvvD BARKER amp TYLER LIBR 43 00 co 05 PVAMU P lvvvvvvvvv0 ET PRODUCTS INC ELEN 1 100 00 co 16 TAMIU P 2vvvvvvvvv0 HINSLEY HARRY LPPO 378 94 co End of List Bpcuments Fo
201. een 245 Copy Limited Purch Order to Limited Purch Order cont d Purchasing User Manual Page III 30 Section IV Exempt Delegated Purchase Information Purchasing User Manual Page IV 2 Exempt Delegated Purchases Basic Concepts An exempt purchase is a type of purchase where the merchandise or service is exempt from the Member or State of Texas purchasing requirements A delegated purchase is one where the delegation of authority to purchase certain goods or services has been granted by the Member to a specific department Both types of purchases can only use specific object codes that are defined on Screen 306 The specific list of object codes is verified before the purchase document is closed For each exempt purchase entered into the system you will use the following screens 235 Exempt Delegated Purchase Header 236 Exempt Purchase Items 237 Exempt Purchase Close Additional screens which may be used are 233 Copy Exempt Purchase Order to Exempt Purchase Order 238 Exempt Purchase Flag Maintenance 239 Exempt Purchase Note Text Information required to enter an exempt purchase consists of the following e Department for which this purchase is originating and any additional departments that may be splitting this purchase e Vendor if known prior to making the purchase It will have to be supplied in order to close the document e Reimburse ID for the person who paid for the items and will receive the check generated fo
202. eiving category of the document 1 digit Shows the document type for USAS processing 8 digits Shows the date items were requested to be delivered 10 digits Indicates whether or not goods services for a limited purchase were received before it was closed routed If the items were received the date they were received will be displayed Page VIII 43 Buyer Nbr Invoices Catalogue Order Delg Contact Line Quantity UOM Description Unit Price Extended Price Panel 2 Received Date Recvd Invoiced Purchasing User Manual Screen 278 Document Inquiry cont d 20 characters digits Displays the name of the buyer for the document and phone extension if available 3 digits Indicates the number of invoices processed 1 character Y indicates the document is a catalogue order 1 character Y identifies this as a delegated purchase 15 characters Shows name of the person to contact regarding the document 1 character Type an X to select a line item for display on Screen 279 3 digits Shows the line item number for the document 10 digits Identifies the purchase quantity of the line item 3 characters Represents the unit of measure for the line item 24 characters Displays a brief description of the line item 1 character Indicates any special processing needs for the document 10 digits Shows the dollar amount to be paid per u
203. election of a line item will pass control to Screen 279 Screen 276 Document Inquiry Line Items w Paid Amounts Panel 1 276 Document Inquiry Line Items w Paid Amounts 05 20 09 3 28PM FY 2009 CC 02 Screen ____ Document P901103 Panel 01 More gt gt Doc Summary RPRS PARTS CONFIRMING ORDER DO NOT DUPLICATE Vendor lvvvvvvvvvl BRYAN GAS SERVICE INC Doc Date 10 29 2008 Doc FY 2009 Doc Amt 8227 88 Buyer ENGLAND ELEANE Status CO Amt Inv 8227 88 Oth A P Srce Route St FN Amt Vchr 8227 88 S Line Description P Extended Price Paid Amount Balance 5 1 0 REPAIRED REPLACED TRAN 4351 74 4351 74 0 00 2 0 DELTA P SENSOR 712 12 712 12 0 00 3 0 TURBO CORE 4607 77 4607 77 0 00 _ 4 0 TURBO CORE DEPOSIT Vv 750 00 750 00 0 00 5 0 INJECTOR CORE DEPOSIT V 693 75 693 75 0 00 x End of line items Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Inve Recv Accts Print Left Right Screen 276 Document Inquiry Line Items w Paid Amounts Panel 2 276 Document Inquiry Line Items w Paid Amounts 05 20 09 3 28PM FY 2009 CC 02 Screen ____ Document P901103 lt lt More Panel 02 Doc Summary RPRS PARTS CONFIRMING ORDER DO NOT DUPLICATE Vendor lvvvvvvvvvl BRYAN GAS SERVICE INC Doc Date 10 29 2008 Doc FY 2009 Doc Amt 8227 88 Buyer ENGLAND ELEANE Status CO Amt Inv 8227 88 Oth A P Srce Route St FN Amt Vchr 8227 88 S Line Quantity UOM P Unit Price
204. em 1 character Indicate whether or not Y or N the document should be restricted from further activity 1 character Signify whether or not Y or N a document that has been closed should be returned to an open status so that additions and modifications may be processed 1 character Signify whether or not Y or N all items from the specified document should be marked for deletion by the system 5 digits Identify the specific line item or the first item in a range of items on the document you wish to delete undelete 5 digits Include the specific line item or the last item in a range of items on the document you wish to delete undelete If you are deleting a single item place the same number in this field as you entered in the previous field Complete Po 1 character Indicate whether or not Y or N a document status should be changed to complete Completing a document finalizes it and liquidates all encumbrances It may not be re opened after it has been completed Additional Functions PF KEYS PF7 Track PF8 CnciR Purchasing User Manual See the Appendix for an explanation of the standard PF Keys Track Displays the routing history of the selected document Cancel Delete Reason A reason for canceling or deleting a document is required Page III 23 Screen 243 Limited Purchase Flag Maintenance cont d PF9 Ac
205. ent notes Purchasing User Manual Page IV 26 Screen 239 Exempt Purchase Note Text cont d View Document Notes When notes are attached to document items they may be viewed with the NOTES PF Key indicated at the bottom of certain screens The document header and all items that have notes attached will display the word NOTE at the top of these screens Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Enter the exempt purchase document number Item 4 digits Indicate the item number to attach the note Screen Information Position at line 3 digits Enter which line of text to position at the top Line 2 digits Shows line number for each line of description Description 45 characters 99 lines Enter desired notes to be included on document Page F B E 1 character Indicate whether to scroll forward F or backward B or scroll to the end E of notes Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF7 Previous Item Piltem Go to previous line item PF8 Next Item Nitem Go to next line item Purchasing User Manual Page IV 27 Copy Your Exempt Purchase Order When you process similar orders over and over i e general supplies you may find it convenient to copy old exempt purchase documents to new ones Screen 233 allows you to retrieve an exempt purchase order that you previously ente
206. er Screen 250 e You should also ask yourself Is the merchandise am requesting a SOLE SOURCE item Meaning that you can only purchase the order from a single specific vendor If so Screen 253 Sole Source needs to be completed before the requisition may be processed e Is this an EMERGENCY purchase Emergency purchases must be identified on the requisition header Screen 250 Purchasing User Manual Page V 4 Requisitions Basic Concepts cont d e You need to provide a VENDOR IDENTIFICATION NUMBER or Federal Employer Identification number for all of your suggested vendors are required If you are not sure of it the Vendor Identification number can be found on line by typing the name ora portion of the name of your vendor in the vendor ID field This accesses an alphabetical listing of all vendors found on the system e ADDRESSES for shipping and invoicing are also required in order to process your requisition e You must include a complete DESCRIPTION of all of the items you are requesting Item descriptions are entered on Screen 254 IF you run out of room you may continue your item description on Screen 255 e Finally you must indicate all of the ACCOUNTS that will be responsible for the purchase of the items on the requisition Automatic Requisition Creation FAMIS will automatically assign the seven 7 character requisition number This is accomplished by entering the desired requisition prefix R followed
207. er gt to continue Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Print Invc Recv Audit Accts Headr Items Track Basic Steps e Advance to Screen 271 e Type the desired department code on the Action Line Enter the SubDept code if you wish to include it in the list to be displayed e Press lt ENTER gt to view a complete list of all documents in your department sub department that have been closed but not routed e Type an X in the SL field to select a document and advance to Screen 278 where detailed information will be displayed Field Descri ptions Required Help PF2 or Field Help Available Action Line Dept Help 5 characters Enter the department whose documents you would like to display SubDept Help 5 characters Identify the sub department to be included in the display Class Help 1 character Enter the class of document to inquire on Purchasing User Manual Page VIII 25 Screen 271 Documents Closed but Not Routed cont d Doc Screen Information SL CL NT Doc Buy Vendor Name User Ref Date S Dept Amount Additional Functions PF KEYS PF4 Print PF5 Inve PF6 Recv Purchasing User Manual 7 character digits Identify the first document number to be displayed 1 character Type an X and press lt ENTER gt to select a document for d
208. er ship to invoice to addresses and text Purchase Order line items Purchase Order document close Additional screens which may be used are 218 219 222 223 225 228 229 Purchase Order line item renumber Purchase Order vendor modify Purchase Order header text continued Purchase Order sole source justification Purchase Order item description continued Purchase Order flag maintenance Purchase Order note text The following information is required to enter a purchase order will need to be obtained in order to complete the transaction e The department for which this purchase order is originating for and any additional departments that may be splitting this order e Category which defines certain characteristics of the purchase order for accounting and receiving Examples of several categories include RO BU Regular Order Category used for Requisitions and Purchase Orders with regular processing usually has a three way match Blanket Unencumbered A purchase order to instruct Purchasing to establish a vendor agreement for Quantity Pricing MQ or discount off list price MD Since funds are not encumbered separate purchase orders category BO will have to be issued to purchase on the Master Order Purchasing User Manual Page VI 3 Purchase Orders Basic Concepts cont d BO Blanket Order references a Master Order A blanket order purchase order issued to buy items on an existing Master Order MD or MQ that w
209. erpart Transfers Assigned by FAMIS 039 Interpart IDTs Credit to One Part Disbursement to Other Assigned by FAMIS 04x Disbursements Screen 13 043 Miscellaneous Disbursements User Defined 044 Cashiers Vault Entries User Defined 045 Miscellaneous Cash Disbursements Travel Advance Work Funds User Defined 046 Change of Source of Funds Assigned by FAMIS 047 AP Check Voids Assigned by FAMIS 048 AP Disbursements Assigned by FAMIS 049 Payroll Disbursements Assigned by FAMIS 05x Encumbrances Screen 11 050 Previous Year s Encumbrances Special FAMIS Processing 051 Salary Encumbrances Assigned by FAMIS 054 Requisition Assigned by FAMIS 055 Purchase Order Assigned by FAMIS 057 Encumbrance Begin Year Carry Forward Special FAMIS Processing 058 Regular Encumbrance User Defined 059 Current Year Encumbrances budget check regardless of flags Special FAMIS Processing E5x Blanket Wage Encumbrances Assigned by FAMIS Purchasing User Manual Page IX 25 Appendix FAMIS Transaction Codes cont d Financial Accounting Transaction Codes cont d 06x Encumbrances Screens 14 14A 25 35 36 37 85 86 060 Real Journal Entries User Defined 061 JE for IDTs Assigned by FAMIS 062 JE for Cash Sales Payments on Receivables overrides freeze Assigned by FAMIS 063 JE from Student Feeds Assigned by FAMIS
210. ers Identify whether the discount entered is a dollar amount D to be subtracted from the unit price or a percentage P to be subtracted from the extended price of the line item and include the amount of the discount 16 digits Displays the total item amount as calculated by the system Help 15 digits Enter the commodity code for classifying goods and services Help 1 character Enter the processing code to be used to indicate if the item needs any special processing i e vendor discount trade in no charge 7 characters Identify the user defined cost accounting reference which is used to provide additional details about the processing of a specified line item Help 15 digits Enter the inventory part number that defines specific items within a department s inventory 4 lines 45 characters each Include a detailed description of the specified line item 1 character digit Include the reason TIBH Texas Industries for the Blind and Handicapped was or was not used as the vendor for the bid purchase Valid values include Not Provided by TIBH TIBH Purchase Quantity Quality Delivery Time Life Cycle Price UBWNPAGD 1 1 character Enter Y if additional lines are needed to complete the description of the line item 1 character Type Y if additional line items are to be processed for the master order Page VII 16 Screen 264 Master O
211. ers with estimated quantities while still encumbering the necessary funds You can order off this Blanket Order for the entire term of the contract without issuing another requisition co Catalogue Order A catalogue purchase is defined as purchasing products or services that are associated with automation computers or telecommunication systems Includes hardware software programming maintenance repair and installation of systems XX Other This denotes any requisition category that has been set up specifically for your agency institution For example UP indicates a special code for use by TAMU Physical Plant e You must provide the USER REFERENCE NUMBER which is a unique identifier assigned by your department for tracking this purchase requisition Typically the user reference number is made up of the subsidiary ledger account number that will be paying for the order followed by the departmental reference number often the departmental voucher associated with the order e The TYPE OF FUNDS to be used for an order must be specified on the requisition header The type of funds indicates the highest restricted fund used for purchases i e whether they are state local funds You must also identify the TYPE OF ORDER for the requisition which classifies the order based on Type of Funds e You must ask yourself Will the items being requested be used for RESEARCH purposes If so you must indicate it on the requisition head
212. esnaesssetecssonndecssatecssense V 18 Used to enter information that pertains to individual line items on the requisition Requisition Item Description cccccccccccccccccecccccccecccccccccccccccccccccccccccccccccccccceccesccccceccccecccccececeeeeeees V 31 Used to up to 99 lines of additional item description Requisition DocUMeNt ClOSE cssssssscccccessssssscecceessssssccceeseesssssccceseeessssceeeessssssssccseeeessesssseeseeeees V 23 Used to close a requisition document after entry is completed Closing generates encumbrances to set aside funds From this screen you can send a document through the routing and approval process Requisition Line Item Copy Transfer ssscccssssccsssscccssssccesssccesssecessssesesssccesssaaecsssaeeeeseaeeeessesensaes VI 5 Used to copy or transfer line items on a requisition Requisition Flag Maintenance cccccccssceseceseseseseseseseseseseseseseseseseseseseseseseseseseseseseseseseseseseseseseseseses V 33 Used to maintain a requisition or its items A document may be canceled deleted frozen or reopened Document items can be deleted on this screen REQUISITION Note TONG ice cc caciciiscususbiseusascsseteesticeuscccetetensutsenetentieuccens beiebeuecencceuebeussencsedesesscsosdszesspesensers V 35 Used to add informational notes to requisition items Master Order Header Create Modify cssscccssssccsssssccsssscccsssseecessseseessseeeesssceeessseseessseeeesseeeesees VII 6 Used to e
213. essceesessessseceessuesseeeseseesseeesesseesseee I 27 Used to transfer or copy line item from one limited purchase document to an existing or newly created limited purchase document GFE Response Limited Purchase aicsssccsscsssesssecevesevesevedecscsdsdcasccedsccdsdescdetuceceseasacscccscecssanatcccccceteasuncues Il 8 Used to capture Good Faith Effort GFE information for Limited Purchases Copy Documents to Requisition sscecccccecccceeeeeceeeeeeeeeeeeeeeeeeeeeeneeeeeeeeneeeeeeeeeeeeeeeseeseeseeeeeeeeeees V 37 Used to copy line items from one document to a new or existing requisition Requisition Header Create Modify esssssssessssossssssssseesssesseseensssessesesseseeseseenusesnsesesseseeseseessseesaesess V 9 Used to enter general requisition information that pertains to the entire document Requisition Shipping and Text cccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccecceeees V 14 Used to record shipping and invoice addresses and special vendor text information Requisition Header Text Comtinued cccccccccccccccccccccccccccceccccccccccccccccccceccccccccccecccceccccccccceceeeeseeees V 27 Used to record additional header text to a document ee Eo ETT o e E E E A E N E AEE V 29 Used to record sole source justification for the documents flagged with a sole source vendor Requisition Item Create Modify sisisscssssissesesnissssesstesesnsscesessesosnsecsieasesssnteseseveses
214. ete all Items Y Delete Undelete Item thru Item Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Track Accts Extnd Items Warns Basic Steps e Advance to Screen 268 e Type a valid master order number in the Action Line and press lt ENTER gt to display current document flag settings e Set re set document flags as desired and press lt ENTER gt to record purchase order flag changes Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Enter the document number to set reset flags Screen Information Cancel Delete 1 character Document Type Y if the document should be removed from the system Freeze Document 1 character Enter Y to restrict requisition from further activity Reopen Document 1 character Type Y if a document that has been closed should be returned to an open status so that additions and modifications may be processed Purchasing User Manual Page VII 28 Screen 268 Master Order Flag Maintenance cont d Delete all Items Delete Undelete Item thru Item Additional Functions PF KEYS PF7 Track PF9 Accts PF10 Extnd PF11 Items PF12 Warns Purchasing User Manual 1 character Enter Y if all items from the specified document should be marked for deletion by the system 5 digits Identify the specific line item or
215. exempt purchase followed by a zero and then press lt ENTER gt to have the system automatically assign a document number You may also manually assign the number using the following format xxxxnnn where xxxx represents the first department on the document and nnn is a sequentially assigned number logged by the department lat least one department is required to create an exempt purchase document A pop up window requesting departments and sub departments will then be displayed Type all Departments Sub Departments that will have accounts on this document Press lt PF4 gt to exit this pop up window Department Sub Department Pop Up Window Enter all Campus Codes and Departments SubDepartments that will have accounts on this document Dept ANTH_ n c o gt oO ue Il ITITTII 11 88 Press lt PF4 gt to Exit Once the system has returned to the exempt purchase header screen you will receive the message Document number will be created automatically above the Action Line Before you can close your exempt purchase order the primary department must be entered for each account on the document Vendor Information 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 next t
216. ext and deleted items Proc Func Item Desc Quantity Unit Price UOM Ext Price Cd 1 0 Welding Helmet 2 1 00 329 0000 EA 329 00 X _ 2 0 Welding Helmet 2 1 00 329 0000 EA 329 00 X 3 0 Welding Helmet 2 4 00 329 0000 EA 1316 00 X _ 4 0 Welder Millermat 2 00 4319 0000 EA 8638 00 X 5 0 Plasma Cutter Mi 2 00 3095 1100 EA 6190 22 X Enter PF1 PF2 PF3 PF4 PF5 PF 6 PF 7 PF8 PF 9 PF10 PF11 PF12 Hmenu Help EHelp Warns SE EE ESE LEE sss Purchasing User Manual Page VI 5 Screen 257 Requisition Line Item Copy Transfer cont d Basic Steps Copy Transfer Requisition Line Items to a New or Existing Document e Advance to Screen 257 e Type a valid requisition number on the Action Line and press lt ENTER gt e Tocreate a new document type a valid class in the New Class field a document prefix followed by a zero 0 in the Doc field and a category in the Cat field OR e To add to an existing document type the class and number of the document to which you wish to copy transfer e Enter a vendor ID and date if desired e Press lt ENTER gt to view a list of line items available for copy transfer e Indicate whether you wish to Copy or Transfer the selected line items e Press lt ENTER gt to copy transfer the items and create the new purchase document Requisition Copy Transfer Process Transfer Copy Functions There are two distinct func
217. ey to access an additional pop up window Payment by multiple accounts may be specified by a combination of a dollar amount and percentage of the line item balance Either the percentage of the line item balance or the amount paid by each account must be entered to process the line item information but the last account must show 100 This indicates 100 of any remaining money is paid from that account The total percentage amounts must equal 100 It is recommended that percentage be used rather than dollar amounts The actual payment distribution in Accounts Payable may be different from the information entered on the purchasing document 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 Inventory Part Number The inventory part number is used to define specific items within a department This is especially useful for supplies that are repeatedly ordered It may also be used to tie FAMIS purchasing information to departmental inventory records The inventory part number is based on the first department on the limited purchase document Departments may use Screen 234 to set up inventory part numbers When the part number is entered on Screen 241 LP Screen 224 PO Screen 254 RQ or Screen 236 EP its description is automatically filled in by the system This saves re typing the same
218. f 1 2 3 Basic Steps e Advance to Screen 241 e Type a valid limited purchase order number in the Action Line e Press lt ENTER gt to display existing line item information e Enter a valid account number support account number if used and object code e Enter a valid quantity unit of measure unit price and line item description and any other additional information needed e You may search for the desired commodity code by using Help typing at least three alpha characters or surround the item name by asterisks such as PAPER e Press lt ENTER gt to record the line item information Purchasing User Manual Page IlIl 12 Screen 241 Limited Purchase Item cont d Line Item Process Line Item Entry Documents may have up to 900 0 items The item number will default to 1 0 when the document is being created FAMIS automatically increments the item number by one for each additional item you need to enter on the document Use the decimal position of the item number to represent a text only item for the document Copy Account Number from Item to Item To copy the account number from item 1 to item 2 enter the information for the line item first then press PF10 instead of lt ENTER gt This copies all the accounts from the previous item to the current item Multiple Accounts When payment of an item is split across several accounts each account must be entered for that item Up to 40 accounts may be sp
219. ficient way to take the cursor back to the Screen field on the Action Line is by pressing certain keys For the 3270 terminals the correct combination is the ALT RULE keys On most PCs the HOME key on the numeric keypad will work Protected Area The Protected Area is the area of the screen that will not allow the user to enter information Typing information in the protected area may freeze the screen Use your reset key and then tab key to release your system when it freezes Action Line Context The Action Line is usually the first line of information on each screen The Screen field is used to navigate from screen to screen by entering the number of the screen desired Fields such as screen vendor voucher number account etc are often found on the Action Line Data that is entered on the Action Line will be carried in context from screen to screen until changed For example the GL account number 032365 is entered on the Action Line of the screen below 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 00
220. fies any FAMIS warnings Purchasing User Manual Page IIl 17 Close a Limited Purchase Order You should close the limited purchase document after all required information has been successfully entered in order to prevent changes from being inadvertently added Closing a document will also encumber the necessary funds It is possible to close and re open a limited purchase document multiple times in order to make changes as long as it has not entered the Routing and Approval System of FAMIS Screen 242 Limited Purchase Close 242 Limited Purchase Close 05 20 09 08 42 FY 2009 cc 02 Screen Doc A200043 Ion Process Doc Summary MH BUNKER SAND BM 52222 Doc Year 2002 Doc Date 06 24 2002 Cat LP State Dept RSPO Sub Dept Total Amt Vendor lvvvvvvvvv0 RILEY TRUCKING CO INC LDT Cd Reimburse Id FOB User Ref 301960 PISC All Items Received Y Date Received 06 24 2002 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next Item Route Recal Warns Basic Steps e Advance to Screen 242 e Type a valid limited purchase document number in the Action Line e Press lt ENTER gt to display existing document information e Type a Y in the pop up window to Close Document and press lt ENTER gt e Type a Y in the pop up window and press lt ENTER gt to submit to Routing and Approval or type an N and press lt ENTER gt The document will no
221. fiscal year 11 digits Identify the state requisition number assigned by the State to reference the purchase order 8 digits Enter the date the purchase order is created Will default to the current system date 8 digits Indicate the date by which the requested order is required 8 digits Identify the beginning date of an agreement or order as part of a maintenance agreement or blanket order 8 digits Indicate the last date of a maintenance agreement or blanket order 8 digits Enter the date the last change was made to the purchase order 8 digits Include the date the purchase order was made This can be modified once a date is entered A future date in this field is not allowed Help 2 characters Identify the document category which is used to define the accounting and receiving characteristics of the document 14 digits Include the user reference number Typically this is made up of the subsidiary ledger SL account number used for the order followed by the departmental reference number 6 digits Identify the state order number assigned by the State to reference the purchase order 20 characters Include the name of the person to contact regarding this purchase order 10 digits Indicate the area code and phone number for the contact person Page VI 11 Screen 220 Purchase Order Header Create Modify cont d Buyer Ph Research Y N Type Funds Ty
222. fort field is set to Y on Screen 311 Basic Steps Create a New Purchase Order Header e Advance to Screen 220 type a document prefix followed by zero 0 in the Action Line and press lt ENTER gt e Enter the vendor category department user reference type of funds type of order and document summary e Indicate whether or not the purchase items are for research emergency purchases or sole source purchases e Type additional information in the available fields as desired and press lt ENTER gt to record the purchase order information e If all information has been successfully entered the system assigned purchase order document number will be displayed in the Action Line Purchasing User Manual Page VI 9 Screen 220 Purchase Order Header Create Modify cont d Modify an Existing Purchase Order Header e Advance to Screen 220 e Type a valid purchase order number in the Action Line and press lt ENTER gt e Type modify valid data in the available fields as desired and press lt ENTER gt to record the information Purchase Order Process See Basic Concepts for further explanation of the following Automatic Purchase Order Creation Document Categories Vendor Search and Select PO Printing Notes 1 The Reason Not Awarded only prints if one or more bidding vendors are input 2 For Type Of Funds equal to F Federal the special text beginning with FDn Screen 313 will print
223. ginal exempt purchase order was processed 7 character digits Identify the exempt purchase document number prefix followed by a zero that instructs FAMIS to automatically assign a new document number 7 character digits Identify the existing exempt purchase document number to which you wish to copy line item information 4 digits Indicate the fiscal year in which items are purchased The field defaults to the current system fiscal year if left blank Help 2 characters Identify the category that defines the accounting and receiving characteristics of the document This field defaults to EP for exempt purchase orders 8 digits Indicate the date the new document is created Will default to the current system date if left blank Page IV 29 Screen 233 Copy Exempt Purchase to Exempt Purchase cont d Screen information Header Screen 1 character Enter Y to go to the header of the new document upon completion of the copy of line items Func Help 1 character Identify the function you wish perform on the selected line item s For example C to copy line items Item 5 digits Indicates the number of the specified document line item Desc 20 characters Displays a short description of the line item to be copied Quantity 9 digits Identifies the purchase quantity of the specified line item Unit Price 11 digits Indicates the line item price per unit of measure
224. haracters Displays the vendor s identification number and name 11 digits Shows the ID number of the individual who is being reimbursed for items already purchased Page VIII 42 Doc FY Doc Amt User Ref Status Amt Inv Doc Date Route St Amt Vchr Class Oth A P Src Inv Forced Category USAS Doc Type Req Delivery Date LP Received Purchasing User Manual Screen 278 Document Inquiry cont d 4 digits Indicates the fiscal year in which the document is processed 15 digits Displays the total dollar amount for document 14 digits characters Shows the user reference that is used to identify the subsidiary ledger SL account number for the order followed by the departmental reference number 2 characters Indicates the activity status of the document For example In Process IP Closed CL Deleted DL and Completed CO 15 digits Displays the total dollar amount invoiced for the document 8 digits Identifies the date the document was processed by the system 2 characters Displays a purchasing document s status in the Routing and Approval System 15 digits Shows the total dollar amount vouchered 1 character Identifies the class code of the document 2 characters Shows any additional accounts payable source 1 character Y indicates an invoice has been forced for the document selected 2 characters Defines the accounting and rec
225. hase order from which you wish to copy line items on the Action Line and press lt ENTER gt e Type the limited purchase document prefix followed by a zero 0 in the New Doc field and press lt ENTER gt e Indicate whether or not you wish to advance to the limited purchase header Screen 240 after copying items to the new document e Type a C next to the item s you wish to copy to the new document e Press lt ENTER gt to create the new limited purchase order with the copied item information Copy Limited Purchase Items to an Existing Document e Advance to Screen 245 e Indicate the limited purchase order from which you wish to copy line items on the Action Line and press lt ENTER gt e Type the limited purchase order to which you would like to copy the line item s e Indicate whether or not you wish to advance to the limited purchase header Screen 240 after copying items to the specified document e Type a C next to the item s you wish to copy to the specified document e Press lt ENTER gt to copy the line items to the document Purchasing User Manual Page III 27 Screen 245 Copy Limited Purch Order to Limited Purch Order cont d Document Copy Process Automatic Limited Purchase Order Creation FAMIS will automatically assign the seven character limited purchase order number This is accomplished by entering the limited purchase prefix followed by a zero 0 in the Doc field Purchasing prefix value
226. hased will be delivered Page III 9 Screen 240 Limited Purchase Header cont d Name Addr City State Zip Country Phone Fax Invoice To Address Nbr Name Addr City State Zip Purchasing User Manual 30 characters Enter the name of the department to which items purchased will be delivered Will be filled in automatically if an Address Nbr is specified 120 characters digits Indicate the street address to which items purchased will be delivered Will be filled in automatically if an Address Nbr is specified 20 characters digits Enter the name of the city where purchases are to be delivered Will be filled in automatically if an Address Nbr is specified 2 characters Include the state code 9 digits Enter the ship to zip code 3 characters Identify the ship to country code if outside the United States 10 digits Include the phone number of the contact person where items will be shipped 10 digits Include the fax number Help 3 digits Identify the code which identifies the address to which items purchased will be billed 30 characters Identify the name of the department to which items purchased will be billed Will be filled in automatically if an Address Nbr is specified 120 characters Indicate the street address to which items purchased will be billed Will be filled in automatically if an Address Nbr is
227. hich purchased goods will be transported delivered 14 digits Identify the user reference number which is used to indicate the subsidiary ledger SL account number used for the purchase followed by the departmental reference number 1 character Indicate whether or not Y or N all items purchased have been received 8 digits Identify the date the items purchased were received Required if Y is entered in All Items Received field Help 3 digits Indicate the code which identifies the address to which items purchased will be delivered 30 characters Identify the department to which items purchased will be delivered This will be filled in automatically if an Address Nbr is specified 120 characters digits Type the street address to which items purchased will be delivered This will be filled in automatically if an Address Nbr is specified 20 characters Indicate the city to which items purchased will be delivered This will be filled in automatically if an Address Nbr is specified 2 characters Enter the state to which items purchased will be delivered This will be filled in automatically if an Address Nbr is specified 9 digits Identify the zip code to which items purchased will be delivered This will be filled in automatically if an Address Nbr is specified 3 characters If shipment is to be made outside the United States enter the country code This wi
228. icates the line item number on the specified document Page VI 7 Screen 257 Requisition Line Item Copy Transfer cont d Desc Quantity Unit Price UOM Ext Price Proc Cd Additional Functions PF KEYS PF12 Warns Purchasing User Manual 20 characters Displays a short description of the line item to be copied 9 digits Identifies the purchase quantity of the specified line item 11 digits Indicates the line item price per unit of measure 3 characters Represents the unit of measure for the specified line item 12 digits Reflects the total extended price of the item as computed by the system 1 character Indicates the processing code if the requisition needs special processing or has been transferred to a Purchase Order See the Appendix for an explanation of the standard PF Keys Warnings Displays any FAMIS warnings Page VI 8 Create Modify a Purchase Order Header The purchase order was designed to identify items requested for purchase that must first be processed by the purchasing office The first step in creating a purchase order involves specifying header information pertaining to the entire purchase order regardless of individual line item information You may use Screen 220 to enter this general purchase order information Header information typically includes the document category the originating and when necessary supporting departments people to contact and suggeste
229. ich defines the accounting and receiving characteristics of the requisition Purchasing User Manual Page VI 25 User Ref St Req Contact Person Ph Buyer Ph Research Y N Type Funds Type Order No Last Print Date Sole Source Emergency Doc Summary Purchasing User Manual Screen 226 Purchase Order Document Close cont d 14 digits Displays the user reference number which is made up of the subsidiary ledger SL account number used to pay for the order followed by the user assigned reference number 11 digits Indicates the state requisition number assigned by the State to reference the purchase order 20 characters Displays the name of the person to contact regarding the purchase 10 digits Indicates the area code and phone number for the purchase order s contact person 3 characters Identifies the initials of the buyer for the purchase 10 digits Indicates the area code and phone number of the buyer for the purchase order 1 character Indicates whether or not Y or N the purchase items are intended for research purposes 1 character Shows the type of funds to be used for the purchase of the requested item s 4 characters Indicates the type of order to be placed for the requested item s 3 digits Shows the number of changes that have been made to this purchase order document 8 digits Indicates the date the document was last pri
230. ill see the first department sub department that you have security access to The department sub department fields can be changed to another department sub department that is on the document and will display if you have proper access e Indicate the function type for the F field Add A Update U or Delete D e Enter the appropriate source code in the Src field The valid values are Source Code Description c CMBL F FAMIS H HUB N NO LIST Select an Source Cd or Press lt PF4 gt to Quit Purchasing User Manual Page Il 13 Screen 217 Good Faith Effort Response Purchase Orders cont d e If the source code and part of the bidder vendor s name is entered in the State ID field a pop up screen displaying matching names from the source data will appear For example if you type C CMBL in the Src field and type A in the State ID field to find a bidder vendor with a name beginning with that letter a matching list displays Screen 217 Good Faith Effort Response Purchase Orders 217 Good Faith Effort Response Purchase Orders 05 19 09 15 27 FY 2009 CC AB Screen Doc P000024 Dept Sub Dept FISC_ GFE Bids Solicited _ F Srce State ID Vendor Name Gn Eth Rsp Amount Bid Aw _ N KYLE INC F N N ilvvvvvvvvv8 KYLE AND COMPANY IN CARE OF FI F B 10 00 _ F 2vvvvvvvvv7 A amp W WELDING F HI N END OF DATA Reported Date 02 14 2006 Enter PF1 PF2 P
231. in Board allows each campus to post notices regarding Purchasing information and updates for their users This is updated on Screen 305 B21 Purchasing Campus Bulletin Board B21 Purchasing Campus Bulletin Board 05 19 09 PAGE 1 OF 5 15 45 03 Screen Page 1_ DEADLINES Purchase Requisitions for FY 2009 and 2010 FY 2009 and FY 2010 requisitions received after the deadlines will be processed after requisitions that have met the specified dates and funding requirements The deadlines do not guarantee that lead time for delivery is adequate for all commodities or services If a 9 1 09 delivery is desired on FY 2010 funded purchases please indicate the need on the requisition and every effort will be made to accommodate the request Goods Services Purchase Requisition Type Date Purchase Requisition Required 100 000 or more and not under A amp M State Contract 5 18 2009 gt 5 000 but lt 100 000 amp not under A amp M State Contract 6 1 2009 gt 5 000 amp under A amp M State Contract 8 3 2009 Dates are for FY 2009 and FY 2010 funded procurements Continued on page 2 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Prev Next Exit Purchasing User Manual Page l 12 Purchasing Bulletin Boards cont d Campus specific purchasing information such as policy changes training opportunities screen updates or important deadlines may be viewed on Screen B21 Information for Screen B
232. ine items you want to copy Press lt ENTER gt to copy the selected items Purchasing User Manual Page V 37 Screen 247 Copy Documents to Requisition cont d Requisition Copy Transfer Process Transfer Copy Functions There are two distinct functions on this screen Function C allows a line item to be copied to either an existing document or create a new document for the item Function T allows a line item to be transferred to an existing document or create a new document for the item When an item is transferred the transfer is noted in the document tracking system The encumbrances created for the source document will be liquidated when the To document is closed After transferring items on the source document cannot be updated Once a line item has been transferred it will be marked with an X in the Proc Cd column and can only be copied to other documents Items that are copied are not tracked and encumbrances for the source document are not liquidated Copying an item does not affect the ability to update the source item Only requisitions may be created by this screen Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Enter the desired requisition document number Item 4 digits Indicate the item number to be positioned on the first line of the display From Vendor 25 characters Provides the name of the vendor fro
233. ing document notes e Add or modify text in the available lines as desired e Press lt ENTER gt to record the information Document Notes Entry Process Enter Document Notes When notes have been entered regarding the limited purchase the top line will automatically show the enterer and the date the entry was made Page through Text The F B E field is used to scroll through all of the lines of text added on Screen 244 Entering an F will scroll one page forward Entering a B will scroll one page backwards Entering an F will take you to the end of the document notes Purchasing User Manual Page III 25 Screen 244 Limited Purchase Note Text cont d View Document Notes When notes are attached to document items they may be viewed with the NOTES PF Key indicated at the bottom of certain screens The document header and all items that have notes attached will display the word NOTE at the top of these screens Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Enter the limited purchase document number to be modified Item 4 digits Indicate the item number for the note Screen Information Position at line 3 digits Enter a line number to be positioned at the top of the screen Line 3 digits Shows the line number of the description Description 45 characters 99 lines Type a complete description
234. ins and the liability account used The code is translated through a table into a conversion rate Cycle Two or more programs that are run in a specific sequence D Data Data are representations such as characters to which meaning might be assigned They provide information and can be used to control or influence a process This term is not synonymous with information Information is data to which meaning has been assigned Database The collected information that is accessible to the computer for processing Data Control The tracking of input processing and output and the comparing of actual results to expected results in order to verify accuracy Data Element HELP An on line feature that assists the user by providing immediate information about any particular field on a screen Purchasing User Manual Page IX 34 Appendix Glossary cont d Data Entry A means for adding information into the system Default The value that the system will assign if no other value is entered Default Mandatory Flag indicating whether the transfer is mandatory If no value is entered in the detail lines for this field the transfer will be flagged with the default value after pressing lt ENTER gt Delete Flag A data element whose condition signifies that a document will be permanently removed from the database during the next archive cycle Demand Voucher Voucher to be paid during the next Check Cycle Diagnostic Message HELP
235. ions and purchase orders 268 Master Order Flag Maintenance scccccccssssssccccceeessesssnceeeeesssssnncceeeeessessscceeeeesseesesssceeeeeeeeees Used to perform maintenance to a master order document or its items A document may be canceled deleted frozen or reopened Document items can be deleted on this screen 269 Master Order Note FOX cvvsiisccsscesscsents stvssccnsseusstsscscsssesssscesssesssesssaceunvacevesedededsdssssaeteaonnsssssecscsteess Used to add informational notes to document items 271 Documents Closed But Not Routed ssssccccccsssssseeecscccssssseeecsccasssseesessceassesecseceeoesseeeessoooaess Provides list of all documents that are closed but have not gone through the routing process 272 DOCUMENTS By Status ics sicsccccceacecsccnadccecscacccacasedecccccacsssatasssnsedsnudsssenessetasntaasbnenessaaseanendaseadacaansease Provides list of all documents sorted by their status codes 275 Incomplete Receiving INVOICING scccssssccsssssccsssscccsssccesesscceesssneeeesseseceseeecessneeeessneesessneseeseas Used in determining why a payment has not been made 276 Document Inquiry Line Items W Paid AMOUNMS ssccssssccessssecessssccessseecessseceessseeeeessaeeeesnes Displays a document s line items having paid amounts Selection of a line item will pass control to Screen 279 277 DOCUMENT INQUIFY DY CAMPUS sicssciecisisedesecndsdsdcscdedasscssesosesevadesevessesuvecadcre
236. is not allowed 2 characters Identify the document category which is used to define the accounting and receiving characteristics of the exempt delegated purchase document It will be filled in automatically by the system 1 character Y indicates a State account is used for this purchase Help 5 characters Indicate the department for the primary account responsible for the purchase Help 5 characters Indicate the sub department for the primary account responsible for the purchase 15 digits Displays the total dollar amount of all items that have been added to this document This field is blank until items are entered against this document 50 characters Include a brief description of the entire purchase 11 digits Indicate the FAMIS vendor identification number Help 2 characters Include the Legal Descriptive Text codes used to identify any special instructions that need to be added to the purchase 11 digits Identify the vendor ID number to whom the reimbursement check should be made out if the items were paid for at the time of purchase Page IV 12 Screen 235 Exempt Delegated Header cont d FOB User Ref Allitems Received Date Received Ship To Address Nbr Name Addr City State Zip Country Phone Purchasing User Manual Help 2 characters Indicate the freight code defining conditions by w
237. is specified 10 digits Include the phone number of the contact person where items will be shipped Filled in automatically if an Address Nbr is specified 10 digits Include the fax number Filled in automatically if an Address Nbr is specified Help 3 digits Enter the address number code for the address where items purchased are to be billed 30 characters digits Identify the name of the department to which items purchased are to be billed Filled in automatically if an Address Nbr is specified 30 characters digits 4 lines each Indicate the street address to which items purchased are to be billed Filled in automatically if an Address Nbr is specified 20 characters digits Enter the name of the city where the invoice is to be sent Filled in automatically if an Address Nbr is specified 2 characters Include the state code Filled in automatically if an Address Nbr is specified 9 digits Enter the invoice to zip code Filled in automatically if an Address Nbr is specified 3 characters Identify the country code where the invoice is to be sent if outside the United States Filled in automatically if an Address Nbr is specified 10 digits Include the phone number of the contact person for the invoice Filled in automatically if an Address Nbr is specified Page V 16 Screen 251 Requisition Shipping and Text cont d FAX Text codes Additional Text Lines More text lines
238. isplay on Screen 278 1 character Identifies the class of the document Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L 1 character An asterisk indicates there are notes attached to the document 7 character digits Identifies document numbers for the class of document specified 3 characters Displays the initials of the buyer for the purchase document 18 characters Identifies the name of the vendor the items were purchased from 11 digits characters Displays the user reference which is used to identify the subsidiary ledger SL account number used for the order followed by the departmental reference number 6 digits Indicates the date the document was set up on the system 5 characters Displays the sub department associated with the purchase document 10 digits Shows the total dollar amount of all line items for the document See the Appendix for an explanation of the standard PF Keys Print Used to print document information from FAMIS using Entire Connection See the FAMIS Entire Connection User s Manual for greater details Invoice Used to view the invoice details Receiving View the receiving information associated with the selected document Page VIII 26 Screen 271 Documents Closed but Not Routed cont d PF7 Audit PF8 Accts PF10 Headr PF11 Items PF12 Track Purchasing User Manual Audit View the audit
239. ke to copy the item s e Indicate whether or not you wish to advance to the exempt purchase header Screen 235 after copying items to the specified document e Type a C next to the item s you wish to copy to the specified document e Press lt ENTER gt to copy the line items to the document Purchasing User Manual Page IV 28 Screen 233 Copy Exempt Purchase to Exempt Purchase cont d Document Copy Process Automatic Exempt Purchase Order Creation FAMIS will automatically assign the seven character digits exempt purchase order number This is accomplished by entering the exempt purchase prefix followed by a zero 0 in the Doc field Purchasing prefix values are set by the FAMIS Services Team using Screen 854 However you may view these values using Screen 855 The newly assigned exempt purchase order number will be displayed after all items have been successfully copied to the new document Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc Item From Vendor From Doc FY New Doc OR Existing Doc Cat Dt Purchasing User Manual 7 character digits Identify the exempt purchase order document number from which you wish to copy line item information 4 digits Indicate the item number to be copied 25 characters Shows the name of the vendor from which the items were purchased 4 digits Identifies the fiscal year in which the ori
240. l automatically be filled in The department for each account used in the requisition must be entered on the header You can check the department on each account by using Screen 6 or Screen 29 Purchasing User Manual Page Ill 7 Screen 240 Limited Purchase Header cont d Once the system has returned to the limited purchase header screen you will receive the message Document number will be created automatically above the Action Line 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 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 next to the desired vendor and press lt ENTER gt to select the vendor and return to Screen 240 Press PF4 if you wish to return to Screen 240 without selecting a vendor The vendor is not required to create a new limited purchase order but it must be entered before the document may be closed LDT Codes Legal Descriptive Text LDT codes specify certain attributes of the purchase as a whole Typing a question mark in the LDT Cd field and pressing lt ENTER gt will access a pop up window with a complete list of valid codes Type an X next to the code to be applied to the purchase and press lt ENTER gt to select an LDT code and return to Screen 240 Press PF4 to return to Screen 240 without
241. l display if you have proper access e Indicate the function type for the F field Add A Update U or Delete D e Enter the appropriate source code in the Src field The valid values are Source Code Description CMBL FAMIS HUB NO LIST Select an Source Cd or Press lt PF4 gt to Quit Purchasing User Manual Page Il 18 Screen 343 Good Faith Effort Response Vouchers cont d e If the source code and part of the bidder vendor s name is entered in the State ID field a pop up screen displaying matching names from the source data will appear For example if you type C CMBL in the Src field and type A in the State ID field to find a bidder vendor with a name beginning with that letter you will see a matching list displayed Screen 343 Good Faith Effort Response Vouchers 343 Good Faith Effort Response Vouchers 05 19 09 15 48 FY 2009 CC AB Screen ____ Voucher 0600002 Dept Sub Dept FISC_ GFE Bids Solicited _ F Sre State ID Vendor Name Gn Eth Rsp Amount Bid Aw _ F 2vvvvvvvvv9 AAA COMPUTER SUPPLIES M BL B 100 00 _ C 2vvvvvvvvv6 GUERLAIN GERALDINE M HI N H l1vvvvvvvvv4 HUCKSTER PACKAGING amp SUPPLY IN F WO B 101 50 _ N BABER B 101 00 Y _ F 2vvvvvvvvv4 KYLE KAREN R H i1vvvvvvvvv9 OLSEN amp GUERRA LUMBER COMPANY M HI N _ N JAKERS SUPPLY CO M AI B 105 00 _ _ C 2vvvvvvvvv7 MARTINEZ CONSTRUCTION COMPANY M HI R ACA END OF DATA Reported Dat
242. lays the responsible accounts for the particular document item and their portion of the item total 5628 End of accounts on document R R400007 Account Distribution cc FY Account Amount Purchasing User Manual Page IX 20 Appendix Standard PF Keys cont d Itm Ext Itm Notes Left More Desc Item Extended Information Show detail information about the specific item ordered i e quantity unit of measure unit price and commodity code a ee E A a a a aa a A k k Document Item Extended Information Document R400007 1 6 GB FORMATTED USEABLE FAST SCSI 2 DISK Item 1 0 Date Created 09 22 93 Quantity 1 00 Last Modified 10 06 93 UOM EA Unit Price 1 515 0000 Commodity 20534 Extended Price 1 515 00 Tax Pre Cd x Print PF4 Exit ee Na a a ee ee oe 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 kkkkkkKkKk Note Text e 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 Scroll Left Some windows are made up of several a
243. le line Text entered here will be displayed on Screen B21 Basic Steps e Advance to Screen 305 and press lt ENTER gt to view existing campus specific purchasing notices e Type valid notices in the space provided and press lt ENTER gt to record e Advance to Screen B21 to view the information Field Descri ptions Required Help PF2 or Field Help Available Screen Information Page __ Delete 4 digits Identify the page number of the bulletin board to be modified This will default to page 1 Add modify the information that is to appear on the Purchasing Campus Bulletin Board Screen B21 1 character Type Y to delete existing purchasing notices Enter the text to be displayed on Screen B21 Purchasing User Manual Page I 13 Purchasing Bulletin Boards cont d Screen B21 Information PAGE_OF_ A digits Shows the page number currently displayed and the number of pages available Page_ 2 digits Identify the page number of the bulletin board to be displayed This will default to page 1 The information typed on Screen 305 will be displayed Displays the text entered on Screen 305 Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys PF12 Exit Exit Press key to terminate your FAMIS session Purchasing User Manual Page l 14 Purchasing Basic Concepts Concept of a Purchase Document The FAMIS Pu
244. led in by the system Purchasing User Manual Page IIl 13 Screen 241 Limited Purchase Item cont d Processing Codes See Basic Concepts for further explanation These codes are used to tell the system about any special processing the item may need Valid processing codes include the following Processing Codes Meaning Normal Processing Treats this item as a NO CHARGE item Treats this item as a TRADE IN or a REDUCTION IN INVENTORY Vendor Discount Not all TAMUS Members use this M code Valid Object Codes Use of Revenue Object Codes Typically we only think of expense object codes being used on limited and exempt purchase order line items However there are instances where you might need to use a revenue code For example let s say that your department is sponsoring a seminar and you take in money for registration You deposit all of this money using a specific revenue object code but someone cancels their registration and you need to issue them a refund You can use the same revenue object code on your limited or exempt purchase order to generate their refund without having to pull funds from somewhere else This is only allowed when Screen 310 is set to include revenue codes No encumbrances are generated when a revenue code is used Part Number and Description Maintenance Screen 234 is used to maintain the part numbers and descriptive text to be displayed Screen 234 Part Description Mainte
245. livery date for the good serviced ordered 3 digits characters Describes any special vendor terms or discounts for the order Page VI 45 Screen 219 Purchase Order and Master Order Vendor Modify cont d FOB 2 characters Indicates the freight codes which define the conditions by which purchased goods will be transported delivered Ship Handle 3 characters Not currently used Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF9 Notes Notes Used to add notes to the documents Purchasing User Manual Page VI 46 Renumber Purchase Order Line Items You may find it necessary to renumber the line items on your document This is especially useful if the document contains deleted line items Renumbering your document allows you to clean up the display and print out by putting deleted line items at the end instead of interspersed throughout the listing Purchase document line items may be renumbered using Screen 218 Screen 218 may be used to renumber on all purchasing documents including Limited Purchases Exempt Purchases Requisitions Master Orders and Purchase Orders Screen 218 Renumber Line Items 218 Renumber Line Items Screen Doc R700010 test test item 2 test aa test bb test cc test yy test zz test abc another test item test dd CWO WDADUBWNHE m Hmenu Help EHelp PNWENRPRPRRPW Item Desc Quantity OoNOWOOCOOCOFRW
246. ll be filled in automatically if an Address Nbr is specified 12 digits Include the phone number for the contact person at the address where items are being shipped This will be filled in automatically if an Address Nbr is specified Page IV 13 Screen 235 Exempt Delegated Header cont d Fax Invoice To Address Nbr Name Addr City State Zip Country Phone Fax Additional Functions PF KEYS PF8 ADDR Purchasing User Manual 12 characters Enter the fax number for the contact person at the address where items are being shipped This will be filled in automatically if an Address Nbr is specified Help 3 digits Include the code which identifies the address to which items purchased will be billed This will be filled in automatically if an Address Nbr is specified 30 characters Enter the name of the department to which items purchased will be billed This will be filled in automatically if an Address Nbr is specified 120 characters digits Identify the street address to which items purchased will be billed This will be filled in automatically if an Address Nbr is specified 20 characters Indicate the city to which items purchased will be billed This will be filled in automatically if an Address Nbr is specified 2 characters Enter the state to which the invoice will be sent This will be filled in auto
247. llection of related transactions entered into the system with a header record and control totals usually prepared by one person or subsystem feed Batch Interface A type of interface where one system generates transactions to be batched for input into another system BBA See Budget Balance Available Beginning Balance Balances posted during implementation Budget A plan of revenue and expenditures for an accounting period expressed in monetary terms Budget Balance Available BBA That portion of budget funds that is unspent and unencumbered Budget Fiscal Year Budgets are prepared in one fiscal year for the next fiscal year The default is always the next fiscal year when using any Budget Preparation screen Budget Pattern Used to group individual object codes or ranges into budget categories to establish new fiscal year budget Tracks current and past year account activity in order to develop the new fiscal year budget Budget Pool A budget summarized at significant levels of revenue or expense A single pool of money defined for use by specific object codes Budget Version Various versions of a budget can be created and names for comparative purposes Buying Account Account which is allowed to purchase from a specific selling account via an interdepartmental transfer Capital Assets cash means property resource Cash Coins currency checks and anything else a bank will accept for immediate deposit
248. lp Available Action Line Doc Screen Information Ship To Address Nbr Name Addr City State Purchasing User Manual 7 character digits Identify the requisition document number to be modified Help 3 digits Indicate the address number code which identifies the address to where items purchased are to be delivered 30 characters Identify the name of the person or vendor items are to be shipped to Filled in automatically if an Address Nbr is specified 30 characters digits 4 lines each Indicate the street address to which items purchased will be delivered Filled in automatically if an Address Nbr is specified 20 characters digits Enter the name of the city where purchases are to be delivered Will be filled in automatically if an Address Nbr is specified Filled in automatically if an Address Nbr is specified 2 characters Include the state code Filled in automatically if an Address Nbr is specified Page V 15 Screen 251 Requisition Shipping and Text cont d Zip Country Phone FAX Invoice To Address Nbr Name Addr City State Zip Country Phone Purchasing User Manual 9 digits Enter the ship to zip code Filled in automatically if an Address Nbr is specified 3 characters Identify the ship to country code if outside the United States Filled in automatically if an Address Nbr
249. m Create Modify Screen Doc M900119 Item _1 0 Quantity UOM Unit Price Discount Extended Price Master Order 20 00 EA 75 0000 1500 00 20 00 EA 75 0000 Status Line Mg Commodity 961 48 Proc Cd _ Cost Ref 1 2 3 Part Nbr Desc Holter Analysis Back Up TIBH _ no equipment provided test code 009274 More Desc Y N _ More Items Y N _ Print Line Y Item Deleted Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next Notes CAcct Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Identify the document number for which you want to add modify item information Item A digits Include the item number to be created or modified Screen Information Quantity 10 digits Indicate the purchase quantity of the specified line item Purchasing User Manual Page VII 15 Screen 264 Master Order Line Item Create Modify cont d UOM Unit Price Discount Extended Price Commodity Proc Cd Cost Ref 1 2 3 Part Nbr Desc TIBH More Desc Y N More Items Y N Purchasing User Manual Help 4 characters Enter the Unit of Measure for the specified line item to be printed on the master order 16 digits Indicate the dollar amount to be paid per unit of measure specified Help 7 charact
250. m Page F B E _ 4 5 5 5 Pdesc Purchasing Document Description Additional description for purchasing document items may be seen by pressing this PF Key ITEM Description yellow sticky note pads assorted sizes including 15 2 1 2 in X 2 1 2 in pads 9 2 1 2 in X 1 in pads 9 3 1 2 in X 4 in pads Rdesc Receiving Item Description Displays a window where additional receiving item descriptions may be added modified ITEM Description ONLY 1 2 OF EXPECTED ORDER ARRIVED WITH THIS_ SHIPMENT PLEASE NOTIFY MS MARTHA MALLARD AS SOON AS REMAINING SUPPLIES ARE RECEIVED SO THAT THEY MAY BE DISTRIBUTED TO DEPARTMENT HEADS _ Purchasing User Manual Page IX 22 Appendix Standard PF Keys cont d Right Scroll Right Some windows are made up of several adjacent panels These will be designated by the word Panel appearing in the window Pressing this key scrolls the panel to the right Ship Shipping Address Displays the Ship To and Invoice To addresses for the document x k Required Shipping and Text Information Document P400013 Ship To Address Nbr Invoice To Address Nbr Name DEPARTMENT OF CHEMISTRY Name DEPARTMENT OF CHEMISTRY City COLLEGE STATION State TX City COLLEGE STATION State TX Zip 778433255 Country Zip 778433255 Country PH FAX PH FAX l l l
251. m which the items were originally purchased From Doc FY 4 digits Identifies the fiscal year in which the original purchase document was created New Doc 7 character digits Identify the document prefix followed by a zero that instructs FAMIS to automatically assign a new requisition number OR Existing Doc 7 character digits Identify the existing requisition number you wish to copy items to FY 4 digits Indicate the fiscal year items are purchased in The field defaults to the current system fiscal year if left blank Purchasing User Manual Page V 38 Screen 247 Copy Documents to Requisition cont d Cat Dt Screen Information Header Screen Func Item Desc Quantity Unit Price UOM Ext Price Proc Cd Additional Functions PF KEYS PF11 AdDpt Purchasing User Manual Help 2 characters Identify the document category that defines the accounting and receiving characteristics of the requisition 8 digits Indicate the date the new requisition or purchase order is created Will default to the current system date if left blank 1 character Indicate if Y or N the system should advance to the header of the new document after line items are copied Help 1 character Identify the function to be performed items should be copied C from the source document to the new or existing document specified or leave
252. matically if an Address Nbr is specified 9 digits Identify the zip code for the invoice address This will be filled in automatically if an Address Nbr is specified 3 characters If invoice is sent to an address outside the United States enter the country code This will be filled in automatically if an Address Nbr is specified 12 digits Include the phone number for the contact person at the billing address This will be filled in automatically if an Address Nbr is specified 12 characters Enter the fax number for the contact person at the billing address This will be filled in automatically if an Address Nbr is specified See the Appendix for an explanation of the standard PF Keys Address Displays vendor s address and additional vendor information Page IV 14 Screen 235 Exempt Delegated Header cont d PF5 Next Next Advances to the next screen PF9 Notes Document Notes Notes Used to enter free form notes about the purchase These are on line reference notes regarding the document They will not be printed PF11 Additional Departments AdDpt Allows the addition of 10 extra departments sub departments that will have approval and accounts on this document Purchasing User Manual Page IV 15 Create Modify Exempt Purchase Items Screen 236 is used to enter information for each item on the exempt purchase document This screen is also used to make any necessary change
253. mation that pertains to the entire master order such as category departments contact and vendor are input on Screen 260 Master Orders can only have a document category of MQ or MD Screen 260 Master Order Header Create Modify 260 MO Header Create Modify MMM VETERINARY SUPPLY CO 05 20 09 14 29 FY 2009 cc 02 Screen Doc M900170 Vendor lvvvvvvvvv4 Total Amount 40514 00 lt lt Dates gt gt Doc Year 2009 Document 07 02 2008 Cat mo User Ref 270650 M009 Required Contact Person LYLA LAWRENCE Ph 979 862 1111 Start 09 01 2008 Buyer CKA ASH ASHLEY Ph 979 845 3333 End 08 31 2009 No Print Doc N 07 02 2008 Change f Dept VTEA_ SubDept Doc Summary PROPOFLO RAPINOVET Vndr Quote Vndr Ref CAMMIE CARSON 505 999 8888 Delivry Dt 08 31 2009 Terms N 30 FOB DP Ship Handle ___ Rsp Bidding Vendor Vendor Contact Cd Bid Amount MMM VETERINARY SUPPLY CHANCE CASWELL 40514 00 TW MEDICAL VETERINARY SUPPLY__ SUE SHAW 41280 00 SCHERR ANIMAL HEALTH NR Reason not Awarded to Low Bidder Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Addr Next Notes VTerm AdDpt Basic Steps Create a New Master Order Header e Advance to Screen 260 e Type a document prefix followed by zero 0 in the Action Line and press lt ENTER gt e Enter the department vendor category and document summary e Type additional information in th
254. ment ExEq Used to enter information about any existing equipment the requested item will be used in conjunction with Purchasing User Manual Page V 30 Enter the Requisition Line Item Description Sometimes there is not enough space to type in the whole description for the items you have entered on Screen 254 When this happens you may have to use Screen 255 to add more information Screen 255 can hold up to ninety nine additional lines of text about your line item Any text you enter on this screen will appear on the purchase order when printed There is no word wrap feature To prevent a word from being split between two lines use the TAB key to advance to the next available text line Screen 255 Requisition Item Description 255 Req Item Description 05 20 09 10 44 FY 2009 cc 02 Screen ____ Doc R903336 Item _1 0 of 4 Line Description Page F B E F 1 Model 15 Portable Lapping Machine 15 Varia 2 ble speed 0 120 RPM lapping machine with__ 3 electronic control see attached quote for__ 4 complete specifications 5 6 7 8 9 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 255 e Type a valid requisition number on the Action Line and press lt ENTER gt to display existing requisition text e Add or modify requisition text in the available fields as desired and press
255. ment Earnings Distribution Element of Instit Cost __ Sub El __ Acct Pct Restricted _ Acct Pct Payroll Acct Analysis Acct Pct Bond Issue Acct Pct Accountant Responsible 2uuuuuuu5 Acct Pct PRINCE PAULA P Subcode Edits Interest Exempt _ Low High Match Interest Exempt Reason __ 1101 2099 N Interest GL Acct 2102 2999 N Capital Campaign 1 4000 4993 N 4995 5993 N 5995 5999 N Comments TO ESTABLISH AN ACCOUNT TO ADMINISTER TEXAS GUARANTEED STUDENT LOAN CORPORATION FUNDS INTEREST WILL BE EARNED Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next Screen 8 SL Attributes 2 008 SL Attributes 2 05 20 09 09 35 FY 2009 CC 02 Screen ___ Account 270190 MAINTENANCE amp REPAIR DEPARTMENT Element of Cost __ Sub El __ Foreign Tvl 5 Gen Exp Bud _ Effort Category USVC_ Rev Pledged _ Restricted _ Salary Sav Dist Pyrl Acct Anal 5012 Fac Salary Sav Dist Int Exempt _ Int Exe Reason __ Fac Savings Form 500 Interest Acct Grad Savings Form 500 Obj Trans Subcode Edits Bond Issue Cat Type Low High Match Budget Sort Gift Fee Exempt A R Clerk Cd GCP Constr Proj Accountant Resp 8uuuuuuu9 GRANT GEORGE G Title to Equip Comments TO ACCOUNT FOR INCOME AND EXPENSES Cost Ref 1 Cost Ref 2 Cap Campaign 8 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8
256. n These are on line reference notes and will not be printed Copy Account Used to copy account information from the previous item to the current item All dollar amounts are left blank and require either amount or percentage for a new item to be specified Multiple Accounts Used to add as many as forty accounts for a specified item Page V 22 Close a Requisition You should close your requisition after you have entered all of the required information This prevents further changes from accidentally being made to your requisition Closing your document will also encumber the funds you have requested to pay for the purchase You may close and re open your document multiple times in order to make changes as long as it has not yet entered the Routing and Approval System of FAMIS Screen 256 Requisition Document Close 256 Requisition Document Close 05 20 09 10 40 FY 2009 cc 02 Screen Doc R903442 lt lt Dates gt gt Document 04 20 2009 Cat RO User Ref 3019700001 St Req Start Contact Person ANDREW ADDISON Ph 979 845 6655 End Buyer Ph Required 05 20 2009 Research Y N N Type Funds L Type Order LOC Change No 00 Last Print Date Sole Source N Emergency N Doc Summary RH REPLACEMENT CHAIRS Total Amount Untransferred Total Ion Process Budget Balance Override _ Session 1586JC Date 05 20 09 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10
257. n TBPC The GFE screens are Screen 246 Limited Purchases Screen 217 Purchase Orders Screen 343 Vouchers Screen 232 Exempt Purchases does not participate in the controls and NEXT functionality Three of these screens 246 232 and 217 are in Purchasing while the fourth Screen 343 is in Accounts Payable The fields displayed on each of the screens are the SAME although the screen title and number reflects the type of document used In some instances these screens protect the State ID field once an entry has been made If all the vendor fields are protected and the screen is full you need to use the PF8 Add key to add additional vendors When a Purchasing document is closed and or completed no further information can be entered on Screens 217 232 or 246 Either the Purchasing Screens 217 232 246 OR the Accounts Payable Screen 343 may be used but not both Set GFE Controls for LP and PO Documents Control fields on Screen 311 set options regarding the use of GFE with LP and PO documents To change the values of these fields a Change Enhancement must be submitted The form can be found on the FAMIS website http tamus edu offices famis Purchasing User Manual Page Il 3 Good Faith Effort Basic Concepts cont d The GFE control fields are P O Good Faith Effort Required LP Good Faith Effort Required The first field controls processing for Purchase Order documents PO while the second controls
258. n Line e You must enter a status code For example In Process IP Closed CL Deleted DL Completed CO and Transferred TR e Press lt ENTER gt to view a list of all documents in your department that match the status code entered e Type an X in the SL field to select a document and press lt ENTER gt to advance to Screen 278 where detailed information will be displayed e Place the cursor in the SL field next to the desired document number and use the PF keys at the bottom of the screen to view additional document information Field Descri ptions Required Help PF2 or Field Help Available Action Line Dept Help 5 characters Enter the department whose documents you would like to display SubDept Help 5 characters Identify the sub department to be included in the display Class Help 1 character Enter the desired class of document Purchasing User Manual Page VIII 28 Screen 272 Documents by Status cont d Doc 7 character digits Include the first document number to be displayed Status Help 2 characters Enter a status code to limit the display Valid values are IP In Process CL Closed DL Deleted CO Completed TR Transferred Route Status Help 2 characters Signify which routing status code to display Valid routing status codes include RJ Rejected returned to creator RC Recalled in cr
259. n the Action Line e Press lt ENTER gt to display current flag settings e Modify flags as necessary e Press lt ENTER gt to record exempt purchase flag changes Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Identify the document number on which flags will be set re set Purchasing User Manual Page IV 24 Screen 238 Exempt Purchase Flag Maintenance cont d Screen Information Additional Functions Purchasing User Manual Cancel Delete Document Freeze Document Reopen Document Delete all Items Delete Undelete Item thru Item Complete PO PF KEYS PF7 Track PF8 CnciR PF9 Accts PF10 Extnd PF11 Items PF12 Warns 1 character Indicate Y or N if the document should be removed from the system 1 character Indicate Y or N if the document should be restricted from further activity 1 character Identify Y or N if a document that has been closed should be returned to an open status so that additions and modifications may be processed 1 character Indicate Y or N if all items from the specified document should be marked for deletion by the system 5 digits Identify line item or first item in a range of items you wish to delete undelete 5 digits Enter the specific line item or the last item in a range of items on the
260. nal Purchase Order Header Text Additional instructions pertaining to the purchase order that do not have an assigned text code in FAMIS may be entered using Screen 222 Ninety nine lines of additional text may be entered using this screen Text is entered without a wrap around feature To prevent a word being split between two lines use the TAB key to advance to the next available text line Screen 222 Purchase Order Header Text Continued 222 PO Header Text Continued 05 20 09 13 51 FY 2009 CC 02 Screen ___ Doc P904494 Position at line __ of 9 Line Additional Text 1 TEXAS A amp M UNIVERSITY IS ISSUING THIS PURCHASE 2 ORDER FOR A DATA AQUISITION SYSTEM FOR THE___ 3 DEPARTMENT OF MECHANICAL ENGINEERING 4 5 DELIVERY MATERIAL REQUIRED ON OR BEFORE 6 JUNE 30 2009 7 8 DEPARTMENT CONTACT BEN BROMLEY 9 979 847 9999 15 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 222 e Type a valid purchase order number in the Action Line and press lt ENTER gt to display existing purchase order text e Add or modify text in the available fields as desired and press lt ENTER gt to record the information Purchase Order Text Entry Process Page through Text The F B E field is used to scroll through all of the lines of text added on Screen 222 Enter an F to scroll one page forward Enter a B
261. nance 234 Part Description Maintenance 05 19 09 11 20 FY 2009 CC 02 Screen Dept CHEM_ Part Nbr BX0465 2 Delete _ Text 175 13 60091 0 BENZOYL CHLORIDE 1L Bx0465 2 Please enter text in UPPER and LOWER case Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Purchasing User Manual Page Ill 14 Screen 241 Limited Purchase Item cont d TIBH Texas Industries for the Blind and Handicapped The TIBH field is used to indicate the reason that TIBH was or was not used as the vendor for the bid purchase This field is optional unless it is set to be required on a campus by campus basis If the TIBH flag is set the TIBH field is required on both Screen 224 and Screen 241 The field is also available on Exempt Documents Screen 236 but it is not required even if the TIBH required flag is set TIBH reporting must be done on the commodity code level Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc item Screen Information Item St Account Qty UOM Unit Price Disc Ext Price Purchasing User Manual 7 character digits Identify the limited purchase document number to add or modify line item information 4 digits Enter the item number to be created or modified 4 digits The number assigned to this line item 2 characters Shows
262. nce to delete the line items Tab to the Item to Delete Undelete field and enter the number of the item you wish to delete Pressing lt ENTER gt will delete the specified line item from the document B Return to Screen 227 and use the line item in the original document which will be marked with an X in the Processing Code field and COPY it to the correct document Purchasing User Manual Page VI 35 Screen 227 Purchase Order Line Item Copy Transfer cont d Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Doc Item From Vndr To Vndr New Class Doc OR Exist Class Doc Cat Vndr Dt Purchasing User Manual 7 character digits Enter the document number from which you want to copy or transfer items 4 digits Type the item number to be positioned at the top of the source document 25 characters Provides the name of the vendor from which the items were originally purchased 25 characters Shows the name of the vendor to which the items will be copied transferred Help 1 character Identify the class code for the document to be created 7 character digits Enter the document prefix followed by a zero to instruct FAMIS to automatically assign a new document number Help 1 character Identify the class code of the existing document you are copying or transferring to 7 ch
263. nd press lt ENTER gt Type only the document prefix to view a list of documents for a specific class Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Identify the document number to be displayed Screen Information CL 1 character Shows the class of the document Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L Purchasing User Manual Page VIII 54 Screen 291 Document Tracking Cross Reference cont d To Document 7 character digits Displays the document number the item was transferred to To Item 3 digits Identifies the item number on the document it was transferred to From Cls 1 character Identifies the class of document the document item was transferred from From Document 7 character digits Identifies the document number the item was transferred from From Item 3 digits Identifies the item number on the document from which the item was transferred Action 7 characters Designates the type of action that was taken against the document Action Date 6 digits Date the action was performed on the document Action Time 4 digits Time the action was performed on the document By User 7 characters digits Indicates the user ID of the person performing the action on the document Additional Information PF KEYS See the Appendix for an explanation of the
264. ndicate the date the new document is created Will default to the current system date if left blank Page III 28 Screen 245 Copy Limited Purch Order to Limited Purch Order cont d Screen information Header Screen Func Item Desc Quantity Unit Price UOM Ext Price Proc Cd Additional Functions PF KEYS PF11 AdDpt Purchasing User Manual 1 character Signify whether or not Y or N the system should take you to the header of the new document upon completion of the copy of line items Help 1 character Identify the function i e copy line items you wish perform on the selected line item s 5 digits Indicates the number of the specified document line item 16 characters Displays a short description of the line item to be copied 7 digits Identifies the purchase quantity of the specified line item 11 digits Indicates the line item price per unit of measure 3 characters Represents the unit of measure for the specified line item 11 digits Reflects the total extended price of the item as computed by the system 1 character Indicates the processing code showing whether or not the item has been transferred to another document See the Appendix for an explanation of the standard PF Keys Additional Departments Allows the addition of 10 extra departments sub departments that will have approval and accounts on this requisition Page III 29 Scr
265. ndor agreement for Quantity Pricing MQ or discount off list price MD Since funds are not encumbered separate requisitions category BO will have to be issued to purchase on the Master Order BO Blanket Order references a Master Order A blanket order requisition issued to buy items on an existing Master Order MD or MQ that would have originally been set up ona requisition sent over as category BU BE Blanket Order Encumbered A blanket encumbered requisition issued for estimated quantities with funds encumbered You can order off this Blanket Order the entire term of the contract without issuing another requisition Purchasing usually creates a PO not a Master Order for this purchase Purchasing User Manual Page l 16 Purchasing Basic Concepts cont d Purchasing Office uses these categories for Master Orders MD Master Order DISC Master Order based on a discount from the vendor MQ Master Order QTY Master Order based on quantity Entering this category will prevent you from ordering a quantity greater than that specified Automatic Purchase Document Numbering FAMIS will automatically assign the 7 character document number This is accomplished by entering the designated prefix followed by a zero 0 in the Doc field on the Action Line The valid prefixes are established by FAMIS Services and can be viewed on Screen 855 The assigned document number will automatically be displayed on the Action Line after all of the d
266. ne Line Description 1 gt gt Note entered 05 06 09 BY CQNWAY CARLA 2 REOPENED PO TO ENTER DELIVERY SCHEDULE 3 4 5 6 7 8 9 Page F B E Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 P PF12 Hmenu Help EHelp PItem NItem Use item number 0 0 to enter notes for the entire purchase order Basic Steps e Advance to Screen 229 e Type a valid purchase order number in the Action Line and press lt ENTER gt to display existing document notes e Add or modify document text in the available space as desired and press lt ENTER gt to record the information Requisition Notes Entry Process Page through Text The F B E field is used to scroll through all of the lines of text added on Screen 229 Entering an F will scroll one page forward Entering a B will scroll one page backwards Entering an E will end the editing session and take you to the next required purchase document screen View Purchase Document Notes When notes are attached to document items they may be viewed with the NOTES PF Key indicated at the bottom of the FAMIS screens The document header and all items that have notes attached will display the word NOTES at the top of the screens Purchasing User Manual Page VI 41 Screen 229 Purchase Order Note Text cont d Field Desc ri ptions Required Help PF2 or Field Help Available Ac
267. next screen and continue adding vendors on the blank lines available If all the vendor fields are protected and the screen is full you need to use the PF8 Add key to add additional vendors Purchasing User Manual Page Il 15 Screen 217 Good Faith Effort Response Purchase Orders cont d Basic Steps Advance to Screen 217 Type a document number on the Action Line and press ENTER Enter desired modifications and press ENTER to record changes Press PF5 to advance to Screen 226 to close the document and route it Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Type the document number to be displayed Screen Information Dept Sub Dept Help 5 characters Identify the department and or sub department for the document GFE Bids Solicited 1 character Src Enter an N to indicate that no Good Faith Effort was solicited 1 character Type the desired modification code A Add U Update D Delete 1 character Include the source code Valid values are C CMBL F FAMIS H HUB N No List State ID 11 digits Identify the State Identification number Vendor Name 30 characters Enter the vendor s name 1 character Type the gender code for the bidder vendor Valid values are M Male F Female Purchasing User Manual Page Il 16 Screen 217 Good Faith Effort Resp
268. nit of measure 10 digits Indicates the total item amount as calculated by the system 10 digits Shows the quantity of items received 8 digits Identifies the date the line item was received 10 digits Displays the quantity of items invoiced Page VIII 44 Screen 278 Document Inquiry cont d Date Invcd Matched Date Mtchd Panel 3 INV UOM Paid Quantity Paid Amount Remaining Balance 8 digits Signifies the date the line item was invoiced 10 digits Indicates the quantity of matched items 8 digits Shows the date the line item was matched 4 characters Identifies the invoiced unit of measure This field is filled in each time an invoice posting occurs to this line It comes from Screen 342 Each subsequent posting will overly this value 10 digits Shows the quantity paid 10 digits Shows the amount paid 10 digits Identifies the remaining amount to be paid Additional Information PF KEYS PF5 Inve PF6 Recv PF7 DIPrt PF8 Accts PF9 Print Purchasing User Manual See the Appendix for an explanation of the standard PF Keys Invoice Used to view the invoice details Receive View the receiving information associated with the selected document Download Print Allows you to download the screen information through Entire Connection See the FAMIS Entire Connection User s Manual for details Accounts Shows the a
269. nt 1 character Signify whether or not Y or N the requisition should be restricted from further activity Purchasing User Manual Page V 33 Screen 258 Requisition Flag Maintenance cont d Reopen Document 1 character Specify whether or not Y or N a document that has been closed should be returned to an open status so that additions and modifications may be processed Delete all Items 1 character Identify whether or not Y or N all items from the specified document should be marked for deletion by the system Delete Undelete 5 digits Item Enter the specific line item or the first item in a range of items on the requisition you wish to delete thru Item 5 digits Identify the specific line item or the last item in a range of items on the requisition you wish to delete If you are only deleting a single line item place the same line item number in this field as well as the previous field Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF7 Track Track Shows the action taken on a document PF9 Accounts Accts Identifies the account s used Press PF5 to see if there is any over budget message displayed PF10 Document Header Extended Information Extnd Shows extended information for the document PF11 Items Items Displays the line items on the document PF12 Warnings Warns Identifies any FAMIS warnings
270. nt in the ship to address 1 character Indicate if the Bid To address should print for the limited instead of the Order From address for the vendor 10 characters digits Include printer forms code for special output Purchase Order Information Vndr Purchasing User Manual 30 characters Displays the name of the vendor on the purchase order Page VI 51 Screen 215 Print Purchase Document cont d Document Dt Cat User Ref Buyer Dept SubDept Print Doc Doc Summary Additional Functions PF KEYS Purchasing User Manual 8 digits Shows date the document was created 2 characters Identifies the category found on the Purchasing tables which is used to set certain control information Values are EP Exempt Purchase LP Limited Purchase RO Regular Order 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 3 characters 15 characters Shows initials and name of the buyer 5 characters Indicates the department of the primary account responsible for the document 5 characters Shows the sub department of the primary account responsible for the bid document 1 character Y indicates document was to be printed 50 characters Displays a brief summary of the document as a whole See the Appendix for explanations of the standard
271. nted 1 character Indicates whether or not Y or N the merchandise requested is a sole source item i e whether or not only one vendor may fulfill the order 1 character Reflects whether or not Y or N this is an emergency purchase 50 characters Displays a brief summary of the document which will be seen on inquiry screens Page VI 26 Screen 226 Purchase Order Document Close cont d Total Amount 17 digits Identifies the total dollar amount required for purchase of the requested item s Untransferred Total 17 digits Shows the total dollar amount that has not been transferred to a purchase order Close Document 1 character Type Y to close the document Budget Balance 1 character Override Enter Y if the purchase will be allowed to exceed the available budget Session 6 characters Identifies the batch session number associated with the accounting for the master order Date 8 digits Displays the date the document was closed Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF5 Next Next Advances to the next required screen PF6 Item Item Displays the document inquiry pop up window to view all items for the document PF7 Route Document Route Sends a closed document through the routing and approval process PF12 Warnings Warns Identifies any FAMIS warnings Purchasing User Manual Page VI 27 Additio
272. nter general master order information pertaining to the entire document Master Order Shipping and Textiisc ccc cccnsccscecscecadtcacdceccctcesssastcccesestessasiececssccscecsbececesasscncssesccesssseacecads Vil 11 Used to add shipping and invoicing addresses and special vendor text information Purchasing User Manual Page IX 10 Appendix Purchasing Screens List cont d 262 Master Order Header Text Continued ccccccccsssssscceccccssssseccccceasssseecessccassseeesesscoesssseessseanees Used to enter additional header text to a master order document 263 Master Order Sole SOURCE sccsscsscccssccscccccccasaaascsascasscssasasssasscesacesacdsisabondbssabebsbeedbesstsessessesseusteeesesss Used to record sole source justification for the master order flagged with a sole source vendor 264 Master Order Line Item Create MOGify cssccessccsseeeesceeeseeeseseeeeeeeseeeeseesasceseseeseesenseeeseeeas Used to enter information that pertains to individual line items on the master order 265 Master Order Item Description ccccccccssseccccceccecceccccenesescsssnssssssssseccseccscssscsccceeesssssssssssssssees Used to enter up to 99 lines of additional item text 266 Master Order Close isisiccs hecisassccsiccsessdesesasececatassdescccdusvscsccacueasesceseessvessscvanesededssssisesccexsessssszecsaseaes Use to close a master order document Closing the document allows it to be printed and referenced by requisit
273. nting bids If the catalogue form is needed when printing a range you must specify the catalogue flag on Screen 216 Because of the limitations of on demand print if a range of numbers is printed the program will print only bids or only catalogue orders based on the flag on Screen 216 This would require printing the bids then changing the catalogue order flag and then printing the catalogue orders For batch printing the catalogue orders will be separated to print on a different forms code based on the catalogue flag Purchasing User Manual Page V 6 Requisitions Basic Concepts cont d Change a Requisition Sometimes you may need to make changes to your requisition However changes may only be processed when the requisition is reopened To reopen a document advance to Screen 258 and set the Reopen Document flag to Y If changes are made which affect any amount adjustments will be made in the encumbrance when the document is closed again If the document is already in the routing and approvals system it must be recalled from your out box in order to open it You may open and close re open and close your document as many times as is necessary before you send it into the routing and approval system of FAMIS But you may need to make changes to it after it has already been sent into routing For example you may need to change an account object code on a document after you have closed it and sent it into routing However befor
274. nts and sub departments Enter all Department Sub Departments that will have approval and accounts on this document At least one department is required to create a requisition Press lt PF4 gt to Exit and return to Screen 250 Enter all Campus Codes and Departments SubDepartments that will have accounts on this document Dept SubDept cc ANTH_ 02 CLLA_ 02 Press lt PF4 gt to Exit The creator s default department will automatically be filled in The department for each account used in the requisition must be entered on the header You can check the department on each account by using Screen 6 or Screen 29 Catalogue Orders Catalogue orders are determined by typing Y in the Catalogue Order field You may wish to set up a separate prefix for catalogue orders This can be done by contacting FAMISHELP or the FAMIS Hotline This is recommended for those who are using on demand print It will prevent the need to print a range of numbers twice For a catalogue order type the prefix usually C then zero 0 in the Doc field You will also need to type Y in the Catalogue Order field This Catalogue Order flag is displayed on Screen 220 and is required to be entered on Screen 410 For on demand print when only one document is printed the programs will default to the Bid Catalogue form based on the catalogue flag on the document For a range of documents the program will default to pri
275. nts such as a bid document or a purchase order Screen 257 allows you to retrieve a requisition previously entered and copy its line items to an existing or newly created purchase document Whenever a purchase order is created or added to as a result of line item transfer s from either a requisition via Screen 257 or a bid originating from a requisition via Screen 417 a notification will be sent to the requisition creator s in box This change has been made in an effort to better communicate the change of status from a requisition to a purchase order to the departments This communication comes in the form of an FYI in the requisition creator s inbox The requested action of the FYI will indicate Ntfy Trnsfr The routing document will contain a routing note indicating gt gt Item Transfer on 03 20 07 to Doc xxxxxxx The specific line items used to create the purchase order are not shown in this notification however The user can continue to see the specifics of the transfer by viewing Screen 290 or using the PF12 Track key via Screen 280 Screen 280 shows the most detail All other existing notifications will continue to be sent Screen 257 Requisition Line Item Copy Transfer a 257 Req Line Item Copy Transfer 07 23 08 16 47 FY 2008 CC 02 Screen ___ Doc R804112 Item From Vndr To Vndr New Class _ Doc FY 2007 Cat Vndr Dt or Exist Class _ Doc Header Screen _ Document has 5 items including t
276. ny amount adjustments are made in the encumbrances when the document is closed again If the document was submitted to routing when it was closed it cannot be re opened without recalling the document from routing Purchase Orders Purchase orders are encumbered by FAMIS In most cases a purchase order is established by the purchasing department transferring items from a requisition When a purchase order document is closed the system checks to see if this purchase order was created from the process of transferring a requisition If it was the system releases the encumbrances from the requisition and establishes new encumbrances under the purchase order number If a requisition is transferred to a bid document the encumbrances remain under the requisition number until the purchase order resulting from that bid is created and closed User Reference Number The user reference number entered on the header of the requisition is transferred to the purchase order Therefore the encumbrances will contain the same user reference number for both the requisition and purchase order Open Commitment Screens Screen 20 OC 10 Digit List This screen lists the encumbrances at the object code level It shows a summary amount for a specific object code and the detail which make up the total Purchasing User Manual Page l 20 Purchasing Basic Concepts cont d Screen 21 OC File List All encumbrances for a 6 digit account are lis
277. o the desired vendor and press lt ENTER gt to select the vendor and return to Screen 235 Press PF4 if you wish to return to Screen 236 without selecting a vendor The vendor is not required to create a new exempt purchase order but it must be entered before the document may be closed LDT Codes Legal Descriptive Text LDT codes specify certain attributes of the purchase as a whole Type a question mark in the LDT Cd field and press lt ENTER gt to access a pop up window with a complete list of valid codes Type an X next to the code to be applied to the purchase and press lt ENTER gt to select the code and return to Screen 235 Press PF4 to return to Screen 235 without selecting a code Purchasing User Manual Page IV 11 Screen 235 Exempt Delegated Header cont d Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Doc Screen Information Doc Year Order Date Cat State Dept SubDept Total Amt Doc Summary Vendor LDT Cd Reimburse ID Purchasing User Manual 7 character digits Identify the exempt delegated purchase order document number to be created modified 4 digits Indicate the fiscal year the document was created NOTE This field always defaults to the current system fiscal year 8 digits The date the limited purchase is made This can be modified once a date is entered A future date in this field
278. ocument header information has been successfully entered Vendor Concepts and Search A vendor search may be done on any screen with a Vendor field by typing an asterisk and pressing lt ENTER gt to view vendors See the Vendor User s Manual for further explanation Ship To and Invoice To Address Codes Using the Ship To and Invoice To address codes saves time during document entry Standard codes are coordinated with the State of Texas GSC or current equivalent at the State For example TAMU Purchasing Office assigns code numbers and then sends a note to the State of Texas GSC asking that the codes be added to their database Both fields use the same codes You can view and choose the codes by typing a question mark in the appropriate fields When you press lt ENTER gt the address information will be displayed You can change the address on individual documents in the following manner e Using the code selection display the address e Blank out the address code e Change the address as you wish you may add a contact person or a room number etc e This change will be for this purchase document only and will not update the standard address Purchasing User Manual Page l 17 Purchasing Basic Concepts cont d Multiple Accounts for a Line Item When payment of an item is split across several accounts each account must be entered for that item Up to 40 accounts may be specified for an item by using the PF11 K
279. ocument flag settings e Set reset document flags as desired and press lt ENTER gt to record purchase order flag changes e Ifyou are completing the purchase order type Y in the Complete PO field and press lt ENTER gt When the pop up window appears confirm or cancel the completion If a document is cancelled or uncancelled you must enter a reason in the pop up window provided Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Enter the document number for which flags will be set reset Screen Information Cancel Delete 1 character Document Type Y if the document should be removed from the system Freeze Document 1 character Enter Y if the purchase order should be restricted from further activity Reopen Document 1 character Type Y if a document that has been closed should be returned to an open status so that additions modifications may be processed Delete all Items 1 character Enter Y if all items from the specified document should be marked for deletion by the system Delete Undelete 5 digits Item Specify the specific line item or the first item in a range of items on the document you wish to delete thru Item 5 digits Identify the specific line item or the last item in a range of items on the document you wish to delete If you are only deleting a single line item plac
280. on Process Create Limited Purchase Order Document Numbers Type a document prefix usually an L abbreviation for limited purchase followed by a zero 0 to have the system automatically assign a document number and then press lt ENTER gt You may also manually assign the number using the following format xxxxnnn where xxxx represents the first department on the document and nnn is a sequentially assigned number logged by the department Enter Departments A pop up window for entering departments and sub departments is displayed The user s department code will automatically display when the security record for the user has a Home Dept Sub code that matches entity security At least one department is required to create a limited purchase document Type all departments sub departments that will have accounts on this document Up to 10 extra departments sub departments can be added on the header of a limited purchase order document that will have approval and accounts This pop up window also allows you to split purchase orders between two or more accounts with different department subdepartment codes Press lt PF4 gt to exit this pop up window Department Sub Department Pop Up Window Enter all Campus Codes and Departments SubDepartments that will have accounts on this document Dept SubDept CHEM _ IIIT IIT 88 Press lt PF4 gt to Exit The creator s default department wil
281. on windows assigned to various function keys that are designated at the bottom of each screen 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 inquiry screen from 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 See Additional Inquiry Pop up Windows section for explanation of the function assigned to the key Inquiry Screen 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 xxx Account Distribution I cc FY Account Description Amount WEA E R R aca cica en l AM 1996 330001 00000 4050 GIGI S TEST ACCOUNT 48 64 AM 1996 330001 00000 4010 GIGI S TEST ACCOUNT 11 23 Total all Accounts 59 87 PF3 Back to 280 PF4 Exit PF5 BBA Purchasing User Manual Page IX 13 Appendix Document Inquiry Pop Up Windows cont d Audit Audit Displays a window summarizing document activity
282. onor who specifies the condition that the principal not be spent Purchasing User Manual Page IX 35 Appendix Glossary cont d Endowment Income The income generated by investing the principal of an Endowment Fund Entry Code The initial three digit code on a transaction that denotes the transaction type This code which is mandatory for all FRS transactions is predefined by the system It is also known as the Transaction Code Expended Depleted used up Expense Cost disbursement payments F FA See Financial Accounting Feed Transactions from other systems that are transferred to the FRS Field That part of a control record transaction or established for displaying or entering information File A storage area established within a computer system or database for organizing similar kinds if data Financial Accounting FA A Financial Records System application that balances the General and Subsidiary ledgers while providing a complete audit trail of all transactions Financial Records System FRS A system that supports the financial record keeping and reporting of a college or university Flag A data element used to set controls or conditions on a process or program Freeze Flag A data element whose condition signifies that new transactions cannot be posted This includes no feeds or invoice postings for this document FRS See Financial Records System FTE Full time Equivalents Used by the B P P Sys
283. onse Purchase Orders cont d Eth Rsp Amount Bid Aw Reported Date Additional Functions PF KEYS PF5 Next PF7 Resn PF8 Add Purchasing User Manual Help 2 characters Identify the ethnicity of the bidder vendor Al American Indian AS Asian BL Black HI Hispanic WO Woman Owned Help 1 character Include the appropriate response code B Bid Received N No Response R Responded No Bid 14 digits Enter the bid amount if no response code is entered or enter B and the amount The amount can only be entered for a B response 1 character Y indicates awarded Only one bid may be awarded for a list 8 digits Displays the date reported See the Appendix for explanations of the standard PF Keys Next Advances to the next required screen Screen 226 Reason Code Displays a pop up to enter or display the reason code that no GFE was solicited Add Used to make additional entries if the screen is full and the vendor fields are protected Page Il 17 GFE Response Vouchers Screen 343 is used to capture Good Faith Effort GFE information for Vouchers Vouchers should not be used if the purchase order or limited screens are used The purpose is to detail vendor bid information for addenda reporting for the Governor s semi annual HUB reporting The data from this screen is used to create st
284. op up will indicate the change The Source cd will be changed from F to N Press ENTER to Continue Purchasing User Manual Page Il 23 Screen 232 Good Faith Effort Response Exempt Purchases cont d e If the vendor is not on either the CMBL file the HUB file or the FAMIS file the vendor can be added by typing N in the Src field You must enter a name in the Vendor Name field e Each entry must have either a response code in the Rsp field or an amount in the Amount Bid field You may also enter B in the Rsp field and an amount in the Amount Bid field Screen 232 Good Faith Effort Response Exempt Purchases 232 Good Faith Effort Response Exempt Purchases 05 19 09 15 52 FY 2009 CC AB Screen Doc E590011 Dept Sub Dept FISC_ GFE Bids Solicited _ F Sre State ID Vendor Name Gn Eth Rsp Amount Bid Aw F 2vvvvvvvvv3 A amp M COMPUTING H ilvvvvvvvvv8 A amp W OFFICE SUPPLY INC F 2vvvvvvvvv9 AAA COMPUTER SUPPLIES F 2vvvvvvvvv9 AAA COMPUTER SUPPLIES C 2vvvvvvvvvl ATTEBERRY CONTRACTING CLAYTON END OF DATA Reported Date Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Resn Add Basic Steps e Advance to Screen 232 e Type adocument number on the Action Line and press ENTER e Enter desired modifications and press ENTER to record changes Field Desc ri ptions Required Help
285. or Search and Select Vendor search and selection is available for all Vendor ID numbers If the vendor address entered is different from the vendor file information a pop up window appears requesting address verification The user may decide to use the file information or keep the address entered Purchasing User Manual Page V 8 Create Modify Requisition Headers The first step to creating a requisition involves specifying header information pertaining to the entire order regardless of individual line item information You may use Screen 250 to enter this general requisition information Header information typically includes the document category the originating and when necessary supporting departments people to contact and suggested vendors Screen 250 Requisition Header Create Modify 250 Req Header Create Modify 05 20 09 10 10 NOTES FY 2009 cc 02 Screen ___ Doc R903047 Doc Year 2009 Total Amount 55295 00 lt lt Dates gt gt Document 03 23 2009 Cat RO User Ref 245040 2470__ St Req Required 06 30 2009 Contact Person ARTIE ANDREWS Ph 979 845 2222 Start Buyer __ Ph End Research Y N Y Type Funds L Type Order HIED Change No 00 Print Doc _ Dept OCNG_ SubDept Attachments _ Doc Summary ISOTOPIC CARBON DIOXIDE ANALYZER Sole Source Y N Y Emergency Y N Y Catalogue Orde Y N N lt lt Suggested Vendors gt gt Vn ID lvvvvvvvvv0 or FEI Vn ID or F
286. or a B response 1 character Y indicates awarded Only one bid may be awarded for a list 8 digits Displays the date reported See the Appendix for explanations of the standard PF Keys Reason Code Displays a pop up to enter or display the reason code that no GFE was solicited Add Used to make additional entries if the screen is full and the vendor fields are protected Page Il 25 Screen 232 Good Faith Effort Response Exempt Purchases cont d Purchasing User Manual Page Il 26 Section Ill Limited Purchase Information Purchasing User Manual Page IIl 2 Limited Purchases Basic Concepts A limited purchase screen is entered to capture information that pertains to the purchase of merchandise that is below a certain dollar amount and does not require a formal bid by the central purchasing office For each limited purchase entered into the system you will use the following screens 240 Limited Purchase Header 241 Limited Purchase Items 242 Limited Purchase Close Additional screens which may be used are 243 Limited Purchase Flag Maintenance 244 Limited Purchase Note Text Information required to enter a limited purchase will need to be acquired in order to complete the transaction This information consists of the following e Department for which this purchase is originating and any additional departments that may be splitting this purchase e Vendor if known prior to making the purchase I
287. or an explanation of the standard PF Keys Invoice Used to view the invoice details Receive View the receiving information associated with the selected document Audit Information View the audit information for the selected document Page VIII 14 Screen 284 Document Browse by User Reference cont d PF8 Accts PF9 PIP PF10 Headr PF11 Items PF12 Track Purchasing User Manual Accounts Shows the account distribution used for the document selected PIP Shows the PIP documents Header Shows the document header information that was entered when the document was Created Items Lists the line item information for the document Track Allows you to track the routing history of the selected document Page VIII 15 Document Browse by 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 o view completed documents type Y in the Completed Docs field Screen 285 Document Browse by Vendor 285 Document Browse By Vendor 05 20 09 3 0 PM MICROAGE FY 2009 cc 02 Screen ___ Vendor lvvvvvvvvv2 Class P Doc All Mail Codes _ SCN M First LLT Doc C Dept Doc Summary Buy Date User Ref Amount St _ P P200710 2 CLVM SAR FOSS HE JAW 10 02 01 135002 2251 DL _
288. or is not on either the CMBL file the HUB file or the FAMIS file the vendor can be added by typing N in the Src field You must enter a name in the Vendor Name field e Each entry must have either a response code in the Rsp field or an amount in the Amount Bid field You may also enter B in the Rsp field and an amount in the Amount Bid field Screen 343 Good Faith Effort Response Vouchers 343 Good Faith Effort Response Vouchers 05 19 09 15 48 FY 2009 CC AB Screen ____ Voucher 0600002 Dept Sub Dept FISC_ GFE Bids Solicited _ F Sre State ID Vendor Name Gn Eth Rsp Amount Bid Aw _ F 2vvvvvvvvv9 AAA COMPUTER SUPPLIES M BL B 100 00 _ C 2vvvvvvvvv6 GUERLAIN GERALDINE M HI N H i1vvvvvvvvv4 HUCKSTER PACKAGING amp SUPPLY IN F WO B 101 50 _ _ N BABER B 101 00 Y _ F 2vvvvvvvvv4 KYLE KAREN R H i1vvvvvvvvv9 OLSEN amp GUERRA LUMBER COMPANY M HI N _ N JAKERS SUPPLY CO M AI B 105 00 _ _ C 2vvvvvvvvv7 MARTINEZ CONSTRUCTION COMPANY M HR a _ F 2vvvvvvvvv5 AAA COMPUTER SUPPLIES M B Y _ C 2vvvvvvvvvl ATTEBERRY CONTRACTING CLAYTON _ A END OF DATA Reported Date Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Resn Add Basic Steps e Advance to Screen 343 e Type adocument number on the Action Line and press ENTER e Enter desired modifications and press ENTER to record changes Field Descri ptions Required Help PF2
289. order to supply descriptions valid values and suggested actions l IDT Interdepartmental Transfer Indirect Updating The automatic posting of real dollar activity to a GL Balance Sheet account as a result of a direct transaction Inquiry Screen A screen which only displays information and cannot be used for entering data Interface A communication link between data processing systems or parts of systems that permits sharing of information Purchasing User Manual Page IX 37 Appendix Glossary cont d Interfund Borrowing The transfer of an asset or liability from one fund to another J JCL See Job Control Language Job Control Language JCL A problem oriented language used in IBM that expresses the statements of a processing job It is also used to identify the job or describe its requirements usually to an operating system Journal Entry A non cash transfer of dollars between two or more accounts L Ledger A collection of account records for an organization FRS contains two ledgers the GL balance sheet and the SL revenue and expense See also General Ledger and Subsidiary Ledger Liability Account In AP a GL account that is credited for the liability when a voucher is processed Any GL account that accepts a transaction creating a liability Liquidate Reduce encumbrance through payment pay off debt M Map Code A five digit attribute code in an SL account indicating the GL Fund ID to which it
290. originating this requisition as well as any additional departments that may be splitting this order e The CATEGORY which is used to define certain accounting and receiving characteristics about the requisition must be identified prior to processing the requisition Type a question mark in the document category field Cat and press lt ENTER gt to access a pop up window with a complete list of valid document categories Type an X next to the desired category and press lt ENTER gt to select the category and return to the screen Some of the valid categories are explained below RO BU Regular Order Category used for Requisitions and Purchase Orders with regular processing usually has a three way match Blanket Unencumbered A category of BU on your requisition instructs Purchasing to establish a vendor agreement for Quantity Discounts MQ or discount off list price MD Since funds are not encumbered separate requisitions category BO will have to be issued to purchase on the Master Order Purchasing User Manual Page V 3 Requisitions Basic Concepts cont d BO Blanket Order referencing a Master Order The category BO identifies a blanket order that is issued to buy items referenced on an existing Master Order MD or MQ that would have been set up through a requisition sent to Purchasing with a category of BU BE Blanket Order Encumbered A blanket encumbered requisition category of BE is issued for ord
291. ould have originally been set up on a purchase order sent over as category BU BE Blanket Order Encumbered Blanket encumbered purchase order issued for estimated quantities with funds encumbered You can order off this Blanket Order the entire term of the contract without issuing another purchase order Purchasing usually creates a PO not a Master Order for this purchase XX Other Any purchase order category that has been set up specifically for your operation User reference which is a unique identifier assigned by your department for tracking this purchase order Type of Funds which indicates the highest restricted fund used for purchases i e state local and Type of Order which classifies the order based on Type of Funds Will the items being purchased be used for research isthe merchandise requested a sole source item If so Screen 223 Sole Source needs to be completed Is this an emergency purchase The Vendor Identification Number or Federal Employer Identification number for your suggested vendors is required The Vendor Identification number can be found on the system Address for shipping and invoicing are required Description of items All accounts that will be responsible for the purchase of the items on the purchase order Purchasing User Manual Page VI 4 Copy Transfer Requisition Line Items The Purchasing Office uses Screen 257 to copy or transfer requisitions to new purchase docume
292. ound l PF4 Exit PF9 Bid PF10 Remit PF11 Order PF12 Main 4 99 nn Purchasing User Manual Page Il 9 Screen 246 Good Faith Effort Response Limited Purchases cont d e When a bidder vendor is selected the data is pulled from FAMIS and the screen fields are populated with available data If you change any data on a line the program changes the source field to N as it no longer matches the original source When the Src field is changed to an N a pop up will indicate the change shown below Otherwise the data displayed is protected from update The Source cd will be changed from F to N Press ENTER to Continue e If the vendor is not on either the CMBL file the HUB file or the FAMIS file the vendor can be added by typing N in the Src field You must enter a name in the Vendor Name field e Each entry must have either a response code in the Rsp field or an amount in the Amount Bid field You may also enter B in the Rsp field and an amount in the Amount Bid field Screen 246 Good Faith Effort Response Limited Purchases 246 Good Faith Effort Response Limited Purchases 05 19 09 15 19 FY 2009 CC AB Screen Doc L550027 Dept Sub Dept FISC_ GFE Bids Solicited _ F Src State ID Vendor Name Gn Eth Rsp Amount Bid Aw _ F 2vvvvvvvvv1l CHRIS C CARSON _ N SAM SMITHSONIAN _ C 2vvvvvvvvvl ATTEBERRY CONTRACTING CLAYTON H i1vvvvvvvvv2
293. p 1 character Only Class Enter the class of document to be displayed Purchasing User Manual Page VIII 13 Screen 284 Document Browse by User Reference cont d Screen Information SL CL NT User Ref Doc Vendor Name Date Buy Amount St Additional Functions PF KEYS PF5 Inve PF6 Recv PF7 Audit Purchasing User Manual 1 character Type an X to select a document for display on Screen 278 1 character Identifies the class of the document Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L 1 character An asterisk indicates notes are attached to the document 14 digits characters Displays the user reference used to indicate the subsidiary ledger SL account number used for the order followed by the departmental reference number 7 character digits Identifies document number s for the class of document specified 16 characters Shows the vendor s 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 3 characters Shows the status of the document Common document status codes include CL Closed CO Completed FR Frozen IP In Process TR Transferred PRT Printed DL Deleted See the Appendix f
294. p up window allows the user to view all invoices except cancelled invoices o include completed documents type Y in the Completed Docs field Screen 279 PF7 Invoice Detail 279 Document Line Item Inquiry 05 29 09 4 00PM Ff 2009 cc 02 Screen Document P903072 Item 1 0 of 2 x Invoice Inquiry for Item 1 0 of Document P903072 M Invoice Nbr Vch Nbr St St Inv Date Quantity Unit Price Ext Price 00019495 1092627 CO MS 02 27 09 3 00 3094 0000 9282 00 x Inv Totals 3 00 9282 00 End of Valid Invoices Found PF3 Back to 279 PF4 Exit Purchasing User Manual Page VIII 46 Screen 279 Document Line Item Inquiry cont d Basic Steps e Most of the time you will reach this screen by selecting an item on Screen 278 However if you want to view a line item on a specific document advance to Screen 279 e Enter the document and item number you want to display on the Action Line and press lt ENTER gt to view the detailed line item information Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Document Item _ of _ Screen Information Vendor User Ref Item UOM Item Qty Item Unit Price Item Discount Item Ext Price Item Proc Cd Commodity Code First Account Purchasing User Manual 7 character digits Enter the document number to be displayed 4 digits Indicate the item number to be displayed Th
295. pe Order No Print Doc PCC Code Dept SubDept LDT Code Purchasing User Manual Help 3 characters Enter the initials of the buyer associated with the purchase 10 digits Shows area code and phone number for buyer 1 character Type Y if the purchase items are intended for research purposes Help 1 character Indicate the type of funds to be used for the purchase of the requested items For F the special text beginning with FDn Screen 313 will print JCL must have option of REQUEST FED Valid values include FED FEDERAL SERV SERVICE CATL CATALOG PURCHASE GROU GROUP PURCHASE LEAS LEASE CONT CONTRACT HIED HIGHER EDUCATION BLDG BUILDING LOCAL LEAS LEASE ee ee ee a M II Help 4 characters Identify the type of order to be placed for the requested items If the Type Fund above was selected from the pop up window this field will be filled in automatically 3 digits Displays the number of changes that have occurred on this purchase order document as calculated by the system 1 character Type Y if the specified document is to be printed Help 1 character Indicate the State of Texas GSC defined classification code that determines various purchase types and associated payments Helpi 5 characters Include the department of the primary account responsible for the purchase
296. pendix for an explanation of the standard PF Keys Purchasing User Manual Page V 32 Set Reset Requisition Flags There are many functions you can perform on your requisition that are just not addressed on the main data entry screens Some of these functions include re opening your requisition deleting items from your requisition or even canceling it all together You may use Screen 258 to perform general maintenance functions on your requisition Screen 258 Requisition Flag Maintenance 258 Req Flag Maintenance NO VENDOR ON DOCUMENT 05 20 09 10 46 FY 2009 CC 02 Screen Doc R903332 Deleted Freeze Document N Reopen Document N Delete all Items Y Delete Undelete Item thru Item Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Track Accts Extnd Items Warns Basic Steps e Advance to Screen 258 e Type a valid requisition number on the Action Line and press lt ENTER gt to display current requisition flag settings e Modify flags as necessary and press lt ENTER gt to record requisition flag changes Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Identify the document number on which flags will be set re set Screen Information Cancel Delete 1 character Document Indicate whether or not Y or N the document should be removed from the system Freeze Docume
297. phone bid 8 digits Indicate the expected delivery date for the goods services ordered 13 digits characters Enter any special vendor terms or discounts Help 2 characters Signify the freight code defining conditions by which purchase goods will be transported delivered 3 characters Not currently used 30 characters Identify vendors bidding for the purchase order 25 characters Signify the name of the person to contact at the vendor regarding bids for this order Help characters Enter the response code indicating how the vendor responded to the bid 15 digits Include the dollar amount the vendor bids for the purchase Reason not Awarded 45 characters to Low Bidder Purchasing User Manual Displays the reason if any the bid was awarded to a vendor other than the one with the lowest bid Page VII 9 Screen 260 Master Order Header Create Modify cont d Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF4 Address Addr Shows the address for the bidder PF5 Next Next Advances to the next required screen 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 PF10 Vendor Terms VTerm Retrieves the vendor terms that are on file for the vendor PF11 Additional Departments AdDpt Allows additional departments sub dep
298. purchased will be delivered Name 30 characters Enter the name of the department to which items purchased will be delivered Will be filled in automatically if an Address Nbr is specified Addr 4 lines 30 characters Indicate the street address where items purchased will be delivered Will be filled in automatically if an Address Nbr is specified Purchasing User Manual Page VI 16 Screen 221 POS City State Zip Country Phone FAX Invoice To Address Nbr Name Addr City State Zip Country Phone FAX Text codes Additional Text Lines LDT Codes More text lines Purchasing User Manual hipping and Text cont d 20 characters 2 characters 9 digits Enter the city state and zip code where items purchased will be delivered Will be filled in automatically if an Address Nbr is specified 3 characters 10 digits 10 digits Type the country code area code and phone number and the area code and FAX number where items purchased will be delivered Will be filled in automatically if an Address Nbr is specified Help 3 digits Identify the address code which identifies the address to which items purchased will be billed 30 characters Identify the name of the department to which items purchased will be billed Filled in automatically if an Address Nbr is specified 4 lines 30 characters Indicate the street address to which items purchased will be bille
299. quired field is Y on Screen 311 an additional field will display on Screen 220 This field GFE Solicited requires entry of Y or N Screen 220 PO Header Create Modify 220 PO Header Create Modify TEXAS BOOKS AND MORE 05 19 09 16 01 FY 2009 CC 21 Screen ___ Doc P900120 Vendor lvvvvvvvvv0 Total Amount 3884 60 lt lt Dates gt gt Doc Year 2009 St Req Document 09 22 2008 Cat RO User Ref 400140 0011_ St Ord Required Contact Person JODY Ph 903 888 5555 Start 09 22 2008 Buyer TAB THOMAS T TRAVIS Ph 903 888 5551 End 09 22 2008 Research Y N N Type Funds F Type Order GRAN Change No Print Doc N 09 22 2008 PCC Code _ _ Order 3 Dept TRIO_ SubDept GRANT LDT Code __ Doc Summary TEXTBOOKS FOR STUDENT SUPPORT SERVICES PARTIC Cont Wk Force _ Vndr Quote Vndr Ref Delivry Dt Terms N 30 FOB DP Ship Handle ___ Sole Source Y N N Emergency Y N N Cat Order N Rsp Bidding Vendor Vendor Contact Cd Bid Amount Reason Not Awarded to Low Bidder Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Addr Next Items Resn Notes VTerm AdDpt When the GFE Solicited field is N on Screen 220 a pop up box for entry of a reason code displays Using Help displays a list of reason codes defined by each TAMUS Part Select the reason code and the reason description displays in the reason field
300. quisition A type of document that internally requests goods and or services to be acquired It must be authorized before being converted to a purchase order Retention Months A data element defined when creating a vendor This indicates the number of months a vendor is to be maintained on file after all outstanding items have been paid or reconciled Revenue Income or receipts Run Parameter A parameter from a control record or a program control transaction as opposed to a file maintenance transaction Save The process that creates a budget version 6 Digit Account For GL An entity that consists of a self balancing set of 10 digit accounts For SL An entity of revenues and or expenses Screen HELP An on line feature that assists the user with data entry by providing information on the purpose and operation of a particular screen Secondary Vendor The vendor record holding the multiple addresses that are used periodically as opposed to the primary address Secured Submitted Version Submitted budget version that has been locked It can be flagged to indicate it is an official version Selling Account Account which is allowed to sell to specified buying accounts via interdepartmental transfers Purchasing User Manual Page IX 39 Appendix Glossary cont d Session A control mechanism to track real time posting of a group of financial transactions in order to provide an audit trail SL See Subsidiary
301. r End Process F Year End Acct Function 35 Sub Fun __ Default Bank 79001 Override Y Proj FYTD End Mo 08 Aux Code ___ Alternate Banks Security Appropriated _ SA Transactions t S Dept Exec Div Coll Mail Cd Stmt Budget Actual Primary T OM_ AA CI C1174 Y Expense B B Secondary Revenue B B Fund S urce 05 Long itle TELEPHONE OPERATIONS tter _ Setup Date 07 08 1975 TRS ORP Exempt _ 2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 lp EHelp Next CAcct CProj Left Right Enter PF1 P Hmenu H Screen 309 309 Purch 05 19 09 16 37 FY 2009 CC 02 Screen Prefix Functionality Current 1st Match Ship to Inv to Prefix Prefix Class Cat Limit Mask Dept Addr Req Addr Req A L L LP 5000 00 AAAANNN x Y Y Purchasing User Manual Page Ill 4 Limited Purchases Basic Concepts cont d e Ifthe accounts input on Screen 241 are State accounts i e the account on Screen 6 has the State Flag set to Y then State Flag on Screen 240 automatically displays Y and the State Dollar Limit seen on Screen 309 controls whether the purchase can be a Limited Purchase or must be a Requisition e If no State accounts are input on Screen 241 the flag on Screen 240 is blank and the Local limit set on Control Screen 309 is used e f both State and Local accounts are input on Screen 241 the flag displays Y on Screen 241 and the State limits on Control Screen 309 is used
302. r reimbursement e User reference which is a unique identifier assigned by your department for tracking this purchase e Address for shipping and invoicing e All accounts that will be responsible for the purchase of the items Purchasing User Manual Page IV 3 Exempt Delegated Purchases Setup Delegated purchases may be entered on either the Exempt Purchasing Screens or the Purchase Order Screens They are controlled by class only P or E department subdepartment account object code and delegation type The following chart displays the connection of the various screens and fields that are used to create and execute a Delegated purchase Category Type Screen 312 Fields Class Delg type Dept sub dept Object Code 4 Screen 306 Purchasing User Manual Purchasing Screen Headers Screens 235 220 Use a Delegated Category checks dept sub dept and class Purchasing Item Screens 236 224 checks account entered against delegation type checks object code against Screen 306 data Account Attribute Screens 8 4 and 51 Field Delg Type Page IV 4 Exempt Delegated Purchases Setup cont d When Purchase Orders are used for delegated purchases the entity security for the user should be set up with a specific department This ensures that the user is restricted by department and object codes that can be used If the entity s
303. ravel TRC Visa MC Charges VMC Purchase PRV Interagency Payments IAP Prepaid Vouchers PPV Journal Entries Corrections Purchase PVC Regular JEN Delete Vouchers DEV Corrections JEC Housing Interface HSG FAMIS ASSIGNED Investments JIN SIMS Interface SIMS FAMIS ASSIGNED Payroll Miscellaneous MDS EPA Adjustments EPA FAMIS ASSIGNED Procurement Card PCC FAMIS ASSIGNED Insurance Billing INS FAMIS ASSIGNED Corrections Payroll CPR Insurance Equity Transfer INEQ FAMIS ASSIGNED Accounts Receivable Payroll PAY FAMIS ASSIGNED AR Accounting Feed FAR FAMIS ASSIGNED Payroll Auto Adjustment SEAA FAMIS ASSIGNED AR Payments ARP FAMIS ASSIGNED Salary Encumbrance SEN FAMIS ASSIGNED Bank Transfers Salary Savings SSV FAMIS ASSIGNED Bank Transfers BTR Fixed Assets FFX Budget FFX Accounting Feed FFX FAMIS ASSIGNED Budget Brought Forward BBF FAMIS ASSIGNED FFX Depreciation Fee FFD FAMIS ASSIGNED Beginning Entries BEG Sponsored Research SPR Regular BJN Indirect Cost INDZ FAMIS ASSIGNED Original Budgets BUD Suspense Generated Exp Budget GEB FAMIS ASSIGNED Suspense SUS Cash Receipts Cashier Deposits Depts CDP Corrections Receipts CRC Departmental Deposits DDP Distribution to S L DTR Gifts GIF Interest INT Investment Sales INS Letter of Credit LOC Miscellaneous MDP V MC Charge Back CBK V MC Deposits VDD Encumbrance Encumbrance ENC Ref K FA DOC WRKNPRCS Charts for Manuals SessionBatchHeaderCodesNF docx Purchasing User Manual Page IX 27
304. rchasing System is based on creating and maintaining documents By using the document concept we have the ability to e Create a document with items for purchase e Close the document and encumber funds e Electronically route the document for approvals e Receive the items on the document e Record the information from the vendor s invoice e Pay for the purchases e Reconcile account statements with bank statements This manual deals with the first two areas creating a document with items for purchase and closing the document and encumbering funds 1 Each document has three main parts Header Items Close 2 Each type of purchase document may have additional screens or functions that need to be completed given a certain set of circumstances Nevertheless all purchase documents have these three main parts Types of Purchasing Documents Limited Purchase Purchases below a specified dollar amount seen on Screen 309 different dollar limits can be set for State funds vs local Exempt Purchase Purchases that are exempt from the State of Texas guidelines requiring a bid process exempt object codes are defined on Screen 306 Requisition Purchases that must follow the State of Texas guidelines requiring a bid process Bid Document prepared for vendors in order that they may submit a bid or an offer for the goods or services Purchase Order Document prepared as an order for goods or services Purchasing
305. rddesevesenestesecbevessstsdendeans Displays document information from all campuses that have the Action Line document number 278 DOCUMENE INQUIRY esces foes cscs csscccecessssssscnesccccccesccescceoccssssesseussssascuccsnonsucucucsesssensscasscvescdevevescdesesessness Used to list all items for a multi item document 279 Document Line Item INquiry cccccccccccccccceccccccccccccccccccccenssssssnssnsensessssecceccccscseeceeesssessssssssssseees Used to list detail document line item information 280 DOCUMENT BrOWSE i ccsceccccssssicensiccansssscavsvscavescuassvetwsscsccssescesssscccsssceressdensdstecetseceseiauetstauntecssncssessoss Provides general document information for all document classes 281 Document Browse By Dept SubDept cssscccsssscccssssccessssccesssseceesseeeesseeeessaeeeesseseeeesseesessnes Allows searching on all document classes by department subdepartment 282 Document Browse By ACCOUNT ccecccccseessseeecccceesseeeeeecceeeseneeessecueesneeesssecaeseaeesesecoseseaseesooooees Allows searching on all document classes by the buying account for a designated fiscal year and campus code 284 Document Browse By User REF sicecicccicsiceciesscscscscsesescscecasausousecescecsvsustvanesessssseusneesssvazanancaesesoasvens Searches all documents by user reference number VIII 28 VIII 49 VIII 36 VIII 13 Purchasing User Manual Page IX 11 Appendix Purchasing Screens List cont d
306. rder Line Item Create Modify cont d Print Line Item Deleted Additional Functions PF KEYS PF5 Next PF9 Notes 1 character Enter Y if item information should be printed 1 character Displays Y if the item has been marked for deletion from the master order See the Appendix for an explanation of the standard PF Keys Next Advances to the next required screen Document Notes Free form notes can be entered on the document These are on line reference notes regarding the document and will not be printed PF10 CAcct Purchasing User Manual Copy Accounts Copies all account information from the previous item to the current item Dollar amounts are left blank and require either amount or percentage for the new item Page VII 17 Close a Master Order Document You should close the master order document after all required information has been successfully entered to prevent further changes from being added to the document It is possible to close and re open a master order in order to make changes The master order must be closed in order to create purchase order s referencing the master order Screen 266 Master Order Close 266 Master Order Close 05 20 09 14 36 FY 2009 cc 02 Screen Doc M900150 MILES UNIFORMS amp EMBLEMS INC lt lt Dates gt gt Document 06 23 2008 Cat MQ User Ref 30054020000 St Req Start 09 01 2008 Contact Person S SHOR
307. rder Ship To Invoice To Address and Text VI 15 Text CORES searre saae aA AAEE AEE S VI 15 LOT COGS serea cadieca casdeicaleasdec coassess VI 16 Create Modify a Purchase Order Line Item cccccccesceesseseeeeeees VI 19 TIBH Texas Industries for the Blind and Handicapped VI 20 Master Ordersincciicisecccias sccciassctatiaiss dedeesseveaaetetataaies teddassttiads sets VI 20 Close a Purchase Order Document c ccceesseeecessteeeeesteeeeesseeeeees VI 24 Encumbrance Processes cssccccesssececeesnececesaeeeeeesaeeeeesnaeeeeeaaes VI 24 Contract WOrkfOrce cccceccecesssteecesseececeseeeecssseeeecssseeeeessneeeess VI 25 Enter Additional Purchase Order Header Text cssccccesseeeeeeraes VI 28 Enter Purchase Order Sole Source Justification cccesseeeeenees VI 30 Enter Purchase Order Item Descriptions cccccccccesssssseeseeeeesees VI 32 Page l 6 Table of Contents cont d PAGE Screen 227 Copy Transfer Purchase Order Line IteMS cccsscccssceesseceseees VI 34 Screen 228 Set Reset Purchase Order Document Flags cccescccsseeeseceeeees VI 38 Screen 229 Enter Notes for a Purchase Order c cccccccscssssssseeececeesesssteaeeeeeess VI 41 Screen 219 Modify a Purchase Order V ndol cccccccssssssssssececeesssesssteaeeeesens VI 43 Screen 218 Renumber Purchase Line ItMS c cccccccsssssssssceceeecessesssteaeeeesens VI 47 Screen 215 Print Purchas
308. red and copy its line items to an existing or newly created exempt purchase order Screen 233 Copy Exempt Purchase to Exempt Purchase 233 Copy Exempt Purchase to Exempt Purchase 05 20 09 10 06 FY 2009 CC 02 Screen ___ Doc E920778 Item From Vendor PAMELA P PRINCE From Doc FY 2009 New Doc EO FY 2009 Cat EP Dt 05 20 2009 or Existing Doc Header Screen Proc Func Item Desc Quantity Unit Price UOM Ext Price Cd 1 0 FOOD 1 00 14 3800 LOT 14 38 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp AdDpt Basic Steps Copy Exempt Purchase Items to a New Document e Advance to Screen 233 e Indicate the exempt purchase order from which you wish to copy line items on the Action Line and press lt ENTER gt e Type the exempt purchase document prefix followed by a zero 0 in the New Doc field and press lt ENTER gt e Indicate whether or not you wish to advance to the exempt purchase header Screen 235 after copying items to the new document e Type a C next to the item s you wish to copy to the new document e Press lt ENTER gt to create the new exempt purchase order with the copied item information Copy Exempt Purchase Items to an Existing Document e Advance to Screen 233 e Indicate the exempt purchase order from which you wish to copy line items on the Action Line and press lt ENTER gt e Type the exempt purchase order to which you would li
309. reopened using Screen 237 once the purchase is made so that adjustments can be made The vendor may also be changed at this time When the document is closed again any changes to amounts will adjust the encumbrances from a previous close Inventory Part Number The inventory part number is used to define specific items within a department This is especially useful for supplies that are repeatedly ordered It may also be used to tie FAMIS purchasing information to departmental inventory records The inventory part number is based on the first department on the exempt purchase document Departments may use Screen 234 to set up inventory part numbers When the part number is entered on Screen 236 its description will automatically be filled in by the system Screen 234 Part Description Maintenance 234 Part Description Maintenance 05 20 09 09 50 FY 2009 CC 02 Screen Dept CHEM_ Part Nbr AX0073 9 Delete _ Text 175 13 30004 0 ACETIC ACID GLACIAL 2 5L 6 cs AX0073 9 Please enter text in UPPER and LOWER case Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp TIBH Texas Industries for the Blind and Handicapped The TIBH field is used to indicate the reason that TIBH was or was not used as the vendor for the bid purchase This field is optional unless it is set to be required on a campus by campus basis If the TIBH flag is set the TIBH field is required on
310. required flag is set TIBH reporting must be done on the commodity code level See Basic Concepts for further explanation of the following Multiple Accounts Processing Codes Master Orders Purchase orders that have a category of BO or MO will display allow input of master order information including the master order document number the master order line item and the master order category see below Master Order information will only be displayed when you use a category of BO or MO on Screen 220 224 P O Line Item Create Modify MILES UNIFORMS amp EMBLEMS 05 20 09 13 43 FY 2009 CC 02 Screen Doc P900272 Item _1 0 Quantity UOM Unit Price Discount Extended Price Number Item Type 3 00 EA 59 5000 178 50 M800106 __4 0 MO 79 00 EA 59 5000 Commodity 200 85 Proc Cd _ Cost Ref 1 2 3 Part Nbr Desc Side Pocket Trouser Waist Sizes thru 54 TIBH _ Blauer Style 8810 as per the following specifications Color Dark Navy FY CC Account Pct Amt CONTINUED 2009 02 300540 20000 5755 100 00 More Desc Y N _ More Items Y N _ Print Line Y Item Deleted Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next Notes CAcct MAcct Purchasing User Manual Page VI 20 Screen 224 Purchase Order Line Item Create Modify cont d Field Desc ri ptions Required Help PF2 or Field Help Availa
311. res entry of Y or N Screen 240 Limited Purchase Header 240 Limited Purchase Header 05 19 09 16 11 FY 2009 cc 06 Screen ___ Doc L900244 Completed Doc Year 2009 Order Date 07 07 2008 Cat LP State Dept VPAT_ Subdept Total Amt 61 26 Doc Summary SCIENTIFIC MARKERS Vendor lvvvvvvvvvl SCIENTIFIC TOOLS LDT Cd __ Reimburse ID FOB __ User Ref 240026 VP All Items Received Y Date Received 07 14 2008 Ship To Address Nbr 056 Invoice To Address Nbr 056 Name VET PATHOBIOLOGY Name VET PATHOBIOLOGY Addr 119A VET MED SCIENCES Addr 119A VET MED SCIENCES 4467 TAMU 4467 TAMU City COLLEGE STATION State TX City COLLEGE STATION State TX Zip 778434467 Country ___ Zip 778434467 Country ___ Phone 979 845 3333 Fax 979 845 9222 Phone 979 845 3333 Fax 979 845 9222 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp ADDR Next Resn Notes AdDpt Purchasing User Manual Page Il 6 Good Faith Effort Basic Concepts cont d When the GFE Solicited field is N on Screen 240 a pop up box for entry of a reason code displays Using Help displays a list of predefined reason codes Select the reason code and the reason description displays in the reason field 4 l I Enter Reason Cd No GFE was Solicited l l IN ITEM OR SVC FOR
312. ress lt Enter gt to select a document for display on Screen 278 1 character Identifies the class of the document Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L 1 character An asterisk indicates notes are attached to the document 7 character digits Identifies document numbers for the class of document specified 3 characters Displays the initials of the buyer for the document 26 characters Identifies the vendor s name 6 digits Indicates the date the document was set up in FAMIS 5 characters Identifies the sub department on the document 10 digits Shows the total dollar amount of all line items for the document 3 characters Indicates the status of the document Common document status codes include CL Closed CO Completed FR Frozen IP In Process TR Transferred PRT Printed DL Deleted Page VIII 8 Screen 281 Document Browse by Department SubDepartment cont d Additional Functions PF KEYS PF5 Inve PF6 Recv PF7 Audit PF8 Accts PF9 PIP PF10 Headr PF11 Items PF12 Track Purchasing User Manual See the Appendix for an explanation of the standard PF Keys Invoice Used to view the invoice details Receive View the receiving information associated with the selected document Audit Information View the audit information for the selected document Accounts Shows the
313. ription OR e Add modify valid data in the available fields as desired e You may search for the desired commodity code by typing a question mark at least three alpha characters or surround the commodity name by asterisks such as PAPER e Enter a valid account number and object code e Enter either a percentage or a dollar amount to be paid by the account Do NOT enter both a percentage and a dollar amount e Enter additional information in the available fields as desired e Press lt ENTER gt to record the line item information Purchasing User Manual Page VI 19 Screen 224 Purchase Order Line Item Create Modify cont d Document Line Item Process Line Item Entry Purchase order documents may have up to 900 0 items The item number will default to 1 0 when the document is being created FAMIS automatically increments the item number by one for each additional item you need to enter on the document Use the decimal position of the item number to represent a text only item for the document TIBH Texas Industries for the Blind and Handicapped The TIBH field is used to indicate the reason that TIBH was or was not used as the vendor for the bid purchase This field is optional unless it is set to be required on a campus by campus basis If the TIBH flag is set the TIBH field is required on both Screen 224 and Screen 241 The field is also available on Exempt Documents Screen 236 but it is not required even if the TIBH
314. roc Cd field is left blank the document matches and completes when all items are received An M means there can be multiple invoices so the document will not automatically finalize Screen 278 Document Inquiry Panel 2 Hmenu Help EHelp 278 Document Inquiry Screen ____ Document P903054 lt lt More Doc Summary USB DESKTOP HARD DRIVE Vendor lvvvvvvvvvl Reimburse ID Doc FY User Ref 289010 95000 Status Doc Date 02 26 2009 Route St Class P Oth A P Srce Category RO USAS Doc Type LP Received Nbr Invoices 1 Catalogue Order S Line Received 1 0 1 00 03 11 2009 End of line Inve Date Recvd Invoiced Date Invcd SYMUS INDUSTRIES 2009 Doc Amt CL Amt Inv FN Amt Vchr Inv Forced Req Delivery Date Buyer Contact Delg 1 00 03 18 2009 items Matched 05 20 09 3 58PM FY 2009 CC 02 Panel 02 More gt gt 260 47 260 47 260 47 03 12 2009 KEENE KENDRA GAIL GARRETT Date Mtchd 1 00 04 30 2009 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Recv DlPrt Accts Print Left Right Purchasing User Manual Page VIII 41 Screen 278 Document Inquiry cont d Screen 278 Document Inquiry Panel 3 278 Docume lt lt More Nbr Invopees The INV UOM Screen Doc Summary Vendor Reimburse ID User Ref Doc Date Class Category LP Received nt Inquiry 05 20 09 3 59PM FY 2009 CC 02 Documen
315. rowse Processes State Order Number The State Order field is used to group documents by a State assigned reference number Entering a state order number on the Action Line will display a list of all documents with a state order number beginning with the number specified Field Descri ptions Required Help PF2 or Field Help Available Action Line State Order 6 digits Identify the first State Order Number to be displayed Purchasing User Manual Page VIII 22 Screen 287 Document Browse by State Order Number cont d Class Doc Completed Docs Screen Information SL CL NT St Ord Number Doc Vendor Name Date User Ref Amount St Purchasing User Manual Help 1 character Enter the class of document to inquire on 7 character digits Identify the first document number to be displayed 1 character Type Y to include completed documents in the display 1 character Type X and press lt ENTER gt to select a document for display on Screen 278 1 character Identifies the class of the document Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L 1 character An asterisk indicates notes are attached to the document 6 digits Identifies the State Order Number of the document 7 character digits Displays document numbers for the class of document specified
316. rs Indicates the status code Cat MS 2 characters Displays the category matching status SubDept 5 characters Indicates the sub department for which you want to browse documents Amount 10 digits Displays the total dollar amount of all line items for the document Purchasing User Manual Page VIII 50 Screen 275 Incomplete Receiving Invoicing cont d Additional Functions PF KEYS PF7 Audit PF8 Accts PF10 Headr PF11 Items PF12 Track Purchasing User Manual See the Appendix for an explanation of the standard PF Keys Audit View audit information for selected document Accounts Shows the account distribution of funds used for the items on this selected document Header Displays extended document header detail for the created document Items Shows the line items on file for the document Track Allows you to see the tracking history of a document through creation process Page VIII 51 Document Tracking Inquiry Document activity may be monitored using Screen 290 This screen is used to track actions that are performed on a particular document and see the User ID of the last person who took action on the document Press ENTER to scroll through the list or type a document number on the Action Line to advance to the number specified If the document number is not known but you know the class of document you may type the document number prefix and press ENTER to view all documents for the
317. rward F or backwards B one page through the line items 16 digits Shows total dollar amount of all line items See the Appendix for an explanation of the standard PF Keys Next Advances to the next screen Screen 237 to close the document Item Description Place cursor on an item and press this key to view extended item description Copy Account Used to copy account information from the previous item to the current item All dollar amounts are left blank and require either amount or percentage for a new item to be specified Multiple Account Provides a pop up window to continue adding multiple accounts support accounts or expense object codes to the document Warnings Displays any FAMIS warnings Page IV 19 Close an Exempt Purchase Order You should close your exempt purchase document after all required information has been successfully entered to prevent changes from being inadvertently added Closing your document will also encumber the necessary funds It is possible to close and reopen a document as many times as necessary in order to make changes providing the exempt purchase document has not entered the routing and approval system of FAMIS Screen 237 Exempt Purchase Close 237 Exempt Purchase Close 05 20 09 09 52 FY 2009 cc 02 Screen Doc E920456 Ion Process Doc Summary AUSTIN TX 2 18 2 20 2009 LAWRENCE LOUISE Doc Year 2009 Doc Date 02 18 2009 Cat EP State Dept
318. s special processing i e vendor discount trade in no charge 1 character Indicates the document has a state bank on it 7 characters Represents the user defined cost accounting reference number This reference number is used to provide additional details about the processing of the selected line item 1 character digit Shows the reason TIBH Texas Industries for the Blind and Handicapped was or was not used as the vendor for the bid purchase Valid values include Not Provided by TIBH TIBH Purchase Quantity Quality Delivery Time Life Cycle Price UBWNPHAD 1 1 character Indicate whether to scroll Forward one page or scroll Backwards one page through the line items 12 digits Displays the total of all line items for the document See the Appendix for an explanation of the standard PF Keys Next Advances to the next required screen Screen 242 Item Description Displays the extended item description for the item the cursor is placed on Page IIl 16 Screen 241 Limited Purchase Item cont d PF10 Copy Account CAcct Used to copy account information from the previous item to the current item All dollar amounts are left blank and require either amount or percentage for a new item to be specified PF11 Multiple Account MAcct Provides a pop up window to continue adding accounts support accounts or expense object codes to the document PF12 Warnings Warns Identi
319. s Se sees peee eae eee sete ese oe sos k k Document Header Extended Information l l Document P400013 Doc Year 1995 Total 1 945 66 lt lt Dates gt gt l Document 10 04 93 Cat RO User Ref 133502 4048 Req Required Contact RONALD R ROGERS Ph 409 845 3335 Start Buyer BAB BARBARA BENSLY Ph 409 845 4555 l End Research N Type Funds S Type Order SPOT Change No Print Doc N 10 15 93 Dept CHEM SubDept l l PF4 Exit PF5 AdDept PF6 Ship PF7 Vndr PF8 Sole PF9 Notes PF11 Items a a ne a ee ee EE A Purchasing User Manual Page IX 19 Appendix Standard PF 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 3001 PART NO M2104LL B Items Document Items Provides a window showing all document items From within this window you can view multiple windows of item information 4 n F2999 End of line items on file R R400007 x Document Item Inquiry PANEL 01MORE gt gt Nt Item Description Quantity PCd UOM Extended Se Ss SSS SS SS l 1 0 1 6 GB FORMATTED USEABLE FAS 1 00 X EA 1 515 00 PF3 Back to 280 PFA Exit PF5 More Desc PF6 Itm Ext PF8 Itm Accts PF9 Itm Notes PF10 Left PF11 Right 4 Itm Accts Accounts on a Document Disp
320. s about the processing of the line item Help 15 digits Include the part number code which defines inventory items for a department 4 lines 45 characters each Enter a detailed description of the specified line item Page VI 21 Screen 224 Purchase Order Line Item Create Modify cont d TIBH FY cc Account Pct Amt More Desc Y N More Items Y N Print Line Item Deleted Additional Functions PF KEYS PF5 Next Purchasing User Manual 1 character digit Shows the reason TIBH Texas Industries for the Blind and Handicapped was or was not used as the vendor for the bid purchase Valid values include Not Provided by TIBH TIBH Purchase Quantity Quality Delivery Time Life Cycle Price UBWNRHAD 1 4 digits Identify the fiscal year the purchase order will be paid If left blank the year will default to current fiscal year 2 digits Indicate the campus code of the agency purchasing items If left blank this field will default to the current campus code 15 digits Identify the account number subsidiary ledger support account object code responsible for payment 6 digits Specify the percentage of the total dollar amount of the line item to be paid by the specified account 14 digits Enter the dollar amount to be paid by the specified account If a percent was not specified in the previous field then a dollar amount to be paid will
321. s are set by the FAMIS Services Team using Screen 854 However you may view these values using Screen 855 The newly assigned limited purchase order number will be displayed after all items have been successfully copied to the new document Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Doc Item From Vendor From Doc FY New Doc OR Existing Doc Cat Dt Purchasing User Manual 7 character digits Identify the limited purchase order number from which you wish to copy line item information 4 digits Indicate the item number to be positioned on the first line of the display 25 characters Shows the name of the vendor from whom the items were purchased 4 digits Identifies the fiscal year in which the original limited purchase order was processed 7 character digits Identify the limited purchase document prefix followed by a zero that instructs FAMIS to automatically assign a new document number 7 character digits Identify the existing limited purchase document number to which you wish to copy line item information 4 digits Indicate the fiscal year in which items are purchased The field defaults to the current system fiscal year if left blank Help 2 characters Identify the document category that defines the accounting and receiving characteristics This field defaults to LP for limited purchase orders 8 digits I
322. s is signified by the use of Exempt Object Codes These codes are recorded on Screen 306 See below for a sample list of exempt object codes and their description as displayed on Screen 306 Type GL or SL in the Acct Type field to view codes for the desired account type Screen 306 Maintain Exempt Delegation Type Object Code Table 306 Maintain Exempt Delegation Type Object Code Table 05 20 09 10 56 FY 2009 CC 02 Screen ___ Acct Type SL Exempt Delg E Low High Func Obj Obj Description 0290 0292 PRIVATE GIFTS VARIOUS Fs 0688 0688 COMPONENT PATENT INCOME 1900 1990 EXEMPT BENEFITS 3010 3420 EXEMPT TRAVEL 4015 4015 EXEMPT SUPPLIES FOOD SERVICES SOFC ONLY ae 4017 4017 SOFC OFFICE SUPPLIES 4025 4025 DIRECT PUBS ONLY SUBS PERIODICALS amp INFO SYS__ _ 4045 4045 TAMU PHARMACY ONLY MEDICAL SUPPLIES 5010 5035 EXEMPT UTILITIES a 5115 5116 EXEMPT TEL MO CHARGES 5135 5135 EXEMPT TEL DEDICATED DATA CIRCUIT 5145 5145 EXEMPT TEL CENTREX 5150 5150 EXEMPT TEX AN 5210 5211 EXEMPT MEMBERSHIP DUES xxkkkKKKKKK More Data Press lt ENTER gt to View Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Purchasing User Manual Page IV 10 Screen 235 Exempt Delegated Header cont d Create Exempt Delegated Purchase Order Document Numbers Type a document prefix usually an E the abbreviation for
323. s on the items purchase Use the PF keys at the bottom of this screen to view additional information about the exempt purchase item Screen 236 Exempt Purchase Item 236 Exempt Purchase Item 05 20 09 09 45 OAKLAND DAIRY FY 2009 CC 02 Screen ___ Doc E920156 Item 1 0 _ Unit Ext Item St Account Qty UOM Price Disc Price 1 0 CO 300210 00000 6912 1 00 LOT_ 168 4500 _ 168 45 Comm Desc DUNCAN FOOD Part 03 04 09 60059477 Proc cd _ St Cost Ref 1 2 3 TIBH 2 0 CO 300210 00000 6912 1 00 LOT_ 466 9200 466 92 Comm Desc DUNCAN FOOD Part 03 03 09 60059474 Proc cd _ St Cost Ref 1 2 3 TIBH 3 0 CO 300210 00000 6912 1 00 LOT_ 514 6500 514 65 Comm Desc DUNCAN FOOD Part 03 02 09 60059468 Proc cd _ St Cost Ref 1 2 3 TIBH Page F B _ Document Total 2163 60 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next IDesc Bkwd Frwd CAcct MAcct Warns Basic Steps e Advance to Screen 236 e Type a valid exempt purchase order number in the Doc field on the Action Line e Press lt ENTER gt to display existing line item information e Enter a valid account number support account number if used and object code e Enter a valid quantity unit of measure unit price and line item description e Enter additional information in the available fields as desired e You may search for the desired commodity code by typing a question mark
324. selecting a code Processing Codes If the Proc Cd field is left blank the document matches and completes when all items are received An M means there can be multiple invoices so the document will not automatically finalize Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Type LO zero to create a new header document or type the existing limited purchase order number to be modified Screen Information Doc Year 4 digits Indicates the fiscal year the document was created NOTE The field always defaults to the current fiscal year Order Date 8 digits The date the limited purchase is made This can be modified once a date is entered NOTE A future date in this field is not allowed Cat 2 characters Displays the document category which is used to define accounting and receiving characteristics of the selected document It will be filled in automatically by the system State 1 character Y indicates that state funds are used Purchasing User Manual Page Ill 8 Screen 240 Limited Purchase Header cont d Dept SubDept Total Amt Doc Summary Vendor LDT Cd Reimburse ID FOB User Ref All Items Received GFE Solicited Date Received Ship To Address Nbr Purchasing User Manual Help 5 characters Indicate the department for the primary account responsible for
325. specified 20 characters digits Enter the name of the city where the invoice is to be sent Will be filled in automatically if an Address Nbr is specified 2 characters Include the state code 9 digits Enter the invoice to zip code Page III 10 Screen 240 Limited Purchase Header cont d Country Phone Fax Additional Functions PF KEYS PF4 ADDR PF5 Next PF7 Resn PF9 Notes PF11 AdDpt Purchasing User Manual 3 characters Identify the country code where the invoice is to be sent if outside the United States 10 digits Include the phone number of the contact person for the invoice 10 digits Include the fax number See the Appendix for an explanation of the standard PF Keys Address Displays the vendor s address and business information Next Advances to the next required screen Reason Used to enter a reason code why no GFE was solicited Notes Document Notes Used to enter notes about the purchase NOTE These are on line reference notes regarding the document They will not be printed Additional Departments Used to enter up to 10 additional departments sub departments on the header of a limited purchase order document that will have approval and accounts This allows you to split purchase orders between two or more accounts with different department subdepartment codes Page II 11 Create Modify Limited Purchase Items Information that pertains to
326. ss and account number on the Action Line e Type additional data in the available fields if desired and press lt ENTER gt to view a complete list of all documents for the specified account and document class e Type an X in the SL select column to the left of a document to advance to Screen 278 where detailed document information will be displayed e Place cursor in the SL field next to a document and use the PF keys available to view additional information Field Descri ptions Required Help PF2 or Field Help Available Action Line Class Help 1 character Identify the class of document to be displayed Acct 11 digits Enter the account number for the documents to be displayed Purchasing User Manual Page VIII 10 Screen 282 Document Browse by Account cont d Acct CC Acct FY Doc Completed Docs Screen Information SL CL NT Doc Supp Acct Vendor Name Date User Ref Amount Purchasing User Manual 2 digits Indicate the campus code for the account purchasing the items This will default to the current campus code if not otherwise specified 4 digits Identify the fiscal year for the documents to be displayed This will default to the current fiscal year unless otherwise specified 7 character digits Type the first document number to be displayed at the top 1 character Type Y to include completed documents in the
327. ssecccccecccccccsesssnssnssnesesssscenscsssessesseccescessssssssssssssssseessssssssssssseeees 1 10 Provides a list of all available document inquiry screens PO and Master Order Menu ccccssssssssceeceessssssseeeseessssssseeeeeeessesssceeeeesesssssccseeesssssssscceeeeeseesssenss 1 10 Provides a list of all screens used to enter and maintain purchase and master orders Requisitions and Limited Purchasing Entry Menu cccccccccsccceccccccccccccccnssennsssesesssssssccccecceeeeeeseeees 1 11 Provides a list of all screens used to enter and maintain requisitions limited and exempt purchase orders Purchasing INVOICE Men visicceiccccesssesssssesceccecscececccscecscasessssssssssscscssscecscncscetssescecceeessessetseessestecasceseues 1 11 Contains a list of all the screens used to create and modify the purchasing invoices Print Purchase DOCUMENL sccccccessssssscecesesssssssseeeeeessssssceeeseessssssseeeeeeessssssceeeeesssssssssseesesesssssonaes VI 50 Used to print the purchase document GFE Response Purchase Orders ices cccts hss isccccccsscesesssscccdescsssesssodcestsessateudecccdecuchavevetecesevesgnasoatuesiuszans I 13 Used to capture Good Faith Effort GFE information for Purchase Orders The purpose is to detail vendor bid information for addenda reporting for the Governor s semi annual HUB reporting R number LING OMS 5i5 0 sececcecccnasecnncdensccaedcanmaasisdeasdsssassisdecssseseosnnsseasntasnseacbsataseseastadona
328. ssociated with the selected document Audit Information View the audit information for the selected document Accounts Shows the account distribution used for the document selected PIP Shows the PIP documents Header Shows the document header information that was entered when the document was Created Items Lists the line item information for the document Track Allows you to track the routing history of the selected document Page VIII 12 Document Browse by User Reference The user reference field is used to group documents by account The first six digits typically represent the subsidiary ledger account number that will be charged for the purchase s This is generally followed by a hyphen and the departmental reference number assigned to uniquely identify the document The user reference number may be used to trace purchase documents from requisition to payment You may browse purchasing documents on line sorted by their user reference number using Screen 284 Include the User Reference number on the Action Line to view only matching documents Screen 284 Document Browse by User Reference 284 Document Browse By User Ref 05 20 09 2 57PM FY 2009 CC 02 Screen ___ User Ref 0010141 Include Only Class SCN Fi LLT User Ref Doc Vendor Name Date Buy Amount St ab 001014 1 A504699 CLAIRE C CANTER 02 08 05 149 64 CL _ L 001014 1 A506723 MEREY M MOORE 02 14 05 166 00 IP _ L 001014 1 A924856 JAN J JONE
329. sssssccceesessssssceeeseessssenees Used to capture Good Faith Effort information for Purchase Orders The purpose is to detail vendor bid information for addenda reporting for the Governor s semi annual HUB reporting Copy Exempt Purchase to Exempt Purchase ssseeeseeeeeeeeeeeeeeeeeeeeeeenseeseeeeseeeeeeeeeeeeesseeeeeeeeees Used to copy from one exempt purchase document to another ExX6mpt Dele gated HE ad eb ccasicicnncnixascscsnenseindaseceasscencassccetatencesdedncedesndesddeancavesunscunedsscdubasezedsaneescte Used to capture information for items that are exempt from TAMU and State of Texas GSC purchasing requirements Exempt Purchase teisson cece asesanedelbeansvacanswescssxenshasocaietaxsasseesoessasaneducecesesusenusceecessas Used to enter information for items on the exempt purchase document Exempt Purchase CIOSE 0 0 c6cecncncncnecccencnencnecensncncsvccevececccecccevecensenesesesetesssecewevesescsecesecesecesescwecedcececes Used to close an exempt purchase order document Also used to send the document into the routing and approval process Exempt Purchase Flag Maintenance cccccsssssscccceessssscccceccesesssseececeeeesssnceeeseseessncaeeeesessesscaeeeeeees Used to maintain an exempt document or its items A document may be canceled deleted froze or reopened Document items may be deleted on this screen Exempt Purchase Note TeXxtusnensuea a Used to enter informational notes to an exempt purchase doc
330. sssssscssssscseaeaeseseaeeeaeaeaeaeaeaeaeaeaeaeaeaeanaeaes VII 4 Screen 281 Document Browse by Department ccccecsesssseceeeeessesssteeeeeeeens VIII 7 Screen 282 Document Browse by ACCOUNL cccccccessssesssceeeeeeessessseseeeeeens VIII 10 Screen 284 Document Browse by User Reference ccccsessecececeeessessaeeeeees VIII 13 Screen 285 Document Browse by Vendor c scccccceesssessaeeeeecessssssteseeeeeeeeees VIII 16 Screen 286 Document Browse by State Requisition NUMbEL scccceeeeees VIII 19 Screen 287 Document Browse by State Order Number ccceeesesseeeeeeeeeeees VIII 22 Screen 271 Documents Closed But Not ROUtEC L cccecsesscececeseesssteeeeeeseesees VIII 25 Screen 272 Document Browse by Status Code cccccsesssseceeecesessssteeeeeeseneees VIII 28 Screen 288 DOCUMENT SUMIMAL cccccecececececececececececececececececececesececeseeeeesess VIII 31 Screen 276 Document Inquiry Line Items with Paid AMounts ccc000 VIII 36 Screen 277 Document Inquiry by CaMpUS ccccccccccecsssssssseceeecesessssteeeeeeeeeeees VIII 39 Screen 278 DOCUMENT INGQUIPY ice ccccccctenccdesstacccnessce cdecaxocccedsb acedvaadocccsanacaddensiecece VII 41 Screen 279 Document Line Item Inquiry ssssssssssssssssrssesssesssrssseseseseseseseses VIII 46 Screen 275 Incomplete ReceivVing INVOICING cccsccccsscceessecesseeesssceessecesseeeees VII 49 Screen 290 Document Tr
331. t P903054 Panel 03 USB DESKTOP HARD DRIVE lvvvvvvvvvl SYMUS INDUSTRIES Doc FY 2009 Doc Amt 260 47 289010 95000 Status CL Amt Inv 260 47 02 26 2009 Route St FN Amt Vchr 260 47 P Oth A P Srce Inv Forced RO USAS Doc Type Req Delivery Date 03 12 2009 Buyer KEENE KENDRA 1 Catalogue Order Delg Contact GAIL GARRETT Paid Paid Remaining Description P Quantity Amount Balance 2 TB Hi Speed USB M 1 00 260 47 0 00 x End of line items PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Help EHelp Inve Recv D1Prt Accts Print Left Right field is filled in each time an invoice posting occurs to this line It comes from Screen 342 Each subsequent posting will overly this value Basic Steps at the bottom lt ENTER gt to ad Field Descriptions Required Action Line Document Screen Information Panel 1 Doc Summary Vendor Reimburse ID Purchasing User Manual Advance to Screen 278 Enter the document number to be displayed and press lt ENTER gt Each line item is listed of the screen Type an X next to the line item or position the cursor in the S field to select and press vance to Screen 279 where additional information will be provided Help PF2 or Field Help Available 7 character digits Identify the document number to be displayed 50 characters digits Displays a summary description of the document selected 11 digits 30 c
332. t Close Process Encumbrance Processes Closing a purchase order unencumbers the requisition and then encumbers the amount on the purchase order Purchasing User Manual Page VI 24 Screen 226 Purchase Order Document Close cont d Contract Workforce The criteria that Screen 226 uses to determine the Contract workforce eligibility is 1 Purchase order is 10 000 or greater 2 There are items flagged as State depends on accounts being flagged as State 3 The purchase order contains any of the FAMIS object codes that map to the Comptroller object codes designated as Contract Workforce See Basic Concepts for further explanation of the following Changing a Purchase Order Routing the Document Rejected Documents Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Enter the document number you would like to close Screen Information Dates Document 8 digits Indicates the date the document was created by the system Start 8 digits Identifies the start date usually the first day of the fiscal year for a Maintenance Agreement or Blanket Order End 8 digits Shows the end date for a Maintenance Agreement or Blanket Order Required 8 digits Displays the date by which the requested order is required Change 8 digits Identifies the date the last change was made to the purchase order Cat 2 characters Displays the document category wh
333. t Person Ph Buyer Ph Research Y N Type Funds Type Order No Print Doc PCC Code Dept SubDept Description Delivery Dt Terms Purchasing User Manual Screen 219 Purchase Order and Master Order Vendor Modify cont d 6 digits Identifies the State Order Number of the specified document 20 characters Displays the name of the person to contact regarding the purchase 10 digits Identifies the area code and phone number for the contact person 3 characters Displays the buyer s initials 10 digits Displays the area code and phone number for the buyer 1 character Y indicates the purchase items are intended for research 1 character Displays the type of funds to be used for the purchase 4 characters Identifies the type of order to be placed for the requested items 3 digits Shows the number of changes that have been made to this purchase document 1 character Displays Y if the purchase document will be printed 1 character digit Displays the State of Texas GSC defined classification code which identifies the various purchase types and their associated payments 5 characters Indicates the primary department responsible for the purchase order 5 characters Identifies the primary sub department responsible for the purchase order 50 characters Displays a description of the purchase order 8 digits Indicates the expected de
334. t adjustments can be made The vendor may also be changed at this time When the document is closed again any changes to amounts will adjust the encumbrances from a previous close You may open and close or reopen and close your document as many times as is necessary before you send it into the Routing and Approval system of FAMIS But you may need to make changes to it after it has already been sent into routing For example you may need to change an account object code on a document after you have closed it and sent it into routing However before you can make those changes you must remove the document from the routing system To do this you should e Advance to Screen 912 your document Out Box e Locate the document you would like to reopen and type an X next to it e Press PF5 to recall the document from the Routing and Approval system e Advance to Screen 238 to reopen the document Route the Document A closed document may be submitted to the routing and approval process by pressing the PF7 key If the document is submitted for routing after it is closed it cannot be reopened without recalling the document from routing see instructions on recalling a document Rejected Documents If errors are detected to your document while in routing it will be rejected and returned to your In Box for correction When this happens you should 1 Select the document by typing an X next to it in your In Box and press
335. t be submitted to Routing and Approval if an N is typed in the pop up window e Ifall required information has been properly entered the message Document closed successfully will appear in the message line Limited Purchase Close Process Encumbrance Processes see Basic Concepts for further explanation Closing the document generates encumbrances Purchasing User Manual Page Ill 18 Screen 242 Limited Purchase Close cont d Change the Document Closing a document encumbers the estimated amount The document may be re opened using Screen 243 once the purchase is made so that adjustments can be made The vendor may also be changed at this time When the document is closed again any changes to amounts will adjust the encumbrances from a previous close You may open and close re open and close your limited purchase order as many times as is necessary before you send it into the routing and approval system of FAMIS But you may need to make changes to it after it has already been sent into routing For example you may need to change an account object code on a document after you have closed it and sent it into routing However before you can make those changes you must remove the document from the routing system To do this you should e Advance to Screen 912 your document Out Box e Locate the document you would like to re open and type an X next to it e Press PF5 to recall the document from the routing an
336. t will have to be supplied in order to close the document e Reimburse ID for the person who paid for the items and will receive the check generated for reimbursement e User reference which is a unique identifier assigned by your department for tracking this purchase e Addresses for shipping and invoicing e All accounts that will be responsible for the purchase of the items Purchasing User Manual Page III 3 Limited Purchases Basic Concepts cont d See Purchasing Basic Concepts for the following topics e Document Categories e Processing Codes e Encumbering Funds e Handling Credit Memos e Automatic Purchase Document Numbering e Vendor Concepts and Search e Ship To and Invoice To Address Codes e Multiple Accounts for a Line Item e Inventory Part Number e Recalling the Document e Routing the Document e Rejected Documents State vs Local Funds On Screen 6 each account has a value in the State field A value Y means it is a State account Screen 6 SL 6 Digit Account FSA 006 SL 6 Digit Account FSA 05 19 09 16 36 FY 2009 CC 02 Screen ___ s Account 121214 TELEPHONE OPERATIONS Account Title TELEPHONE OPERATIONS SA create enable Y Resp Person 8uuuuuuu5 MARSH MILLIE M Old Acct 11250 ABR Rule 001 Map Code 12120 Reporting Group __ Bottom Line Cntl Y Deflt Cat Cntl R Deflt Cat Tol Pct AFR Fund Group 10 Fund Group FG Sub Fund Group Sub Sub __ Yea
337. ted on this screen Screen 22 OC File List by User Ref or PO Number This screen displays encumbrances by the document number or by the User Reference number entered on the header of the document Note only the characters that appear after the 6 digit account on the header are used Screen 26 OC Inquiry by Reference This screen lists the encumbrances for a particular reference number The reference number for purchasing encumbrances is the 7 digit document number assigned by the system when the document was entered Encumbrance Adjustments Many actions cause adjustments to purchasing encumbrances If an item is entered with a quantity such as 1 Lot and with a blank processing code when a partial payment is made and the document is reopened and closed the remaining encumbrance is adjusted out because the line item is considered complete On Screen 26 the original encumbrance column shows the amount encumbered for a 10 digit account the first time it is used on a document If the document is reopened modified and closed again any changes to the encumbrance needed for the account s show in the adjustment column as a positive or negative amount Changes to the encumbrance amount result from changes to quantities unit prices discount amounts or adding or deleting line items If an amount is paid against an encumbrance this will show in the liquidation column of Screen 26 Handle Credit Memos Credit Memos are a special c
338. tem Function Purpose Fund An accounting entity a 6 digit GL account with a self balancing set of 10 digit accounts for recording assets liabilities a fund balance and changes in the balance Purchasing User Manual Page IX 36 Appendix Glossary cont d Fund Balance The equity of a fund the difference between assets and liabilities Fund Group A related collection of funds 6 digit GL accounts Examples include Current Unrestricted Current Restricted Loan Endowment Annuity and Life Income Plant and Agency Fund Group ID A one digit identification number representing the fund group with which an account is associated Fund Transfer A movement of dollars from one fund balance to another G General Ledger GL A balance sheet account for the institution All GL account numbers begin with 0 zero GL See General Ledger GL SL Relationships User defined structures relating Subsidiary Ledger SL revenue expense accounts to General Ledger GL fund accounts Global Subcode Edit GSE A system edit that checks each new 10 digit account against a table that specifies valid combinations of 6 digit accounts and subcodes GSE See Global Subcode Edit H Header That portion of a Purchasing document containing basic information such as the document s number the date and amount HEAF Indicates a Higher Education Assistance Fund code number HELP An online feature which accesses PREDICT in
339. tem Each individual line item for the purchase order is entered separately using Screen 224 You may input up to 900 separate lines for one purchase order For each line item the quantity unit price description and accounts responsible for payment of the requested item must be entered Flags set on Screen 310 determine if the Commodity Code and TIBH Code are required on this screen These flags are set on a campus by campus basis by FAMIS Services Screen 224 Purchase Order Line Item Create Modify 224 P O Line Item Create Modify DALE MARKETING LP 05 20 09 13 42 FY 2009 cc 02 Screen Doc P900207 Item _1 0 Quantity UOM Unit Price Discount Extended Price 6 00 EA 970 6700 _ 5824 02 Commodity 204 53 Proc Cd _ Cost Ref 1 2 3 Part Nbr Desc Computer OptiPlex 755 223 1202 FIBH Quote 4XXXXXXX8 FY CC Account Pct Amt o 2009 02 246237 05900 5787 3882 68 Always make the 100 2009 02 230069 00000 5787 970 67 line the last line in the distribution More Desc Y N _ More Items Y N _ Print Line Y Item Deleted Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next Notes CAcct MAcct Basic Steps Create or Modify a Line Item e Advance to Screen 224 e Type a valid purchase order number in the Action Line and press lt ENTER gt e Enter a valid quantity unit of measure unit price commodity code and line item desc
340. tems Func Item Purchasing User Manual 25 characters Shows the name of the vendor to which the items will be sent Help 1 character Indicate the class of purchase document you would like to create 7 character digits Include the document prefix followed by a zero that instructs FAMIS to automatically assign a new purchase document number Help 1 character Indicate the type of existing purchase document 7 character digits Include the existing document number you wish to copy items to 4 digits Indicate the fiscal year items are purchased in The field defaults to the current system fiscal year if left blank Help 2 characters Identify the document category that defines the accounting and receiving characteristics of the requisition 11 digits Include the FAMIS vendor ID number for the suggested vendor 8 digits Indicate the date the new requisition or purchase order is created Will default to the current system date if left blank 1 character Enter Y if the system should advance to the header of the new document upon completion of the copy of line items 3 digits Displays the number of items on document including text and deleted items Help 1 character Indicate the function to be taken items should be copied C from the source document to the new or existing document specified or leave blank if no action to be taken 5 digits Ind
341. tems cont d Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Enter the document number for which you wish to renumber the line items Screen Information New Nbr 5 digits Indicate the new number to be assigned to the purchase item Item 5 digits Identifies the current number assigned to the purchase item Desc 17 characters Displays a brief description of the purchase item Quantity 9 digits Indicates the number of purchase items requested Unit Price 12 digits Identifies the cost per unit of measure for the purchase item UOM 3 characters Shows the unit of measure for the specified purchase item Ext Price 12 digits Displays the total extended price for the item as calculated by the system Proc Cd 1 character Signifies the processing code which indicates whether the item needs any special processing or if the item has been transferred deleted Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys Purchasing User Manual Page VI 49 On Demand Print for Purchase Documents Screen 215 is used for printing or reprinting purchase orders This screen also allows you to provide a range of documents to be printed and enables you to identify the type of output and printer destination Purchase Order Default Parms will be used on Screen 215 while Bid Print Default Parms will be used on S
342. ter order 8 digits Displays the date the document is closed Page VII 20 Screen 266 Master Order Close cont d Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF5 Next Next Advances to the next required screen PF6 Item Item Displays the document inquiry pop up window to view all items on the document PF12 Warnings Warns Displays a list of any FAMIS warnings Purchasing User Manual Page VII 21 Enter Additional Master Order Header Text Additional instruction pertaining to the master order that do not have an assigned text code in FAMIS may be entered using Screen 262 Ninety nine lines of additional text may be entered using this screen There is no word wrap feature To prevent a word from being split between two lines use the TAB key to advance to the next available text line Screen 262 Master Order Header Text Continued 262 MO Header Text Continued 05 20 09 14 37 FY 2009 CC 02 Screen ___ Doc M900151 Position at line __ of 14 Line Additional Text 1 FOR INVOICING AND DELIVERY ON OR AFTER 2 SEPTEMBER 1 2008 3 4 RENEWAL 2 OF 3 YEAR OPTION 5 M600417 M800060 6 7 DEPARTMENT POINT OF CONTACT 8 DOUG DREW 9 979 845 9700 10 11 VENDOR POINT OF CONTACT 12 MILEY MORRIS 13 512 822 2888 14 512 822 2886 FAX 15 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu
343. the PF8 Sel key 2 When the Purchasing Document Cover Sheet pop up window appears type NOT in the Action field to display the routing notes that explain the reason for the rejection 3 Reopen the document on Screen 238 by setting the Reopen Document flag to Y and press lt ENTER gt 4 Make the necessary changes using Screens 235 to 239 5 Finally advance to Screen 237 to close and re route the document Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Identify the exempt purchase document number to be closed Purchasing User Manual Page IV 21 Screen 237 Exempt Purchase Close cont d Close Document Screen Information Doc Summary Doc Year Doc Date Cat State Dept Sub Dept Total Amt Vendor LDT Cd Reimburse Id FOB User Ref Purchasing User Manual 1 character Indicate if Y or N the selected document should be closed 50 characters Shows a brief description of the entire purchase 4 digits Indicates fiscal year the document was created 6 digits Indicates the date on which the purchase was entered into the system 2 characters Displays the category which is used to define the accounting and receiving characteristics of the document 1 character Indicates whether or not Y or N State funds were used for this purchase 5 characters
344. the line item price per unit of measure 3 characters Shows the Unit of Measure for the specified line item 12 digits Reflects the total extended price of the item as computed by the system 1 character Identifies the processing code which is used to indicate whether or not the document needs special processing or if the item has previously been transferred to a purchase order See the Appendix for an explanation of the standard PF Keys Warnings Identifies any FAMIS warnings Page VI 37 Set Reset Purchase Order Flags Document flags are used to control activity on the purchase order as a whole You may set or reset flags for your purchase order using Screen 228 From this screen your document may be canceled deleted frozen or re opened Specific items or all items on your document may also be deleted or undeleted Completing a document finalizes it and liquidates all encumbrances This process CANNOT be reversed Do NOT complete a document unless you are certain that no invoicing or receiving will be done in the future To prevent Purchase Orders from being completed accidentally a pop up window will appear after entering Y in the Complete PO field This will enable you to confirm that the Purchase Order is complete and ready to be finalized Screen 228 Purchase Order Flag Maintenance 228 PO Flag Maintenance STYLUS INDUSTRIES 05 20 09 14 06 FY 2009 CC 02 Screen Doc P904214 Closed C
345. the requisition document number to be modified Screen Information Position at line __ 3 digits of_ Indicate which line of text should be positioned at the top of the screen Also shows how many pages of text are included Page F B E 1 character Signify whether to scroll forward F through text lines scroll backward B through text lines or end E the editing session and advance to the next required requisition screen Line 2 digits Displays the line number s of additional text to help track and or search for specific text Additional Text 99 lines Enter additional information or instructions There is no word wrap feature Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys Purchasing User Manual Page V 28 Enter the Sole Source Justification Requisitions that have been flagged as a sole source purchase will need to have the reason for sole source purchasing recorded The purpose for the item s to be requested proprietary functions or features any other companies with similar items and why they are unsatisfactory will be required on Screen 253 Need for installation and use with other equipment are also indicated on this screen If the sole source flag is set to N on the document header screens you will be able to remove the information from this sole source screen All information must be removed from the screen including the PF10 pop up window or you will receive
346. the status of the specified item Indicates the document has a state bank on it in the account PE 15 digits Identify the account number subsidiary ledger support account object code responsible for payment of the specified line item 10 digits Indicate the purchase quantity of the specified line item Help 4 characters Identify the unit of measure for the specified line item to be printed on the purchase order 16 digits Indicate the estimated dollar amount to be paid per unit of measure Help 1 character 6 digits Signify whether the discount entered is a dollar amount D or a percentage P followed by the amount of the discount to be taken for the specified line item 10 digits Displays the total item amount as calculated by the system Page III 15 Screen 241 Limited Purchase Item cont d Comm Desc Part Proc cd St Cost Ref 1 2 3 TIBH Page F B Document Total Additional Functions PF KEYS PF5 Next PF6 IDesc Purchasing User Manual Help 15 digits Include the commodity code for classifying goods and services 2 lines 45 characters each Identify a detailed description of the specified line item Help 15 digits Represents the part number that is used to define specific items within a department s inventory Help 1 character Include the processing code which indicates whether or not the item need
347. the vendor ID Addr 90 characters Shows mailing address of the suggested vendor PH 10 digits Provides the area code and phone number of the suggested vendor FAX 10 digits Includes the area code and FAX number of the suggested vendor Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF5 Next Next Advances to next required screen Screen 251 PF7 Sole Source Reason SResn Indicates the reason that the Sole Source flag has been set to Y PF8 Emergency Reason EResn Displays the reason that the Emergency flag has been set to Y Purchasing User Manual Page V 12 Screen 250 Requisition Header Create Modify cont d PF9 Notes Notes Used to enter free form notes about the requisition These are on line reference notes regarding the document They will not be printed PF10 Additional Suggested Vendors AdVen Allows the addition of four additional suggested vendors for the requisition PF11 Additional Departments AdDpt Allows the addition of 10 extra departments sub departments that will have approval and accounts on this requisition Purchasing User Manual Page V 13 Enter Requisition Addresses and Text Codes Before submitting a requisition you must first identify where information and products are to be shipped For example you must provide the address to which items will be shipped as well as the address to which the invoice should be mailed Special vendor ins
348. ther Type an X in the appropriate field or type the designated area in the Other field 4 lines 70 characters Indicate why the item requested is essential to accomplish your work 2 lines 70 characters Include other manufacturers that may be used to purchase the requested item 3 lines 70 characters Identify the reason alternate vendors should not be used for the purchase of the requested item 1 character Type Y if installation will be required 1 character Enter Y if the requested item will be used in conjunction with existing equipment See the Appendix for an explanation of the standard PF Keys Next Advances to the next required screen Notes Enter on line notes about the document These are not printed Existing Equipment Used to enter information about any existing equipment the requested item will be used in conjunction with Page VII 25 Enter Master Order Item Descriptions There may be times when you need to enter a detailed description of an item Should this description require more space than is available on Screen 264 you may use the space provided here on Screen 265 to supplement your item description Ninety nine 99 lines of additional text may be input for each line item The text entered on this screen will appear on the purchase order when printed Text is entered without a wrap around feature To prevent a word being split between two lines
349. tion 1 PURCHASE AND INSTALL APPROXIMATELY 282 SQUARE 2 YARDS OF CARPET AND COVE BASE FOR ROOMS 3 242B 242C 242D 242E AND 243A 243B 243C 4 243D 243DD 243F FO THE KOLDUS BLDG 383___ 5 6 CARPET SELECTION MILLIKIN DESIGN COLORED 7 CRYSTAL 8 230 MULBERRY GEM 9 10 PURCHASING CONTACT JULIE JENSEN 11 979 845 4444 XT 241 12 13 DEPT CONTACT TYLER TOLAR 14 979 845 5555 15 16 VENDOR RESPONSIBLE FOR Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 225 e Type a valid purchase order and line item number in the Action Line and press lt ENTER gt to display existing line item descriptions e Add or modify text in the available fields as desired and press lt ENTER gt to record the information Document Line Item Process Page through Text The F B E field is used to scroll through all of the lines of text added on Screen 225 Enter an F to scroll one page forward Enter a B to scroll one page backwards Enter an E to end the editing session and take you to the next required purchase order screen Purchasing User Manual Page VI 32 Screen 225 Purchase Order Item Description cont d Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc Item Screen Information Position at line Page F B E Line Description Additional Functions
350. tion Line Doc Item 7 character digits Enter the purchase document number to be displayed 4 digits Include the item number to attach the note Use item 0 0 to enter notes about the purchase order as a whole Screen Information Position at line Line Description Page F B E Additional Functions PF KEYS PF7 Pitem PF8 Nitem Purchasing User Manual 3 digits Indicate the line number of description text that is to be positioned at the top of the screen 3 digits Specifies the line number of each line of description entered 45 characters 99 lines Type a complete description of your line item There is no word wrap feature 1 character Indicate whether to scroll forward F or backward B through text lines or end the editing session See the Appendix for an explanation of the standard PF Keys Previous Item Advance to note on previous line item if available Next Item Advance to note on next line item if available Page VI 42 Purchase Order or Master Order Vendor There may come a time when you need to change the vendor listed on a purchase order When this time comes you may use Screen 219 From here you will enter the new vendor along with the reason you had to make the change You may use Screen 219 to change the vendor on a closed document without reopening it Screen 219 Purchase Order and Master Order Vendor Modify 219
351. tions PF KEYS See the Appendix for an explanation of the standard PF Keys PF6 Ship Ship View shipping and contact information for the selected purchasing document Purchasing User Manual Page VIII 40 Document Inquiry When the document number is known the most comprehensive information available is found on Screen 278 You may also advance to Screen 278 after selecting a document for display from one of the other document inquiry screens To see more information on a specific line item select the item and the system will advance to Screen 279 for that document line item Screen 278 Document Inquiry Panel 1 Screen Doc Summary 278 Document Inquiry Document P903054 USB DESKTOP HARD DRIVE End of line items Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 Hmenu Help EHelp Inve Vendor lvvvvvvvvvl SYMUS INDUSTRIES Reimburse ID Doc FY 2009 Doc Amt User Ref 289010 95000 Status CL Amt Inv Doc Date 02 26 2009 Route St FN Amt Vchr Class P Oth A P Srce Inv Forced Category RO USAS Doc Type Req Delivery Date LP Received Buyer Nbr Invoices 1 Catalogue Order Delg Contact S Line Quantity UOM Description Unit 1 0 1 00 EA 2 TB Hi Speed USB Desktgq 05 20 09 3 57PM FY 2009 CC 02 Panel 01 More gt gt 260 47 260 47 260 47 03 12 2009 KEENE KENDRA GAIL GARRETT Extended Price Price PF9 PF10 PF11 PF12 Recv DlPrt Accts Print Left Right If the P
352. tions on this screen Function C allows a line item to be copied to either an existing document or create a new document for the item Function T allows a line item to be transferred to an existing document or create a new document for the item When an item is transferred the transfer is noted in the document tracking system The encumbrances created for the source document will be liquidated when the To document is closed After transferring items on the source document cannot be updated Once a line item has been transferred it will be marked with an X in the Proc Cd column and can only be copied to other documents Items that are copied are not tracked and encumbrances for the source document are not liquidated Copying an item does not affect the ability to update the source item Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Identify the requisition document number to be accessed Item 4 digits Indicate the item number to be positioned on the first line of the display From Vndr 25 characters Provides the name of the vendor from which the items were originally purchased Purchasing User Manual Page VI 6 Screen 257 Requisition Line Item Copy Transfer cont d To Vndr New Class Doc OR Exist Class Doc Cat Vndr Dt Screen Information Header Screen Document has i
353. tructions in the form of text codes must also be specified before an order may be processed You may enter all of the above information using Screen 251 Screen 251 Req Shipping and Text 251 Req Shipping and Text 05 20 09 10 17 FY 2009 cc 02 Screen Doc R903183 Ship To Address Nbr 442 Invoice To Address Nbr 442 Name RECREATIONAL SPORTS DEPT Name RECREATIONAL SPORTS DEPT Addr STUDENT RECREATION CTR RM 222 Addr STUDENT RECREATION CTR RM 222 4250 TAMU 4250 TAMU City COLLEGE STATION State TX City COLLEGE STATION State TX Zip 778434250 Country Zip 778434250 Country Phone FAX Phone FAX Text codes 001 016 Additional PRE BID MEETING REQUESTED Text Lines SAMPLES REQUESTED ANLONG WITH BID FOR DEPARTMENT TO REVIEW Enter PF1 PF2 PF3 PF4 PF5 PF 6 PF 7 PF 8 PF 9 PF 1 0 2 Z Hmenu Help EHelp Next Notes Type Y to access Screen 252 where 99 additional lines of text can be entered Basic Steps e Advance to Screen 251 e Type your requisition number on the Action Line and press lt ENTER gt to display existing information if any e Enter a valid address number if known or type in the address where the requested items should be delivered as well as the address where the invoice should be mailed e Type up to 20 numeric text codes and or enter additional vendor instructions on the lines provided e Press lt ENTER gt to record the information
354. ty Entering this category will prevent you from ordering a quantity greater than that specified Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Identify the master order document number to be created modified Purchasing User Manual Page VII 7 Screen 260 Master Order Header Create Modify cont d Screen Information Vendor Total Amount Doc Year Dates Document Required Start End Change Cat User Ref Contact Person Ph Buyer Ph No Purchasing User Manual 11 digits Enter the FAMIS identification number of the vendor associated with the purchase 15 digits Indicates the dollar amount of the master order 4 digits Fiscal year of the document This field defaults to the current system fiscal year if not otherwise specified 8 digits Enter date the master order is created Will default to the current system date 8 digits Indicate the date by which the requested order is required 8 digits Identify the beginning date of an agreement or order as part of a maintenance agreement or blanket order 8 digits Indicate the ending date of the agreement or order 8 digits Enter the date the last a change was made to the master order Help 2 characters Indicate the document category that defines the accounting and receiving characteristics of the document
355. umber in the Action Line and press lt ENTER gt to display existing requisition notes if any e Add or modify requisition text in the available fields and press lt ENTER gt to record the information Requisition Notes Entry Process Page through Text The F B E field is used to scroll through all of the lines of text added on Screen 259 Entering F will scroll one page forward B will scroll one page backwards and E will end the editing session and take you to the next required requisition screen Purchasing User Manual Page V 35 Screen 259 Requisition Note Text cont d View Requisition Notes When notes are attached to document items they can be viewed with the NOTES PF Key indicated at the bottom of the screens The document header and all items that have notes attached will display the word NOTE at the top of the screens Header Notes vs Item Notes Using Screen 259 you may enter a note that pertains to the requisition as a whole or you may enter a note that applies only to a selected line item on the requisition You should use the Item field on the Action Line to distinguish between line items To enter a note that pertains to the entire requisition enter a line item number of zero 0 0 Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Doc Item Screen Information Position at line __ Line Description Page
356. ument Limited Purchase Header c sscccssscccessccccessccccessccecesscceceseceeceseccecesececeseeacseseeaceseeeaeeeeeeeeseeeeeeeeeees Used to enter general purchase information for items that do not need to be processed by the Purchasing office Limited Purchase Item sccsssscccsssscccssssccesssseeesssceeeseseeeessscesesccceseseccecesecesesecceseseceeseseceeseseneeeesees Used to enter information that pertains to individual line items on the limited purchase order Limited Purchase CloSe scscrssasacsessvsscenssavsssasconssonscnnsevssenassonanncssvasnorsvansccascoasconssanssnasesesvanssronnees Used to close a limited purchase order document Also used to send the document into the routing and approval process Page IX 9 Appendix Purchasing Screens List cont d 243 244 245 246 247 250 251 252 253 254 255 256 257 258 259 260 261 PAGE Limited Purchase Flag Maintenance ccccccccccccscceccccccccccccccccccccccccccceccccccccccccccccccccccccccccceeceeeeeeeees I 22 Used to cancel delete freeze or reopen limited purchase orders Document items may also be deleted on this screen Limited Purchase Note Text ccccssscccessscecesececessccecesscceessscceceseccecesscceceseceecascuaeessceeeceseeeeeeeeeeeeeeees lll 25 Used to enter informational notes to a limited purchase document Copy Limited Purchase to Limited Purchase ssssssseesssssssssesseessrss
357. ument Inquiry w Paid Amts 285 Document Browse by Vendor 277 Document Inquiry by Campus 286 Document Browse by State Req 278 Document Inquiry 287 Document Browse by GSC Order 279 Document Line Item Inquiry 288 Document Summary 290 Document Tracking Inquiry 295 SciQuest Document Xref 291 Document Tracking Cross Ref 292 PIP Document Browse 293 PIP Browse by Document 294 PIP Browse by Invoice Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp M23 PO and Master Order Menu lists screens for creating and modifying purchasing documents Menu M23 Purchase Order and Master Order Menu M23 PO and Master Order Menu 02 23 11 15 43 FY 2011 cc 02 Screen S sS Purchase Order sesse Master Order 220 PO Header Create Modify 260 MO Header Create Modify 221 PO Shipping and Text Info 261 MO Shipping and Text 222 PO Additional Header Text 262 MO Additional Text 223 PO Sole Source Justification 263 MO Sole Source Justification 224 PO Item Create Modify 264 MO Item Create Modify 225 PO Item Additional Desc 265 MO Item Description Cont d 226 PO Document Close 266 MO Document Close 227 PO Transfer Copy 267 MO Transfer Copy 228 PO Flag Maintenance 268 MO Flag Maintenance 229 PO Notes 269 MO Notes 215 PO On demand Print 217 PO Good Faith Effort Responses 218 Renumber Line Items 219 Change Vendor Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF1
358. und Place the cursor on the desired campus code and press PF6 to view the Ship To Address and contact information Screen 277 PF6 Key Pop Up ROOM 158 READ COLLEGE STATION TX l l l HEALTH amp KINESIOLOGY l l 778434243 l Contact DONNA DAVIS Contact Phone 979 845 3333 Dept HLKN HEALTH AND KINESIOLOGY l l l Press lt PF4 gt to Exit Purchasing User Manual Page VIII 39 Screen 277 Document Inquiry by Campus cont d Basic Steps e Advance to Screen 277 e Type a valid purchase order number in the Doc field and press lt ENTER gt e Place your cursor on the desired campus code and press PF6 to view the Ship To Address and contact information Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Doc 7 digits Enter the desired purchase order document number Screen Information cc 2 digits Displays campus code on the document CC Name 5 characters Shows the name of the campus code on the document Doc Class 1 character Identifies the document class type Vendor ID 11 digits Displays the vendor s identification number on the purchasing document Vendor Name 18 characters Shows the vendor s name Dept 4 characters digits Identifies the department code Amount 12 digits Indicates the dollar amount of the purchasing document Doc Stat 2 characters Displays the status code of the document Additional Func
359. uses one to one matching for receiving documents and invoicing documents Purchasing User Manual Page V 19 Screen 254 Requisition Line Item Create Modify cont d Inventory Part Number The inventory part number is used to define specific inventory items within a department This is especially useful for supplies that are repeatedly ordered It may also be used to tie FAMIS purchasing information to departmental inventory records The inventory part number is based on the first department on the requisition Departments may use Screen 234 below to set up inventory part numbers When the part number is entered on Screen 254 its description will automatically be filled in by the system Screen 234 Part Description Maintenance 234 Part Description Maintenance 05 20 09 10 35 FY 2009 CC 02 Screen ___ Dept CHEM_ Part Nbr EM Bx0865 1 Delete _ Text 175 13 30023 0 BORIC ACID ACS GRANULAR 500 GM EM BX0865 1 Please enter text in UPPER and LOWER case Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Identify the requisition document number to add or modify line item information Item A digits Enter the item number to be created or modified Screen Information Quantity 10 digits Indicat
360. 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 VIII 18 Documents by State Requisition Number When looking for a document and the only information that you have available is the state requisition number you can use Screen 286 to search for your document This screen automatically displays incomplete documents those that have not been paid o include completed documents type Y in the Completed Docs field Screen 286 Document Browse By State Requisition Number 286 Document Browse By State Requisition Nbr 05 20 09 3 04PR FY 2009 cc 02 Screen ___ State Req CO4693_ Class P Doc SCN State L LT Req Number Doc Vendor Name Date User Ref Amount st P P806133 NEIMAN PRINTIN 08 08 300090 PRINT 1 292 00 CL _P CO5626 P904292 THE INST GRO 05 09 241401 PRINT 3 489 00 CL _B DDM B200468 12 01 158255 2001 10 00 TR R DIRSDD512 R802326 01 08 211720 RJS 16 713 90 TR R DEB DREW R703811 05 07 225370 4473 3 732 00 TR _ R EMMA ELSLY R900481 09 08 270160 9382 17 912 00 TR _R 10000399 R703452 05 07 219960 0000 24 012 00 TR SR LOC R303233 04 03 270060 33000 3 000 00 TR _R LOC R400369 08 03 151301 40000 1 584 00 TR _R LOC R500797 09 04 151301 40000 4 498 20 TR _R LOC R803738 05 08 225190 10000 9 310 90 TR _B LOCAL B300520 01 03 270060 32000 8 820 00 TR _B LOCAL B300652 03 03 270060 30000 10 000 00 TR
361. with other equipment are indicated on this screen If the sole source flag is set to N on the document header screens you will be able to remove the information from this sole source screen All information must be removed from the screen including the PF10 pop up window or you will receive an error message Screen 223 Purchase Order Sole Source NATIONAL INSTRUMENTS CORPORATI 05 20 09 13 54 FY 2009 cc 02 223 PO Sole Source Screen Doc P904494 1 Is this item required for use in Research _ Classroom _ Lab Other DESIGN CLASS 2 List proprietary functions or features List qualities that are essential to accomplish your work DAQ SYSTEM MUST BE COMPATIBLE WITH OTHER NATIONAL INSTRUMENT EQUIPMENT IN LABS AND LANVIEW SOFTWARE MUST BE SMALL MAX 10 X4 X4 PORTABLE _ SELF STANDING HAVE ABILITY TO NEASURE MANY DIFFERENT TYPES OF SIGNALS FOR DATA ANALYSIS 3 List other companies who manufactures a similar item with similar functions IOTECH 25555 CANTON ROAD CLELAND OH 44146 4 Why won t these competing products be satisfactory EQUIPMENT DOES NOT MATCH DATA ACQUISITION EQUIPMENT STUDENTS ARE USING IN CLASES AND WOULD REQUIRE STUDENTS TO LEARNE TO PROGRAM NEW___ SOFTWARE FOR DATA ANALYSIS WHEN THEY ONLY HAVE SHORT PERIODS OF TIME _ 5 Will installation be required N Y N 6 Will this item be used with existing equipment Y Y Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 Hmenu
362. ws a line item to be copied to either an existing document or create a new document for the item Function T allows a line item to be transferred to an existing document or create a new document for the item When an item is transferred the transfer is noted in the document tracking system The encumbrances created for the source document will be liquidated when the To document is closed After transferring items on the source document cannot be updated Once a line item has been transferred it will be marked with an X in the Proc Cd column and can only be copied to other documents Items that are copied are not tracked and encumbrances for the source document are not liquidated Copying an item does not affect the ability to update the source item Correct a Line Item Transfer If a transfer was done in error Ex transferred to incorrect document the error can be handled in two ways 1 The preferred method is to transfer the item in error to the correct document by following these steps A Close the document with the error using Screen 226 B Go to Screen 227 and enter the document with the error and transfer the item in error to the correct document This method will maintain the document tracking information and the item can be traced from the originating document to the correct document 2 If for some reason the above method cannot be used use the following procedure A Go to Screen 228 PO Flag Maintena
363. xt Code ___ Drop N Selected of 19 Code Description Drop 001 DELIVERY MAY BE A FACTOR IN THE AWARD N 002 IF QUOTING OTHER THAN SPECIFIED BIDDERS 003 BIDDERS MUST GIVE ESTIMATED DELIVERY N 004 BULK PACKAGING AND SINGLE SHIPMENT ARE 005 VENDOR MAY BE REQUESTED TO SUBMIT A N 006 ONCE THE ORDER IS PLACED SUBSTITUTIONS 007 TEXAS A amp M UNIVERSITY RESERVES THE RIGHT 008 LENGTH OF DELIVERY TIME MAY BE A FACTOR N 010 NO SUBSTITUTION OF MANUFACTURER WILL BE N 011 PRESENT CONTRACT WILL BE IN EFFECT N 012 UNACCEPTABLE PERFORMANCE BY VENDOR MAY N 013 QUOTE F O B DESTINATION FREIGHT PREPAID AND N I Select up to 19 Text Codes or Press lt PF4 gt to Quit LDT Codes Legal Descriptive Text LDT codes specify text required of certain purchases Type a question mark in the LDT Cd field and press lt ENTER gt to access a pop up window with a complete list of valid codes Type an X next to the code to be applied to the purchase and press lt ENTER gt to select an LDT code and return to Screen 221 Press PF4 to return to Screen 221 without selecting a code Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Enter the document number to be added modified Screen Information Ship To Address Nbr Help 3 digits Indicate the address code which identifies the address to which items
364. xt Lines LICENSE AND SUPPORT FOR THE PERIOD OF SEPTEMBER 1 2008 AND AUGUST 31 2009 kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkxk More text LDT Codes lines _ Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next Notes Basic Steps e Advance to Screen 221 e Type a valid purchase order number in the Action Line e Press lt ENTER gt to display existing document address and text information e Type a ship to and invoice to address number or manually fill in the addresses e Enter text codes and additional lines of text as desired e Press lt ENTER gt to record the shipping and text information Shipping and Text Process Text Codes Text codes save time The codes point to standard text that can be printed on the purchase order By choosing the code the enterer does not have to type the text on each purchase order Typing a question mark in the Text codes field and pressing lt ENTER gt will access a pop up window with a complete list of valid text codes Purchasing User Manual Page VI 15 Screen 221 PO Shipping and Text cont d Type an X next to as many as 20 text codes to be applied to the purchase Press PF4 to return to Screen 221 where the text codes selected will be displayed Press PF5 while in the pop up to display an extended description of the text code if necessary More Text Codes Select or Press lt ENTER gt to scroll Search Criteria Te
365. xt codes and additional lines of text as desired and press lt ENTER gt to record the shipping and text information Field Descriptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Identify the master order document number to be modified Screen Information Ship To Address Nbr Help 3 digits Enter the address code number that identifies the address where items will be delivered Purchasing User Manual Page VII 11 Screen 261 Master Order Shipping and Text cont d Name 30 characters Enter the name of the department to which items purchased will be delivered Filled in automatically if an Address Nbr is specified Addr 4 lines 30 characters Indicate the street address where items purchased will be delivered Filled in automatically if an Address Nbr is specified City State Zip 20 characters 2 characters 9 digits Enter the city state and zip code to which items purchased will be delivered Filled in automatically if an Address Nbr is specified Country Phone FAX 3 characters 12 digits 12 digits Type the country code area code and phone number and the area code and FAX number to which items purchased will be delivered Filled in automatically if an Address Nbr is specified Invoice To Address Nbr Help 3 digits Identify the code which identifies the address to which items purchased will b
366. xxx08435 Acq Method PO Vendor Number lvvvvvvvvv0 Name APPLE COMPUTER Alt APO Name RODDEY RHONDA Number 4uuuuuuu6 Exec Level AA Division CD School BA Dept CLBA Purchasing User Manual Page IX 18 Appendix Standard PF Keys cont d BBA Bkwd Ddesc Frwd Header Budget Balance Available Show any over budget messages that may pertain to a particular account on the document a a a eae 5628 End of accounts on document P P400013 Budget Balance Available cc FY Account Over Budget Message www em m www www mmm oe www wn wn wn wn wn wn wn wn wn wn wn wn wn wn ww wn we ee 02 1994 133502 00000 8435 l PF4 exit esses Sea Se SS Se a Se eee ee eee Backwards Returns to the pervious screen or scrolls one page back for a particular item 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 Forward Advances to the next screen or scrolls one page forward for a particular item Document Header Accesses a window of document header information From within this window you can view multiple windows of document information De a Bes eSaee eres See a sa ses see ese a Sos eae ese es

Purchasing User Manual - The Texas A&M University System

Contents

Download Pdf Manuals

Related Search

Related Contents

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

Contents

Download Pdf Manuals

Related Search

Related Contents

Purchasing User Manual - The Texas A&M University System