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vendor information manual - Texas A&M University

1. amp F INVESTMENTS INC DARLENE H HENSLEY Vendor N 07 03 01 13 20 FY 2001 CC 02 Hold Release H R _ Hold Sre 320 010 582 304 304 362 304 304 304 304 304 304 304 304 304 Vendor Name PETROLEUM PRODUCT SERVIC PETROLEUM PRODUCT SERVIC CONSTRUCTION INC FOOD MART ENTERPRISES INVESTMENT GROUP INC LEASING L L C PROPERTIES INC INC DYNAMITE INC ENTERPRISES INC INC BUSINESS INC lt ENTER gt For More Entries Hold Rsn 455 330 390 013 013 435 026 026 013 026 026 026 026 026 013 Hold Reason UNPAID WAGES PER PAY DAY LAW DEFAULT OF TGSLC STUDENT LOAN NON PAYMENT OF FEES FRANCHISE TAX FRANCHISE TAX NON PAYMENT OF LOTTERY TAX SALES TAX SALES TAX FRANCHISE SALES TAX SALES TAX SALES TAX SALES TAX SALES TAX FRANCHISE TAX Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Page II 52 Hist HSrc Left Right Vendor Information User s Manual State Hold Vendor Name Search Screen 172 STATE HOLD VENDOR NAME SEARCH To advance the list displayed to a specific vendor type the vendor s name in the Vendor field and press lt ENTER gt If you type part or all of the vendor s name in the Vendor field the list will begin with the characters you entered in this field To view all vendor s beginning with A type this in the Vendor field You may also type an in this field to view a list of a
2. A GL clearing account reflecting real dollar activity directed to the Suspense File A vendor usually a consultant or professional service hired by an institution whose payments must be reported to the IRS on Form 1099 A voucher that must be reported to the IRS on Form 1099 The six digit account ID combined with the four digit subcode Vendor Information User s Manual Tax Code Tax ID Taxes Temporary Vendor Transaction Code Update Screen Valid Value Glossary Appendix A code that identifies a record in the PO Tax Table for the Purchasing System and in the Tax Currency Table for Accounts Payable The code must be the same for both tables This record contains the tax percentage and the tax liability account to be used A Social Security Number or Federal Employer Identification Number FEIN that is available for 1099 report preparation An additional charge on the acquisition of goods that is imposed by the taxing authority and should be paid with the invoice A vendor from whom only one purchase or service is required No further transactions for this vendor are expected A three digit code that uniquely identifies a transaction type and determines editing criteria and dollar fields to be updated A screen that allows a user to enter data for updating the files A value of a data element that has been defined in the DBD of IDD Page IV 27 Glossary Append
3. Ship To Address Nbr Invoice To Address Nbr DEPARTMENT OF CHEMISTRY Name DEPARTMENT OF CHEMISTRY ATTN RONALD CARTER Addr ATTN RONALD CARTER COLLEGE STATION State TX City COLLEGE STATION State ip 778433255 Country 778433255 Country FAX Press lt PF4 gt to Exit Sole Sole Source Displays Sole Source and Emergency purchase reasons Sole Source and Emergency Information Document R400007 Sole Source Y N N Reason Emergency Y N N Reason Press lt PF4 gt to Exit Page IV 16 Vendor Information User s Manual Standard PF Keys Appendix EXTENDED FUNCTION KEYS cont d Track Document Tracking Displays a document tracking window identifying all types of action that have gone against this document From within this window you may track any of the related documents by placing the cursor on any of the window lines and press lt PF12 gt again Document Tracking Class Document Item Action Date 10 05 95 10 12 95 10 13 95 10 13 95 10 13 95 10 13 95 49 10 13 95 49 10 13 95 OL PF3 Back To 280 PF4 Exit PF12 Track Vndr Suggested Vendors Displays all suggested vendor sources for a particular document Suggested Vendors Information Document R400007 VID or FEI 680101128 VID or FEI 841208588 FALCON SYSTEMS INC LEGACY SYSTEMS Addr 5816 ROSEVILLE ROAD Addr 1006 DEPO HILL RD SUITE G SACREMENTO CA 95842 BROOMFIELD CO 80020 800 326 1002 FAX 916 344 129
4. Tx Off Sm Bus Additional Functions PF KEYS PF6 Detl 1 character Shows the gender code for the vendor displayed Valid values are Blank Not Specified M Male Owned W Woman Owned 3 characters Identifies the vendor s ethnic code Blank Not Specified BLK Black CAU Caucasian HSP Hispanic IND American Indian Native American 1 character Indicates whether the vendor is a Qualified Information System Vendor Valid values are Y Yes N No 1 character Shows if this is a Texas Office Valid values are Y Yes N No 1 character Shows if this vendor is a small business Valid values are Y Yes N No See the Appendix for an explanation of the standard PF Keys Detail Detail information on the HUB vendor Vendor Information User s Manual Page II 57 Vendor Hold By Agency To view a list of vendors that have been placed on hold by an agency use Screen 175 Like the other vendor hold screens this shows the reason the vendor was placed on hold but provides additional detail about the hold status Press PF 11 to scroll right and view the second panel of information which describes the agency that placed the vendor on hold the date 1t became effective and the dollar amount owed by the vendor If the information for a particular vendor needs to be updated type an X next to the vendor s name and press lt ENTER gt to advance to Screen 209 Screen 175 Vendor Hold
5. Entry Required Entry Required Entry Required Vendor Information User s Manual Vendor Add Modify Screen 103 FIELD DESCRIPTIONS cont d Vendor Type Ownership cd 2 digits Help Available Entry Required Provide the code that defines general characteristics about the selected vendor Valid values are Blank Not valid on line batch only BU Business EM Employee FA Federal Agency FC Foreign Corporation FG Foreign Government FI Foreign Individual FY Foreign Partner Yes IN Individual LO Local Area Business NP Non Profit Organization OP Other Public Entities SA Texas State Agency ST Student UN Unknown US United States Vendor 1 characters Help Available Include the code that defines the type of individual s that own the selected vendor Valid values include A Professional Association Blank Not Specified Texas Corporation State Agency University C Professional Corporation F Financial Institution G Government Entity J Joint Venture L Limited Partnership N Other O Out of State Corporation P Partnership R Foreign S Sole Proprietorship T U Vendor Information User s Manual Page II 15 Vendor Add Modify Screen 103 FIELD DESCRIPTIONS cont d 1099 1 character Help Available Indicate whether Y all vouchers should be pulled for 1099 purposes or whether if left blank 1099 codes will come from vouchers
6. FRS contains two ledgers the GL balance sheet and the SL revenue and expense See also General Ledger and Subsidiary Ledger Page IV 25 Glossary Appendix Liability Account Map Code Memo Bank Account Menu Name Rotation Object Code Parameter Page IV 26 A GL account that is credited for the liability when a voucher is processed A five digit attribute code in an SL account indicating the GL Fund ID to which it relates An account that represents the balances of demand deposits for operating accounts A screen containing a list of available processes screens or other menus A feature that allows users to print a vendor name in one format on checks and then rotate it to another format for sorting on reports o A four digit number identifying specific items of revenue expense or attribute records A variable that is assigned a constant value for a specific purpose or process It provides the user with defined choices for report selection processing or output requirements Regular Order Remit To Address Requisition Retention Months Run Parameter 6 Digit Account Screen HELP Secondary Vendor x A type or purchase order that denotes a typical order The address to which the check for goods and or services rendered will be sent A type of document that internally requests goods and or services to be acquired It must be authorized before b
7. PF11 PF12 Hmenu Help EHelp Stats Left Right EXPLANATION OF VENDOR ENTRY PROCESSES Vendor Search and Select You can search for a particular vendor by typing its name or a portion of its name on the Action Line and pressing lt ENTER gt A pop up window will appear with a listing of all vendors on file with the specified characters in their name An example would be entering the word COMPAQ on the Action Line to reveal the following information in the pop up window You may select a particular vendor by placing an X next to its name and pressing lt ENTER gt You may press PF4 to return to Screen 103 without selecting a vendor from this list F0043 Mark Vendor with an X to select Screen Search COMPAX_ Type N N V Include Frz Del Vendors N Vendor Name Vendor ID Alias Frz Del SHld HUB _ COMPAX COMPUTER CORP 17600000001 N N N _ COMPAX COMPUTER CORP 17600000002 _ COMPAX COMPUTER CORP 17600000005 _ COMPAX COMPUTER CORP 17600000006 _ COMPAX COMPUTER CORP 17600000007 17611111113 Page 11 10 Vendor Information User s Manual Vendor Add Modify Screen 103 Adding New Vendors to the System The system will display the message Vendor number not found enter modifications to add when you type a vendor ID number on the Action Line that is not currently found on the system You should enter the vendor name address and type Then press lt ENTER gt to record the new vendor ID on the system If there is a ve
8. PF11 PF12 Hmenu Help EHelp Bkwd Frwd Addr Left Right BASIC STEPS e Advance to Screen 162 e Type a vendor number in the Vendor field A list of vouchers and pertaining information will be provided for the specified vendor PROCESSES e You can search vendor files by typing a portion of the vendor name in the Vendor field A pop up window will appear with a listing of all vendors on file with the specified characters in their name An example would be entering CO and receiving the following information in the pop up window Selecting a vendor will take the information directly to Screen 162 Vendor Information User s Manual Page II 39 Voucher Inquiry by Vendor Screen 162 Screen 162 Vendor Search Pop Up Window F0043 Mark Vendor with an X to select Screen Search CO __________ Type N N V Include Frz Del Vendors N Vendor Name Vendor ID Alias Frz Del SHld HUB _ CO COMP INC 18444444460 N N N _ CO MEDIA COMMUNICATIONS 17555555551 _ CO STABLER SIGN 24666666660 _ CO MEDIA MARKETING 17771771770 12333333333 12323333330 12311111121 12329999992 _ COACH AND ATHLETIC DIRECTOR 11311111105 _ COACH COMM COMM TECH 16666666660 _ COACH USA 17888888810 _ COACHES R US 24555555550 _ COACHFINDER T0002222250 N More Vendors Press lt Enter gt to View PF4 Exit PF9 Bid PF10 Remit PF11 Order PF12 Main 2222222222 222222222222 222222222222 e Type an asterisk in the Vendor field and press lt ENTER gt
9. e Press lt ENTER gt to display all existing aliases for the vendor e Type over the old alias and press lt ENTER gt to record your changes BASIC STEPS cont d Dropping a Vendor Name Alias e Advance to Screen 120 e Type the FAMIS vendor ID on the Action Line e Press lt ENTER gt to display all of the existing aliases for the vendor e lt TAB gt to alias you would like to remove from the system e Type a Y in the drop column to the right of the alias e Press lt ENTER gt to remove the alias from the system EXPLANATION OF VENDOR NAME ALIAS PROCESSES Creating a New Vendor Alias You may create a new vendor alias by entering it here on Screen 120 The system will also automatically create a new vendor alias when you modify the vendor name on Screen 103 By changing the vendor name you instruct the system to send both the old name and the newly modified name of the vendor to the vendor alias file Dropping a Vendor Alias You may drop a vendor name alias by typing a Y in the Drop field on Screen 120 Also FAMIS will automatically drop all aliases that have been created for a vendor when that vendor is dropped from the system using Screen 143 NOTE No vendor data is lost when an alias is dropped FIELD DESCRIPTIONS Action Line Information Vendor 11 digits Entry Required Enter the ID number of the vendor whose name aliases you wish to access Screen Information Vendor Name 50 characters Provides the full
10. the vendor has been flagged for deletion by the system 8 digits Indicates the date vendor was established on the system 6 characters Provides the user ID of the person who established vendor on the system 8 digits Displays the date the vendor s information was last modified 6 characters Indicates the user ID of the person who last modified the vendor s information See the Appendix for explanations of the standard PF Keys Stats View additional vendor statistics and audit information Vendor Information User s Manual Page III 35 Vendor Payables Create Screen 205 FIELD DESCRIPTIONS cont d PF 9 Order Order View add modify the Purchasing Order From information PF 10 Next Vendor NxVn View add modify the next vendor identification number Page III 36 Vendor Information User s Manual Vendor ACH Data Screen 207 is used to maintain the vendor ACH information This screen is used to enter ACH information for both local and state vendors If the vendor is a state vendor and the Send to TINS flag is set to Y then the information will be sent to TINS when added Any changes to the information will also be passed to TINS if the flag is set to Y Screen 201 may be used to send the information to TINS if the flag was not set to Y before entering the date TAMUS Member Parts that are not using the Purchasing Module will need to use Screen Screen 207 New screen
11. 203 Vendor Screen Information DESCRIPTION Vendors By Agency Held Search for vendors that have been put on hold by an agency Vendor Change Log Used to view changes that have been made to a FAMIS vendor Vendor Add Modify Used to set up a new vendor or make modifications to an existing vendor Vendor Information User s Manual MENU SCREEN 204 205 207 209 DESCRIPTION Vendor Purchasing Create Used for entry of the Purchasing Bid to address for a vendor Vendor Payables Create Used for entry of the Remit To address of the vendor Vendor ACH Information Used to set up bank ACH information for a vendor State Vendor Hold Maintenance Maintain hold status information for vendors Page I 7 Page 1 8 Vendor Menus Menu M11 Accounts Payable Inquiry and Vendor Menu M11 Accounts Payable Inquiry and Vendor Menu 09 19 01 16 25 FY 2002 CC SA Screen Vendor Voucher Vendor Information Voucher Inquiry Vendor Information Menu Invoices by Vendor Inquiry Voucher Inquiry by Voucher Nbr State Hold ID Search Voucher Inquiry by Vendor State Hold Name Search Voucher Inquiry by Acct Dept Ref State HUB ID Search Voucher Inquiry by PO Number State HUB Name Search Outstanding Voucher Inquiry Vendors Held by Agency Pending Voucher Inquiry Voucher Inquiry by Dept Ref Batch Information Voucher Total Inquiry Session Batch Header List Voucher Line item Inquiry Transaction Inquiry by Batch Voucher I
12. Examples are Blank Do Not Report Corporation Employee Foreign Individual Medical Health Corporation Non Profit Corporation Other Partnership Real Estate Sub Chapter S Corp 1099 1042 NK YATVTOAZTI UMA TAMUS Part 2 digits Enter the campus code associated with the selected vendor if it is a member of the A amp M University System For example 01 Texas A amp M University System 02 Texas A amp M University Hold 1 character State whether the vendor is on hold with the State of Texas If Y it will keep the system from processing process checks or State vouchers for payment to the vendor N Y Blank No Hold No Payments Disadv 1 character Help Available Show whether or not the vendor is certified as a disadvantaged vendor Values are Blank Not Hub Not Specified C Certified HUB Business N Not HUB S Self Declared HUB Business Page II 16 Entry Required Individual Vendor Information User s Manual Vendor Add Modify Screen 103 FIELD DESCRIPTIONS cont d Ethnic Orig Gender Freeze Bus Size TAMUS Employee Ck Limit Retain Mths 3 characters Help Available Provide information about the ethnic origin of the vendor where applicable Values are ASP Asian Pacific Blank Not Specified BLK Black CAU Caucasian HSP Hispanic IND American Indian Native American OTH Other 1 character Help Available Identify the type of ownersh
13. PO BOX 200000 City HOUSTON State TX Zip rrer Zip 77216 0370 Country ___ Phone 3 Phone FAX FAX Contact Contact Vendor Type Ownership cd _ Disadv _ Ethnic Orig ___ Bus size _ TAMUS Employee _ Ck Limit 0 Retain Mths 18 Delete N Established 04 08 1998 By HUFLO2P Modified By Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Stats NxVn Order Left Right BASIC STEPS e Advance to Screen 204 e Type the new vendor number in the Vendor field on the Action Line and press lt ENTER gt When a new vendor is added a message will respond Vendor number not found enter modifications to add Include all required vendor data and press lt ENTER e Ifa vendor number already exists type the number or vendor s name in the Vendor field on the Action Line and press lt ENTER gt Add additional vendor data or modify existing information and press lt ENTER gt to record e Press the other PF keys provided to view additional detail information for this vendor Page III 20 Vendor Information User s Manual Vendor Purchasing Create Screen 204 EXPLANATION OF VENDOR ENTRY PROCESSES Vendor Search and Select You can search for a particular vendor by typing its name or a portion of its name on the Action Line and pressing lt ENTER gt A pop up window will appear with a listing of all vendors on file with
14. Vendor Information User s Manual Page II 7 Vendor Name Search Screen 102 FIELD DESCRIPTIONS cont d PF9 Addr Page II 8 Address Pop up window showing additional addresses for specified vendor Address Line 1 _ ADDRESS NOT GOOD _ 20675 SH 249 PO BOX 692111 _ 13351 NORTH FREEWAY _ ADDRESS NOT GOOD _ PO BOX 299205 _ P O BOX 10689 _ PO BOX 100590 City State HOUSTON HOUSTON HOUSTON HOUSTON HOUSTON ATLANTA ATLANTA Vendor Information User s Manual Adding and Modifying FAMIS Vendor Information Before you can process payment to a particular vendor they must first have an ID number associated with them on the system FAMIS uses this number to track the payments you make to the vendor as well as credits given to your institution by the vendor General information about the ownership of a vendor including the vendor type the gender and ethnic makeup of the vendor and any associated discount agreements is entered on Panel 2 of this screen This may be accessed by pressing PF11 to scroll right This information was previously entered on Screen 100 which has now been combined with Screen 103 You should see Vendor Name Guidelines in the Appendix for a detailed explanation on the vendor file names Screen 103 Vendor Add Modify Panel 1 103 Vendor Add Modi fy 07 02 01 14 29 XERON CORP FY 2001 cc 01 Screen Vendor 11666666660 Page 1 lt More gt gt gt gt Name XERON CORP PIN 11666666664 0
15. 8 digits Displays the FAMIS user ID of the person who modified the vendor information 2 characters Help Available Enter a valid vendor type For example Blank Not specified BU Business EM Employee FA Federal Agency FC Foreign Corporation FG Foreign Government FI Foreign Individual FY Foreign Partner Yes Vendor Information User s Manual Vendor Add Modify Screen 203 Entry Required Page II 15 Vendor Add Modify Screen 203 FIELD DESCRIPTIONS cont d Ownership Code Texas Company SIC Charter Nbr Employ Agency Page III 16 1 character Help Available Type a valid ownership code Valid values include A Professional Organization Blank None C Professional Corporation E State Employee F Financial Institution G Government Entity I Individual Not Owning A Business Joint Venture Limited Partnership Other Out Of State Corporation Partnership Foreign Sole Proprietorship Texas Corporation State Agency University O Zame CHaww 1 character Help Available Indicate if this vendor is a Texas company Valid values include Yes N No BLANK No 4 digits Help Available Specify the Standard Industry Code for this vendor For example BLANK No Code Specified 9901 State Employees 9902 Nonprofit Organization 9903 Direct Deposit of Bills 9904 State Publication 9906 Refunds 10 digits Enter th
16. Activity 06 01 1992 Comment Note This Screen is intended for use as part of the Federal Government 1099 misc tax reporting process The information displayed should be verified for accuracy Correct any errors and supply missing information to avoid IRS penalties Enter PF1 PF2 PF3 PF4 PE5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp BASIC STEPS e Advance to Screen 132 e Type an existing vendor number on the Action Line e Press lt ENTER gt to display the vendor history information e You may correct errors in the fields displayed by typing over the existing data e When you have made all of the necessary corrections press lt ENTER gt to save the modified vendor information Page 11 26 Vendor Information User s Manual Vendor History Screen 132 EXPLANATION OF VENDOR HISTORY PROCESSES Making 1099 Vendor Updates It is important to have correct vendor information for 1099 purposes Your institution may be subject to IRS penalties if incorrect information is sent to the government Screen 132 is provided for you to update 1099 information for vendors that have been dropped from the system However you should use Screen 103 to update 1099 information for a current vendor FIELD DESCRIPTIONS Action Line Information Vendor Screen Information Vendor Name Remit To Address City State Province Zip Postal Code Country Telephone
17. Exit PF5 BBA AdDept Additional Departments Displays all departments that have approval and accounts on this document Additional Department s SubDepartments Doc P400013 Addr Address Used to include more lines of address information Delive To 1 945 66 845 3335 7 Vndr 11 Items PF11 PF12 Addr 11409 WADDLE WAY SUITE 909 ATN WAYNE WADDLESWORTH Vendor Information User s Manual Page IV 9 Standard PF Keys Appendix EXTENDED FUNCTION KEYS cont d AdFFX Additional Fixed Asset Information Provides additional information for a particular fixed asset record Additional Fixed Asset Information 5 CC AM Purchase Order Number P550039 PO Line 001 Account Number 186228000008435 Acq Method PO re gt gt gt gt Vendor Number 19424041100 Name APPLE COMPUTER Alt APO Name RODDEY SHEREE Number 464397336 Exec Level Division School BBA Budget Balance Available Show any over budget messages that may pertain to a particular account on the document 5628 End of accounts on document P P400013 Budget Balance Available Over Budget Message PF4 exit 11 PF12 Bkwd Backwards Returns to the pervious screen or scrolls one page back for a particular item Page IV 10 Vendor Information User s Manual Standard PF Keys Appendix EXTENDED FUNCTION KEYS cont d Ddesc Damage Description Used to provide information about any goods
18. Hist PE7 HSre Page 11 54 11 digits Shows the vendor s identification number 3 digits Identifies the hold source code that shows that placed the vendor on hold with the State For example 302 Attorney General 304 Comptroller of Public Accounts 310 Treasury Department 322 Texas Employment Commission 3 digits Includes the code number for the reason the vendor was placed on hold 30 characters Displays the text describing the reason the vendor was placed on hold with the State See the Appendix for an explanation of the standard PF Keys History Displays the hold history for the selected vendor Hold Source Shows the hold source code and description Vendor Information User s Manual State HUB Vendor ID Search To view a list of State HUB vendors use Screen 173 To narrow the displayed list type a vendor s identification number or name in the Vendor field and press lt ENTER gt Typing a partial vendor ID number will result in a list of all State HUB vendors that have a similar vendor identification number The list of vendors displayed will also show a Y in the SHId field if a vendor is on State Hold In addition to producing a list of vendors this screen also provides additional detail necessary for identifying the HUB status of a vendor The State HUB file will be updated weekly Screen 173 State HUB Vendor ID Search 173 State HUB Vendor ID Search 07 05 01 12 13 FY 2001 cc 0
19. Number Search 101 Vendor Number Search AGGIELAND AWARDS 07 02 01 14 12 FY 2001 cc 01 Screen Vendor 17444444444 state N Vendor Chk Mail Cd PIN Vendor Name City sT _ 17444444444 7000 1744444444 OTR INDUSTRIES INC BRYAN TX _ 17411111111 7004 1711111111 AGGIELAND TROPHIES COLLEGE STATI TX 17433333333 7000 1743333333 YORK METAL COMPANY BRYAN TX End Of List 3 01 Campus Vendor s Found Enter PF1 PF2 PF3 PF4 PE5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Addr NxVn BASIC STEPS e Advance to Screen 101 e Type the valid Vendor ID number if known on the Action Line e If the Vendor ID number is not known type the vendor s name a portion of the vendor s name or an on the Action Line to activate the vendor search and select Select a vendor and press lt ENTER gt to return the ID number to the Action Line e Press lt ENTER gt to display the FAMIS ID numbers for all vendors of the same name beginning with the vendor whose ID number is on the Action Line e Type an X next to a vendor ID and press lt ENTER gt to select that vendor This ID will be carried with you to the next vendor screen that you visit Vendor Information User s Manual Page II 3 Vendor Number Search Screen 101 EXPLANATION OF VENDOR NUMBER SEARCH PROCESSES Vendor Search and Select Vendor search and select is available for all vendor identification numbers If the vendor ID 1s unk
20. Shows the net amount of the voucher after discount Batch Date 8 characters Indicates the batch session reference date when transaction was processed MC 1 character Shows the vendor s mail code for the voucher Panel 2 Dept Ref 7 digits Displays the department reference number of the vendor Check Nbr 7 digits Displays the number of the check used to pay the voucher Check Date 6 digits mm dd yy Shows the date of the check used to pay the voucher Net Amount 13 characters Shows the net amount of the voucher after discount Vendor Subtotal 13 characters Displays the total amount of the vouchers displayed on the screen Page II 42 Vendor Information User s Manual Voucher Inquiry by Vendor Screen 162 FIELD DESCRIPTIONS cont d Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PF7 Backward Bkdw Scrolls backward through the vouchers PFS Forward Frwd Scrolls forward through the vouchers PF9 Address Addr Displays the vendor s address information Vendor Information User s Manual Page II 43 Voucher Inquiry By Alternate Vendor Screen 170 is used to search for vouchers using the name of the alternate vendor Screen 170 Voucher Inquiry by Alternate Vendor 170 Voucher Inquiry by Alt Vendor 07 12 01 13 43 DEBBIE CARTER FY 2001 Cc 01 Screen ___ Alt Vndr 23333333330 Voucher Fiscal Yr 2001 All _ Include Only Acct Dept Ref Pg 1_ of 1 Pg s
21. Vch First Batch M S Voucher Lns Description Stat Net Amount Date C 2114966 1 271030 00000 CABLE 3 COM_PC TP FOR PAID 17 00 05 14 01 0 Vendor Total 17 00 End of voucher list for vendor Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Frwd Addr Left Right Screen 170 Voucher Inquiry by Alternate Vendor Panel 2 F2321 Make selection to proceed to screen 168 172 Voucher Inquiry by Alt Vendor 10 03 01 13 59 DEBBIE CARTER FY 2002 CC 01 Screen ___ Alt Vndr 23333333330 Voucher 2114966 Fiscal Yr 2001 All _ Include Only Acct Dept Ref Pg 1_ of 1 Pg s Vch First Dept Check Check S Voucher Lns Description 2114966 1 271030 00000 CABLE 3 COM_P 1036 124247 05 15 01 Vendor Total 17 00 End of voucher list for vendor Enter PF1 PF2 PF3 PF4 PE5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Frwd Addr Left Right Page II 44 Vendor Information User s Manual Voucher Inquiry by Alternate Vendor Screen 170 VOUCHER INQUIRY BY ALTERNATE VENDOR PROCESSES Type the alternate vendor s identification number and any other criteria to be used in searching and displaying the desired information If you type part or all of the alternate vendor s name in the Alt Vndr field you will be given a pop up window from which to select the desired vendor You may also type an
22. Vendor Information User s Manual Page III 39 Vendor ACH Data Screen 207 FIELD DESCRIPTIONS cont d PIN Screen Information Send to TINS Routing Number Account Number Account Type Trans Type Prenote Sent Dt Prenote Override Dt ACH Start Dt Page III 40 11 digits Identifies the vendor s personal identification number 1 character Indicate with Y Yes or N No if this is to be fed electronically to TINS 9 digits Include the bank s ACH routing number 15 digits Identify the agency account number with the ACH bank 1 character Specify the account type to be used for processing the payment C Checking Account S Savings Account 4 characters Enter the payment transaction type Valid values are CCD Pmt to Commercial Vndrs CCD Pmt to Commercial Vndrs PPD Pmt to Personal Acct PPD Pmt to Personal Acct 8 digits mm dd yyyy If a prenote is sent displays the date it was sent to the bank 1 character Type Y to override the default of sending a prenote 8 digits mm dd yyyy Displays the date the prenote override flag was set 8 digits Displays the ACH Automated Clearing House date pulled into cycle This is first date that vouchers pulled into cycle will be eligible to be sent by ACH Vendor Information User s Manual Vendor ACH Data Screen 207 FIELD DESCRIPTIONS cont d ACH Override Email Addr Vendor Change Info
23. Vendor Type BU Ownership cd C 1099 PF 7 Next Vendor NxVn View add modify the next vendor identification number Only available on Panel 01 PF 9 Order Order View add modify the Purchasing Order From information Only available on Panel 01 7478 Please enter Desired Changes Vendor 23433333890 DELL COMPUTERS Purchasing Order From Address 101 MAIN AVENUE City COLLEGE STATION State TX Zip 77777 ____ Country Phone 409 845 4999 Ext _ FAX Contact PF4 Exit Vendor Information User s Manual Page III 19 Adding or Modifying Purchasing Vendor Information As you know vendors must be entered on line and assigned a FAMIS ID number before their payments may be processed by the system There are several screens in FAMIS that will allow you to enter vendor information on line Screen 204 is one of these screens It is used by employees of the purchasing procurement offices to add or update vendor information on line This screen is limited in that it will not allow users to update the Accounts Payable Remit To information Screen 204 Vendor Purchasing Create 204 Vendor Purchasing Add Create 07 05 01 14 08 GE CAPITAL IT SOLUTIONS FY 2001 CC 02 Screen Vendor 14109999952 Page 1 lt More gt gt gt gt Name GE CAPITAL IT SOLUTIONS PIN 14109999953 ___ Send New Setup to TINS _ Send Changes to TINS _ Tax ID 410999995 Purchasing Bid To Accounts Payable Remit To Address
24. by Agency Panel 1 175 Vendors Held by Agency 07 10 01 14 40 FY 2001 CC AA Screen Vendor Panel 01 More gt gt Vendor Name Vendor Id Hold Reason Description 17466844210 LOAN PAYMENT DEFAULT 29999999999 605 DEL REPMT OF EMERGENCY LOA kKkKKKKKKKK End of Data XXXX Enter PF1 PF2 PF3 PF4 PF5 PF 6 PF 7 PF 8 PF 9 PF 10 PF11 PF12 Hmenu Help EHelp Agncy Left Right Screen 175 Vendor Hold by Agency Panel 2 175 State Hold Vendor ID Search 07 10 01 14 40 FY 2001 CC AA Screen ___ Vendor lt lt More Panel 02 Vendor Name Hold Date Liability Amt 07 06 2001 1500 00 08 08 2000 500 00 kkKKKKKKKK End of Data XXX Enter PF1 PF2 PF3 PF4 PF5 PF 6 PF 7 PF 8 PF 9 PF10 PF11 PF12 Hmenu Help EHelp Agncy Left Right Page II 58 Vendor Information User s Manual Vendor Hold by Agency Screen 175 VENDOR HOLD BY AGENCY SEARCH To advance the list displayed to a specific vendor type the vendor s identification number in the Vendor field and press lt ENTER gt If you type part or all of the vendor s name in the Vendor field you will see a pop up window with a list of vendors names that begin with the characters you entered in this field To view all vendor s beginning with A type this in the Vendor field You may also type an in this field to view a list of a
25. computer for processing The tracking of input processing and output and the comparing of actual results to expected results in order to verify accuracy An on line feature that assists the user by providing immediate information about any particular field on a screen A means for adding information into the system The value that the system will assign if no other value is entered Vendor Information User s Manual Delete Flag Demand Voucher Diagnostic Message HELP Diagnostics Digit 3 of TC Discount Account Discount Table Dollar Data Dollar Limit Glossary Appendix A data element whose condition signifies that a document will be permanently removed from the data base during the next archive cycle Voucher to be paid during the next Check Cycle An on line feature that assists the user with data entry by providing an explanation of a message and the appropriate action to take The messages that describe the results of processing These messages may indicate an error and provide information about a process by noting what action to take to correct the error The third digit of the Transaction Code Entry Code which specifies the type of transaction The account credited for discounts taken by the system when a check is written A table containing user defined values representing discount terms for vendors A record of the dollar amount and the type of financial
26. cursor and unlock the keyboard CLEAR Key The CLEAR key on many PC keyboards is the PAUSEkey 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 3 will appear You cannot enter additional information until the system is finished processing If any other symbols appear press your RESET key often the ESCAPEkey on a PC ERASE END OF FIELD Key To erase all the information in a field with one stroke the ERASE EOF key on a 3270 keyboard is helpful For example a vendor name is held in context when moving from screen to screen To change to a different vendor use this key and the current vendor name in the Action Line will be removed Now the new vendor name can be input On most PCs the correct key to use is the END key on the numeric keypad 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 Vendor Information User s Manual Page IV 3 O O INSTRUCTION PAGE 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
27. exists on the system by searching for their name on Screen 102 Since both the purchasing and accounts payable offices may add vendors to the system it 1s always a good practice to verify whether or not a vendor exists on line before attempting to add it to the system Screen 102 Vendor Name Search 102 Vendor Name Search 07 02 01 14 21 FY 2001 cc 01 Screen Vendor DELL Name Vendor Drop Alias City State DELL COMPUTER CORPORATION 17444444441 N N AUSTIN TX DELL MARKETING INC 17422222220 CAROL STREAM IL DELL MARKETING LP 17422222223 TX DELL MARKETING L P 17222222224 TX DELL MARKETING L P 17422222222 TX DELLMAR PHARMACY 2 17111111110 TX End Of List 6 01 Campus Vendor s Found Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Addr BASIC STEPS e Advance to Screen 102 e Type the name or a portion of the name of the vendor on the Action Line e Press lt ENTER gt to display an alphabetical listing of all vendors containing the name you entered on the Action Line e You may press the PF9 key to access a pop up window displaying the addresses of the displayed vendors e Type an X next to a vendor ID and press lt ENTER gt to select that vendor This ID will be carried with you to the next vendor screen that you visit VENDOR SEARCH PROCESSES Any screen with a Vendor field can be used to search for a specific vendor Type at least one letter of
28. in the Alt Vndr field to view a pop up list of alternate vendor s and select the vendor s number from the list by typing an X in the Sel field Press lt ENTER gt to pass back the number to the field on Screen 170 BASIC STEPS e Advance to Screen 170 e Type a valid alternate vendor s identification number in the Alt Vndr field and press lt ENTER gt If there are vouchers for the specified vendor they will be displayed e You may enter a specific voucher number account number and or department reference code to narrow the search and advance to a specific item FIELD DESCRIPTIONS Action Line Information Alt Vndr 11 digits Entry Required Enter a valid alternate vendor identification number Voucher 7 digits Include a specific voucher number to display on the screen Fiscal Year 4 digits Identify the year to begin the search for the voucher All 4 digits Specify if all vouchers are to be included Include Only Account 10 digits Enter an account number to limit the search for vouchers Vendor Information User s Manual Page II 45 Voucher Inquiry by Alternate Vendor Screen 170 FIELD DESCRIPTIONS cont d Dept Ref Pg _of _Pg s Screen Information Panel S Voucher Vch Lns First Account Description Page 11 46 7 characters digits Indicate a reference number used by the department 4 digits Identify a page number to advance through the list of
29. 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 Page IV 4 Vendor Information User s Manual O INSTRUCTION PAGE HELP functions are available for many screen fields in FAMIS Placing a in the blank beside the desired field and hitting lt ENTER gt will access a pop up window with specified field information Another way is to place your cursor in the desired field and press the F2 key To get out of the HELP function either select a value and press lt ENTER gt or hit the PF4 key The distinction on which key to use will normally be designated in the pop up window EX PF4 Exit ESCAPING FROM A POP UP WINDOW When in a pop up window pressing PF4 will usually take you back to the original screen There are a few screens when pressing lt ENTER gt will take you back to the original screen Vendor Information User s Manual Page IV 5 INSTRUCTION PAGE 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 F0002 Record has been successfully added 002 GL 6 Digit 03 03 94 14 56 FY 1994 CC AA Screen Account 032365 Account Title NAVSO INC Resp Person 99999999
30. multitude of reasons If you would like to make suggestions or call attention to errors please contact us at 979 458 6450 or copy the page with the error note the correction or suggestion and send it to College Station based FAMIS Services The Texas A amp M University System 1144 TAMU College Station TX 77843 1144 Non College Station based FAMIS Services The Texas A amp M University System 200 Technology Way Suite 2175 College Station TX 77845 3424 Vendor Information User s Manual Page I 3 Page 1 4 Vendor Information User s Manual Table of Contents PARTI INTRODUCTION PAGE Table DECOMEMIS E A ee ate ee ta edi na 1 5 Vendor Information Screen InforMatiON cococcccccnonononononononononononononononononononononononos 1 6 Vendor Information Menus M11 M2 D ooonccccnnonccananonancncnononononnnonnnonnnnnnnnnnnnnnnnnnnos 1 8 PART II VENDOR INFORMATION ACCOUNTS PAYABLE Vendor Number Search Screen 101 cccccccccssscsceessnsececsessececssssececeesseaeeeesesaeeeenes II 3 Vendor Name Search Screen 102 scscccscsts A itachi ated II 6 Vendor Add Modify Screen TOS aiii rta II 9 Vendor Name Alias Maintenance Screen 120 ooocooonocccccanoncnononanononnnnnonnnncnno nono 11 23 Vendor History Sereen 132 aiii plastica 11 26 Vendor Flag Set Reset Screen 143 ccccssccssssscssssscesssscsensccssnecesseccesnsccesacesenes 11 30 Invoices by Vendor Inquiry Screen 160 oooococnccncccnonccnonnnonnnnnnnnnnonanon
31. provided Indicate the vendor type Type additional data in the available fields as desired Press lt ENTER gt to add the vendor information to the system Modifying an Existing Vendor Record Advance to Screen 205 Type the vendor number in the Vendor field on the Action Line Press lt ENTER gt to display current vendor information Type valid data in the available fields as desired Press lt ENTER gt to record the changes to the vendor s information on line EXPLANATION OF VENDOR ENTRY PROCESSES Vendor Search and Select You can search for a particular vendor by typing its name or a portion of its name on the Action Line and pressing lt ENTER gt A pop up window will appear with a listing of all vendors on file with the specified characters in their name An example would be entering the word OFFFICE DEPO on the Action Line to reveal the following information in the pop up window You may select a particular vendor by placing an X next to its name and pressing lt ENTER gt You may press PF4 to return to Screen 205 without selecting a vendor from this list F0043 Mark Vendor with an X to select Screen ___ Search OFFICE DEPO Type N N V Include Frz Del Vendors N Vendor Name Vendor ID Alias Frz Del SHld HUB OFFICE DEPOT 15929999541 N N N OFFICE DEPOT 15929999549 OFFICE DEPOT CREDIT PLAN 1592999954A OFFICE DEPOT INC 15999999548 OFFICE DEPOT INC 1599999954B End of List 5 Campus 01 Vendor s Foun
32. the number is not known you may type the name of the vendor and select the vendor s name from the pop up window and press lt ENTER gt to pass back the correct number to the Vendor field Enter Y in the Hold field Include the Hold Reason Code explaining why a vendor is being placed on hold Type in this field or press PF2 to view allowable codes Type the effective date that the Hold is to become effective FIELD DESCRIPTIONS Action Line Information Vendor 11 digits Entry Required Enter a valid vendor identification number After entering the number the name will also be displayed along with the vendor s PIN number Screen Information Hold 1 character Type Y to request that a vendor be placed on hold with the State Hold Reason 3 digits Include the code designating the reason the vendor is being placed on hold Valid codes include Rsn Description Agency Agency Name 505 NATL DEFENSE DIRECT STUDE 751 TX A amp M UNIV COMMERCE 516 LOAN PAYMENT DEFAULT 713 TARLETON STATE UNIVERSITY 520 LOAN PAYMENT DEFAULT 711 TEXAS A amp M UNIVERSITY 521 NATL DEFENSE DIRECT STUDE 715 PRAIRIE VIEW A amp M UNIVERSI 523 LOAN PAYMENT DEFAULT 760 TEXAS A amp M UNIV CORPUS CHR 605 DEL REPMT OF EMERGENCY LO 761 TEXAS A amp M INTERNATIONAL U 608 DELINQ CONTRACT PMTS amp EX 727 TEXAS TRANSPORTATION INST 630 DELINQUENT TUITION AND FE 711 TEXAS A amp M UNIVERSITY 630 DELINQUENT TUITION AND FE 718 TX A amp M UNIV AT GALV
33. the vendor s mail code for the voucher 6 digits Indicates a reference number used by the department 6 digits Identifies the check number issued when payment was made Vendor Information User s Manual Page II 47 Voucher Inquiry by Alternate Vendor Screen 170 FIELD DESCRIPTIONS cont d Check Date 6 digits mm dd yy Indicates the date the check was processed Net Amount 10 digits Identifies the net dollar amount of the voucher Vendor Total 10 digits Displays the total dollar amount paid to the vendor Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF9 Address Addr Displays detail address information for the vendor Page II 48 Vendor Information User s Manual State Hold Vendor ID Search Use Screen 171 to find vendors who are on hold with the State Screen 171 State Hold Vendor ID Search Panel 1 171 State Hold Vendor ID Search 07 03 01 13 08 FY 2001 CC 02 Screen Vendor 17416888271 Hold Release H R _ Hold Hold Vendor Name Vendor ID Src Rsn BOB MAXFIELD INC 17416888271 304 026 BETTER BUSINESS MACHINES INCORPORATED 17416999347 304 013 LEASING SERVICES INC 17416777808 304 026 HYDRA FLEX INC 17416888565 304 013 STRAUDER G NELSON JR REAL ESTATE CO IN 17416555797 304 013 FOSTER IRON WORKS INC 17416444373 304 026 VAUGHN HELLER FURNITURE INC 17416333405 304 026 J KLM INC 17416922218 304 026 MICHELS CABINETS INC 17416900049 304 013 MICHELS CAB
34. the vendor s name in the Vendor field to access an alphabetical list of vendors that match the letter s entered Any portion of the vendor name can be included FAMIS will use the available data to match what is on the vendor file list Page II 6 Vendor Information User s Manual Vendor Name Search Screen 102 VENDOR SEARCH PROCESSES cont d After searching through the files 1f the specified vendor is located tab to the space next to the vendor s name type an X and press lt ENTER gt This will place the vendor information on the screen and advancing to other screens will pass this information to these screens FIELD DESCRIPTIONS Action Line Information Vendor 11 digits characters Entry Required Enter the vendor s identification number or name of vendor Screen Information Name 30 characters Displays the full name of the selected vendor Vendor 11 digits Provides the FAMIS vendor ID number for the selected vendor Drop 1 character Indicates whether or not Y or N the vendor has been dropped from the system Alias 1 character Shows whether or not Y or N the vendor name shown on the left is an alias City 13 characters Identifies the city in which the vendor is located State 2 characters Displays the abbreviation for the state or province in which vendor is located Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys
35. transactions posted to an account A code used in Accounts Payable to specify a check amount If the amount of a vendor s check is greater than this value the check will not be generated Page IV 23 Glossary Appendix Drop Flag Encumbrance Endowment Endowment Income Entry Code FA Feed Field File Page IV 24 A data element whose condition signifies that a document is to be removed from the data base immediately An obligation incurred in the form of a purchase order or contract Also referred to as a commitment Funds received by an institution from a donor who specifies the condition that the principal not be spent The income generated by investing the principal of an Endowment Fund The initial three digit code on a transaction that denotes the transaction type This code which is mandatory for all FRS transactions is predefined by the system It is also known as the Transaction Code See Financial Accounting Transactions from other systems that are transferred to the Financial Records System That part of a control record transaction or screen established for displaying or entering information A storage area established within a computer system or data base for the purpose of organizing similar kinds of data Financial Accounting FA A Financial Records System Financial Records System FRS Financial Transaction Flag Freeze Flag Fund Fun
36. user ID of the person who last modified the vendor s information 50 characters Provide the name of the vendor whose ownership information you are viewing 2 digits Help Available Describe the general characteristics of the selected vendor Valid values include Blank Not valid on line batch only BU Business EM Employee FA Federal Agency FC Foreign Corporation Entry Required Vendor Information User s Manual Vendor Add Modify Screen 103 FIELD DESCRIPTIONS cont d Ownership Code Texas Company SIC Charter Nbr Employ Agency Security Busn Desc 1 character Help Available Indicate the type of owner associated with the selected vendor Types are A Professional Association Blank Not specified Professional Corporation Financial Institution Government Entity Joint Venture Limited Partnership Other Out of State Corporation Partnership Foreign Sole Proprietorship Texas Corporation State Agency University GANATBOZEUETOTA 1 character Help Available Indicate if this vendor is a Texas company Valid values include Yes N No Blank No 4 digits Help Available Specify the Standard Industry Code for this vendor For example Blank No Code Specified 9901 State Employees 9902 Nonprofit Organization 9903 Direct Deposit of Bills 9904 State Publication 9905 Refunds 10 digits Provide the Texas charter numbe
37. voucher 6 digits Displays the date check was processed or state voucher was printed 1 character Indicates where in the overall flow through the process this particular invoice is Values are P in Purchasing not yet passed to A P A in A P not yet paid M in A P entered as a prepaid C in A P check has been written by the system 15 digits Shows the bank number the voucher was paid against NOTE There is no update to indicate whether a check has been reconciled through the bank reconciliation process MC Additional Functions PF KEYS PF9 Addr 1 character Displays the vendor s mail code which is the last digit of the FAMIS vendor identification number This determines the address where the payment is sent See Appendix for explanation of standard PF Keys View vendor s address information Vendor Information User s Manual Page 11 37 Voucher Inquiry by Vendor To view all the vouchers posted for a particular vendor use Screen 162 Type Y in the All field to search for all mail codes for the selected vendor The information displayed on this screen is in summary form and is viewed in voucher number order Inquiries default to the current fiscal year but previous fiscal years may be searched by typing a different year in the Fiscal Year field To see only outstanding vouchers for a specific fiscal year use Screen 165 If a voucher is outstanding the status column w
38. 0007 1 0 Position at line ___ Line kkkkkkkk Note Text kkkkkkkk PROGRAM DIRECTOR MARTHA M MALLARD REQUESTS __ TO REVIEW ALL MATERIAL ORDER UPON ARRIVAL _ MS MALLARD WILL BE RESPONSIBLE FOR DISPERSAL_ AMONG CONFERENCE ATTENDEES PF4 Exit Left Scroll Left Some window are made up of several adjacent panels These will be designated by the word Panel appearing in the window Pressing this key scrolls the panel to the left Vendor Information User s Manual Page IV 13 Standard PF Keys Appendix EXTENDED FUNCTION KEYS cont d More Desc Next Notes Page IV 14 More Description Displays complete description text for a document or an item R R400007 Document Item Inquiry Item 1 0 Descriptions 1 6 GB FORMATTED USEABLE FAST SCSI 2 DISK 1 515 00 DRIVE FOR SGI INDIGO WITH INTERNAL MOUNTING BRACKET 10 MS ACCESS TIME FORMATTED AND TESTED PRIOR TO SHIPPING MODEL SEAGATE OR EQUIVALENT 5 YEAR OR GREATER End of description List Press lt PF4 gt to Exit Next Screen Advances to the next screen required Displays any notes attached to the document header Use the Position at Line field to start the text at a particular line The Page F B E field scrolls Forward and Backwards through the text or End to exit the window F0013 Please enter desired modifications P600026 1 0 Position at line Line kkkkkkkk Note Text Po DTH BwWN eH gt gt Notes Entered 10 12
39. 04 Send New Setup to TINS _ Send Changes to TINS _ Tax ID 166666666 Purchasing Bid To Accounts Payable Remit To Address PO BOX 799 Address P O BOX 650661 City BRYAN State TX City DALLAS State TX Zip 77806 0793 Country ___ Zip 75265 0361 Country ___ Phone 979 777 3333 Ext Phone Ext FAX 979 361 0000 FAX Contact CARY SCHERI NG Contact Vendor Type Ownership cd _ Disadv _ Ethnic Orig ___ lt A Freeze N Bus size _ TAMUS Employee _ Ck Limit 0 Retain Mths 18 Delete N Established 05 26 1997 By ORTAO1P Modified 05 23 2000 By K702ZY Enter PF1 PF2 PF3 PF4 PE5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Stats NxVn Order Left Right Vendor Information User s Manual Page II 9 Vendor Add Modify Screen 103 Screen 103 Vendor Add Modify Panel 2 103 Vendor Add Modify 07 02 01 14 30 XERON CORP FY 2001 cc 01 Screen Vendor 11666666666 2 lt lt lt lt More gt Name XERONX CORP Vendor Type BU Ownership Code _ Texas Company SIC Charter Nbr Employ Agency Security _ Busn Desc Sole Proprietor Partnership Data SSN FEI Name SSN FEI Name Email Addr Disc Pay Terms Perct Days Ind Days Vendor Payment FOB Established 05 26 1997 By ORTAO1P Modified 05 23 2000 By K702ZY Enter PF1 PF2 PF3 PF4 PF5 PF 6 PF 7 PF 8 PF 9 PF10
40. 1 Screen ___ Vendor Ethn Tx Sm Vendor ID Vendor Name Gndr Cd QISV Off Bus 10432222402 PROPERTY amp PORTFOLIO RESEARCH INC F pa xX 11121111831 PTL EQUIPMENT MFG INC Y 11332229418 HARVEST CAPITAL INVESTMENTS LLC Y 11354444408 TURTLE amp HUGHES INC 11741555947 CAREER PLACEMENT INC 11752222182 DIXIES FASHION ACCESSIORES INC 11760333451 PARIJAT CONTROLWARE INC 11760777245 DE DE INC 11760888324 PETRA ENVIRONMENTAL INC 11760699943 ACM HIGHWAY PRODUCTS CORPORATION 11844612339 SMART ID 12236923485 SHI GOVT SOLUTIONS 12237345379 A amp A COMPUTER SOLUTIONS 12325111058 BATES amp ASSOCIATES INC 12328333972 SUDHAKAR COMPANY INC Press lt ENTER gt For More Entries Enter PF1 PF2 PF3 PF4 PE5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Dtl F M F F F M F F F F M F F M EXPLANATION OF STATE HUB VENDOR ID SEARCH Type the name of a vendor or valid vendor identification number and press lt ENTER gt You may also type a sequence of numbers to view all vendors that have identification numbers that are similar For example if you know a vendor s ID number begins with 12 but do not know the remaining numbers you can type this information in the Vendor field and a list of all State HUB Vendors with ID numbers that begin with the numbers specified will be listed You may also type an to view a list of all vendors or type a partial vendor s name to view vendors
41. 11 digits Entry Required Enter the ID number of the vendor whose history information you would like to access 50 characters Displays the name of the vendor in the form it should appear on a check 120 characters Provides the postal address to which all correspondence should be sent 20 characters Identifies the city in which the vendor is located 2 characters Help Available Displays the abbreviation for the state or province in which vendor is located 9 digits Indicates the zip code corresponding to the vendor s address 3 characters Help Available Identifies the foreign country in which the vendor is located if applicable 10 digits Provides the area code and telephone number at which the vendor may be reached Vendor Information User s Manual Page 11 27 Vendor History Screen 132 FIELD DESCRIPTIONS cont d 1099 Tax ID Reinstate Vendor Drop Info Operator Date Time Last Activity Comment Page 11 28 1 character Help Available Indicates whether Y all vouchers should be pulled for 1099 purposes or whether if left blank 1099 codes will come from vouchers Valid values are Blank Not Specified Corporation Employee Foreign Individual Not for Profit Other Partnership Real Estate 1099 1042 NXYWVOZTTOO 9 digits Provides the ID number the vendor uses for tax purposes 1 character Indicates whether or not Y o
42. 2 PH FAX Press lt PF4 gt to Exit Vendor Information User s Manual Page IV 17 Vendor Name Guidelines The following guidelines should be used by all users authorized to enter vendors These guidelines will insure consistent data and provide better results for name searches Before entering a new vendor the vendor file should be searched to see if the vendor already exists on file To search for a vendor enter part of the name in the vendor id field If there is only one vendor that meets the criteria that vendor will automatically be selected If more than one vendor meets the criteria a window will pop up listing the vendors To scroll forward press the ENTER key Function keys are listed at the bottom of the pop up window to list addresses associated with each vendor If the vendor you are looking for is not found look for it using any aliases that might be used If you have the vendor number use Screen 101 to try and locate the vendor information After you have exhausted all possibilities and still cannot find the vendor add the vendor on Screen 103 In order to assure correct searches and alphabetizing the system utilizes the to manipulate the name The following examples illustrate this function Individual Names The name of an individual whose name is John Jones should be entered as John Jones For name searches and sorting the system will flip the information following the Thus the name will a
43. 3 e Type the new vendor number on the Action Line and press lt ENTER gt When a new vendor is being added the system will respond Vendor number not found enter modifications to add e Press lt ENTER gt to confirm that you wish to add this new vendor to the system e Type the vendor name and address in the space provided e Indicate the vendor type e Type additional data in the available fields as desired e Press PF11 to enter the vendor ownership data e Press lt ENTER gt to add the vendor information to the system Vendor Information User s Manual Page I 11 Vendor Add Modify Screen 103 BASIC STEPS cont d Modifying an Existing Vendor Record e Advance to Screen 103 Entry Required Entry Required Entry Required e Type the vendor number on the Action Line e Press lt ENTER gt to display current vendor information e Type valid data in the available fields as desired e Press lt ENTER gt to record the changes to the vendor s information on line FIELD DESCRIPTIONS Action Line Information Vendor 11 digits Enter a valid vendor ID number to be added or modified Screen Information Panel 1 Name 50 characters digits Add or modify the name of the vendor PIN 14 digits Include the State Vendor Personal Identification Number The last 3 digits are the state mail code Send New Setup to TINS 1 character Indicate if the setup information for a vendor is to be sent to TINS This field will
44. 370 Press lt ENTER gt to view more vouchers Enter PF1 PF2 PF3 PF4 PE5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Bkwd Frwd Addr Left Right Vendor Information User s Manual Voucher Inquiry by Vendor Screen 162 Screen 162 Voucher Inquiry by Vendor Panel 2 07 03 01 12 25 FY 2001 CC 02 Fiscal Yr 2001 All _ 162 Voucher Inquiry by Vendor DELL MARKETING LP Screen ___ Vendor 17444444448 voucher Include Only Voucher 5100093 5100283 5100613 5100616 5100618 5100622 5100873 5101004 5101518 5101533 5101642 5101644 Vch Lns 1 1 3 2 1 1 1 1 1 1 1 1 Acct First Account 130041 00000 510679 00000 131502 00000 133008 00000 133008 00000 132007 00000 241612 00000 500174 00015 217990 00000 242414 72000 186169 00000 186169 00000 Dept Description DELL DIMENSIO PENTIUM III N DELL INSPIRON HP LASERJET 2 DELL OPTIPLEX DELL PRECISIO INV 385732383 OPTI PLEX GX1 DELL DIMENSIO BATTERIES FOR REFERENCE QUO REFERENCE QUO Check 1278311 STVCHR STVCHR STVCHR STVCHR 1278770 1279762 1280586 1280586 STVCHR STVCHR Pg 1_ of Check Date 09 06 00 09 07 00 09 08 00 09 08 00 09 08 00 09 08 00 09 08 00 09 11 00 09 12 00 09 12 00 09 12 00 09 12 00 Vendor Subtotal Press lt ENTER gt to view more vouchers Enter PF1 PF2 PF3 PF4 PEF5 PF6 PF7 PF8 PF9 PF10
45. 9 DOE JANE Old Acct Year end Process F Reclassify _ Reporting Group __ Fund Group FG Sub Fund Group DF Sub Sub GP Default Bank 00001 Override Y SL Mapped Count Alternate Banks 00002 Security The first help screen describes the field pressing lt ENTER gt will display the valid values for the field DESCRIPTION DESIGNATES DEPARTMENTS WITHIN SCHOOLS OR UNITS FOR WHICH FISCAL REPORTS WILL BE NECESSARY I E CHEMISTRY DEPARTMENT ADMINISTRATION AND COUNSELOR EDUCATION More entries select or press lt ENTER gt to scroll Search Criteria ACC Type I N Name I ID Include FRS Y Y N Include FFX N Y N Sub Sel Dept Dept Department Name ACADEMIC COMPUTING CENTER OFFICE OF ADMISSIONS AND RECORDS HARRINGTON MEDIA CENTER ACCOUNTING CENTER FOR ACADEMIC ENHANCEMENT Select a Dept or Press lt PF4 gt to Quit Page IV 6 Vendor Information User s Manual O O INSTRUCTION PAGE 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 7 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 placing an X next to the desired value that value is passed to the main screen This is the Passback feature Screen 002 GL 6 Digit F0002 Record has been successfully ad
46. 95 BY CARBO ADRIA M THE DEPARTMENT REQUESTS TO REVIEW ALL BIDS PRIOR TO THE AWARD CONTACT DR JAMES M WADDLESWORK FOR FURTHER_ DETAILS CLARIFICATION ABOUT THE REQUESTED ITEMS PF4 Exit PF7 PItem PF8 NItem Page F B E _ Vendor Information User s Manual Standard PF Keys Appendix EXTENDED FUNCTION KEYS cont d Pdesc Purchasing Document Description Additional description for purchasing document items may be seen by pressing this PF Key ITEM Description yellow sticky note pads assorted sizes including 15 2 1 2 in X 2 1 2 in pads 9 21 2 in X 1 in pads 9 31 2 in X 4 in pads Rdesc Receiving Item Description Displays a window where additional receiving item descriptions may be added modified ITEM Description ONLY 1 2 OF EXPECTED ORDER ARRIVED WITH THIS_ SHIPMENT PLEASE NOTIFY MS MARTHA MALLARD AS SOON AS REMAINING SUPPLIES ARE RECEIVED SO THAT___ THEY MAY BE DISTRIBUTED TO DEPARTMENT HEADS _ Right Scroll Right Some windows are made up of several adjacent panels These will be designated by the word Panel appearing in the window Pressing this key scrolls the panel to the right Vendor Information User s Manual Page IV 15 Standard PF Keys Appendix EXTENDED FUNCTION KEYS cont d Ship Shipping Address Displays the Ship To and Invoice To addresses for the document Required Shipping and Text Information Document P400013
47. AMUS PART NBR 01 N N N N N N N N Press ENTER to continue Panel Date 05 01 2001 12 11 2000 12 11 2000 12 11 2000 12 11 2000 12 11 2000 12 11 2000 12 11 2000 12 11 2000 01 More gt gt Date Pulled for TINS Enter PF1 PF2 PF3 PF4 PE5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Audit Vendor Information User s Manual Left Right Page III 3 Vendor Change Log Screen 201 Screen 201 Vendor Change Log Panel 2 201 Vendor Change Log JANNA MURPHY 07 12 01 13 50 FY 2001 cc 01 Screen __ Vendor 29999999999 Order N Field lt lt More Panel 02 More gt gt Date i Field Name New Field Value Old Field Value 05 01 2001 12 11 2000 301 TARROW DR 12 11 2000 JOHN B CONNALLY BL 4TH FLOOR 12 11 2000 FAMIS SERVICES MS 1144 12 11 2000 THE TX A amp M UNIVERS MIS PROJECT 12 11 2000 1099 CODE E 12 11 2000 ZIP CODE 778407896 12 11 2000 TAMUS PART NBR 01 12 11 2000 Press ENTER to continue Enter PF1 PF2 PF3 PF4 PE5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Audit Left Right Screen 201 Vendor Change Log Panel 3 201 Vendor Change Log JANNA MURPHY 07 12 01 13 50 FY 2001 CC 01 Screen ___ Vendor 29999999999 Order N Field lt lt More Panel 03 Date Field Name New Field Value Userid WILPO1P 05 01 2001 WILPO1P 12 11 2000 301 TARROW DR WIL
48. Dt reflects the first date that vouchers pulled into cycle will be eligible to be sent by ACH ACH Override Y to override the sending of ACH for a vendor keeps the routing information available Checks will be created for the vendor until reset Email Addr Email address for the vendor not currently used Security Screen 207 data is controlled by element security Unless element security 8 ACH Information is A update access you will only see blank fields This is to protect critical bank routing data from being visible unless specific security clearance is granted through use of element security 8 A user must also have update access to modify data on Screen 207 Ifa user needs inquiry access to Screen 207 they must have A on element 8 and inquiry access to Screen 207 Security access to data on Screen 207 affects user access to Screen 201 also However if security access to Screen 201 is more restrictive then the more restrictive prevails Deletes To delete any information on Screen 207 blank out the fields BASIC STEPS e Advance to Screen 207 e Type a valid vendor s name in the Vendor field and press lt ENTER gt e Include bank processing information in the fields provided and press lt ENTER gt to record FIELD DESCRIPTIONS Action Line Information Vendor 11 digits Entry Required Enter a valid vendor identification number After entering the number the name will also be displayed
49. ESTON 631 DEL REPMT OF FEDERAL PERK 718 TX A amp M UNIV AT GALVESTON 632 DEL REPMT OF EMERGENCY LO 718 TX A amp M UNIV AT GALVESTON Effective Date 8 digits mm dd yyyy Indicate the date the hold is to become effective Liability Amount 14 digits Identify the amount of money the vendor owes Vendor Information User s Manual Page III 43 State Vendor Hold Maintenance Screen 209 FIELD DESCRIPTIONS cont d Release Release Date Note 1 character Type Y to submit a request to the State that the hold be removed from the specified vendor 8 digits Indicate the date the hold on the vendor is to be removed 50 characters Include any documentation needed to explain the release Vendor Change Information Established Added By Date Modified Modified By Additional Functions PF KEYS Page III 44 8 digits Shows the date the vendor was added to FAMIS 8 characters digits Indicates the FAMIS user ID of the person who added the vendor information to FAMIS 8 digits Shows the date the vendor information was modified 8 digits Displays the FAMIS user ID of the person who modified the vendor information See the Appendix for an explanation of the standard PF Keys Vendor Information User s Manual Page IV 2 Vendor Information User s Manual CJ O INSTRUCTION PAGE Listed below are general instructions that will make your job easier as you use FAMIS to input or view
50. INETS INC 17416123049 304 026 S H INC 17416944586 304 026 BAY AREA CONSTRUCTION INC 17416955683 304 026 BLAKE FINANCIAL INC 17416923476 304 013 RAUL E GUERRA 17417156064 320 160 VALMIC ENTERPRISES INC 17417001536 304 026 Press lt ENTER gt For More Entries Enter PF1 PF2 PF3 PF4 PE5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Hist HSrc Left Right Screen 171 State Hold Vendor ID Search Panel 2 171 State Hold Vendor ID Search 07 03 01 13 10 FY 2001 CC 02 Screen ___ Vendor 17416888271 Hold Release H R _ Hold Hold Vendor Name Sre Rsn Hold Reason BOB MAXFIELD INC 304 026 SALES TAX BETTER BUSINESS MACHINES INCOR 304 013 FRANCHISE TAX LEASING SERVICES INC 304 026 SALES TAX HYDRA FLEX INC 304 013 FRANCHISE TAX STRAUDER G NELSON JR REAL ESTA 304 013 FRANCHISE TAX FOSTER IRON WORKS INC 304 026 SALES TAX VAUGHN HELLER FURNITURE INC 304 026 SALES TAX J KLM INC 304 026 SALES TAX MICHELS CABINETS INC 304 013 FRANCHISE MICHELS CABINETS INC 304 026 SALES TAX S H INC 304 026 SALES TAX BAY AREA CONSTRUCTION INC 304 026 SALES TAX BLAKE FINANCIAL INC 304 013 FRANCHISE TAX RAUL E GUERRA 320 160 UNEMPLOYMENT TAX LIABILITY VALMIC ENTERPRISES INC 304 026 SALES TAX Press lt ENTER gt For More Entries Enter PF1 PF2 PF3 PF4 PE5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Hist HSrc Left Right Vendor Information User s Manual Page I 49 State Hold
51. MPUTER CORP Purchasing Order From Address City Zip Phone FAX Contact PF4 Exit Page II 22 Vendor Information User s Manual Adding and Updating Vendor Aliases An alias is a common name for a vendor other than the formatted name that prints on the check These aliases can help locate the vendor through a name search Each vendor may have several aliases EXAMPLE IBM can be searched by looking up IBM or International Business Machines or IBM Screen 120 Vendor Name Alias Maintenance 120 Vendor Name Alias Maintenance AMERICAN INSTITUTE FOR CHART 07 02 01 14 39 FY 2001 cc 01 Screen Vendor 12311111120 Vendor Name AMERICAN INSTITUTE FOR CHARTERD PROPERTY Drop Vendor Alias AICPCU Enter PF1 PF2 PF3 PF4 PE5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp BASIC STEPS Adding a New Alias e Advance to Screen 120 e Type the FAMIS vendor ID on the Action Line e Press lt ENTER gt to display any existing aliases for the vendor e lt TAB gt to one of the lines provided and type in the new vendor name alias e You may add up to 16 aliases for a particular vendor e Press lt ENTER gt to record those names Vendor Information User s Manual Page 11 23 Vendor Name Alias Maintenance Screen 120 Modifying Vendor Name Aliases e Advance to Screen 120 e Type the FAMIS vendor ID on the Action Line
52. PO1P 12 11 2000 JOHN B CONNALLY BL WILPO1P 12 11 2000 FAMIS SERVICES WILPO1P 12 11 2000 THE TX A amp M UNIVERS WILPO1P 12 11 2000 1099 CODE E WILPO1P 12 11 2000 ZIP CODE 778407896 WILPO1P 12 11 2000 TAMUS PART NBR 01 WILPO1P 12 11 2000 Press ENTER to continue Enter PF1 PF2 PF3 PF4 PE5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Audit Left Right EXPLANATION OF VENDOR CHANGE LOG PROCESSES Type a valid vendor identification number in the Vendor field and press lt ENTER gt You may also type part of a vendor s name and select the desired vendor from the pop up window You may indicate if you want the displayed information to be sorted by Oldest date or by Newest date by typing O or N in the Order field Page III 4 Vendor Information User s Manual Vendor Change Log Screen 201 If you did not set the TINS flag on Screen 203 you may change the N to Y in the Send TINS field However if there is already a Y in this field you may not change it back to N There are three panels of information included on this screen Press the PF11 key to view additional columns of information to the right and return to the original panel by pressing PF10 Additional audit information may be viewed by placing the cursor on a line of information displayed on the screen and pressing PF7 Audit Information Vendor 77777777777 Field Name
53. RELEASE FLAG Date Modified 10 05 2000 Time Modified 13 35 40 Modified By J3K156 HERNDON JANICE B PF3 Back to 201 PF4 Exit BASIC STEPS e Advance to Screen 201 e Type a valid vendor s identification number or name in the Vendor field and press lt ENTER gt e Press PF11 to view additional data in Panel 2 of this screen e Press PF10 to return to Panel 1 FIELD DESCRIPTIONS Action Line Information Vendor 11 digits Entry Required Enter a valid vendor identification number Order 1 character Help Available Entry Required Designate how the information displayed is to be sorted 0 Oldest Date N Newest Date Vendor Information User s Manual Page III 5 Vendor Change Log Screen 201 FIELD DESCRIPTIONS cont d Field Screen Information Panel 1 Send Tins Sent Tins Field Name New Field Value Date Changed Date Pulled For TINS Panel 2 New Field Value Page III 6 23 characters Help Available Type a valid field name For example ACH Acct Nbr ACH Acct Type ACH Email ACH Override ACH Prenote ACH Prenote Date ACH Prenote Override ACH Routing Nbr ACH Send TINS ACH Trans Type Address Bid Address 1 character Indicate if this change is to be sent to TINS Valid values are N No Y Yes 1 character Shows if the change made was sent to TINS Valid values are N No Y Yes 16 characters Identifies the current field name 23 character
54. VENDOR INFORMATION MANUAL Version 2 0 October 2001 2001 Texas A amp M University System All Rights Reserved This is unpublished information that contains trade secrets and other confidential information that is subject to a confidentiality agreement The unauthorized possession use reproduction distribution display or disclosure of this material or the information contained herein is prohibited Page 1 2 Vendor Information User s Manual INTRODUCTION The purpose of this manual is to assist in accessing and utilizing information in the Purchasing Vendor Information section of Financial Accounting Management Information System FAMIS FAMIS is an accounting system that responds to financial regulations applicable to educational institutions All applications access a common database that allows different users to access identical information Other applications include Financial Accounting Accounts Payable Accounts Receivable Purchasing and Sponsored Research All associated screens and processing information are included along with field descriptions All of the required fields are marked for your convenience By utilizing the information and guidelines contained in this manual a user should be able to access vendor information in order to accurately create and modify vendor information The FAMIS User Manuals are in a constant state of revision due to screen updates changes in procedures or any one of a
55. Vendor ID Page II 4 Vendor Information User s Manual Vendor Number Search Screen 101 FIELD DESCRIPTIONS cont d State Screen Information Vendor Chk Mail Cd PIN Vendor Name City ST Additional Functions PF KEYS PF9 Addr PF10 NxVn 1 character Indicate whether or not Y or N to list the vendors by their state vendor numbers Y Indicates vendor IDs will be listed in state vendor number order N Indicates vendor IDs will be listed in FAMIS number order 11 digits Provides the FAMIS identification number of the selected vendor 14 digits Displays the check number state mail code that identifies the address where payments will be mailed and shows the social security number or federal employer identification number personal identification number of the selected vendor 30 characters Provides the name of the selected vendor 13 characters Indicates the name of the city in which the selected vendor is located 2 characters Identifies the state in which the vendor is located See the Appendix for explanations of the standard PF Keys Address Displays the address of the specified vendor Next Vendor View add modify the next vendor identification number Vendor Information User s Manual Page II 5 Searching Vendors by Name Before payment can be processed on line vendors must first be assigned a FAMIS ID number You can check to see if a vendor
56. Vendor ID Search Screen 171 STATE HOLD VENDOR ID SEARCH To advance the list displayed to a specific vendor type the vendor s identification number in the Vendor field and press lt ENTER gt If you type part or all of the vendor s name in the Vendor field you will be given a pop up window from which to select the desired vendor You may also type an in this field to view a pop up list of vendor s and select the vendor s number from the list by typing an X in the Sel field Press lt ENTER gt to pass back the number to the field on Screen 170 Type H Hold or R Release in the Hold Reason H R field to view vendor s who have either been placed on Hold with the State or have been released from being on hold Press PF11 to scroll right and view the text describing why the vendor was placed on hold with the State To view the description for the Hold Source press PF7 To see the vendor s hold history code place your cursor on a line item and press PF6 BASIC STEPS e Advance to Screen 171 e To advance the display to a specific vendor type the vendor s identification number in the Vendor field and press lt ENTER gt e Type an H or R in the H R field to view specific vendors that have either been placed on hold with the State or who have been released from being held FIELD DESCRIPTIONS Action Line Information Vendor 11 digits Enter a valid vendor identification number to adva
57. a list of all the screens available to process vendor information Vendor Number Search Entering a vendor identification number will search for vendor name Vendor Name Search Entering either a complete or partial vendor name will bring up a listing with all vendors containing the entered data Vendor Maintenance Used to set up a new vendor or make modifications to an existing vendor Vendor Alias Maintenance Lists all aliases for a specified vendor Vendor History Provides history information on a specified vendor 143 160 162 170 171 172 173 MENU SCREEN DESCRIPTION Vendor Flag Reset Used to freeze drop delete or hold a vendor These settings determine the types of transactions that may be processed against each vendor Invoices by Vendor Inquiry View invoices and vouchers issued to a specified vendor Voucher Inquiry by Vendor Lists voucher information for a particular vendor Voucher Inquiry by Alternate Vendor Used to view vouchers for an alternate vendor State Hold ID Search Search for vendors that are on hold with the State using the vendor identification number State Hold Name Search Used to find vendors that are on hold with the State when the vendor identification number is not known PSC nicas dins II 52 State HUB ID Search Locate HUB vendors PASO sisssecssesessssocutesustentustsctases II 55 Vendor Information User s Manual MENU SCREEN 175 201
58. a vendor with the same social security number or federal employer identification number as the vendor ID that you enter on the Action Line FAMIS will automatically pull in some of the vendor information You may find this happens when you enter information for a vendor that is found in multiple cities Typically the only difference between the vendors will be the mailing address and the mail code the 11 digit of the vendor ID number Vendor Information User s Manual Page I 21 Vendor Purchasing Create Screen 204 Temporary Vendors FAMIS allows you to set up a temporary vendor ID for those times when you do not have the state ID or tax ID number for your vendor at the time your order has been placed To do this type TO in the Vendor field on the Action Line and the system will automatically assign a temporary ID number for your vendor When you receive the state ID and or the tax ID for the vendor you can return to this screen and add the number as a note to the vendor s on line information EXPLANATION OF VENDOR ENTRY PROCESSES cont d Comments on the Vendor Address You may use the space provided for the vendor s address to enter reasons that actions have been taken on a selected vendor i e when they have been frozen If you wish to enter a comment about your vendor type an exclamation point as the first character of the vendor address and then enter your text NOTE This process should not be used as a substitute for f
59. able Enter a valid ethnic origin code Blank Not Specified BLK Black CAU Caucasian HSP Hispanic IND American Indian Native American 1 character Help Available Indicate the gender code for the vendor Blank Not Specified M Male Owned W Woman Owned 1 character Displays Y Yes or N No to indicate if a freeze has been placed on the vendor 1 character Help Available Include the code indication the size of the vendor s business Blank Not Specified L Large Business S Small Business Just Right 1 character Help Available Specify if the vendor is an employee of The Texas A amp M University System Y Yes N No BLANK No 1 digit Help Available If previously set up select a limit amount for the check from the pop up window or enter 0 if no limit is needed Vendor Information User s Manual FIELD DESCRIPTIONS cont d Retain Mths Delete Established By Modified By Panel 02 Vendor Type 2 digits Identify the number of months to retain the information on the vendor after the last activity 1 character Displays Y Yes or N No to indicate if this vendor has been deleted 8 digits Shows the date the vendor was added to FAMIS 6 characters digits Indicates the FAMIS user ID of the person who added the vendor information to FAMIS 8 digits Shows the date the vendor information was modified
60. access a pop up window This window will display a list of all vendors and their ID numbers beginning with the name that you entered Place an X to the left of the desired vendor and press lt ENTER gt to select the vendor and return to Screen 143 Or you may press PF4 to return to Screen 143 without selecting a particular vendor HOLD FLAG The Hold Payment flag will hold any payments both checks and state vouchers to the vendor However this flag does not prevent new payment requests or Purchase Orders from being entered Please Note The check override will supersede the ON setting of this flag FREEZE FLAG The freeze flag may be used to restrict voucher activity against a vendor When on it prevents all new entries from being entered for the vendor Also no new requests for payment will be accepted for the specified vendor DROP AND DELETE FLAG MAINTENANCE In order to drop or delete a vendor FAMIS performs several checks There cannot be any outstanding vouchers purchase orders encumbrances or unpaid invoices on file referring to this vendor The difference between a drop and a delete is that a dropped vendor is removed from the database immediately if there are no vouchers for the vendor The vendor must be deleted before the record can be dropped Turning on the delete flag instructs the system to perform the above checks for activity against the vendor This must be done before the vendor may be dropped Turnin
61. ail code should be set up for state and for local Routing Number ACH bank s number used for routing Account Number agency account number with ACH bank Account Type C CHECKING ACCOUNT S SAVINGS ACCOUNT Trans Type ACH codes Commercial vs Personal CCD PMT TO COMMERCIAL VNDRS CCD PMT TO COMMERCIAL VNDRS PPD PMT TO PERSONAL ACCT PPD PMT TO PERSONAL ACCT Prenotes A Prenote is a zero dollar ACH record that FAMIS sends to the ACH system as a test of the bank routing and account data When routing information is entered for a vendor this triggers the sending of a Prenote FAMIS will not send any actual ACH records within 14 days of sending the test Prenote The default for Prenote testing is to Send the data You have the ability to override the sending of the Prenote data by using the override fields as described If you change the Routing Number Account Number Account Type or Trans Type the Prenote Sent Date will be reset Tf the Prenote Override field is not Y and the Prenote Sent Date is not set or one of the four fields above are changed you will also get a pop up confirmation window asking if you want to send a Prenote to the bank Prenote Sent Date reflects the date a Prenote was sent Prenote Override Y to override the default of sending a Prenote Page III 38 Vendor Information User s Manual Vendor ACH Data Screen 207 Dt Override Date Date the Override was set ACH Start
62. artnership Data SSN FEI 24119999923 Name RODNEY T WILSON SSN FEI Name Email Addr Disc Pay Terms Perct Days Ind Days Vendor Payment FOB Established 09 27 2000 By WARDO2P Modified 01 11 2001 By WARDO2P Enter PF1 PF2 PF3 PF4 PE5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Stats Left Right EXPLANATION OF VENDOR ADD MODIFY PROCESSES Type a valid vendor identification number or name in the Vendor field and press lt ENTER gt Vendor Information User s Manual Page III 9 Vendor Add Modify Screen 203 BASIC STEPS Advance to Screen 203 Type a valid vendor s identification number or name in the Vendor field and press lt ENTER gt If the vendor exists add additional vendor data or modify existing information and press lt ENTER gt to record If new add all required vendor data and press lt ENTER gt Set the Send xxxx To TINS flag if appropriate Press PF11 to view additional data in Panel 2 of this screen Press PF10 to return to Panel 1 Press the other PF keys provided to view additional detail information for this vendor FIELD DESCRIPTIONS Action Line Information Screen Information Vendor Panel Name PIN Send New Setup to TINS Send changes to TINS Tax ID Page III 10 11 digits Enter a valid vendor identification number 50 characters digits Modify the name of the vend
63. ation F2999 End of line items on file R R400007 Document Item Inquiry PANEL 01MORE gt gt Description Quantity PCd UOM Extended PF3 Back to 280 PF4 Exit PF5 More Desc PF6 Itm Ext PF8 Itm Accts PF9 Itm Notes PF10 Left PF11 Right Itm Accts Accounts on a Document Displays the responsible accounts for the particular document item and their portion of the item total 5628 End of accounts on document R R400007 Account Distribution EL O1MORE gt gt PCd UOM Extended 02 1994 511060 00000 8435 1 515 00 l l E PF4 exit PF5 BBA Page IV 12 Vendor Information User s Manual Standard PF Keys Appendix EXTENDED FUNCTION KEYS cont d Itm Ext Item Extended Information Show detail information about the specific item ordered 1 e quantity unit of measure unit price and commodity code Document Item Extended Information Document R400007 1 6 GB FORMATTED USEABLE FAST SCSI 2 DISK Item 1 0 Date Created 09 22 93 Quantity 1 00 Last Modified 10 06 93 UOM EA Unit Price 1 515 0000 Commodity 20534 Extended Price 1 515 00 Itm Notes Item Notes Displays notes that have been added to a particular document item Use the Position at Line field to start the text at a particular line The Page F B E field scrolls Forward and Backwards through the text or End to exit the window 7468 Note not found on file R40
64. become blank again after processing anew mail code Send changes to TINS 1 character Indicate if this modified or additional information for the vendor is to be sent to TINS This value will remain until a manual change has been made Tax ID 9 digits Enter the vendor s tax identification number which is used to support 1099 payments and reporting Page II 12 Entry Required Entry Required Entry Required Vendor Information User s Manual Vendor Add Modify Screen 103 FIELD DESCRIPTIONS cont d Purchasing Bid To Address City State Zip Country Phone FAX Contact 120 characters Provides the postal address to which all purchasing bid correspondence should be sent as entered by the purchasing office 20 characters Displays the city as entered by the purchasing office to which all purchasing bide correspondence should be sent 2 characters Indicates the abbreviation for the state or province in which vendor is located as entered by the purchasing office 9 digits Signifies the zip code to which all purchasing bid correspondence should be sent as entered by the purchasing office 3 characters Identifies the country in which the vendor is located if it is a foreign county Valid values include AB Armenia AC Antigua amp Barbuda 10 digits Provides the area code and telephone number at which the vendor can be reached as entered by the purchasing offic
65. blished By Modified By Page III 18 3 digits Indicate the number of days allowed in the payment agreement 1 character Help Available Enter the indicated vendor terms Valid values are I As Invoiced N Net P Prox Blank 3 digits Indicate the number of pay days in the payment agreement 2 characters Help Available Specify the vendor s freight terms Valid values are AC Air Collect AP Air Prepaid Blank Not Specified DA Dest Add DC Dest Collect DP Dest Prepaid EA Reg prepaid Add EC Reg Collect SA Ship Point Frt Prepaid and Added 8 digits Shows the date the vendor was added to FAMIS 6 characters digits Indicates the FAMIS user ID of the person who added the vendor information to FAMIS 8 digits Shows the date the vendor information was last modified 8 digits Displays the FAMIS user ID of the person who modified the vendor information Vendor Information User s Manual Vendor Add Modify Screen 203 FIELD DESCRIPTIONS cont d Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF 6 Stats Stats View additional vendor statistics and audit information Vendor Statistic Audit Information Vendor 23433333890 Name DELL COMPUTERS Added Dt 09 05 1994 Last Mod Dt 08 27 1999 by K156M1 by K156L2 Last Check 110216 1999 09 01 Hold N by Last Activity 1999 08 30 Freeze N by Delete N
66. d PF4 Exit PF9 Bid PF10 Remit PF11 Order PF12 Main Hmenu Help EHelp Stats NxVn Order Left Right Vendor Information User s Manual Page III 29 Vendor Payables Create Screen 205 Adding New Vendors to the System The system will display the message Vendor number not found enter modifications to add when you type a vendor ID number on the Action Line that is not currently found on the system You should enter the vendor name address and type Then press lt ENTER gt to record the new vendor ID on the system If there is a vendor with the same social security number or federal employer identification number as the vendor ID that you enter on the Action Line FAMIS will automatically pull in some of the vendor information You may find this happens when you enter information for a vendor that is found in multiple cities Typically the only difference between the vendors will be the mailing address and the mail code the 11 digit of the vendor ID number EXPLANATION OF VENDOR ENTRY PROCESSES cont d Temporary Vendors FAMIS allows you to set up a temporary vendor ID for those times when you do not have the state ID or tax ID number for your vendor at the time your order has been placed To do this type TO in the Vendor field on the Action Line and the system will automatically assign a temporary ID number for your vendor When you receive the state ID and or the tax ID for the vendor you can return to this screen and add t
67. d Balance Fund Group application that balances the General and Subsidiary ledgers while providing a complete audit trail of all transactions A system that supports the financial record keeping and reporting of a college or university An entry made to the system to record information A data element used to set controls or conditions on a process or program A data element whose condition signifies that the data on this document cannot be transferred This includes no feeds or invoice postings for this document See Financial Records System An accounting entity a 6 digit GL account with a self balancing set of 10 digit accounts for recording assets liabilities a fund balance and changes in the balance The equity of a fund the difference between assets and liabilities A related collection of funds 6 digit GL accounts Examples include Current Unrestricted Current Restricted Loan Endowment Annuity and Life Income Plant and Agency Vendor Information User s Manual Fund Group ID Fund Transfer General Ledger GL GL GL SL Relationships Global Subcode Edit GSE GSE Header A one digit number representing the fund group with which an account is associated A movement of dollars from one fund balance to another A balance sheet account for the institution All GL account numbers begin with 0 zero See General Ledger User defined structures r
68. d HUB Business N Not HUB S Self Declared HUB Business 3 characters Help Available Provides information about the ethnic origin of the vendor where applicable Values are ASP Asian Pacific Blank Not Specified BLK Black CAU Caucasian HSP Hispanic IND American Indian Native American OTH Other 1 character Help Available Signifies whether the selected vendor is male M or woman W owned 1 character Indicates whether or not Y or N the vendor has been frozen from any new activity Vendor Information User s Manual Vendor Payables Create Screen 205 FIELD DESCRIPTIONS cont d Bus Size TAMUS Employee Ck Limit Retain Mths Delete Established By Modified By Additional Functions PF KEYS PF 6 Stats 1 character Help Available Indicates if this vendor is considered a Large or Small size business 1 character Indicates whether or not Y N or Blank the vendor is an employee of the A amp M University System 1 digit Help Available Displays a user defined code that is used to limit the amount on a single check paid to a vendor This is used to help prevent large dollar keying errors NOTE Check limit codes are maintained on Screen 807 2 digits Number of months a vendor is left on file after its last activity If left blank it will default to an 18 month retention 1 character Indicates whether or not Y or N
69. ded 002 GL 6 Digit 03 03 94 14 56 o FY 1994 CC AA Screen ___ Account 032365 ___ Account Title NAVSO INC Resp Person 999999999 DOE JANE Old Acct Year end Process F Reclassify _ Reporting Group __ Fund Group FG Sub Fund Group DF Sub Sub GP Default Bank Override Y SL Mapped Count Alternate Banks Security S Dept Exec Div Coll Mail Cd Stmt Primary ees EPI__ FA AD EN C3128 Y Secondary Long Title Account Letter Y Setup Date 02 28 94__ Enter PF1 PF2 PF3 PF4 PE5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help WErrs Thelp Copy Paste Errs Deflt Exit Vendor Information User s Manual Page IV 7 Standard PF Keys PF Keys are used in the purchasing module of FAMIS to access additional information Wherever possible the same assignment has been given to the same PF key such as PF9 always being the key used for NOTES Occasionally this has not been possible and a different assignment has been made The following list is to help you identify the functionality behind the PF keys that you will see on the many screens in Routing amp Approvals Many screens have extended information windows assigned to various function keys that are designated at the bottom of each screen or pop up window Placing the cursor using the cursor arrow keys on a particular line and pressing the extended information function key will display the pop up window information for the doc
70. dicate the fiscal year the voucher was posted 1 character Blank only specific mail code Y or blank allows display of all mail codes pertaining to the vendor EXAMPLE IBM would list all vouchers for IBM regardless of address 11 digits Enter a FAMIS account number 7 characters Indicate a reference number used by the department 3 digits Indicates the page number of the total pages to be displayed 1 character Place an X on the line to select the vendor information 7 digits Displays a FAMIS voucher number 3 characters Indicates the number of line items in a particular voucher 11 digit Shows the number to identify the first account paying this particular voucher 35 characters Displays a description of items purchased Vendor Information User s Manual Page 11 41 Voucher Inquiry by Vendor Screen 162 FIELD DESCRIPTIONS cont d Panel 1 Stat 4 characters Indicates the status of the voucher Examples are CYCL In Check Cycle or State Voucher Cycle DROP Dropped before payment acctg reversed PAID Paid after printing or Prepaid PEND Pending voucher no acctg Posted P CN Pending cancelled before acctg Posted P OP Pending voucher open no acctg posted OUT Outstanding after being posted but before entering the check or state voucher cycle RECN Reconciled Cleared Bank or State Comp VOID Check or State voucher voided Net Amount 13 characters
71. dicates the user ID of the person who last modified the vendor s information See the Appendix for explanations of the standard PF Keys Stats View additional vendor statistics and audit information Order View add modify the Purchasing Order From information Next Vendor View add modify the next vendor identification number Page I 27 Adding or Modifying Accounts Payable Vendor Information As you know vendors must be entered on line and assigned a FAMIS ID number before their payments may be processed by the system There are several screens in FAMIS that will allow you to enter vendor information on line Screen 205 is one of these screens It is used by employees of the Accounts Payable offices to add or update vendor information on line This screen is limited in that 1t will not allow you to update the Purchasing Bid To information Screen 205 Vendor Accounts Payable Add Create Panel 1 205 Vendor AP Add Create 07 05 01 14 26 FOOD EQUIPMENT SPECIALISTS FY 2001 CC 02 Screen Vendor 17603277762 Page 1 lt More gt gt gt gt Name FOOD EQUIPMENT SPECIALISTS PIN 17603277762 002 Send New Setup to TINS _ Send Changes to TINS _ Tax ID 760327776 Purchasing Bid To Accounts Payable Remit To Address PO BOX 4555 City HOUSTON State TX Zip Zip 77210 4563 Country ___ Phone ew Phone FAX FAX Contact Contact Vendor Type Ownership cd _ Disadv _ Ethn
72. 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 a combination of the ALT key and the number 1 will represent the PF1 key At the bottom of the FAMIS screens there are PF keys listed that can assist in the use of the screen For example on Screen 104 Voucher Create the bottom of the screen shows the PF10 with the word Desc under it This means that by pressing the PF10 key a longer description may be entered TAB and BACKTAB Keys Use the TAB and BACKTAB keys on a 3270 terminal to move from field to field This will position the cursor at the start of each field Most PCs have a key labeled TAB while the BACKTAB is a combination of the SHIFT TAB keys Using the arrow keys instead of the TAB keys to move around the screen may lock the computer keyboard Use the RESET key then the TAB key to position the
73. e 4 digits Indicates the extension number at which the vendor can be reached 10 characters Provides the area code and number at which the vendor can receive FAX transmissions as entered by the purchasing office 20 characters Indicates the name of the person s to contact regarding purchasing bid correspondence Vendor Information User s Manual Page 11 13 Vendor Add Modify Screen 103 FIELD DESCRIPTIONS cont d Accounts Payable Remit To Address City State Zip Country Phone FAX Contact Page II 14 120 characters Identify the mailing address to which payments should be remitted 20 characters Indicate the city in which the vendor is located 2 characters Help Available Enter the abbreviation for the state or province in which the vendor is located 9 digits Provide the zip code to which all payments should be mailed 3 characters Help Available Type the abbreviation for the country in which the vendor is located if the address is for a foreign country Valid values include AB Armenia AC Antigua amp Barbuda 10 digits Indicate the area code and telephone number at which vendor may be reached 4 characters Provide the telephone extension number of the vendor 10 characters Indicate the area code and number at which the vendor may receive FAX transmissions 20 characters Include the name of the person s to contact regarding payment remittance
74. e Texas charter number for the business 3 digits Type the state agency code This is required if Ownership Code is E For example 710 for SAGO Entry Required Vendor Information User s Manual Vendor Add Modify Screen 203 FIELD DESCRIPTIONS cont d Security Busn Desc 1 digit TINS security code indicating who can change the vendor you set up Valid values are 0 1 or 2 3 digits currently not used Enter the business description code Sole Proprietor Partnership Data SSN FEI Name Email Addr Vendor Terms Disc Perct Days Ind Pay Days Payment Terms Disc Perct 11 digits Include the vendor s Social Security number or Federal Employer Identification number 50 characters digits Identify the name of the sole proprietor partnership 50 characters digits Include the vendor s E mail address if available 6 digits Specify the discount percent given by the vendor 4 digits Indicate the number of days allowed in the payment agreement 1 character Help Available Enter the indicated vendor terms Valid values are I As Invoiced N Net P Prox Blank 3 digits Indicate the number of pay days in the payment agreement 6 digits Specify the discount percent given by the vendor Vendor Information User s Manual Page III 17 Vendor Add Modify Screen 203 FIELD DESCRIPTIONS cont d Days Ind Pay Days FOB Esta
75. e person s to contact regarding payment remittance 2 digits Help Available Displays the code that defines general characteristics about the selected vendor Valid values are Business Employee Federal Agency Foreign Corporation Foreign Government Foreign Individual Foreign Partner Yes Individual Local Area Business Non Profit Organization Other Public Entities Texas State Agency Student Unknown United States Vendor GEA ROZAS RE 1 characters Help Available Provides the code that defines the type of individual s that own the selected vendor Vendor Information User s Manual Page III 33 Vendor Payables Create Screen 205 FIELD DESCRIPTIONS cont d 1099 TAMUS Part Hold Disadv Ethnic Orig Gender Freeze Page III 34 1 character Help Available Entry Required Indicates whether Y all vouchers should be pulled for 1099 purposes or whether if left blank 1099 codes will come from vouchers 2 digits Displays the campus code associated with the selected vendor if it is a member of the A amp M University System 1 character Indicates whether or not Y or N you wish to keep the system from processing process checks or State vouchers for payment to the vendor 1 character Help Available Show whether or not the vendor is certified as a disadvantaged vendor Values are Blank Not HUB Not Specified C Certifie
76. eing converted to a purchase order 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 A parameter from a control record or a program control transaction as opposed to a file maintenance transaction For GL a fund that consists of a self balancing set of 10 digit accounts For SL an entity of revenues and or expenses An on line feature that assists the user with data entry by providing information on the purpose and operation ofa particular screen The vendor record holding the multiple addresses that are used periodically as opposed to the primary address Vendor Information User s Manual Session SL Split Encumbrance Standing Order Subcode Subsidiary Ledger Suspense Account 1099 Vendor 1099 Voucher 10 Digit Account A control mechanism to track real time posting of a group of financial transactions is order to provide an audit trail See Subsidiary Ledger An encumbrance which applies to several accounts A type of purchase order used for reoccurring services like those provided by the telephone and electric companies Four digits appended to the account ID to identify attributes and dollar records within an account Revenue and expenditure accounts for the institution All SL account numbers begin with a ledger number of 1 through 9
77. elating Subsidiary Ledger revenue expense accounts to General Ledger fund accounts A system edit that checks each new 10 digit account against a table that specifies valid combinations of 6 digit accounts and subcodes See Global Subcode Edit That portion of a Purchasing document containing basic information such as the document s number the date and amount An on line feature which accesses PREDICT in order to supply descriptions valid values and suggested actions See Data Element HELP Diagnostic Message Help and Screen HELP Vendor Information User s Manual Indirect Updating Inquiry Screen Interface Interfund Borrowing JCL Job Control Language JCL Journal Entry Ledger Glossary Appendix The automatic posting of real dollar activity to a GL Balance Sheet account as a result of a direct transaction A screen which only displays information and cannot be used for entering data A communication link between data processing systems or parts of systems that permits sharing of information The transfer of an asset or liability from one fund to another See Job Control Language A problem oriented language used in IBM that expresses the statements of a job It is also used to identify the job or describe its requirements usually to an operating system A non cash transfer of dollars between two or more accounts A collection of account records for an organization
78. endor Flag Set Reset 143 Vendor Flag Set Reset A DAIGGER SCIENTIFIC DIVISION 08 27 01 14 06 FY 2001 CC 02 Screen Vendor 13688888550 Vendor Flags Comment N HOLD Payment Y FREEZE Activity ADDRESS NOT GOOD N DELETE this Vendor N DROP this Vendor __ Exclude Vendor from HUB Process dra Hold Info Freeze Info Delete Info Drop Info Operator WARDO2P Date 01 11 2001 Time 12 25 PM Enter PF1 PF2 PF3 PF4 PE5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Warns BASIC STEPS e Advance to Screen 143 e Type a valid vendor ID number on the Action Line e Press lt ENTER gt to display current vendor flag settings Change the values of the flags as necessary to determine the types of transactions that you will allow to be processed by the system for this vendor The possible values are Y on indicates that an action will occur N off indicates that the action will not occur e Provide the reason for which you are changing the current flag setting e Press lt ENTER gt to record the change Page 11 30 Vendor Information User s Manual Vendor Flag Set Reset Screen 143 EXPLANATION OF VENDOR FLAG SET RESET PROCESSES Vendor Search and Select Vendor search and select is available for all vendor identification numbers If you do not know the ID number of the vendor whose flags you would like to set you may type its name or a portion of its name to
79. entering the number of the screen desired Fields such as screen vendor voucher number and account are found on the Action Line Data that is entered on the Action Line will be carried in context from screen to screen until changed For example the GL account number 032365 is entered on the action line of the screen below That account will be carried in context until the user keys a different account in the field The lt ENTER gt key must be pressed after entering Action Line data If a user does not follow this step all information entered on the screen may be lost and must be re entered After pressing lt ENTER gt a message will be given at the top of the screen asking for modifications or providing further processing instructions F0002 Record has been successfully added 002 GL 6 Digit 03 03 94 14 56 e FY 1994 CC AA Screen Account 032365 NAVSO INC Account Title NAVSO INC Resp Person 999999999 DOE JANE Old Acct Year end Process F Reclassify _ Reporting Group __ Fund Group FG Sub Fund Group DF Sub Sub GP MESSAGE LINE The line above the Action Line is used to display messages to the user These messages may be processing messages such as the one below or error messages such as F6120 Insufficient BBA for encumbrances gt F6537 Please enter a valid six digit GL account 002 GL 6 Digit 01 20 92 11 26 SCROLLING THROUGH DATA Pressing the lt ENTER gt key will scroll through information
80. enu Help EHelp Addr Left Right Screen 160 Invoices by Vendor Inquiry Panel 2 160 Invoices by Vendor Inquiry DELL MARKETING LP Vendor 17444444448 Screen 488917071 98220179 A024730 D1916250 E000618361 E0420562 L017127 L038926 L124205 L148774 L167097 L167103 L187420 L187439 Invoice Amount 10 25 00 78 29 95 97 00 65 00 81 95 00 00 ess Sp QU 551 157 118 2 955 424 2 729 69 64 2 000 2 687 178 1 674 598 k k Pri Hmenu Help EHelp BASIC STEPS 010201 111099 072999 110900 020901 092998 102199 122999 100200 012101 032701 032701 060801 062001 lt ENTER gt o Advance to Screen 160 e Type a vendor number in the Vendor field A list of invoices and pertaining 07 03 01 12 14 FY 2001 CC 02 Invoice Nbr All N Vchr Number 2708931 5188931 5731277 5147218 5256156 5256149 to view Enter PF1 PF2 PF3 PF4 PE5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 PO Bank Number Number Trace P101483 027750 A024730 L127036 P102261 1912228 1017127 1038926 1124205 1148774 1167103 1167103 1187420 1187439 more vouchers vovo vvovvovvvvvv naz Addr Left Right information will be provided for the specified vendor Vendor Information User s Manual Page 11 35 Invoices by Vendor Inquiry Screen 160 INVOICE FILE LIST PROCESSES e Type a vendor number in the Vendor field
81. ers hh mm Indicates the time of day at which the selected flag was modified by the user See the Appendix for explanations of the standard PF Keys Warnings Displays any warnings from FAMIS Vendor Information User s Manual Invoices by Vendor Inquiry Screen 160 displays all invoices that are on file for a particular vendor Screen 160 Invoices by Vendor Inquiry Panel 1 160 Invoices by Vendor Inquiry DELL MARKETING LP Vendor 17444444448 Screen 488917071 98220179 A024730 D1916250 E000618361 E0420562 L017127 1038926 1124205 1148774 1167097 1167103 1187420 1187439 Invoice Amo 3 073 551 157 118 2 955 424 2 729 69 64 2 000 2 687 178 1 674 598 k k Pri unt 10 25 00 78 29 95 97 00 65 00 81 95 00 00 ess 010201 111099 072999 110900 020901 092998 102199 122999 100200 012101 032701 032701 060801 062001 lt ENTER gt 07 03 01 12 12 FY 2001 CC 02 Invoice Nbr All N Vchr Number 2708931 5188931 5731277 5147218 5256156 5256149 to view PO Check State Voucher Number Number Amount Date St P101483 027750 551 97 122299 A024730 1127036 P102261 1912228 1017127 1038926 1124205 64 65 120500 1148774 1167103 1167103 1187420 1187439 more vouchers rPruyyanvrpyeye yen Enter PF1 PF2 PF3 PF4 PF5 PF 6 PF 7 PF 8 PF 9 PF10 PF11 PF12 Hm
82. evel as well The 10 digit level includes account controls and object codes The capability to bypass on an individual voucher basis controls that were previously set for all vouchers The share of ownership that an account has in the institution s moneys A temporary summary account such as a payroll account which is periodically set to zero See Chart of Accounts A transaction that posts more than one debit or credit The information that identifies the record being displayed or to be displayed by the system The reduction of a payable previously paid or still open A credit memo may result from overpayment overbilling or the return of goods Vendor Information User s Manual Currency Code Cycle Data Database Data Control Data Element HELP Data Entry Default 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 Two or more programs that are run in a specific sequence p 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 The collected information that is accessible to the
83. for a specific vendor an asterisk or part of the vendor name for a pop up window of all vendors Press lt ENTER gt to access the information e Jn the pop up window typing an X beside the vendor will pass the information back to Screen 160 where the vendor invoices will be shown e The Invoice Nbr field can be used to position the display Entering a specific invoice number will position the inquiry information to begin with this invoice number FIELD DESCRIPTIONS Action Line Information Vendor 11 digits Entry Required Enter the vendor identification number Invoice Nbr 14 digits Type an invoice number for a particular voucher Screen Information Invoice Number 15 characters Shows the unique invoice number for a particular voucher Amount 15 characters Displays the amount of invoice Date 6 digits Indicates the date entered on the invoice header Screen 240 in purchasing or as entered on the voucher in Accounts Payable Vchr Number 7 digits Identifies the voucher number used for invoice payment PO Number 7 digits Shows the number assigned to the purchase order if used Page 11 36 Vendor Information User s Manual Invoices by Vendor Inquiry Screen 160 FIELD DESCRIPTIONS cont d Check State Voucher Number Amount Date St Bank Trace 7 digits Shows the check number or state voucher number 15 characters Indicates the amount of check or state
84. g on the drop flag is different in that it instructs the system to immediately drop the vendor from the database DELETE FLAG The delete flag marks a vendor for deletion or for dropping from the file The system checks the current fiscal year and the previous fiscal year for unpaid vouchers In addition the system will check for purchase orders that have not been completed and for vendor commodity relationships that are not deleted Vendor Information User s Manual Page II 31 Vendor Flag Set Reset Screen 143 DROP FLAG The drop flag will drop the vendor from the searches Setting the drop flag requires that the delete flag be set first If the vendor has no vouchers the vendor will be physically deleted from the file If there were vouchers for the vendor the vendor will be purged to the Vendor History file The history information is available on Screen 132 NOTE The delete flag must be on before the drop flag can be set to Y on EXCLUDE VENDOR FROM HUB PROCESS When this new HUB flag is changed a pop up window will appear asking Do you wish to exclude all vendors with the same State PIN number If you enter Y all FAMIS vendors on your campus that have the same State ID will also be changed These changes will be logged and can be viewed on Screen 201 Screen 143 HUB Flag Pop Up Window Do you wish to exclude all vendors with the same State PIN number _ COMMENTS IN THE VENDOR ADDRESS Enter
85. hasing bide correspondence should be sent 2 characters Indicates the abbreviation for the state or province in which vendor is located as entered by the purchasing office 9 digits Signifies the zip code to which all purchasing bid correspondence should be sent as entered by the purchasing office 3 characters Identifies the country in which the vendor is located if it is a foreign county 10 digits Provides the area code and telephone number at which the vendor can be reached as entered by the purchasing office Vendor Information User s Manual Vendor Purchasing Create Screen 204 Entry Required Entry Required Entry Required Entry Required Page III 23 Vendor Purchasing Create Screen 204 FIELD DESCRIPTIONS cont d Ext FAX Contact 4 digits Indicates the extension number at which the vendor can be reached 10 characters Provides the area code and number at which the vendor can receive FAX transmissions as entered by the purchasing office 20 characters Indicates the name of the person s to contact regarding purchasing bid correspondence Accounts Payable Remit To Address City State Zip Country Phone Page I 24 120 characters Identifies the mailing address to which payments should be remitted If you do not type an address this field will default to the address entered in the purchasing bid to field 20 characters Indicates the city in
86. he number as a note to the vendor s on line information Comments on the Vendor Address You may use the space provided for the vendor s address to enter reasons that actions have been taken on a selected vendor i e when they have been frozen If you wish to enter a comment about your vendor type an exclamation point as the first character of the vendor address and then enter your text NOTE This process should not be used as a substitute for freezing or deleting a vendor as it relies strictly on manual procedures FIELD DESCRIPTIONS Action Line Information Vendor 11 digits Entry Required Identifies the ID number of the vendor whose information you would like to add to or modify on the system Screen Information Name 50 characters Entry Required Displays the name of the vendor whose information you would like to add to or modify on the system Page III 30 Vendor Information User s Manual Vendor Payables Create Screen 205 FIELD DESCRIPTIONS cont d PIN Send New Setup to TINS Send Changes to TINS Tax ID Purchasing Bid To Address City State Zip 14 digits Provides the State Vendor Identification number for the vendor whose information you would like to add to or modify on the system 1 character Entry Required Indicate if the setup information for a vendor is to be sent to TINS gt This field will become blank again after processing anew mail code 1 character Entry Requ
87. ic Orig ___ Bus size _ TAMUS Employee _ Ck Limit 0 Retain Mths 18 Delete N Established 11 30 2000 By WARDO2P Modified By Enter PF1 PF2 PF3 PF4 PE5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Stats NxVn Order Left Right Screen 205 Vendor Accounts Payable Add Create Panel 2 205 Vendor Add Modify 07 05 01 14 27 FOOD EQUIPMENT SPECIALISTS FY 2001 CC 02 Screen Vendor 17603277762 Page 2 lt lt lt lt More gt Name FOOD EQUIPMENT SPECIALISTS Vendor Type BU Ownership Code _ Texas Company _ SIC Charter Nbr Employ Agency Security _ Busn Desc Sole Proprietor Partnership Data SSN FEI Name SSN FEI Name Email Addr Disc Pay Terms Perct Days Ind Days Vendor Payment Established 11 30 2000 By WARDO2P Modified By Enter PF1 PF2 PF3 PF4 PE5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Stats Left Right Page III 28 Vendor Information User s Manual Vendor Payables Create Screen 205 BASIC STEPS Adding a New Vendor Record Advance to Screen 205 Type the new vendor number in the Vendor field on the Action Line and press lt ENTER gt When a new vendor is being added the system will respond Vendor number not found enter modifications to add Press lt ENTER gt to confirm that you wish to add this new vendor to the system Type the vendor name and address in the space
88. ill read OUT When a voucher has entered the check or state voucher cycle the status column will read CYCL If a check or state voucher has already been printed the status will read PAID If a voucher has been reconciled it will read RECN Screen 162 Voucher Inquiry by Vendor Panel 1 Page 11 38 162 Voucher Inquiry by Vendor DELL MARKETING LP Screen Include Only S Voucher 5100093 5100283 5100613 5100616 5100618 5100622 5100873 5101004 5101518 5101533 5101642 5101644 Vch Lns PRPRPPRPPPNWRHERP ray Vendor Acct First 130041 00000 510679 00000 131502 00000 133008 00000 133008 00000 132007 00000 241612 00000 500174 00015 217990 00000 242414 72000 186169 00000 186169 00000 Vendor Subtotal Hmenu Help EHelp 17444444448 Voucher Dept Ref Description Stat Net Amount DELL DIMENSION 4100 S RECN PENTIUM III NOTEBOOK RECN DELL INSPIRON 5000 NO RECN HP LASERJET 2100XI PR RECN DELL OPTIPLEX GX110 C RECN DELL PRECISION WORKST RECN INV 385732383_ZIP DRI RECN OPTI PLEX GX110 MINI RECN DELL DIMENSION 4100 S RECN BATTERIES FOR DR HEA RECN REFERENCE QUOTE 44928 RECN REFERENCE QUOTE 44927 RECN 07 03 01 12 22 FY 2001 CC 02 Fiscal Yr 2001 All _ Pg 1_ of 1 Pg s Batch Qs 09 05 00 09 06 00 09 07 00 09 07 00 09 07 00 09 07 00 09 07 00 09 08 00 09 11 00 09 11 00 09 11 00 09 11 00 00 v WM o 41
89. ing a as the first character of the vendor address is a communication tool This should not be used as a substitute for freezing or deleting a vendor as is relies strictly on manual procedures The Hold Freeze Delete and Drop Information fields contain data that indicate the operator date and time the most recent flag information was changed FIELD DESCRIPTIONS Action Line Information Vendor 11 digits Entry Required Identify the vendor whose flags you would like to set reset Screen Information Comment 50 characters When activating the vendor flags you will be prompted to provide a reason why you are modifying the current setting This reason will be displayed in this space Page II 32 Vendor Information User s Manual Vendor Flag Set Reset Screen 143 FIELD DESCRIPTIONS cont d Vendor Flags HOLD Payment FREEZE Activity DELETE this Vendor DROP this Vendor 1 character Help Available Indicate whether or not Y or N you wish to hold any payments both checks and state vouchers to the vendor This flag does not prevent new payment requests or Purchase Orders from being entered Please Note The check override flag on the voucher screens will supersede the Y setting of this flag 1 character Help Available Signify whether or not Y or N you wish to restrict all new activity or new requests for payment against this vendor N Vouchers Processed Y No 14X
90. ip Blank Not Specified M Male Owned W Woman Owned 1 character Indicate whether or not Y or N the vendor has been frozen from any new activity 1 character Help Available Type the code indicating the size of the vendor s business Blank Not Specified L Large Business S Small Business Just Right 1 character Specify if the vendor is an employee of The Texas A amp M University System Y Yes N No Blank No 1 digit Help Available Type a user defined code that is used to limit the amount on a single check paid to a vendor This is used to help prevent large dollar keying errors NOTE Check limit codes are maintained on Screen 807 2 digits Enter the number of months a vendor is left on file after its last activity If left blank it will default to an 18 month retention Vendor Information User s Manual Page 11 17 Vendor Add Modify Screen 103 FIELD DESCRIPTIONS cont d Delete Established By Modified By Panel 2 Name Vendor Type Page 11 18 1 character Indicates whether or not Y or N the vendor has been flagged for deletion by the system 8 digits mm dd yyyy Shows the date vendor was established on the system 6 characters Provides the user ID of the person who established vendor on the system 8 digits mm dd yyyy Displays the date the vendor s information was last modified 6 characters Indicates the
91. ired Indicate if this modified or additional information for the vendor is to be sent to TINS This value will remain until a manual change has been made 9 digits Identifies the vendor s tax ID number Which is used to support 1099 payments and reporting 120 characters Provides the postal address to which all purchasing bid correspondence should be sent as entered by the purchasing office 20 characters Displays the city as entered by the purchasing office to which all purchasing bide correspondence should be sent 2 characters Indicates the abbreviation for the state or province in which vendor is located as entered by the purchasing office 9 digits Signifies the zip code to which all purchasing bid correspondence should be sent as entered by the purchasing office Vendor Information User s Manual Page I 31 Vendor Payables Create Screen 205 FIELD DESCRIPTIONS cont d Country Phone FAX Contact 3 characters Identifies the country in which the vendor is located if it is a foreign county 10 digits Provides the area code and telephone number at which the vendor can be reached as entered by the purchasing office 4 digits Indicates the extension number at which the vendor can be reached 10 characters Provides the area code and number at which the vendor can receive FAX transmissions as entered by the purchasing office 20 characters Indicates the name of the per
92. ist of all vendors on hold but also shows the reason they were placed on hold Screen 172 State Hold Vendor Name Search Panel 1 172 State Hold Vendor Name Search Screen PM MO OM MM MM MM KM ZZZZZZZZZZZZZZZ N yO UzZZZZZEODO amp Press Vendor N 07 03 01 13 15 FY 2001 CC 02 Vendor Name amp F INVESTMENTS INC DARLENE H HENSLEY PETROLEUM PRODUCT SERVIC PETROLEUM PRODUCT SERVICES INC CONSTRUCTION INC FOOD MART ENTERPRISES INVESTMENT GROUP INC LEASING L L C PROPERTIES INC INC DYNAMITE INC ENTERPRISES INC INC BUSINESS INC lt ENTER gt For More Entries Hold Release H R _ Hold Hold Src Rsn 320 455 010 330 582 390 304 013 304 013 362 435 304 026 304 026 304 013 304 026 304 026 304 026 304 026 304 026 304 013 Vendor ID 17521231967 24124451046 17524556648 17524966648 17524234642 24615123214 30000425389 17524890428 30118255589 17312222448 17425333290 17421111068 17516888956 30005000741 17604222167 Enter PF1 PF2 PF3 PF4 PEF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Hist HSrc Left Right Screen 172 State Hold Vendor Name Search Panel 2 172 State Hold Vendor Name Search Screen amp amp amp amp amp amp amp amp amp amp amp amp N N N amp B N amp B N amp D N amp M N amp N N amp N NE amp N NE amp N N amp P N amp R N amp R N amp R N Z amp Press
93. ix Value Based Vendor Vendor Addresses Page IV 28 A mechanism used to restrict operator access to information by comparing operator security authorization with the value stored in the field A provider of goods and or services See Order From Addresses and Remit To Addresses Vendor Automatic Vendor Commodity Vendor File A feature that automatically assigns a specific Number Assignment to the vendor in the Action Context Line A good or service purchased from a specific vendor A record of all attributes dollar data and control information for all vendors T Fa DOC WRKNPRCS Vendor Vend001 1 doc 11 17 2000 jac 10 02 2001 jac Vendor Information User s Manual
94. l Ledger account The account control designates a specific asset liability fund balance fund addition fund deduction or summary control A 6 digit identification number for an account A 10 position ID within the master file of the Financial Accounting 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 Vendor Information User s Manual Accounts Payable An application of the Financial Records System AP processes vendor invoices 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 vendor name primary name that prints on the check The Purchasing System also offers a commodity alias name and permits you to define any number of alias names once a vendor has been created AP See Accounts Payable Attributes Descriptive data associated with a record Examples are school department function name and responsible person Attributes support a variety of sophisticated reporting techniques Automatic Budget Reallocation ABR When transactions are entered a process by which the system automaticall
95. lable Signifies whether the selected vendor is male M or woman W owned 1 character Indicates whether or not Y or N the vendor has been frozen from any new activity 1 character Help Available Indicates if this vendor is considered a Large or Small size business 1 character Indicates whether or not Y N or Blank the vendor is an employee of the A amp M University System Vendor Information User s Manual Ck Limit Retain Months Delete Established By Modified By Additional Functions PF KEYS PF 6 Stats PF 9 Order PF 10 NxVn Vendor Information User s Manual Vendor Purchasing Create Screen 204 FIELD DESCRIPTIONS cont d 1 digit Help Available Displays a user defined code that is used to limit the amount on a single check paid to a vendor This is used to help prevent large dollar keying errors NOTE Check limit codes are maintained on Screen 807 2 digits Number of months a vendor is left on file after its last activity If left blank it will default to an 18 month retention 1 character Indicates whether or not Y or N the vendor has been flagged for deletion by the system 8 digits Indicates the date vendor was established on the system 6 characters Provides the user ID of the person who established vendor on the system 8 digits Displays the date the vendor s information was last modified 6 characters In
96. ll vendor s Press PF11 to scroll right and view the text describing the agency that placed a vendor on hold the date it was effective and the amount of money owed by the vendor To view description for the reason the agency placed the vendor on hold press PF6 Type an X to the left of the desired vendor and press lt ENTER gt to add or change the hold status information BASIC STEPS e Advance to Screen 175 e To advance the display to a specific vendor type the vendor s name or vendor identification number in the Vendor field on the Action Line and press lt ENTER gt e If the hold status information needs to be modified type an X next to the vendor s name and press lt ENTER gt to advance to Screen 209 FIELD DESCRIPTIONS Action Line Information Vendor 11 digits Enter a valid vendor identification number to advance the display to a specific vendor Screen Information Panel 1 Vendor Name 26 characters Displays the name of the vendor that has been placed on hold by agency Vendor ID 11 digits Shows the vendor s identification number Vendor Information User s Manual Page I 59 Vendor Hold by Agency Screen 175 FIELD DESCRIPTIONS cont d Hold Rsn Hold Reason Description Panel 2 Agency Hold Date Liability Amt Additional Functions PF KEYS PF6 Agncy Page II 60 3 digits Identifies the code number for the reason the vendor was placed on hold 30 characte
97. ll vendor s Type H Hold or R Release in the Hold Reason H R field to view vendor s who have either been placed on Hold with the State or have been released from being on hold Press PF11 to scroll right and view the text describing why the vendor was placed on hold with the State To view the description for the Hold Source press PF7 To see the vendor s hold history code place your cursor on a line item and press PF6 BASIC STEPS e Advance to Screen 172 e To advance the display to a specific vendor type the vendor s name in the Vendor field and press lt ENTER gt e Type an H or R in the Hold Reason H R field to view specific vendors that have either been placed on hold with the State or who have been released from being held FIELD DESCRIPTIONS Action Line Information Vendor 30 characters Entry Required Enter vendor name to advance the display to a specific vendor Hold Release H R 1 character Type H or R to restrict the display to vendors who are on hold or that have been released from being placed on hold with the State Screen Information Panel 1 Vendor Name 50 characters Displays the name of the vendor on hold with the State Vendor Information User s Manual Page II 53 State Hold Vendor Name Search Screen 172 FIELD DESCRIPTIONS cont d Vendor ID Hold Src Hold Rsn Panel 2 Hold Reason Additional Functions PF KEYS PF6
98. name of the vendor as it will be printed on checks Page Il 24 Vendor Information User s Manual Vendor Name Alias Maintenance Screen 120 FIELD DESCRIPTIONS cont d Vendor Alias 35 characters An alias is a common name for a vendor other than the name that prints on the check You may enter up to 16 such names for your selected vendor Drop 1 character Indicates whether or not Y or blank you wish to drop the alias from the system Additional Functions PF KEYS See the Appendix for explanations of standard PF Keys Vendor Information User s Manual Page 11 25 Vendor History Vendors are moved to the History File once the Drop Flag has been set to Y on Screen 143 If there is any voucher activity for a specified vendor during the current or previous Fiscal Year vendor information is sent to the History file for 1099 reporting A vendor who qualifies to be reported to the IRS on form 1099 MISC is referred to as a 1099 vendor This vendor is also called a payee in the tax reporting process The payer is the institution making the payments to the vendor Screen 132 Vendor History 132 Vendor History THE HOUSTON GAZZETTE 07 02 01 14 43 FY 2001 CC 02 Screen Vendor 1111111110D Vendor Name THE HOUSTON GAZZETTE Remit To Address 4222 COLLEGE MAIN City State Province TX Zip Postal Code Country Telephone 1099 _ Tax ID 111111110 Drop Info Operator Date Time Reinstate Vendor Y N _ Last
99. nce the display toa specific vendor Hold Release H R 1 character Type H or R to restrict the display to vendors who are on hold or that have been released from being placed on hold with the State Page II 50 Vendor Information User s Manual State Hold Vendor ID Search Screen 171 FIELD DESCRIPTIONS cont d Screen Information Panel 1 Vendor Name Vendor ID Hold Src Hold Rsn Panel 2 Hold Reason Additional Functions PF KEYS PF9 Hist PF7 HSre 50 characters Displays the name of the vendor on hold with the State 11 digits Shows the vendor s identification number 3 digits Identifies the hold source code that shows that placed the vendor on hold with the State For example 302 Attorney General 304 Comptroller of Public Accounts 310 Treasury Department 322 Texas Employment Commission 3 digits Includes the code number for the reason the vendor was placed on hold 30 characters Displays the text describing the reason the vendor was placed on hold with the State See the Appendix for an explanation of the standard PF Keys History Displays the hold history for the selected vendor Hold Source Shows the hold source code and description Vendor Information User s Manual Page II 51 State Hold Vendor Name Search Screen 172 may be used to search for vendors who have been placed on hold with the State This screen not only displays a l
100. ndor with the same social security number or federal employer identification number as the vendor ID that you enter on the Action Line FAMIS will automatically pull in some of the vendor information You may find this happens when you enter information for a vendor that is found in multiple cities Typically the only difference between the vendors will be the mailing address and the mail code the 11 digit of the vendor ID number Temporary Vendors FAMIS allows you to set up a temporary vendor ID for those times when you do not have the state ID or tax ID number for your vendor at the time your order has been placed To do this type TO in the Vendor field on the Action Line and the system will automatically assign a temporary ID number for your vendor When you receive the state ID and or the tax ID for the vendor you can return to this screen and add the number as a note to the vendor s on line information Comments on the Vendor Address You may use the space provided for the vendor s address to enter reasons that actions have been taken on a selected vendor i e when they have been frozen If you wish to enter a comment about your vendor type an exclamation point as the first character of the vendor address and then enter your text NOTE This process should not be used as a substitute for freezing or deleting a vendor as it relies strictly on manual procedures BASIC STEPS Adding a New Vendor Record e Advance to Screen 10
101. nown enter the name or a portion of the name on the Action Line to access a pop up window This window will display a list of vendors and their ID numbers beginning with the name entered Place an X to the left of the desired vendor and press lt ENTER gt to select the vendor and return to Screen 101 Press PF4 to return to Screen 101 without selecting a vendor Note e Typing a portion of the name will access vendor names in alphabetical order beginning with these letters e An asterisk placed in the Vendor field followed by lt ENTER gt will bring up a numerical listing of all vendors e FAMIS Vendor ID numbers are necessary to process a voucher and are made up of three parts the Federal ID number or SSN preceded by a digit 1 6 and followed by a mail code e State Vendor ID numbers are the State Comptroller IDs used by the Fiscal Department to send vouchers to the State of Texas for payment These IDs are not necessary for a departmental voucher e Press the PF9 key to access a pop up window displaying all the addresses for a specified vendor Type an X next to the desired vendor address and press lt ENTER gt to pass the indicated vendor identification number back to Screen 101 The address selected will be displayed on the screen Address Line 1 City State PO BOX 340 BRYAN 900 EAST 24TH STREET 900 EAST 24TH STREET FIELD DESCRIPTIONS Action Line Information Vendor 11 digits Entry Required Enter a valid
102. nq by Alt Vendor Vouchers by Reconciliation Bank Check Inquiry Check List Other Menus Outstanding Check List M18 1099 W2 Menu Vouchers by Check Inquiry Enter PF1 PF2 PF3 PF4 PF5 PF 6 PF 7 PF 8 PF 9 PF10 PF11 PF12 Hmenu Help EHelp Menu M21 Purchasing Vendor Information Menu M21 Vendor Information Menu 09 19 01 16 26 FY 2002 CC SA Screen Vendor Change Log Vendor Add Modify Vendor Purchasing Create Vendor Payables Create Vendor ACH Information State Vendor Hold Maintenance Vendor Flag Set Reset Vendor Number Search Vendor Alias Maintenance Vendor History Enter PF1 PF2 PF3 PF4 PF5 PF 6 PF 7 PF 8 PF 9 PF 10 PF11 PF12 Hmenu Help EHelp Vendor Information User s Manual Page II 2 Vendor Information User s Manual Searching Vendor ID Numbers Vendor numbers are used extensively throughout the accounts payable and purchasing sections of FAMIS In order for a vendor to be paid they must first be assigned a vendor ID number on the system However you may have problems deciding which vendor ID to use when there is more than one vendor with the same ID number entered on the system When this happens you may use Screen 101 to distinguish between the vendors Often separate IDs are assigned when two vendors of the same name are found in different cities Screen 101 Vendor
103. onccnnncnnn non 11 35 Voucher Inquiry by Vendor Screen l 2 ooooooccccincccnocononanonnnnonnnnnnononcnonccnnncrnn non 11 38 Voucher Inquiry by Alternate Vendor Screen 170 oooooonoccconccunccnnoncnonnconncnnnnnnn nono 11 44 State Hold Vendor ID Search Screen 171 ooooooninococcconcnccocannnanannnonocnononnrno non nnonoos I 49 State Hold Vendor Name Search Screen 172 oooooooococcnonocononononnnonononononnnnnnnnnnnno II 52 State HUB Vendor ID Search Screen Tui it I 55 Vendor s Held by Agency Screen IT ia 1 58 PART II VENDOR INFORMATION PURCHASING Vendor Change Log Screen 201 siii ains iris MI 3 Vendor Add Modify Screen 203 A ii M 8 Vendor Purchasing Create Screen 204 iii cena tte eee M 20 Vendor Accounts Payable Add Create Screen 205 11 28 Vendor ACH Information Screen 207 coonoooocccnonoconccononnnonnnononononononnnconnnnonnnnnn nooo 11 37 State Vendor Hold Maintenance Screen 209 oocooonococonononanonononnnnnnonanonnnonnnnnnnos M 42 PARTIV APPENDIX Instruction Page ni iii IV 3 Standatrd PE KEYS reorienti E E aicadeatenlen woes A IV 8 Vendor Name Cuide Mesa IV 18 A e eaten I eos esa E E ENEA peat IV 21 Vendor Information User s Manual Page I 5 M11 M21 101 102 103 120 132 Page I 6 Vendor Screen Information MENU SCREEN DESCRIPTION AP and Vendor Menu Lists all the available inquiry screens to use the Accounts Payable application functions Purchasing Vendor Menu Provides
104. or 15X Transactions Processed Blank 1 character Help Available Indicate whether or not Y or N you wish to mark the vendor for deletion N Process Vouchers Y No vouchers or Maintenance Processed Blank 1 character Help Available State whether or not Y or N you wish to have the vendor physically removed from the database Setting the drop flag requires that the delete flag be set first If there were completed vouchers for the vendor on file the vendor will be purged to the Vendor History file see Screen 132 N Active Vendor Y Vendor Dropped History Saved Blank Vendor Information User s Manual Page II 33 Vendor Flag Set Reset Screen 143 FIELD DESCRIPTIONS cont d Exclude Vendor from HUB Process 1 character Help Available Used to exclude all expenditures for a specified vendor from the HUB process including monthly reports and extract for Governor s semi annual report Y all FAMIS vendors on your campus that have the same State ID will be also be changed N do not exclude all vendors from the HUB process Hold Freeze Delete and Drop Info Operator Date Time Additional Functions PF KEYS PF12 Warns Page II 34 6 characters Provides the user ID of the person responsible for setting resetting the selected vendor flag 8 digits mm dd yyyy Identifies the date on which the selected flag was modified by the user 10 charact
105. or or add a new vendor s name 14 digits Include the vendor s personal identification number 1 character Indicate if the setup information for a vendor is to be sent to TINS This field will become blank again after processing a new mail code 1 character Indicate if this modified or additional information for the vendor is to be sent to TINS This value will remain until a manual change has been made 9 digits Enter the vendor s tax identification number Entry Required Entry Required Entry Required Entry Required Entry Required Entry Required Vendor Information User s Manual FIELD DESCRIPTIONS cont d Purchasing Bid To Address 4 lines 30 characters Type the vendor s bid mailing address City 20 characters Include the name of the city for the bid mailing address State 2 characters Help Available Enter vendor s state for the bid mailing address Zip 9 digits Identify the zip code for the bid mailing address Country 3 characters Help Available Type the country code for the vendor s bid mailing address Phone 12 digits Enter the phone number for the vendor s bid mailing address Ext 4 digits Include the phone extension for the bid mailing address FAX 12 digits Type the FAX number for the bid mailing address Contact 25 characters Indicate the name of the contact person at the vendor s bid mailing address Accounts Payable Remit To Address 4 lines 30 charac
106. ppear as Jones John for searching When searching for names search for John Jones in case the was not entered Page IV 18 Vendor Information User s Manual Vendor Name Guidelines Appendix The A and An Business names beginning with The A or An should be entered with the most important portion of the name following the for the name The Apothecary Shop the name should be entered as The Apothecary Shop For name searches and sorting the system will display the name as Apothecary Shop The Periods and Commas Do not use periods and commas These affect sorting and cause problems when they are not consistently used The Never use the sign for Care of This is a special reserved character to the programming language and causes severe problems Name Changes and Aliases Whenever the name of a vendor is changed the old name becomes an alias and is still available for name searches The aliases for a vendor may be viewed on screen 120 Screen 120 can also be used to create aliases for vendors If you wish to see IBM in name searches but prefer the name to print The IBM Corporation on checks and purchase orders use screen 120 to create an alias of IBM Screen 120 may be used to delete an alias if there was a mistake in the original name when it was created Same Federal ID Different Name Different Address Vendors with the same federal tax id but a different name or multiple add
107. r N you wish to reinstate this vendor to an active state where vouchers may be processed against it 3 characters Displays the user ID of the person who instructed the system to drop the vendor 8 digits mm dd yyyy Indicates the date vendor was dropped from the system 10 characters Provides the time vendor at which the vendor was dropped 8 digits mm dd yyyy Identifies the date on which the last activity was processed by the system for this vendor 35 characters Displays the reason the selected vendor was removed from the system Vendor Information User s Manual Vendor History Screen 132 FIELD DESCRIPTIONS cont d Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys Vendor Information User s Manual Page I1 29 Setting and Resetting Vendor Flags Vendor activity 1s controlled in FAMIS by a series of vendor flags These flags include freezing the vendor from future activity holding payments to the vendor and removing the vendor from the system Screen 143 is used to set and reset these vendor activity flags These flag settings determine the types of transactions that may be processed against your vendor A new flag has been added to this screen that can be set to exclude ALL expenditures for the specified vendor to be excluded from the HUB process This includes the monthly reports as well as the extract for the Governor s semi annual report Screen 143 V
108. r a new mail code needs to be sent to TINS This flag must be set BEFORE you make changes to the fields If you fill out the screen and then change the flag it WILL NOT feed to the state however you can change the flag using Screen 201 and the changes will be sent Page III 8 Vendor Information User s Manual Vendor Add Modify Screen 203 The system will use this flag to log the mail code a special way in order to send the setup to the state This flag is changed to blank after a successful update or ADD Send Changes to TINS Values Y or N This flag must be set BEFORE you make changes to the fields If you fill out the screen and then change the flag it WILL NOT feed to the state however you can change the flag using Screen 201 and the changes will be sent This flag will remain set until it is changed by the user Additional information can be viewed by using the PF keys shown at the bottom of the screen Press the PF11 key to display additional columns of information to the right and return to the original panel by pressing PF10 Screen 203 Vendor Add Modify Panel 2 203 Vendor Add Modify 07 05 01 13 25 AGGIELAND CYCLING amp FITNESS FY 2001 CC 02 Screen Vendor 17429333321 Page 2 lt lt lt lt More gt Name AGGIELAND CYCLING amp FITNESS Vendor Type BU Ownership Code S Texas Company N SiC as Charter Nbr _ Employ Agency Security _ Busn Desc Sole Proprietor P
109. r for vendors that are corporations 3 digits Type the state agency code This is required if Ownership Code is E For example 710 for SAGO 1 digit TINS security code indicating who can change the vendor you set up Valid values are 0 1 or 2 3 digits currently not used Enter the business description code Vendor Information User s Manual Page II 19 Vendor Add Modify Screen 103 FIELD DESCRIPTIONS cont d Sole Proprietor Partnership Data SSN FEI Name Email Addr 11 digits Specify the Social Security Number or Federal Employer Identification number for a member of the partnership 50 characters Include the name of the person associated with the specified SSN FEI 50 characters digits Enter the vendor s E mail address if available Terms Vendor Payment Disc Perct Days Ind Pay Days FOB Page 11 20 6 digits Identify the standard discount percentage given by the vendor 3 digits Specify the number of days in which the payment must be made in order to receive the discount 1 digit Help Available Include any special indicators for the discount Valid values are I As Invoiced N Net P Prox Blank 3 digits Identify the Vendor Net Pay Days 2 digits Help Available Define the Freight on Board specifications for the vendor Values are Blank Not Specified CL Freight Collect DA Destination Frt Prepaid and Add DP Destina
110. reezing or deleting a vendor as it relies strictly on manual procedures FIELD DESCRIPTIONS Action Line Information Vendor 11 digits Entry Required Identifies the ID number of the vendor whose information you would like to add to or modify on the system Screen Information Name 50 characters Entry Required Displays the name of the vendor whose information you would like to add to or modify on the system PIN 14 digits Provides the State Vendor Identification number for the vendor whose information you would like to add to or modify on the system Send New Setup to TINS 1 character Entry Required Indicate if the setup information for a vendor is to be sent to TINS gt This field will become blank again after processing anew mail code Page I11 22 Vendor Information User s Manual FIELD DESCRIPTIONS cont d Send Changes to TINS Tax ID Purchasing Bid To Address City State Zip Country Phone 1 character Indicate if this modified or additional information for the vendor is to be sent to TINS This value will remain until a manual change has been made 9 digits Identifies the vendor s tax ID number Which is used to support 1099 payments and reporting 120 characters Provides the postal address to which all purchasing bid correspondence should be sent as entered by the purchasing office 20 characters Displays the city as entered by the purchasing office to which all purc
111. released NOTE You may only use a Hold Reason code for which you are authorized to submit Screen 209 State Vendor Hold Maintenance 209 State Vendor Hold Maint CAKES BY DAMON 07 06 01 12 28 FY 2001 CC AA Screen ___ Vendor 17466852210 CAKES BY DAMON PIN 17466852211 Hold Y Hold Reason 520 All changes except the NOTE field are sent to Effective Date 07 06 2001 Liability Amount 1500 00 Release Release Date Vendor Change Information Established 11 02 2000 Added By CHAMO2T Date Modified 07 06 2001 Modified By KAK156 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp VENDOR HOLD MAINTENANCE PROCESSES Type a valid vendor identification number or name in the Vendor field and press lt ENTER gt You may also type an in this field to view a list of vendors Select the desired vendor s name by typing an X in the field to the left of the vendor s name and press lt ENTER gt To place request that a vendor be placed on hold enter Y in the Hold field enter the appropriate code explaining why the vendor is being placed on hold the date the hold should become effective and the amount of money owed Page I 42 Vendor Information User s Manual State Vendor Hold Maintenance Screen 209 BASIC STEPS Advance to Screen 209 Type a valid vendor s identification number in the Vendor field and press lt ENTER gt If
112. resses must have a separate vendor id This is done by changing the last character of the vendor ID This character is known as the mail code The mail code may be either numeric or alphabetic Tom Padgitt Co 1741731720 Padgitt Communications 1741731721 Vendor Information User s Manual Page IV 19 Vendor Name Guidelines Appendix First Digit of the Vendor ID The first digit of the vendor id indicates that it is a company or an individual Companies begin with a 1 Individuals begin with a 2 If more than 36 mail codes are needed add 3 to the first digit of the vendor id and keep the next nine the same as the original Thus companies would start with 1 4 and 7 Individuals will start with 2 5 and 8 Page IV 20 Vendor Information User s Manual ABR ABR Pool Table Account Account Control Account ID Account Number Glossary See Automatic Budget Reallocation A user defined table assigning rules for budget pools and the subcode ranges participating in each pool A functional unit identified by an account ID that serves a particular accounting purpose where one person has primary responsibility for it Accounts include balance sheets GL and revenue expenditure accounts SL A building in the Plant Funds area is an example of a General Ledger account and the President s Office is an example of a Subsidiary Ledger account The last four digits in the account number for a Genera
113. rmation Established Added By Date Modified Modified By Additional Functions PF KEYS 1 character Enter Y to override the sending of ACH Automated Clearing House for a vendor This keeps the routing information available Checks will be created for the vendor until reset 50 characters digits Displays the vendor s email address 8 digits mm dd yyyy Shows the date the vendor was added to FAMIS 8 characters digits Indicates the FAMIS user ID of the person who added the vendor information to FAMIS 8 digits mm dd yyyy Shows the last date the vendor information was modified 8 characters digits Displays the FAMIS user ID of the person who last modified the vendor information See the Appendix for an explanation of the standard PF Keys Vendor Information User s Manual Page M 41 State Vendor Hold Maintenance If a vendor owes money to a TAMUS System Part and that vendor s name is not on the State Vendor Hold list you may use Screen 209 to submit the vendor s information to the State for inclusion on their Vendor State Hold list Once the vendor has paid the money owed use this screen once again to submit a release request to the State to remove the vendor s name from the Vendor State Hold list Type Y in the Release field the effective date the vendor s name is to be removed from the State Vendor Hold list and include any pertinent notes that would explain why the vendor should be
114. rmation on the current Screen 203 needs to be entered and edited with the information on Screen 206 due to the TINS rules The major change is the addition of Panel 2 to handle more vendor attributes Second is the addition of two flags Send New Setup to TINS and Send Changes to TINS Setting TINS flags will initiate sending new vendor information to TINS NOTE Update access to this screen should be restricted Screen 203 Vendor Add Modify er 203 Vendor Add Modify 07 05 01 13 21 AGGIELAND CYCLING amp FITNES FY 2001 cc 02 Screen Vendor 17429333321 ge 1 lt More gt gt gt gt Name AGGIELAND CYCLING FITNE PIN 17429333320 000 Send New Setup to TINS _ MSend Changes to TINS N Tax ID 742933332 Purchasing Bid To Accounts Payable Remit To Address 817 S TEXAS HIGHWAY City COLLEGE STATION State TX Zip Zip 77840 Country Phone Phone 979 696 9490 Ext FAX FAX Contact Contact Vendor Type Ownership cd S Disadv _ Ethnic Orig ___ ca Freeze N Bus size _ TAMUS Employee _ Ck Limit 0 Retain Mths 18 Delete N Established 09 27 2000 By WARDO2P Modified 01 11 2001 By WARDO2P Enter PF1 PF2 PF3 PF4 PF5 PF 6 PF 7 PF 8 PF 9 PF 10 PF11 PF12 Hmenu Help EHelp Stats NxVn Order Left Right Send New Setup to TINS Values Y or N Set this flag to Y wheneve
115. rs Includes the description of why the vendor was placed on hold 3 digits Displays the name of the agency that placed the vendor on hold 8 digits mm dd yyyy Shows the date the vendor was placed on hold status 13 digits Identifies the amount owed by the vendor See the Appendix for an explanation of the standard PF Keys Agency Displays information about the hold status the reason agency code and agency s name that placed the vendor on hold Vendor Information User s Manual Page III 2 Vendor Information User s Manual Vendor Change Log Changes that have been made to a FAMIS vendor record on Screen 203 Screen 103 or Screen 207 may be viewed on Screen 201 This screen also shows the date and time a change was made In addition you may flag changes that need to be sent electronically to TINS and view if the changes have been sent Additional fields of information are displayed on Panel 2 and Panel 3 Press the PF11 key to scroll right and view these panels NOTE Update access to this screen should be restricted Only the field names will be displayed if the user does not have the proper access Screen 201 Vendor Change Log Panel 1 201 Vendor Change Log JANNA MURPHY Screen Vendor 29999999999 Order N Field 07 12 01 13 49 FY 2001 CC 01 Send Sent Tins Tins z 301 TARROW DR JOHN B CONNALLY BL FAMIS SERVICES THE TX A amp M UNIVERS 1099 CODE E ZIP CODE 778407896 T
116. s Shows the changed field value 8 digits mm dd yyyy Identifies the date the field change was made 8 digits mm dd yyyy Displays the nightly processing date for sending the change to TINS 18 characters digits Shows the changed field value Vendor Information User s Manual Vendor Change Log Screen 201 FIELD DESCRIPTIONS cont d Old Field Value Date Changed Time Changed Panel 3 New Field Value Userid Date Changed Time Changed Additional Functions PF KEYS PF7 Audit 18 characters digits Identifies the old value used for this field prior to the change 8 digits mm dd yyyy Displays the date a field value change was made 6 digits hh mm ss Shows the time the field value change was entered 18 characters digits Shows the changed field value 8 character digits Identifies the FAMIS User ID of the person who made the change 8 digits mm dd yyyy Displays the date a field value change was made 6 digits hh mm ss Shows the time the field value change was entered See the Appendix for an explanation of the standard PF Keys View the audit information for the selected Vendor Vendor Information User s Manual Page III 7 Vendor Add Modify Screen 203 is used to add a new vendor to FAMIS and to make changes to existing vendors NOTE Screen 203 and Screen 206 have been combined into one screen with two panels Screen 203 This is necessary because info
117. s will not be added in the 100 range to replicate Screen 207 NOTE Update access to this screen should be restricted Screen 207 Vendor ACH Data 207 Vendor ACH Information 07 12 01 14 00 FY 2001 cc 01 Screen ___ Vendor 29999999999 JANNA MURPHY PIN 29999999999 Send to TINS Routing Number 333333333 Account Number 111111111 Account Type C Trans Type PPD_ Prenote Sent Dt Prenote Override Y Dt 12 11 2000 ACH Start Dt 12 11 2000 ACH Override Y Vendor Change Information Established 01 31 1995 Added By K156JKB3 Date Modified 05 01 2001 Modified By WILPO1P Enter PF1 PF2 PF3 PF4 PE5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp EXPLANATION OF VENDOR ACH DATA Type a valid vendor identification number or name in the Vendor field and press lt ENTER gt You may also type an in this field to view a list of vendors Select the desired vendor s name by typing an X in the field to the left of the vendor s name and press lt ENTER gt Vendor Information User s Manual Page III 37 Vendor ACH Data Screen 207 New Fields Send to TINS Values Y or N This flag works similarly to the two Send xxxx to TINS flags on Screen 203 but is a different field It may be set differently from the ones on Screen 203 Example if you have ACH set one way at the state for state payments but want local payments sent to different ACH routing A different m
118. ship code Valid values include A Professional Organization Blank None C Professional Corporation E State Employee F Financial Institution G Government Entity I Individual Not Owning A Business Joint Venture Limited Partnership Other Out Of State Corporation Partnership Foreign Sole Proprietorship Texas Corporation State Agency University DAA CcaA0mN 1 character Help Available Include a valid 1099 code BLANK Not Specified Corporation Employee Foreign Individual Not For Profit Other Partnership Real Es tate 1099 1042 NKDVOZ DMA 2 characters Help Available Enter the TAMUS Member Part this vendor information belongs to For example 03 Texas A amp M University System 04 Texas A amp M University 1 character Shows Y Yes or N No if this vendor is on hold with the State of Texas Vendor Information User s Manual Vendor Add Modify Screen 203 Entry Required Page III 13 Vendor Add Modify Screen 203 FIELD DESCRIPTIONS cont d Disadv Ethnic Orig Gender Freeze Bus size TAMUS Employee Ck Limit Page I 14 1 character Help Available Include one of the following valid disadvantage codes Blank Not Hub Not Specified C Certified HUB Business H HUBZONE Labor Surplus Area N Not HUB S Self Declared HUB Business 3 characters Help Avail
119. son s to contact regarding purchasing bid correspondence Accounts Payable Remit To Address City State Zip Page III 32 120 characters Identifies the mailing address to which payments should be remitted If you do not type an address this field will default to the address entered in the purchasing bid to field 20 characters Indicates the city in which the vendor is located If you do not type a city this field will default to the city entered in the purchasing bid to field 2 characters Displays the abbreviation for the state or province in which the vendor is located If you do not type a state code this field will default to the state entered in the purchasing bid to field 9 digits Provides the zip code to which all payments should be mailed Entry Required Entry Required Entry Required Vendor Information User s Manual Vendor Payables Create Screen 205 FIELD DESCRIPTIONS cont d Country Phone FAX Contact Vendor Type Ownership cd 3 characters Displays the abbreviation for the country in which the vendor is located if the address is for a foreign country 10 digits Indicates the area code and telephone number at which vendor may be reached 4 characters Provides the telephone extension number of the vendor 10 characters Indicates the area code and number at which the vendor may receive FAX transmissions 20 characters Indicates the name of th
120. ters Type the vendor s billing address City 20 characters Include the name of the city for the billing address State 2 characters Help Available Enter vendor s state for the billing address Vendor Information User s Manual Vendor Add Modify Screen 203 Entry Required Entry Required Entry Required Entry Required Entry Required Entry Required Entry Required Entry Required Entry Required Page I 11 Vendor Add Modify Screen 203 FIELD DESCRIPTIONS cont d Zip 9 digits Entry Required Identify the zip code for the billing address Country 3 characters Help Available Entry Required Type the country code for the vendor s billing address Phone 12 digits Entry Required Enter the phone number for the vendor s billing address Ext 4 digits Include the phone extension for the billing address FAX 12 digits Type the FAX number Contact 25 characters Entry Required Indicate the name of the contact person at the vendor s billing address Vendor Type 2 characters Help Available Entry Required Enter a valid vendor type For example Blank Not specified BU Business EM Employee FA Federal Agency FC Foreign Corporation FG Foreign Government FI Foreign Individual FY Foreign Partner Yes Page III 12 Vendor Information User s Manual FIELD DESCRIPTIONS cont d Ownership cd 1099 TAMUS Part Hold 1 character Help Available Type a valid owner
121. that match the information entered in the Vendor field Vendor Information User s Manual Page II 55 State HUB Vendor ID Search Screen 173 Place the cursor on a specific vendor and press PF6 to see if the FAMIS vendor is on the STATE HUB file If so detailed data for the vendor will be displayed Press PF4 from this pop up window to return to Screen 173 Screen 173 PF6 Dtl Pop Up Screen State Hub Vendor Data State ID 23477773421 Cert Dt Off 09 30 2002 Vndr ESCOBAR DIEGO 203 BOGUE WAY SAN ANTONIO TX 78228 Foreign Phone 210 444 5567 County Fax 999 999 9999 Contact Desc Internet Gndr M Ethnic HI Lone Star QISV Sm Bus Texas Off Y Press lt PF4 gt to Exit BASIC STEPS e Advance to Screen 173 e Type a valid vendor s identification number in the Vendor field on the action line and press lt ENTER gt e Place cursor on a vendor s name and press PF6 to view additional State HUB vendor data FIELD DESCRIPTIONS Action Line Information Vendor 11 digits Entry Required Enter a valid vendor identification number Screen Information Vendor ID 11 digits Displays the state vendor identification number of the vendor listed Vendor Name 30 characters Identifies the name of the vendor associated with the vendor identification number listed Page 11 56 Vendor Information User s Manual State HUB Vendor ID Search Screen 173 FIELD DESCRIPTIONS cont d Gndr Ethn Cd QISV
122. that were damaged Dmg Description 10 OF THE 12 DRUMS OF CONTAINING POLY ACRILAMIDE GEL FOR P A G E ANALYSIS HAD BEEN CRUSHED BY HEAVIER SUPPLIES AND WERE LEAKING UPON ARRIVAL NEW DRUMS HAVE BEEN REQUESTED FROM THE VENDOR AND SHOULD ARRIVE W IN 10 DAYS Frwd Forward Advances to the next screen or scrolls one page forward for a particular item Header Document Header Accesses a window of document header information From within this window you can view multiple windows of document information Document Header Extended Information Document P400013 Doc Year 1995 Total 1 945 66 lt lt Dates gt gt Document 10 04 93 Cat RO User Ref 133502 4048 Req Required Contact RONALD G CARTER Ph 409 845 3335 Start Buyer BAC BARBARA CLEMMONS Ph 409 845 4553 End Research N Type Funds S Type Order SPOT Change No Print Doc N 10 15 93 Dept CHEM SubDept PF4 Exit PF5 AdDept PF6 Ship PF7 Vndr PF8 Sole PF9 Notes PF11 Items Vendor Information User s Manual Page IV 11 Standard PF Keys Appendix EXTENDED FUNCTION KEYS cont d Idesc Item Description More detailed item descriptions can be entered by pressing PF11 Item Description MACINTOSH QUADRA 650 WITH 500 MB HARD DISK 8 MB RAM 1 MB VRAM INTERNAL CD ROOM 3001 PART NO M2104LL B Items Document Items Provides a window showing all document items From within this window you can view multiple windows of item inform
123. the specified characters in their name An example would be entering the word BRAZOS on the Action Line to reveal the following information in the pop up window You may select a particular vendor by placing an X next to its name and pressing lt ENTER gt You may press PF4 to return to Screen 204 without selecting a vendor from this list Screen Search BRAZOS Include Frz Del Vendors N Vendor Name Vendor ID Alias Frz Del SHld HUB BRAZOS ANESTHESIOLOGY ASSOCIAT 17421236123 N N N BRAZOS APPLIANCES INC 17422345732 BRAZOS ARCHIVES AND SECURITY 17427312340 BRAZOS BLIND AND DRAPERY 17427834520 BRAZOS BLUE RIBBON BAKERY 17425123430 BRAZOS BRAVO ONLINE 17422356579 BRAZOS COUNTY CLERK S OFFICE 17460789039 BRAZOS COUNTY HEALTH DEPARTMEN 17460345630 BRAZOS COUNTY TAX ASSESSOR COL 17460123436 BRAZOS ELECTRICAL SYSTEMS 17421234951 BRAZOS ENVIRONMENTAL SERVICES 17426279800 BRAZOS EYE CLINIC 17427699110 BRAZOS FAMILY PRACTICE ASSOC 17427598770 N More Vendors Press lt Enter gt to View PF4 Exit PF9 Bid PF10 Remit PF11 Order PF12 Main 22242222222K 24 222222222222 2222222222224 Adding New Vendors to the System The system will display the message Vendor number not found enter modifications to add when you type a vendor ID number on the Action Line that is not currently found on the system You should enter the vendor name address and type Then press lt ENTER gt to record the new vendor ID on the system If there is
124. tion Frt Included PU Pickup No Frt Charged or Paid SA Ship Point Frt Prepaid and Add SP Ship Point Frt Included Vendor Information User s Manual Vendor Add Modify Screen 103 FIELD DESCRIPTIONS cont d 8 digits mm dd yyyy Shows the date the vendor was added to FAMIS Established By Modified By Additional Functions PF KEYS PF6 Stats 6 characters Provides the FAMIS ID of the person who originally entered the vendor information on to the system 8 digits mm dd yyyy Indicates the date the vendor information was last modified 6 characters Identifies the FAMIS ID of the person who last modified the vendor information See the Appendix for explanations of the standard PF Keys Statistics Provides vendor statistics and audit information Vendor Statistic Audit Information 17666666666 COMPAX COMPUTER CORP 05 30 2000 Last Mod Dt by MCCGO2P by Last Check 1260511 2000 08 21 Hold N by Last Activity 2000 08 18 Freeze N by Delete N by Vendor Type BU Ownership cd 1099 PF7 NxVn Next Vendor View add modify the next vendor identification number Only available on Panel 1 Vendor Information User s Manual Page II 21 Vendor Add Modify Screen 103 FIELD DESCRIPTIONS cont d PF9 Order Order Shows the purchase order information Only available on Panel 1 F7478 Please enter Required Changes Vendor 17666666666 COMPAX CO
125. ument or item on that line Exiting a pop up window is done by pressing lt PF4 gt to return to the previous window or inquiry screen If multiple windows have been opened pressing lt PF3 gt will return you directly to the screen where you started From within many of the pop up window an additional set of extended function keys may appear to further inquire on the document or item LIST OF EXTENDED FUNCTION KEYS TO FOLLOW Accts Accounts Itm Notes Line Item Notes AdDept Additional Departments Left Position Screen Left Addr Address More Desc More Description AdFFX Addl Fixed Assets Info Next Next Screen BBA Budget Balance Available Notes Notes Bkwd Backwards Pdesc Purchasing Description Ddesc Damaged Description Rdesc Receiving Description Extnd Extended Information Right Position Screen Right Frwd Forward Ship Ship To Address Idesc Item Description Sole Sole Source Reason Items Line Item Information Track Document Tracking Itm Accts Line Item Accounts Vndr Vendor Information Itm Ext Extended Information Page IV 8 Vendor Information User s Manual EXTENDED FUNCTION KEYS Accts Accounts Standard PF Keys Appendix Displays a window of all responsible accounts and their portion of the total order F5628 End of accounts on document P P600026 Account Distribution Description AM 1996 330001 00000 4050 GIGI S TEST ACCOUNT AM 1996 330001 00000 4010 GIGI S TEST ACCOUNT Total all Accounts PF3 Back to 280 PF4
126. vouchers displayed 1 character Type an X to select an item and advance to Screen 168 to view detail of voucher 7 digits Displays voucher number s that match the inquiry data entered on the Action Line 3 digits Identifies the number of line items on the voucher 11 digits Shows the first account number listed on the voucher 21 characters Displays the description entered on the voucher Vendor Information User s Manual FIELD DESCRIPTIONS cont d Stat Net Amount Batch Date MC Panel 2 Dept Ref Check Nbr 4 characters Voucher Inquiry by Alternate Vendor Screen 170 Shows the status of the voucher Valid values are CYCL In Check Cycle or State Voucher Cycle DROP Dropped before payment acctg reversed PAID Paid after printing or Prepaid PEND Pending voucher no acctg Posted P CN Pending cancelled before acctg Posted P OP Pending voucher open no acctg posted P CL Pending closed closed but not posted should post overnight and enter into CYCL otherwise there may be a problem OUT Outstanding after being posted but before entering the check or state voucher cycle RECN Reconciled Cleared Bank or State Comp VOID Check or State voucher voided 10 digits Shows the net amount of the voucher after discount 6 digits mm dd yy Indicates the batch session reference date when transaction was processed 1 digit Shows
127. which the vendor is located If you do not type a city this field will default to the city entered in the purchasing bid to field 2 characters Displays the abbreviation for the state or province in which the vendor is located If you do not type a state code this field will default to the state entered in the purchasing bid to field 9 digits Provides the zip code to which all payments should be mailed 3 characters Displays the abbreviation for the country in which the vendor is located if the address is for a foreign country 10 digits Indicates the area code and telephone number at which vendor may be reached Vendor Information User s Manual FIELD DESCRIPTIONS cont d Ext FAX Zone Contact Vendor Type Ownership cd 1099 TAMUS Part 4 characters Provides the telephone extension number of the vendor 10 characters Indicates the area code and number at which the vendor may receive FAX transmissions 20 characters Indicates the name of the person s to contact regarding payment remittance 2 digits Help Available Displays the code that defines general characteristics about the selected vendor Valid values are BU Business EM Employee FA Federal Agency FC Foreign Corporation FG Foreign Government FI Foreign Individual FY Foreign Partner Yes IN Individual LO Local Area Business NP Non Profit Organization OP Other Public Entities SA Te
128. will access an alphabetical listing of all vendors e The Voucher field can be used to position the screen display e The Fiscal Year field allows you to select the fiscal year in which the voucher was posted e Vendor information can be accessed by using the PF9 key A pop up window will appear providing the vendor s address date the account was established and other information for the selected vendor e Placing an X in the S Select field beside the voucher and pressing lt ENTER gt will pass the voucher information to Screen 168 FAMIS Voucher Total Inquiry where detailed information and a list of voucher line items is provided See Screen 168 section for more information e At Screen 168 placing an X in the S Select field beside the voucher line item and pressing lt ENTER gt will pass the voucher information to Screen 169 FAMIS Voucher Line Item Inquiry where detailed information is provided See section on Screen 169 for more information FIELD DESCRIPTIONS Action Line Information Vendor 11 digits Entry Required Enter the vendor identification number Voucher 7 digits Entry Required Type the FAMIS voucher number Page 11 40 Vendor Information User s Manual Voucher Inquiry by Vendor FIELD DESCRIPTIONS cont d Fiscal Yr All Screen Information Include Only Acct Dept Ref Pg Voucher Vch Lns First Account Description Screen 162 4 digits Entry Required In
129. xas State Agency ST Student UN Unknown US United States Vendor 1 characters Help Available Provides the code that defines the type of individual s that own the selected vendor 1 character Help Available Indicates whether Y all vouchers should be pulled for 1099 purposes or whether if left blank 1099 codes will come from vouchers 2 digits Displays the campus code associated with the selected vendor if it is a member of the A amp M University System Vendor Information User s Manual Vendor Purchasing Create Screen 204 Entry Required Entry Required Page I 25 Vendor Purchasing Create Screen 204 FIELD DESCRIPTIONS cont d Hold Disadv Ethnic Orig Gender Freeze Bus Size TAMUS Employee Page III 26 1 character Indicates whether or not Y or N you wish to keep the system from processing process checks or State vouchers for payment to the vendor 1 character Help Available Show whether or not the vendor is certified as a disadvantaged vendor Values are Blank Not HUB Not Specified G Certified HUB Business N Not HUB S Self Declared HUB Business 3 characters Help Available Provides information about the ethnic origin of the vendor where applicable Values are ASP Asian Pacific Blank Not Specified BLK Black CAU Caucasian HSP Hispanic IND American Indian Native American OTH Other 1 character Help Avai
130. y transfers budget dollars from predefined budget pools to specific object codes A movement of cash from one bank account to another Bank Transfer Page IV 21 Glossary Appendix Batch Session Batch Interface BBA Budget Budget Balance Available BBA Budget Pool Cash Cash Disbursement Cash Receipt Page IV 22 A collection of related transactions input to the system with a header record and sometimes with control totals usually prepared by one person or subsystem feed A type of interface where one system generates transaction to be batched for input into another system See Budget Balance Available A plan of revenue and expenditures for an accounting period expressed in monetary terms That portion of budget funds that is unspent and unencumbered A budget summarized at significant levels of revenue or expense Coins currency checks and anything else a bank will accept for immediate deposit A payment for goods received services rendered reduction of debt or purchase of other assets Cash received from cash sales collections on accounts receivable and sale of other assets Chart of Accounts Check Override Claim On Cash Clearing Account COA Compound Journal Entry Context Credit Memo A listing at the 6 digit level of all account numbers within the Financial Accounting System Sometimes the COA defines the accounts at the 10 digit l

vendor information manual - Texas A&M University

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vendor information manual - Texas A&amp;M University

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vendor information manual - Texas A&M University