Home

Enterers User Manual - The Texas A&M University System

1. ssscccssssccssssccesssccecssseeeesssesesesseeeesssseesesseeeeessnsesessseeeesens Allows searching on all document classes by department and sub department Document Browse by Account sssini e a E EAE A a a a Allows searching on all document classes by the buying account for a designated fiscal year and campus code Document Browse by User Reference ccccccsssssssscccccessssssscceeeeeesesssnceeeesseseesssceeeeesssessscceeeeeeseeens Searches all documents by User Reference number Document Browse by Vendor iccccsiscssacsccccdecssinssececeescccssesasceccesscsdsecceceescssnsuausacectavsseesusacucctadvassveatecass Searches all documents by vendor ID Document Browse by State Requisition NUMDEL ccssseceeseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseseeeeeeeeeeeees Provides list of documents starting with the state requisition number Document Browse by State Order Number sssssccccccsssssssccceeeessesssnneeceeeesesssneeseeeseesssceeesessessess Provides a list of documents starting with the state order number Enterers User Manual Page X 12 Appendix Enterers Screens List cont d 288 290 291 341 350 351 358 359 910 911 912 913 914 915 918 PAGE Document SUMMA V scsececessscsssecesesecssesesesescsiscscucnseecsssccdesseosecescnsashanesedssacsuonevecesssesesseesesesesdsseesssevesese I 34 Provides a snap shot of the entire document DOCUMENE Tracking MAUN oic
2. 1 character Y indicates all items have been received Page VII 20 Screen 242 Limited Purchase Document Close cont d Date Received 8 digits Signifies the 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 the next screen PF6 Item Item Displays a list of all items entered on the limited purchase document PF7 Route the Document Route Submits the document through routing and approval system in order to be paid PF8 Recall Document Recal Recalls the document for further processing or changes PF12 Warnings Warns Identifies any FAMIS warnings Enterers User Manual Page VII 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 reopened 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 MERRICKS COMPANY 09 15 09 15 50 FY 2010 CC 02 Screen Doc 1800498 Deleted Freeze Document N Reopen Document N Delete Undelete Item thru Item Compl
3. Page VII 28 Screen 245 Copy Limited Purchase to Limited Purchase cont d Screen information Header Screen Func Item Desc Quantity Unit Price UOM Ext Price Proc Cd Additional Functions PF KEYS PF11 AdDpt Enterers User Manual 1 character Type Y if system should advance to the header of the new document upon completion of copy Help 1 character Identify the function i e copy line items you wish perform on the selected line item s 5 digits Shows the number of the document line item 20 characters Displays a description of line item to be copied 9 digits Identifies the 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 Shows the processing code indicating if 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 department sub departments that will have approval and accounts on this requisition Page VII 29 Screen 245 Copy Limited Purchase to Limited Purchase cont d Enterers User Manual Page VII 30 Section VIII Exempt Delegated Purchases Enterers User Manual Page VIII 2 Exempt Delegated Purchases Basic
4. 911 Document In Box by Name 09 15 09 13 49 LAWRENCE LINDA L CC AM Screen ___ s Name Document lt lt More D Panel 03 EBRSA0001911 PAYROLLWS BUDGET 1 PAYROLL PLPSAL400089 PROQSAR400022 PURCHASING CENTRALDSK PURS PLPSAL400090 EBRSA0001917 Place cursor on an item in the Current Desk column and press PF7 to view routing history xkk End of List 6 Docume Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7f PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Discd Rf st Sel All Left Right 4 ff EWRSA0001915 Position at line Ln l 1 The following people have seen this document l l 2 Submitted 11 04 04 10 18 LAWRENCE LINDA L 979 458 6111 3 Signed 06 23 08 09 55 PETERS PAULA P 979 458 6222 l 4 Approved 06 23 08 10 05 PETERS PAULA P 979 458 6222 5 This document is currently in CC SA office PAYROLLWS 6 on desk BUDGET 1 Arrival Date 06 23 2008 10 05 7 Desk workers are l 8 DOLAN DUKE D 979 458 0000 9 WILSON WANDA W A sub 979 458 1111 10 GRANT GINA G 979 845 2222 11 JONES JAMES J 979 458 3333 12 STRALEY STARLA S 979 458 4444 13 The following people have an Info Notify copy of this document I 14 Info 06 23 08 09 55 LAWRENCE LINDA L Voided l 15 l l l PF4 Exit PF7 Bck PF8 Fwd Page IV 13 Screen 911 Document In Box by Name cont d
5. UBWNPRPAD 1 1 character Y indicates the item has been deleted from the system 1 character Y identifies the 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 Enterers User Manual See the Appendix for an explanation of the standard PF Keys Invoice Detail Displays detailed invoice information about the document Accounts Identifies the accounts used to pay for the item Item Description Place cursor on line item and press this key to see detailed description of the item Page III 46 Document Tracking Inquiry Document activity may be monitored using Screen 290 This screen is used to track actions that are performed on a 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 prefi
6. Additional Information PF KEYS See the Appendix for an explanation of the standard PF Keys Enterers User Manual Page III 50 Section IV Document Boxes Enterers User Manual Page IV 2 FAMIS Bulletin Board When you logon to FAMIS the first screen you will see is the FAMIS Bulletin Board FAMIS Bulletin Board 09 11 09 FAMIS Bulletin Board 16 37 28 PAGE 1 OF 1 Welcome to FAMIS Users of TAMU Procurement Services DEADLINES Purchase Requisitions for FY 2009 and 2010 are now available on FAMIS Bulletin Board Screen B21 k kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk TAMU CIS performs maintenance on Sunday mornings FAMIS may be unavailable until noon Call CIS Help Desk Central at 979 845 8300 if you have concerns FAMIS Website www tamus edu offices famis Message Last Changed FAMIS Hotline 979 458 6464 Email famishelp tamus edu 07 21 09 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 FAMIS Prev Next Exit Press lt PF1 gt or lt ENTER gt to access the FAMIS main menu Eo 75 25555557 5 If you have documents that you must approve or sign a pop up window will display across the Bulletin Board to let you know You may then proceed to Screen 910 your document In Box to see the documents that await your approval The Routing and Approval Menu M90 will help you identify which screens to see when working wi
7. Enterers 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 press lt Enter gt to select a document for display on Screen 278 1 character Identifies class of 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 111 8 Screen 281 Document Browse By Dept SubDept cont d Additional Functions PF KEYS PF5 Inve PF6 Recv PF7 Audit PF8 Accts PF9 PIP PF10 Headr PF11 Items PF12 Track Enterers User Manual See the Appendix for a
8. Enterers User Manual Page VIII 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 Xx Purchasing Screen Headers Screens 235 220 Use a Delegated Category heck pie SR tk dep Account Attribute Screens 8 4 and 51 Field Delg Type Purchasing Item Screens 236 224 checks account entered against delegation type checks object code against Screen 306 data Object Code K Screen 306 Enterers User Manual Page VIII 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 security 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 purchasin
9. Page IX 23 Extended Price UOM Error Last Modified by Date Additional Functions PF KEYS PF5 SqMIt PF6 PIP PF7 Audit PF8 Addr PF9 Notes PF10 Accts PF11 IDesc Enterers User Manual Screen 359 Invoice Item Summary cont d 12 digits Shows the item extended price as ordered 1 character Y indicates the unit of measure on invoice could be converted to match the PO 25 characters Identifies the name of the last person to modify the invoice item 8 digits Displays the session date entered on the batch header See the Appendix for an explanation of the standard PF Keys SciQuest Multi Voucher If this is a SciQuest invoice the SciQuest Multi Voucher invoice information will be displayed Purchasing Invoice Problems Used to display any purchasing invoice problems PIPs associated with the selected invoice Audit View the audit information for the selected vendor Address Used to include more lines of address information Notes Free form notes can be entered on a document These are on line reference notes regarding the document They will not be printed Accounts Distribution Displays the account distribution information for the invoice Item Description Enter additional detailed item description Page IX 24 Section X Appendix Enterers User Manual Page X 2 Document Inquiry Pop Up Windows The purchasing document inquiry scre
10. IP In Process CL Closed DL Deleted CO Completed TR Transferred Enterers User Manual Page III 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 Enterers User Manual Screen 272 Documents by Status cont d 2 characters Displays the current routing status of the document 13 digits characters Displays the user reference used to identify the subsidiary ledger SL account number for the 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 Receiving View the receiving information associated with the selected document Audit View the audit information for the selected document Accounts Shows the account distribution used for the document selected Header Shows the document header information that was entered when the document was Created Items Lists the line item information for the document Track Allows you to track the routing history of the document Page III 30 Incomplete Receiving and Invoicing Screen 275 is use
11. Page Il 24 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 Session Enterers User Manual Screen 256 Requisition Document Close cont d 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 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 am
12. Status PO Liq Ind Matched St Voucher FY Voucher St Posted Routing St Enterers User Manual 7 character digits Identify the PO document number used to create the invoice header 14 digits Indicate the invoice number to display 3 digits Identify the desired line item number 11 digits Identifies the vendor ID number and name on the invoice 11 digits Displays the total dollar amount processed for this invoice 8 digits Indicates the date the invoice was processed by FAMIS 2 characters Shows the status of the invoice The status code is used to indicate the level of processing on the invoice and the date the status was assigned to the invoice 1 character Displays the PO Liquidation Indicator used to identify whether the encumbrances for the document have been fully liquidated F partially liquidated P or not liquidated N 2 characters Displays the matching status for the document 7 digits Identifies the voucher number assigned when the pending voucher was created for the invoice 2 characters Displays fiscal year of the voucher 4 characters Displays the processing status of the voucher 1 character Y indicates a pending voucher has been posted to the system 2 characters Shows the status of a document s progress through the routing and approval system Page IX 22 Item Desc This Invoice Quantity UOM Unit Price Extended Pric
13. 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 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 reopened after it has been completed Additional Functions PF KEYS PF7 Track PF8 CnciR Enterers 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 VII 23 Screen 243 Limited Purchase Flag Maintenance cont d PF9 Accts PF10 Extnd PF11 Items PF12 Warns Enterers User Manual Accounts
14. e Type the quantity you are requesting the unit of measure the unit price the commodity code and the line item description e Type the 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 data 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 Enterers User Manual Page 11 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 10
15. DL Deleted See the Appendix for an explanation of the standard PF Keys Invoice Used to view the invoice details Receive View the receiving information associated with the selected document Audit Information View the audit information for the selected document Accounts Shows the account distribution used for the document selected PIP Shows the PIP documents Header Shows the document header information that was entered when the document was Created Items Lists the line item information for the document Track Allows you to track the routing history of the selected document Page 1111 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 09 11 09 3 20PM FY 2010 cc 02 Screen ___ Include Only Class _ SCN LLT User Ref Doc Vendor Name Date Buy Am
16. 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 VII 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 There is no word wrap feature on this screen To avoid splitting a word 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 09 15 09 15 57 FY 2010 CC 02 Screen ___ Doc L000946 Closed Position at line ___ Line Descriptfion 1 gt gt Note entered 09 08 P9 BY CRAMER CONNIE C__ 2 THIS IS A FULL YEAR SPBSCRIPTION FROM 3 12 13 09 THRU 12 13 1 4 5 6 7 8 9 Page F B E PF7 PF8 PF9 PF10 PF11 PF12 PItem NItem Enter PF1 PF2 PF3 PF4 PF5 P Hmenu Help EHelp o view the document header notes type 0 0 in the Item field Basic Steps e Advance to Screen 244 e Type a valid limited purchase document number in the Action Line To view the header notes type 0 0 in the Item field e Press lt ENTER gt to display existing document notes e Add or modify text in the available lines
17. G P000167 39521506 2588 70 IP 08 21 09 TAMUZ G P200034 8526713 P200034 8548260 P200034 8680554 P200034 8584045 Pxxxxx4 8651084 P200034 8665737 1037 15 CO 1209913 MS 09 04 01 MEDIC PRE 122 12 CO 1209870 MS 09 06 01 MEDIC PRE 115 76 CO 1217611 MS 09 19 01 MEDIC PRE 374 08 CO 1217605 MS 09 10 01 MEDIC PRE 1217604 MS 09 17 01 MEDIC PRE 487 59 CO 1217471 MS 09 18 01 MEDIC PRE P200036 8513913 161 45 CO 1209687 MS 08 31 01 BIOHAZARD P200036 8541069 428 94 CO 1209686 MS 09 05 01 BIOHAZARD P200036 8513912 3 259 28 CO 1209681 MS 08 31 01 BIOHAZARD Press ENTER To view more Items Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Frwd NNNNFRPRA w a o N Q oOo Basic Steps e Advance to Screen 351 e Type a valid vendor ID number in the Vendor field on the Action Line e f desired type a specific document number to place it at the top of the list displayed e Press lt ENTER gt to view a complete list of all invoices for the specified vendor e Type an X in the S field to the left of a document number and press lt ENTER gt to select the document and advance to Screen 358 where additional detailed invoice information will be displayed Invoice Browse Process Vendor Search and Select Vendor search and selection is available for all vendor ID numbers If the vendor ID is unknown enter an asterisk in the Vendor field and press lt ENTER gt
18. Help 3 characters Displays the initials of the buyer for the requisition 10 digits Shows the area code and phone number for the buyer s contact 8 digits Displays the date by which the requested order is expected Help 2 characters Shows freight code defining conditions by which purchased goods will be transported delivered 4 characters Identifies the type of funds or order State or Local 12 digits Displays the total amount of the purchase order See the Appendix for an explanation of the standard PF Keys ACH View vendor s ACH information Next Advances to next screen Screen 342 Vendor Search Used to search for vendor Page IX 8 Screen 341 Invoice Header Create Dept cont d PF8 Information Info Displays the Purchase Order Information PF9 Notes Notes Allows you to view document invoice and receiving notes included on the document Type X to select the type of notes to be displayed and press ENTER PF10 Accounts Accts Displays the account distribution used PF11 Cancel Cncl Cancel document Enterers User Manual Page IX 9 List Invoices by Purchase Order Numbers To access invoice information when you know the purchase order PO number use Screen 350 This screen gives you summary information about invoices sorted by their PO number A specific invoice may be viewed by typing an X in the S select column and pressing lt ENTER gt The system
19. I I F I G GRAPHIC SERVICES L I I I Select a Value or Press lt PF4 gt to Quit Enterers User Manual Page VIII 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 09 15 09 16 21 FY 2010 CC 02 Screen Doc E000073 Ion Process Doc Year 2010 Order Date 09 04 2009 Cat EP State Dept PHPL_ Subdept Total Amt Doc Summary ONE YEAR RENEWAL Vendor lvvvvvvvvvl SAGE SOFTWARE INC LDT Cd __ Reimburse ID FOB __ User Ref 150003 00143__ All Items Received Y Date Received 09 04 2009 Ship To Address Nbr 462 Invoice To Address Nbr 462 Name PHYSICAL PLANT ACCTG Name PHYSICAL PLANT ACCTG Addr AGRONOMY ROAD Addr AGRONOMY ROAD 1371 TAMU 1371 TAMU City COLLEGE STATION State TX City COLLEGE STATION State TX Zip 778431371 Country __ Zip 778431371 Country __ Phone Fax Phone Fax Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp ADDR Ne
20. Vendor ID s 9 digits Displays the vendor s Tax ID numbers Enterers User Manual Page IX 5 Invoice Amt Cr Invoice Dt Terms Due Dt Disc Due Dt Req Pay Dt Receive Dt Invoice Original Inv Cust AR Nbr Enclosure Code Alt Vendor Enterers User Manual Screen 341 Invoice Header Create Dept cont d 12 digits Enter the total amount on the invoice or the amount being paid If not paying the full amount you must include an explanation 1 character Enter Y if this is a credit memo Help 8 digits Enter the date of the invoice If none is available enter the date it was received in the department 4 fields If needed enter the payment terms from the invoice Help 8 digits Enter the due date 8 digits Displays the payment due date to receive the discount 8 digits Specify the requested payment date Help 8 digits Enter the date the invoice was received in your department 14 characters digits If needed enter the number from the original invoice This is for information only 25 characters digits Include the customer s Accounts Receivable number assigned by vendor account number customer number or department name as billed on invoice Help 1 character digit Enter Y to mail a copy of the invoice to the vendor Enclosure code valid values are A Auditor BLANK Not Specified
21. d PF7 Audit PF8 Accts PF10 Headr PF11 Items PF12 Track Enterers User Manual Audit View the audit information for the selected document Accounts Shows the account distribution used for the document selected Header Shows the document header information that was entered when the document was Created Items Lists the line item information for the document Track Allows you to track the routing history of the selected document Page Ill 27 Document Browse by Status Code FAMIS makes it possible for you to browse through your purchase documents sorted by their status code Using Screen 272 you can also filter your list by subdepartment class or route status Screen 272 Documents by Status Screen HZ A336008 A339162 A400727 A401191 A402763 A403639 A404596 A404707 A409119 A414809 A417540 A418248 a E a 8 AE a a L N E LDR a A KE RD 272 Documents By Status Dept ATHL_ SubDept Route Status Buy Vendor Name st Rt x RICHARD A S IP TEXAS A amp M U IP BRYAN COLLE IP ALLIED SUPP IP INTERNATION IP READING ING IP Class _ User Ref 3000903508 3000903603 3000902276 3000800230 5112010029 3000800256 PERPETUAL P IP CN 3000901741 CENTRAFLEX IP TEXAS A amp M U IP BRIARCREST IP 3000902512 3000902741 5106160000 301 CHURCH IP CN 5106160055 BENTON COA IP 3000902926 Doc Date 02 18 03 05 26 03 10 03 03 01 22 04 01 22 04 02
22. document s you have selected PF9 Select All Documents All Selects all the documents in your In Box and displays the routing document information pop up window The documents are displayed sequentially Section II Cover Sheet Pop Up Window This is the cover sheet of the document From this screen you can view all the information about the document and you can take action on the document If routing notes exist a message ROUTING NOTES will be displayed near the top of the screen If not there will be no message Screen 910 Cover Sheet Window I Screen 09 15 09 13 34 Purchasing Document CoverWSheet CC AM Action Routing Notes Exist Doc ID PLPSAL0O00006 Status Recalled Requested Action Doc Summary OFFICE FURNITURE Released 03 28 2000 by CARSON COLEEN C Limited Purch L000006 Contact Person Dept Name SYSTEM BUDGETS amp ACCOUNTING Doc Total Untransferred Total Document Notes PF4 PF5 PF6 PF7 PF8 PF10 PF11 PF12 Exit NDoc Summ RHist Audi Headr Items Track Enterers User Manual Page IV 9 Screen 910 Document In Box cont d Field Descri ptions Required Help PF2 or Field Help Available Action Line Action 3 characters Enter the action you wish to take on the document If you don t have approval authority you will not see this field displayed If rou
23. or N installation will be required for the requested item 1 character Indicate whether or not Y or N 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 Screen 254 Notes Used to enter on line notes about the requisition These will not be printed Existing Equipment Used to enter information about any existing equipment the requested item will be used in conjunction with Page 11 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 09 11 09 14 44 FY 2009 CC 02 Screen ____ Doc R900848 Item _1 0 Position at line __ of 11 Line Description Page F B E F 1 ACETONE 100 VIRGIN MATERIAL NOT RECYCLED__ 2 MATERIAL APPROXIMATELY 362 POUND DRUM 3 APPROXIMATELY 55 GALLON
24. or Limited Purchase L 1 character An asterisk indicates whether or not notes are attached to the document 7 character digits Identifies document numbers for the class of document specified 18 characters Identifies the vendor name on the document 6 digits Indicates the date the document was set up in FAMIS 14 digits characters Displays the user reference used to indicate the subsidiary ledger SL account number used for the order followed by the departmental reference number 3 characters Displays the initials of the buyer for the document as defined by the system 10 digits Indicates the total dollar amount of all line items for the document 3 characters Indicates the status of the document Common document status codes include 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 Page III 5 Screen 280 Document Browse cont d PF7 Audit PF8 Accts PF9 PIP PF10 Headr PF11 Items PF12 Track Enterers 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
25. will end the editing session and take you to the next required requisition screen Enterers User Manual Page Il 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 the requisition document number to be modified Screen Information Positionatline 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 Enterers User Manual Page Il 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 ins
26. 11 12 09 12 11 09 12 21 09 12 21 09 12 21 09 12 21 09 12 22 09 More Entries Press lt Enter 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 Descriptions required Action Line Dept SubDept Class Help 5 characters Help PF2 or Field Help Available Enter the department whose documents you would like to display Help 5 characters Identify the sub department to be included in the display Help Enterers User Manual 1 character Enter the class of document to inquire on Page III 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 Enterers User Manual 7 character digits Identify
27. 2 characters Indicates the freight code defining conditions by which purchased goods will be transported delivered 35 digits characters Displays the reference number assigned by the vendor if any Page IIl 37 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 Reason Displays the reason for the sole source purchase Page 5 Bidding Vendor 3 lines 30 characters Identifies a 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 Enterers User Manual Page III 38 Document Inquiry When the document numb
28. An asterisk indicates routing notes are attached to the document 34 characters Displays a summary description taken from entry of the original document 14 characters Identifies the status of the document as it relates to the user For example Blank In Process CN Cancelled CO Completed DR In Dept routing ER In Exec routing FN Final FY FYA FRA routing PR In Proc routing RC Recalled RJ Rejected 14 characters Shows the last action taken on the document in the routing process 12 digits Identifies the date and time document was sent to the Out Box 12 characters Indicates the document form name requisition purchase order limited purchase order or an exempt purchase order 4 digits Shows the fiscal year for the document Page IV 19 Screen 912 Document Out Box cont d Submitted by 21 characters Displays the name of the person who submits the document for approval Panel 3 Submitted 8 digits Identifies the date the document was submitted for approval Finished 1 character Indicates whether the document has finished the routing process Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys PF5 Recall the Document Recal Recall the document back to your In Box This is valid for only the creator of the document and the last person who approved the document A recall reason note is required If the us
29. Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp ADDR Next Resn Notes AdDpt C EET Enterers User Manual Page VII 4 Limited Purchases Basic Concepts cont d Credit Memo Example Screen 241 Limited Purchase Item 241 Limited Purchase Item 06 25 08 08 50 DILLON ENTERPRISES INC FY 2008 CC 02 Screen Doc A100610 Item 1 0 __ Unit Ext Item St Account Qty UOM Price Disc Price 1 0 CO 300370 00000 4045 1 00 LOT_ 148 7600 148 76 Comm Desc CREDIT FOR RETURNED MEDICAL ITEMS Part INV CM4545 Comm Desc Proc cd V St Cost Ref 1 2 3 TIBH Vv Processing Code 1 2 3 TIBH Screen 242 Limited Purchase Close 06 25 08 08 52 FY 2008 CC 02 242 Limited Purchase Close Screen Doc A100610 Completed Close Document Doc Summary RX CREDIT FOR RETURNED MEDICAL ITEMS Doc Year 2001 Doc Date 08 01 2001 Cat LP State Hmenu Help EHelp Next Item Route Recal Enterers User Manual Vendor lvvvvvvvvv0 DILLON ENTERPRISES INC LDT Cd Reimburse Id FOB User Ref 300370 1273 All Items Received Date Received Comm Desc Part Proc cd _ St Cost Ref 1 2 3 TIBH Page F B _ Document Total 148 76 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next IDesc Bkwd Frwd CAcct MAcct Warns Y 08 01 2001 Enter PF1 PF2 PF3 PF4 PF5 PF6
30. 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 Enterers User Manual Page Il 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 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 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
31. Item Description Quantity UOM Unit Price Extended Price gt gt Account Distribution lt lt Page 4 Catalogue Order Document Date Disc Pct Disc Due DD Disc Ind Pay DD F O B Vendor Ref Enterers 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 T indicates that no discount is allowed 8 digits Displays the pay due date or the date by which the invoice must be paid
32. PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Inve Recv Audit Accts PIP Headr Items Track Basic Steps e Advance to Screen 282 e Type a valid document class and account number on the Action Line e Type additional data in the available fields if desired and press lt ENTER gt to view a complete list of all documents for the specified account and document class e Type an X in the SL select 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 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 Enterers User Manual Page III 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 Enterers 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
33. Screen 280 is a useful screen that displays all purchasing documents created and shows the status of the document in the routing and approval process Users may limit the selection displayed by typing a document class type in the Class field For example if you want to view only Limited Purchase documents type L in this field PF keys have been added to the bottom of this screen to provide additional information about each document Screen 280 Document Browse 280 Document Browse 09 11 09 3 06PM FY 2010 cc 02 Screen ____ Class L Doc L000125 SCN LLT Doc Vendor Name Date User Ref Buy Amount St _ L L000125 APPLIED BIOLOGY 08 26 09 210930 00000 205 00 CL L 12000126 ALLIED GLASS 08 26 09 270860 09100 165 00 CL _ L L000127 AMERICAN PEPTIDES 08 26 09 210930 00000 75 00 CO _ L L000128 MCMILLAN CANE SUPP 08 26 09 270860 09100 60 11 Co _ L L000129 D W MEDICAL SUPPL 08 26 09 225360 32501 58 82 CO k L000130 SETON ALDERS INC 08 26 09 225360 32501 158 63 CO s L000131 AVANTAGE LIPIDS 08 26 09 225360 32501 300 00 CL I L000132 ELLINGTON ADHESIVE 08 26 09 225360 32502 103 20 co _ L L000133 INSULATORS INC 08 18 09 270490 0000 IP _ L L000134 DALE MARKETING LP 08 28 09 270490 0015 59 98 CL _ L L000135 ROGERS DIAGNOSTICS 08 26 09 200520 00012 550 85 CL _ L L000136 DALE COMPUTERS 08 28 09 270490 0000 IP L L000137 SEQUEL SYSTEMS 08 26 09 270300 10064 764 00 CO More Entries Press lt ENTER gt to continue Enter PF1 PF2 PF3 PF
34. aaaaaa End of List 10 Document S Found Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Recal RHist Sel Notes Left Right TEEN Enterers User Manual Page IV 17 Screen 912 Document Out Box cont d Screen 912 Document Out Box Panel 3 912 Document Out Box 09 15 09 14 06 CC AM Screen ___ Document Include Finished Y Actions From 08 16 2000 Thru 09 15 2009 lt lt More Panel 03 Sel Document ID Submitted Finished PLPAML400006 11 13 2006 PLPAML400008 11 13 2006 PLPAML400006 11 13 2006 PBDAMB000003 02 10 2000 PLPSAL000030 03 28 2000 PLPAML000305 03 20 2000 PLPSAL000022 03 21 2000 PLPAML100143 12 08 2000 PRQSAR100004 11 21 2000 PRQSAR100006 11 21 2000 ZZZKZZZKZK End of List 10 Document S Found Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Recal RHist Sel Notes Left Right Basic Steps e Advance to Screen 912 e Optionally complete the Action Line information to limit the display to a specific type of document and press lt ENTER gt to display all of the documents that you have take action on Routing Process Browse Your Out Box The current status and location of a document and when it arrived there can be checked using your Out Box Various pop up screens are available using the PF keys at the bottom of the screen To access this information type an X in the Sel
35. d 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 Maintenance Pop Up Window F2202 Mark field with an X to select I I I I Screen Search Criteria Doc Cat __ Drop N l l Cat Description Drop I _ BE BLANKET ENCUMBERED N Il BO REF BLANKET ORDER N i BU BLANKET UNENCUMBERED N I EP EXEMPT PURCHASES N I LP LIMITED PURCHASE N I MD MASTER ORDER DISC N I MQ MASTER ORDER QTY N RO REGULAR ORDERS N I I I I I l l l 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 The 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 Enterers User Manual 004 GL Attributes 2 09 15 09 16 11 FY 2010 CC 02 Screen ___ Account 026000 DISTANCE LEARNING NONFUNDED CLR Endowment Earnings Distribution Element of Instit Cost Sub El __ Acct Pct Restricted _ Acct Pct Payroll Acct Analysis Acct Pct Bond Issue Acct Pct Accountant Responsible 5uuuuuuu4 A
36. item 4 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 each 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 Appendix for an explanation of the standard PF Keys Enterers User Manual Page Il 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 reopening your requisition deleting items from your requisition or even canceling it all together You may use Screen 258 to perform these general maintenance functions on your requisition Screen 258 Requisition Flag Maintenance 09 11 09 14 46 FY 2009 CC 02 258 Req Flag Maintenance NO VENDOR ON DOCUMENT Screen Doc R900962 Ion Process Freeze Document N Reopen Document N Delete all Items N Delete Undelete Item Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help E
37. or surround the commodity name with asterisks i e PAPER 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 Enterers User Manual Page VIII 15 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 reopened using Screen 237 once the purchase is made so that adjustments can be made The vendor may
38. to record the information in FAMIS Invoice Header Create Process Hi e Key the invoice number exactly as it is on the invoice e All punctuation such as dashes commas or slashes needs to be entered e Key one space between letters or numbers e Ifthe invoice number is too long to fit in the Inv field take out the punctuation starting at the beginning of the number If it is still too long take off letters or numbers at the beginning of the number until it fits in the field For example if invoice D 1234 is entered as D1234 and someone tries to pay the same invoice but enters D 1234 FAMIS will not recognize the invoice number as a duplicate Enterers User Manual Page IX 4 Screen 341 Invoice Header Create Dept cont d The Vendor ID is pulled automatically from the information entered on Screens 240 or 234 and from what Purchasing entered on Screens 220 227 or 417 when they transferred your R document to a P In some cases it will pull from what you entered in the department on Screen 257 The corresponding vendor name and mailing address information will pull to the right of this field The invoice amount is the total on the invoice or the amount that you are paying If you are not paying the full amount of the invoice an explanation is required stating why the amount paid is different On acredit memo enter Y in the Cr field After the information has been entered on this screen press lt ENTER gt an
39. 252 Requisition Header Text Continued 252 Req Header Text Continued 09 11 09 14 42 FY 2009 CC 02 Screen ___ Doc R900856 Position at line __ of 75 Page F B E F Line Additional Text 1 TEXAS A amp M UNIVERSITY IS ISSUING THIS PURCHASE 2 ORDER FOR A BLANKET AGREEMENT FOR POOL 3 CHEMICALS FOR THE RECREATIONAL SPORTS 4 DEPARTMENT PER THE TERMS CONDITIONS AND 5 SPECIFICATIONS 6 7 kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk 8 THE VENDOR SHALL PROVIDE AND MAINTAIN UNTIL_ 9 THE EXPIRATION OF THIS BLANKET AGREEMENT ALL 10 INSURANCE COVERAGES AS SPECIFIED WITHIN BID__ 11 12 NO DELIVERIES WILL BE RECEIVED UNTIL THE 13 REQUIRED CERTIFICATES OF INSURANCE ARE 14 RECEIVED AND ON FILE AT TEXAS A amp M UNIVERSITY_ 15 PURCHASING SERVICES 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 ENTER 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
40. 6174 00 Class P Oth A P Srce Inv Forced Category RO USAS Doc Type Req Delivery Date LP Received Buyer PARKS PAUL Nbr INVQjs 1 Catalogue Order N Delg Contact ARIEL AUSTIN Paid Paid Remaining S Line Description P Quantity Amount Balance 1 0 Service Agreement M 12 00 6174 00 0 00 1 1mm Note to Bidder D 0 00 x End of line items Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hme Help EHelp Inve Recv D1Prt Accts Print Left Right The INV UOM field is filled in each time an invoice posting occurs to this line It comes from Screen 342 Each subsequent posting will overly this value Basic Steps e Advance to Screen 278 e Enter the document number to be displayed and press lt ENTER Each line item is listed at the bottom of the screen e Type an X next to the line item or position the cursor in the S field to select and press lt ENTER gt to advance to Screen 279 where detailed information will be provided Field Descri ptions Required Help PF2 or Field Help Available Action Line Document 7 character digits Identify the document number to be displayed Screen Information Panel 1 Doc Summary 50 characters digits Displays a summary description of the document selected Vendor 11 digits 30 characters Displays the vendor s identification number and name Reimburse ID 11 characters digits Shows the ID number of the individua
41. AWRENCE LONA L Limited Purch 140009 The Action Field does not display unless you have Contact Person Dept Name FAMIS Doc Total authority to take an action for that document PF4 PF5 PF 6 PF7 PF8 PF 9 PF10 PF11 PF12 Exit NDoc Summ RHist Audit Notes Headr Items Track Enterers User Manual Page IV 14 Screen 911 Document In Box by Name cont d Field Descri ptions Required Help PF2 or Field Help Available Action Line Action 3 characters Enter the action you wish to take on the document If you don t have approval authority you will not see this field displayed If routing notes exist a message ROUTING NOTES will be displayed near the top of the screen If not there will be no message Screen Information Doc ID Status Requested Action Doc Summary Released by Attachments Type of Document Enterers User Manual 12 characters digits Displays the document identification number used in Routing amp Approval consists of Form 3 characters Campus Code 2 digits Document Number 7 character digits 14 characters Indicates status of the document s progress through the Routing and Approval system Blank In Process CN Cancelled CO Completed DR In Dept routing ER In Exec routing FN Final FY FYA FRA routing PR In Proc routing RC Recalled RJ R
42. BAL 17 23 1 206 10 pack 500 per bale size 10 Total 3 326 10 gt gt Account Distribution lt lt 02 2006 300210 00000 4015 FOOD SERVICES 3 326 10 Account Total 3 326 10 CATALOGUE ORDER Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Fwrd Screen 288 Document Summary Page 4 288 Document Summary 09 11 09 4 09PM FY 2010 cc 02 Screen ____ Doc P600465 Number of Desc Lines 5_ Page 4_ Of 5 DOCUMENT DATE 09 20 2005 Disc Pct 0 000 Disc Due DD 0 Disc Ind N Pay DD 30 F O B DP Vendor Ref ZOE ZILLER 555 555 5555 Delivery Date 08 31 2006 Delivery Reqd By Dept Contact DARLENE DILLARD Phone No 979 458 8888 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 09 11 09 4 09PM FY 2010 CC 02 Screen Doc P600465 Number of Desc Lines 5_ Page 5_ Of 5 Bidding Vendor Vendor Contact Bid Amount ABCO WHOLESALE ZOE ZILLER 13649 00 BEN E KEITH FOODS CANDY CARTER 15951 00 F N SUPPLY CO F F FIELDS 62040 00 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 Enterers User Manual Page III 35 Screen 288 Document Summary cont d Basic Steps e Advance to Screen 288 e Enter the document number you wish to display
43. Basic Steps Approve or Reject Documents e Advance to Screen 911 e Press lt ENTER gt to scroll through documents in the In Box e Type an X next to all documents you would like to approve and press PF8 OR e Press PF9 to select all of the documents in your In Box e This will bring up the Routing Document Information Pop Up Window e Type APP in the Action field type Y in the pop up box to confirm that you would like to approve the document and press lt ENTER gt e Ifyou are rejecting a document type REJ in the Action field enter the reason that you are rejecting the document in the pop up window provided and press lt ENTER gt to return the document to its creator e This will return you to the Routing Document Information window Press PF5 to move to the next document requiring action or press PF4 to return to Screen 911 See Screen 910 for field descriptions and PF Keys Section II Cover Sheet Pop Up Window This is the cover sheet for the document From this screen you can view all the information about the document and you also take action on the document Screen 911 Cover Sheet Window I Screen 09 15 09 13 57 xxx Purchasing Document Cover Sheet CC AM I Action I Doc ID PLPSAL QQ090 Status Final Requested Action Doc Summary PENTIUM 3 COMPO amp ERS Released 09 21 2004 by
44. Basic Steps e Advance to Screen 913 e Type the name of the user whose Out Box is to be displayed including additional desired criteria e Press lt ENTER gt to display the contents of the selected person s Out Box e Type X in the Sel field and press lt ENTER gt to view the document cover sheet or press one of the PF keys at the bottom of the screen For example to view details of the document routing history press PF7 Out Box Process PF Keys Various pop up screens are available using the PF keys at the bottom on the screen To access this information type an X in the Sel field or position the cursor anywhere on the line of the desired document and press the PF key that indicates the information action you want For example pressing PF9 will display a pop up window with any notes on the document while PF7 will display the routing history of the document See the Appendix for a more detailed description of the PF Keys and their functions Field Descri ptions Required Help PF2 or Field Help Available Action Line Name 20 characters Enter the name of person whose Out Box is to be displayed Document 12 characters digits Enter the routing document number to be positioned on the first line of the display Enterers User Manual Page IV 22 Screen 913 Document Out Box by Name cont d Actions From Thru Include Finished Screen Information Panel 1 Sel Doc
45. Box by Name cont d Form Name FY Submitted by Panel 3 Submitted Finished Additional Functions PF KEYS PF5 Recal 12 characters Shows the type of purchasing document displayed 4 digits Indicates the fiscal year of the document 21 characters Identifies the name of the person who submitted the document to the Routing and Approval system 8 digits Shows date the document was submitted for approval 1 character Indicates whether the document has finished the routing process See the Appendix for explanation of the standard PF Keys Recall Recalls the document back to your In Box This is valid for only the creator of the document and the last person who approved the document A recall reason note is required If the user is the creator all approvals and other actions are erased however routing notes will be retained If resubmitted to routing the approvals must start over PF7 RHist PF8 Sel PF9 Notes Enterers User Manual Routing History Used to display the routing history of the document This is also available on Screen 914 Auto approves are designated by A Select After selecting document s displays the Purchasing Document Cover Sheet Notes Used to display routing notes for the selected document Page IV 24 Section V Document History Enterers User Manual Page V 2 Documents by Department You may use Screen 918 to access ro
46. C Comptroller L Local S Audit Services Y Enclosures 1 Housing Deposit Refunds 2 SIMS Stipends 11 digits The alternate vendor ID number is automatically pulled from information entered in the Reimburse ID field on Screen 240 or 235 Page IX 6 Screen 341 Invoice Header Create Dept cont d IC Reason Wire Transfer Vchr Amt Other Parts Amt Dup Inv Ovrd Help 1 character Enter the interest control code If not blank include information in the Reason field Valid values are A Accept scheduling of late payment Blank None F Force interest calculation R Refuse interest calculation Help 2 characters Indicate reason for code used in IC field Valid values are AD Agency discretion exercised Al Automation issue s DP Disputed payment DT Direct payment of travel expenses FC Fed Contract terms prohibit payment GE GSC exemption granted and documented MI Mailing instructions on PO not followed NI No invoice received 1 character Y indicates payment is made or to be made by use of wire transfer FAMIS does not make the wire transfer to the bank 11 digits Displays the total dollar amount of all items that have been entered 11 digits Identifies the total dollar amount from other A amp M System parts 1 character Enter Y to override warning of duplicate invoice and include reason in Doc Notes or
47. Cancelled Deleted removed from the system CO Completed no longer available for corrections Enterers User Manual Page IX 16 Screen 358 Invoice Document Inquiry cont d Matching Status The matching status field indicates whether or not all information has been processed for the document All information must be processed before the documents may be completed Valid values include Value Meaning NR No Receiving no receiving processed or did not match invoicing MF Match Forced MS Match Successful Routing Status The routing status field indicates a document s progress through the routing and approval system Valid values include Value Meaning RJ Rejected and sent back to the creator RC Recalled DL Routing at the Departmental Level EL Routing at the Executive Level RL Routing at the Regulatory Level PL Routing at the Processing Level co Successfully completed routing and approval PF Keys The PF keys are used to provide additional information for a particular document To select a document with a PF key first move the cursor to the desired line by tabbing or by using the arrow keys Then press the PF key to display additional information Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Identify the PO document number used to create the invoice header Inv 14 digits Indicate the invoice number us
48. 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 and press lt ENTER gt to copy the line items to the document Enterers User Manual Page VII 27 Screen 245 Copy Limited Purchase to Limited Purchase 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 values are set by the FAMIS Services Team using Screen 854 However you may view these value
49. Fax Phone Fax Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp ADDR Next Resn Notes AdDpt GFE Solicited field is displayed if the LP Good Faith Effort Required field is required on Screen 311 Basic Steps Create a New Limited Purchase Header e Advance to Screen 240 type a document prefix followed by zero in the Action Line and press lt ENTER gt e Enter the department document summary and user reference e 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 e Type additional data in the available fields as desired and press lt ENTER gt to record the purchase information e f all information has been successfully entered the system assigned limited purchase order number will be displayed on the Action Line Enterers User Manual Page VII 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 Creation 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 sys
50. Identifies the payment terms for the invoice Ex 2 10 n 30 2 discount if paid before the 10th pay net amount if paid after the 10th and by the 30th 4 characters Indicates the status of the voucher Common voucher status codes include outstanding OUT reconciled RECN paid PAID and in cycle CYCL 1 character Y indicates a pending voucher has been posted to the system 14 digits Indicates the invoice number entered on the original invoice if this is a follow up invoice 14 digits Identifies the SciQuest invoice number 1 character Y indicates payment for the invoice has been forced Page IX 18 Screen 358 Invoice Document Inquiry cont d Reason Last Modified by Date Itm Nbr Quantity UOM Conv UOM Unit Price Inv Ext Price Item Description Additional Functions PF KEYS PF5 SqMIt PF6 PIP PF7 Audit PF9 Notes 70 characters Displays the reason for the forced payment 25 characters Shows the person s name who last modified document 8 digits Displays the session date entered on the batch header 1 character Type X and press lt ENTER gt to select an invoice for display on Screen 359 3 digits Identifies the number for the specified line item 10 digits Indicates the item quantity invoiced 4 characters Displays the unit of measure for the item as invoiced 4 characters Represents the converted item unit of measure i
51. Keys The PF keys are used to provide additional information for a particular document To select a document with a PF key first move the cursor to the desired line by tabbing or by using the arrow keys Then press the PF key to display additional information Field Descri ptions Required Help PF2 or Field Help Available Action Line Vendor 11 digits Identify the vendor whose invoice information is to be displayed Doc 7 character digits Enter a specific PO document number to be displayed at the top of the list Pg of __ 3 digits Viewed Pg s Shows number of the current page and number of pages to be viewed You may enter desired page number to advance to a specific page Screen Information S 1 character Type an X in this field to select an invoice for display on Screen 358 NT 1 character An asterisk indicates that there are notes attached to the invoice Enterers User Manual Page IX 14 Screen 351 Invoice Inquiry by Vendor cont d Doc PI Invoice Nbr Itm Invoice Tot St Voucher M St Invoice Date Doc Summ Additional Functions PF KEYS Enterers User Manual 7 character digits Shows document number associated with invoice 1 character An asterisk in this field indicates that a PIP purchasing invoice problem has been processed for this invoice 14 characters digits Displays the invoice number This number is used to identify
52. 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 addition vendor information Next Advances to the next screen Notes Document Notes Used to enter free form notes about the purchase These are on line reference notes regarding the document They will not be printed Additional Departments Allows the addition of 10 extra departments sub departments that will have approval and accounts on this document Page VIII 14 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 changes on the items purchase Use the PF keys at the bottom of this screen to view additional information about the exempt purchase item Scree
53. PF11 Additional Departments AdDpt Allows the addition of 10 extra departments sub departments that will have approval and accounts on this requisition Enterers User Manual Page 11 13 Enter Requisition Shipping and Text 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 instructions 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 Requisition Shipping and Text 251 Req Shipping and Text 09 11 09 13 55 FY 2010 cc 02 Screen Doc R900071 Ship To Address Nbr Invoice To Address Nbr Name VET MED SMALL ANIMAL MED amp SUR Name VET MED SMALL ANIMAL MED amp SUR Addr SMALL ANIMAL HOSP BLDG 1085_ Addr SMALL ANIMAL HOSP BLDG 1085_ ATTN GI LAB ATTN HARRY HARRIS 4474 TAMU 4474 TAMU City COLLEGE STATION State TX City COLLEGE STATION State TX Zip 778434474 Country __ Zip 778434474 Country __ Phone FAX Phone FAX Text codes 046 Additional BLANKET ORDER FOR ITEMS AS LISTED BELOW FROM Text Lines SEPTEMBER 1 2007 THROUGH AUGUST 31 2008 Continued QUANTITIES ARE ESTIMATED ONLY AND DO NOT Cam GUARANTEE PURCHASE DELIVERY TO BE MADE AT Enter PF1 PF2 PF3
54. PF7 PF8 PF9 PF10 PF11 PF12 Warns Page VII 5 Create Modify Limited Purchase Header 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 Screen 240 Limited Purchase Header a I U M I O 240 Limited Purchase Header 09 15 09 15 32 FY 2010 CC 02 Screen Doc L000183 Ion Process Doc Year 2010 Order Date 08 28 2009 Cat LP State Dept CLAR_ Subdept Total Amt Doc Summary DALE DOCKING STATION FOR ALICE ANDERSON Vendor lvvvvvvvvvI DALE MARKETING L P LDT Cd __ Reimburse ID FOB __ User Ref 500225 0000 All Items Received N Date Received Ship To Address Nbr 572 Invoice To Address Nbr 572 Name COLLEGE OF ARCHITECTURE Name COLLEGE OF ARCHITECTURE Addr LANGFORD ROOM A999 Addr LANGFORD ROOM A999 3137 TAMU 3137 TAMU City COLLEGE STATION State TX City COLLEGE STATION State TX Zip 778433137 Country __ Zip 778433137 Country __ Phone
55. 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 below 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 09 15 09 16 31 FY 2010 CC 02 Screen Dept CHEM_ Part Nbr AX0120 8 Delete _ Text 175 13 60014 2 ACETONE 4L ACS 99 5 AX0120 8 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 and can be 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 It is also on Screen 236 but is not required if the TIBH required fla
56. 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 Enterers User Manual Page VIII 10 Screen 235 Exempt Delegated Header cont d 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 At least one department is required to create an exempt purchase 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 i oO ue a LIIIIIIII 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 to the desired vendor and press lt ENTER gt to select t
57. 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 3 characters Identify the country code where the invoice is to be sent if outside the United States Page VII 10 Screen 240 Limited Purchase Header cont d Phone Fax Additional Functions PF KEYS PF4 ADDR PF5 Next PF7 Resn PF9 Notes 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 screen Reason Used to enter a reason code why no GFE was solicited Notes Document Notes Used to enter notes about the purchase These are on line reference notes regarding the document They will not be printed PF11 AdDpt 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 Enterers User Manual Page VII 11 Create Modify Limited Purchase Items Information that pertains to each item on the limited purchase document such as account quantity and unit price ar
58. d Allitems Received Date Received Ship To Address Nbr Name Addr City State Zip Country Phone Fax Invoice To Address Nbr Enterers User Manual 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 Entry 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 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 will be filled in auto
59. e Enter the document number on the Action Line to display it at the top of the list and press lt ENTER gt Type only the document prefix to view a list of documents for a specific class Field Descri ptions Required 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 Enterers User Manual Page III 49 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 8 characters digits Indicates the user ID of the person performing the action on the document
60. e Enter the number of description lines to display per item and press lt ENTER gt to retrieve document information e Continue to press lt ENTER gt to scroll through the pages of the document or use PF7 and PF8 to scroll backwards and forwards through the pages Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Identify the document number to be displayed Number of 2 digits Desc Lines 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 Page of 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 Page 1 Vendor 5 lines 30 characters Displays the vendor s ID number name and address Doc 7 character digits Displays the document number User Ref 10 digits Identifies the user reference number for the document Invoice to 5 lines 30 characters Indicates the address where items purchased will be invoiced Ship to 5 lines 30 characters Indicates the address where items purchased will be shipped Page 2 lt lt Additional Text gt gt OR lt lt Sub Text gt gt Additional information for document summary if available Enterers User Manual Page III 36 Page 3
61. 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 III 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 your documents that have been closed but have not been sent into the routing and approval system Screen 271 Documents Closed But Not Routed vuuvuuuvuuyuUuyuUEE ES ERIE Oa Screen 271 Documents Closed But Not Routed Dept ANTH_ SubDept Vendor Name Class _ User Ref Doc Date 02 22 10 2 25PM FY 2010 CC 02 S Dept Amount A000007 M500352 M600046 M600470 M700004 P001424 P001958 P002111 P002114 P002120 P002139 P002153 SSB SSB AGC AGC AGC AGC AGC AGC AGC JJ MORRIS CHANCE JAMES J JENSON JAMES J JENSON JAMES J JENSON JAMES J JENSON PERCUSIVE CANTON INDUSTRY JAUL MEDICAL INC DAYTIME SOLUTIONS COHN TECHNOLOGIES WINSTON PLAINS PERSH SCIENTIFIC 2416092010 214910 5689 214910 5689 214910 5689 214910 5689 500262EN8330 41100000025 2152801019 80501000000 27049000920 27049000919 23008201146 01 28 10 10 14 04 06 16 05 04 26 06 04 26 06
62. 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 VIII 18 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 09 15 09 16 37 FY 2010 CC 02 Screen Doc E000818 Closed Doc Summary REFERENCE MATERIAL Doc Year 2010 Doc Date 09 11 2009 Cat EP State Dept LIBR Sub Dept Total Amt 165 00 Vendor lvvvvvvvvvl EDISON ELECTRIC INSTITUTE LDT Cd LE Reimburse Id FOB User Ref 289010 40000 All Items Received Y Date Received 10 2
63. field 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 reopened after it has been completed Additional Functions PF KEYS PF7 Track PF8 CnciR PF9 Accts PF10 Extnd PF11 Items PF12 Warns Enterers 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 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 VIII 24 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 There is no word wrap feature on this screen To keep a word from being split between two text lines use the TAB key to advance to the next available text line Screen 239 Exempt Purchase Note Text 239 Exempt Purch Note Text 09 16 09 09 05 FY 2010 CC 02 Screen Doc E0
64. 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 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 258 to reopen 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 y
65. in automatically if an Address Nbr is specified 9 digits Enter the ship to zip code Filled in automatically if an Address Nbr is specified Page Il 15 Screen 251 Requisition Shipping and Text cont d Country Phone FAX Invoice To Address Nbr Name Addr City State Zip Country Phone FAX Enterers User Manual 3 characters Identify the ship to country code if outside the United States Filled in automatically if an Address Nbr 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 in
66. 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 original 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 VIII 28 Screen 233 Copy Exempt Purchase to Exempt Purchase cont d Screen information Header Screen Func Item Desc Quantity Unit Price UOM Ext Price Proc Cd Additional Functions PF KEYS PF11 AdDpt Enterers User Manual 1 character Indicate 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 you wish perform on the selected lin
67. line of note text 45 characters 99 lines Record information about the limited purchase 1 character Signify whether to scroll forward F or backward B through text lines or scroll to the end E of the document notes 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 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 to Limited Purchase 245 Copy Limited Purchase to Limited Purch 09 15 09 16 06 FY 2010 cc 02 Screen ___ Doc L700052 Item From Vendor FISHER MICRO SUPPLIES From Doc FY 2010 New Doc LO FY 2010 Cat LP Dt 09 15 2010 or Existing Doc Header Screen _ Proc Func Item Desc Quantity Unit Price UOM Ext Price Cd 1 0 1340 4 TRICHLOROE 1 00 126 8600 EA 126 86 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 purchase order from which you wish to copy line items on the Action Line and press lt
68. niri diina i iaie IV 17 Screen 913 Document Out Box by Name cccssssccececessssssseseeeeeessssssneaeeeeeens IV 21 V Document History Screen 918 Documents by DepartMent cccccsesscccecessssssseceeeeecessessneseeeesens V 3 Screen 914 Document Routing History u ssssssssesrsrerennnsn nn enn nn nn enn nnnnnee V 6 VI Approval Profiles Screen 915 Approval Profile by Name cc sccccccecsssssssneceeeeecessesssaeeeeseseeeeees VI 3 Enterers User Manual Page l 5 Table of Contents cont d VII Limited Purchases PAGE Basie Concepts iere neii ear aaaea arite eitea iai VII 3 Handle Credit M MOS cccccccceceeeseseseeeseseeeeeseseesesesesesesesesens VII 3 Screen 240 Create Modify a Limited Purchase Heade ccccsccccsceeseeeseeees VII 6 Create a New Limited Purchase Header ccccsccccceeeeeseeees VII 6 Modify an Existing Limited Purchase Header scccceeee VII 7 Create Limited Purchase Order Document Numbers VII 7 Vendor Search and Select cccccssesessssssssssessssssssssseesseernaes VII 8 EDT CO GS ices cctt hae ts a a A ea tenaeatataeaies VII 8 Processing Codes ccccccesssssssececesesesseaeeeceeseeesesaaeeeeseessessaaeees VII 8 Screen 241 Create Modify Limited Purchase Items cccsccccsseseesecesseeeeseeees VII 12 Line Item Entry icii usa eee debate TE SEER esse he RET in VII 13 Copy Account Number from Item to IteM ceeceesseeeeee
69. number of pages displayed varies from document to document Screen 288 Document Summary Page 1 288 Document Summary Screen Doc P600465 VENDOR lvvvvvvvvv1 P O BOX 88888 AUSTIN TX 78706 INVOICE TO FOOD SERVICES DEPARTMENT AGRONOMY ROAD 1374 TAMU COLLEGE STATION TX 77843 1374 Hmenu Help EHelp 09 11 09 4 09PM FY 2010 CC 02 Number os Dese tines Page 1 of 5 DOC P600465 AMERICAN SW MERCANTILE INC DBA ABCO WHOLESALE l l USER REF 300210 7089 SHIP TO FOOD SERVICES DEPARTMENT AGRONOMY ROAD 1374 TAMU COLLEGE STATION TX 77843 1374 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 P600465 lt lt ADDITIONAL TEXT gt gt CONFIRMATION DO NOT DUPLICATE M600187 Hmenu Help EHelp Enterers User Manual 09 11 09 4 09PM FY 2010 CC 02 Number of Desc Lines 5_ Page 2 of 5 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Bkwd Fwrd Page III 34 Screen 288 Document Summary cont d Screen 288 Document Summary Page 3 288 Document Summary 09 11 09 4 09PM FY 2010 cc 02 Screen Doc P600465 Number of Desc Lines 5_ Page 3__ Of 5 ITEM DESCRIPTION QUANTITY UOM UNIT PRICE EXTENDED PRICE 1 White paper grocery bags 200 00 BAL 10 60 2 120 00 pack 500 per bale size 8 2 White paper grocery bags 70 00
70. on invoice PF8 Purchase Order Information Vndr Tax ID Document Dt Cat Enterers User Manual 11 digits and 31 characters Shows the FAMIS vendor ID number and vendor name for the suggested vendor 9 digits Displays a Social Security Number or Federal Employer Identification Number that is available for 1099 report preparation 8 digits Indicates the date the requisition was created Help 2 characters Shows the document category which is used to define the accounting and receiving characteristics of the document Page IX 7 User Ref Start Dt Contact Person Ph End Dt Buyer Ph Exp Dlvry Dt FOB Type Funds Ord PO Total Additional Functions PF KEYS PF4 ACH PF5 Next PF7 VSrch Enterers User Manual Screen 341 Invoice Header Create Dept cont d 14 digits Identifies the user reference number which indicates the subsidiary ledger SL account number used for order followed by departmental requisition number 8 digits Identifies the start date usually the first day of the fiscal year for a Maintenance Agreement or a Blanket Order 20 characters Displays the name of the person to contact if there are any questions problems regarding the purchase voucher 10 digits Shows area code and phone number for purchase voucher s contact person 8 digits Identifies the last date of a Maintenance Agreement or Blanket Order
71. on line feature that assists the user by providing immediate information about any particular field on a screen Data Entry A means for adding information into the system Default The value that the system will assign if no other value is entered 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 Enterers User Manual Page X 18 Appendix Glossary cont d Delete Flag A data element whose condition signifies that a document will be permanently removed from the database during the next archive cycle Demand Voucher Voucher to be paid during the next Check Cycle Diagnostic Message HELP An on line feature that assists the user with data entry by providing an explanation of a message and the appropriate action to take Diagnostics The messages that describe the results of processing These messages may indicate an error and provide information about a process by noting what action to take to correct the error Digit 3 of TC The third digit of the Transaction Code Entry Code which specifies the type of transaction 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 sy
72. 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 header 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 Enterers User Manual Page Il 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 or a portion of the name of your vendor in the vendor ID field This accesses an alphabetical listing of all vendo
73. 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 like 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 Enterers User Manual Page VIII 27 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 Enterers User Manual 7 character digits Enter the exempt purchase order document number from which you wish to copy line item information 4 digits Indicate the
74. the first document number to be displayed 1 character Type X and press lt ENTER gt to select a document for display on Screen 278 1 character Identifies the class of the document Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L 1 character An asterisk indicates there are notes attached to the document 7 character digits Identifies document numbers for the class of document specified 3 characters Displays 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 Indicates 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 III 26 Screen 271 Documents Closed but Not Routed cont
75. the invoice header created on Screen 340 or 341 3 digits Shows number of items processed on invoice 14 digits Displays the total dollar amount processed for this invoice 2 characters Indicates status of the invoice Valid values are IP In Process CL Closed CN Cancelled Deleted RE Reopened for process CO Completed 7 digits Identifies the pending voucher number assigned when the invoice was processed 2 characters Displays the matching status for the specified document Valid values are MS Match Successful NR No Receiving MF Match Forced 8 digits Indicates the date the invoice was processed by the system 11 characters Displays a brief summary of the document as a whole See the Appendix for an explanation of the standard PF Keys Page IX 15 Invoice Document Inquiry Detailed invoice information including its status its matching status and its voucher number and status can all be displayed by keying a valid Purchase Order PO and invoice number on the Action Line of Screen 358 You can see more information on a specific invoice line item by typing an X next to it and pressing lt ENTER gt to advance to Screen 359 You may also select a document on Screen 351 and view the details on Screen 358 Screen 358 Invoice Document Inquiry 358 Invoice Document Inquiry 02 15 11 10 16 FY 2011 CC 02 Screen BKDoc PO000257 Inv TO 84128 Vendor lvvvvvvvvv4 TILLEY OIL Vouch
76. 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 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 Il 11 Screen 250 Requisition Header Create Modify cont d Doc Summary Sole Source Y N Emergency Y N Catalogue Order Y N 50 characters Identify a brief summary of the requisition document as a whole This description will be displayed on the document inquiry screens 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 1 character Identify whether or not Y or N this is an emergency purchase 1 character 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
77. 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 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 Enterers User Manual Page X 22 Appendix Glossary cont d Remit To Address The address to which the check for goods and or services rendered will be sent Requisition A type of document that internally requests goods and or services to be acquired It must be authorized before being converted to a purchase order Retention Months A data element defined when creating a vendor This indicates the number of months a vendor is to be maintained on file after all outstanding items have been paid or reconciled Revenue Income or receipts Run Parameter A parameter from a control record or a program control transaction as opposed to a file maintenance transaction S 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 H
78. 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 II 41 Buyer Nbr Invoices Catalogue Order Delg Contact Line Quantity UOM Description Unit Price Extended Price Panel 2 Received Date Recvd Invoiced Enterers 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 line item 25 characters Displays a brief description of the line item 1 character Indicates any special processing needs for the document 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 10 digits Shows the quantity
79. 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 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 Il 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 Enterers 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
80. 0 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 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 ARMSTRONG REPAIR CENTER I 09 11 09 14 38 FY 2009 CC 02 Screen ___ Doc R700856 Item _ 1 0 Estimated f Quantity UOM Unit Price Extended Price Number Item Type 3 00 HR 69 0000 207 00 M700276 1 0 MO 498 00 HR 69 0000 Commodity 931 30 Proc Cd X Cost Ref 1 2 3 Part Nbr Desc Technician s Hourly Rate FY CC Account Pct Amt 2007 02 300210 00000 5512 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 whe
81. 00004 Etem 0 0 Completed Position at line Line Description i gt gt Note entered 08 24 09 BY KAISER KAITLYN__ 2 MEMBERSHIP DUES 9 1 09 8 31 2010 3 MEMBERSHIP IN THE AMERICAN COUNCIL OF 4 LEARNED SOCIETIES ENABLES TAMU TO INTERACT _ 5 WITH OTHER UNIVERSITIES FACULTY AND 6 STUDENTS THROUGHOUT THE COUNTRY TO EXCHANGE 7 IDEAS REGARDING EDUCATION 8 9 THIS PAYMENT SERVES A PUBLIC PURPOSE AND 10 THE AGENCY IS RECEIVING ADEQUATE 11 CONSIDERATION Page F B E F 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 o
82. 009 Buyer LPS PRESLEY P Ph 979 845 3333 End 08 31 2012 Research Y N Y Type Funds 1 Type Order LOC_ Change No Print Doc Dept PPRI_ SubDept Attachments _ Doc Summary NEOPOST MAIL METER STATE CONTRACT TXMAS 5 34 10__ Sole Source Y N Y Emergency Y N N Catalogue Orde Y N N lt lt Suggested Vendors gt gt Vn ID lvvvvvvvvv0 or FEI Vn ID or FEI NEOPOSTIT Addr 10005 HUNTINGTON DRIVE Addr WAYWARD CA 94544 PH 713 690 3333 FAX 713 690 4444 PH Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 Hmenu Help EHelp Next SResn EResn Not FAX PF10 PF11 PF12 AdVen AdDpt 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 f
83. 01 315 000 00 PRT _P 711 0 101 P000188 KONI MINOT 08 99 212390 20001 3 983 04 PRT _ P 711 0 194 P000199 SHARE ELECTRON 08 99 132005 0000 1 421 28 PRT PB 711 0 2 P000248 XERON CORP 09 09 246549 0429 38 932 20 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 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 Descri ptions Required Help PF2 or Field Help Available Action Line State Req 11 digits characters Identify the first state requisition number to be displayed Enterers User Man
84. 03 04 09 19 03 02 02 04 02 09 04 12 31 03 01 05 04 01 31 04 09 11 09 4 03PM FY 2010 CC 02 S Dept Amount 820 25 3 887 28 1 840 00 100 00 More Entries Press lt Enter gt to continue Recv Audit Accts Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Inve Headr Items Track Basic Steps e Advance to Screen 272 e Type a department code on the Action Line e You must enter a status code For example In Progress IP Closed CL Deleted DL Completed CO and Transferred TR e Press lt ENTER gt to view a list of documents in your department that match the status code entered e Type an X in the SL field to select a document and press lt ENTER gt to advance to Screen 278 where detailed information will be displayed e Place the cursor in the SL field next to the desired document number and use the PF keys at the bottom of the screen to view additional document information Field Descriptions Required Help PF2 or Field Help Available Action Line Dept SubDept Class Enterers User Manual Help 5 characters Enter the department whose documents you would like to display Help 5 characters Identify the sub department to be included in the display Help 1 character Enter the desired class of document Page III 28 Screen 272 Documents by Status con
85. 1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Page l 8 Purchasing Menus cont d Menu M24 Requisitions and Limited Purchase Entry Menu M24 Requisitions and Limited Purch Entry Menu 03 02 11 10 48 FY 2011 cc 02 Screen N amacaa Requisitions 7 alee 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 K re 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 Menu M34 Purchasing Invoice Menu 03 02 11 10 48 FY 2011 CC 02 M34 Purchasing Invoice Menu Screen sasassm Invoice Updates 340 Invoice Header Create 341 Invoice Header Create Dept 342 Invoice Line Create 343 Voucher Good Faith Effort Re
86. 1 09 3 4 FY 2010 CC 02 Screen __ State Order Class L Doc S CN St Ord L L T Number Doc Vendor Name Date User Ref Amount St _ P 100026 P300048 BUELA FIXTURE COM 05 02 241801 95105 467 40 CO _P 100032 P300058 ERIN ARLAN INCORP 05 02 241801 9509 112 74 CO _P 100033 P300057 ADVANCED MEDS 05 02 241801 9513 65 13 Co _P 100034 P300049 FINER SCIENTIFIC 05 02 241801 9508 145 80 CO _P 100035 P300056 FSN SCIENTIFIC INC 05 02 241801 9507 167 10 co _P 100036 P300055 GRANTS INDUSTRIAL 05 02 141801 9517 25 52 CO _P 100037 P300054 BTA SCIENTIFIC INC 05 02 241801 9512 44 45 CO _P 100038 P300053 ACTION MEDICAL 05 02 241801 9514 96 00 Co _P 100039 P300052 ACTION MEDICAL 05 02 241801 9515 480 00 CO _P 100040 P300051 PT GLOVES INC 05 02 241801 9516 51 76 CO ze 100041 P300050 NORTHEAST SCIENTIF 05 02 241801 9508 361 10 CO P 100209 P300087 POLLARD PAPER DIST 06 02 241801 9520 89 35 CO P 100212 P700050 MINOR CORP 06 06 289010 25000 3 360 00 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 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 w
87. 2 Hmenu Help EHelp ACH Next VSrch Info Notes Accts Cncl Enterers User Manual Page IX 3 Screen 341 Invoice Header Create Dept cont d Wire Transfer Entering Y in the Wire Transfer field indicates payment is made or to be made by use of a wire transfer The resulting transaction will post with a transaction type of 6 TC 146 and the Prepaid Voucher field on Screen 345 will be set to Y FAMIS does not make the wire transfer to the bank the actual wire transfer must still be made by someone in the Business Office When originally entered on Screen 340 or Screen 341 the value in the Wire Transfer field will carry forward and display on Screen 345 On the other hand if you enter Y in the Wire Transfer field directly on Screen 345 this will not change the value in the Wire Transfer field originally entered and displayed on Screen 340 or Screen 341 To change that value you must return to Screen 340 or Screen 341 to make the change Basic Steps e Advance to Screen 341 e Type inthe document number and the invoice number on the Action Line and press lt ENTER gt e Enter the total amount of the invoice being paid and press lt ENTER gt e Type the date of the invoice being paid If there is no invoice type the date the invoice was received in the department and press lt ENTER gt e Fill in the remaining information as required by your department and press lt ENTER gt
88. 4 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 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 Enterers User Manual Page III 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 Enterers 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
89. 5 Approval Profile by Name cont d Office 10 characters Displays the title of the office in which the person has approval authority Desk 10 characters Identifies the name of the desk where the person has approval authority Status Help 1 character Indicates the status of how the document should go to the desk Blank Approval Information N Notification View 10 characters Displays the name of the view where a person has approval authority on a signer or creator desk This is only applicable to signer creator desks Additional Information PF Keys See the Appendix for explanation of the standard PF Keys Enterers User Manual Page VI 4 Section VII Limited Purchases Enterers User Manual Page VII 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 not requiring a bid 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 341 Invoice Header Create Dept Additional screens which may be used are 243 Limited Purchase Flag Maintenance 244 Limited Purchase Note Text 245 Copy Limited Purchase Order to Limited Purchase Order Information required to enter a limited purchase will need to be acquired in order to complete the transaction Th
90. 6 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 Enterers User Manual Page VIII 19 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 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
91. 6 24 09 12 149 10 PRT _ P P905073 MEY XERON CORP 06 24 09 7 933 68 PRT P905119 MEY XERON CORPORATION 06 25 09 6 116 76 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 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 Enterers User Manual Page IIl 7 Screen 281 Document Browse By Dept SubDept cont d Class Doc Completed Docs Screen Information SL CL NT Doc Buy Vendor Name Date S Dept Amount St
92. 7 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 line items you want to copy Press lt ENTER gt to copy the selected items Enterers User Manual Page Il 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
93. 9 PF10 PF11 PF12 Hmenu Help EHelp Discd RHist Sel All Left Right Screen 910 Document In Box Panel 2 910 Document In Box 09 15 09 13 25 CC AM Screen ___ Document Office Desk lt lt More Approvals Only N Panel 02 More gt gt Current Sel Document ID FY Submitted by Submitted Arrived cc Unit PRQSARO00013 2000 STRIKER SONDRA S 03 27 2000 03 27 2000 INRE FAMIS PLPAML400008 2004 JENSEN JULIE PRQSARO00009 2000 JENSEN JULIE PROQSARO00019 2000 JENSEN JULIE PROQSARO000024 2000 JENSEN JULIE PROQSARO00024 2000 JENSEN JULIE PRQSARO00030 2000 JENSEN JULIE PLPSALO00006 2000 JENSEN JULIE PLPSALO00075 2000 JENSEN JULIE PRQSAR100001 2001 JENSEN JULIE PRQSAR100004 2001 JENSEN JULIE PRQSAR100006 2001 JENSEN JULIE 11 13 2006 09 02 2008 03 27 2000 04 18 2000 SA 03 27 2000 03 28 2000 SA 03 27 2000 04 03 2003 03 27 2000 11 06 2003 03 28 2000 06 23 2008 SA 03 28 2000 03 29 2000 SA 03 28 2000 03 28 2000 SA 11 21 2000 04 03 2003 SA 11 21 2000 06 23 2008 SA 11 21 2000 06 23 2008 SA auuu xkk End of List 12 Document S Found Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Discd RHist Sel All Left Right SSS EEE Enterers User Manual Page IV 5 Screen 910 Document In Box cont d Screen 910 Document In Box Panel 3 910 Document In Box 09 15 09 13 26 CC AM Screen ___ Document Office Desk lt lt More Approvals Only N
94. 918 Documents by Department Panel 2 918 Documents by Department 09 15 09 15 11 cc 02 Screen ___ Dept CHEM_ SubDept Form Finished N lt lt MORE PANEL 02 Sel Document ID Form Name FY Status Created SubDept _ PIP021612202 INVOICE PROB Rejected 06 14 2006 _ PIPO21616240 INVOICE PROB Rejected 08 28 2006 _ PIP021616453 INVOICE PROB Rejected 08 31 2006 _ PIPO21616454 INVOICE PROB Rejected 08 31 2006 _ PLP02L000230 LIMITED PRCH 2009 In Dept Rt 09 15 2009 PLP02L002043 LIMITED PRCH 2010 In Dept Rt 09 15 2009 _ PLP02L002114 LIMITED PRCH 2010 In Dept Rt 09 11 2009 _ PLP02L002214 LIMITED PRCH 2010 In Dept Rt 09 11 2009 _ PLP02L002721 LIMITED PRCH 2010 In Dept Rt 09 15 2009 PLP02L002723 LIMITED PRCH 2010 In Dept Rt 09 15 2009 _ PLP02L002736 LIMITED PRCH 2010 In Dept Rt 09 15 2009 PLP02L002755 LIMITED PRCH 2010 In Dept Rt 09 15 2009 PRESS ENTER TO VIEW MORE DOCUMENTS xxx Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp RHist Cover Notes Left Right Enterers User Manual Page V 3 Screen 918 Documents by Department cont d Basic Steps e Advance to Screen 918 e Type a valid department on the Action Line e Include subdepartment and form type to narrow the search and display list e Enter Y in the Finished field if you wish to include finished documents in the list displayed e Press lt ENTER gt to display a list of documents for the sp
95. AR PAYROLL a 1517 1517 QATAR PAYROLL 1782 1782 TAMUQ HOUSING ALLOWANCE 5 1790 1790 TAMUQ LOCAL HIRE ALLOWANCE _ 1792 1792 QATAR PAYROLL an 1900 1990 EXEMPT BENEFITS S 3010 3420 EXEMPT TRAVEL _ 4015 4015 EXEMPT SUPPLIES FOOD SERVICES SOFC ONLY 4017 4017 SOFC OFFICE SUPPLIES 4025 4025 DIRECT PUBS ONLY SUBS PERIODICALS amp INFO SYS__ a 4045 4045 TAMU PHARMACY ONLY MEDICAL SUPPLIES _ 5010 5035 EXEMPT UTILITIES 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 Screen 306 Maintain Exempt Delegation Type Object Code Table 306 Maintain Exempt Delegation Type Object Code Table 09 15 09 16 19 FY 2010 cc 02 Screen ___ Acct Type SL Exempt Delg C Low High Func Obj Obj Description 5450 5451 ARCH AND ENG SERVICES 6930 6930 SPECIAL TRADE CONSTRUCTION CONTRACTS 6931 6931 HEAVY CONSTRUCTION OTHER THAN BUILDING CONTRACTS 6932 6932 BLDG CONST INCLUDING GEN CONTR AND OPERATIVE BLDR 6933 6933 OTHER SERVICES CONTRACTS a 6934 6934 PROFESSIONAL SERVICES CONTRACTS _ 6935 6935 COMMODITIES CONTRACTS 8711 8733 C I P xk 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 DICTIONARY HELP M VALUES MEANING BLANK NO DELEGATION TYPE FOOD SERVICES LIBRARY
96. ASING CREATE DSK PURCHASING 02 GRAPHICS SIGNER DSK VIEW01 02 PURCHASING CREATE PIP PURCHASING 23 PURCHASING ADMIN s 02 MAIL MAIL 02 MAIL SIGNER DSK S MAILVW 02 MAIL CREATE DSK MAILVW 02 MAIL APPROVER 02 LOGISTICS LOGISTICS 02 LOGISTICS SIGNER DSK s LOGISTICS 02 LOGISTICS CREATE DSK LOGISTICS 02 LOGISTICS CREATE E LOGISTICS 02 LOGISTICS CREATE DBR LOGISTICS More Entries Press lt ENTER gt to continue Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp The View field is only applicable to signer creator desks Basic Steps e Advance to Screen 915 e Type the name ofthe person whose approval structure you wish to display on the Action Line and press lt ENTER gt to view all of the approval structures that the person is attached to within your campus code e Press lt ENTER gt to scroll through the listing Field Descri ptions Required Help PF2 or Field Help Available Action Line Name 20 characters Identify the name of the person whose approval profile you want to see You can do a name search and select by typing an asterisk in the Name field and pressing lt ENTER gt Screen Information Campus Cd 2 digits Identifies the campus code of the TAMUS Member to which the profile belongs This is especially useful when a person has approval authority with more than one TAMUS member Enterers User Manual Page VI 3 Screen 91
97. 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 gains and the liability account used The code is translated through a table into a conversion rate Cycle Two or more programs that are run in a specific sequence D Data Data are representations such as characters to which meaning might be assigned They provide information and can be used to control or influence a process This term is not synonymous with information Information is data to which meaning has been assigned Database The collected information that is accessible to the computer for processing Data Control The tracking of input processing and output and the comparing of actual results to expected results in order to verify accuracy Data Element HELP An
98. 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 from 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 0 that instructs FAMIS to automatically assign a new requisition number OR Existing Doc 7 character digits Include 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 Enterers User Manual Page 11 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 Enterers User Manual Help 2 characters Enter the document category that defines the accounting and receiving characteristics of the requisition 8 digits Indicates the date the new requisition or purchase order is created Will default to the current system date if left blank 1 character Indicate Y or N if the system should ad
99. Additional Functions PF KEYS PF4 Exit PF5 NDoc PF6 Summ PF7 RHist PF8 Audit PF9 Notes PF10 Headr PF11 Items PF12 Track Enterers User Manual 25 characters Name of first department listed on the purchasing document header 15 digits Shows total dollar amount on the purchasing document before any transfers are processed 15 digits Identifies the total dollar amount on the purchasing document that has not been transferred to another document See the Appendix for a detailed description of the standard PF keys Exit Cover Sheet Pop Up Window Used to exit current Cover Sheet pop up window and return to Screen 910 Next Document Used to view the next document selected Document Summary View the document summary information Routing History Displays the routing history of the document to track where a document is in the routing process Audit Information Shows the audit trail of who created or modified the document Notes Displays a pop up window to select the type of notes to view Document Notes or Routing Notes Select type of notes to view by typing X and press lt ENTER gt Document Header Extended Information Displays the document header extended information for the document Line Items Shows information about the line items on the document Document Tracking Identifies the actions taken on the document Page IV 11 Document In Box by Name If you a
100. Appendix Glossary cont d 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 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 order to supply descriptions valid values and suggested actions 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 Interfund Borrowing The transfer of an asset or liability from one fund to another 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 i
101. 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 009 ATTENTION DO NOT USE THIS TEXT CODE UNABLE 010 NO SUBSTITUTION OF MANUFACTURER WILL BE N 011 PRESENT CONTRACT WILL BE IN EFFECT N 012 UNACCEPTABLE PERFORMANCE BY VENDOR MAY 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 Help Available Action Line Doc Screen Information Ship To Address Nbr Name Addr City State Zip Enterers 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 where items purchased are to be delivered 30 characters Identify the name of the person or vendor items are to be shipped to 30 characters digits 4 lines each Enter 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 Filled in automatically if an Address Nbr is specified 2 characters Include the state code Filled
102. 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 for 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
103. DING TO THE PURPOSE FOR WHICH COSTS WERE INCURRED VALUES MEANING mom AP AUXILIARY PLEDGED AX AUXILIARY NON PLEDGED BLANK NOT SPECIFIED DF DESIGNATED FUNCTIONAL amp GENER DS DESIGNATED SRVC PROF FEES amp S IA ANNUITY INCOME ACTIVITY IP INVESTMENT IN PLANT Lookup Value Menu Rule IAFRS FG FS SUB FUND GR Default value is View IAFRS GENERAL SUBSIDIARY LEDGER Field FG FS SUB FUND GR I I I l I I I l l l l l I LF LOANS UNIVERSITY FUNDS l I I I I I I I I l I PFl Menu PF4 Exit Enterers User Manual Page X 14 Appendix Standard PF Keys cont d HMenu LEFT Print RIGHT Not Used in FAMIS Scroll Screen Left Some windows are made up of several adjacent panels These will be designated by the word Panel appearing in the window Pressing this key scrolls the panel to the left Print Account Information Used to print account information from FAMIS using Entire Connection See the FAMIS Entire Connection for Windows User s Manual for greater detail Scroll Screen 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 Enterers User Manual Page X 15 Glossary A ABR See Automatic Budget Reallocation ABR Pool Table A user defined table assigning rules for budget pools and the subcode range
104. E DESK sub sub kkkkkkkkkkkkkkkkkkk k POTENTIAL ROUTING PATH kek ek dek dek dkk kk kkk k DEPT SUB DEPT 979 845 5555 979 845 6666 979 862 3333 Enter PF1 PF2 PF3 PF4 PF5 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help Bck Fwd Basic Steps e Advance to Screen 914 e Type a valid document number on the Action Line and press lt ENTER gt to display the routing history e Press lt ENTER gt to scroll through the display if necessary Routing Process Position the Display The Position at Line field can be used to position the screen at a specific line number This will aid in bringing history items into view on the same screen The PF7 and PF8 keys allow you to page forward and backwards through the displayed list Information Displayed on Screen 914 Actions cancelled by a later reject or recal phone number area of the display of the document are shown with voided in the The date and time of the action taken on the specified document have been added to this screen Enterers User Manual Page V 6 Screen 914 Document Routing History cont d Field Descri ptions Required Help PF2 or Field Help Available Action Line Document Position at line Screen Information Ln Description Additional Functions PF KEYS PF6 Names Enterers User Manual 12 characters digits Identify the document number to b
105. ELP 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 officia I version Selling Account Account which is allowed to sel to specified buying accounts via interdepartmental transfers Session A control mechanism to track real time posting of a group of financial transactions in order to provide an audit trail SL See Subsidiary Ledger Split Encumbrance An encumbrance which applies to several accounts Standing Order A type of purchase order used for recurring services like those provided by the telephone and electric companies Subcode Four digits appended to the account ID to identify attributes and dollar records within an account Enterers User Manual Page X 23 Appendix Glossary cont d 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 reflectin
106. ER 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 justification information Enterers User Manual Page Il 29 Screen 253 Requisition Sole Source cont d Screen Information Is this item required for use in List proprietary functions or features List other companies who manufacture 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 PF5 Next PF9 Notes PF10 ExEq Enterers User Manual 1 character 3 fields 20 characters 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 280 characters Indicate why the item requested is essential to accomplish your work 140 characters Enter other manufacturers that may be used to purchase the requested item 210 characters Include the reason alternate vendors should not be used for the purchase of the requested item 1 character Identify whether or not Y
107. Enterers Version 4 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 Enterers User Manual Page l 2 Introduction The purpose of this manual is to assist in accessing and utilizing information in the Purchasing section of Financial Accounting Management Information System FAMIS FAMIS is an accounting system that responds to financial regulations applicable to educational institutions All applications access a common database that allows different users to access identical information Other applications include Financial Accounting Accounts Payable Accounts Receivable Fixed Assets and Sponsored Research Manuals for these applications are being developed or are currently available All associated screens and processing information are included along with field descriptions The required fields are indicated for your convenience in the field descriptions of each section 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 or copy the page with the error note the correcti
108. Help Track Accts Extnd Items Warns Basic Steps Advance to Screen 258 Type a valid requisition number in the Action Line and press lt ENTER gt to display current requisition flag settings Modify flags as necessary and press lt ENTER gt to record requisition flag changes Field Descriptions Required Help PF2 or Field Help Available Action Line Doc Screen Information Cancel Delete Document Freeze Document Enterers User Manual 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 system 1 character Signify whether or not Y or N the requisition should be restricted from further activity Page 11 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 i
109. More gt gt Sel Document ID N Doc Summary Status Action PLP02Z911242 FREIGHT Final Approved DBRO2U907178 TRANSFER OVERREALIZED INCOME Final Discarded PLP02Z911006 PROPERTY REFUND Final Approved _ PLP02Z911099 DOMESTIC MAIL CHARGES M900557 Final Approved _ DBRO2U907188 transfer of fund balance Final Discarded EWR020478035 EWR Karl Koonze Wage Position Final Approved EWRO20478018 EWR Darryl Donaldson Wage Posit Final Approved _ EWRO20478006 EWR Erin Edwards Wage Position Final Approved EWRO20477994 EWR Anna Andrews Wage Position Final Approved EWR020477986 EWR Janice Jefferson Wage Posit Final Approved EWRO20477964 EWR Roland Richter Wage Positio Final Approved EWR020478037 EWR Joan Jewel Wage Position Final Approved Press ENTER To View More Documents Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Recal RHist Sel Notes Left Right Screen 913 Document Out Box by Name Panel 2 913 Document Out Box by Name 09 15 09 14 11 LAWRENCE LINDA L cc 02 Screen ___ s_ Name Document Actions From 08 16 2009 Thru 09 15 2009 Include Finished Y lt lt More Panel 02 More gt gt Sel Document ID Action Date Form Name FY Submitted by _ EWRO020467243 08 24 2009 10 46 WAGE EPA 2009 RHINE RHONDA R _ EWRO20467271 08 24 2009 10 46 WAGE EPA 2009 RHINE RHONDA R PLP02Z908070 08 19 2009 17 21 LIMITED PRCH 2009
110. Ntfy Signed In Proc Rt Ntfy Final Final EBRSA0001911 EBR Jagflice Jones PIN Sxxxx3 PLPSAL400089 OFF SUPP PROQSAR400022 COP bn g PLPSAL400090 pend This is Linda s In Box EWRSA0001915 EWR Roger Reese Wage Position EBRSA0001917 EBR Vacant PIN Sxxxx6 Type Y to view only documents for approval End of List 6 Document S Found Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Discd RHist Sel All Left Right Cu Enterers User Manual Page IV 12 Screen 911 Document In Box by Name cont d Enterers User Manual Screen 911 Document In Box by Name Panel 2 911 Document In Box by Name 09 15 09 13 47 LAWRENCE LINDA L CC AM Screen __ Name Document lt lt More Approvals Only N Panel 02 More gt gt Current Sel Document ID FY Submitted by Submitted Arrived cc Unit EBRSA0001911 2005 LAWRENCE LINDA 11 04 2004 06 23 2008 SA PLPSAL400089 2004 LAWRENCE LINDA 09 21 2004 06 23 2008 PRQSAR400022 2004 LAWRENCE LINDA 09 21 2004 06 24 2005 SA PLPSAL400090 2004 LAWRENCE LINDA 09 21 2004 06 23 2008 EWRSA0001915 2005 LAWRENCE LINDA 11 04 2004 06 23 2008 SA EBRSA0001917 2005 LAWRENCE LINDA 11 04 2004 07 18 2008 End of List 6 Document S Found Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Discd RHist Sel All Left Right Screen 911 Document In Box by Name Panel 3
111. PF4 PF5 PF6 PF7 PF8 PF9 PF10 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 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 Enterers User Manual Page 11 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
112. Panel 03 ERE EET Current Sel Document ID Office Desk View PRQSARO00013 INDIVIDUAL PROSARO0N00009 PROSARO00019 PROSARO00024 PROSAR000024 Place cursor on an item on the current row PROSAR000030 PURC BEDST 00000 and press PF7 to view the routing history PLPSAL000075 PROQSAR100001 PRQSAR100004 PURCHASING CENTRA PRQSAR100006 PURCHASING CENTRA Enter PF1 PF2 PF3 PF4 PF5 PF6 F8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Sel All Left Right Position at line __ I I I I I l In l 1 The following people have seen this document l 2 Submitted 11 03 03 09 39 DREW DORA D Voided 3 Approved FYA 11 03 03 16 03 DREW DORA D Voided 4 Rejected 11 03 03 17 21 LEE LINDA L Voided l 5 Cancelled 11 05 03 14 05 DREW DORA D Voided 6 Submitted 11 05 03 14 08 DREW DORA D Voided l 7 Signed 11 06 03 15 50 LEE LINDA L Voided 8 Discarded 06 03 04 13 19 DREW DORA D Voided l 9 Submitted 11 13 06 15 01 JENSEN JULIE J Voided 10 Rejected 09 02 08 08 19 MOORE MARLA M 979 845 9212 11 This document has been rejected back to JENSEN JULIE J 12 I 13 I 14 I 15 I PF4 Exit PF7 Bck PF8 Fwd 4 n n Document In Box Process Position the Display The Document Office and Desk fields can be used to filter the display of documents shown on the screen For example if you type PRQ in the Docu
113. 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 or FEI Addr PH FAX Additional Functions PF KEYS PF5 Next PF7 SResn PF8 EResn Enterers User Manual Help 11 digits Type to select a vendor or enter the FAMIS Vendor Identification number 9 digits Identify the Federal Employer Identification number if not using the vendor ID 90 characters Shows mailing address of the suggested vendor 10 digits Provides the area code and phone number of the suggested vendor 10 digits Includes the area code and FAX number of the suggested vendor See the Appendix for an explanation of the standard PF Keys Next Used to advance to the next screen Screen 251 Sole Source Reason Indicates the reason that the Sole Source flag has been set to Y Emergency Reason Displays the reason that the Emergency flag has been set to Y Page Il 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
114. RENT FUND EXPENDITURES ACCORDING TO THE PURPOSE FOR WHICH COSTS WERE INCURRED Screen 002 GL 6 Digit Function PF2 Help Pop Up Window VALUES MEANING peeeeenennnnnn nnn nnn nnccnennnns a BLANK NOT SPECIFIED 10 INSTRUCTION 15 RESEARCH 20 PUBLIC SERVICE 25 ACADEMIC SUPPORT 30 STUDENT SERVICE 35 INSTITUTIONAL SUPPORT OPERATION amp MAINT OF PLANT Lookup Value Menu Rule IAFRS FG FS PURP Default value is View IAFRS GENERAL SUBSIDIARY LEDGER Field FG FS PURP PF1 Menu PF4 Exit A o Enterers User Manual Page X 9 Appendix Instructions cont d Question Mark Help FAMIS also provides information about selected fields through the Question Mark Help facility This HELP information may be accessed by typing a question mark in the field in question and pressing the lt ENTER gt key A pop up window is displayed with the valid values for the field By typing an X next to the desired value that value is passed to the main screen This is called the Passback feature Screen 002 GL 6 Digit Screen Account 010100 ED amp GEN INCOME TUITION Account Title ED amp GEN INCOME TUITION Fund Source Long Title EDUCATIONAL AND GENERAL INCOME TUITION Account Letter Y Setup Date 08 26 1991 Hmenu Help EHelp Next 002 GL 6 Digit 02 16 04 10 12 FY 2004 CC 02 Resp Person 4uuuuuuu0 MASON MARY W Old Acct NA Year end Process F Reclassify _ Rep
115. S 4 5 CONTAMINATED DRUMS WILL NOT BE ACCEPTED 6 7 kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk 8 DUE TO LIMITED STORAGE SPACE AVAILABLE IT 9 IS REQUIRED THAT DELIVERY BE MADE WITHIN 10 24 HOURS OF REQUESTED SHIPMENT 11 kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkxkkkkk 12 13 14 15 16 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 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 in a line number in the Position at line field to advance to a specific line in the additional text Enterers User Manual Page Il 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
116. WOODS WYNONA W _ PLP022908084 08 19 2009 17 21 LIMITED PRCH 2009 WOODS WYNONA W _ PLP022Z908095 08 19 2009 17 20 LIMITED PRCH 2009 WOODS WYNONA W _ PLP022908104 08 19 2009 17 20 LIMITED PRCH 2009 WOODS WYNONA W _ PLP02Z908112 08 19 2009 17 20 LIMITED PRCH 2009 WOODS WYNONA W _ PLP022908126 08 19 2009 17 20 LIMITED PRCH 2009 WOODS WYNONA W _ PLP02Z908214 08 19 2009 17 19 LIMITED PRCH 2009 WOODS WYNONA W _ EBRO20466740 08 18 2009 17 34 BUDGET EPA 2010 LINDSEY LEONA L End of List 58 Document S Found Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Recal RHist Sel Notes Left Right Enterers User Manual Page IV 21 Screen 913 Document Out Box by Name cont d Screen 913 Document Out Box by Name Panel 3 913 Document Out Box by Name 09 15 09 14 13 LAWRENCE LINDA L cc 02 Screen ___ Name Document Actions From 08 16 2009 Thru 09 15 2009 Include Finished Y lt lt More Panel 03 Sel Document ID Submitted Finished EWR020467243 08 18 2009 EWR020467271 08 18 2009 PLP02Z908070 08 19 2009 PLP02Z908084 08 19 2009 PLP02Z908095 08 19 2009 PLP02Z908104 08 19 2009 PLP02Z908112 08 19 2009 PLP02Z908126 08 19 2009 PLP02Z908214 08 19 2009 EBR020466740 08 18 2009 KK KKK KKK KK End of List 58 Document S Found Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Recal RHist Sel Notes Left Right
117. a blanket order are encumbered The encumbrances are established using the 7 digit document id created when the limited purchase is entered The User Reference number entered on the header of the limited purchase will be transferred to the encumbrances The encumbrances may be viewed on Screens 20 21 22 and 26 Enterers User Manual Page VII 18 Screen 242 Limited Purchase Document Close cont d Change the Document Closing a document encumbers the estimated amount The document may be reopened 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 reopen 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 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 243 to reope
118. 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 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 press 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 t
119. all information has been successfully entered the system assigned requisition number will be displayed on the Action Line Enterers User Manual Page Il 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 desired 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 Desc ri 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 as calculated by the 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
120. ank 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 document number to be modified Screen Information Doc Year 4 digits Indicates the fiscal year the document was created 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 JIA 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 for this purchase Dept Help 5 characters Indicate the department for the primary account responsible for the purchase Enterers User Manual Page VII 8 Screen 240 Limited Purchase Header cont d Subdept Total Amt Doc Summary Vendor LDT Cd Reimburse ID FOB User Ref All Items Received GFE Solicited Date Received Ship To Address Nbr Name Enterers User Manual Helpi 5 cha
121. 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 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 E will take you to the end of the document notes Enterers User Manual Page VII 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 Item Screen Information Position at line Line Description Page F B E Additional Functions PF KEYS PF7 Pitem PF8 Nitem Enterers User Manual 7 character digits Identify the limited purchase document number to be modified 4 digits Indicate the item number to attach the note 3 digits Identify which line of text should be positioned at the top of the screen 2 digits Shows the line number of each
122. atch MF Match Forced MS Match Successful PF Keys The PF keys are used to provide additional information for a particular document To select a document with a PF key first move the cursor to the desired line by tabbing or by using the arrow keys Then press the PF key to display additional information Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Identify the first document number to display if desired Pg of __ 3 digits Viewed Pg s Shows the current page number and the number of pages to be displayed Enter the desired page number to advance forward or backward to a specific page Screen Information S 1 character Type an x in this field to select an invoice for display on Screen 358 NT 1 character An asterisk indicates that there are notes attached to the invoice Enterers User Manual Page IX 11 Screen 350 Invoice Inquiry by PO Document cont d Doc 7 character digits Identifies the document number associated with the invoice PI 1 character An asterisk in this field indicates that a PIP purchasing invoice problem has been processed for this invoice Invoice 14 characters digits Displays the invoice number This number is used to identify the invoice header created on Screen 340 or 341 Nbr Itm 3 digits Shows the number of items processed on the invoice Invoice Tot 14 digits Displays
123. ative amount 4 The description must reference the original invoice number AND the original purchase document limited exempt or purchase document If the original voucher number i e 270420 0120 5 The description must also explain why the company issued a credit memo to the department 6 Mark the new limited purchase document number on the credit memo and forward to your Fiscal Office 7 If you have both the original and the credit memo you may 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 06 25 08 08 53 FY 2008 CC 02 Screen Doc A100610 Completed Doc Year 2001 Order Date 08 01 2001 Cat LP State Dept BEUT_ Subdept Total Amt 148 76 Doc Summary RX CREDIT FOR RETURNED MEDICAL ITEMS Vendor lvvvvvvvvv0 DILLON ENTERPRISES INC LDT Cd __ Reimburse ID FOB __ User Ref 300370 1273 All Items Received Y Date Received 08 01 2001 Ship To Address Nbr 106 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 1112 TAMU 1112 TAMU City COLLEGE STATION State TX City COLLEGE STATION State TX Zip 778431264 Country Zip 778431264 Country Phone 409 845 5555 Fax 409 845 3333 Phone 409 845 5555 Fax 409 845 3333
124. attached to the document 7 character digits Identifies document numbers for the class of document specified 1 character Shows the state 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 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 II 17 Screen 285 Document Browse by Vendor cont d Additional Functions PF KEYS PF5 Inve PF6 Recv PF7 Audit PF8 Accts PF9 PIP PF10 Headr PF11 Items PF12 Track Enterers 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 distribu
125. ay 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 entered and copy its line items to an existing or newly created exempt purchase order Screen 233 Copy Exempt Purchase to Exempt Purchase eet 233 Copy Exempt Purchase to Exempt Purchase 09 16 09 09 07 FY 2010 CC 02 Screen Doc E710059 Item From Vendor AWARDS ETC From Doc FY 2007 New Doc EO FY 2010 Cat EP Dt 09 16 2010 or Existing Doc Header Screen Proc Func Item Desc Quantity Unit Price UOM Ext Price Cd 1 0 picture frames 1 00 102 3000 LOT 102 30 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
126. 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 printing 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 Enterers User Manual Page Il 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
127. bottom of the FAMIS screens there are PF keys listed that can assist in the use of the screen For example on Screen 104 Voucher Create the bottom of the screen shows the PF7 with the word Bkwd under it This means that by pressing the PF7 key the screen listing will scroll backwards TAB and BACKTAB Keys Use the TAB and BACKTAB keys on a 3270 terminal to move from field to field This will position the cursor at the start of each field Most PCs have a key labeled TAB while the BACKTAB is a combination of the SHIFT TAB keys Using the arrow keys instead of the TAB keys to move around the screen may lock the computer keyboard Use the RESET key then the TAB key to position the cursor and unlock the keyboard CLEAR Key The CLEAR key on many PC keyboards is the PAUSE key This key is often used to clear or refresh the screen before typing RESET Key After pressing 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 Enterers User Manual Page X 6 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
128. c All Mail Codes _ SCN M First LIMITED PURCH LLT Doc C Dept Doc Summary Buy Date User Ref Amount St _ L A305895 0 PHPL MAINTENANCE 01 17 03 150003 153 639 00 CO _ L A310289 0 SEF SN COPIER R 02 03 03 301110 0389 290 00 co _ L A413716 0 PHPL MAINTENANCE 01 15 03 150012 13 402 66 CO a A413984 0 CHEM STAPLES FYP 03 09 04 225360 12190 188 00 co _ L A429510 0 SGPS MAINTENANCE 04 16 04 290130 4437 1034 10 CO sd A505048 0 PHYS XERON ON SI 01 13 05 510408 1053 539 00 CO _ L A512680 0 MEEN REPAIRS ON 02 25 05 241408 3431 1227 00 Co _ L A719494 0 ENTO SUMMERS MAI 03 10 07 510154 EN7216 591 30 CO _ L A738917 0 MEEN SERVICE ON 05 17 07 241408 9236 819 00 co _ L A836560 0 CLSC XERON SERVI 06 10 08 241890 00000 1124 10 Co _ L L223666 0 BCBP COPIER PAPE 10 01 01 240905 6207 422 76 CO _ L L245554 0 BCBP MAINTENANCE 11 26 01 240905 5270 509 00 co _ L L246478 0 CLEN REPAIR TO C 01 18 02 241490 2021 377 81 CoO 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
129. c 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 Change Cat User Ref St Req Contact Person Ph Enterers 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 10 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
130. cct Pct CRAMER CHARLES C Subcode Edits Interest Exempt _ Low High Match Interest Exempt Reason __ Interest GL Acct Capital Campaign Comments DISTANCE LEARNING CLASSES ARE FOR OUT OF STATE RESIDENTS ONLY NO EXPENSES RELATED TO IN STATE WEB CLASSES ALLOWED _ SOF STUDENT FEES Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next Page VIII 6 Exempt Delegated Purchases Setup cont d Screen 8 Support Account Attributes Budget Sort Gift Fee Exempt A R Clerk Cd GCP Constr Proj Accountant Resp Suuuuuuu4 CRAMER CHARLES C Title to Equip Comments TO ACCOUNT FOR INCOME AND EXPENSES Cost Ref 1 Cost Ref 2 Cap Campaign 8 008 SL Attributes 2 09 26 09 14 21 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 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next CAcct ees A program has been written to set the delegation type on the accounts This program will s
131. ceesccssscecceeccxsdactadetcectsaxscautsceecexezassscecdecedesacussdecseaetaanduecdasassss aancaceessatease I 47 Used to track documents through the purchasing process Document Tracking Cross Reference sssssccccccsssssssccccccessssssccceesesssssssccceesessssssscceeesesessssceeeeeeeeees I 49 Cross reference documents and items from the source documents Invoice Header Create Dept scccssssssssssecessssssscccessssssssceeeesesessssccesesssesssscneeeesssessssceeeeesesssssenoes IX 3 Create header information for invoicing documents Invoice Inquiry by PO Document ceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeenceccceeeeceeeeeeenenseceeseeeeeeseeeeeees IX 10 Used to access invoice information when you know the purchase order number Invoice INQUIRY DY Vends c ciccaiecscestdacdsccadececevsdecscaaslacisdundavac varsuadSucccsacdvsweusdevevevashuelecadsvevesectusccdecds IX 13 Displays invoice information for a vendor Invoice Document INQUITY cccccccccccceeececceccccececcccccccccccccccccccccceccccccecccccccccecccccccccccccecsccceeceeeeeeeeeees IX 16 Used to view current date on specific invoices without requesting printing and waiting for hard copy reports INVOICES Item SUMMA esccectcccccssssciuscstectecwencckucescsscnssscesssoeuebecedeuctsbebeceusbecsuccsbebeceusbensucusbebeceusbensusuenads IX 20 Used to display detail invoice item information DOCUMENT IN BOX isiccccscsescccsescscscsesesesesesescccsevesvecesesssesssesss
132. creen 241 Limited Purchase Item cont d Part Number and Description Maintenance Screen 234 is used to maintain the part numbers and descriptive text to be displayed Screen 234 Part Description Maintenance 234 Part Description Maintenance 09 15 09 15 40 FY 2010 CC 02 Screen ___ Dept CHEM_ Part Nbr Ax0102 8 Delete _ Text 175 13 60014 2 ACETONE GR 4X4L AX0120 8 Please enter text in UPPER and LOWER case Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp 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 Code 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 Parts 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
133. ctbucstoxttucatectbuctivctescstectbucsbucbbvcseccbbecsbectevessseeees Il 27 Record additional header text to a document Req Sole SOUNCE wassssescsessscsssescstsusescstsosescssscsencscscsesesescsesssescsccesesssesusesesecesocsssnsbosesecssesesecesesenessseceses0 I 29 Used to record sole source justification for the documents flagged with a sole source vendor Page X 11 Appendix Enterers Screens List cont d 254 255 256 258 259 271 272 275 278 279 280 281 282 284 285 286 287 Reg Item Create MOGILY issiniecsssiccecssnsavevesssccesnsevevesecncesenasececnsnchevevesevsvenssetntessvesucesvncesssunnssssaesssseex Used to enter information that pertains to individual line items on the requisition Reg Item Description sssini crr ana a E E E E E OE S EEE Allow entry of up to ninety nine lines of additional item description Req Document Close isco cccvcecececssecseccescdecesecececececcdacstccsuccatecanceneendtoseseedeenestepeestesctecsbecesessecouncectecercece 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 Req Flas MaintOnanCe sc iscccccececscccscecssesesecesesesesesesesesesesssecscesecedscceveuetesesecevecerensescscsensscscecsscescsecssscess Used to perform maintenance to a document or its items A document may be canceled deleted frozen
134. cters Displays the identification number and name of the vendor from which items are purchased 14 digits characters Signifies the user reference used to identify 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 Identifies the first FAMIS account number for this document Page II 45 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 vendor for the bid purchase Valid values are Not Provided by TIBH TIBH Purchase Quantity Quality Delivery Time Life Cycle Price
135. cumbered 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 Enterers User Manual Page Il 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 orders 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 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
136. d DOCUMENIMS ccccsesscecececesseseneceeeeeeessesenaeeeeeeseesees Il 7 Screen 250 Create Modify Requisition HEaders cccssccessecssseeesteceesseeeseeees Il 9 Create a New Requisition ccccccceccccececececececeeeeeeeeeeeeeeeeess Il 9 Screen 251 Enter Requisition Shipping and Text cccsssccccecessessssseeeeeeeesees Il 14 Text COIE A AAEE OE Il 14 Screen 254 Create Modify a Requisition Line Item ccccccccesceesseceesseesseeees Il 18 line Item ENUY emesene AR EEEE Il 18 Multiple Accounts on a Line It M cc sccccccecessesssteeeeeesensees Il 19 Master Order EDER Il 19 Processing Codes ccssccccccecsssesesseceeeeecessessaeaeeeescesseseneaeeeeeess Il 19 Inventory Part NUMDEL ccccsccccccecessesssseeeeeeecessessaeeeeeeeens Il 20 Screen 256 Close a Requisition Document ccceeessessseeceeeeeseesesteaeeeeeeeseeeees Il 23 Encumbrance PLOCeSS ccccsesscccessseeecesseeecssseeeeceeseeeeeesseaeens Il 23 Screen 252 Add Additional Requisition Header Text ccccccccssssssseeeeeeseseees Il 27 Screen 253 Enter Sole Source Justification cccsececesstceceesteeeceenteeeceesteeeeeeas Il 29 Screen 255 Enter a Requisition Item Description ssssssssssssssesesesrsrrrsrrrererseeee Il 31 Screen 258 Set Reset Requisition Flags cccccesscecsseceessecessecesseecsseceeseeeesees 11 33 Screen 259 Enter Notes on a Requisition u sssssssererenrsnnn nn nn ennen nn
137. d the cursor will move to the Invoice Amt field and a dash will appear in front of the amount There will also be an error message Please enter a positive invoice amount Press the space bar to remove the dash and press lt ENTER gt to submit the information If there is no invoice date on the invoice enter the date it was received in your department Documentation is required to substantiate your request to mail a copy of the invoice with the check to the vendor and should be included in the Doc Notes or on the invoice On STATE ACCOUNTS ONLY enter today s date for all advance payments membership subscription conference registration fee professional license fee advance payment for books and software rentals and maintenance agreements Documentation is required to substantiate your request either in Doc notes or on the invoice For both STATE AND LOCAL accounts enter the date the discount is due Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Enter an L E or P document number Inv 14 characters digits Type exactly as it appears on the invoice keying in all punctuation Screen Information Vendor 11 digits Number is pulled from information entered on Screens 240 or 235 and from information Purchasing entered on Screen 220 227 or 417 when they transferred an R document to a P document Also displays vendor s name and address
138. dded Closing a document will also encumber the necessary funds It is possible to close and reopen 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 Document Close 242 Limited Purchase Close 09 15 09 15 45 FY 2010 CC 02 Screen Doc L000105 Closed Doc Summary VALVES Doc Year 2010 Doc Date 08 04 2009 Cat LP State Dept CYCL Sub Dept Total Amt 2942 60 Vendor lvvvvvvvvv2 KURTZ PARTS COMPANY LDT Cd Reimburse Id FOB User Ref 270490 0034 All Items Received Y Date Received 09 08 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 242 e Type a valid limited purchase document number in the Action Line and 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 not be submitted to Routing and Approval if an N is typed in the pop up window Limited 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
139. des 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 Page III 14 Screen 284 Document Browse by User Reference cont d PF7 Audit PF8 Accts PF9 PIP PF10 Headr PF11 Items PF12 Track Enterers 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 II 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 09 11 09 3 XERON CORPORATION FY 2010 CC 02 Screen ___ Vendor lvvvvvvvvv0O Class L Do
140. dicate the purchase quantity of the line item UOM Help 4 characters Identify the unit of measure for the specified line item to be printed on the purchase order Unit Price 16 digits Indicate the estimated dollar amount to be paid per unit of measure Disc Help 1 character 5 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 Ext Price 16 digits Displays the total item amount as calculated by the system Enterers User Manual Page VII 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 Enterers User Manual Help 15 digits Include the 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 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 needs special processing i e vendor discount trade in no charge 1 character Y indicates the document has a state bank on it in the account PE 7 characters digits Represents the user defined cost accounting reference number This r
141. e 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 Indicate 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 Displays the total item amount calculated by the system Enterers User Manual Page Il 20 Commodity Proc Cd Cost Ref 1 2 3 Part Nbr Desc FY cc Account Pct Amt More Desc Y N More Items Y N Enterers User Manual Screen 254 Requisition Line Item Create Modify cont d Help 15 digits Identify 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 the user defined cost accounting reference number 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
142. e Converted Quantity UOM Unit Price Extended Price Total Ordered Quantity UOM Unit Price Extended Price Received for PO Quantity UOM Unit Price Enterers User Manual Screen 359 Invoice Item Summary cont d 30 characters Displays a brief description of the selected item 10 digits Identifies the quantity invoiced from the invoice for the selected item 4 characters Indicates the unit of measure for the specified line item 12 digits Displays the price per unit ordered from the invoice for the selected item 12 digits Shows the item extended price from the invoice 10 digits Displays the quantity after converted to match purchase order 4 characters Indicates the unit of measure for the specified line item after conversion to match the purchase order 12 digits Displays the item unit price after being converted to match the purchase order 12 digits Shows the item extended price from the invoice 10 digits Indicates the total quantity of the selected item ordered 4 characters Indicates the unit of measure for the specified line item as ordered 12 digits Displays the item unit price as ordered 12 digits Displays the item extended price as ordered 10 digits Indicates the total number of the item received to date 4 characters Indicates the unit of measure for the specified line item as received 12 digits Displays the item unit price as ordered
143. e Connection User s Manual for details Page III 43 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 09 11 09 4 28PM FY 2010 CC 02 Screen Document P900247 Item 1 0__ of 2 Vendor 2vvvvvvvvvl AMY ANDERSON DBA SERVICE TECH User Ref 241801 0415A Item UOM EA Received Invoiced Matched Item Oty 12 00 2 2 2 2 SES SOS sae Seen Item Unit Price 514 5000 UOM EA EA Item Discount Dt 08 31 2009 09 01 2008 09 15 2008 Item Ext Price 6174 00 Qty 12 00 12 00 12 00 Item Proc Cd M Commodity Code 93862 First Account 241801 00099 xxxx Cost Refl 2 3 Item Desc Service Agreement to include the following four 4 Reverse Osmosis Water Systems TIBH Code Delete Flag Freeze Flag Capital Inv Flag Enter PF1 PF2 PF3 PF4 PF5 PF6 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp i accts IDesc Use PF7 to view all invoices against the item that is currently being displayed on the screen The information in the pop up window will display a total of all invoices at the end of the list of invoices The pop up window allows the user to view all invoices except ca
144. e bottom of the screen to scroll through the invoice list You may also type a page number in the Pg field to quickly move to a specific page e Type an X in the S select column to the left of a document and press lt ENTER gt to advance to Screen 358 where detailed invoice information will be displayed Invoice Browse Process Position the Listing The invoice listing may be positioned by entering a valid purchase order number in the Doc field on the Action Line The document number specified will be displayed on the first information line of the listing Enterers User Manual Page IX 10 Screen 350 Invoice Inquiry by PO Document cont d Document Status The status field is used to group documents by their level of processing This field indicates whether or not the document is available for further corrections Sample values include Value Meaning IP In Process open and available for additions corrections RE Re opened re opened for additions corrections CL Closed not currently available for additions corrections CN Cancelled Deleted removed from the system co Completed no longer available for corrections Matching Status The matching status field indicates whether or not all information has been processed for the document All information must be processed before the documents may be completed Valid values include Value Meaning NR No Receiving meaning no receiving processed or did not m
145. e displayed The document ID consists of Form Campus Code Document Number 2 digits Indicate the line number to be displayed at the top of the screen 2 digits Displays sequential line numbers to identify historical actions 70 characters digits Describes the routing history of the document including actions taken date and time person involved and their phone number See the Appendix for a detailed description of the standard PF keys Names Place the cursor on the Office Desk or Dept Sub Dept displayed in the Potential Routing Path area of the screen and press this key to view names of assigned users DESK SIGNER DSK STATUS NAME S LING LONA L MATHIS MARTIN M END OF LIST 3 WORKERS FOUND l l l I I I I I I I I I S HUGHES HANNA H I I I I I I l I I I PF4 to Quit I I Page V 7 Screen 914 Document Routing History cont d Enterers User Manual Page V 8 Section VI Approval Profiles Enterers User Manual Page VI 2 Approval Profile by Name Screen 915 displays all of the approval structures that a person is attached to within each campus code Each office desk and view is displayed along with the status of the person for that approval structure Screen 915 Approval Profile by Name 915 Approval Profile by Name 09 15 09 15 19 LINDSEY LEONA L cc 02 Screen ___ s Name Campus Cd Office Desk Status View 02 PURCHASING APPROVER S 12 PURCH
146. e document number to be displayed Screen Information CL 1 character Identifies the class of the document Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L Enterers User Manual Page II 47 Screen 290 Document Tracking Inquiry cont d Doc 7 character digits Identifies the document number for the class of document specified 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 8 characters digits Indicates the user ID of the person performing the action on the document Additional Information PF KEYS See the Appendix for an explanation of the standard PF Keys Enterers User Manual Page III 48 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 i
147. e entered on this screen Flags set on Screen 310 determine if the Commodity Code and TIBH Code Texas Industries for the Blind and Handicapped on Screen 241 are required These flags are set on a campus by campus basis Screen 241 Limited Purchase Item 241 Limited Purchase Item 09 15 09 15 38 MOTOROLA INC FY 2010 cc 02 Screen ___ Doc L000627 Item 1 0 _ Unit Ext Item St Account Qty UOM Price Disc Price 1 0 CO 270280 20000 xxxx 1 00 EA__ 56 1000 _ 56 10 Comm Desc Belt Clip for Radio Part INV 89954485 Proc cd _ St Cost Ref 1 2 3 TIBH 2 0 CO 270280 20000 xxxx 1 00 EA_ 54 4000 54 40 Comm Desc Battery Part INV 89937755 Proc cd _ St Cost Ref 1 2 3 TIBH 3 0 CO 270280 20000 xxxx 1 00 EA__ 778 2600 _ 778 26 Comm Desc Batteries Part INV 89952466 Proc cd _ St Cost Ref 1 2 3 Page F B _ Document Total 888 76 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 e ee Item St Account ty 1 0 CO 110512 00000 xxx 1 00 e Price 552 98 UOM Price LOT_ 552 9800 sc FAMIS PRINTING SERVICES Disc Comm Part Proc cd _ St Y Cost Ref 1 2 3 Basic Steps e Advance to Screen 241 e Type a valid limited purchas
148. e item s For example C to copy line items 5 digits Indicates the number of the specified document line item 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 computed by the system 1 character Shows the processing code that indicates 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 VIII 29 Screen 233 Copy Exempt Purchase to Exempt Purchase cont d Enterers User Manual Page VIII 30 Section IX Purchasing Invoice Documents Enterers User Manual Page IX 2 Invoice Header Create Department In order to meet the legislative requirements for Prompt Pay interest calculations Screen 341 was created to enable the system to determine the goods or services received date once a purchasing document is closed It will then determine the payment due date based on the invoice received date and the delivery date The PF11 key has been added to allow an invoice to be canceled An invoice can be cancelled
149. e order number in the Action Line and 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 at least three alpha characters or surround the commodity name by asterisks such as PAPER e Press lt ENTER gt to record the line item information Enterers User Manual Page VII 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 specified for an item by using lt PF11 gt to access an addit
150. e0esssese00e000se0000000000000000000000si0anb0sesesebesomesebenebs IV 5 Provides a screen to access documents ready for approval Document IN BOX DY NaMe iesise cece cces axecece cde cdccedessdcacdsavscundsasacccdsuaucscacsvasscssauseucesaaacncacuudcesassvend IV 12 Used to access documents for a particular person Document Out BOX ccc cccececcesssessscssscsssssscssssssssssssssssssssscsssssesscscscceccccceccceceececcsccceecseseececcesseeeaeees IV 17 Provides information on documents that have left a person s desk Document Out Box by Name ssssccccccssssssscccccesssssssccceceessssssccessessssssscceessesesssscceeseesesssssceeeeeeesees IV 21 Used to access the documents for a particular person Element Security 10 allows help desk people to view all data Document Routing HistOry scceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeesseeeeeeeceeeeeeeeeeeeeceeceeneeceecececcencceeeeeeeeeees V 6 Provides information on the actions that have been taken on a particular document Approval Profile by Nasas rar VI 3 Provides information about a person s approval authority Documents by Departiment sscccccssssssssscccssssssssscceessssssscceseesssssssscceceesesessnceeeessssssssceeesesesesssseeees V 3 Used to view information on documents that have been deleted Enterers User Manual Page X 13 Standard PF Keys PF Keys are used in FAMIS to access additional information Wherever possible the same assignment has been given to t
151. ecified department e Type an X next to the document you wish to select e Press the PF Keys as desired to obtain detailed information about the documents Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Dept SubDept Form Finished Screen Information Panel 1 Sel Document ID Creator Doc Summary Enterers User Manual 5 characters Indicate the department code to view deleted documents 5 characters Identify a sub department code if needed Helpi 3 characters Specify the type of document to be displayed if desired 1 character Type Y to include documents that have successfully completed the routing process 1 character Type an X to select a document 12 characters digits Displays the document identification number used in Routing and Approval which consists of the form 3 characters campus code 2 digits document number 7 character digits 1 character An asterisk indicates routing notes are attached to the document 14 characters Displays the name of the person who submitted the document for Routing and Approval 30 characters Displays a summary description taken from the original document Page V 4 Screen 918 Documents by Department cont d Panel 2 Form Name 12 characters Displays the type of purchasing document displayed FY 4 digits Indicates the fisca
152. ed 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 09 11 09 15 03 FY 2009 CC 02 Screen ___ Doc P700100 Item From Vendor AUTODESK INC From Doc FY 2007 New Doc RO FY 2007 Cat RO Dt or Existing Doc Header Screen Proc Func Item Desc Quantity Unit Price UOM Ext Price Cd _ 0 1 Autodesk Preferre T 1 0 Site License Ann 1 00 90842 0000 EA 90842 00 M _ 1 1 D 2 0 Additional Site f 1 00 5999 0000 YR 5999 00 3 0 Additional System 1 00 100 0000 YR 100 00 4 0 Shipping Handling 1 00 LOT N 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 ENTER 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 24
153. ed to create the invoice header Screen Information Vendor 11 digits Identifies the vendor ID number and name on the invoice Voucher 7 digits Identifies voucher number assigned when pending voucher was created Inv Amount 11 digits Displays the total dollar amount of the invoice Enterers User Manual Page IX 17 Status Vchr FY Inv Dt Matched St Encl Cd Inv Revd Dt Routing St PO Liq Ind Terms Voucher St Posted Orig Inv SciQuest Inv Force Pymt Enterers User Manual Screen 358 Invoice Document Inquiry cont d 2 characters Identifies the status of the invoice as well as the date the status was assigned to the invoice 4 digits Displays the fiscal year in which the voucher was processed 8 digits Indicates the date on the invoice 2 characters Displays the matching status for the specified document 1 digit Shows the code for how enclosures are to be handled This will force separate checks for local vouchers Vouchers will be grouped by identical codes 8 digits Displays the date the invoice was received 2 characters Indicates a document s status through the routing and approval system 1 character Displays the PO liquidation indicator that is used to signify whether the encumbrances for the document have been fully liquidated F partially liquidated P or not liquidated N 6 digits 3 digits 1 character 3 digits
154. ee Il 22 Screen 271 Browse Documents Closed But Not ROUtEC ccccssececeesteeeeeeees Ill 25 Screen 272 Document Browse by Status Code cecessesssseceeeeessesssseaeeeesensees Ill 28 Screen 275 Incomplete Receiving and INVOICING c ssscccceceseessstseeeeeeeesees Ill 31 Screen 288 DOCUMENT SUMIMAL cccccececececececececececececececececesececececeeeeeeeseeess I 34 Screen 278 D c ment INQUIRY risers errre riesene R REEERE III 39 Screen 279 Document Line Item INQUILY cccccececececececececeeeeeeecececeeeeeeeeeeess Il 44 Screen 290 Document Tracking Inquiry cccccececesssstsaeceeeeesesssaeaeeeeseeeees Il 47 Screen 291 Document Tracking Cross Reference ccsssscceceeeseessnteeeeeeseesees 11 49 IV Document Boxes FAMIS Bulletin Board cccccccccsscccssssececeeseeeceeaeeeeseaeeeesenaeeeeeeaas IV 3 Screen 910 DOCUMENT In BOX sirenerne IV 4 Position the Display cccccessscccececessessnseceeeeeeessessnaeeeeeeseesees IV 6 Approve or Reject DOCUMENKS esesesessssssssssssssssssserereees IV 7 Purchasing Document Cover Sheet c cccccccecessssssseeeeeeeesees IV 9 Screen 911 Document In Box by Name ccccssscccceceeessesneaeeeeeeeseessseeeeeeeeeses IV 12 Approve or Reject Documents ssesssssesssssssssssssssssererenes IV 14 Purchasing Document Cover Sheet c sccccccscsssesssseeeeeseesees IV 14 Screen 912 DOCUMENT Qut BOX ssis oiris
155. eeaaes VIII 19 Change the DOCUMENL cccccccccsesseceeeeecessessaeeeeeessesssstsaeeeeens VIII 20 Route the Document ceccsecceessneeeeeneeeceeaaeeecseaeeeseaeeeeeeaaes VIII 20 Rejected DOCUMENTS cccssscccecesessseeeeecessesesteaecessessesssaees VIII 20 Screen 238 Set Reset Exempt Purchase Flags ccccccesssecssseessseeesseceeseeeeeeees VIII 23 Screen 239 Enter Notes to an Exempt Purchase ccessssccececssessseeeeeeseeeees VIN 25 Enter Document Notes 0 0 0 0 cece eeeeeeeeeeeeeeeeaeaeaeeeaeaaaaaeaaaaaeaeaes VIII 25 DOCUMENT NOTES oiiire diiidan aiaa aieia aaaeaii a VIII 26 Screen 233 Copy Your Exempt Purchase Orde ccccssccccccssessssceeeeeeeseessaees VIII 27 Copy Items to a New Document W W sssssesereseeseer rn rese rnnnnnee VII 27 Copy Items to an Existing DOCUMENL cccecececeeeeeeeeeeeeeeeees VIII 27 Automatic Exempt Purchase Order Creation VIII 28 IX Purchasing Invoice Documents Screen 341 Invoice Header Create DepartMent cccccesseceeestececeesaeeeeeeees IX 3 WIPE Tranter ses rd rer Eee Res IX 4 MDS set seve FRE NE AE A E IX 4 Screen 350 List Invoices by Purchase Order NUMDE S cccccccecesssssceeeeeessees IX 10 DOCUMENT Status sisii ipni ana eau en aser IX 11 Matching Status ccccccccccccsssssceeececessessaeceecessesssaeseeeeseeseeeaes IX 11 Screen 351 List Invoices by VENCOL cccccccccessssssececececessecnsaeeecessse
156. ees VII 13 Multiple ACCOUNTS c cccccccsessssecececessessaeeeceessseseseaeeesesssesssaeees VII 13 Change the DOCUMENL ccccccccsssseceeececessessaeeeeeeesessssteaeeneess VII 13 Inventory Part NUMDEL ccccccccccessssssececeesssesesssaeeesesssesseaeees VII 13 Processing Codes ccccssesssssceceecessesseaeeeeeessesseeeeeeeseessessaaeess VII 14 Object Codes arterne can aer eii E aeeie Edenbaan i eraa VII 14 TIB Fl esse teas eae azcaceon tcuccectes a SEERE SEE SEE ERE ERE Vil 15 Screen 242 Close a Limited Purchase Order ccccccccccccececeeceeeeeeeeeeeeeeseeeeeesens VII 18 Encumbrance PLOCESS cssesessessesssesecseessesscesseesessrsstereaeees VII 18 Change the DOCUMENL ccccccecsessececeeeessesnsaeeeeeessesseeeeeeeeens VII 19 Route the DOCUMENT isnende een eden ren VII 19 Rejected DOCUMENLS ccsscsccccecsssseseeeeecsseesesteaecescessesseaeess VII 19 Screen 243 Set Reset Limited Purchase Flags csccccssecessecssseeeseseesseeesreees VII 22 Screen 244 Enter Notes to a Limited PUrchase ccccscsessecececececececeeeeeeeeeeses VII 25 Enter Document Notes ccccccseecccseeseeceaeesceeeaeeseesueeseeseaaees VII 25 View Document Notes ccccecececesseseseseeeeeecesaeesseseeeeeeeseueags VII 26 Screen 245 Copy Your Limited Purchase Order cccsccccccesesessseeeeeeessessaees VII 27 Copy Items to a New DOCUMENL cc ceeeeeseeeceeeceaueenseeseeeeeeeeas VII 27 Co
157. eference 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 F or backward B one page through the line items 16 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 screen Item Description Displays the extended item description for the item the cursor is placed on Page VII 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 Identifies any FAMIS warnings Enterers User Manual Page VII 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 a
158. ejected 12 characters Shows action to be taken with routed document 40 characters Displays a summary description taken from the original document 8 digits Identifies the date the document was released to routing 25 characters Shows the name of the person routing the documents 1 character Y indicates attachments are included This is only displayed on requisitions 7 characters digits Displays the type of document and indicates the identification number i e Limited Purch and document number Page IV 15 Screen 911 Document In Box by Name cont d Contact Person Dept Name Doc Total Untransferred Total Additional Functions PF KEYS PF4 Exit PF5 NDoc PF6 Summ PF7 RHist PFS Audit PF9 Notes PF10 Headr PF11 Items PF12 Track Enterers User Manual 25 characters Identifies the name of the person to contact about the document 25 characters Name of first department listed on the purchasing document header 15 digits Indicates the total dollar amount on the purchasing document before any transfers are processed 15 digits Identifies the total dollar amount on purchasing document that has not been transferred to another document See the Appendix for a detailed description of the standard PF keys Exit Cover Sheet Pop Up Window Used to exit current the Cover Sheet pop up window and return to Screen 910 Next Document Used to view the ne
159. elp PF2 or Field Help Available Identify the user reference number to be displayed at the top of the list Include Help 1 character Only Class Enter the class of document to be displayed Enterers User Manual Page III 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 Enterers 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 Identifies 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 specified document Common document status co
160. en 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 C Capital Assets cash means property resource Cash Coins currency checks and anything else a bank will accept for immediate deposit Cash Disbursement A non vouchered payment for goods received services rendered reduction of debt or purchase of other assets Cash Receipt Cash received from cash sales collections on accounts receivable and sale of other assets Chart of Accounts A listing at the 6 digit level of all account numbers within FAMIS Sometimes the COA defines the accounts at the 10 digit level as well Check Override The capability to bypass on an individual voucher basis controls that were previously set for all vouchers Enterers User Manual Page X 17 Appendix Glossary cont d Claim On Cash The share of ownership that an account has in the institution s money Clearing
161. ens have extended information 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 windows 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 Shows the account distribution used for the document selected 4 P P010018 Account Distribution l I l cc FY Account Description Amount S5 sers eee eee nee eaeeaa SSeS eaSee eee aea see na I 01 2000 215130 00000 5760 OFFICE OF INFORMATIO 1 116 00 01 2000 215130 00000 8435 OFFICE OF INFORMATIO 5 984 00 Total all Accounts 7 100 00 l PF3 Back to 280 PF4 Exit PF5 BBA 4 Audit View the audit information for the selected document k kke Audit Info
162. ent should be closed 50 characters Displays a description of the purchase Doc Year 4 digits Indicates the fiscal year the document was created Doc Date 8 digits Indicates the date on which the purchase was entered into the system Cat 2 characters Displays the category which is used to define the accounting and receiving characteristics of the document State 1 character Y indicates a State account is used for this purchase Dept 5 characters Indicates the department for the primary account responsible for the purchase Sub Dept 5 characters Shows the sub department for the primary account responsible for the purchase Total Amt 15 digits Displays the total dollar amount of all items that have been entered Vendor 11 digits Identifies the FAMIS identification number for the vendor LDT Cd 2 characters Reimburse Id 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 FOB 2 characters Indicates the freight code defining conditions by which purchased goods will be transported delivered User Ref 14 digits All Items Received Enterers User Manual Shows the user reference number that identifies the subsidiary ledger SL account used for the order followed by the departmental reference number
163. er 1200875 Inv Amount 2535 50 Status CO 09 10 2009 Vchr FY 2010 Inv Dt 09 02 2009 Matched St MS Match Successfu Encl Cd Inv Revd Dt 09 02 2009 Routing St PO Liq Ind P Terms Voucher St PAID Posted Y Orig Inv SciQuest Inv Force Pymt N Reason Last Modified by JENSON JENNY Date 09 10 2009 Itm Conv Inv S Nbr Quantity UOM UOM Unit Price Ext Price Item Description 001 110 00 GAL GAL 8 0300 883 30 SUPER SELECT MOTOR OIL 002 220 00 GAL GAL 7 5100 1652 20 DEXRON MERCON III ATF x End of Items List Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp SqMlt PIP Audit Notes Basic Steps e Advance to Screen 358 e Type valid document and invoice numbers in the Action Line e Press lt ENTER gt to display the invoice information Each line item will be listed at the bottom of the screen e Type an X in the S select column to the left of a line item to advance to Screen 359 where more detailed invoice information will be provided Invoice Browse Process Document Status The status field is used to group documents by their level of processing This field indicates whether or not the document is available for further corrections Sample values include Value Meaning IP In Process open and available for additions corrections RE Re opened re opened for additions corrections CL Closed not currently available for additions corrections CN
164. er LOC Change No 00 Last Print Date Sole Source N Emergency N Doc Summary FLAT PANEL TV AND COMPUTER Total Amount 4 998 25 Untransferred Total 4 998 25 Ion Process Budget Balance Override _ Session 1586JC Date 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 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 If all 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 Enterers User Manual Page Il 23 Screen 256 Requisition Document Close cont d See Basi
165. er 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 S Line Screen Doc Summary Vendor Reimburse ID User Ref Doc Date Class Category LP Received Nbr Invoices Quantity 278 Document Inquiry Document P900247 SERVICE AGREEMENT FOR WATER SYSTEM 2vvvvvvvvvl AMY ANDERSON DBA SERVICE TECH Doc FY Status Route St P Oth A P Src USAS Doc Type 241801 0415A 09 05 2008 RO 1 Catalogue Order 12 00 EA Description Service Agreement to 2009 Doc Amt co Amt Inv Amt Vchr Inv Forced Req Delivery Date Buyer Contact N Delg Note to Bidder End of line items xxx Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 Hmenu Help EHelp Inve 514 5000 09 11 09 4 23PM FY 2010 CC 02 Panel 01 More gt gt 6174 00 6174 00 6174 00 PARKS PAUL ARIEL AUSTIN Unit Price Extended Price 6174 00 PF 9 PF10 PF11 PF12 Recv D1Prt Accts Print Left Right If the Proc Cd field is left blank the document matches and completes when all items are received An M means there can be multiple invoices so the document will not automat
166. er is the creator all approvals and other actions are erased However routing notes will be retained If resubmitted to routing the approvals must start over PF7 Routing History RHist Displays routing history of the selected document See Screen 914 Auto approves are designated by A PF8 Select Sel After selecting document s displays the Purchasing Document Cover Sheet PF9 Routing Notes Notes Displays routing notes on the document Enterers User Manual Page IV 20 Document Out Box by Name Screen 913 displays all the documents that another user has taken action on and lists them in order of the date the action was taken The current status and location of a document may be checked using this screen Use the Include Finished field to determine the documents to be displayed type Y to include finished documents type N to exclude them This screen will be helpful for security officers and Purchasing Office Fiscal Office personnel who may need special access for troubleshooting and help desk functions Security element 10 allows viewing access to the Cover Sheet and all routing documents on Screens 911 and 913 in order to provide assistance in resolving routing and approval problems Screen 913 Document Out Box by Name Panel 1 913 Document Out Box by Name 09 15 09 14 07 LAWRENCE LINDA L cc 02 Screen ___ s Name Document Actions From 08 16 2009 Thru 09 15 2009 Panel 01
167. es regarding the document They will not be printed Enterers User Manual Page Il 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 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 09 11 09 14 03 FY 2010 CC 02 Screen ___ Doc R900095 Item _1 0 Estimated Quantity UOM Unit Price Extended Price 1 00 LOT 1669 0000 1669 00 Commodity 939 60 Proc Cd X Cost Ref 1 2 3 Part Nbr Desc Card Tech Card Embosser Serial 100 296 Location Room 103 Building 1194 TAMU 9000561000 FY CC Account Pct Amt 2009 02 144013 44000 5513 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 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
168. essessees VII 18 Used to close and or route limited purchase documents Limited Purchase Flag Maintenance ssscccccccssssssscccceeesssssscccecessssscceeeeeeseesseeeeeeeesessscaeeeeeseseeses VII 22 Used to enter cancel delete freeze or reopen flags to a limited purchase document Limited Purchase Note Text ssccccccssssscsccccecessssscsccceseessssccccceecesssscccceeecesessscsseeessssssscesseeesesssees VII 25 Used to enter informational notes to a limited purchase document Copy Limited Purchase to Limited Purchase sssssesssesssesessseesssssssseeeesssssseeesessssseessessesseeessssesseeesens VII 27 Used to copy line items from existing limited purchase documents to new or existing limited purchase documents Copy Documents to Requisition ccccccceeeeceeeeeeeeeeeeeeeeeeeceeeeeeeceeceececececcceeeeceeeceececeecececeeeeeeeeeeeeeeeees Il 37 Allows copying line items from one document to either a new or existing requisition document Red Header Create MOdIfY sivcesicscecccceeiesecicascatcecesacecascoscoccvccocaxscccesccecesanteccececccecasccsssccecscantccesecescesaxes Il 9 General requisition information that pertains to the entire document REG Shipping and Text c0sscessesssessessssesssesssesesesesessstensescsesesescsesesescsesesesesesssssesesnsstenseesssseseeesseeseeets I 14 Record shipping and invoice addresses and special vendor text information Reg Header Text Continued sais cssscscsccteetscicoctiuesiwclincctw
169. et 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 Soy oe II 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 on a document if a special delegated category is entered The current Exempt codes are viewable by typing E in the Exempt Delg field Enterers User Manual Page VIII 7 Exempt Delegated Purchases Setup cont d Screen 306 Maintain Exempt Delegation Type Object Code Table 306 Maintain Exempt Delegation Type Object Code Table 09 15 09 16 19 FY 2010 CC 02 Screen ___ Acct Type SL Exempt Delg E Low High Func Obj Obj Description as 0290 0292 PRIVATE GIFTS VARIOUS 0688 0688 COMPONENT PATENT INCOME _ 1516 1516 QAT
170. eting 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 PNMWDCR 0013 NAT1011 Requested function key not allocated Cancel Delete Reason MERCHANDISE PURCHASED ON ANOTHER ORDER Basic Steps Advance to Screen 243 Type a valid limited purchase document number in the Action Line and press lt ENTER gt to display current flag settings Modify flags as necessary Press lt ENTER gt to record limited purchase flag changes Enterers User Manual Page VII 22 Screen 243 Limited Purchase Flag Maintenance cont d Field Descriptions 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 Complete PO 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 system 1 character Indicate whether or not
171. f needed You may also add a specific document class or document number to narrow the search for the desired information e Press lt Enter gt to view a list of documents that have not completed the matching process No Invoicing and or No Receiving will be displayed on these documents e Type an X in the SL field to advance to Screen 278 to view detailed information about the selected document e Additional information is available by placing the 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 Enterers User Manual Page III 31 Screen 275 Incomplete Receiving Invoicing cont d Field Desc ri 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 assig
172. f needed to match the PO 12 digits Displays the dollar amount to be paid per unit of measure for the line item 12 digits Indicates the total extended price for the item as calculated by the system 25 characters Displays a brief description of the specified line item See the Appendix for an explanation of the standard PF Keys SciQuest Multi Voucher If this is a SciQuest invoice the SciQuest Multi Voucher invoice information will be displayed Purchasing Invoice Problems Used to display any purchasing invoice problems PIPs associated with the selected invoice Audit View the audit information for the selected Vendor Notes Free form notes can be entered on a document These are on line reference notes regarding the document They will not be printed Enterers User Manual Page IX 19 Invoice Line Item Summary Screen 359 displays detailed invoice line item information for a valid purchase order PO number invoice number and line item number Screen 359 Invoice Item Summary 359 Invoice Item Summary 02 09 10 09 42 FY 2009 CC AB Screen ___ s Doc 000440A Inv 34 000440A Item 1__ Vendor lvvvvvvvvv0 STERNIS CORPORATION Voucher 9000197 Inv Amount 100 00 Status CO 11 06 2009 Vchr FY 2009 Inv Dt 04 13 2009 Matched St MS Match Successfu Encl Cd L Inv Revd Dt Routing St PO Lig Ind P Terms Voucher St PAID Posted Y Item Desc Product Description for R81 UIT Last Modif
173. f the document notes Enterers User Manual Page VIII 25 Screen 239 Exempt Purchase Note Text cont d 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 Item Screen Information Position at line Line Description Page F B E Additional Functions PF KEYS PF7 Pitem PF8 Nitem Enterers User Manual 7 character digits Identify the exempt purchase document number to be modified 4 digits Indicate the particular item number to attach the note 3 digits Enter which line of text should be positioned at the top of the screen 2 digits Provides a line number for each line of description entered 45 characters 99 lines Enter the desired notes to be included on the document 1 character Indicate whether to scroll forward F or backward B through text lines or scroll to the end E of the document notes See the Appendix for an explanation of the standard PF Keys Previous Item Go to previous line item Next Item Go to next line item Page VIII 26 Copy Your Exempt Purchase Order When you process similar orders over and over i e general supplies you m
174. field or position the cursor anywhere on the line of the desired document and press the PF key that indicates the information action you want For example pressing PF8 will display a pop up window with document routing information about the document whereas PF7 will display routing history information Field Descri ptions Required Help PF2 or Field Help Available Action Line Document 12 characters digits Enter the routing document number to be positioned on the first line of the display Include Finished 1 character Indicate whether or not Y or N to include finished documents that have completed routing Enterers User Manual Page IV 18 Screen 912 Document Out Box cont d Actions From Thru Screen Information Panel 1 Sel Document ID Doc Summary Status Action Panel 2 Action Date Time Form Name FY Enterers User Manual 8 digits The default is one month back but this can be changed to view documents within a specified date range 8 digits The default is one month back but this can be changed to limit the date range when displaying documents 1 character Type X to select documents one at a time 12 characters digits Displays the document identification number used in Routing and Approval which consists of the Form 3 characters the Campus Code 2 digits and the Document Number 7 character digits 1 character
175. 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 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 1 character Indicates whether or not Y or N all items purchased have been received Page VIII 21 Screen 237 Exempt Purchase Close cont d Date Received Additional Functions PF KEYS PF5 Next PF6 Item PF7 Route PF8 Recal PF12 Warns Enterers User Manual 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 Advances to the next screen Screen 235 Item Displays a list of all items entered on the exempt purchase document Route the Document Submits the docu
176. for the specified vendor and document class e Type an X in the SL select column to the left of a document to advance to Screen 278 where detailed document information will be displayed e Place the cursor in the SL field next to the desired document number and use the PF keys at the bottom of the screen to view additional document information Field 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 Doc 7 character digits Enter the first document number to be displayed Enterers User Manual Page III 16 Completed Docs All Mail Codes Screen Information SL CL NT Doc Mc First Dept Doc Summary Buy Date User Ref Amount St Enterers User Manual Screen 285 Document Browse by Vendor cont d 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
177. ful 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 the 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 09 11 09 4 06PM FY 2010 cc 02 Screen ___ Dept CHEM _ SubDept Class L Doc Number Of Days ___ S St Cat Sub L Doc Summary Date Cd MS Dept Amount _ A705667 SUPPLIES RESEARCH STOCKROOM 01 20 2007 CL LP 68 92 _ A706303 SUPPLIES HILTY 02 22 2007 INV x NO INVOICING xxx SHIP NO RECEIVING _ A712167 SCANTRON CHEM 101 03 13 2007 CL LP 1522 00 INV x NO INVOICING xxx SHIP NO RECEIVING More Entries Press lt Enter gt to continue Enter PF1 PF2 PF3 PF4 PF5 PF 6 PF7 PF 8 PF 9 PF10 PF11 PF12 Items Track Hmenu Help EHelp Audit Accts Head 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 i
178. functions Menu M20 Purchasing Module Menu M20 Purchasing Module Menu Screen cessas 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 Menu M42 Bids and Bid Lists Menu M44 M45 Bid List Inquiry Purchasing Controls Menu Hmenu Help EHelp Menu M22 Purchasing Inquiry Menu Enterers User Manual 03 02 11 10 46 FY 2011 cc 02 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 M22 Purchasing Inquiry Menu 03 02 11 10 46 FY 2011 cc 02 Screen ___ SS S Document Inquiry 271 Documents Closed But Not Routed 280 Document Browse by Number 272 Documents by Status 281 Document Browse by Dept 282 Document Browse by Account 283 Document Browse by Buyer 275 Incomplete Receiving Invoicing 284 Document Browse by User Ref 276 Document Inquiry w Paid Amts 285 Document Browse by Vendor 277 Document Inquiry by Campus 286 Document Browse by State Req 278 Document Inquiry 287 Document Browse by GSC Order 279 Document Line Item Inquiry 288 Document Summary 290 Document Tracking Inquiry 295 SciQuest Document Xref 291 Document Tracking Cross Ref 292 PIP Document Browse 293 PIP Browse by Document 294 PIP Browse by Invoice Enter PF
179. g 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 Doc Category Maintenance 312 Doc Category Maintenance 09 15 09 16 08 FY 2010 CC 02 Document Description UNENCUMB PHYS PL__ essere sene Processing Control Switches Verify Account Numbers Y Feed Requisitions to Accounting N Check Budget Balance Feed Encumbrances to Accounting N Check Commodity Code Perform 3 way Match Y Er N Dept CONS Subdept HRK Class P aa a rl Tolerance Checking Unit Price Control UPC Ext Price Control XPC UPC CONTROL XPC CONTROL Unit Price Ext Price Extended Price Quantity Percent Cap Amount Percent Percent Above A Below B Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp The Class field indicates the type of document The class may be either E exempt or P purchase order Enterers User Manual Page VIII 5 Exempt Delegated Purchases Setup cont
180. g is set TIBH reporting must be done on the commodity code level Enterers User Manual Page VIII 16 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 Enterers 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 taken for the specified line item 16 digits Displays the total item extended amount calculated by the system Help 15 digits I
181. g 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 available for 1099 report preparation Taxes An additional charge on the acquisition of goods that is imposed by the taxing authority and should be paid with the invoice Temporary Vendor A vendor from whom only one purchase or service is required No further transactions for this vendor are expected Transaction Code A three digit code that uniquely identifies a transaction type and determines editing criteria and dollar fields to be updated U Update Screen A screen that allows a user to enter data for updating the files Valid Value A value of a data element that has been defined for input Value Based A mechanism used to restrict operator access to information by comparing operator
182. hat 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 Close Document 1 character Indicate whether or not Y or N the selected document should be closed Enterers User Manual Page VIII 20 Screen Information Doc Summary Doc Year Doc Date Cat State Dept Sub Dept Total Amt Vendor LDT Cd Reimburse Id FOB User Ref All Items Received Enterers User Manual Screen 237 Exempt Purchase Close cont d 50 characters Displays a brief description of the entire purchase 4 digits Shows the 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 Indicates the department for the primary account responsible for the purchase 5 characters Indicates the sub department
183. he same PF key such as PF2 always being the key used for HELP 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 the purchasing modules of FAMIS Many screens have extended information windows assigned to various function keys that are designated at the bottom of each screen and pop up window Placing the cursor 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 Typically exiting a pop up window is done by pressing lt PF4 gt to return to the previous window or inquiry screen If multiple windows have been opened pressing lt PF3 gt will return you directly to the screen where you started From within many of the pop up windows an additional set of extended function keys may appear to further inquire on the document or item Standard Function Keys Help On Line Help On selected fields additional information may be displayed This information is accessed by moving the cursor to the field in question and pressing the PF key for Help The first screen accessed will describe the field pressing lt ENTER gt will display any valid values available for the field see below DESCRIPTION AN INSTITUTIONALLY DEFINED CODE THAT GROUPS CURRENT FUND EXPENDITURES ACCOR
184. he 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 Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Identify the exempt delegated purchase order document number to be created modified Enterers User Manual Page VIII 11 Screen 235 Exempt Delegated Header cont d Screen Information Doc Year Order Date Cat State Dept Subdept Total Amt Doc Summary Vendor LDT Cd Reimburse ID FOB User Ref Enterers User Manual 4 digits Indicate the fiscal year the document was created 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 is not allowed 2 characters Sh
185. ically finalize Screen 278 Document Inquiry Panel 2 lt lt More Screen Doc Summary Vendor Reimburse ID User Ref Doc Date Class Category LP Received Hmenu Help EHelp 278 Document Inquiry Document P900247 SERVICE AGREEMENT FOR WATER SYSTEM 2vvvvvvvvv1 241801 0415A 09 05 2008 RO Nbr Invoices 1 Catalogue Order S Line Received 1 0 12 00 08 31 2009 1 1 0 00 Date Recvd Invoiced Date Invcd AMY ANDERSON DBA SERVICE TECH Doc FY Status Route St P Oth A P Srce USAS Doc Type 2009 Doc Amt co Amt Inv Amt Vchr Inv Forced Req Delivery Date Buyer Contact N Delg 12 00 09 01 2008 End of line items xxx Inve Matched 09 11 09 4 24PM FY 2010 CC 02 Panel 02 More gt gt 6174 00 6174 00 6174 00 PARKS PAUL ARIEL AUSTIN Date Mtchd 12 00 09 15 2008 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Recv DlPrt Accts Print Left Right Enterers User Manual Page III 39 Screen 278 Document Inquiry cont d Screen 278 Document Inquiry Panel 3 278 Document Inquiry 09 11 09 4 26PM FY 2010 CC 02 Screen ____ Document P900247 lt lt More Panel 03 Doc Summary SERVICE AGREEMENT FOR WATER SYSTEM Vendor 2vvvvvvvvvl AMY ANDERSON DBA SERVICE TECH Reimburse ID Doc FY 2009 Doc Amt 6174 00 User Ref 241801 0415A Status CO Amt Inv 6174 00 Doc Date 09 05 2008 Route St Amt Vchr
186. ied by NO NAME FOUND Date 05 13 2009 Quantity UOM Unit Price Extended Price This Invoice 10 00 EA 10 0000 100 00 Converted 10 00 EA 10 0000 Total Ordered 20 00 EA 10 0000 200 00 Received for PO 10 00 EA UOM Error Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp SqMlt PIP Audit Addr Notes Accts IDesc Basic Steps e Advance to Screen 359 e Type valid document invoice and item numbers on the Action Line and press lt ENTER gt to display the invoice item summary information e Use the PF keys at the bottom of the screen to view additional detail about the invoice Invoice Browse Process Document Status The status field is used to group documents by their level of processing This field indicates whether or not the document is available for further corrections Sample values include Value Meaning IP In Process open and available for additions corrections RE Re opened re opened for additions corrections CL Closed not currently available for additions corrections CN Cancelled Deleted removed from the system co Completed no longer available for corrections Enterers User Manual Page IX 20 Screen 359 Invoice Item Summary cont d Matching Status The matching status field indicates whether or not all information has been processed for the document All information must be processed before the documents may be completed Valid values
187. iewed on the Open Commitment Screens see the Open Commitment Section below Requisitions Encumbering in the FAMIS purchasing system begins with the requisition Most requisitions except for those which set up a blanket order or code UP used by TAMU Physical Plant 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 reopened If changes are made which affect any amount adjustments will be made in the encumbrances when the document is closed again If the document was submitted to routing when it was closed it cannot be reopened without recalling the document from routing Purchase Orders Purchase orders are also encumbered by FAMIS In most cases a purchase order will be established by the purchasing department transferring items from a requisition When a purchase order document is closed the system will check to see if this purchase order was created from transferring a requisition If it was the system will release the encumbrances created from the requisition and establish new encumbrances under the purchase order number If a requisition is transferred to a bid document the encumbrances will remain under the requisition number until the bids are opened and the purchase order is created and clo
188. ill be displayed e Place the cursor in the SL field next to the desired document number and use the PF keys at the bottom of the screen to view additional document information Document Browse Processes State Order Number The State Order field is used to group documents by a State assigned reference number Entering a state order number on the Action Line will display a list of all documents with a state order number beginning with the number specified Field Descriptions Required Help PF2 or Field Help Available Action Line State Order 6 digits Identify the first State Order Number to be displayed Enterers User Manual Page III 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 Enterers 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 indica
189. include Value Meaning NR No Receiving meaning no receiving processed or did not match MF Match Forced MS Match Successful Voucher Status The voucher status field indicates the level of system processing of the voucher Valid values include Value Meaning Blank No Pending Voucher has been Created PEND Pending Voucher has been Created P CL Pending Voucher has been Closed CYCL Pending Voucher is in Cycle PAID Pending Voucher has been Paid RECN Pending Voucher has been Reconciled Routing Status The routing status field indicates a document s progress through the routing and approval system Valid values include Value Meaning RJ Rejected and sent back to the creator RC Recalled DL Routing at the Departmental Level EL Routing at the Executive Level RL Routing at the Regulatory Level PL Routing at the Processing Level CO Successfully completed routing and approval PF Keys The PF keys are used to provide additional information for a particular document To select a document with a PF key first move the cursor to the desired line by tabbing or by using the arrow keys Then press the PF key to display additional information Enterers User Manual Page IX 21 Screen 359 Invoice Item Summary cont d Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Doc Inv item Screen Information Vendor Ttl Amount Invoice Dt
190. 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 IIl 6 Document Browse by Department Browsing information on requisitions and purchase orders by the department and sub department is accomplished using Screen 281 By default this screen displays those documents that are currently incomplete have not been paid However you can also specify that only completed documents 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 Dept SubDept 281 Document Browse By Dept SubDept 09 11 09 3 08PM FY 2010 CC 02 Screen ___ Dept CHEM_ SubDept Class P Doc P901712 SCN PURCHASE ORDER LLT Doc Buy Vendor Name Date S Dept Amount St _ P P901712 PKP DUNAWAY STOCK SUPPLIES 12 03 08 DL _ P P902269 MEY XERON CORP 01 13 09 3 211 92 PRT _ P P902375 AGC VTR INTERNATIONAL 01 21 09 DL _ P P902615 SAP VTR INTERNATIONAL INC 02 03 09 51 707 88 PRT P P902961 SAP VTR INTERNATIONAL INC 02 20 09 2 378 38 PRT _ P P903168 VJE XERON CORP 03 04 09 DL _ P P903210 MEY XERON CORP 03 05 09 38 402 18 PRT 3 2 P903212 MEY XERON CORPORATION 03 05 09 15 456 00 PRT P P903213 MEY XERON CORPORATION 03 05 09 10 408 68 PRT _ P P905045 LPS UNIVERSAL WINDOWS 0
191. ional 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 reopened 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 filled in by the system Enterers User Manual Page VII 13 S
192. is held in context when moving from screen to screen To change to a different vendor use this key and the current vendor name in the Action Line will be removed Now the new vendor name can be input On most PCs the correct key to use is the END key on the numeric keypad HOME Key From anywhere on the screen the most efficient way to take the cursor back to the Screen field on the Action Line is by pressing certain keys For the 3270 terminals the correct combination is the ALT RULE keys On most PCs the HOME key on the numeric keypad will work Protected Area The Protected Area is the area of the screen that will not allow the user to enter information Typing information in the protected area may freeze the screen Use your reset key and then tab key to release your system when it freezes Action Line Context The Action Line is usually the first line of information on each screen The Screen field is used to navigate from screen to screen by entering the number of the screen desired Fields such as screen vendor voucher number account etc are often found on the Action Line Data that is entered on the Action Line will be 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 Ac
193. is 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 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 for 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 Handle Credit Memos The procedures listed below are for processing credit memos As soon as the credit memo is processed by Accounts Payable the account s listed will reflect the entry The next payment to the vendor will be combined with the credit memo Both the invoice and the credit memo will be listed on the check stub to the vendor Enterers User Manual Page VII 3 Limited Purchases Basic Concepts cont d 1 Itis the department s responsibility to first 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 2 Create a new Limited Purchase document Screens 240 242 for the credit memo 3 On Screen 241 use a processing code of V to create a neg
194. isplaying 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 System 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 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 Enterers User Manual Page X 20
195. l who is being reimbursed for items already purchased Enterers User Manual Page III 40 Doc FY Doc Amt User Ref Status Amt Inv Doc Date Route St Amt Vchr Class Oth A P Src Inv Forced Category USAS Doc Type Req Delivery Date LP Received Enterers 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 Shows the user reference that is used to identify the subsidiary ledger SL account number for the order followed by the departmental reference number 2 characters Indicates the status of the document For example In Process IP Closed CL Deleted DL and Completed CO 15 digits Shows the total dollar amount invoiced for document 8 digits Identifies the date the document was processed by the system 2 characters Displays a purchasing document s status in the Routing and Approval System 15 digits Shows the total dollar amount vouchered 1 character Identifies 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 receiving category of the document 1 digit Displays the document type for USAS processing 8 digits Shows the date items
196. l year in which the document was processed Status 15 characters Identifies the status of the document Blank In Process CN Cancelled CO Completed DR In Dept routing ER In Exec routing FN Final FY FYA FRA routing PR In Proc routing RC Recalled RJ Rejected Created 8 digits Displays the date the document was created Sub Dept 5 characters Indicates the sub department code of the unit on the document Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys PF7 Routing History RHist Shows routing history of the document See Screen 914 PF8 Cover Sheet Cover Displays cover sheet information and gives access to document browse pop ups PF9 Notes Notes Used to display routing notes for the selected document Enterers User Manual Page V 5 Document Routing History The history of a document s routing history is available online on Screen 914 Each line is numbered along with a description of the action taken on the document Screen 914 Document Routing History 11 17 10 14 53 cc 02 914 Document Routing History Screen ____ Document PLP02L115405 Position at line __ L Description The following people have seen this document Submitted 11 16 10 13 27 WATSON WANDA W This document is currently in CC 02 office MAIL on desk APPROVER Arrival Date 11 16 2010 13 27 Desk workers are 979 862 6667 LING LONA L MATHEWS MELINDA M COOK CASEY C woInuUhWNHE DS OFFIC
197. lank to display all documents You can also use wildcards to search for types of documents for example PP Office 10 characters Enter the title of the electronic office for the documents awaiting action Must be used in conjunction with the Desk field Desk 10 characters Type the name of the desk where the documents are awaiting action Must be used in conjunction with the Office field Approvals Only 1 character Indicate whether or not Y or N to display only items that need to be approved Screen Information Panel 1 Sel 1 character Type an X in this field and press PF8 to select a document for further review Document ID 12 characters digits Displays the document identification number used in routing and approval consists of the form 3 characters the campus code 2 digits the document number 7 character digits Enterers User Manual Page IV 7 Screen 910 Document In Box cont d Doc Summary Requested Action Status Panel 2 FY Submitted by Submitted Arrived Current cc Unit Panel 3 Current Office Enterers User Manual 1 character An asterisk indicates that routing notes are attached to the document 40 characters digits Displays a summary description of the document 11 characters Shows the requested action that needs to be taken on the document 14 characters Identifies status of the document s progress through the Routing and Appr
198. matically 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 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 Page VIII 13 Screen 235 Exempt Delegated Header cont d Additional Functions Name Addr City State Zip Country Phone Fax PF KEYS PF8 ADDR PF5 Next PF9 Notes PF11 AdDpt Enterers User Manual 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 automatically if an Address
199. ment field on the Action Line the screen will display all the requisition documents in your In Box Press PF11 to scroll to the right and view additional information If you wish to view documents on desks where you serve as a substitute you would go to Screen 911 key in the name for a primary approver on the desk and press lt ENTER gt Enterers User Manual Page IV 6 Screen 910 Document In Box cont d Basic Steps Approve or Reject Documents Advance to Screen 910 Press lt ENTER gt to scroll through documents in your In Box Type an X next to all documents you would like to approve and press PF8 OR Press PF9 to select all of the documents in your In Box This will bring up the Routing Document Information Pop Up Window Type APP in the Action field type Y in the pop up box to confirm that you would like to approve the document and press lt ENTER gt If you are rejecting a document type REJ in the Action field enter the reason that you are rejecting the document in the pop up window provided and press lt ENTER gt to return the document to its creator This will return you to the Routing Document Information window Press PF5 to move to the next document requiring action or press PF4 to return to Screen 910 Field Descri ptions Required Help PF2 or Field Help Available Action Line Document 12 characters digits Enter the document number if known or leave b
200. ment 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 VIII 22 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 DARLA D DREW 09 15 09 16 44 FY 2010 CC 02 Screen Doc E000021 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 Cancel Delete Reason NEED TO CHANGE OBJECT CODE AND SHOULD BE l LIMITED DOCUMENT Basic Steps e Advance to Screen 238 e Type a valid exempt purchase document number on the Action Line and press lt ENTER gt to display current flag
201. n 236 Exempt Purchase Item 236 Exempt Purchase Item 09 15 09 16 27 JAMES J JOHNSON FY 2010 CC 02 Screen ___ Doc E000260 Item 1 0 _ Unit Ext Item St Account Qty UOM Price Disc Price 1 0 CO 241607 10000 xxxx 1 00 EA__ 627 7700 627 77 Comm Desc Airfare roundtrip IAH to Toronto Canada Part Proc cd _ St Cost Ref 1 2 3 TIBH 2 0 CO 241607 10000 xxxx 1 00 EA__ 77 2300 RE 77 23 Comm Desc Meals from 9 3 4 09 Part Proc cd _ St Cost Ref 1 2 3 TIBH 3 0 CO 241607 10000 xxxx 1 00 EA__ 95 0000 a 95 00 Comm Desc Registration 9 3 6 09 Max reimbursement for_ Part this trip is 800 00 Proc cd _ St Cost Ref 1 2 3 TIBH Page F B _ Document Total 800 00 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 and 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 and press lt ENTER gt to record the line item information e You may search for the desired commodity code by typing a question mark at least three alpha characters
202. n 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 uses one to one matching for receiving documents and invoicing documents Enterers User Manual Page Il 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 234 Part Description Maintenance 09 11 09 14 25 FY 2010 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 Field Descri ptions Required Help PF2 or Field Help Availabl
203. n document status codes include CL Closed CO Completed FR Frozen IP In Process TR Transferred PRT Printed DL Deleted Page III 20 Screen 286 Document Browse by State Requisition Number cont d Additional Functions PF KEYS PF5 Inve PF6 Recv PF7 Audit PF8 Accts PF9 PIP PF10 Headr PF11 Items PF12 Track Enterers 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 III 21 Document Browse by State Order Number If the state order number is the best or only identification you have for a 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 287 Document Browse By State Order Nbr 09 1
204. n 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 document Page III 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 o view completed documents type Y in the Completed Docs field Screen 282 Document Browse by Account 282 Document Browse By Account 09 11 09 3 15PM Acct Acct FY 2010 cc 02 Screen Class R Acct 144013 00000 CC 02 FY 2008 Doc SCN Supp REQUISITION LLT Doc Acct Vendor Name Date User Ref Amount St R R800294 00000 07 24 07 144013 M008 68 915 00 TR R R804676 00000 07 03 08 144013 99999 DL Enter PF1 PF2 PF3 PF4 PF5 PF6
205. n 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 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 Reopen 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 Descri ptions Required Help PF2 or Field Help Available Action Line Doc 7 character digits Identify the limited purchase document number to be closed Enterers User Manual Page VII 19 Screen 242 Limited Purchase Document Close cont d Screen Information Close Document 1 character Doc Summary Indicate whether or not Y or N the selected docum
206. n the requisition must be entered on the header You can check the department on each account by using Screen 6 or Screen 29 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 Enterers User Manual Page VII 7 Screen 240 Limited Purchase Header cont d 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 Placing 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 selecting a code Processing Codes If the Proc Cd field is left bl
207. ncelled invoices o include completed documents type Y in the Completed Docs field Screen 279 PF7 Invoice Detail 279 Document Line Item Inquiry 09 19 09 4 29PM FF 2010 cc 02 Screen Document P900247 Item 1 0 of 2 x Invoice Inquiry for Item 1 0 of Document P900247 M Invoice Nbr Vch Nbr St St Inv Date Quantity Unit Price Ext Price 10076 1xxxxx7 CO MS 09 01 08 12 00 514 5000 6174 00 x Inv Totals 12 00 6174 00 End of Valid Invoices Found PF3 Back to 279 PF4 Exit Enterers User Manual Page II 44 Screen 279 Document Line Item Inquiry cont d Basic Steps e Most of the time you will reach this screen by selecting an item on Screen 278 However if you want to view a line item on a specific document advance to Screen 279 e Enter the document and item number you want to display on the Action Line and press lt ENTER gt to view the detailed line item information Field Descri 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 Enterers User Manual 7 character digits Enter the document number to be displayed 4 digits Indicate the item number to be displayed The default is the first line item number 11 digits 30 chara
208. nclude 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 VIII 17 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 Enterers 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 forward 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
209. ndow 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 Enterers User Manual Page X 8 Appendix Instructions cont d Field Help Using the F2 Program Function Key On selected fields additional information can be displayed using the F2 program function key This HELP information is accessed by moving the cursor to the field in question and pressing the F2 Key Screen 002 GL 6 Digit 002 GL 6 Digit 02 16 04 10 12 FY 2004 CC 02 Screen Account 010100 ED amp GEN INCOME TUITION Account Title ED amp GEN INCOME TUITION Resp Person 4uuuuuuu0 MASON MARY W Old Acct NA Year end Process F Reclassify _ Reporting Group __ Aux Code AFR Fund Group 10 Fund Group FG Sub Fund Group Sub Sub __ Default Bank 03000 Override Y SL Mapped Count 18 Alternate Banks Security Dept S Dept Exec Div Coll Mail Cd Stmt Primary REV__ UN AD c6000 N Secondary VTEA_ AA cD VM C4457 Y Fund Source Long Title EDUCATIONAL AND GENERAL INCOME TUITION Account Letter Y Setup Date 08 26 1991 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next A help screen may appear first describing the field Press lt ENTER gt to display the valid values for the field DESCRIPTION AN INSTITUTIONALLY DEFINED CODE THAT GROUPS CUR
210. ned when created Summary 3 lines 30 characters Shows the document summary information including invoicing and receiving status Date 8 digits Indicates the date the document was set up on the system St Cd 2 characters Indicates the status code Cat MS 2 characters Displays the category matching status SubDept 5 characters Indicates the sub department for which you want to browse documents Amount 10 digits Displays the total dollar amount of all line items for the document Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF7 Audit Audit View audit information for selected document Enterers User Manual Page III 32 Screen 275 Incomplete Receiving Invoicing cont d PF8 Accounts Accts Shows the account distribution of funds used for the items on this selected document PF10 Header Headr Displays extended document header detail for the created document PF11 Items Items Shows the line items on file for the document PF12 Track Track Allows you to see the tracking history of a document through creation process Enterers User Manual Page III 33 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
211. nnnne I 35 View Requisition Notes cccscsessssssssssesseseseseesseeeessseeees Il 36 Header Notes vs Item Notes cceccccsssseecesssneecesseeeeesseeeeees 11 36 Screen 247 Copy a Document to a REQUISITION cccecccececccececececeeeceeeeeeeseeeees Il 37 Copy Items to a New Requisition u d dsssesereekers enes kernerne Il 37 Copy Transfer Items to an Existing Requisition 66 Il 37 Transfer Copy FUNCTtIONS ccccccscccessseessececssecesseeesseeeeseeeseees Il 38 Enterers User Manual Page l 4 Table of Contents cont d lil Purchasing Inquiry PAGE Document Inquiry Basic Concepts u ssssssserererensn nn nen en en nnnee 111 3 IAQUIFY ACCESS saerlig 111 3 Position the Display M u ssssssssessssssssessesessnssseseensnsnsnnssesnsn snes 111 3 Document Casses aser 111 3 Use the PF KEYS aan de er aaea a e netteess 111 3 Screen 280 Document BFOWSE saton sna i ERER Il 4 Screen 281 Document Browse by Department ccccecsesssseeeeeeessesssteeeeeeeens I 7 Screen 282 Document Browse by ACCOUNL sccccecessssssseseeeeeesssessneseeeeeens I 10 Screen 284 Document Browse by User Reference cscssssceeecessssssteeeeeeeens I 13 Screen 285 Document Browse by Vendor sssssssssssssssssresrrssssesenensnssssesrreennssne 11 16 Screen 286 Document Browse by State Requisition Number 111 19 Screen 287 Document Browse by State Order Number u u ssssssessssrsennse
212. 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 screen required screen Screen 256 Requisition Notes Used to enter free form notes about the requisition 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 Il 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 reopen 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 09 11 09 14 30 FY 2009 cc 02 Screen Doc R905256 lt lt Dates gt gt Document 09 01 2009 Cat RO User Ref 5119250001 St Req Start Contact Person ALICE ALLEN Ph 979 458 8888 End Buyer KGK KING KARLA Ph 979 845 5555 Required Research Y N N Type Funds L Type Ord
213. o 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 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 Enterers User Manual Page X 16 Appendix Glossary cont d Batch Session A collection of related transactions entered into the system with a header record and control totals usually prepared by one person or subsystem feed Batch Interface A type of interface where one system generates transactions to be batched for input into another system BBA See Budget Balance Available 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 wh
214. of items received 8 digits Identifies the date the line item was received 10 digits Displays the quantity of items invoiced Page III 42 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 Enterers User Manual See the Appendix for an explanation of the standard PF Keys Invoice Used to view the invoice details Receive View the receiving information associated with the selected document Download Print Allows you to download the screen information through Entire Connection See the FAMIS Entire Connection User s Manual for details Accounts Shows the account distribution used Print Used to print document information from FAMIS using Entire Connection See the FAMIS Entir
215. on or suggestion and send it to College Station based FAMIS Services The Texas A amp M University System 1144 TAMU College Station TX 77843 1144 Non College Station based FAMIS Services The Texas A amp M University System 200 Technology Way College Station TX 77845 3424 Enterers User Manual Page I 3 Table of Contents PAGE l Introduction M20 M22 Purchasing MENUS vcs scicze ce2 2ceesesnceesecscesteaveactestea Reeeteuaaeecone betert zie l 8 M24 M34 M90 Encumber Funds in Purchasing EMCUIMDIANCOS 222 cces 0scckesescceaessdecaanedscacdesassiedensseceaeessadeaeeececase I 10 REQUISITIONS csc sie enseina iita aasarin aiia l 10 PURCHASE ONO ls decessscseues vssccuesevceeceesscunesdesuncevesssceessucocerezecisnets l 10 User Reference Number csccccessssecesseeecesseeeeeesseeeeeeesneeeees l 11 Open Commitment SCrEeNS ccccesssssssssssstscstscseesseeeeeeeaeees l 11 II Requisitions Requisitions Basic Concepts General Requisition Information cccccccssssssscceeeesessssssaeees Il 3 Required Information ccccsessscceeecessesssneceeeeecessesssteseeeeeess Il 3 Automatic Requisition Creation s ssssesssesrsesrresrrrrrrrerreene Il 5 Catalogue Orders ccccccssssecececessessceaeceeecesseseaeceeeessesssssnaees Il 6 Change a Requisition cccccccccsssssssseeeeecessessseeeeceseeessssaees Il 7 Route the Document cccccecssseeceeseeeceeeeeeecesseeeeeeseeneeesseenaeess Il 7 Rejecte
216. on the screen With the exception of TAMU most users will only be able to access documents for their individual department Position the Display Several document inquiry screens allow you to position a particular document at the top of the inquiry screen This is accomplished by entering as much information on the Action Line as possible For example entering a particular document number on the Action Line of Screen 280 will display that document on the first informational line of the listing Document Classes Classes are used to group documents by function Placing 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 values are B BID E EXEMPT PURCH L LIMITED PURCH M MASTER ORDER P PURCHASE ORDER R REQUISITION Field PD CLASS Use 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 Enterers User Manual Page IIl 3 Document Browse
217. 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 Enterers User Manual Page Il 10 Cat User Ref St Req Contact Person PH Buyer Ph Research Y N Type Funds Type Order No Print Doc Dept SubDept Attachments Enterers User Manual Screen 250 Requisition Header Create Modify cont d Help 2 characters Identify the document category used to define the accounting and receiving characteristics of the document 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 10 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 regarding 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 the 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
218. or reopened Document items can be deleted on this screen ROG NOTES TOXt i sicssiscnencteeccacccdscncsdcsececssnaesencdacdsancatssshctedasssadsononnsssatnanonbnsisacdsdnseansslacciansenssssecsecsseese Use this screen to add informational type notes to document items Documents Closed But Not Routed cccccsscccesescecessseeceseseeeesssceeessseeeesssaeeeasseeesssseeessseesessseeeseasoes Provides list of all documents that are closed but have not gone through the routing process DOCUMENTS DY Status ss rss acecauscccesscsiecssensecescssssssssceciessasscuevavessessnneensesstusssuncacacessevensnsazacias Provides list of all documents sorted by their status codes Incomplete Receiving INVOICIN sscccssssccssssseesesseceessseceesssesecssseeeessseseeesseeeeesseeesessneesessseeeeeess Provides list of documents that have incomplete receiving or invoicing DOCUMENE INQUIFY sicecisicocadiiacccnsccstecesecececeeccadececveveceouseveveseuevenensweceuennmnnemeaceannedecassencsencncecwscenssenscewcues List all items for a multi item document Document Line Item INQuiry cccccseseeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeceeeeeececcseeseeeeecccssecscccscsscsecseceeeeeoes List detail line item information Document Browse vaiecsesctecatecccesststccsssecadecacasedaccsssseauessccadssadasvanoseshnonevasteesssucuselstadsieledelecestsendsdsteesteds Provides document information for all document classes Document Browse by Dept SubDept
219. ormation for the document 4 n n I I P P010016 xkkk Document Item Inquiry l PANEL 01MORE gt gt Nt Item Description Quantity PCd UOM Extended SS SSR Soe Sea SST SSL SKS saat esta aaa DSA SL Sam Sone ease ae eraa aaa 1 0 Microage Pentium III 800MHz Sy 3 00 EA 2 718 00 2 0 Warranty Three 3 Years On S 3 00 N YR 3 0 Viewsonic GS773 17 Monitor P 4 00 EA 1 152 00 4 0 Natural Keyboard Elite USB PS2 1 00 EA 33 00 l 4 1 Optional Upgrades T l 5 0 Microage Pentium III 800MHz Sy 1 00 EA 2 222 00 I I 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 n Enterers User Manual Page X 4 Appendix Document Inquiry Pop Up Windows cont d PIP Recv Track Shows the Purchasing Invoice Problem documents PIP Documents for Document 1030098 PIP Invoice Rt Number Type Number Cd Date 1002984 FYI 9120637R FN 12 07 99 End of PIP Documents PF4 Exit View the receiving information associated with the selected document EET Er I xxx Shipments for Document P010007 l No Date Rec by I Ship Items Received St Doc Summary Dept Carrier erre eee re er ERE menen eee 001 2 08 01 2000 CO SUBSCRIPTION RENEWAL CD ROMS GENC USPO I End of Shipments l a a ee Allows you to track the routing history of the
220. orting Group __ Aux Code ___ AFR Fund Group 10 Fund Group FG Sub Fund Group Sub Sub Function __ Default Bank 03000 Override Y SL Mapped Count 18 Alternate Banks Security Dept S Dept Exec Div Coll Mail Cd Stmt Primary REV__ UN AD c 000 N Secondary VTEA_ AA cD VM C4457 Y Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Screen 002 GL 6 Digit Fund Group Help Pop Up Window VALUES MEANING a AP AUXILIARY PLEDGED AX AUXILIARY NON PLEDGED BLANK NOT SPECIFIED DF DESIGNATED FUNCTIONAL amp GENER DS DESIGNATED SRVC PROF FEES amp S IA ANNUITY INCOME ACTIVITY IP INVESTMENT IN PLANT LOANS UNIVERSITY FUNDS Lookup Value Menu Rule IAFRS FG FS SUB FUND GR Default value is View IAFRS GENERAL SUBSIDIARY LEDGER Field FG FS SUB FUND GR p rj PF1 Menu PF4 Exit Enterers User Manual Page X 10 Enterers Screens List 233 235 236 237 238 239 240 241 242 243 244 245 247 250 251 252 253 Enterers User Manual PAGE Copy Exempt Purchase to Exempt Purchase sssssssssesssesseseeeceeeeeeeenecceeeeeeceeeeeeeeeeeeeeeeeeeeeees VIII 27 Used to copy line items from existing exempt purchase documents to new or existing exempt purchase documents Exempt Delegated Header iiciccssescsccsnnsccsssnecsssnsecesosesessnnsesssnnssssexssssdensachsauscssbessdsssexcussonssdvessnccss
221. ou should 1 Select the document by typing an X next to it in your In Box and then press 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 Enterers User Manual Page Il 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 Enterers User Manual Page Il 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 09 11 09 13 39 NOTES FY 2010 cc 02 Screen ___ Doc R905037 Doc Year 2009 Total Amount 5265 60 lt lt Dates gt gt Document 08 13 2009 Cat RO User Ref 211720 NEOPOST St Req Required 08 31 2009 Contact Person TOMMY TILLIS Ph 979 862 1111 Start 08 31 2
222. ount St _ L 001014 01 Z805960 DARLA D DANIELS 07 21 08 45 88 CO k 001014 01 2805964 JANICE J JONES 07 21 08 22 86 CO 2 001014 01 Z805969 JOHN J JIMENEZ 07 21 08 13 61 CO _E 001014 1 E523021 ROSE R ROGERS 06 29 05 8 164 65 CL _E 001014 1 E523438 ROSE R ROGERS 07 12 05 8 164 65 CL SE 001014 1 E935137 KILEY K KING 07 27 09 5 751 42 CL _ L 001014 1 A514983 GRANDLAKES EDUCA 03 11 05 28 74 CL _ L 001014 1 A525659 TEXAS A amp M UNIVER 04 18 05 17 23 CL _ L 001014 1 A623838 MMSTA 04 18 06 IP k 001014 1 A700111 NETNEL 02 01 07 4 238 19 IP s 001014 1 A717009 JIM J JOHNSON 04 03 07 IP gt L 001014 1 A717010 JIM J JOHNSON 04 03 07 IP _ L 001014 1 A717013 JIM J JOHNSON 04 03 07 IP 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 Descriptions required Action Line User Ref 14 digits characters H
223. ount 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 characters digits Shows the batch session number Page Il 25 Screen 256 Requisition Document Close cont d Date 8 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 Enterers User Manual Page Il 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 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
224. oval system Blank In Process CN Cancelled CO Completed DR In Dept routing ER In Exec routing FN Final FY FYA FRA routing PR In Proc routing RC Recalled RJ Rejected 4 digits Indicates the fiscal year that the document was created 21 characters Displays the name of the person who submitted the document for routing and approval 8 digits Identifies the date the document was submitted for routing and approval 8 digits Shows the date the document arrived at the In Box 2 digits Identifies the current location of the document by TAMUS member campus code 10 characters Shows the current department sub department in which the document is being routed 10 characters Displays the current office the document is being routed through Page IV 8 Screen 910 Document In Box cont d Desk 10 characters Indicates the current desk PID where the document is awaiting action View 10 characters Displays the name of the view where a person has approval authority on a signer or creator desk This is only applicable to signer creator desks Additional Functions PF KEYS See the Appendix for a detailed description of the standard PF keys PF6 Discard Discd Discards selected document s from the In Box PF7 Routing History RHist Displays the routing history of the document and shows who has seen it PF8 Select Sel Displays the Routing Document Information pop up window for the
225. ows document category 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 which are 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 Help 2 characters Indicate the freight code defining conditions by which 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 Page VIII 12 Screen 235 Exempt Delegated Header cont
226. py Items to an Existing DOCUMENL ccececececeeeseseseeeeeees VII 27 Automatic Limited Purchase Order Creation VII 28 VIII Exempt Delegated Purchases Basie CONCEDES ececees es siesces concetestedeiacsitcteas 4 aeia EE Ee Trai REER VIII 3 SG LUD PPE E E T E AT E E E T E ET VIII 4 Screen 235 Create Modify Exempt Delegated Purchase Header 0000 VIII 9 Create a New Exempt Delegated Purchase Headet VIII 9 Modify an Existing Exempt Delegated Purchase Header VIII 9 When to Create an Exempt Delegated Purchase Order VIII 10 Create Exempt Delegated Purchase Order Documents VIII 10 Vendor Information cccccsccccssssseeseenececsenaeceseseaeesseaeeeeseaaes VIII 11 EDT COGES preinan a een VIII 11 Enterers User Manual Page I 6 Table of Contents cont d PAGE Screen 236 Create Modify an Exempt Purchase Item ccccccsssecssecesseceseeees VIII 15 Line Iten ENY assistere iieiea ETE VIN 15 Multiple ACCOUNTS c ccccccccsesssccececesesseaeeeeecssseseseaeeesesssesssaees VIII 15 Change the Document sssssssssssssssrsrrssssssrnssnssesrernessssesreens VIII 16 Inventory Part NUMDEL cccccccccesssssssceeecesssssnaeeeeeessseseaaees VIII 16 LB issoccs vaeactectonsses E DE TERESE KERES REESE Re VIII 16 Screen 237 Close an Exempt Purchase OFdelr cccccccccccesssssssceeeseessessaeeeeess VIII 19 Encumbrance PLOCESS cecsscceceessececeeceeceecececeecaeceeseqaeee
227. racters 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 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 Indicates the FAMIS vendor identification number Helpi 2 characters Represents the Legal Descriptive Text Code that identifies 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 Help 2 characters Indicates the 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 whether or not Y or N all items purchased have been received Entry required if Y is entered 1 character This field is displayed and required if set up on Screen 311 8 digits Identifies the date the items purchased were received Help 3 digits Indicate the code which identifies the address to which items purchased will be delivered 30 characters digits Enter the name of the department to which item
228. re a substitute on an approval desk you will not receive documents directly to your document In Box displayed on Screen 910 To see the documents at a desk where you are a substitute advance to Screen 911 and enter the name of the desk s primary assignee and press lt Enter gt The name search will allow you to choose the correct person and display this person s In Box The documents in the In Box which are on desks to which you are assigned will be accessible Others will be protected and you may not select them Security element 10 allows security officers and certain members of the Purchasing Office Fiscal Office to have viewing access to the cover sheet and all routing documents on Screens 911 and 913 in order to provide assistance in resolving routing and approval problems Section I Main Screen Documents will appear in the following order 1 FRA FYA documents This will include any documents routed to an individual Rejects and Recalls fall into this category 2 All Desk routed documents 3 Information Notification copies of documents Within each of these groups the documents are displayed in document ID order Screen 911 Document In Box by Name Panel 1 911 Document In Box by Name 09 15 09 13 36 CC AM Screen ___ Name Panel 01 More gt gt Requested Sel Document ID N poc Summary Action Status Ntfy Signed In Proc Rt Ntfy Final Final Ntfy Signed In Proc Rt Ntfy Final Final
229. 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 00 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 Additional Functions PF KEYS PF7 Pitem PF8 Nitem Enterers User Manual 7 character digits Identify the requisition document number to which you want to add notes 4 digits Indicate 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 each 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 Allows you to back up to the previous line item Next Item Allows you to advance to the next line item Page 11 36 Copy a Document to a Requisition You may find it beneficial to copy or transfer frequently purchas
230. 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 Enterers User Manual Page VII 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 and can be 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 It is also on Screen 236 but is not required 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 7 character digits Identify the limited purchase document number to add or modify line item information item 4 digits Identify the item number to be created or modified Screen Information Item 3 digits The number assigned to this line item St 2 characters Shows the status of the specified item Account 15 digits Identify the account number subsidiary ledger support account object code used for payment of the specified line item Qty 10 digits In
231. rmation Document P010007 Item Date Created 06 12 2000 Time Created 08 36 25 Added By LxxxxxP CARTERA CHARLES Last Modify Date 06 13 2000 Last Modify Time 10 32 26 Last Modify PGM Pxxxxx8 Last Modify By KxxxxY WINSTON WILMA W PF3 Back to 280 PF4 Exit Enterers User Manual Page X 3 Appendix Document Inquiry Pop Up Windows cont d Headr Shows the document header information that was entered when the document was created xkkk Document Header Extended Information Document P010014 Doc Year 2000 Total 10832 50 Summary PORT AUTHORITY POPLIN JACKETS Vendor lvvvvvvvvv0 SPORTSWEAR AND MORE lt lt Dates gt gt l I I l I l l Required Contact BRITTA BROWN Ph 979 999 9999 l l l l l l I Document 08 01 00 Cat RO User Ref 215080 002 Req Start Buyer KELLY KING X115 Ph 979 899 9999 End Research N Type Funds L Type Order LOC Change 09 15 00 No 01 Print Doc N 09 15 00 Dept SPPR SubDept Route Status Cat Order N PCC Code LDT Code PF3 Back to 280 PF4 Exit PF5 AdDept PF6 Ship PF7 Sug Vndr PF8 Accts PF9 Notes PF10 Sole Emer PF11 Items Inve Used to view the invoice details 4 n k Invoices for Document L010010 No M Vchr Vchr Invoice No Items Date St St FY Voucher P Stat Amount Lee a eee SS SS SAL 8005 1 04 12 2000 CO MS 2000 2012421 Y RECN 229 95 End of Invoices Items Lists the line item inf
232. rs 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 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
233. s the documents are displayed in document ID order The PF keys and some of the fields displayed on Routing amp Approvals screens WILL BE DIFFERENT DEPENDING OF THE TYPE OF DOCUMENT YOU ARE VIEWING For example a PIP document will display differently than a BID document Also if you don t have approval authority for a particular document you WILL NOT SEE the Action field on the Cover Sheet Enterers User Manual Page IV 4 Screen 910 Document In Box cont d Section I Main Screen Screen 910 Document In Box Panel 1 910 Document In Box 09 15 09 13 24 CC AM Screen ___ Document Office Desk Approvals Only Nl Panel 01 More gt gt Requested Sel Document ID N Doc Summary Action Status _ PRQSARO00013 COPIER RENTAL FOR 4 1 00 THR UGH 8 FYA Approve FYA FRA Rt _ PLPAML400008 COFFEE Revise Rejected PRQSAROO0009 FURNITURE FOR MY OFFICE Final PRQSAROO00019 led PRQSAROO00024 PROSARO00024 7 a PRQSARO0O0030 DR JOHN JONES ORBITAL SHAKER Ntfy Signed In Proc Rt _ PLPSAL000006 OFFICE FURNITURE Notify Recalled PLPSALO00075 MAHOGANY DESK Notify Recalled PRQSAR100001 COMPUTER MONITOR FOR JULIE JENSEN Notify Rejected PRQSAR100004 RENTAL OF XEROX COPIER 1090_FOR 9 1 Ntfy Signed In Proc Rt PROSAR100006 COMPUTER MONITOR FOR JULIE JENSEN Ntfy Signed In Proc Rt k End of List 12 Document S Found Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF
234. s 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 Enterers User Manual Page X 21 Appendix Glossary cont d 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 Map Code A five digit attribute code in an SL account indicating the GL Fund ID to which it 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 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 Object Code A four digit number identifying specific items of revenue expense or attribute records Open Commitment An encumbrance Parameter A
235. s created when items are transferred on the From Document If a PO or LPO document completes normally no tracking record is created and you will not see these documents displayed on this 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 09 11 09 4 34PM FY 2010 cc 02 Screen ____ Doc P900012 C To To From From From Action Action L Document Item Cls Document Item Action Date Time By User P P900012 1 0 R R900084 1 0 TRNSFR 05 19 08 09 16 TxxxxxP P P900012 1 1 R R900084 1 1 TRNSFR 05 19 08 09 16 TxxxxxP P P900012 2 0 R R900084 2 0 TRNSFR 05 19 08 09 16 TxxxxxP P P900012 3 0 R R900084 3 0 TRNSFR 05 19 08 09 16 TxxxxxP P P900013 0 1 R R803603 0 1 TRNSFR 05 20 08 09 38 KxxxxxP P P900013 1 0 R R803603 1 0 TRNSFR 05 20 08 09 38 KxxxxxP P P900013 2 0 R R803603 2 0 TRNSFR 05 20 08 09 38 KxxxxxP P P900013 3 0 R R803603 3 0 TRNSFR 05 20 08 09 38 KxxxxxP p P900013 4 0 R R803603 4 0 TRNSFR 05 20 08 09 38 KxxxxxP P P900013 5 0 R R803603 5 0 TRNSFR 05 20 08 09 38 KxxxxxP P P900013 6 0 R R803603 6 0 TRNSFR 05 20 08 09 38 KxxxxxP P P900013 7 0 R R803603 7 0 TRNSFR 05 20 08 09 38 KxxxxxP 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
236. s 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 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 als
237. s purchased will be delivered This is filled in automatically if an Address Nbr is specified Page VII 9 Screen 240 Limited Purchase Header cont d Addr City State Zip Country Phone Fax Invoice To Address Nbr Name Addr City State Zip Country Enterers User Manual 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 Enter the code which identifies the address to which items purchased will be billed 30 characters digits Identify the name of the department to which items purchased will be billed This is filled in automatically if an Address Nbr is specified 120 characters digits Indicate the street address to which items purchased will be billed Will be filled in automatically if an Address Nbr is specified 20 characters digits Enter the name of the city where the invoice is to
238. s 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 Enterers 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 position 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 Enter the limited purchase document prefix followed by a zero 0 that instructs FAMIS to automatically assign a new document number 7 character digits Include the existing limited purchase document number to which you wish to copy line item 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 Enter the category that defines the accounting and receiving characteristics of the document This defaults to LP for limited purchase orders 8 digits Indicate the date the new document is created Defaults to the current system date if left blank
239. se 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 09 15 09 16 22 FY 2010 cc 02 Screen ___ Acct Type SL Exempt Delg E Low High Func Obj Obj Description 0290 0292 PRIVATE GIFTS VARIOUS 0688 0688 COMPONENT PATENT INCOME _ 1516 1516 QATAR PAYROLL gt 1517 1517 QATAR PAYROLL 1782 1782 TAMUQ HOUSING ALLOWANCE EA 1790 1790 TAMUQ LOCAL HIRE ALLOWANCE _ 1792 1792 QATAR PAYROLL i 1900 1990 EXEMPT BENEFITS 3010 3420 EXEMPT TRAVEL 4015 4015 EXEMPT SUPPLIES FOOD SERVICES SOFC ONLY ms 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 xxkkkKKKKK More Data Press lt ENTER gt to View Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Create Exempt Delegated Purchase Order Document Numbers Type a document prefix usually an E the abbreviation for exempt purchase followed by a zero and then press lt ENTER gt to have the system automatically assign a document number You may
240. seaeeeeeesseseees IX 13 DOCUMENT Status sirain inaa ep ene anis IX 14 Matching Status cccccccccccssssssceeecscsssessesecesessseseaeseeeeseeseesaes IX 14 Screen 358 Invoice DOCUMENT Inquiry ccc cccccssssssecececececececeeecececeeceeeeeeeseeees IX 16 DOCUMENT Status sirinin aeai E enia amides IX 16 Matching Status ccccccccccscssssseceeececsssesseaeeesessseseaeeeeeeseeseesaes IX 17 Routing Status sss sisi epena aE ana Eaei EEEk IX 17 Screen 359 Invoice Line Item SUMMALY cccccesecececeecececececececececececeeeeeeeeeees IX 20 DOCUIMENT SEES oa herren IX 20 Matching Status ccccccccssssssseccscesssssceceeeesssssaeseeeessessesssaees IX 21 Voucher Status cespe IX 21 ROWING Status cananan cede cranes Nest ackcaceeaseenees deecuses IX 21 X Appendix Document Inquiry Pop Up Windows csssscseeceseesssteeeeeeeeesees X 3 NAStrUCTIONS arrene Rea KEE AETA ERE Resen nedad X 6 Bnterers Screens List 24 oe ele een ordren X 11 Standard PF Keys sier eee eee a Eiai X 14 GIOSSANY assesses 2h edeeksseeteexeseodesk ioacees ceeeees saacecea A A IX 16 Enterers User Manual Page l 7 Purchasing Menus Menu M20 Purchasing Module Menu displays a number of submenus that contain various functions of the Purchasing Module M22 Purchasing Document Inquiry show a list of all available inquiry screens M23 PO and Master Order Menu and M24 Requisition and Limited Purch Menu list all screens for these various purchasing
241. security authorization with the value stored in the field Enterers User Manual Page X 24 Appendix Glossary cont d 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 be changed K A FA DOC WRKNPRCS Enterers EntererscurrNF docx Last Revised 3 2 2011 2 22 PM Enterers User Manual Page X 25 Appendix Glossary cont d Enterers User Manual Page X 26
242. sed Enterers User Manual Page I 10 Encumber Funds in Purchasing cont d User Reference Number The user reference number entered on the header of the requisition will be 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 requires an object code for a 6 digit account It shows a summary amount for a specific object code and the detail which make up the total The REF field contains the document Screen 21 OC File List All encumbrances for a 6 digit account are listed on this screen Screen 22 OC File List by User Ref or PO Number This screen allows the encumbrances to be viewed either 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 Enterers User Manual Page I 11 Encumber Funds in Purchasing cont d Enterers User Manual Page l 12 Section II Requisitions Enterers User Manual Page Il 2 Requisitions Basic Concepts General Requisition Information A requisition is used
243. selected document EET EF Er P P010026 Document Tracking Class Document Item Action Date Time Fe em mmm re re From B B010004 1 0 08 31 00 10 38 From B B010004 1 1 08 31 00 10 38 From B B010004 1 2 08 31 00 10 38 To CREATE 08 31 00 10 38 To CLOSED 08 31 00 10 44 To P P110009 1 0 TRNSFR 08 31 00 10 45 To P P110009 1 1 TRNSFR 08 31 00 10 45 To P P110009 1 2 TRNSFR 08 31 00 10 45 PF3 Back To 280 PF4 Exit PF12 Track EEE E E E E E NA E EA E E E Enterers User Manual Page X 5 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
244. settings e Modify flags as necessary and 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 Screen Information Cancel Delete 1 character Document Indicate Y or N if the document should be removed from the system Enterers User Manual Page VIII 23 Screen 238 Exempt Purchase Flag Maintenance cont d Freeze Document Reopen Document Delete all Items Delete Undelete Item thru Item Complete Po 1 character Indicate whether or not Y or N the document should be restricted from further activity 1 character Identify 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 Indicate 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 Enter 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 type the same number in this field as you entered in the previous
245. sition at line 09 11 09 14 49 FY 2009 CC 02 Line Description 1 gt gt Note entered 10 13 08 BY KING KANDY K 2 INVOICE GE809027 3 FULL PAGE ADVERTISEMENT FOR DISTANCE 4 EDUCATION IN THE G I EDUCATION HANDBOOK _ 5 6 7 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 259 e Type a valid requisition number 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 E will end the editing session and take you to the next required requisition screen Enterers User Manual Page 11 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
246. sponse 344 Invoice Frt Tax Ins Oth Items 345 Invoice Pending Vchr Create Mod 346 Invoice Document Close T Sa ae 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 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Menu M90 Routing and Approval Menu 03 02 11 10 48 FY 2011 CC 02 M90 Routing and Approval Menu Screen 910 Document In Box 911 Document In Box by Name 912 Document Out Box 913 Document Out Box by Name 914 Document Routing History 915 Approval Profile by Name 916 Document En Route Box 862 Travel Authorization Inquiry 918 Documents by Department ss Other Menus M91 Electronic Office Management Menu Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Enterers User Manual Page l 9 Encumber Funds in Purchasing Encumbrances Encumbrances in the FAMIS purchasing module are established when a document is closed The 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 All encumbrances established by the purchasing module are posted into the financial accounting module These encumbrances may be v
247. stem 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 donor who specifies the condition that the principal not be spent Endowment Income The income generated by investing the principal of an Endowment Fund Entry Code The initial three digit code on a transaction that denotes the transaction type This code which is mandatory for all FRS transactions is predefined by the system It is also known as the Transaction Code Expended Depleted used up Enterers User Manual Page X 19 Appendix Glossary cont d 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 d
248. t d Doc 7 character digits Include the first document number to be displayed Status Help 2 characters Identify 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 creator 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 3 characters Shows the current status of the documents for the status specified on the Action Line Common document status codes include
249. tallation 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 an error message Screen 253 Requisition Sole Source a 253 Req Sole Source ARMSTRONG REPAIR CENTER INC 09 11 09 14 43 FY 2009 CC 02 Screen Doc R900830 1 Is this item required for use in Research _ Classroom _ Lab _ Other WASTEWATER PLANT 2 List proprietary functions or features List qualities that are essential to accomplish your work REQUESTING THAT THIS BE DIESEL ENGINE AND MEET ALL SPECS LISTED ON THE REQUSISITION 3 List other companies who manufactures a similar item with similar functions TWO COMPANIES WERE CONTACTED FOR QUOTES AND COUFAL PRATER PROVIDED THE BEST PRICE 4 Why won t these competing products be satisfactory AS THERE MAY BE OTHERS WITH SIMILAR COMPONETS THE GATRO HPX 4X4 DIESEL APPEARS TO BE THE MOST OUTSTANDING 5 Will installation be required Y Y N 6 Will this item be used with existing equipment N 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 ENT
250. ted _ PBDAMBO000003 FURNITURE FOR BUYERS Cancelled Cancelled _ PLPSALO00030 LEATHER CHAIR Cancelled Discard Cnel _ PLPAMLO00305 OFFICE FURNITURE Cancelled Discard Cnel _ PLPSALO00022 NET DIALOG Final CO Deleted _ PLPAML100143 CHEMICALS In Dept Rt Approved PROQSAR100004 RENTAL OF XEROX COPIER 1090_FOR 9 In Proc Rt Approved PROSAR100006 COMPUTER MONITOR FOR JULIE JONES In Proc Rt Approved End of List 10 Document S Found Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Recal RHist Sel Notes Left Right Screen 912 Document Out Box Panel 2 912 Document Out Box 09 15 09 14 02 CC AM Screen ___ Document Include Finished Y Actions From 08 16 2000 Thru 09 15 2009 lt lt More Panel 02 More gt gt Sel Document ID Action Date Time Form Name FY Submitted by PLPAML400006 06 07 2007 11 19 LIMITED PRCH 2004 CARSON CARLA C PLPAML400008 11 13 2006 15 01 LIMITED PRCH 2004 CARSON CARLA C PLPAML400006 11 13 2006 14 57 LIMITED PRCH 2004 CARSON CARLA C PBDAMB000003 03 04 2004 14 53 BID 2000 YEATS YOLANDA Y PLPSAL000030 01 13 2004 17 04 LIMITED PURC 2000 CARSON CARLA PLPAMLO000305 12 15 2003 14 11 LIMITED PRCH 2000 CARSON CARLA PLPSAL000022 07 13 2001 00 00 LIMITED PURC 2000 CARSON CARLA PLPAML100143 12 08 2000 14 11 LIMITED PRCH 2001 CARSON CARLA PRQSAR100004 11 21 2000 15 53 REQUISITION 2001 CARSON CARLA PROSAR100006 11 21 2000 15 52 REQUISITION 2001 CARSON CARLA
251. tem 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 A pop up window for entering departments and sub departments will then be displayed Type all department sub departments that will have accounts on this document At least one department is required to create a limited purchase 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 l l Enter all Campus Codes and Departments SubDepartments that will have accounts on this document I I Dept SubDept cc l CHEM 02 I l l men I I grenen l l ml rr Er I I a I I a aa l l me ae z l I 2 l l ae men I Press lt PF4 gt to Exit I I The creator s default department will automatically be filled in The department for each account used i
252. tem 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 on document Enterers User Manual Page 11 34 Enter Notes on a 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 There is no word wrap feature To avoid splitting text 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 R900995 Etem 0 0 Transferred Po
253. tes notes are attached to the document 6 digits Identifies the State Order Number of the document 7 character digits Displays document numbers for the class of document specified 18 characters Shows 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 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 specified document Common document status codes include CL Closed CO Completed FR Frozen IP In Process TR Transferred PRT Printed DL Deleted Page III 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 Enterers 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
254. th documents that are being routed FAMIS Bulletin Board M90 Routing and Approval Menu 09 11 09 16 38 FY 2010 cc 02 Screen ___ 910 Document In Box 911 Document In Box by Name 912 Document Out Box 913 Document Out Box by Name 914 Document Routing History 915 Approval Profile by Name 918 Documents by Department E Secsess s Other Menus M91 Electronic Office Management Menu Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp eee ea a ll l MlM al Enterers User Manual Page IV 3 Document In Box The document In Box displays all the documents awaiting your action Documents listed on this screen may be there because they gt are ona routing desk on which you serve as a primary assignee or gt have been forwarded to you specifically for approval or review or gt have been referenced back to you as the creator When someone routes or re routes a document they have the ability to send the document as an FYI or FYA to an additional person or desk This allows the submitter to route the document for additional approval before the document goes to the next desk or signer desk Documents will appear in the following order 1 FRA FYA documents This will include any documents including rejects and recalls routed to an individual 2 All Desk routed documents 3 Information Notification copies of documents Within each of these group
255. the total dollar amount processed for this invoice St 2 characters Indicates the status of the invoice Valid values are IP In Process CL Closed CN Cancelled Deleted RE _ Re opened for process CO Completed Voucher 7 digits Identifies the pending voucher number assigned when the invoice was processed M St 2 characters Displays the matching status for the specified document Valid values are MS Match Successful NR No Receiving MF Match Forced Invoice Date 8 digits Indicates the date the invoice was processed by the system Vndr Name 11 characters Identifies the name of the vendor for the specified purchase Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys Enterers User Manual Page IX 12 List Invoices by Vendor You may display all invoices for a specific vendor using Screen 351 Invoice header records for a vendor are displayed sorted by Purchase Order PO document number You may key ina particular PO document number as a starting point Screen 351 Invoice Inquiry by Vendor 351 Invoice Inquiry by Vendor 09 16 09 09 34 VTW INTERNATIONAL INC FY 2010 CC 02 Screen ____ Vendor lvvvvvvvvv4 Doc P000092 Pg 1_ of 1 Viewed Pg s N P Nbr M Invoice ST Doc I Invoice Itm Invoice Tot St Voucher St Date Doc Summ En P000167 39466913 913 48 IP 08 21 09 TAMUZ G P000167 39460371 2217 54 IP 08 21 09 TAMUZ G _ P000167 39318348 146 21 IP 08 21 09 TAMUZ
256. ting notes exist a message ROUTING NOTES will be displayed near the top of the screen If not there will be no message Screen Information Doc ID Status Requested Action Doc Summary Released by Type of Document Contact Person Enterers User Manual 12 characters digits Displays the document identification number used in Routing amp Approval consists of Form 3 characters Campus Code 2 digits Document Number 7 character digits 14 characters Indicates the status of the document s progress through the Routing amp Approval system Blank In Process CN Cancelled CO Completed DR In Dept routing ER In Exec routing FN Final FY FYA FRA routing PR In Proc routing RC Recalled RJ Rejected 12 characters Displays the requested action that needs to be taken on the routed document 40 characters Shows a summary description taken from the original document 8 digits Identifies the date the document was released to Routing amp Approval system 25 characters Shows the name of the person routing the documents 7 characters digits Displays the type of document and indicates the identification number i e Limited Purch and document number 25 characters Identifies the name of the person to contact about the document Page IV 10 Screen 910 Document In Box cont d Dept Name Doc Total Untransferred Total
257. tion Line data If a user does not follow this step all information entered on the screen may be lost and must be re entered After pressing lt ENTER gt a message will be given at the top of the screen asking for modifications or providing further processing instructions F0002 Record has been successfully added 002 GL 6 Digit 03 03 94 14 56 FY 1994 CC AA Account Title NAVSO Enterers User Manual Page X 7 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 Wi
258. tion 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 III 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 09 11 09 3 410 FY 2010 cc 02 Screen ____ State Req Class L Doc SCN State L LT Req Number Doc Vendor Name Date User Ref Amount St _R 4 30 07 R703822 05 07 219960 0000 345 00 TR _R 453316 R202088 01 02 250422 0000 DL _B 51 B600204 09 05 270280 000002 14 916 00 TR _R 51 R600308 08 05 270280 000002 14 916 00 TR R 556 4 1279 R403523 05 04 805188 8963 DL _R 5757641118 R302768 02 03 218190 3039 6 460 00 TR _R 5787 R403922 06 04 219490 0001 5 938 40 TR _ M 711 0 022 M200189 TEXAS A amp M RE 08 01 241505 0001 285 000 00 PRT M 711 0 022 M300182 TEXAS A amp M RE 08 02 241505 0001 315 000 00 PRT _ M 711 0 022 M400016 TEXAS A amp M RE 04 03 241505 00
259. to access a pop up window This window will display a list of vendors and their ID numbers Type an X to the left of the desired vendor and press lt ENTER gt to select the vendor and return to Screen 351 Press PF4 if you wish to return to Screen 351 without selecting a vendor Position the Listing The invoice listing may be positioned by entering a valid purchase order number in the Doc field on the Action Line The document number specified will be displayed on the first information line of the listing Enterers User Manual Page IX 13 Screen 351 Invoice Inquiry by Vendor cont d Document Status The status field is used to group documents by their level of processing This field indicates whether or not the document is available for further corrections Sample values include Value Meaning IP In Process open and available for additions corrections RE Re opened re opened for additions corrections CL Closed not currently available for additions corrections CN Cancelled Deleted removed from the system co Completed no longer available for corrections Matching Status The matching status field indicates whether or not all information has been processed for the document All information must be processed before the documents may be completed Valid values include Value Meaning NR No Receiving meaning no receiving processed or did not match MF Match Forced MS Match Successful Use the PF
260. 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 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 Regular Order Category used for Requisitions and Purchase Orders with regular processing usually has a three way match BU Blanket Unen
261. ual Page III 19 Screen 286 Document Browse by State Requisition Number cont d Class Doc Completed Docs Screen Information SL CL NT State Req Number Doc Vendor Name Date User Ref Amount St Enterers 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 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 Commo
262. ument ID Doc Summary Status Action Panel 2 Action Date Enterers User Manual 8 digits The default date is one month prior to the current date You may change this date to view documents within a specified date range 8 digits Displays the current date but you may change it to limit the date range for displaying documents 1 character Y in this field includes documents that have successfully completed the routing process N excludes finished documents 1 character Type an X to select and press lt ENTER gt to view the Document Cover Sheet 12 characters digits Displays the document identification number used in routing and approval which consists of the form 3 characters campus code 2 digits document number 7 character digits 1 character An asterisk indicates that there are routing notes attached to the document 40 characters Displays a summary description taken from the original document 14 characters Indicates a document s status through the routing and approval system Blank In Process CN Cancelled CO Completed DR In Dept routing ER In Exec routing FN Final FY FYA FRA routing PR In Proc routing RC Recalled RJ Rejected 14 characters Shows the last action taken on the document in the routing process 12 digits Identifies the date and time action was taken on the document Page IV 23 Screen 913 Document Out
263. using this screen if no items have been entered by the Fiscal Office Once any items have been entered the invoice must be cancelled using Screen 346 A change has been made to this screen to allow an invoice to be cancelled even if the purchasing document has been flagged as completed The various types of notes invoice receiving and document may be viewed by pressing PF9 Screen 341 Invoice Header Create Dept 341 Invoice Header Create Dept 09 16 09 09 15 ACH VENDOR FY 2010 CC 02 Screen ___ Doc P000283 Inv 100011269 Vendor ID s Vendor lvvvvvvvvv4 VTW INTERNATIONAL INC Tax 9xxxxxxx0 Invoice Amt Cr PO BOX 644449 St 19xxxxxxxx2 021 Invoice Dt PITTSBURGH PA 15264 0169 Terms N 30_ Due Dt Disc Due Dt Req Pay Dt Receive Dt Invoice Original Inv Cust AR Nbr Enclosure Code _ Alt Vendor IC Reason __ Wire Transfer _ Vchr Amt Other Parts Amt ane Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 IP PF12 Hmenu Help EHelp ACH Next vSre A Press PF8 to view Purchase Order information Purchase Order Information Vndr lvvvvvvvvv4 VTW INTERNATIONAL INC Tax ID 9xxxxxxx0 Document Dt 09 09 2009 Cat RO User Ref 144002 53029 Start Dt Contact Person MORRIS MILES Ph 979 866 2222 End Dt Buyer CKA ANDERSON AMY Ph 979 844 3333 Exp Dlvry Dt 10 06 2009 FOB DP Type Funds Ord S GROU PO Total 8537 32 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF1
264. uting documents by department If you wish to include finished documents in the list displayed type Y in the Finished field on the Action Line There are two panels to this screen Press PF11 to scroll right and view additional information for the documents displayed Use the PF keys at the bottom of the screen to review routing history cover sheet information and notes Screen 918 Documents by Department Panel 1 918 Documents by Department 09 15 09 14 59 cc 02 PANEL 01MORE gt gt Sel Document ID N Creator Doc Summary Screen Dept CHEM_ SubDept Form _ PIP021612202 REINERD RHONDA R SUPPLIES BATTEAS _ PIP021616240 KENSINGTON KARLA K CHEMICAL SIMANEK _ PIP021616453 KENSINGTON KARLA K LASER SYSTEM RUSSELL _ PIP021616454 KENSINGTON KARLA K SERVICE CONTRACT SIMANEK _ PLP02L000230 HARRIS HARRIETT H SUPPLIES YANG _ PLP02L002043 HARRIS HARRIETT H INSURANCE ROAD SHOW PLP02L002114 HARRIS HARRIETT H SUPPLIES GLADYSZ _ PLP02L002214 HARRIS HARRIETT H SUPPLIES GOODMAN _ PLP02L002721 HARRIS HARRIETT H SUPPLIES ELECTRONIC SHOP _ PLP02L002723 HARRIS HARRIETT H SUPPLIES ELECTRONIC SHOP _ PLP02L002736 HARRIS HARRIETT H SUPPLIES GLASS SHOP PLP02L002755 HARRIS HARRIETT H CYLINDER GLADYSZ PRESS ENTER TO VIEW MORE DOCUMENTS xxx Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp RHist Cover Notes Left Right Screen
265. vance 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 blank if no action is to be taken 5 digits Indicates the item number to be copied 20 characters Displays a short description of the line item 9 digits Identifies the purchase quantity of the line item 11 digits Indicates the line item price per unit of measure 3 characters Shows 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 if 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 Il 39 Screen 247 Copy Documents to Requisition cont d Enterers User Manual Page 11 40 Section Ill Purchasing Inquiry Information Enterers User Manual Page III 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
266. vccss VIII 9 Used to capture information for items that are exempt from TAMU and GSC purchasing requirements Exempt Purchase Iems ssssssacirirseisrrisaisonreasran eee enedes VIII 15 Used to enter information for items on the exempt purchase document Exempt Purchase Close iscccccsssssssscscscsvssssandccessssdvasscecscesstesteanececstvscastetecccsbesstenctececessbesetecdeteestetsbecetce VIII 19 Used to close and or route limited purchase documents Exempt Purchase Flag Maintenance ssccsssssesssccssesesssocssssssoscossesssoscocssessesseessessesssosssssssssosssessss VIII 23 Used to enter cancel delete freeze or reopen flags to an exempt document Exempt Purchase Note Text csssssssscccsssssscsccecessesssscccceesssessscceeesssessssceseeesssesssseeseeesssessseeeeesees VIII 25 Used to enter informational notes to an exempt purchase document Limited Purchase Header sssssccccccesssssscececeessscccccceecesssscccceeeenessceeeeeeesescccceeeeeeesesseceeeeeeeseeeeceeees VII 6 Used to enter general purchase information for items that do not need to be processed by the Purchasing office Limited Purchase Item ccccccrsssscerssssesssssscosnssscorssecesnnseocorssccstsesconsnanssnsencoransccoansasconiuanconesecconsaness Vil 12 Used to enter information that pertains to individual line items on the purchase order Limited Purchase Clos ssssssscceeceessssccccceeceesssccceeeessssssccceeeeeessssscceseeesesssscccseeeessssssscessee
267. voice 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 10 digits Include the fax number Filled in automatically if an Address Nbr is specified Page Il 16 Screen 251 Requisition Shipping and Text cont d Text codes Additional Text Lines More text lines Additional Functions PF KEYS PF5 Next PF9 Notes 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 not
268. will then take you to Screen 358 to show you more detailed information about that invoice Screen 350 Invoice Inquiry by PO Document 350 Invoice Inquiry by PO Document 09 16 09 09 21 FY 2010 cc 02 Screen ___ Doc P000092 Pg 1_ of 1 Viewed Pg s N P Nbr M Invoice S T Doc I Invoice Itm Invoice Tot St Voucher St Date Vndr Name _ P000092 24290 1 5292 00 CO 1201702 MS 09 01 09 CLINICLAB _ P000093 10458418 23 14193 45 CO 1200250 MS 07 24 09 KROYOS IN _ P000093 10458419 22 17389 84 CO 1200246 MS 07 24 09 KROYOS IN _ P000093 10458420 4 225 22 CO 1200289 MS 07 24 09 KROYOS IN P000094 96658428 1 7779 85 CO 1200789 MS 09 01 09 APPLIED B 2 P000097 4094203 6796 80 IP 09 01 09 BERTMAN C P000098 9736 2 15120 00 CO 1201358 MS 08 31 09 TREEHOUSE P000099 11053 1 10060 00 CO 1202745 MS 09 01 09 MONITORIN P000100 728358 2 1531 60 CO 1200765 MS 09 02 09 RITA R RI P000104 115301 4 7911 75 CO 1200318 MS 08 26 09 QWERT P000105 12989 1 12051 00 CO 1201004 MS 09 02 09 CTG SYSTE P000107 10231856 1 5950 00 CO 1200869 MS 09 03 09 NEVA BIOM P000108 150166 2616 00 IP 09 01 09 INDUSTRIA Press ENTER To view more Items Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Frwd Basic Steps e Advance to Screen 350 e Type a specific purchase order number in the Doc field and press lt ENTER gt to display it at the top of the list You may use the backward and forward PF keys at th
269. x and press ENTER to view all documents for the class specified Screen 290 Document Tracking Inquiry 290 Document Tracking Inquiry 09 11 09 4 35PM FY 2010 CC 02 Screen ___ Doc P900007 Cc To To To Action Action L Document Item Cls Document Item Action Date Time By User P P900007 CREATE 05 09 08 09 55 ExxxxxP P P900007 CLOSED 05 09 08 10 23 KxxxxM P P900007 COMPLET 07 07 09 11 26 KxxxxM P P900008 CREATE 05 12 08 09 57 KxxxxY P P900008 CLOSED 05 12 08 10 00 KxxxxY P P900008 1 0 P P000106 1 0 TRNSFR 07 22 09 08 54 WxxxxxP P P900008 2 0 P P000106 2 0 TRNSFR 07 22 09 08 54 WxxxxxP P P900009 CREATE 05 13 08 09 27 BxxxxxP P P900009 CLOSED 05 13 08 15 10 KxxxxM P P900009 0 1 M M900062 0 1 TRNSFR 05 21 08 14 24 BxxxxxP P P900009 1 0 M M900062 1 0 TRNSFR 05 21 08 14 24 BxxxxxP P P900010 CREATE 05 15 08 11 26 MxxxxxP 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 th
270. xt Notes AdDpt 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 f all information has been successfully entered the system assigned exempt delegated purchase order number will be displayed on the Action Line 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 Enterers User Manual Page VIII 9 Screen 235 Exempt Delegated Header cont d 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 items is signified by the u
271. xt document selected Document Summary View the document summary information Routing History Displays the routing history of the document to track where a document is in the routing process Audit Information Shows audit trail of who created and modified the document Notes Displays a pop up window to select the type of notes to view Document Notes or Routing Notes Type X to select and press lt ENTER gt to view notes Document Header Extended Information Displays the document header extended information for the document Line Items Shows information about the line items on the document Document Tracking Identifies the actions taken on the document Page IV 16 Document Out Box The document Out Box displays all the documents that you have taken action on and lists them in order of the date the action was taken You can filter the data by using the Date From and Date To fields Use the Include Finished field to determine the documents to be displayed type Y to include finished documents type N to exclude them Screen 912 Document Out Box Panel 1 912 Document Out Box 09 15 09 13 59 CC AM Screen Document Actions From 08 16 2000 Thru 09 15 2009 Panel 01 More gt gt Sel Document ID N Doc Summary Status Action _ PLPAML400006 CANDY FOR HALLOWEEN Final Discarded _ PLPAML400008 COFFEE Rejected Submitted _ PLPAML400006 CANDY FOR HALLOWEEN Final Submit
272. year unless otherwise specified 7 character digits Type the first document number to be displayed at the top 1 character Enter Y to include completed documents in the display 1 character Type X and press lt Enter gt to select a document for display on Screen 278 1 character Identifies the class of the document Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L 1 character 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 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 II 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 Enterers User Manual 3 characters Shows the status of the document For example CL Closed CO Completed FR Frozen IP In Process TR Transferred PRT Printed

Enterers User Manual - The Texas A&M University System

Contents

Download Pdf Manuals

Related Search

Related Contents

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

Contents

Download Pdf Manuals

Related Search

Related Contents

Enterers User Manual - The Texas A&M University System