PURCHASING USER MANUAL Version 3.2 February 2011 FAMIS Services The Texas A&M University System . 2011 The Texas A&M University System – All Rights Reserved Introduction The purpose of this manual is to assist in accessing and utilizing information in the Purchasing section of the Financial Accounting Management Information System (FAMIS). FAMIS is an accounting system that responds to financial regulations applicable to educational institutions. All applications access a common database that allows different users to access identical information. Other applications include Financial Accounting, Accounts Payable, Fixed Assets and Sponsored Research. Manuals for these applications are being developed or are currently available. By utilizing the information and guidelines contained in this manual, a user should be able to enter, process and track purchasing documents through the complete process. The FAMIS User Manuals are in a constant state of revision, due to screen updates, changes in procedures, or any one of a multitude of reasons. If you would like to make suggestions or call attention to errors, please contact us at (979) 458-6450. You may also copy the page with the error, note the correction or suggestion and send it to: College Station based: FAMIS Services The Texas A&M University System 1144 TAMU College Station, TX 77843-1144 Non-College Station based: FAMIS Services The Texas A&M University System 200 Technology Way College Station, TX 77845-3424 Table of Contents (cont’d) DEPARTMENTAL FUNCTIONS III Limited Purchases PAGE Limited Purchases Basic Concepts ................................................. III-3 State vs. Local Funds ................................................................ III-4 Screen 240 Create/Modify a Limited Purchase Header .................................... III-6 Screen 241 Create/Modify a Limited Purchase Item ........................................ III-12 Screen 242 Close a Limited Purchase Order ..................................................... III-18 Screen 243 Set/Reset Limited Purchase Flags .................................................. III-22 Screen 244 Enter Notes to a Limited Purchase Order ...................................... III-25 Screen 245 Copy Your Limited Purchase Order ................................................ III-27 IV Exempt/Delegated Purchases Exempt/Delegated Purchases Basic Concepts ............................... IV-3 Setup ........................................................................................ IV-4 Screen 235 Create an Exempt Purchase Header ............................................... IV-9 Create a New Exempt/Delegated Purchase Header ................ IV-9 Modify an Existing Exempt/Delegated Purchase Header ........ IV-10 When to Create an Exempt/Delegated Purchase Order ......... IV-10 Create Exempt/Delegated Purchase Order Doc. Numbers ..... IV-11 Vendor Information ................................................................. IV-11 LDT Codes ................................................................................ IV-11 Screen 236 Create/Modify an Exempt Purchase Item ...................................... IV-16 Line Item Entry ......................................................................... IV-16 Multiple Accounts .................................................................... IV-16 Change the Document ............................................................. IV-17 Inventory Part Number ............................................................ IV-17 TIBH (Texas Industries for the Blind and Handicapped) .......... IV-17 Screen 237 Close an Exempt Purchase Order ................................................... IV-20 Encumbrance Process .............................................................. IV-20 Change the Document ............................................................. IV-21 Route the Document ............................................................... IV-21 Rejected Documents ................................................................ IV-21 Screen 238 Set/Reset Exempt Purchase Flags .................................................. IV-24 Screen 239 Enter Notes to an Exempt Purchase Order .................................... IV-26 Enter Document Notes ............................................................ IV-26 View Document Notes ............................................................. IV-27 Screen 233 Copy Your Exempt Purchase Order ................................................ IV-28 Copy Items to a New Document .............................................. IV-28 Copy Items to an Existing Document ....................................... IV-28 Automatic Exempt Purchase Order Creation .......................... IV-29 Table of Contents (cont’d) PAGE Screen 227 Copy/Transfer Purchase Order Line Items ..................................... VI-34 Screen 228 Set/Reset Purchase Order Document Flags ................................... VI-38 Screen 229 Enter Notes for a Purchase Order .................................................. VI-41 Screen 219 Modify a Purchase Order Vendor ................................................... VI-43 Screen 218 Renumber Purchase Line Items ...................................................... VI-47 Screen 215 Print Purchase Document .............................................................. VI-50 VII Master Orders Master Order Basic Concepts ......................................................... VII-3 TAMU Master Order Process ................................................... VII-4 Screen 260 Create/Modify a Master Order Header.......................................... VII-6 Enter Departments .................................................................. VII-7 Master Order Categories ......................................................... VII-7 Screen 261 Enter Master Order Ship To/Invoice To Addresses and Text ......... VII-11 Screen 264 Create/Modify a Master Order Line Item ...................................... VII-14 Screen 266 Close a Master Order Document .................................................... VII-18 Screen 262 Enter Additional Master Order Header Text .................................. VII-22 Screen 263 Enter Master Order Sole Source Justification ................................ VII-24 Screen 265 Enter Master Order Item Description ............................................ VII-26 Screen 268 Set/Reset Master Order Document Flags ...................................... VII-28 Screen 269 Enter Notes for a Master Order ..................................................... VII-30 INQUIRY VIII Purchasing Inquiry Document Inquiry Basic Concepts .................................................. VIII-3 Screen 280 Document Browse .......................................................................... VIII-4 Screen 281 Document Browse by Department ................................................ VIII-7 Screen 282 Document Browse by Account ....................................................... VIII-10 Screen 284 Document Browse by User Reference ........................................... VIII-13 Screen 285 Document Browse by Vendor ........................................................ VIII-16 Screen 286 Document Browse by State Requisition Number........................... VIII-19 Screen 287 Document Browse by State Order Number ................................... VIII-22 Screen 271 Documents Closed But Not Routed................................................ VIII-25 Screen 272 Document Browse by Status Code ................................................. VIII-28 Screen 288 Document Summary ....................................................................... VIII-31 Screen 276 Document Inquiry – Line Items with Paid Amounts ....................... VIII-36 Screen 277 Document Inquiry by Campus ........................................................ VIII-39 Screen 278 Document Inquiry ........................................................................... VIII-41 Screen 279 Document Line Item Inquiry ........................................................... VIII-46 Screen 275 Incomplete Receiving/Invoicing ..................................................... VIII-49 Screen 290 Document Tracking Inquiry ............................................................ VIII-52 Screen 291 Document Tracking Cross Reference ............................................. VIII-54 Table of Contents (cont’d) IX Appendix PAGE Instructions ..................................................................................... IX-3 Purchasing Screens List .................................................................. IX-8 Document Inquiry Pop-Up Windows ............................................. IX-13 Standard PF Keys ............................................................................ IX-17 FAMIS Transaction Codes ............................................................... IV-25 FAMIS Reference Codes ................................................................. IX-28 Glossary .......................................................................................... IX-32 Purchasing Menu Screens The following menus will help you find your way through the Purchasing System. M20 - Purchasing Module Menu displays a number of submenus that contain various functions of the Purchasing Module. Menu M20 - Purchasing Module Menu M20 Purchasing Module Menu 02/23/11 15:42 FY 2011 CC 02 Screen: ___ * ------ Purchasing Menus --------------- * M21 Purchasing Vendor Menu M22 Purchasing Document Inquiry Menu M23 PO and Master Order Menu M24 Requisitions, Limited, Exempt Menu M32 Receiving Menu M34 Invoice Menu M36 Departmental Fixed Assets Menu M41 Commodity and CMBL Bidders Menu M42 Bids and Bid Lists Menu M44 Bid List Inquiry M45 Purchasing Controls Menu Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp M21 - Purchasing Vendor Information Menu shows screens that provide vendor information. Menu M21 - Vendor Information Menu M21 Vendor Information Menu 02/23/11 15:42 FY 2011 CC 02 Screen: ___ * --------- Vendor Information -------------- * 201 Vendor Change Log 203 Vendor Add/Modify 204 Vendor Purchasing Create 205 Vendor Payables Create 206 Vendor Ownership Information 207 Vendor ACH Information 209 State Vendor Hold Maintenance 143 Vendor Flag Set/Reset 101 Vendor Number Search 102 Vendor Name Search 120 Vendor Alias Maintenance 132 Vendor History 173 State HUB ID Search 174 State HUB Name Search Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Purchasing Menu Screens (cont’d) M22 - Purchasing Document Inquiry includes a list of all available inquiry screens. Menu M22 - Purchasing Document Inquiry Menu M22 Purchasing Inquiry Menu 02/23/11 09:05 FY 2011 CC 02 Screen: ___ * ----------------* Document Inquiry *------------------------------ * 271 Documents Closed But Not Routed 280 Document Browse by Number 272 Documents by Status 281 Document Browse by Dept. 282 Document Browse by Account 283 Document Browse by Buyer 275 Incomplete Receiving/Invoicing 284 Document Browse by User Ref. 276 Document Inquiry - w/Paid Amts 285 Document Browse by Vendor 277 Document Inquiry by Campus 286 Document Browse by State Req. 278 Document Inquiry 287 Document Browse by GSC Order 279 Document Line Item Inquiry 288 Document Summary 290 Document Tracking Inquiry 295 SciQuest Document Xref 291 Document Tracking Cross Ref 292 PIP Document Browse 293 PIP Browse by Document 294 PIP Browse by Invoice Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp M23 - PO and Master Order Menu lists screens for creating and modifying purchasing documents. Menu M23 - Purchase Order and Master Order Menu M23 PO and Master Order Menu 02/23/11 15:43 FY 2011 CC 02 Screen: ___ * ------ Purchase Order ------ * * ------ Master Order -------- * 220 PO Header Create/Modify 260 MO Header Create/Modify 221 PO Shipping and Text Info. 261 MO Shipping and Text 222 PO Additional Header Text 262 MO Additional Text 223 PO Sole Source Justification 263 MO Sole Source Justification 224 PO Item Create/Modify 264 MO Item Create/Modify 225 PO Item Additional Desc. 265 MO Item Description Cont'd 226 PO Document Close 266 MO Document Close 227 PO Transfer/Copy 267 MO Transfer/Copy 228 PO Flag Maintenance 268 MO Flag Maintenance 229 PO Notes 269 MO Notes 215 PO On-demand Print 217 PO Good Faith Effort Responses 218 Renumber Line Items 219 Change Vendor Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Purchasing Menu Screens (cont’d) M24 - Requisition, Limited, and Exempt Purchase Menu lists screens for creating and modifying these documents. Menu M24 - Requisitions and Limited Purchasing Entry Menu M24 Requisitions and Limited Purch Entry Menu 05/19/09 15:43 FY 2009 CC 02 Screen: ___ * -------- Requisitions * ------- * * ----- Limited Purchases ---- * 250 Req. Header Create/Modify 240 Limited Purch. Header 251 Req. Shipping and Text Info. 241 Limited Purch. Items 252 Req. Additional Header Text 242 Limited Purch. Close 253 Req. Sole Source Justification 243 Limited Purch. Flag Maint. 254 Req. Item Create/Modify 244 Limited Purch. Notes 255 Req. Item Description Cont'd 245 Copy Limited to Limited 256 Req. Document Close 246 Limited Purch. GFE Response 257 Req. Transfer/Copy 258 Req. Flag Maintenance * ----- Exempt Purchases ---- * 259 Req. Notes 232 Exempt Purch. GFE Response 233 Copy Exempt to Exempt 235 Exempt Purch. Header 247 Copy Document to Req. 236 Exempt Purch. Items 237 Exempt Purch. Close 234 Part Description Maintenance 238 Exempt Purch. Flag Maint. 239 Exempt Purch. Notes Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp M34 – Purchasing Invoice Menu lists screens for invoice updates and inquiry. Menu M34 – Purchasing Invoice Menu M34 Purchasing Invoice Menu 05/19/09 15:44 FY 2009 CC 02 Screen: ___ * -------- Invoice Updates -------- * 340 Invoice Header Create 341 Invoice Header Create (Dept.) 342 Invoice Line Create 343 Voucher Good Faith Effort Response 344 Invoice Frt/Tax/Ins/Oth Items 345 Invoice Pending Vchr Create/Mod 346 Invoice Document Close * -------- Invoice Inquiry -------- * 350 Invoice Doc. Inq. by PO Doc Nbr 351 Invoice Doc. Inq. by Vendor Nbr 358 Invoice Document Inquiry 359 Invoice Item Summary Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Purchasing Bulletin Boards B20 - Purchasing Bulletin Board provides information about upcoming changes to the purchasing module of FAMIS. This screen should be checked on a regular basis to make sure changes to the purchasing system do not take you by surprise. This screen is maintained by FAMIS Services staff. B20 – FAMIS Purchasing Bulletin Board B20 FAMIS Purchasing Bulletin Board 05/19/09 PAGE: 1 OF 1 15:44:29 Screen: ___ Page: 1_ Welcome to FAMIS Purchasing Module TAMU Purcahsing Deadlines posted for FY 2008 *************************************************************** * See B21 for Campus Specific Deadlines and Information * *************************************************************** Last updated 05/19/08 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Prev Next Exit B21 - Purchasing Campus Bulletin Board allows each campus to post notices regarding Purchasing information and updates for their users. This is updated on Screen 305. B21 - Purchasing Campus Bulletin Board B21 Purchasing Campus Bulletin Board 05/19/09 PAGE: 1 OF 5 15:45:03 Screen: ___ Page: 1_ DEADLINES-Purchase Requisitions for FY 2009 and 2010 FY 2009 and FY 2010 requisitions received after the deadlines will be processed after requisitions that have met the specified dates and funding requirements. The deadlines do not guarantee that lead-time for delivery is adequate for all commodities or services. If a 9-1-09 delivery is desired on FY 2010 funded purchases, please indicate the need on the requisition and every effort will be made to accommodate the request. Goods/Services Purchase Requisition Type Date Purchase Requisition Required $100,000 or more and not under A&M/State Contract 5-18-2009* > $5,000 but < $100,000 & not under A&M/State Contract 6-1-2009* > $5,000 & under A&M/State Contract 8-3-2009* * Dates are for FY 2009 and FY 2010 funded procurements.* Continued on page 2 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Prev Next Exit Purchasing Bulletin Boards (cont’d) Campus-specific purchasing information, such as policy changes, training opportunities, screen updates, or important deadlines, may be viewed on Screen B21. Information for Screen B21 is entered/updated using Screen 305. Ninety-nine lines of information that is campus-specific may be entered. This screen is maintained and updated by each campus. Screen 305 - Purchasing Campus Bulletin Board (Entry Screen) 305 Purchasing Campus Bulletin Board 05/19/09 15:45 FY 2009 CC 02 Screen: ___ Page: 1___ Delete: _ DEADLINES-Purchase Requisitions for FY 2009 and 2010_________________________ _____________________________________________________________________________ FY 2009 and FY 2010 requisitions received after the deadlines will be________ processed after requisitions that have met the specified dates and funding___ requirements. The deadlines do not guarantee that lead-time for delivery is__ adequate for all commodities or services. If a 9-1-09 delivery is desired on_ FY 2010 funded purchases, please indicate the need on the requisition and____ every effort will be made to accommodate the request.________________________ _____________________________________________________________________________ Goods/Services Purchase Requisition Type Date Purchase Requisition Required _____________________________________________________________________________ $100,000 or more and not under A&M/State Contract 5-18-2009*_____ > $5,000 but < $100,000 & not under A&M/State Contract 6-1-2009*______ > $5,000 & under A&M/State Contract 8-3-2009*______ _____________________________________________________________________________ * Dates are for FY 2009 and FY 2010 funded procurements.*____________________ Continued on page 2________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Text is entered without a wrap-around feature. To prevent a word being split between two lines, use the TAB key to advance to the next available line. Text entered here will be displayed on Screen B21. Basic Steps • Advance to Screen 305 and press to view existing campus-specific purchasing notices. • Type valid notices in the space provided and press to record. • Advance to Screen B21 to view the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Screen Information . Page ____: 4 digits Identify the page number of the bulletin board to be modified. This will default to page 1. Add/modify the information that is to appear on the Purchasing Campus Bulletin Board (Screen B21). Delete: 1 character Type ‘Y’ to delete existing purchasing notices. Enter the text to be displayed on Screen B21. Purchasing Bulletin Boards (cont’d) Screen B21 Information . PAGE __ OF __: 4 digits Shows the page number currently displayed and the number of pages available. . Page __: 2 digits Identify the page number of the bulletin board to be displayed. This will default to page 1. The information typed on Screen 305 will be displayed. Displays the text entered on Screen 305. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. PF12 Exit Exit Press key to terminate your FAMIS session. Purchasing Basic Concepts Concept of a Purchase Document The FAMIS Purchasing System is based on ‘creating’ and ‘maintaining’ documents. By using the document concept, we have the ability to: • Create a document with items for purchase • Close the document and encumber funds • Electronically route the document for approvals • Receive the items on the document • Record the information from the vendor’s invoice • Pay for the purchases • Reconcile account statements with bank statements. This manual deals with the first two areas: creating a document with items for purchase and closing the document and encumbering funds. 1. Each document has three main parts: Header Items Close 2. Each type of purchase document may have additional screens or functions that need to be completed given a certain set of circumstances. Nevertheless, all purchase documents have these three main parts. Types of Purchasing Documents Limited Purchase Purchases below a specified dollar amount (seen on Screen 309); different dollar limits can be set for State funds vs. local. Exempt Purchase Purchases that are exempt from the State of Texas guidelines requiring a bid process; exempt object codes are defined on Screen 306. Requisition Purchases that must follow the State of Texas guidelines requiring a bid process. Bid Document prepared for vendors in order that they may submit a ‘bid’ or an offer for the goods or services. Purchase Order Document prepared as an order for goods or services. Purchasing Basic Concepts (cont’d) Master Order An agreement made between the purchasing office and a vendor for either a specified quantity or a specified discount on the purchase of goods or services. Document Categories Categories define rules to use in processing purchasing documents. They are defined on a purchasing control screen (Screen 312) with certain characteristics, such as whether budget is checked and whether a three-way match is required for payment. RO Regular Order Category used for Requisitions and Purchase Orders with ‘regular processing’ usually has a three-way match. LP Limited Purchase Category pertains to purchases below a specified dollar amount (seen on Screen 309); different dollar limits can be set for State funds vs. local. EP Exempt Purchase Category pertains to purchases that are exempt from the State of Texas guidelines requiring a bid process; exempt object codes are defined on Screen 306. Blanket/ Master Orders These are special types of purchases that represent an agreement between the purchaser and the vendor. These agreements are based either on an estimated quantity to be purchased over a period of time OR a discount offered by the vendor. Normal system edits for valid campus code, account and object codes are not performed. Departments use the following categories for Blanket Orders: BU Blanket Unencumbered A requisition to instruct Purchasing to establish a vendor agreement for Quantity Pricing (MQ) or discount off list price (MD). Since funds are not encumbered separate requisitions (category BO) will have to be issued to purchase on the Master Order. BO Blanket Order references a Master Order A blanket order/requisition issued to buy items on an existing Master Order (MD or MQ) that would have originally been set up on a requisition sent over as category BU. BE Blanket Order Encumbered A blanket encumbered requisition issued for estimated quantities with funds encumbered. You can order off this Blanket Order the entire term of the contract without issuing another requisition. Purchasing usually creates a PO not a Master Order for this purchase. Purchasing Basic Concepts (cont’d) Purchasing Office uses these categories for Master Orders: MD Master Order (DISC) Master Order based on a discount from the vendor. MQ Master Order (QTY) Master Order based on quantity. Entering this category will prevent you from ordering a quantity greater than that specified. Automatic Purchase Document Numbering FAMIS will automatically assign the 7-character document number. This is accomplished by entering the designated prefix followed by a zero (0) in the Doc: field on the Action Line. The valid prefixes are established by FAMIS Services and can be viewed on Screen 855. The assigned document number will automatically be displayed on the Action Line after all of the document header information has been successfully entered. Vendor Concepts and Search A vendor search may be done on any screen with a Vendor: field by typing an asterisk (*) and pressing to view vendors. See the Vendor User’s Manual for further explanation. Ship To and Invoice To Address Codes Using the Ship To and Invoice To address codes saves time during document entry. Standard codes are coordinated with the State of Texas (GSC or current equivalent at the State). For example, TAMU Purchasing Office assigns code numbers and then sends a note to the State of Texas (GSC) asking that the codes be added to their database. Both fields use the same codes. You can view and choose the codes by typing a question mark (?) in the appropriate fields. When you press the address information will be displayed. You can change the address on individual documents in the following manner: • Using the code selection, display the address • Blank out the address code • Change the address as you wish – you may add a contact person, or a room number, etc. • This change will be for this purchase document only and will not update the standard address. Purchasing Basic Concepts (cont’d) Multiple Accounts for a Line Item When payment of an item is split across several accounts, each account must be entered for that item. Up to 40 accounts may be specified for an item by using the PF11 Key to access an additional pop-up window. Payment by multiple accounts may be specified by a combination of a dollar amount and percentage of the line item balance. Either the percentage of the line item balance or the amount paid by each account must be entered to process the line item information, but the last account must show 100%. This indicates 100% of any remaining money is paid from that account. The total percentage amounts must equal 100%. It is recommended that percentage be used rather than dollar amounts. The actual payment distribution (in Accounts Payable) may be different from the information entered on the purchasing document. If any dollar amount is specified for an account, these amounts are subtracted from the extended price and the percentages are applied to the remaining balance to calculate each account total. Inventory Part Number The inventory part number is used to define specific items within a department. This is especially useful for supplies that are repeatedly ordered. It may also be used to tie FAMIS purchasing information to departmental inventory records. The inventory part number is based on the first department on the limited purchase document. Departments may use Screen 234 to set up inventory part numbers. When the part number is entered on Screen 241 (LP), Screen 224 (PO), Screen 254 (RQ) or Screen 236 (EP), its description is automatically filled in by the system. This saves re-typing the same description each time you buy the same part. Screen 234 – Part Description Maintenance 234 Part Description Maintenance 05/19/09 15:45 FY 2009 CC 02 Screen: ___ Dept: CHEM_ Part Nbr: CX0255-1_______ Delete: _ Text: 175-13-55145-1, CALCIUM NITRATE TETRAHYDRATE_ 500G, CX0255-1_______________________________ _____________________________________________ _____________________________________________ * Please enter text in UPPER and LOWER case. Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Purchasing Basic Concepts (cont’d) Processing Codes Processing codes gives FAMIS instructions on how to handle a specific line item. Not all Purchasing documents use all of these codes. The codes include: BLANK NORMAL PROCESSING (No special processing required) ! COMMENT (NOT PRINTED) (Used to enter a comment about the line item, which does not print on the document) F FINAL (Last document to be produced for line item) N NO CHARGE (No cost involved and no money to be encumbered, but will show as a line item) R TRADE IN/REDUCTION OF INVENTORY (Item is being traded in and inventory will be reduced) V VENDOR DISCOUNT (Discount or credit given by vendor and to be applied to the whole purchase) T TEXT (PRINTED ON PO) (Text entered is to be printed on the purchase document) M MULTIPLE INVOICE (QTY NOT MATCHED) (Multiple invoices can be processed against this line item and quantity ordered may be split between more than one invoice) ‘M’ is like a standing order. You can enter a dollar amount, for example, as (1) Lot and FAMIS will ‘chip away’ away until dollar amount is satisfied. Encumber Funds Encumbrances for Purchases are established when a document it closed. Closing the document generates the encumbrances that set aside funds to pay for the requested purchase. Encumbrances are created at the account and object code level: an encumbrance is generated for each account and object code combination on a document. The encumbrance is keyed primarily by the document (requisition or purchase order) number. Purchasing Basic Concepts (cont’d) All encumbrances established by the purchasing module are posted into the financial accounting module. These encumbrances may be viewed on the Open Commitment screens (see the Open Commitment section). The User Reference number entered on the header of the requisition is transferred to the purchase order and identifies the encumbrances. Payment of all line items releases hanging encumbrances on other line items. Requisitions All requisitions, except for those which set up a blanket order, are encumbered. The encumbrances are established using the 7 digit document id created when the requisition is entered. The encumbrances are not established until the document is closed on Screen 256. Once the document is closed, no changes can be made unless the document is re-opened. If changes are made which affect any amount, adjustments are made in the encumbrances when the document is closed again. If the document was submitted to routing when it was closed, it cannot be re-opened without recalling the document from routing. Purchase Orders Purchase orders are encumbered by FAMIS. In most cases, a purchase order is established by the purchasing department transferring items from a requisition. When a purchase order document is closed, the system checks to see if this purchase order was created from the process of transferring a requisition. If it was, the system releases the encumbrances from the requisition and establishes new encumbrances under the purchase order number. If a requisition is transferred to a bid document, the encumbrances remain under the requisition number until the purchase order resulting from that bid is created and closed. User Reference Number The user reference number entered on the header of the requisition is transferred to the purchase order. Therefore the encumbrances will contain the same user reference number for both the requisition and purchase order. Open Commitment Screens Screen 20 - OC 10 Digit List This screen lists the encumbrances at the object code level. It shows a summary amount for a specific object code and the detail which make up the total. Purchasing Basic Concepts (cont’d) Screen 21 OC File List All encumbrances for a 6 digit account are listed on this screen. Screen 22 OC File List by User Ref or PO Number This screen displays encumbrances by the document number or by the User Reference number entered on the header of the document. Note only the characters that appear after the 6 digit account on the header are used. Screen 26 OC Inquiry by Reference This screen lists the encumbrances for a particular reference number. The reference number for purchasing encumbrances is the 7 digit document number assigned by the system when the document was entered. Encumbrance Adjustments Many actions cause adjustments to purchasing encumbrances. If an item is entered with a quantity such as 1 Lot and with a blank processing code, when a partial payment is made and the document is reopened and closed, the remaining encumbrance is "adjusted" out because the line item is considered complete. On Screen 26, the original encumbrance column shows the amount encumbered for a 10-digit account the first time it is used on a document. If the document is reopened, modified and closed again, any changes to the encumbrance needed for the account(s) show in the adjustment column as a positive or negative amount. Changes to the encumbrance amount result from changes to quantities, unit prices, discount amounts, or adding or deleting line items. If an amount is paid against an encumbrance, this will show in the liquidation column of Screen 26. Handle Credit Memos Credit Memos are a special case of a Purchase Order. As soon as the Credit Memo is processed by Accounts Payable, the account(s) listed reflect the entry. The next payment to the vendor from that account is combined with the Credit Memo. The invoice and Credit Memo are listed on the check stub to the vendor. 1. It is the department’s responsibility to verify that the credit memo has not previously been used OR that the original invoice was not “short paid” by the Credit Memo amount. The credit should always be processed using the same account and expenditure codes as the original invoice. Purchasing Basic Concepts (cont’d) 2. Create a new Purchase document for the Credit Memo: • On Screen 241 use a processing code of “V” to create a negative amount. • The description must reference the original invoice number AND the original purchase document (limited, exempt, or purchase document). If an original voucher number (i.e., 270420-0120), the description should explain why a Credit Memo was issued by the company. 3. Mark the new purchase document number on the Credit Memo and forward to your Fiscal Office. 4. If you have both the original invoice and the Credit Memo, enter the Credit Memo as a separate line item at the same time you enter the limited or exempt purchase document for the original invoice. Screen 240 – Limited Purchase Header 240 Limited Purchase Header 05/19/09 15:46 FY 2009 CC 02 Screen: ___ Doc: L709643 C o m p l e t e d Doc Year: 2007 Order Date: 09/13/2006 Cat.: LP State: Dept: CHEM_ Subdept: _____ Total Amt: -99.68 Doc Summary: CREDIT-WATANABE___________________________________ Vendor: 1vvvvvvvvv3 SYG-AIMCH INC LDT Cd: __ Reimburse ID: ___________ FOB: __ User Ref: 456369-00000__ All Items Received: Y Date Received: 09/13/2006 Ship To Address Nbr: 076 Invoice To Address Nbr: 122 Name: CHEMISTRY DEPARTMENT__________ Name: FISCAL DEPT. ACCOUNTS PAYABLE_ Addr: ATTN: ORLAN O ORSON___________ Addr: ______________________________ ROOM #001_____________________ ______________________________ 3255 TAMU_____________________ 6000 TAMU_____________________ ______________________________ ______________________________ City: COLLEGE STATION_____ State: TX City: COLLEGE STATION_____ State: TX Zip: 778433255 Country: ___ Zip: 778436000 Country: ___ Phone: ____________ Fax: ____________ Phone: ____________ Fax: ____________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp ADDR Next Resn Notes AdDpt Purchasing Basic Concepts (cont’d) Credit Memo Example Screen 241 – Limited Purchase Item 241 Limited Purchase Item 05/19/09 15:47 SYG-AIMCH INC FY 2009 CC 02 Screen: ___ Doc: L709643 Item: 1.0__ Unit Ext. Item St Account Qty. UOM Price --Disc.-- Price 1.0 CO 456369 00000 4040 1.00______ LOT_ 99.6800______ _ ______ 99.68 Comm: _______________ Desc: credit for returned items - originally paid__ Part: _______________ on Z607185___________________________________ Proc cd: V St: Cost Ref 1: _______ 2: _______ 3: _______ TIBH: _ ______ _____ ____ __________ ____ _____________ _ ______ Comm: _______________ Desc: _____________________________________________ Part: _______________ _____________________________________________ “V” Processing Code Proc cd: _ St: Cost Ref 1: _______ 2: _______ 3: _______ TIBH: _ ______ _____ ____ __________ ____ _____________ _ ______ Comm: _______________ Desc: _____________________________________________ Part: _______________ _____________________________________________ Proc cd: _ St: Cost Ref 1: _______ 2: _______ 3: _______ TIBH: _ Page (F/B): _ Document Total: -99.68 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next IDesc Bkwd Frwd CAcct MAcct Warns Screen 242 – Limited Purchase Close 242 Limited Purchase Close 05/19/09 15:47 FY 2009 CC 02 Screen: ___ Doc: L709643 C o m p l e t e d Close Document: _ ========================================================================= Doc Summary: CREDIT-WATARBE Doc Year: 2007 Doc Date: 09/13/2006 Cat: LP State: Dept: CHEM Sub Dept: Total Amt: -99.68 Vendor: 1vvvvvvvvv3 SYG-AIMCH INC LDT Cd: Reimburse Id: FOB: User Ref: 456369-00000 All Items Received: Y Date Received: 09/13/2006 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Item Route Recal Warns Recall the Document To make changes to a Purchasing document once it has been sent to Routing, you must Recall it. For example, you realize that you must change an account object code on a document, but it is Routing. You can make those changes, but must recall the document from the routing system: • Advance to Screen 912 (your document Out-Box). • Locate the document you would like to re-open and type an ‘X’ next to it. • Press PF5 to recall the document from the routing and approval system. • Advance to Screen 243 to re-open the document. Purchasing Basic Concepts (cont’d) Route the Document A closed document may also be submitted to the routing and approval process by pressing the PF7 key. If the document is submitted for routing after it is closed, it cannot be reopened without recalling the document from routing. Rejected Documents When a document is in Routing, any approver or signer may reject and return it to your in-box for correction. When this happens, you should: 1. Select the document by typing an ‘X’ next to it in your in-box and then pressing the PF8 (Sel) key. 2. Once the Routing Document Information pop-up window appears, down to the Action: prompt and type NOT to display the routing notes (which will contain the reason(s) for its rejection). 3. Re-open the document on Screen 243 by setting the Reopen Document flag to ‘Y’ and pressing . 4. Make the necessary changes using Screens 240-244. 5. Finally, advance to Screen 242 to close and re-route the document. Section II Good Faith Effort Good Faith Effort - Basic Concepts Good Faith Effort describes the effort made by individuals when they are purchasing goods and services to do business with qualifying vendors whether the vendors are registered as HUB vendors or not. To assist in the capture of this reporting data, GFE screens are available. These screens capture vendor bid information for addenda reporting for the Governor’s semi-annual HUB reporting. The data from these screens is used to create statistical report, PBAR248, and is NOT sent directly to the Texas Building and Procurement Commission (TBPC). The GFE screens are: Screen 246 Limited Purchases Screen 217 Purchase Orders Screen 343 Vouchers Screen 232 Exempt Purchases (does not participate in the controls and “NEXT” functionality) Three of these screens (246, 232 and 217) are in Purchasing, while the fourth (Screen 343) is in Accounts Payable. The fields displayed on each of the screens are the SAME, although the screen title and number reflects the type of document used. In some instances these screens protect the State ID field once an entry has been made. If all the vendor fields are protected and the screen is full you need to use the PF8 Add key to add additional vendors. When a Purchasing document is closed and/or completed, no further information can be entered on Screens 217, 232 or 246. Either the Purchasing Screens (217, 232, 246) OR the Accounts Payable Screen (343) may be used, but not both. Set GFE Controls for LP and PO Documents Control fields on Screen 311 set options regarding the use of GFE with LP and PO documents. To change the values of these fields, a Change/Enhancement must be submitted. The form can be found on the FAMIS website, http://tamus.edu/offices/famis/. Good Faith Effort - Basic Concepts (cont’d) The GFE control fields are: P.O. Good Faith Effort Required LP Good Faith Effort Required The first field controls processing for Purchase Order documents (PO) while the second controls the LP documents. They function the same way, however. Exempt Purchase (EP) documents do not need a control field. Data may be entered directly on Screen 232. The EP screens do not include Screen 232 in the “NEXT” (PF5) functionality. Screen 311 – Purchasing System Control Part2 311 Purch. System Control Part2 05/19/09 15:49 FY 2009 CC 06 Screen: ___ ------------------------ Processing Control Flags ------------------------- Bid Document Used................ Y Buyer Code Required.............. _ Fixed Asset Receiving Required... Y Change Whole Vendor ID on Inv.... Y P.O. Good Faith Effort Required.. Y P.O. Approval Required........... _ LP Good Faith Effort Required.... Y LP / EP Approval Required........ Y Default Bid Open Time............ 03:00 PM Requisition Deadline............. __________ (messages maintained on 304) DEPT Default Year................ ____ PURCH Default Year............... ____ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp The valid values for these fields are: N the default value and no GFE data will be required for entry. Y requires the appropriate GFE screen (Screens 246, 232, or 217) to have at least one entry before the document can close. When the flag is set on Screen 311 to ‘Y’, the PF5 (Next) function will automatically direct the user to the appropriate GFE screen. Good Faith Effort - Basic Concepts (cont’d) P.O. Good Faith Effort Required When the “P.O. Good Faith Effort Required” field is ‘Y’ on Screen 311, an additional field will display on Screen 220. This field “GFE Solicited” requires entry of ‘Y’ or ‘N’. Screen 220 – PO Header Create/Modify 220 PO Header Create/Modify TEXAS BOOKS AND MORE 05/19/09 16:01 FY 2009 CC 21 Screen: ___ Doc: P900120 Vendor: 1vvvvvvvvv0 Total Amount: 3884.60 << Dates >> Doc. Year: 2009 St. Req: ___________ Document : 09/22/2008 Cat.: RO User Ref: 400140-0011___ St. Ord: ______ Required : __________ Contact Person: JODY________________ Ph: 903-888-5555 Start : 09/22/2008 Buyer: TAB THOMAS T TRAVIS Ph: 903-888-5551 End : 09/22/2008 Research (Y/N): N Type Funds: F Type Order: GRAN Change : __________ No. Print Doc? N 09/22/2008 PCC Code: _ _ Order : __________ Dept: TRIO_ SubDept: GRANT LDT Code: __ Doc Summary: TEXTBOOKS FOR STUDENT SUPPORT SERVICES PARTIC Cont Wk Force: _ Vndr Quote #: __________ Vndr Ref: ___________________________________ Delivry Dt: __________ Terms: ______ ___ N 30_ FOB: DP Ship/Handle: ___ GFE Solicited N Sole Source (Y/N): N Emergency (Y/N): N Cat/Order: N Rsp Bidding Vendor Vendor Contact Cd Bid Amount ______________________________ _________________________ ___ ______________ ______________________________ _________________________ ___ ______________ ______________________________ _________________________ ___ ______________ Reason Not Awarded to Low Bidder: _____________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Addr Next Items Resn Notes VTerm AdDpt When the “GFE Solicited” field is ‘N’ on Screen 220, a pop-up box for entry of a reason code displays. Using ‘?’ Help displays a list of reason codes defined by each TAMUS Part. Select the reason code and the reason description displays in the reason field +------------------------------------------------------------------------+ | | | Enter Reason Cd No GFE was Solicited | | | | | | ST STATE CONTRACT_____________________ | | | | | | PF4=Exit | +------------------------------------------------------------------------+ Predefined reason codes: +----------------------------------------------------+ | Select from list, or enter code to re-start | | | | Reason Code: | | | | Reason code Description | | _ NR NOT REQUIRED | | _ OT OTHER | | _ RE REIMBURSEMENT | +----------------------------------------------------+ If you have the choice of a special code ‘OT’ and select it, you must enter a reason. TECH NOTE: Reason codes are on Screen 899; IAFPR-PQ-NO-GFE-REASON-CD Good Faith Effort - Basic Concepts (cont’d) When the “GFE Solicited” field is ‘Y’ on Screen 220, the ‘NEXT’ (PF5) sequence automatically includes Screen 217, Good Faith Effort Response – Purchase Orders. Screen 217 – Good Faith Effort Response – Purchase Orders 217 Good Faith Effort Response - Purchase Orders 05/19/09 16:03 OPT OCEAN SIGHT SCOPE FY 2009 CC 21 Screen: ___ Doc: P900130 Dept./Sub Dept.: PLANE _____ GFE Bids Solicited: Y F Src State ID Vendor Name Gn Eth Rsp Amount Bid Aw -- --- ----------- ------------------------------- -- --- --- --------------- - _ F 1xxxxxxxxx5 OPT OCEAN SIGHT SCOPE_________ M __ B _______6705.00 Y _ F 1xxxxxxxxx3 B&B PHOTO_____________________ M __ B _______6749.00 _ _ N 1xxxxxxxxx8 BAYWATCH SUPPLY INC___________ F WO N ______________ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ ** END OF DATA ** Reported Date: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp NexT Resn Add LP Good Faith Effort Required When the “LP Good Faith Effort Required” field is ‘Y’ on Screen 311, an additional field displays on Screen 240. The field “GFE Solicited” requires entry of “Y” or “N”. Screen 240 – Limited Purchase Header 240 Limited Purchase Header 05/19/09 16:11 FY 2009 CC 06 Screen: ___ Doc: L900244 C o m p l e t e d Doc Year: 2009 Order Date: 07/07/2008 Cat.: LP State: Dept: VPAT_ Subdept: _____ Total Amt: 61.26 Doc Summary: SCIENTIFIC MARKERS Vendor: 1vvvvvvvvv1 SCIENTIFIC TOOLS LDT Cd: __ Reimburse ID: ___________ FOB: __ User Ref: 240026-VP_____ All Items Received: Y GFE Solicited N Date Received: 07/14/2008 Ship To Address Nbr: 056 Invoice To Address Nbr: 056 Name: VET. PATHOBIOLOGY_____________ Name: VET. PATHOBIOLOGY_____________ Addr: 119A VET. MED. SCIENCES_______ Addr: 119A VET. MED. SCIENCES_______ ______________________________ ______________________________ 4467 TAMU_____________________ 4467 TAMU_____________________ ______________________________ ______________________________ City: COLLEGE STATION_____ State: TX City: COLLEGE STATION_____ State: TX Zip: 778434467 Country: ___ Zip: 778434467 Country: ___ Phone: 979-845-3333 Fax: 979-845-9222 Phone: 979-845-3333 Fax: 979-845-9222 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp ADDR Next Resn Notes AdDpt Good Faith Effort - Basic Concepts (cont’d) When the “GFE Solicited” field is ‘N’ on Screen 240, a pop-up box for entry of a reason code displays. Using ‘?’ Help displays a list of predefined reason codes. Select the reason code and the reason description displays in the reason field +------------------------------------------------------------------------+ | | | | | Enter Reason Cd No GFE was Solicited | | | | | | IN ITEM OR SVC FOR IMMEDIATE NEED_____ | | | | | | PF4=Exit | +------------------------------------------------------------------------+ Predefined reason codes: +----------------------------------------------------+ | Select from list, or enter code to re-start | | | | Reason Code: | | | | Reason code Description | | _ NR NOT REQUIRED | | _ OT OTHER | | _ RE REIMBURSEMENT | | | +----------------------------------------------------+ If you have the choice of a special code ‘OT’ and select it, you must enter a reason. TECH NOTE: Reason codes are on Screen 899; IAFPR-PQ-NO-GFE-REASON-CD When the “GFE Solicited” field is ‘Y’ on Screen 240, the ‘NEXT’ (PF5) sequence automatically includes Screen 246, Good Faith Effort Response – Limited Purchases. Screen 246 – Good Faith Effort Response – Limited Purchases 246 Good Faith Effort Response - Limited Purchases 05/19/09 15:11 FY 2009 CC AB Screen: ___ Doc: L550027 Dept./Sub Dept.: FISC_ _____ GFE Bids Solicited: _ F Src State ID Vendor Name Gn Eth Rsp Amount Bid Aw -- --- ----------- ------------------------------- -- --- --- --------------- - _ N 1vvvvvvvvv8 KALE AND COMPANY IN CARE OF FI _ BL N ______________ _ F 3vvvvvvvvv6 XYZ COMPANY___________________ F BL R ______________ _ N 9vvvvvvvvv3 DUCKBILL COMMODITIES__________ _ __ B ________100.00 _ _ H 1vvvvvvvvv6 BIOMEDICAL SUPPLY INC_________ M BL R ______________ _ C 2vvvvvvvvv4 STATIONERY SHOP, THE__________ F WO B ________110.00 Y _ F 1vvvvvvvvv1 KYLE*KITCHENS_________________ _ __ N ______________ _ N ___________ LANCE LANDRY__________________ _ __ N ______________ _ C 1vvvvvvvvv0 KROGER VIDEO__________________ _ __ N ______________ _ H 1vvvvvvvvv6 VANCEY LUMBER CO INC__________ F WO B ________200.00 _ _ F 2vvvvvvvvv6 GARY GORDON*GRANT _______ _ __ R ______________ _ C 3vvvvvvvvv0 TEXAS A&M ALTERNATE VENDOR____ _ __ R ______________ _ C 9vvvvvvvvv8 DUCKIE'S COMMODITIES UNLIMITED _ __ B ________300.00 _ ** PRESS ENTER FOR MORE ENTRIES ** Reported Date: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp NexT Resn Add Good Faith Effort Response Limited Purchases Screen 246 is used to capture Good Faith Effort (GFE) information for Limited Purchases. The purpose is to detail vendor bid information for addenda reporting for the Governor’s semi- annual HUB reporting. The data from this screen is used to create statistical report, PBAR248 and is NOT sent directly to the Texas Building and Procurement Commission (TBPC). When a Purchasing document is closed and/or completed, no further information can be entered on Screen 246. Screen 246 – Good Faith Effort Response – Limited Purchases 246 Good Faith Effort Response - Limited Purchases 05/19/09 15:11 FY 2009 CC AB Screen: ___ Doc: L550027 Dept./Sub Dept.: FISC_ _____ GFE Bids Solicited: _ F Src State ID Vendor Name Gn Eth Rsp Amount Bid Aw -- --- ----------- ------------------------------- -- --- --- --------------- - _ N 1vvvvvvvvv8 KALE AND COMPANY IN CARE OF FI _ BL N ______________ _ F 3vvvvvvvvv6 XYZ COMPANY___________________ F BL R ______________ _ N 9vvvvvvvvv3 DUCKBILL COMMODITIES__________ _ __ B ________100.00 _ _ H 1vvvvvvvvv6 BIOMEDICAL SUPPLY INC_________ M BL R ______________ _ C 2vvvvvvvvv4 STATIONERY SHOP, THE__________ F WO B ________110.00 Y _ F 1vvvvvvvvv1 KYLE*KITCHENS_________________ _ __ N ______________ _ N ___________ LANCE LANDRY__________________ _ __ N ______________ _ C 1vvvvvvvvv0 KROGER VIDEO__________________ _ __ N ______________ _ H 1vvvvvvvvv6 VANCEY LUMBER CO INC__________ F WO B ________200.00 _ _ F 2vvvvvvvvv6 GARY GORDON*GRANT _______ _ __ R ______________ _ C 3vvvvvvvvv0 TEXAS A&M ALTERNATE VENDOR____ _ __ R ______________ _ C 9vvvvvvvvv8 DUCKIE'S COMMODITIES UNLIMITED _ __ B ________300.00 _ ** PRESS ENTER FOR MORE ENTRIES ** Reported Date: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp NexT Resn Add The Doc: field is required and is already displayed if you have come to this screen through the “NEXT” function. If you access this screen directly, you may enter a document number and press enter to see any existing data on the screen or enter new data. You must have access to the original purchasing document. In the case of multiple departments on a document, you will see the first department/sub department that you have security access to. The department/sub department fields can be changed to another department/sub department that is on the document and will display if you have proper access. • Indicate the function type for the F: field: Add (A), Update (U) or Delete (D). • Enter an ‘N’ in the GFE Bids Submitted: field to indicate no GFE was solicited. • Enter the appropriate source code in the Src: field. The valid values are: Source Code Description _ C CMBL _ F FAMIS _ H HUB _ N NO LIST Select an Source Cd or Press to Quit Screen 246 – Good Faith Effort Response – Limited Purchases (cont’d) • If the source code and part of the bidder/vendor’s name is entered in the State ID: field, a pop-up screen displays matching names from the source data. For example, type ‘C’ (CMBL) in the Src: field and type ‘C’ in the State ID: field to find bidder/vendors with names beginning with that letter; the list displays. Screen 246 – Good Faith Effort Response – Limited Purchases 246 Good Faith Effort Response - Limited Purchases 05/19/09 15:17 FY 2009 CC AB Screen: ___ Doc: L550027 Dept./Sub Dept.: FISC_ _____ GFE Bids Solicited: _ F Src State ID Vendor Name Gn Eth Rsp Amount Bid Aw -- --- ----------- ------------------------------- -- --- --- --------------- - _ F 2vvvvvvvvv1 CHRIS C*CARSON________________ _ __ B ________250.00 _ _ N ___________ SAM SMITHSONIAN_______________ _ __ N ______________ _ C 2vvvvvvvvv1 ATTEBERRY CONTRACTING, CLAYTON _ __ B ________249.00 _ _ H 1vvvvvvvvv2 PROCESSOR & CHEMICAL SERVICES_ F HI B ________210.00 _ A C C__________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ ** END OF DATA ** Reported Date: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp NexT Resn Add • Select the desired bidder/vendor by typing ‘X’ in the field provided and press ENTER to return to Screen 246. +-----------------------------------------------------------------------------+ | F0043 Mark Vendor with an 'X' to select | | Screen: ___ Search: C___________________ Type: N (N,V) | | | | Vendor Name Vendor ID SHld | | _ CALIFORNIA CONSUMER IMPORTS DB 1vvvvvvvvv2 | | _ CANGELOSI COMPANY 1vvvvvvvvv6 | | _ CHEATHAM CONTRACTOR INC, J.O. 1vvvvvvvvv3 | | _ COMPA INDUSTRIES INC 1vvvvvvvvv8 | | _ COMPLAS INC 1vvvvvvvvv1 | | _ CURRY INC 1vvvvvvvvv8 | | | | ** END OF LIST - 6 Vendor(s) Found ** | | PF4=Exit PF9=Bid PF10=Remit PF11=Order PF12=Main | +-----------------------------------------------------------------------------+ Screen 246 – Good Faith Effort Response – Limited Purchases (cont’d) • When a bidder/vendor is selected, the data is pulled from FAMIS and the screen fields are populated with available data. If you change any data on a line, the program changes the source field to ‘N’ as it no longer matches the original source. When the Src: field is changed to an ‘N’ a pop-up will indicate the change (shown below). Otherwise the data displayed is protected from update. +------------------------------------------------------------+ | | | | | The data has been changed and does not match the source | | | | The Source cd will be changed from F to 'N' | | | | Press ENTER to Continue | | | +------------------------------------------------------------+ • If the vendor is not on either the CMBL file, the HUB file or the FAMIS file, the vendor can be added by typing ‘N’ in the Src: field. You must enter a name in the Vendor Name: field. • Each entry must have either a response code in the Rsp: field or an amount in the Amount Bid: field. You may also enter ‘B’ in the Rsp: field and an amount in the Amount Bid: field. Screen 246 – Good Faith Effort Response – Limited Purchases 246 Good Faith Effort Response - Limited Purchases 05/19/09 15:19 FY 2009 CC AB Screen: ___ Doc: L550027 Dept./Sub Dept.: FISC_ _____ GFE Bids Solicited: _ F Src State ID Vendor Name Gn Eth Rsp Amount Bid Aw -- --- ----------- ------------------------------- -- --- --- --------------- - _ F 2vvvvvvvvv1 CHRIS C*CARSON________________ _ __ B ________250.00 _ _ N ___________ SAM SMITHSONIAN_______________ _ __ N ______________ _ C 2vvvvvvvvv1 ATTEBERRY CONTRACTING, CLAYTON _ __ B ________249.00 _ _ H 1vvvvvvvvv2 PROCESSOR & CHEMICAL SERVICES_ F HI B ________210.00 _ _ F 2vvvvvvvvv9 AAA COMPUTER SUPPLIES_________ M BL _ _________99.95 Y _ C 2vvvvvvvvv1 ATTEBERRY CONTRACTING, CLAYTON _ __ R ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ ** END OF DATA ** Reported Date: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp NexT Resn Add • In some instances the screen protects the State ID field once an entry has been made. If all the vendor fields are protected and the screen is full you need to use the PF8 Add key to add additional vendors. Screen 246 – Good Faith Effort Response – Limited Purchases (cont’d) Basic Steps • Advance to Screen 246. • If necessary, type a Document number on the Action Line and press ENTER. • Enter desired modifications and press ENTER to record changes. Use the PF8 Add key to make additional entries if the screen is full and the vendor fields are protected. • Press PF5 to advance to Screen 242 to close the document and route it. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Enter the document number to be displayed. Screen Information Dept./Sub Dept.: Help 5 characters Identify the department and/or sub department for the document. GFE Bids Solicited: 1 character Type ‘N’ to indicate that no Good Faith Effort was solicited. F: 1 character Type the desired modification code: A = Add U = Update D = Delete Src: 1 character Include the source code. Valid values are: C = CMBL F = FAMIS H = HUB N = No List State ID: 11 digits Identify the State Identification number. Vendor Name: 30 characters Enter the vendor’s name. Gn: 1 character Type the gender code for the bidder/vendor. Valid values are: M = Male F = Female Screen 246 – Good Faith Effort Response – Limited Purchases (cont’d) Eth: Help 2 characters Identify the ethnicity of the bidder/vendor: AI = American Indian AS = Asian BL = Black HI = Hispanic WO = Woman Owned Rsp: Help 1 character Include the appropriate response code: B = Bid Received N = No Response R = Responded No Bid Amount Bid: 14 digits Enter the bid amount if no response code is entered, or enter ‘B’ and the amount. The amount can only be entered for a ‘B’ response. Aw: 1 character ‘Y’ indicates awarded. Only one bid may be awarded for a list. Reported Date: 8 digits Displays the date reported. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. PF5 Next Next Advances to the next required screen (Screen 242). PF7 Reason Code Resn Displays a pop up to enter or display the reason code that no GFE was solicited. PF8 Add Add Used to make additional entries if the screen is full and the vendor fields are protected. GFE Response - Purchase Orders Screen 217 is used to capture Good Faith Effort (GFE) information for Purchase Orders. The purpose is to detail vendor bid information for addenda reporting for the Governor’s semi- annual HUB reporting. The data from this screen is used to create statistical report, PBAR248 and is NOT sent directly to the Texas Building and Procurement Commission (TBPC). When a Purchasing document is closed and/or completed, no further information can be entered on Screen 217. Screen 217 – Good Faith Effort Response – Purchase Orders 217 Good Faith Effort Response - Purchase Orders 05/19/09 16:29 FY 2009 CC AB Screen: ___ Doc: P800004 Dept./Sub Dept.: FISC_ _____ GFE Bids Solicited: Y F Src State ID Vendor Name Gn Eth Rsp Amount Bid Aw -- --- ----------- ------------------------------- -- --- --- --------------- - _ C 2xxxxxxxxx7 A & W WELDING_________________ F WO B ________100.00 Y _ N 2xxxxxxxxx9 KANDY KAY KARSON______________ F WO N ______________ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ ** END OF DATA ** Reported Date: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp NexT Resn Add The Doc: field is required and is already displayed if you have come to this screen through the “NEXT” function. If you access this screen directly, you may enter a document number and press enter to see any existing data on the screen or enter new data. You must have access to the original purchasing document. In the case of multiple departments on a document, you will see the first department/sub department that you have security access to. The department/sub department fields can be changed to another department/sub department that is on the document and will display if you have proper access. • Indicate the function type for the F: field: Add (A), Update (U) or Delete (D). • Enter the appropriate source code in the Src: field. The valid values are: Source Code Description _ C CMBL _ F FAMIS _ H HUB _ N NO LIST Select an Source Cd or Press to Quit Screen 217 – Good Faith Effort Response – Purchase Orders (cont’d) • If the source code and part of the bidder/vendor’s name is entered in the State ID: field, a pop-up screen displaying matching names from the source data will appear. For example, if you type ‘C’ (CMBL) in the Src: field and type ‘A’ in the State ID: field to find a bidder/vendor with a name beginning with that letter, a matching list displays. Screen 217 – Good Faith Effort Response – Purchase Orders 217 Good Faith Effort Response - Purchase Orders 05/19/09 15:27 FY 2009 CC AB Screen: ___ Doc: P000024 Dept./Sub Dept.: FISC_ _____ GFE Bids Solicited: _ F Src State ID Vendor Name Gn Eth Rsp Amount Bid Aw -- --- ----------- ------------------------------- -- --- --- --------------- - _ N ___________ KYLE INC______________________ F __ N ______________ _ N 1vvvvvvvvv8 KYLE AND COMPANY IN CARE OF FI F __ B _________10.00 _ _ F 2vvvvvvvvv7 A & W WELDING_________________ F HI N ______________ A C A__________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ ** END OF DATA ** Reported Date: 02/14/2006 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp NexT Resn Add • Select the desired bidder/vendor by typing ‘X’ in the field provided and press ENTER to return to Screen 217. +-----------------------------------------------------------------------------+ | F0043 Mark Vendor with an 'X' to select | | Screen: ___ Search: A___________________ Type: N (N,V) | | Include Frz/Del Vendors: N | | | | Vendor Name Vendor ID Alias Frz Del SHld HUB | | _ A & ACB 2vvvvvvvvv0 N N N | | _ A & B WELDING 2vvvvvvvvv0 N N N | | _ A & B WELDING 2vvvvvvvvv1 N N N | | X A & W WELDING 2vvvvvvvvv7 Y N N | | _ A&M COMPUTING 2vvvvvvvvv0 Y N N | | _ A&M COMPUTING 2vvvvvvvvv1 N N N | | _ A&M COMPUTING 2vvvvvvvvv2 N N N | | _ A-1 PROPANE 1vvvvvvvvv0 N N N | | _ A-1 PROPANE 1vvvvvvvvv1 N N N | | _ AAA AND JANNA 7vvvvvvvvv0 N N N | | _ AAA AND JANNA 7vvvvvvvvv7 N N N | | _ AAA COMPUTER SUPPLIES 2vvvvvvvvv0 N N N Y Y | | _ AAA COMPUTER SUPPLIES 2vvvvvvvvv1 N N N Y Y | | ** More Vendors - Press to View ** | | PF4=Exit PF9=Bid PF10=Remit PF11=Order PF12=Main | +-----------------------------------------------------------------------------+ Screen 217 – Good Faith Effort Response – Purchase Orders (cont’d) • When a bidder/vendor is selected, the data will be pulled from FAMIS and the screen fields will be populated, if data is available. If any data on a line pulled is changed, the program will change the source field to ‘N’; otherwise the data pulled will be protected. When the Src: field is changed to an ‘N’ a pop-up will indicate the change. +------------------------------------------------------------+ | | | | | The data has been changed and does not match the source | | | | The Source cd will be changed from F to 'N' | | | | Press ENTER to Continue | | | +------------------------------------------------------------+ • If the vendor is not on either the CMBL file, the HUB file or the FAMIS file, the vendor can be added by typing ‘N’ in the Src: field. You must enter a name in the Vendor Name: field. • Each entry must have either a response code in the Rsp: field or an amount in the Amount Bid: field. You may also enter ‘B’ in the Rsp: field and an amount in the Amount Bid: field. Screen 217 – Good Faith Effort Response – Purchase Orders 217 Good Faith Effort Response - Purchase Orders 05/19/09 15:31 FY 2009 CC AB Screen: ___ Doc: P000024 Dept./Sub Dept.: FISC_ _____ GFE Bids Solicited: _ F Src State ID Vendor Name Gn Eth Rsp Amount Bid Aw -- --- ----------- ------------------------------- -- --- --- --------------- - _ N ___________ KYLE INC______________________ F __ N ______________ _ N 1vvvvvvvvv8 KYLE AND COMPANY IN CARE OF FI F __ B _________10.00 _ _ F 2vvvvvvvvv7 A & W WELDING_________________ F HI N ______________ _ F 2vvvvvvvvv9 AAA COMPUTER SUPPLIES_________ M BL _ _________99.95 Y _ C 2vvvvvvvvv1 ATTEBERRY CONTRACTING, CLAYTON _ __ R ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ ** END OF DATA ** Reported Date: 02/14/2006 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp NexT Resn Add You can add more than 12 vendors. When there is a full screen, add another vendor by typing "A" in the F: field, then type over an existing vendor. (This does not affect the existing vendor.) Once this next vendor is created, you will be able to page to the next screen and continue adding vendors on the blank lines available. If all the vendor fields are protected and the screen is full you need to use the PF8 Add key to add additional vendors. Screen 217 – Good Faith Effort Response – Purchase Orders (cont’d) Basic Steps • Advance to Screen 217. • Type a document number on the Action Line and press ENTER. • Enter desired modifications and press ENTER to record changes. • Press PF5 to advance to Screen 226 to close the document and route it. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Type the document number to be displayed. Screen Information Dept./Sub Dept.: Help 5 characters Identify the department and/or sub department for the document. GFE Bids Solicited: 1 character Enter an ‘N’ to indicate that no Good Faith Effort was solicited. F: 1 character Type the desired modification code: A = Add U = Update D = Delete Src: 1 character Include the source code. Valid values are: C = CMBL F = FAMIS H = HUB N = No List State ID: 11 digits Identify the State Identification number. Vendor Name: 30 characters Enter the vendor’s name. Gn: 1 character Type the gender code for the bidder/vendor. Valid values are: M = Male F = Female Screen 217 – Good Faith Effort Response – Purchase Orders (cont’d) Eth: Help 2 characters Identify the ethnicity of the bidder/vendor: AI = American Indian AS = Asian BL = Black HI = Hispanic WO = Woman Owned Rsp: Help 1 character Include the appropriate response code: B = Bid Received N = No Response R = Responded No Bid Amount Bid: 14 digits Enter the bid amount if no response code is entered, or enter ‘B’ and the amount. The amount can only be entered for a ‘B’ response. Aw: 1 character ‘Y’ indicates awarded. Only one bid may be awarded for a list. Reported Date: 8 digits Displays the date reported. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. PF5 Next Next Advances to the next required screen (Screen 226). PF7 Reason Code Resn Displays a pop up to enter or display the reason code that no GFE was solicited. PF8 Add Add Used to make additional entries if the screen is full and the vendor fields are protected. GFE Response - Vouchers Screen 343 is used to capture Good Faith Effort (GFE) information for Vouchers. Vouchers should not be used if the purchase order or limited screens are used. The purpose is to detail vendor bid information for addenda reporting for the Governor’s semi- annual HUB reporting. The data from this screen is used to create statistical report, PBAR248 and is NOT sent directly to the Texas Building and Procurement Commission (TBPC). Screen 343 – Good Faith Effort Response – Vouchers 343 Good Faith Effort Response - Vouchers 05/19/09 15:48 FY 2009 CC AB Screen: ___ Voucher: 0600002 Dept./Sub Dept.: FISC_ _____ GFE Bids Solicited: _ F Src State ID Vendor Name Gn Eth Rsp Amount Bid Aw -- --- ----------- ------------------------------- -- --- --- --------------- - _ F 2vvvvvvvvv9 AAA COMPUTER SUPPLIES_________ M BL B ________100.00 _ _ C 2vvvvvvvvv6 GUERLAIN, GERALDINE___________ M HI N ______________ _ H 1vvvvvvvvv4 HUCKSTER PACKAGING & SUPPLY IN F WO B ________101.50 _ _ N ___________ BABER_________________________ _ __ B ________101.00 Y _ F 2vvvvvvvvv4 KYLE, KAREN___________________ _ __ R ______________ _ H 1vvvvvvvvv9 OLSEN & GUERRA LUMBER COMPANY_ M HI N ______________ _ N ___________ JAKERS SUPPLY CO______________ M AI B ________105.00 _ _ C 2vvvvvvvvv7 MARTINEZ CONSTRUCTION COMPANY, M HI R ______________ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ ** END OF DATA ** Reported Date: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Resn Add The Doc: field is required and is already displayed if you have come to this screen through the “NEXT” function. If you access this screen directly, you may enter a document number and press enter to see any existing data on the screen or enter new data. You must have access to the original purchasing document. In the case of multiple departments on a document, you will see the first department/sub department that you have security access to. The department/sub department fields can be changed to another department/sub department that is on the document and will display if you have proper access. • Indicate the function type for the F: field: Add (A), Update (U) or Delete (D). • Enter the appropriate source code in the Src: field. The valid values are: Source Code Description _ C CMBL _ F FAMIS _ H HUB _ N NO LIST Select an Source Cd or Press to Quit Screen 343 – Good Faith Effort Response – Vouchers (cont’d) • If the source code and part of the bidder/vendor’s name is entered in the State ID: field, a pop-up screen displaying matching names from the source data will appear. For example, if you type ‘C’ (CMBL) in the Src: field and type ‘A’ in the State ID: field to find a bidder/vendor with a name beginning with that letter, you will see a matching list displayed. Screen 343 – Good Faith Effort Response – Vouchers 343 Good Faith Effort Response - Vouchers 05/19/09 15:48 FY 2009 CC AB Screen: ___ Voucher: 0600002 Dept./Sub Dept.: FISC_ _____ GFE Bids Solicited: _ F Src State ID Vendor Name Gn Eth Rsp Amount Bid Aw -- --- ----------- ------------------------------- -- --- --- --------------- - _ F 2vvvvvvvvv9 AAA COMPUTER SUPPLIES_________ M BL B ________100.00 _ _ C 2vvvvvvvvv6 GUERLAIN, GERALDINE___________ M HI N ______________ _ H 1vvvvvvvvv4 HUCKSTER PACKAGING & SUPPLY IN F WO B ________101.50 _ _ N ___________ BABER_________________________ _ __ B ________101.00 Y _ F 2vvvvvvvvv4 KYLE, KAREN___________________ _ __ R ______________ _ H 1vvvvvvvvv9 OLSEN & GUERRA LUMBER COMPANY_ M HI N ______________ _ N ___________ JAKERS SUPPLY CO______________ M AI B ________105.00 _ _ C 2vvvvvvvvv7 MARTINEZ CONSTRUCTION COMPANY, M HI R ______________ A C A__________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ ** END OF DATA ** Reported Date: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp • Select the desired bidder/vendor by typing ‘X’ in the field provided and press ENTER to return to Screen 343. +-----------------------------------------------------------------------------+ | F0043 Mark Vendor with an 'X' to select | | > Screen: ___ Search: A___________________ Type: N (N,B) CMBL Bidders | | > Type of Funds: S (S or L) | | > Include Frz/Del Bidders: N (Y or N) | | Panel: 01 More >> | | Bidder Name ---------- Bid to ------------------- | | _ AAA SNOWSHOE REPAIR 100 MAIN STREET COLLEGE STATI TX | | X ADVANCE METAL SYSTEMS INC P.O. BOX 961 ROUND ROCK TX | | _ ATTEBERRY CONTRACTING, CLAYTON P O BOX 946 HAWKINS TX | | | | | | ** END OF LIST - 3 Bidder(s) Found ** | | PF4=Exit PF10=Left PF11=Right | +-----------------------------------------------------------------------------+ • When a bidder/vendor is selected, the data will be pulled from FAMIS and the screen fields will be populated, if data is available. If any data on a line pulled is changed, the program will change the source field to ‘N’; otherwise the data pulled will be protected. When the Src: field is changed to an ‘N’ a pop-up will indicate the change. +------------------------------------------------------------+ | The data has been changed and does not match the source | | | | The Source cd will be changed from F to 'N' | | | | Press ENTER to Continue | +------------------------------------------------------------+ Screen 343 – Good Faith Effort Response – Vouchers (cont’d) • If the vendor is not on either the CMBL file, the HUB file or the FAMIS file, the vendor can be added by typing ‘N’ in the Src: field. You must enter a name in the Vendor Name: field. • Each entry must have either a response code in the Rsp: field or an amount in the Amount Bid: field. You may also enter ‘B’ in the Rsp: field and an amount in the Amount Bid: field. Screen 343 – Good Faith Effort Response – Vouchers 343 Good Faith Effort Response - Vouchers 05/19/09 15:48 FY 2009 CC AB Screen: ___ Voucher: 0600002 Dept./Sub Dept.: FISC_ _____ GFE Bids Solicited: _ F Src State ID Vendor Name Gn Eth Rsp Amount Bid Aw -- --- ----------- ------------------------------- -- --- --- --------------- - _ F 2vvvvvvvvv9 AAA COMPUTER SUPPLIES_________ M BL B ________100.00 _ _ C 2vvvvvvvvv6 GUERLAIN, GERALDINE___________ M HI N ______________ _ H 1vvvvvvvvv4 HUCKSTER PACKAGING & SUPPLY IN F WO B ________101.50 _ _ N ___________ BABER_________________________ _ __ B ________101.00 Y _ F 2vvvvvvvvv4 KYLE, KAREN___________________ _ __ R ______________ _ H 1vvvvvvvvv9 OLSEN & GUERRA LUMBER COMPANY_ M HI N ______________ _ N ___________ JAKERS SUPPLY CO______________ M AI B ________105.00 _ _ C 2vvvvvvvvv7 MARTINEZ CONSTRUCTION COMPANY, M HI R ______________ _ F 2vvvvvvvvv5 AAA COMPUTER SUPPLIES_________ M BL _ _________99.95 Y _ C 2vvvvvvvvv1 ATTEBERRY CONTRACTING, CLAYTON _ __ R ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ ** END OF DATA ** Reported Date: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Resn Add Basic Steps • Advance to Screen 343. • Type a document number on the Action Line and press ENTER. • Enter desired modifications and press ENTER to record changes. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Voucher: 7 character/digits Type the voucher number to be displayed. Screen Information Dept./Sub Dept.: Help 5 characters Identify the department and/or sub department for the document. GFE Bids Solicited: 1 character Enter an ‘N’ to indicate that no Good Faith Effort was solicited. F: 1 character Type the desired modification code: A = Add U = Update D = Delete Screen 343 – Good Faith Effort Response – Vouchers (cont’d) Src: 1 character Include the source code. Valid values are: C = CMBL F = FAMIS H = HUB N = No List State ID: 11 digits Identify the State Identification number. Vendor Name: 30 characters Enter the vendor’s name. Gn: 1 character Type the gender code for the bidder/vendor. Valid values are: M = Male F = Female Eth: Help 2 characters Identify the ethnicity of the bidder/vendor: AI = American Indian AS = Asian BL = Black HI = Hispanic WO = Woman Owned Rsp: Help 1 character Include the appropriate response code: B = Bid Received N = No Response R = Responded No Bid Amount Bid: 14 digits Enter the bid amount if no response code is entered, or enter ‘B’ and the amount. The amount can only be entered for a ‘B’ response. Aw: 1 character ‘Y’ indicates awarded. Only one bid may be awarded for a list. Reported Date: 8 digits Displays the date reported. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. PF7 Type of Reason Resn Displays a pop up to enter or display the reason code that no GFE was solicited. PF8 Add Add Used to make additional entries if the screen is full and the vendor fields are protected. GFE Response - Exempt Purchases Screen 232 is used to capture Good Faith Effort (GFE) information for Purchase Orders. The purpose is to detail vendor bid information for addenda reporting for the Governor’s semi- annual HUB reporting. The data from this screen is used to create statistical report, PBAR248 and is NOT sent directly to the Texas Building and Procurement Commission (TBPC). When a Purchasing document is closed and/or completed, no further information can be entered on Screen 232. Screen 232 – Good Faith Effort Response – Exempt Purchases 232 Good Faith Effort Response - Exempt Purchases 05/19/09 15:527 FY 2009 CC AB Screen: ___ Doc: E590011 Dept./Sub Dept.: FISC_ _____ GFE Bids Solicited: _ F Src State ID Vendor Name Gn Eth Rsp Amount Bid Aw -- --- ----------- ------------------------------- -- --- --- --------------- - _ F 2vvvvvvvvv3 A&M*COMPUTING_________________ M BL R ______________ _ H 1vvvvvvvvv8 A & W OFFICE SUPPLY INC_______ F WO B ________111.00 _ _ F 2vvvvvvvvv9 AAA COMPUTER SUPPLIES_________ M BL N ______________ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ ** END OF DATA ** Reported Date: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Resn Add The Doc: field is required and you may enter a document number and press enter to see any existing data on the screen or enter new data. You must have access to the original purchasing document. In the case of multiple departments on a document, you will see the first department/sub department that you have security access to. The department/sub department fields can be changed to another department/sub department that is on the document and will display if you have proper access. • Indicate the function type for the F: field: Add (A), Update (U) or Delete (D). • Enter the appropriate source code in the Src: field. The valid values are: Source Code Description _ C CMBL _ F FAMIS _ H HUB _ N NO LIST Select an Source Cd or Press to Quit Screen 232 – Good Faith Effort Response – Exempt Purchases (cont’d) • If the source code and part of the bidder/vendor’s name is entered in the State ID: field, a pop-up screen displaying matching names from the source data will appear. For example, if you type ‘C’ (CMBL) in the Src: field and type ‘A’ in the State ID: field to find a bidder/vendor with a name beginning with that letter, you will see a matching list displayed. Screen 232 – Good Faith Effort Response – Exempt Purchases 232 Good Faith Effort Response - Exempt Purchases 05/19/09 15:52 FY 2009 CC AB Screen: ___ Doc: E590011 Dept./Sub Dept.: FISC_ _____ GFE Bids Solicited: _ F Src State ID Vendor Name Gn Eth Rsp Amount Bid Aw -- --- ----------- ------------------------------- -- --- --- --------------- - _ F 2vvvvvvvvv3 A&M*COMPUTING_________________ M BL R ______________ _ H 1vvvvvvvvv8 A & W OFFICE SUPPLY INC_______ F WO B ________111.00 _ _ F 2vvvvvvvvv9 AAA COMPUTER SUPPLIES_________ M BL N ______________ A C A__________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ ** END OF DATA ** Reported Date: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Resn Add • Select the desired bidder/vendor by typing ‘X’ in the field provided and press ENTER to return to Screen 232. +-----------------------------------------------------------------------------+ | F0043 Mark Vendor with an 'X' to select | | > Screen: ___ Search: A___________________ Type: N (N,B) CMBL Bidders | | > Type of Funds: S (S or L) | | > Include Frz/Del Bidders: N (Y or N) | | Panel: 01 More >> | | Bidder Name ---------- Bid to ------------------- | | _ AAA SNOWSHOE REPAIR 100 MAIN STREET COLLEGE STATI TX | | X ADVANCE METAL SYSTEMS INC P.O. BOX 961 ROUND ROCK TX | | _ ATTEBERRY CONTRACTING, CLAYTON P O BOX 946 HAWKINS TX | | | | | | ** END OF LIST - 3 Bidder(s) Found ** | | PF4=Exit PF10=Left PF11=Right | +-----------------------------------------------------------------------------+ • When a bidder/vendor is selected, the data will be pulled from FAMIS and the screen fields will be populated, if data is available. If any data on a line pulled is changed, the program will change the source field to ‘N’; otherwise the data pulled will be protected. When the Src: field is changed to an ‘N’ a pop-up will indicate the change. | The data has been changed and does not match the source | | | | The Source cd will be changed from F to 'N' | | | | Press ENTER to Continue | Screen 232 – Good Faith Effort Response – Exempt Purchases (cont’d) • If the vendor is not on either the CMBL file, the HUB file or the FAMIS file, the vendor can be added by typing ‘N’ in the Src: field. You must enter a name in the Vendor Name: field. • Each entry must have either a response code in the Rsp: field or an amount in the Amount Bid: field. You may also enter ‘B’ in the Rsp: field and an amount in the Amount Bid: field. Screen 232 – Good Faith Effort Response – Exempt Purchases 232 Good Faith Effort Response - Exempt Purchases 05/19/09 15:52 FY 2009 CC AB Screen: ___ Doc: E590011 Dept./Sub Dept.: FISC_ _____ GFE Bids Solicited: _ F Src State ID Vendor Name Gn Eth Rsp Amount Bid Aw -- --- ----------- ------------------------------- -- --- --- --------------- - _ F 2vvvvvvvvv3 A&M*COMPUTING_________________ M BL R ______________ _ H 1vvvvvvvvv8 A & W OFFICE SUPPLY INC_______ F WO B ________111.00 _ _ F 2vvvvvvvvv9 AAA COMPUTER SUPPLIES_________ M BL N ______________ _ F 2vvvvvvvvv9 AAA COMPUTER SUPPLIES_________ M BL _ _________99.95 Y _ C 2vvvvvvvvv1 ATTEBERRY CONTRACTING, CLAYTON _ __ R ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ _ _ ___________ ______________________________ _ __ _ ______________ _ ** END OF DATA ** Reported Date: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Resn Add Basic Steps • Advance to Screen 232. • Type a document number on the Action Line and press ENTER. • Enter desired modifications and press ENTER to record changes. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Type the document number to be displayed. Screen Information Dept./Sub Dept.: Help 5 characters Identify the department and/or sub department for the document. GFE Bids Solicited: 1 character Enter an ‘N’ to indicate that no Good Faith Effort was solicited. F: 1 character Type the desired modification code: A = Add U = Update D = Delete Screen 232 – Good Faith Effort Response – Exempt Purchases (cont’d) Src: 1 character Include the source code. Valid values are: C = CMBL F = FAMIS H = HUB N = No List State ID: 11 digits Identify the State Identification number. Vendor Name: 30 characters Enter the vendor’s name. Gn: 1 character Type the gender code for the bidder/vendor. Valid values are: M = Male F = Female Eth: Help 2 characters Identify the ethnicity of the bidder/vendor: AI = American Indian AS = Asian BL = Black HI = Hispanic WO = Woman Owned Rsp: Help 1 character Include the appropriate response code: B = Bid Received N = No Response R = Responded No Bid Amount Bid: 14 digits Enter the bid amount if no response code is entered, or enter ‘B’ and the amount. The amount can only be entered for a ‘B’ response. Aw: 1 character ‘Y’ indicates awarded. Only one bid may be awarded for a list. Reported Date: 8 digits Displays the date reported. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. PF7 Reason Code Resn Displays a pop up to enter or display the reason code that no GFE was solicited. PF8 Add Add Used to make additional entries if the screen is full and the vendor fields are protected. Screen 232 – Good Faith Effort Response – Exempt Purchases (cont’d) Section III Limited Purchase Information Limited Purchases: Basic Concepts A limited purchase screen is entered to capture information that pertains to the purchase of merchandise that is below a certain dollar amount and does not require a formal bid by the central purchasing office. For each limited purchase entered into the system you will use the following screens: 240 Limited Purchase Header 241 Limited Purchase Items 242 Limited Purchase Close Additional screens which may be used are: 243 Limited Purchase Flag Maintenance 244 Limited Purchase Note Text Information required to enter a limited purchase will need to be acquired in order to complete the transaction. This information consists of the following: • Department for which this purchase is originating and any additional departments that may be splitting this purchase. • Vendor, if known prior to making the purchase. It will have to be supplied in order to close the document. • Reimburse ID for the person who paid for the items and will receive the check generated for reimbursement. • User reference, which is a unique identifier assigned by your department for tracking this purchase. • Addresses for shipping and invoicing. • All accounts that will be responsible for the purchase of the items. Limited Purchases – Basic Concepts (cont’d) See Purchasing Basic Concepts for the following topics: • Document Categories • Processing Codes • Encumbering Funds • Handling Credit Memos • Automatic Purchase Document Numbering • Vendor Concepts and Search • Ship To and Invoice To Address Codes • Multiple Accounts for a Line Item • Inventory Part Number • Recalling the Document • Routing the Document • Rejected Documents State vs. Local Funds On Screen 6, each account has a value in the State field. A value "Y" means it is a State account. Screen 6 – SL 6 Digit Account (FSA) 006 SL 6 Digit Account (FSA) 05/19/09 16:36 FY 2009 CC 02 Screen: ___ Account: 121214 ____ TELEPHONE OPERATIONS Account Title: TELEPHONE OPERATIONS_______________ SA create enable: Y Resp Person: 8uuuuuuu5 MARSH, MILLIE M Old Acct: 11250__________ ABR Rule: 001 Map Code: 12120 Reporting Group: __ Bottom Line Cntl: Y Deflt Cat Cntl: R Deflt Cat Tol Pct: _______ AFR Fund Group: 10 Fund Group: FG Sub Fund Group: Sub-Sub: __ Year-End Process: F Year-End Acct: __________ Function: 35 Sub-Fun: __ Default Bank: 79001 Override: Y Proj FYTD End Mo: 08 Aux Code: ___ Alternate Banks: ***** _____ _____ _____ _____ Security: ______ State Funds: Y Appropriated: _ ----SA Transactions--- Dept S-Dept Exec Div Coll Mail Cd Stmt Budget Actual Primary: TCOM_ _____ AA CI C1174 Y Expense: B B Secondary: _____ _____ _____ _ Revenue: B B Fund Source: 05 ________________________________________ Long Title: TELEPHONE OPERATIONS____________________ ________________________________________ Account Letter: _ Setup Date: 07/08/1975 TRS/ORP Exempt: _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next CAcct CProj Left Right Screen 309 – Purchasing Limited/Exempt/PIP Control 309 Purch. Limited/Exempt/PIP Control 05/19/09 16:37 FY 2009 CC 02 Screen: ___ ------------------------------- Limited P.O. --------------------------------- State Limit: _______5000.00 Prefix Functionality: _ Current 1st Match Ship to Inv to Prefix Prefix Class Cat Limit Mask Dept Addr Req Addr Req A L L LP _______5000.00 AAAANNN Y Y Y Limited Purchases – Basic Concepts (cont’d) • If the accounts input on Screen 241 are State accounts (i.e. the account on Screen 6 has the State Flag set to 'Y'), then: State Flag on Screen 240 automatically displays "Y" and the State Dollar Limit (seen on Screen 309) controls whether the purchase can be a Limited Purchase or must be a Requisition. • If no State accounts are input on Screen 241, the flag on Screen 240 is blank and the Local limit set on Control Screen 309 is used. • If both State and Local accounts are input on Screen 241, the flag displays "Y" on Screen 241 and the State limits on Control Screen 309 is used. Create/Modify Limited Purchase Headers The limited purchase document was designed to purchase smaller items that do not need to be processed by the purchasing office. The total for this document may not exceed the threshold amount requiring a bid set by each agency. For example, the threshold amount currently set by TAMU is $5,000.00 for local accounts and $5,000.00 for state accounts. General information that pertains to the entire purchase such as the category defaults depending on whether you are on Limited or Exempt Screen (240 or 235), departments, vendor, and ship to/invoice to addresses should be entered using Screen 240. Using the PF11 AdDpt key allows you to split purchase orders between two or more accounts with different department/subdepartment codes. Screen 240 - Limited Purchase Header 240 Limited Purchase Header 05/19/09 11:05 FY 2009 CC 02 Screen: ___ Doc: L739748 I n P r o c e s s Doc Year: 2007 Order Date: 01/31/2007 Cat.: LP State: Dept: BCBP_ Subdept: _____ Total Amt: 69.92 Doc Summary: C02_______________________________________________ Vendor: 1vvvvvvvvv6 PRATAIR DISTRIBUTION INC LDT Cd: __ Reimburse ID: ___________ FOB: __ User Ref: 225050-2440___ All Items Received: N Date Received: __________ Ship To Address Nbr: 147 Invoice To Address Nbr: 147 Name: BIOCHEMISTRY & BIOPHYSICS DEPT Name: BIOCHEMISTRY & BIOPHYSICS DEPT Addr: BIOCHEMISTRY & BIOPHYSICS BLDG Addr: BIOCHEMISTRY & BIOPHYSICS BLDG ______________________________ ______________________________ 2128 TAMU_____________________ 2128 TAMU_____________________ ______________________________ ______________________________ City: COLLEGE STATION_____ State: TX City: COLLEGE STATION_____ State: TX Zip: 778432128 Country: ___ Zip: 778432128 Country: ___ Phone: ____________ Fax: ____________ Phone: ____________ Fax: ____________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp ADDR Next Resn Notes AdDpt “GFE Solicited” field is displayed after the User Ref: field if the LP Good Faith Effort Required: field is required on Screen 311. Basic Steps Create a New Limited Purchase Header • Advance to Screen 240, type a document prefix followed by zero in the Action Line and press . • Enter the department, document summary, and user reference. • Indicate whether or not the items have been received and the date they arrived (if they have been received), as well as the ship to and invoice to addresses. • Type additional data in the available fields, as desired, and press to record the purchase information. • If all information has been successfully entered, the system assigned limited purchase order number will be displayed on the Action Line. Screen 240 – Limited Purchase Header (cont’d) Modify an Existing Limited Purchase Header • Advance to Screen 240, type a valid limited purchase order number in the Action Line and press . • Enter valid data in the available fields, as desired, and press to record the information. Limited Purchase Creation Process Create Limited Purchase Order Document Numbers Type a document prefix (usually an “L,” abbreviation for limited purchase) followed by a zero (0) to have the system automatically assign a document number and then press . You may also manually assign the number using the following format (xxxxnnn), where “xxxx” represents the first department on the document and “nnn” is a sequentially assigned number logged by the department. Enter Departments A pop-up window for entering departments and sub-departments is displayed. The user’s department code will automatically display when the security record for the user has a ‘Home Dept/Sub’ code that matches entity security. At least one department is required to create a limited purchase document. Type all departments/sub-departments that will have accounts on this document. Up to 10 extra departments/sub-departments can be added on the header of a limited purchase order document that will have approval and accounts. This pop-up window also allows you to split purchase orders between two or more accounts with different department/subdepartment codes. Press to exit this pop-up window. Department/Sub-Department Pop-Up Window +-------------------------------------------------------------------+ | Enter all Campus Codes and Departments/SubDepartments | | that will have accounts on this document | | | | Dept SubDept CC | | CHEM_ _____ 02 | | _____ _____ __ | | _____ _____ __ | | _____ _____ __ | | _____ _____ __ | | _____ _____ __ | | _____ _____ __ | | _____ _____ __ | | _____ _____ __ | | _____ _____ __ | | Press to Exit | +-------------------------------------------------------------------+ The creator’s default department will automatically be filled in. The department for each account used in the requisition must be entered on the header. You can check the department on each account by using Screen 6 or Screen 29. Screen 240 – Limited Purchase Header (cont’d) Once the system has returned to the limited purchase header screen you will receive the message “Document number will be created automatically” above the Action Line. Vendor Search and Select Vendor search and selection is available for all vendor ID numbers. If the vendor ID is unknown, type an asterisk (*) in the Vendor: field and press to access a pop-up window. This window will display a list of vendors and their ID numbers. Type an ‘X’ next to the desired vendor and press to select the vendor and return to Screen 240. Press PF4 if you wish to return to Screen 240 without selecting a vendor. The vendor is not required to create a new limited purchase order, but it must be entered before the document may be closed. LDT Codes Legal Descriptive Text (LDT) codes specify certain attributes of the purchase as a whole. Typing a question mark (?) in the LDT Cd: field and pressing will access a pop-up window with a complete list of valid codes. Type an ‘X’ next to the code to be applied to the purchase and press to select an LDT code and return to Screen 240. Press PF4 to return to Screen 240 without selecting a code. Processing Codes If the Proc Cd: field is left blank, the document matches and completes when all items are received. An ‘M’ means there can be multiple invoices so the document will not automatically finalize. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Type “L0” (zero) to create a new header document, or type the existing limited purchase order number to be modified. Screen Information Doc Year: 4 digits Indicates the fiscal year the document was created. (NOTE: The field always defaults to the current fiscal year.) . Order Date: 8 digits The date the limited purchase is made. This can be modified once a date is entered. (NOTE: A future date in this field is not allowed.) Cat: 2 characters Displays the document category which is used to define accounting and receiving characteristics of the selected document. It will be filled in automatically by the system. State: 1 character ‘Y’ indicates that state funds are used. Screen 240 – Limited Purchase Header (cont’d) . Dept: Help 5 characters Indicate the department for the primary account responsible for the purchase. SubDept: Help 5 characters Indicates the sub-department for the primary account responsible for the purchase. Total Amt: 12 digits Shows total dollar amount of all items that have been added to this document. This field is blank until items are entered against this document. . Doc Summary: 50 characters Identify a brief description of the entire purchase. Vendor: 11 digits/ 30 characters Indicates the FAMIS vendor identification number and vendor’s name. LDT Cd: Help 2 characters Shows Legal Descriptive Text Code that identifies any special instructions for purchase. Reimburse ID: 11 digits Identifies the vendor ID number to whom the reimbursement check should be made out, if the items were paid for at the time of purchase. FOB: Help 2 characters Shows freight code defining conditions by which purchased goods will be transported/delivered. . User Ref: 14 digits Identify the User Reference number used to indicate the subsidiary ledger (SL) account number for the order followed by the departmental reference number. All Items Received: 1 character Indicates if (‘Y’ or ‘N’) all items purchased have been received. Entry required if ‘Y’ is entered. GFE Solicited: 1 character This field is only displayed and required if set up on Screen 311. Type ‘Y’ or ‘N’ to indicate if GFE is solicited, or leave this field blank. Date Received: 8 digits Shows date the items purchased were received. Ship To . Address Nbr: Help 3 digits Indicate the code which identifies the address to which items purchased will be delivered. Screen 240 – Limited Purchase Header (cont’d) . Name: 30 characters Enter the name of the department to which items purchased will be delivered. Will be filled in automatically if an Address Nbr: is specified. . Addr: 120 characters/digits Indicate the street address to which items purchased will be delivered. Will be filled in automatically if an Address Nbr: is specified. . City: 20 characters/digits Enter the name of the city where purchases are to be delivered. Will be filled in automatically if an Address Nbr: is specified. . State: 2 characters Include the state code. . Zip: 9 digits Enter the ship to zip code. . Country: 3 characters Identify the ship to country code if outside the United States. Phone: 10 digits Include the phone number of the contact person where items will be shipped. Fax: 10 digits Include the fax number. Invoice To . Address Nbr: Help 3 digits Identify the code which identifies the address to which items purchased will be billed. . Name: 30 characters Identify the name of the department to which items purchased will be billed. Will be filled in automatically if an Address Nbr: is specified. . Addr: 120 characters Indicate the street address to which items purchased will be billed. Will be filled in automatically if an Address Nbr: is specified. . City: 20 characters/digits Enter the name of the city where the invoice is to be sent. Will be filled in automatically if an Address Nbr: is specified. . State: 2 characters Include the state code. . Zip: 9 digits Enter the invoice to zip code. Screen 240 – Limited Purchase Header (cont’d) . Country: 3 characters Identify the country code where the invoice is to be sent, if outside the United States. Phone: 10 digits Include the phone number of the contact person for the invoice. Fax: 10 digits Include the fax number. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF4 Address ADDR Displays the vendor’s address and business information. PF5 Next Next Advances to the next required screen. PF7 Reason Resn Used to enter a reason code why no GFE was solicited. PF9 Notes (Document Notes) Notes Used to enter notes about the purchase. (NOTE: These are on-line reference notes regarding the document. They will not be printed.) PF11 Additional Departments AdDpt Used to enter up to 10 additional departments/sub-departments on the header of a limited purchase order document that will have approval and accounts. This allows you to split purchase orders between two or more accounts with different department/subdepartment codes. Create/Modify Limited Purchase Items Information that pertains to each item on the limited purchase document, such as account, quantity, and unit price, are entered on this screen. Flags set on Screen 310 determine if the Commodity Code and TIBH Code on this screen are required. These flags are set on a campus by campus basis. Screen 241 - Limited Purchase Item 241 Limited Purchase Item 05/19/09 09:16 G & G SERVICES CO FY 2009 CC 02 Screen: ___ Doc: L739743 Item: 1.0__ Unit Ext. Item St Account Qty. UOM Price --Disc.-- Price 1.0 CO 144013 00000 5635 1.00______ EA__ 90.0000______ _ ______ 90.00 Comm: _______________ Desc: cleaning services-m700079-#1063118467________ Part: _______________ 2x3 mats.gowns_______________________________ Proc cd: _ St: Y Cost Ref 1: _______ 2: _______ 3: _______ TIBH: _ 2.0 CO 144013 00000 5635 1.00______ EA__ 14.0000______ _ ______ 14.00 Comm: _______________ Desc: cleaning services-m700079-#1063118467________ Part: _______________ 6x8 mats_____________________________________ Proc cd: _ St: Y Cost Ref 1: _______ 2: _______ 3: _______ TIBH: _ 3.0 CO 144013 00000 5635 1.00______ EA__ 8.0000_______ _ ______ 8.00 Comm: _______________ Desc: cleaning services-m700079-#1063118467________ Part: _______________ 8x10 mat_____________________________________ Proc cd: _ St: Y Cost Ref 1: _______ 2: _______ 3: _______ TIBH: _ Page (F/B): _ Document Total: 118.95 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next IDesc Bkwd Frwd CAcct MAcct Warns If a plus sign (+) is displayed between the “Account” and “Qty” fields, there are multiple accounts on that line item. Item St Account Qty. UOM Price --Disc.-- Price 1.0 CO 110512 00000 5647 + 1.00______ LOT_ 552.9800_____ _ ______ 552.98 Comm: _______________ Desc: FAMIS PRINTING SERVICES______________________ Part: _______________ _____________________________________________ Proc cd: _ St: Y Cost Ref 1: _______ 2: _______ 3: _______ Basic Steps • Advance to Screen 241. • Type a valid limited purchase order number in the Action Line. • Press to display existing line item information. • Enter a valid account number, support account number (if used) and object code. • Enter a valid quantity, unit of measure, unit price, and line item description and any other additional information needed. • You may search for the desired commodity code by using ? Help, typing at least three alpha characters, or surround the item name by asterisks, such as *PAPER*. • Press to record the line item information. Screen 241 – Limited Purchase Item (cont’d) Line Item Process Line Item Entry Documents may have up to 900.0 items. The item number will default to 1.0 when the document is being created. FAMIS automatically increments the item number by one for each additional item you need to enter on the document. Use the decimal position of the item number to represent a text only item for the document. Copy Account Number from Item to Item To copy the account number from item 1 to item 2, enter the information for the line item first, then press PF10 instead of . This copies all the accounts from the previous item to the current item. Multiple Accounts When payment of an item is split across several accounts, each account must be entered for that item. Up to 40 accounts may be specified for an item by using to access an additional pop-up window. Payment by an account may be specified either by dollar amount or percentage of the line item balance. Either the percentage of the line item balance or the amount paid by each account must be entered to process the line item information. The total percentage amounts must equal 100%. It is recommended that percentage be used rather than dollar amounts. If any dollar amount is specified for an account, these amounts are subtracted from the extended price and the percentages are applied to the remaining balance to calculate each account total. Change the Document Closing a document encumbers the estimated amount. The document may be re-opened using Screen 242 once the purchase is made so that adjustments can be made. The vendor may also be changed at this time. When the document is closed again, any changes to amounts will adjust the encumbrances from a previous close. Inventory Part Number The inventory part number is used to define specific items within a department. This is especially useful for supplies that are repeatedly ordered. It may also be used to tie FAMIS purchasing information to departmental inventory records. The inventory part number is based on the first department on the limited purchase document. Departments may use Screen 234 to set up inventory part numbers. When the part number is entered on Screen 241 its description will automatically be filled in by the system. Screen 241 – Limited Purchase Item (cont’d) Processing Codes - See Basic Concepts for further explanation These codes are used to tell the system about any special processing the item may need. Valid processing codes include the following: Processing Codes Code Meaning BLANK Normal Processing N Treats this item as a NO CHARGE item. R Treats this item as a TRADE-IN or a REDUCTION IN INVENTORY. V Vendor Discount M Multiple invoice (QTY NOT MATCHED) Not all TAMUS Members use this “M” code. Valid Object Codes-Use of Revenue Object Codes Typically we only think of expense object codes being used on limited and exempt purchase order line items. However, there are instances where you might need to use a revenue code. For example, let's say that your department is sponsoring a seminar and you take in money for registration. You deposit all of this money using a specific revenue object code, but someone cancels their registration and you need to issue them a refund. You can use the same revenue object code on your limited or exempt purchase order to generate their refund without having to pull funds from somewhere else. This is only allowed when Screen 310 is set to include revenue codes. No encumbrances are generated when a revenue code is used. Part Number and Description Maintenance Screen 234 is used to maintain the part numbers and descriptive text to be displayed. Screen 234 – Part Description Maintenance 234 Part Description Maintenance 05/19/09 11:20 FY 2009 CC 02 Screen: ___ Dept: CHEM_ Part Nbr: BX0465-2_______ Delete: _ Text: 175-13-60091-0, BENZOYL CHLORIDE, 1L,________ BX0465-2_____________________________________ _____________________________________________ _____________________________________________ * Please enter text in UPPER and LOWER case. Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Screen 241 – Limited Purchase Item (cont’d) TIBH (Texas Industries for the Blind and Handicapped) The TIBH field is used to indicate the reason that TIBH was or was not used as the vendor for the bid/purchase. This field is optional unless it is set to be required on a campus by campus basis. If the TIBH flag is set, the TIBH field is required on both Screen 224 and Screen 241. The field is also available on Exempt Documents (Screen 236), but it is not required even if the TIBH required flag is set. TIBH reporting must be done on the commodity code level. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the limited purchase document number to add or modify line item information. . Item: 4 digits Enter the item number to be created or modified. Screen Information Item: 4 digits The number assigned to this line item. St: 2 characters Shows the status of the specified item. Indicates the document has a state bank on it in the account PE. . Account: 15 digits Identify the account number (subsidiary ledger + support account + object code) responsible for payment of the specified line item. . Qty.: 10 digits Indicate the purchase quantity of the specified line item. . UOM: Help 4 characters Identify the unit of measure for the specified line item to be printed on the purchase order. . Unit Price: 16 digits Indicate the estimated dollar amount to be paid per unit of measure. Disc.: Help 1 character/6 digits Signify whether the discount entered is a dollar amount (D) or a percentage (P) followed by the amount of the discount to be taken for the specified line item. Ext. Price: 10 digits Displays the total item amount as calculated by the system. Screen 241 – Limited Purchase Item (cont’d) Comm: Help 15 digits Include the commodity code for classifying goods and services. . Desc: 2 lines (45 characters each) Identify a detailed description of the specified line item. Part: Help 15 digits Represents the part number that is used to define specific items within a department’s inventory. Proc cd: Help 1 character Include the processing code which indicates whether or not the item needs special processing (i.e.: vendor discount, trade in, no charge). St. 1 character Indicates the document has a state bank on it. Cost Ref 1,2,3: 7 characters Represents the user-defined cost accounting reference number. This reference number is used to provide additional details about the processing of the selected line item. TIBH: 1 character/digit Shows the reason TIBH (Texas Industries for the Blind and Handicapped) was or was not used as the vendor for the bid/purchase. Valid values include: N = Not Provided by TIBH T = TIBH Purchase 1 = Quantity 2 = Quality 3 = Delivery Time 4 = Life Cycle 5 = Price Page (F/B): 1 character Indicate whether to scroll Forward one page or scroll Backwards one page through the line items. Document Total: 12 digits Displays the total of all line items for the document. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Next Next Advances to the next required screen (Screen 242). PF6 Item Description IDesc Displays the extended item description for the item the cursor is placed on. Screen 241 – Limited Purchase Item (cont’d) PF10 Copy Account CAcct Used to copy account information from the previous item to the current item. All dollar amounts are left blank and require either amount or percentage for a new item to be specified. PF11 Multiple Account MAcct Provides a pop-up window to continue adding accounts, support accounts or expense object codes to the document. PF12 Warnings Warns Identifies any FAMIS warnings. Close a Limited Purchase Order You should close the limited purchase document after all required information has been successfully entered in order to prevent changes from being inadvertently added. Closing a document will also encumber the necessary funds. It is possible to close and re-open a limited purchase document multiple times in order to make changes as long as it has not entered the Routing and Approval System of FAMIS. Screen 242 - Limited Purchase Close 242 Limited Purchase Close 05/20/09 08:42 FY 2009 CC 02 Screen: ___ Doc: A200043 I n P r o c e s s Close Document: _ ========================================================================= Doc Summary: MH BUNKER SAND BM #52222 Doc Year: 2002 Doc Date: 06/24/2002 Cat: LP State: Dept: RSPO Sub Dept: Total Amt: Vendor: 1vvvvvvvvv0 RILEY TRUCKING CO INC LDT Cd: Reimburse Id: FOB: User Ref: 301960-PISC All Items Received: Y Date Received: 06/24/2002 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Item Route Recal Warns Basic Steps • Advance to Screen 242. • Type a valid limited purchase document number in the Action Line. • Press to display existing document information. • Type a ‘Y’ in the pop-up window to Close Document and press . • Type a ‘Y’ in the pop-up window and press to submit to Routing and Approval; or type an ‘N’ and press . The document will not be submitted to Routing and Approval if an ‘N’ is typed in the pop-up window. • If all required information has been properly entered, the message “Document closed successfully” will appear in the message line. Limited Purchase Close Process Encumbrance Processes (see Basic Concepts for further explanation) Closing the document generates encumbrances. Screen 242 – Limited Purchase Close (cont’d) Change the Document Closing a document encumbers the estimated amount. The document may be re-opened using Screen 243 once the purchase is made so that adjustments can be made. The vendor may also be changed at this time. When the document is closed again, any changes to amounts will adjust the encumbrances from a previous close. You may open and close, re-open and close your limited purchase order as many times as is necessary before you send it into the routing and approval system of FAMIS. But you may need to make changes to it after it has already been sent into routing. For example, you may need to change an account object code on a document after you have closed it and sent it into routing. However, before you can make those changes, you must remove the document from the routing system. To do this, you should: • Advance to Screen 912 (your document Out-Box). • Locate the document you would like to re-open and type an ‘X’ next to it. • Press PF5 to recall the document from the routing and approval system. • Advance to Screen 243 to re-open the document. Route the Document A closed document may be submitted to the routing and approval process by pressing the PF7 key. Please Note: If the document is submitted for routing after it is closed, it cannot be reopened without recalling the document from routing (see above for instructions on recalling a document). Rejected Documents If errors are detected to your document while in routing, it will be rejected and returned to your in-box for correction. When this happens, you should: 1. Select the document by typing an ‘X’ next to it in your in-box and then pressing the PF8 (Sel) key. 2. Once the Routing Document Information pop-up window appears, down to the Action: prompt and type NOT to display the routing notes (which will contain the reason(s) for its rejection). 3. Re-open the document on Screen 243 by setting the Reopen Document flag to ‘Y’ and pressing . 4. Make the necessary changes using Screens 240-244. 5. Finally, advance to Screen 242 to close and re-route the document. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the limited purchase document number to be closed. Screen 242 – Limited Purchase Close (cont’d) Screen Information . Close Document: 1 character Indicate whether or not (‘Y’ or ‘N’) the selected document should be closed. Doc Summary: 50 characters Displays a brief description of the entire purchase. Doc Year: 4 digits Indicates the fiscal year the document was created. Doc Date: 8 digits Indicates the date on which the purchase was entered into the system. Cat: 2 characters Displays the category which is used to define the accounting and receiving characteristics of the document. State: 1 character Shows state funds were used for purchase. Dept: 5 characters Indicates the department for the primary account responsible for the purchase. Sub Dept: 5 characters Indicates the sub-department for the primary account responsible for the purchase. Total Amt: 15 digits Displays the total dollar amount of all items that have been entered. Vendor: 11 digits/30 characters Shows the FAMIS identification number and name for the vendor. LDT Cd: 2 characters Represents the Legal Descriptive Text Codes which are used to indicate any special instructions for the purchase. Reimburse Id: 11 digits Identifies the vendor ID number to whom the reimbursement check should be made out, if the items were paid for at the time of purchase. FOB: 2 characters Indicates the freight code defining conditions by which purchased goods will be transported/delivered. User Ref: 14 digits Displays the user reference number which identifies the subsidiary ledger (SL) account number used for the order followed by the departmental reference number. Screen 242 – Limited Purchase Close (cont’d) All Items Received: 1 character Indicates whether or not (‘Y’ or ‘N’) all items purchased have been received. Date Received: 8 digits Shows date the items purchased were received. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Next Next Advances to next required screen (Screen 240). PF6 Item Item Displays a list of all items entered on the limited purchase document. PF7 Route Document Route Submits the document through routing and approval in order to be paid. PF8 Recall Document Recal Recalls the document for processing or changes. PF12 Warnings Warns Identifies any FAMIS warnings. Set/Reset Limited Purchase Flags Maintenance to a limited purchase document or items on a limited purchase document is performed using Screen 243. A document may be canceled/deleted, frozen, or re-opened. Specific items or all items on a limited purchase document may also be deleted using this screen. If you type ‘Y’ in the Complete PO: field, a tracking record will be created and displayed on Screen 291. Documents that are completed normally will not be displayed on Screen 291. Screen 243 - Limited Purchase Flag Maintenance 243 LP Flag Maintenance PRAMAIR DISTRIBUTION INC 05/20/09 08:44 FY 2009 CC 02 Screen: ___ Doc: A200074 D e l e t e d Cancel / Delete Document: Y Freeze Document: N Reopen Document: N Delete all Items: Y Delete/Undelete Item: _____ thru Item: _____ -------------------------------------------------------------------------- Completing a document finalizes it and liquidates all encumbrances This process CANNOT be reversed. Do NOT complete a document unless you are certain that no invoicing or receiving will be done in the future Complete PO N Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Track CnclR Accts Extnd Items Warns If a document is cancelled or uncancelled, you must enter a reason in the pop-up window provided. +------------------------------------------------------------------------+ | | | Cancel/Delete Reason: ________________________________________ | | ________________________________________ | | | +------------------------------------------------------------------------+ Basic Steps • Advance to Screen 243. • Type a valid limited purchase document number in the Action Line. • Press to display current flag settings. • Modify flags as necessary. • Press to record limited purchase flag changes. Screen 243 – Limited Purchase Flag Maintenance (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the document number on which flags will be set/re-set. Screen Information . Cancel/Delete 1 character Document: Indicate whether or not (‘Y’ or ‘N’) the document should be removed from the system. . Freeze Document: 1 character Indicate whether or not (‘Y’ or ‘N’) the document should be restricted from further activity. . Reopen Document: 1 character Signify whether or not (‘Y’ or ‘N’) a document that has been closed should be returned to an open status so that additions and modifications may be processed. . Delete all Items: 1 character Signify whether or not (‘Y’ or ‘N’) all items from the specified document should be marked for deletion by the system. . Delete/Undelete 5 digits Item: Identify the specific line item, or the first item in a range of items, on the document you wish to delete/undelete. . thru Item: 5 digits Include the specific line item, or the last item in a range of items, on the document you wish to delete/undelete. If you are deleting a single item, place the same number in this field as you entered in the previous field. . Complete PO: 1 character Indicate whether or not (‘Y’ or ‘N’) a document status should be changed to complete. Completing a document finalizes it and liquidates all encumbrances. It may not be re-opened after it has been completed. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF7 Track Track Displays the routing history of the selected document. PF8 Cancel/Delete Reason CnclR A reason for canceling or deleting a document is required. Screen 243 – Limited Purchase Flag Maintenance (cont’d) PF9 Accounts Accts Displays the accounts distribution used on the document. PF10 Document Header Extended Information Extnd Shows the extended document header data. PF11 Document Items Items Displays a list of the items on the document. PF12 Warnings Warns Identifies any FAMIS warnings. Enter Notes to a Limited Purchase You may enter informational notes about your limited purchase document using Screen 244. With this screen, you may type as many as ninety-nine lines of notes on an open or closed document. Text is entered without a wrap-around feature. To prevent a word being split between two lines, use the TAB key to advance to the next available text line. Screen 244 - Limited Purchase Note Text 244 Limited Purch Note Text 05/20/09 08:48 FY 2009 CC 02 Screen: Doc: L900016 Item: __0.0 C o m p l e t e d Position at line: ___ Line Description 1 >>Note entered 08/11/08 BY HAINES, HALEY H.__ 2 TERM DATES: 9/1/08 - 8/31/09_________________ 3 _____________________________________________ 4 REFERENCE QUOTE #19304_______________________ 5 _____________________________________________ 6 >>Note entered 09/09/08 by LANCE, LONNIE L___ 7 INVOICE #1325200 IN THE AMOUNT OF $499.00.___ 8 _____________________________________________ 9 _____________________________________________ 10 _____________________________________________ 11 _____________________________________________ 12 _____________________________________________ Page (F/B/E): _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp PItem NItem Basic Steps • Advance to Screen 244. • Type a valid limited purchase document number in the Action Line. • Press to display existing document notes. • Add or modify text in the available lines, as desired. • Press to record the information. Document Notes Entry Process Enter Document Notes When notes have been entered regarding the limited purchase, the top line will automatically show the enterer and the date the entry was made. Page through Text The F/B/E: field is used to scroll through all of the lines of text added on Screen 244. Entering an ‘F’ will scroll one page forward. Entering a ‘B’ will scroll one page backwards. Entering an ‘E’ will take you to the “end” of the document notes. Screen 244 – Limited Purchase Note Text (cont’d) View Document Notes When notes are attached to document items they may be viewed with the NOTES PF Key indicated at the bottom of certain screens. The document header and all items that have notes attached will display the word “NOTE” at the top of these screens. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Enter the limited purchase document number to be modified. Item: 4 digits Indicate the item number for the note. Screen Information Position at line: 3 digits Enter a line number to be positioned at the top of the screen. Line: 3 digits Shows the line number of the description. Description: 45 characters (99 lines) Type a complete description of your line item. There is no word wrap feature. Page (F/B/E): 1 character To scroll through text lines, enter Forward, Backward or End. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF7 Previous Item PItem Go to the previous item. PF8 Next Item NItem Go to the next item. Copy Your Limited Purchase Order When you process similar orders over and over (i.e. general supplies), you may find it convenient to copy old limited purchase documents to new ones. Screen 245 allows you to retrieve a limited purchase order that you previously entered and copy its line items to an existing or newly created limited purchase order. Screen 245 - Copy Limited Purchase Order to Limited Purchase Order 245 Copy Limited Purchase to Limited Purch. 05/20/09 09:23 FY 2009 CC 02 Screen: ___ Doc: L939165 Item: _____ From Vendor: GATES EQUIPMENT COMPANY From Doc FY: 2009 New Doc: L0_____ FY: 2009 Cat.: LP Dt: 05/20/2009 or Existing Doc: _______ ------------------------------------------------------------------------------ Header Screen: _ Proc Func Item ----- Desc ------ Quantity Unit Price UOM Ext. Price Cd _ 1.0 chairs, cherry wo 2.00 150.0000 EA 300.00 _ 2.0 broken chair 1.00 150.0000 EA 150.00 V _ 3.0 super rollers 1.00 25.0000 BOX 25.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp AdDpt Basic Steps Copy Limited Purchase Items to a New Document • Advance to Screen 245. • Indicate the limited purchase order from which you wish to copy line items on the Action Line and press . • Type the limited purchase document prefix followed by a zero (0) in the New Doc: field and press . • Indicate whether or not you wish to advance to the limited purchase header (Screen 240) after copying items to the new document. • Type a ‘C’ next to the item(s) you wish to copy to the new document. • Press to create the new limited purchase order with the copied item information. Copy Limited Purchase Items to an Existing Document • Advance to Screen 245. • Indicate the limited purchase order from which you wish to copy line items on the Action Line and press . • Type the limited purchase order to which you would like to copy the line item(s). • Indicate whether or not you wish to advance to the limited purchase header (Screen 240) after copying items to the specified document. • Type a ‘C’ next to the item(s) you wish to copy to the specified document. • Press to copy the line items to the document. Screen 245 – Copy Limited Purch Order to Limited Purch Order (cont’d) Document Copy Process Automatic Limited Purchase Order Creation FAMIS will automatically assign the seven character limited purchase order number. This is accomplished by entering the limited purchase prefix followed by a zero (0) in the Doc: field. Purchasing prefix values are set by the FAMIS Services Team using Screen 854. However, you may view these values using Screen 855. The newly assigned limited purchase order number will be displayed after all items have been successfully copied to the new document. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the limited purchase order number from which you wish to copy line item information. Item: 4 digits Indicate the item number to be positioned on the first line of the display. From Vendor: 25 characters Shows the name of the vendor from whom the items were purchased. From Doc FY: 4 digits Identifies the fiscal year in which the original limited purchase order was processed. . New Doc: 7 character/digits Identify the limited purchase document prefix followed by a zero that instructs FAMIS to automatically assign a new document number. OR . Existing Doc: 7 character/digits Identify the existing limited purchase document number to which you wish to copy line item information. . FY: 4 digits Indicate the fiscal year in which items are purchased. The field defaults to the current system fiscal year if left blank. Cat: Help 2 characters Identify the document category that defines the accounting and receiving characteristics. This field defaults to LP for limited purchase orders. Dt: 8 digits Indicate the date the new document is created. Will default to the current system date if left blank. Screen 245 – Copy Limited Purch Order to Limited Purch Order (cont’d) Screen information Header Screen: 1 character Signify whether or not (‘Y’ or ‘N’) the system should take you to the header of the new document upon completion of the copy of line items. Func: Help 1 character Identify the function (i.e. copy line items) you wish perform on the selected line item(s). Item: 5 digits Indicates the number of the specified document line item. Desc: 16 characters Displays a short description of the line item to be copied. Quantity: 7 digits Identifies the purchase quantity of the specified line item. Unit Price: 11 digits Indicates the line item price per unit of measure. UOM: 3 characters Represents the unit of measure for the specified line item. Ext. Price: 11 digits Reflects the total extended price of the item, as computed by the system. Proc Cd: 1 character Indicates the processing code showing whether or not the item has been transferred to another document. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF11 Additional Departments AdDpt Allows the addition of 10 extra departments/sub-departments that will have approval and accounts on this requisition. Screen 245 – Copy Limited Purch Order to Limited Purch Order (cont’d) Section IV Exempt/Delegated Purchase Information Exempt/Delegated Purchases Basic Concepts An exempt purchase is a type of purchase where the merchandise or service is exempt from the Member or State of Texas purchasing requirements. A delegated purchase is one where the ‘delegation of authority’ to purchase certain goods or services has been granted by the Member to a specific department. Both types of purchases can only use specific object codes that are defined on Screen 306. The specific list of object codes is verified before the purchase document is closed. For each exempt purchase entered into the system you will use the following screens: 235 Exempt/Delegated Purchase Header 236 Exempt Purchase Items 237 Exempt Purchase Close Additional screens which may be used are: 233 Copy Exempt Purchase Order to Exempt Purchase Order 238 Exempt Purchase Flag Maintenance 239 Exempt Purchase Note Text Information required to enter an exempt purchase consists of the following: • Department for which this purchase is originating and any additional departments that may be splitting this purchase. • Vendor if known prior to making the purchase. It will have to be supplied in order to close the document. • Reimburse ID for the person who paid for the items and will receive the check generated for reimbursement. • User reference which is a unique identifier assigned by your department for tracking this purchase. • Address for shipping and invoicing. • All accounts that will be responsible for the purchase of the items. Exempt/Delegated Purchases Setup Delegated purchases may be entered on either the Exempt Purchasing Screens or the Purchase Order Screens. They are controlled by class (only P or E), department/subdepartment, account, object code and delegation type. The following chart displays the connection of the various screens and fields that are used to create and execute a Delegated purchase. Category Type Screen 312Fields: Class Delg type Dept/sub-deptAccount Attribute Screens 8 ,4 and 51Field: Delg TypePurchasing Screen Headers Screens 235/220Use a Delegated Category(checks dept/sub-deptand class) Purchasing Item Screens 236/224(checks account entered against delegation type) (checks object code against Screen 306 data) Object Code Screen 306 Exempt/Delegated Purchases – Setup (cont’d) When Purchase Orders are used for delegated purchases, the entity security for the user should be set up with a specific department. This ensures that the user is restricted by department and object codes that can be used. If the entity security is set up with a specific department the user cannot use non-delegated categories such as “RO” which do not limit the subcodes that can be used on a document. In order to use delegated purchases, five fields must be set up on Screen 312. A new purchasing document category must be established by FAMIS personnel. The document class, the delegation type, and the department and subdepartment fields must be entered with the appropriate values. The subdepartment may be all asterisks (‘*’) to allow all subdepartments to use the category. A separate category must be set up for each combination of class, department / subdepartment and delegation type. Screen 312 – Document Category Maintenance 312 Doc. Category Maintenance 05/20/09 09:19 FY 2009 CC 02 Screen: ___ Doc. Cat: UP Document Description: UNENCUMB - PHYS PL__ * -------------------- * Processing Control Switches * ----------------- * Verify Account Numbers........... Y Feed Requisitions to Accounting.. N Check Budget Balance............. N Feed Encumbrances to Accounting.. N Check Commodity Code............. N Perform 3-way Match.............. Y Delegation Type.................. C Drop Flag........................ N Dept.... CONS_ Subdept.... ***** Class............................ P * ------------------------ * Tolerance Checking * ------------------------ * Unit Price Control (UPC) $: __________ Ext. Price Control (XPC) $: ______ *----- UPC CONTROL -----* *----- XPC CONTROL -----* Unit Price Ext. Price Extended Price Quantity Percent Cap Amount Percent Percent Above (A): ______ ________ ______ ______ Below (B): ______ ________ ______ ______ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp You can place your cursor on the Doc. Cat: field, press PF2 and press to view a list of document categories: Screen 312 – Doc. Category Pop-Up Window | Cat. Description Drop | | _ BE BLANKET ENCUMBERED N | | _ BO REF. BLANKET ORDER N | | _ BU BLANKET UNENCUMBERED N | | _ EP EXEMPT PURCHASES N | | _ LP LIMITED PURCHASE N | | _ MD MASTER ORDER (DISC) N | | _ MQ MASTER ORDER (QTY) N | | _ RO REGULAR ORDERS N | | X UP UNENCUMB - PHYS PL N | +---------------------------------------------------------+ The Class: field indicates the type of document. The class may be either E (exempt) or P (purchase order). Exempt/Delegated Purchases – Setup (cont’d) When a purchasing document is entered with a delegated category, the department/subdepartment will be checked against the Screen 312 data. If “*****’ is entered in the subdepartment on Screen 312, any subdepartment for the specified department can be used. A new delegation type field has been added to Screens 4, 8, and 51. If a delegation type exists on the category entered on the purchasing document, then all accounts on the document must match the delegation type on the document. Screen 4 – GL Attributes 2 004 GL Attributes 2 05/20/09 09:29 FY 2009 CC 02 Screen: ___ Account: 094001 ____ TGSLC-SLS-EFT ---Endowment Earnings Distribution--- Element of Instit. Cost: ___ Sub-El: __ Acct: ______ _____ ____ Pct: ______ Restricted: _ Acct: ______ _____ ____ Pct: ______ Payroll Acct Analysis: ____ Acct: ______ _____ ____ Pct: ______ Bond Issue: ________ Acct: ______ _____ ____ Pct: ______ Accountant Responsible: 2uuuuuuu5 Acct: ______ _____ ____ Pct: ______ PRINCE, PAULA P ------ Subcode Edits ------ Interest Exempt: _ Low High Match Interest Exempt Reason: __ 1101 2099 N Interest GL Acct: ______ 2102 2999 N Capital Campaign: 1 4000 4993 N Delegation Type: _ 4995 5993 N 5995 5999 N Comments: TO ESTABLISH AN ACCOUNT TO ADMINISTER TEXAS GUARANTEED______ STUDENT LOAN CORPORATION FUNDS. INTEREST WILL BE EARNED.___ ____________________________________________________________ ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Screen 8 – SL Attributes 2 008 SL Attributes 2 05/20/09 09:35 FY 2009 CC 02 Screen: ___ Account: 270190 ____ MAINTENANCE & REPAIR DEPARTMENT Element of Cost: ___ Sub-El: __ Foreign Tvl: 5 Gen Exp Bud: _ Effort Category: USVC_ Rev Pledged: _ Restricted: _ Salary Sav. Dist: ______ _____ ____ Pyrl Acct Anal: 5012 Delg Type: C Fac Salary Sav. Dist: ______ _____ ____ Int Exempt: _ Int Exe Reason: __ Fac Savings Form 500: ______ _____ ____ Interest Acct: ______ _____ Grad Savings Form 500: ______ _____ ____ Obj Trans --- Subcode Edits --- Bond Issue: ________ Cat Type Low High Match Budget Sort: ______ Cost Ref 1: _ _ ____ ____ _ Gift Fee Exempt: _ Cost Ref 2: _ _ ____ ____ _ A/R Clerk Cd: __ Cap. Campaign: 8 ____ ____ _ GCP/Constr.Proj: __________ ____ ____ _ Accountant Resp: 8uuuuuuu9 GRANT, GEORGE G ____ ____ _ Title to Equip: ________________________________________ Comments: TO ACCOUNT FOR INCOME AND EXPENSES._________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next CAcct Exempt/Delegated Purchases – Setup (cont’d) A program has been written to set the delegation type on the accounts. This program will set the type based on department and sub-department. A range of accounts may also be specified. The program name is XXFGDLG. It can be run for GLs, SLs and SAs. The delegation type is a one character field. The user entering a document is not required to enter the delegation type. The only thing required by the enterer is the document category. The delegation type may be determined by each agency. These codes are set up by the FAMIS team on Screen 899 (table IAFRS-FG-FS-DELG-TYPE). Some options might be: C = Physical Plant Construction F = Food Services G = Graphic Services L = Library P = Printing Center Screen 306 has been changed to allow object codes to be specified for a delegation type. Account controls as well as object codes can be specified on Screen 306. Only the object codes/account controls defined on Screen 306 for the delegation type can be entered on a document if a special delegated category is entered. The current Exempt codes are viewable by typing ‘E’ in the “Exempt/Delg” field. Screen 306 – Maintain Exempt/Delegation Type Object Code Table 306 Maintain Exempt/Delegation Type Object Code Table 05/20/09 10:40 FY 2009 CC 02 Screen: ___ Acct Type: SL Exempt/Delg: E Low High Func Obj Obj Description _ 0290 0292 PRIVATE GIFTS - VARIOUS___________________________ _ 0688 0688 COMPONENT PATENT INCOME___________________________ _ 1900 1990 EXEMPT - BENEFITS_________________________________ _ 3010 3420 EXEMPT - TRAVEL___________________________________ _ 4015 4015 EXEMPT - SUPPLIES FOOD SERVICES/SOFC ONLY_________ _ 4017 4017 SOFC - OFFICE SUPPLIES____________________________ _ 4025 4025 DIRECT PUBS ONLY - SUBS, PERIODICALS, & INFO SYS__ _ 4045 4045 TAMU PHARMACY ONLY - MEDICAL SUPPLIES_____________ _ 5010 5035 EXEMPT - UTILITIES________________________________ _ 5115 5116 EXEMPT - TEL-MO CHARGES___________________________ _ 5135 5135 EXEMPT - TEL-DEDICATED DATA CIRCUIT_______________ _ 5145 5145 EXEMPT - TEL-CENTREX______________________________ _ 5150 5150 EXEMPT - TEX-AN___________________________________ _ 5210 5211 EXEMPT - MEMBERSHIP DUES__________________________ ********** More Data -- Press to View Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Exempt/Delegated Purchases – Setup (cont’d) Screen 306 – Maintain Exempt/Delegation Type Object Code Table 306 Maintain Exempt/Delegation Type Object Code Table 05/20/09 10:41 FY 2009 CC 02 Screen: ___ Acct Type: SL Exempt/Delg: C Low High Func Obj Obj Description _ 5450 5451 ARCH. AND ENG. SERVICES___________________________ _ 6930 6930 SRVS RESOLD TO DEPT-PHYS PLANT ONLY_______________ _ 8711 8733 C.I.P_____________________________________________ _ ____ ____ __________________________________________________ _ ____ ____ __________________________________________________ _ ____ ____ __________________________________________________ _ ____ ____ __________________________________________________ _ ____ ____ __________________________________________________ _ ____ ____ __________________________________________________ _ ____ ____ __________________________________________________ _ ____ ____ __________________________________________________ _ ____ ____ __________________________________________________ _ ____ ____ __________________________________________________ _ ____ ____ __________________________________________________ **** End of Data **** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp PF2 Key used on Exempt/Delg: field +-----------------------------------------------+ | | | *** D I C T I O N A R Y - H E L P *** | | | | M VALUES MEANING | | - ----- ---------------------------------- | | _ BLANK NO DELEGATION TYPE | | _ C CONSTRUCT/ PHPL | | _ F FOOD SERVICES | | _ G GRAPHIC SERVICES | | _ L LIBRARY | | | | Select a Value or Press to Quit | +-----------------------------------------------+ Exempt/Delegated Purchase Headers An exempt/delegated purchase order is entered on Screen 235 to capture information that pertains to the purchase of merchandise that is either exempt from Member and GSC purchasing requirements or where the purchasing authority has been delegated to the department. General information that pertains to the entire purchase such as the category, all departments, the vendor, and the ship to/invoice to addresses will be found on this screen. Screen 235 – Exempt/Delegated Header 235 Exempt/Delegated Header 05/20/09 09:43 FY 2009 CC 02 Screen: ___ Doc: E920139 I n P r o c e s s Doc Year: 2009 Order Date: 03/05/2009 Cat.: EP State: Dept: CVEN_ Subdept: _____ Total Amt: Doc Summary: BATTERY FOR STUDENT SERVER________________________ Vendor: 1vvvvvvvvv2 MICRO PC SALES LDT Cd: __ Reimburse ID: ___________ FOB: __ User Ref: 225480-00094__ All Items Received: N Date Received: __________ Ship To Address Nbr: 503 Invoice To Address Nbr: 599 Name: CIVIL ENGINEERING DEPT________ Name: CIVIL ENGINEERING BUSINESS OFF Addr: ROOM 100F CIVIL LAB BUILDING__ Addr: CE/TTI TOWER- RM 111__________ ______________________________ ______________________________ 3136 TAMU_____________________ 3136 TAMU_____________________ ______________________________ ______________________________ City: COLLEGE STATION_____ State: TX City: COLLEGE STATION_____ State: TX Zip: 778453136 Country: ___ Zip: 778433136 Country: ___ Phone: ____________ Fax: ____________ Phone: ____________ Fax: ____________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp ADDR Next Notes AdDpt Doc Year is required if ‘Y’ is entered in the All Items Received: field. Basic Steps Create a New Exempt/Delegated Purchase Header • Advance to Screen 235, type a document prefix followed by zero in the Doc: field on the Action Line and press . • Enter the department, document summary, and user reference. • Indicate whether or not the purchase items have been received, the date they arrived (if they have been received), as well as the ship to and invoice to addresses. • Type additional information in the available fields, as desired, and press to record the purchase information. • If all information has been successfully entered, the system-assigned exempt/delegated purchase order number will be displayed on the Action Line. Screen 235 – Exempt/Delegated Header (cont’d) Modify an Existing Exempt/Delegated Purchase Header The document must be open to make any changes. • Advance to Screen 235, type a valid exempt/delegated purchase order number in Doc: field on the Action Line and press . • Enter valid data in the available fields, as desired, and press to record the information. Exempt/Delegated Purchase Creation Process When to Create an Exempt/Delegated Purchase Order Exempt/delegated purchase orders are created in order to record the purchase of merchandise that is exempt from TAMU and State of Texas (GSC) purchasing requirements. Purchase of exempt items is signified by the use of Exempt Object Codes. These codes are recorded on Screen 306. See below for a sample list of exempt object codes and their description, as displayed on Screen 306. Type “GL” or “SL” in the Acct Type: field to view codes for the desired account type. Screen 306 – Maintain Exempt/Delegation Type Object Code Table 306 Maintain Exempt/Delegation Type Object Code Table 05/20/09 10:56 FY 2009 CC 02 Screen: ___ Acct Type: SL Exempt/Delg: E Low High Func Obj Obj Description _ 0290 0292 PRIVATE GIFTS - VARIOUS___________________________ _ 0688 0688 COMPONENT PATENT INCOME___________________________ _ 1900 1990 EXEMPT - BENEFITS_________________________________ _ 3010 3420 EXEMPT - TRAVEL___________________________________ _ 4015 4015 EXEMPT - SUPPLIES FOOD SERVICES/SOFC ONLY_________ _ 4017 4017 SOFC - OFFICE SUPPLIES____________________________ _ 4025 4025 DIRECT PUBS ONLY - SUBS, PERIODICALS, & INFO SYS__ _ 4045 4045 TAMU PHARMACY ONLY - MEDICAL SUPPLIES_____________ _ 5010 5035 EXEMPT - UTILITIES________________________________ _ 5115 5116 EXEMPT - TEL-MO CHARGES___________________________ _ 5135 5135 EXEMPT - TEL-DEDICATED DATA CIRCUIT_______________ _ 5145 5145 EXEMPT - TEL-CENTREX______________________________ _ 5150 5150 EXEMPT - TEX-AN___________________________________ _ 5210 5211 EXEMPT - MEMBERSHIP DUES__________________________ ********** More Data -- Press to View Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Screen 235 – Exempt/Delegated Header (cont’d) Create Exempt/Delegated Purchase Order Document Numbers Type a document prefix (usually an “E,” the abbreviation for exempt purchase) followed by a zero and then press to have the system automatically assign a document number. You may also manually assign the number using the following format (xxxxnnn), where “xxxx” represents the first department on the document and “nnn” is a sequentially assigned number logged by the department. At least one department is required to create an exempt purchase document. A pop-up window requesting departments and sub-departments will then be displayed. Type all Departments/Sub-Departments that will have accounts on this document. Press to exit this pop-up window. Department/Sub-Department Pop-Up Window +-------------------------------------------------------------------+ | Enter all Campus Codes and Departments/SubDepartments | | that will have accounts on this document | | | | Dept SubDept CC | | ANTH_ _____ 02 | | _____ _____ __ | | _____ _____ __ | | _____ _____ __ | | _____ _____ __ | | _____ _____ __ | | _____ _____ __ | | _____ _____ __ | | _____ _____ __ | | _____ _____ __ | | Press to Exit | +-------------------------------------------------------------------+ Once the system has returned to the exempt purchase header screen you will receive the message “Document number will be created automatically” above the Action Line. Before you can close your exempt purchase order, the primary department must be entered for each account on the document. Vendor Information Vendor search and selection is available for all vendor ID numbers. If the vendor ID is unknown, enter an asterisk (*) in the Vendor: field and press to access a pop-up window. This window will display a list of vendors and their ID numbers. Type an ‘X’ next to the desired vendor and press to select the vendor and return to Screen 235. Press PF4 if you wish to return to Screen 236 without selecting a vendor. The vendor is not required to create a new exempt purchase order, but it must be entered before the document may be closed. LDT Codes Legal Descriptive Text (LDT) codes specify certain attributes of the purchase as a whole. Type a question mark (?) in the LDT Cd: field and press to access a pop-up window with a complete list of valid codes. Type an ‘X’ next to the code to be applied to the purchase and press to select the code and return to Screen 235. Press PF4 to return to Screen 235 without selecting a code. Screen 235 – Exempt/Delegated Header (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the exempt/delegated purchase order document number to be created/modified. Screen Information Doc. Year: 4 digits Indicate the fiscal year the document was created. (NOTE: This field always defaults to the current system fiscal year.) . Order Date: 8 digits The date the limited purchase is made. This can be modified once a date is entered. A future date in this field is not allowed. Cat: 2 characters Identify the document category which is used to define the accounting and receiving characteristics of the exempt/delegated purchase document. It will be filled in automatically by the system. State: 1 character ‘Y’ indicates a State account is used for this purchase. . Dept: Help 5 characters Indicate the department for the primary account responsible for the purchase. SubDept: Help 5 characters Indicate the sub-department for the primary account responsible for the purchase. Total Amt: 15 digits Displays the total dollar amount of all items that have been added to this document. This field is blank until items are entered against this document. . Doc Summary: 50 characters Include a brief description of the entire purchase. Vendor: 11 digits Indicate the FAMIS vendor identification number. LDT Cd: Help 2 characters Include the Legal Descriptive Text codes used to identify any special instructions that need to be added to the purchase. Reimburse ID: 11 digits Identify the vendor ID number to whom the reimbursement check should be made out, if the items were paid for at the time of purchase. Screen 235 – Exempt/Delegated Header (cont’d) FOB: Help 2 characters Indicate the freight code defining conditions by which purchased goods will be transported/delivered. . User Ref: 14 digits Identify the user reference number which is used to indicate the subsidiary ledger (SL) account number used for the purchase followed by the departmental reference number. . All Items Received: 1 character Indicate whether or not (‘Y’ or ‘N’) all items purchased have been received. Date Received: 8 digits Identify the date the items purchased were received. (Required if ‘Y’ is entered in All Items Received: field.) Ship To . Address Nbr: Help 3 digits Indicate the code which identifies the address to which items purchased will be delivered. . Name: 30 characters Identify the department to which items purchased will be delivered. This will be filled in automatically if an “Address Nbr” is specified. . Addr: 120 characters/digits Type the street address to which items purchased will be delivered. This will be filled in automatically if an “Address Nbr” is specified. . City: 20 characters Indicate the city to which items purchased will be delivered. This will be filled in automatically if an “Address Nbr” is specified. . State: 2 characters Enter the state to which items purchased will be delivered. This will be filled in automatically if an “Address Nbr” is specified. . Zip: 9 digits Identify the zip code to which items purchased will be delivered. This will be filled in automatically if an “Address Nbr” is specified. . Country: 3 characters If shipment is to be made outside the United States, enter the country code. This will be filled in automatically if an “Address Nbr” is specified. Phone: 12 digits Include the phone number for the contact person at the address where items are being shipped. This will be filled in automatically if an “Address Nbr” is specified. Screen 235 – Exempt/Delegated Header (cont’d) Fax: 12 characters Enter the fax number for the contact person at the address where items are being shipped. This will be filled in automatically if an “Address Nbr” is specified. Invoice To . Address Nbr: Help 3 digits Include the code which identifies the address to which items purchased will be billed. This will be filled in automatically if an “Address Nbr” is specified. . Name: 30 characters Enter the name of the department to which items purchased will be billed. This will be filled in automatically if an “Address Nbr” is specified. . Addr: 120 characters/digits Identify the street address to which items purchased will be billed. This will be filled in automatically if an “Address Nbr” is specified. . City: 20 characters Indicate the city to which items purchased will be billed. This will be filled in automatically if an “Address Nbr” is specified. . State: 2 characters Enter the state to which the invoice will be sent. This will be filled in automatically if an “Address Nbr” is specified. . Zip: 9 digits Identify the zip code for the invoice address. This will be filled in automatically if an “Address Nbr” is specified. . Country: 3 characters If invoice is sent to an address outside the United States, enter the country code. This will be filled in automatically if an “Address Nbr” is specified. Phone: 12 digits Include the phone number for the contact person at the billing address. This will be filled in automatically if an “Address Nbr” is specified. Fax: 12 characters Enter the fax number for the contact person at the billing address. This will be filled in automatically if an “Address Nbr” is specified. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF8 Address ADDR Displays vendor’s address and additional vendor information. Screen 235 – Exempt/Delegated Header (cont’d) PF5 Next Next Advances to the next screen. PF9 Notes (Document Notes) Notes Used to enter free-form notes about the purchase. These are on-line reference notes regarding the document. They will not be printed. PF11 Additional Departments AdDpt Allows the addition of 10 extra departments/sub-departments that will have approval and accounts on this document. Create/Modify Exempt Purchase Items Screen 236 is used to enter information for each item on the exempt purchase document. This screen is also used to make any necessary changes on the items purchase. Use the PF keys at the bottom of this screen to view additional information about the exempt purchase item. Screen 236 - Exempt Purchase Item 236 Exempt Purchase Item 05/20/09 09:45 OAKLAND DAIRY FY 2009 CC 02 Screen: ___ Doc: E920156 Item: 1.0__ Unit Ext. Item St Account Qty. UOM Price --Disc.-- Price 1.0 CO 300210 00000 6912 1.00______ LOT_ 168.4500_____ _ ______ 168.45 Comm: _______________ Desc: DUNCAN FOOD__________________________________ Part: _______________ 03/04/09 #60059477__________________________ Proc cd: _ St: Cost Ref 1: _______ 2: _______ 3: _______ TIBH: _ 2.0 CO 300210 00000 6912 1.00______ LOT_ 466.9200_____ _ ______ 466.92 Comm: _______________ Desc: DUNCAN FOOD__________________________________ Part: _______________ 03/03/09 #60059474__________________________ Proc cd: _ St: Cost Ref 1: _______ 2: _______ 3: _______ TIBH: _ 3.0 CO 300210 00000 6912 1.00______ LOT_ 514.6500_____ _ ______ 514.65 Comm: _______________ Desc: DUNCAN FOOD__________________________________ Part: _______________ 03/02/09 #60059468__________________________ Proc cd: _ St: Cost Ref 1: _______ 2: _______ 3: _______ TIBH: _ Page (F/B): _ Document Total: 2163.60 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next IDesc Bkwd Frwd CAcct MAcct Warns Basic Steps • Advance to Screen 236. • Type a valid exempt purchase order number in the Doc: field on the Action Line. • Press to display existing line item information. • Enter a valid account number, support account number (if used) and object code. • Enter a valid quantity, unit of measure, unit price, and line item description. • Enter additional information in the available fields, as desired. • You may search for the desired commodity code by typing a question mark (?), at least three alpha characters, or surround the commodity name with asterisks (i.e. *PAPER*). • Press to record the line item information. Line Item Process Line Item Entry Documents may have up to 900.0 items. The item number will default to 1.0 when the document is being created. FAMIS automatically increments the item number by one for each additional item you need to enter on the document. Use the decimal position of the item number to represent a text only item for the document. Multiple Accounts When payment of an item is split across several accounts, each account must be entered for that item. Up to 40 accounts may be specified for an item by using to access an additional pop-up window. Screen 236 – Exempt Purchase Item (cont’d) Payment by an account may be specified either by dollar amount or percentage of the line item balance. Either the percentage of the line item balance or the amount paid by each account must be entered to process the line item information. The total percentage amounts must equal 100%. It is recommended that percentage be used rather than dollar amounts. If any dollar amount is specified for an account, these amounts are subtracted from the extended price and the percentages are applied to the remaining balance to calculate each account total. Change the Document Closing a document encumbers the estimated amount. The document may be reopened using Screen 237 once the purchase is made so that adjustments can be made. The vendor may also be changed at this time. When the document is closed again, any changes to amounts will adjust the encumbrances from a previous close. Inventory Part Number The inventory part number is used to define specific items within a department. This is especially useful for supplies that are repeatedly ordered. It may also be used to tie FAMIS purchasing information to departmental inventory records. The inventory part number is based on the first department on the exempt purchase document. Departments may use Screen 234 to set up inventory part numbers. When the part number is entered on Screen 236 its description will automatically be filled in by the system. Screen 234 – Part Description Maintenance 234 Part Description Maintenance 05/20/09 09:50 FY 2009 CC 02 Screen: ___ Dept: CHEM_ Part Nbr: AX0073-9_______ Delete: _ Text: 175-13-30004-0, ACETIC ACID, GLACIAL, 2.5L___ 6/CS_________________________________________ AX0073-9_____________________________________ _____________________________________________ * Please enter text in UPPER and LOWER case. Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp TIBH (Texas Industries for the Blind and Handicapped) The TIBH field is used to indicate the reason that TIBH was or was not used as the vendor for the bid/purchase. This field is optional unless it is set to be required on a campus by campus basis. If the TIBH flag is set, the TIBH field is required on both Screen 224 and Screen 241. The field is also available on Exempt Documents (Screen 236), but it is not required even if the TIBH required flag is set. TIBH reporting must be done on the commodity code level. Screen 236 – Exempt Purchase Item (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the exempt purchase document number to add or modify line item information. . Item: 4 digits Type the item number to be created or modified. Screen Information Item: 3 digits Shows the line item number assigned. St: 3 characters Indicates the status of the specified item. . Account: 15 digits Identify the account number (subsidiary ledger + support account + object code) responsible for payment of the specified line item. . Qty.: 10 digits Indicate the purchase quantity of the specified line item. . UOM: Help 4 characters Identify the Unit of Measure for the specified line item to be printed on the purchase order. . Unit Price: 16 digits Indicate the estimated dollar amount to be paid per unit of measure. Disc.: Help 1 character/6 digits Identify whether the discount entered is a dollar amount (D) or a percentage (P) followed by the amount of the discount to be taken for the specified line item. Ext. Price: 16 digits Displays the total item extended amount calculated by the system. Comm: Help 15 digits Include the commodity code for classifying goods and services. . Desc: 2 lines (45 characters each) Identify a detailed description of the specified line item. Part: Help 15 digits Include the part number that is used to define specific items within a department’s inventory. Screen 236 – Exempt Purchase Item (cont’d) Proc cd: Help 1 character Identify the processing code which indicates whether or not the item needs special processing (i.e.: vendor discount, trade in, no charge). St: 1 character ‘Y’ indicates State funds were used for purchase. Cost Ref 1, 2, 3: 7 characters/digits Enter the user-defined cost accounting reference number. This reference number is used to provide additional details about the processing of the selected line item. TIBH: 1 character/digit Include the reason TIBH (Texas Industries for the Blind and Handicapped) was or was not used as the vendor for the bid/purchase. Valid values include: N = Not Provided by TIBH T = TIBH Purchase 1 = Quantity 2 = Quality 3 = Delivery Time 4 = Life Cycle 5 = Price Page (F/B): 1 character Indicate whether to scroll forward (F) or backwards (B) one page through the line items. Document Total: 16 digits Shows total dollar amount of all line items. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Next Next Advances to the next screen (Screen 237) to close the document. PF6 Item Description IDesc Place cursor on an item and press this key to view extended item description. PF10 Copy Account CAcct Used to copy account information from the previous item to the current item. All dollar amounts are left blank and require either amount or percentage for a new item to be specified. PF11 Multiple Account MAcct Provides a pop-up window to continue adding multiple accounts, support accounts or expense object codes to the document. PF12 Warnings Warns Displays any FAMIS warnings. Close an Exempt Purchase Order You should close your exempt purchase document after all required information has been successfully entered to prevent changes from being inadvertently added. Closing your document will also encumber the necessary funds. It is possible to close and reopen a document as many times as necessary in order to make changes, providing the exempt purchase document has not entered the routing and approval system of FAMIS. Screen 237 - Exempt Purchase Close 237 Exempt Purchase Close 05/20/09 09:52 FY 2009 CC 02 Screen: ___ Doc: E920456 I n P r o c e s s Close Document: _ ========================================================================= Doc Summary: AUSTIN, TX. 2/18-2/20/2009. LAWRENCE, LOUISE Doc Year: 2009 Doc Date: 02/18/2009 Cat: EP State: Dept: EPSY Sub Dept: Total Amt: 108.68 Vendor: 2vvvvvvvvv0 LOUISE*LAWRENCE LDT Cd: Reimburse Id: FOB: User Ref: 250662-0001 All Items Received: Y Date Received: 02/20/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Item Route Recal Warns Basic Steps • Advance to Screen 237. • Type a valid exempt purchase document number on the Action Line. • Press to display existing document information. • Set the Close Document: flag to ‘Y’ and press . If all required information has been properly entered, the message “Document closed successfully” will appear in the message line. • Type ‘Y’ to submit to routing and approval. Exempt Purchase Close Process Encumbrance Process Closing the document generates encumbrances which set aside funds to pay for the purchase. All documents, except those which set up a blanket order, are encumbered. The encumbrances are established using the 7-digit document ID created when the exempt purchase is entered. The User Reference number entered on the header of the exempt purchase will be transferred to the encumbrances. The encumbrances may be viewed on Screens 20, 21, 22, and 26. Screen 237 – Exempt Purchase Close (cont’d) Change the Document Closing a document encumbers the estimated amount. The document may be reopened using Screen 238 once the purchase is made so that adjustments can be made. The vendor may also be changed at this time. When the document is closed again, any changes to amounts will adjust the encumbrances from a previous close. You may open and close, or reopen and close your document, as many times as is necessary before you send it into the Routing and Approval system of FAMIS. But you may need to make changes to it after it has already been sent into routing. For example, you may need to change an account object code on a document after you have closed it and sent it into routing. However, before you can make those changes, you must remove the document from the routing system. To do this, you should: • Advance to Screen 912 (your document Out-Box). • Locate the document you would like to reopen and type an ‘X’ next to it. • Press PF5 to recall the document from the Routing and Approval system. • Advance to Screen 238 to reopen the document. Route the Document A closed document may be submitted to the routing and approval process by pressing the PF7 key. If the document is submitted for routing after it is closed, it cannot be reopened without recalling the document from routing (see instructions on recalling a document). Rejected Documents If errors are detected to your document while in routing, it will be rejected and returned to your In-Box for correction. When this happens, you should: 1. Select the document by typing an ‘X’ next to it in your In-Box and press the PF8 (Sel) key. 2. When the Purchasing Document Cover Sheet pop-up window appears, type ‘NOT’ in the Action: field to display the routing notes that explain the reason for the rejection. 3. Reopen the document on Screen 238 by setting the Reopen Document flag to ‘Y’ and press . 4. Make the necessary changes using Screens 235 to 239. 5. Finally, advance to Screen 237 to close and re-route the document. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the exempt purchase document number to be closed. Screen 237 – Exempt Purchase Close (cont’d) . Close Document: 1 character Indicate if (‘Y’ or ‘N’) the selected document should be closed. Screen Information Doc Summary: 50 characters Shows a brief description of the entire purchase. Doc Year: 4 digits Indicates fiscal year the document was created. Doc Date: 6 digits Indicates the date on which the purchase was entered into the system. Cat: 2 characters Displays the category which is used to define the accounting and receiving characteristics of the document. State: 1 character Indicates whether or not (‘Y’ or ‘N’) State funds were used for this purchase. Dept: 5 characters Indicates the department for the primary account responsible for the purchase. Sub Dept: 5 characters Indicates the sub-department for the primary account responsible for the purchase. Total Amt: 15 digits Displays the total dollar amount of all items that have been entered. Vendor: 11 digits/30 characters Identifies the FAMIS identification number and name for the vendor associated with the purchase. LDT Cd: 2 characters Represents the Legal Descriptive Text Codes which are used to indicate any special instructions that need to be added to the purchase. Reimburse Id: 11 digits Identifies the vendor ID number to whom the reimbursement check should be made out, if the items were paid for at the time of purchase. FOB: 2 characters Indicates the freight code defining conditions by which purchased goods will be transported/delivered. User Ref: 14 digits Displays the User Reference number which identifies the subsidiary ledger (SL) account number used for the order followed by the departmental reference number. Screen 237 – Exempt Purchase Close (cont’d) All Items Received: 1 character Indicates whether or not (‘Y’ or ‘N’) all items purchased have been received. Date Received: 8 digits Displays the date the items purchased were received. This date is required. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Next Next Advances to the next screen (Screen 235). PF6 Item Item Displays a list of all items entered on the exempt purchase document. PF7 Route the Document Route Submits the document through the Routing and Approval system in order to be paid. PF8 Recall the Document Recal Select this PF key to recall the document for further processing. PF12 Warnings Warns Identifies any FAMIS warnings. Set/Reset Exempt Purchase Flags Maintenance to an exempt purchase document or items on an exempt purchase document is performed using Screen 238. A document may be canceled/deleted, frozen, or reopened. Specific items or all items on an exempt purchase document may also be deleted using this screen. Screen 238 - Exempt Purchase Flag Maintenance 238 EP Flag Maintenance ROGER R*RHIME 05/20/09 09:57 FY 2009 CC 02 Screen: ___ Doc: E920747 D e l e t e d Cancel / Delete Document: Y Freeze Document: N Reopen Document: N Delete all Items: Y Delete/Undelete Item: _____ thru Item: _____ -------------------------------------------------------------------------- Completing a document finalizes it and liquidates all encumbrances This process CANNOT be reversed. Do NOT complete a document unless you are certain that no invoicing or receiving will be done in the future Complete PO N Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Track CnclR Accts Extnd Items Warns If a document is cancelled or uncancelled, you must enter a reason in the pop- up window provided. +------------------------------------------------------------------------+ | | | | | Cancel/Delete Reason: SHOULD BE AN L DOC______________________ | | ________________________________________ | | | +------------------------------------------------------------------------+ Basic Steps • Advance to Screen 238. • Type a valid exempt purchase document number on the Action Line. • Press to display current flag settings. • Modify flags as necessary. • Press to record exempt purchase flag changes. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the document number on which flags will be set/re-set. Screen 238 – Exempt Purchase Flag Maintenance (cont’d) Screen Information . Cancel / Delete 1 character Document: Indicate (‘Y’ or ‘N’) if the document should be removed from the system. . Freeze Document: 1 character Indicate (‘Y’ or ‘N’) if the document should be restricted from further activity. . Reopen Document: 1 character Identify (‘Y’ or ‘N’) if a document that has been closed should be returned to an open status so that additions and modifications may be processed. . Delete all Items: 1 character Indicate (‘Y’ or ‘N’) if all items from the specified document should be marked for deletion by the system. . Delete/Undelete 5 digits Item: Identify line item, or first item in a range of items you wish to delete/undelete. . thru Item: 5 digits Enter the specific line item, or the last item in a range of items, on the document you wish to delete/undelete. If you are deleting a single item, type the same number in this field as you entered in the previous field. . Complete PO: 1 character Indicate (‘Y’ or ‘N’) if a document status should be changed to complete. Completing a document finalizes it and liquidates all encumbrances. It may not be reopened after it has been completed. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF7 Track Track Displays the routing history of the selected document. PF8 Cancel/Delete Reason CnclR Enter the reason for canceling or deleting a document is required. PF9 Accounts Accts Displays the accounts distribution used on the document. PF10 Document Header Extended Information Extnd Shows the extended document header data. PF11 Document Items Items Displays a list of the items on the document. PF12 Warnings Warns Identifies any FAMIS warnings. Enter Notes to an Exempt Purchase You may enter informational notes about your exempt purchase document using Screen 239. With this screen, you may type as many as ninety-nine lines of notes on an open or closed document. To view the document header notes, type “0.0” in the Item: field. Text is entered without a wrap-around feature. To prevent a word being split between two lines, use the TAB key to advance to the next available text line. Screen 239 - Exempt Purchase Note Text 239 Exempt Purch Note Text 05/20/09 09:59 FY 2009 CC 02 Screen: ___ Doc: E920770 Item: __0.0 C o m p l e t e d Position at line: ___ Line Description 1 >>Note entered 03/11/09 BY KHARAN, KAY_______ 2 KYLE KENT, THE DIRECTOR OF STUDENT___________ 3 TEACHING TRAVELED TO VARIOUS SCHOOL DISTRICTS 4 (BRYAN, SNOOK, ROANOKE, SOUTHLAKE, BEDFORD)__ 5 TO MONITOR THE STUDENT TEACHING SUPERVISORS._ 6 BENEFIT TO TAMU: SUPERVISION OF SUPERVISING__ 7 TEACHERS IN "SUPERVISED STUDENT TEACHING"____ 8 FIELD BASED COURSES._________________________ 9 MILEAGE REPORT ATTACHED______________________ 10 TOTAL OF MILEAGE: 455.9 MILES________________ 11 _____________________________________________ 12 _____________________________________________ Page (F/B/E): _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp PItem NItem Basic Steps • Advance to Screen 239. • Type a valid exempt purchase document number in the Doc: field on the Action Line. • Type the item number in the Item: field. Enter ‘0.0’ to view the document header notes. • Press to display existing document notes. • Add or modify text in the available lines, as desired, and press to record the information. Document Notes Entry Process Enter Document Notes When notes have been entered regarding the exempt purchase, the top line will automatically show the enterer and the date the entry was made. Page through Text The F/B/E: field is used to scroll through all of the lines of text added on Screen 239. Entering an ‘F’ will scroll one page forward. Entering a ‘B’ will scroll one page backwards. Entering an ‘E’ will take you to the “end” of the document notes. Screen 239 – Exempt Purchase Note Text (cont’d) View Document Notes When notes are attached to document items they may be viewed with the NOTES PF Key indicated at the bottom of certain screens. The document header and all items that have notes attached will display the word “NOTE” at the top of these screens. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Enter the exempt purchase document number. Item: 4 digits Indicate the item number to attach the note. Screen Information Position at line: 3 digits Enter which line of text to position at the top. Line: 2 digits Shows line number for each line of description. Description: 45 characters (99 lines) Enter desired notes to be included on document. Page (F/B/E) 1 character Indicate whether to scroll forward, (F) or backward (B), or scroll to the end (E) of notes. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF7 Previous Item PItem Go to previous line item. PF8 Next Item NItem Go to next line item. Copy Your Exempt Purchase Order When you process similar orders over and over (i.e. general supplies), you may find it convenient to copy old exempt purchase documents to new ones. Screen 233 allows you to retrieve an exempt purchase order that you previously entered and copy its line items to an existing or newly created exempt purchase order. Screen 233 - Copy Exempt Purchase to Exempt Purchase 233 Copy Exempt Purchase to Exempt Purchase 05/20/09 10:06 FY 2009 CC 02 Screen: ___ Doc: E920778 Item: _____ From Vendor: PAMELA P*PRINCE From Doc FY: 2009 New Doc: E0_____ FY: 2009 Cat.: EP Dt: 05/20/2009 or Existing Doc: _______ ------------------------------------------------------------------------------ Header Screen: _ Proc Func Item ----- Desc ------ Quantity Unit Price UOM Ext. Price Cd _ 1.0 FOOD 1.00 14.3800 LOT 14.38 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp AdDpt Basic Steps Copy Exempt Purchase Items to a New Document • Advance to Screen 233. • Indicate the exempt purchase order from which you wish to copy line items on the Action Line and press . • Type the exempt purchase document prefix followed by a zero (0) in the New Doc: field and press . • Indicate whether or not you wish to advance to the exempt purchase header (Screen 235) after copying items to the new document. • Type a ‘C’ next to the item(s) you wish to copy to the new document. • Press to create the new exempt purchase order with the copied item information. Copy Exempt Purchase Items to an Existing Document • Advance to Screen 233. • Indicate the exempt purchase order from which you wish to copy line items on the Action Line and press . • Type the exempt purchase order to which you would like to copy the item(s). • Indicate whether or not you wish to advance to the exempt purchase header (Screen 235) after copying items to the specified document. • Type a ‘C’ next to the item(s) you wish to copy to the specified document. • Press to copy the line items to the document. Screen 233 – Copy Exempt Purchase to Exempt Purchase (cont’d) Document Copy Process Automatic Exempt Purchase Order Creation FAMIS will automatically assign the seven character/digits exempt purchase order number. This is accomplished by entering the exempt purchase prefix followed by a zero (0) in the Doc: field. Purchasing prefix values are set by the FAMIS Services Team using Screen 854. However, you may view these values using Screen 855. The newly assigned exempt purchase order number will be displayed after all items have been successfully copied to the new document. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the exempt purchase order document number from which you wish to copy line item information. Item: 4 digits Indicate the item number to be copied. From Vendor: 25 characters Shows the name of the vendor from which the items were purchased. From Doc FY: 4 digits Identifies the fiscal year in which the original exempt purchase order was processed. . New Doc: 7 character/digits Identify the exempt purchase document number prefix followed by a zero that instructs FAMIS to automatically assign a new document number. OR . Existing Doc: 7 character/digits Identify the existing exempt purchase document number to which you wish to copy line item information. . FY: 4 digits Indicate the fiscal year in which items are purchased. The field defaults to the current system fiscal year if left blank. Cat: Help 2 characters Identify the category that defines the accounting and receiving characteristics of the document. This field defaults to “EP” for exempt purchase orders. Dt: 8 digits Indicate the date the new document is created. Will default to the current system date if left blank. Screen 233 – Copy Exempt Purchase to Exempt Purchase (cont’d) Screen information Header Screen: 1 character Enter ‘Y’ to go to the header of the new document upon completion of the copy of line items. Func: Help 1 character Identify the function you wish perform on the selected line item(s). (For example, “C” to copy line items.) Item: 5 digits Indicates the number of the specified document line item. Desc: 20 characters Displays a short description of the line item to be copied. Quantity: 9 digits Identifies the purchase quantity of the specified line item. Unit Price: 11 digits Indicates the line item price per unit of measure. UOM: 3 characters Represents the Unit of Measure for the specified line item. Ext. Price: 12 digits Reflects the total extended price of the item computed by the system. Proc Cd: 1 character Shows the processing code that indicates whether or not the item has been transferred to another document. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF11 Additional Departments AdDpt Allows the addition of 10 extra departments/sub-departments that will have approval and accounts on this requisition. Section V Requisitions Information Requisitions - Basic Concepts General Requisition Information A requisition is used to capture information that pertains to the request for purchase of merchandise. For each requisition you will use the following screens: 250 Requisition Header 251 Requisition Ship To/Invoice To addresses and text 254 Requisition Line Items 256 Requisition Document Close Additional screens which may be used are: 252 Requisition Header Text Continued 253 Requisition Sole Source Justification 255 Requisition Item Description Continued 247 Copy Document 259 Requisition Note Text Required Information FAMIS requires you to enter standard information in order to process a purchase requisition on- line. The information required includes the following: • You must specify the DEPARTMENT originating this requisition as well as any additional departments that may be splitting this order. • The CATEGORY, which is used to define certain accounting and receiving characteristics about the requisition, must be identified prior to processing the requisition. Type a question mark (?) in the document category field (Cat.:) and press to access a pop-up window with a complete list of valid document categories. Type an ‘X’ next to the desired category and press to select the category and return to the screen. Some of the valid categories are explained below: RO Regular Order Category used for Requisitions and Purchase Orders with ‘regular processing’; usually has a three-way match. BU Blanket Unencumbered A category of BU on your requisition instructs Purchasing to establish a vendor agreement for Quantity Discounts (MQ) or discount off list price (MD). Since funds are not encumbered separate requisitions (category BO) will have to be issued to purchase on the Master Order. Requisitions: Basic Concepts (cont’d) BO Blanket Order referencing a Master Order The category BO identifies a blanket order that is issued to buy items referenced on an existing Master Order (MD or MQ) that would have been set up through a requisition sent to Purchasing with a category of BU. BE Blanket Order Encumbered A blanket encumbered requisition (category of BE) is issued for orders with estimated quantities, while still encumbering the necessary funds. You can order off this Blanket Order for the entire term of the contract without issuing another requisition. CO Catalogue Order A catalogue purchase is defined as purchasing, products or services that are associated with automation (computers) or telecommunication systems. Includes hardware, software, programming, maintenance, repair, and installation of systems. xx Other This denotes any requisition category that has been set up specifically for your agency/institution. For example ‘UP’ indicates a special code for use by TAMU Physical Plant. • You must provide the USER REFERENCE NUMBER, which is a unique identifier assigned by your department for tracking this purchase requisition. Typically, the user reference number is made up of the subsidiary ledger account number that will be paying for the order followed by the departmental reference number (often the departmental voucher associated with the order). • The TYPE OF FUNDS to be used for an order must be specified on the requisition header. The type of funds indicates the highest restricted fund used for purchases (i.e., whether they are state/local funds). You must also identify the TYPE OF ORDER for the requisition, which classifies the order based on Type of Funds. • You must ask yourself, “Will the items being requested be used for RESEARCH purposes?” If so, you must indicate it on the requisition header (Screen 250). • You should also ask yourself, “Is the merchandise I am requesting a SOLE SOURCE item?” (Meaning that you can only purchase the order from a single specific vendor). If so, Screen 253 (Sole Source) needs to be completed before the requisition may be processed. • Is this an EMERGENCY purchase? Emergency purchases must be identified on the requisition header (Screen 250). Requisitions: Basic Concepts (cont’d) • You need to provide a VENDOR IDENTIFICATION NUMBER or Federal Employer Identification number for all of your suggested vendors are required. If you are not sure of it, the Vendor Identification number can be found on-line by typing the name, or a portion of the name, of your vendor in the vendor ID field. This accesses an alphabetical listing of all vendors found on the system. • ADDRESSES for shipping and invoicing are also required in order to process your requisition. • You must include a complete DESCRIPTION of all of the items you are requesting. Item descriptions are entered on Screen 254. IF you run out of room, you may continue your item description on Screen 255. • Finally, you must indicate all of the ACCOUNTS that will be responsible for the purchase of the items on the requisition. Automatic Requisition Creation FAMIS will automatically assign the seven (7) character requisition number. This is accomplished by entering the desired requisition prefix (R) followed by a zero (0) in the Doc: field on the Action Line. Purchasing prefix values are set by the FAMIS Team using Screen 854 and may be viewed using Screen 855 (see below). The assigned requisition number will automatically be displayed on the Action Line after all of the header information has been successfully entered. Screen 855 - Purchasing Type/Prefix Display 855 Type/Prefix Display 09/11/09 13:43 FY 2010 CC 02 Screen: ___ Fiscal Year: 2010 Type: _______________ Next Last Number of Type Fy Prfx Doc. Number Records Class Description ASSET TRANSFER 2010 N 000003 000502 500 TRNS DEPT PROPE BID 2010 B 000155 000655 500 B BIDS BID 2010 C 000001 000501 500 B CATALOGUE ORDER DEPT BUDGET 2010 U 000063 000263 200 DEPT BUDGET REQ DEPT CORRECT 2010 J 000005 000205 200 DEPT CORRECT RE EXEMPT PURCH 2010 E 000569 001039 500 E EXEMPT PURCHASE INVOICE PROBLEM 2010 I 000196 000491 300 INVOICE PROB (P LIMITED PURCH 2010 A 000001 000501 500 L LIMITED PURCHAS LIMITED PURCH 2010 L 002082 003976 2000 L LIMITED PURCHAS LIMITED PURCH 2010 Z 000001 001001 1000 L LIMITED PURCHAS MASTER ORDER 2010 M 000383 000482 100 M MASTER ORDERS PURCHASE ORDER 2010 D 000001 000101 100 P PHYS PLANT ORDE Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Requisitions: Basic Concepts (cont’d) After typing the prefix followed by a zero (0), press to display a pop-up window requesting departments and sub-departments. Enter all Department/Sub-Departments that will have approval and accounts on this document. At least one department is required to create a requisition. Press to Exit and return to Screen 250. +-------------------------------------------------------------------+ | Enter all Campus Codes and Departments/SubDepartments | | that will have accounts on this document | | | | Dept SubDept CC | | ANTH_ _____ 02 | | CLLA_ _____ 02 | | _____ _____ __ | | _____ _____ __ | | _____ _____ __ | | _____ _____ __ | | _____ _____ __ | | _____ _____ __ | | _____ _____ __ | | _____ _____ __ | | Press to Exit | +-------------------------------------------------------------------+ The creator’s default department will automatically be filled in. The department for each account used in the requisition must be entered on the header. You can check the department on each account by using Screen 6 or Screen 29. Catalogue Orders Catalogue orders are determined by typing ‘Y’ in the Catalogue Order: field. You may wish to set up a separate prefix for catalogue orders. This can be done by contacting FAMISHELP or the FAMIS Hotline. This is recommended for those who are using on-demand print. It will prevent the need to print a range of numbers twice. For a catalogue order, type the prefix, usually ‘C’, then zero (0) in the Doc: field. You will also need to type ‘Y’ in the Catalogue Order: field. This Catalogue Order flag is displayed on Screen 220, and is required to be entered on Screen 410. For on-demand print, when only one document is printed, the programs will default to the Bid/Catalogue form based on the catalogue flag on the document. For a range of documents, the program will default to printing bids. If the catalogue form is needed when printing a range, you must specify the catalogue flag on Screen 216. Because of the limitations of on-demand print, if a range of numbers is printed, the program will print only bids or only catalogue orders based on the flag on Screen 216. This would require printing the bids then changing the catalogue order flag and then printing the catalogue orders. For batch printing, the catalogue orders will be separated to print on a different forms code based on the catalogue flag. Requisitions Basic Concepts (cont’d) Change a Requisition Sometimes you may need to make changes to your requisition. However, changes may only be processed when the requisition is reopened. To reopen a document, advance to Screen 258 and set the Reopen Document flag to ‘Y.’ If changes are made which affect any amount, adjustments will be made in the encumbrance when the document is closed again. If the document is already in the routing and approvals system, it must be recalled from your out-box in order to open it. You may open and close, re-open and close your document as many times as is necessary before you send it into the routing and approval system of FAMIS. But you may need to make changes to it after it has already been sent into routing. For example, you may need to change an account object code on a document after you have closed it and sent it into routing. However, before you can make those changes, you must remove the document from the routing system. To do this, you should: • Advance to Screen 912 (your document Out-Box). • Locate the document you would like to re-open and type an ‘X’ next to it. • Press PF5 to recall the document from the routing and approval system. • Advance to Screen 258 to re-open the document. Route the Document A closed document may be submitted to the routing and approval process by pressing the PF7 key on the appropriate close screen (Screen 256). If the document is submitted to routing when it is closed, it cannot be reopened without first recalling the document from routing. Rejected Documents If errors are detected to your document while in routing, it will be rejected and returned to your in-box for correction. When this happens, you should: 1. Select the document by typing an ‘X’ next to it in your in-box and then pressing the PF8 (Sel) key. 2. Once the Routing Document Information pop-up window appears, down to the Action: prompt and type NOT to display the routing notes (which will contain the reason(s) for its rejection). Requisitions Basic Concepts (cont’d) 3. Re-open the document on Screen 258 by setting the Reopen Document flag to ‘Y’ and pressing . 4. Make the necessary changes using Screens 250-259. 5. Finally, advance to Screen 256 to close and re-route the document. Vendor Search and Select Vendor search and selection is available for all Vendor ID numbers. If the vendor address entered is different from the vendor file information, a pop-up window appears requesting address verification. The user may decide to use the file information or keep the address entered. Create/Modify Requisition Headers The first step to creating a requisition involves specifying header information pertaining to the entire order, regardless of individual line item information. You may use Screen 250 to enter this general requisition information. Header information typically includes the document category, the originating and, when necessary, supporting departments, people to contact, and suggested vendors. Screen 250 - Requisition Header Create/Modify 250 Req. Header Create/Modify 05/20/09 10:10 NOTES FY 2009 CC 02 Screen: ___ Doc: R903047 Doc. Year: 2009 Total Amount: 55295.00 << Dates >> Document: 03/23/2009 Cat.: RO User Ref: 245040-2470___ St Req: __________ Required: 06/30/2009 Contact Person: ARTIE ANDREWS_______ Ph: 979-845-2222 Start : __________ Buyer: ___ Ph: End : __________ Research (Y/N): Y Type Funds: L Type Order: HIED Change : __________ No. 00 Print Doc? _ Dept: OCNG_ SubDept: _____ Attachments: _ Doc Summary: ISOTOPIC CARBON DIOXIDE ANALYZER__________________ Sole Source (Y/N): Y Emergency(Y/N): Y Catalogue Order(Y/N): N << Suggested Vendors >> Vn ID: 1vvvvvvvvv0 or FEI: _________ Vn ID: ___________ or FEI: _________ PITTS INC_____________________ ______________________________ Addr: 444 OAKLY PARKWAY_____________ Addr: ______________________________ SUNNY CA 94085________________ ______________________________ ______________________________ ______________________________ PH: ____________ FAX: ____________ PH: ____________ FAX: ____________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next SResn EResn Notes AdVen AdDpt The Special Text Codes used are maintained on Screen 313. Basic Steps Create a New Requisition • Advance to Screen 250. • Type an ‘R’ prefix followed by a zero (0) and press . The Dept: and SubDept: fields will be filled in with the appropriate data. If not, you must enter the necessary codes in these fields. If no information is included, everything you enter on this screen will be lost when you press . • Enter the category, indicate whether the requisition is for research, enter the User Reference number, type of funds, type of order, and document summary. • Indicate whether the requisition is an emergency purchase, or a sole source purchase. • Type additional information in the available fields, as desired, and press to record the requisition information. • If all information has been successfully entered, the system assigned requisition number will be displayed on the Action Line. Screen 250 – Requisition Header Create/Modify (cont’d) Modify an Existing Requisition • Advance to Screen 250. • Type a valid requisition number in the Action Line and press . • Type or modify valid data in the available fields, as desired, and press to record the requisition information. See Basic Concepts for further explanation of the following: Automatic Requisition Creation Document Categories Vendor Search and Select Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Enter R and zero (0) to have FAMIS assign a requisition number, or type the existing requisition number to be modified. Screen Information Doc. Year: 4 digits Indicate the fiscal year of the document. The field defaults to the current system fiscal year. Total Amount: 15 digits Shows the total dollar amount of all line items entered on the requisition, calculated by system. Dates . Document: 8 digits Indicate the date the requisition is created. The field defaults to the current system date. Required: 8 digits Identify the date the requested order is required. Start: 8 digits Identify the start date (usually the first day of the fiscal year) for a Maintenance Agreement or a Blanket Order. End: 8 digits Identify the last date of a Maintenance Agreement or Blanket Order. Change: 8 digits Include the date that the last change was made to the requisition. . Cat: Help 2 characters Identify the document category used to define the accounting and receiving characteristics. Screen 250 – Requisition Header Create/Modify (cont’d) . User Ref: 14 digits Identify the User Reference number which indicates the subsidiary ledger (SL) account number used for the order followed by the departmental requisition number. St Req: 11 digits Include the state requisition number assigned by the State to reference the document. Contact Person: 20 characters Enter the name of the person to contact if there are any questions/ problems for the requisition. Ph: 10 digits Indicate the area code and phone number for the requisition’s contact person. Buyer: Help 3 characters Enter the initials of the buyer for the requisition. Ph: 10 digits Indicate buyer’s area code and phone number. . Research (Y/N): 1 character Indicate whether or not (‘Y’ or ‘N’) the purchase items are intended for research purposes. . Type Funds: Help 1 character Identify the type of funds (State or Local) to be used for the purchase of the requested item(s). The Special Text Codes used are maintained on Screen 313. Type Order: 4 characters Enter the type of order to be placed for the requested items. No.: 3 digits Shows the number of times the purchase order has been changed. Print Doc?: 1 character Identify (‘Y’ or ‘N’) if document is to be printed. Requisitions are not currently printed. . Dept: Help 5 characters Indicate the department of the primary account responsible for the requisition. . SubDept: Help 5 characters Enter the sub-department of the primary account responsible for the requisition. Attachments: 1 character Indicate whether or not (‘Y’ or ‘N’) there are attachments for the requisition. Screen 250 – Requisition Header Create/Modify (cont’d) . Doc Summary: 50 characters Identify a brief summary of the requisition document as a whole. This description will be displayed on the document inquiry screens. . Sole Source (Y/N): 1 character Indicate whether or not (‘Y’ or ‘N’) the merchandise requested is a sole source item (i.e.: whether or not only one vendor may fulfill the order). . Emergency (Y/N): 1 character Identify whether or not (‘Y’ or ‘N’) this is an emergency purchase. Catalogue Order 1 character (Y/N): If this is a catalogue order you must type ‘Y’ in this field. If not, this field is not required. Suggested Vendors (2 can be added on the screen. Press PF10 to add additional Suggested Vendors.) This allows the department to suggest vendors for the requisition. Note: You can access the vendor search and select pop-up window by typing an asterisk (*) in the Vendor ID fields. Vn ID: Help 11 digits Type ‘*’ to select a vendor or enter the FAMIS Vendor Identification Number. -OR- FEI: 9 digits Identify the Federal Employer Identification number, if not using the vendor ID. Addr: 90 characters Shows mailing address of the suggested vendor. PH: 10 digits Provides the area code and phone number of the suggested vendor. FAX: 10 digits Includes the area code and FAX number of the suggested vendor. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Next Next Advances to next required screen (Screen 251). PF7 Sole Source Reason SResn Indicates the reason that the Sole Source flag has been set to ‘Y.’ PF8 Emergency Reason EResn Displays the reason that the Emergency flag has been set to ‘Y.’ Screen 250 – Requisition Header Create/Modify (cont’d) PF9 Notes Notes Used to enter free-form notes about the requisition. These are on-line reference notes regarding the document. They will not be printed. PF10 Additional Suggested Vendors AdVen Allows the addition of four additional suggested vendors for the requisition. PF11 Additional Departments AdDpt Allows the addition of 10 extra departments/sub-departments that will have approval and accounts on this requisition. Enter Requisition Addresses and Text Codes Before submitting a requisition, you must first identify where information and products are to be shipped. For example, you must provide the address to which items will be shipped as well as the address to which the invoice should be mailed. Special vendor instructions, in the form of text codes must also be specified before an order may be processed. You may enter all of the above information using Screen 251. Screen 251 - Req Shipping and Text 251 Req. Shipping and Text 05/20/09 10:17 FY 2009 CC 02 Screen: ___ Doc: R903183 Ship To Address Nbr: 442 Invoice To Address Nbr: 442 Name: RECREATIONAL SPORTS DEPT______ Name: RECREATIONAL SPORTS DEPT______ Addr: STUDENT RECREATION CTR. RM 222 Addr: STUDENT RECREATION CTR. RM 222 ______________________________ ______________________________ 4250 TAMU_____________________ 4250 TAMU_____________________ ______________________________ ______________________________ City: COLLEGE STATION_____ State: TX City: COLLEGE STATION_____ State: TX Zip: 778434250 Country: ___ Zip: 778434250 Country: ___ Phone: ____________ FAX: ____________ Phone: ____________ FAX: ____________ Text codes: 001 016 ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ Additional PRE BID MEETING REQUESTED____________________ Text Lines: SAMPLES REQUESTED ANLONG WITH BID FOR________ DEPARTMENT TO REVIEW.________________________ NEED ASAP.___________________________________ More text lines: _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Notes Type ‘Y’ to access Screen 252, where 99 additional lines of text can be entered. Basic Steps • Advance to Screen 251. • Type your requisition number on the Action Line and press to display existing information, if any. • Enter a valid address number, if known, or type in the address where the requested items should be delivered as well as the address where the invoice should be mailed. • Type up to 20 numeric text codes and/or enter additional vendor instructions on the lines provided. • Press to record the information. Requisition Text Entry Process Text Codes Text codes specify special instructions to the vendor about the requisition as a whole. Typing a question mark (?) in the Text codes: field and pressing will access a pop-up window with a complete list of valid text codes. Type an ‘X’ next to as many as 20 text codes to be applied to the requisition. To view an extended description of a text code, place the cursor on a code and press PF5. Screen 251 – Requisition Shipping and Text (cont’d) Press PF4 to return to Screen 251 where the text codes selected will be displayed. +------------------------------------------------------------+ | More Text Codes - Select or Press to scroll | | | | Search Criteria: Text Code: ___ Drop: N | | Selected of 18 | | Code Description Drop | | _ 001 DELIVERY MAY BE A FACTOR IN THE AWARD. N | | _ 002 IF QUOTING OTHER THAN SPECIFIED, BIDDERS | | _ 003 BIDDERS MUST GIVE ESTIMATED DELIVERY N | | _ 004 BULK PACKAGING AND SINGLE SHIPMENT ARE | | _ 005 VENDOR MAY BE REQUESTED TO SUBMIT A N | | _ 006 ONCE THE ORDER IS PLACED, SUBSTITUTIONS | | _ 007 TEXAS A&M UNIVERSITY RESERVES THE RIGHT | | _ 008 LENGTH OF DELIVERY TIME MAY BE A FACTOR N | | _ 010 NO SUBSTITUTION OF MANUFACTURER WILL BE N | | _ 011 PRESENT CONTRACT WILL BE IN EFFECT N | | _ 012 UNACCEPTABLE PERFORMANCE BY VENDOR MAY N | | _ 013 QUOTE F.O.B. DESTINATION, FREIGHT PREPAID AND N | | | | Select up to 18 Text Codes or Press to Quit | | Press for extended description. | +------------------------------------------------------------+ Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the requisition document number to be modified. Screen Information Ship To . Address Nbr: Help 3 digits Indicate the address number code which identifies the address to where items purchased are to be delivered. . Name: 30 characters Identify the name of the person or vendor items are to be shipped to. Filled in automatically if an Address Nbr: is specified. . Addr: 30 characters/digits (4 lines each) Indicate the street address to which items purchased will be delivered. Filled in automatically if an Address Nbr: is specified. . City: 20 characters/digits Enter the name of the city where purchases are to be delivered. Will be filled in automatically if an Address Nbr: is specified. Filled in automatically if an Address Nbr: is specified. . State: 2 characters Include the state code. Filled in automatically if an Address Nbr: is specified. Screen 251 – Requisition Shipping and Text (cont’d) . Zip: 9 digits Enter the ship to zip code. Filled in automatically if an Address Nbr: is specified. . Country: 3 characters Identify the ship to country code if outside the United States. Filled in automatically if an Address Nbr: is specified. Phone: 10 digits Include the phone number of the contact person where items will be shipped. Filled in automatically if an Address Nbr: is specified. FAX: 10 digits Include the fax number. Filled in automatically if an Address Nbr: is specified. Invoice To . Address Nbr: Help 3 digits Enter the address number code for the address where items purchased are to be billed. . Name: 30 characters/digits Identify the name of the department to which items purchased are to be billed. Filled in automatically if an Address Nbr: is specified. . Addr: 30 characters/digits (4 lines each) Indicate the street address to which items purchased are to be billed. Filled in automatically if an Address Nbr: is specified. . City: 20 characters/digits Enter the name of the city where the invoice is to be sent. Filled in automatically if an Address Nbr: is specified. . State: 2 characters Include the state code. Filled in automatically if an Address Nbr: is specified. . Zip: 9 digits Enter the invoice to zip code. Filled in automatically if an Address Nbr: is specified. . Country: 3 characters Identify the country code where the invoice is to be sent, if outside the United States. Filled in automatically if an Address Nbr: is specified. Phone: 10 digits Include the phone number of the contact person for the invoice. Filled in automatically if an Address Nbr: is specified. Screen 251 – Requisition Shipping and Text (cont’d) FAX: 10 digits Include the fax number. Filled in automatically if an Address Nbr: is specified. Text codes: Help 3 characters Include up to 20 special vendor instruction codes that need to be added to the purchase requisition. Enter PF5 for extended description of Text codes. Additional 180 characters Text Lines: Enter any special instructions that need to be added to purchase requisition that do not have an assigned text code in FAMIS. More text lines: 1 character Indicate whether or not (‘Y’ or ‘N’) additional lines of text are required. Type “Y” to access Screen 252 where 99 additional lines of text can be entered. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Next Next Advances to the next required screen (Screen 254), for entering additional line item information. PF9 Notes Notes Used to enter free-form notes about the requisition. These are on-line reference notes regarding the document. They will not be printed. Create/Modify Requisition Line Items Entering item information is perhaps the most important step in the process of creating your requisition. It is here, on Screen 254, that you provide information about the items you are requesting for purchase. Each individual line item for the requisition must be entered separately. You may input up to 900 different lines for a single requisition. You must specify the unit price, the description, and provide a list of all accounts responsible for payment for each of the items requested. Screen 254 - Requisition Line Item Create/Modify 254 Req. Line Item Create/Modify 05/20/09 10:18 FY 2009 CC 02 Screen: ___ Doc: R903181 Item: __1.0 Estimated Quantity UOM Unit Price Extended Price ______1.00 BND_ _____11682.0200 11682.02 Commodity: _______________ Proc Cd: X Cost Ref 1: _______ 2: _______ 3: _______ Part Nbr: _______________ Desc: QUOTE 4297___________________________________ _ Mplus version 5.1 base program and combinatio combination add-on single-user licences with_ user guides for use in EREL LAB and TAMU dept faculty______________________________________ FY CC ---- Account ---- Pct. Amt $ 2009 02 225580 10000 5761 100.00 ______________ 2009 02 241304 00000 5761 ______ ________581.75 2009 02 241304 10000 5761 ______ ________581.75 2009 02 216630 00000 5761 ______ ________581.75 CONTINUED More Desc (Y/N): _ More Items (Y/N): _ Print Line: _ Item Deleted: N Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Notes CAcct MAcct Basic Steps • Advance to Screen 254. • Type a valid requisition number on the Action Line and press to display existing line item information. • Type the quantity you are requesting, the unit of measure, the unit price, the commodity code, and the line item description. • Type your account number(s) and object code(s). • Enter either a percentage or a dollar amount to be paid by the account. Do NOT enter both a percentage and a dollar amount. • Type additional data in the available fields, as desired and press to record the line item information. Requisition Line Item Process Line Item Entry Documents may have up to 500.0 items. The item number will default to 1.0 when the document is being created. FAMIS automatically increments the item number by one for each additional item you need to enter on the document. Use the decimal position of the item number to represent a text only item for the document. Screen 254 – Requisition Line Item Create/Modify (cont’d) Multiple Accounts When payment of an item is split across several accounts, each account must be entered separately for that item. Up to 40 accounts may be specified for a single item. Press PF11 to access the multi-account pop-up window where additional accounts may be entered. Payment by an account may be specified either by dollar amount or percentage of the line item balance. Either the percentage of the line item balance or the amount paid by each account must be entered to process the line item information. The total percentage amounts must equal 100%. It is recommended that percentage be used rather than dollar amounts. If any dollar amount is specified for an account, these amounts are subtracted from the extended price and the percentages are applied to the remaining balance to calculate each account total. Master Orders Requisitions that have a category of BO will display the master order information, including the master order document number, the master order line item, and the master order category (see below). Screen 254 - Req. Line Item Create/Modify 254 Req. Line Item Create/Modify TIMMONS OIL 05/20/09 10:33 FY 2009 CC 02 Screen: ___ Doc: R903219 Item: __1.0 Estimated - Master Order -- Quantity UOM Unit Price Extended Price Number Item Type ____165.00 GAL_ _________8.0500 1328.25 M900308 __2.0 MQ 1290.00 GAL 8.0500 Commodity: 405-39_________ Proc Cd: X Cost Ref 1: _______ 2: _______ 3: _______ Part Nbr: _______________ Desc: Oil, Motor, SAE 10W-30_______________________ _ Delivered in Bulk____________________________ _____________________________________________ _____________________________________________ _____________________________________________ FY CC ---- Account ---- Pct. Amt $ 2009 02 270620 16000 4030 100.00 ______________ ____ __ ______ _____ ____ ______ ______________ ____ __ ______ _____ ____ ______ ______________ ____ __ ______ _____ ____ ______ ______________ More Desc (Y/N): _ More Items (Y/N): _ Print Line: _ Item Deleted: N Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Notes CAcct MAcct Processing Codes Important here is the ‘M’ (multiple invoices) processing code. An ‘M’ means there can be multiple invoices so the document will not automatically finalize when quantity has been reached. If the Proc Cd: field is left blank, the document matches and completes when all items are received. For example, the quantity of "1 lot" causes the purchase document to "complete" as soon as the first invoice is processed because the UOM is matched. But using the ‘M’ code overrides that match and completed instead based on dollars. The receiving document does not contain dollar information, so FAMIS uses one-to-one matching for receiving documents and invoicing documents. Screen 254 – Requisition Line Item Create/Modify (cont’d) Inventory Part Number The inventory part number is used to define specific inventory items within a department. This is especially useful for supplies that are repeatedly ordered. It may also be used to tie FAMIS purchasing information to departmental inventory records. The inventory part number is based on the first department on the requisition. Departments may use Screen 234 (below) to set up inventory part numbers. When the part number is entered on Screen 254 its description will automatically be filled in by the system. Screen 234 – Part Description Maintenance 234 Part Description Maintenance 05/20/09 10:35 FY 2009 CC 02 Screen: ___ Dept: CHEM_ Part Nbr: EM-BX0865-1____ Delete: _ Text: 175-13-30023-0, BORIC ACID, ACS, GRANULAR,___ 500 GM_______________________________________ EM-BX0865-1__________________________________ _____________________________________________ * Please enter text in UPPER and LOWER case. Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the requisition document number to add or modify line item information. . Item: 4 digits Enter the item number to be created or modified. Screen Information . Quantity: 10 digits Indicate the purchase quantity of the specified line item. . UOM: Help 4 characters Identify the Unit of Measure for the line item to be printed on the requisition. . Estimated Unit 16 digits Price: Include the estimated dollar amount to be paid per unit of measure. Extended Price: 16 digits Shows total item amount calculated by the system. Screen 254 – Requisition Line Item Create/Modify (cont’d) Commodity: Help 15 digits Enter the commodity code for classifying goods and services. Proc Cd: Help 1 character Indicate the processing code if the item needs special processing (i.e.: vendor discount, trade in, no charge), or if the item has been transferred to a Purchase Order. Cost Ref 1, 2, 3: 7 characters/digits Enter user-defined cost accounting reference number (s), if desired. This reference number is used to provide additional details about the processing of the specified line item. Part Nbr: Help 15 digits Include the part number for specific inventory items within a department. . Desc: 4 lines (45 characters each) Enter a description of the specified line item. FY: 4 digits Identify the fiscal year the requisition will be paid. If left blank, the year will default to current fiscal year. CC: 2 digits Indicate the Campus Code of the agency purchasing items. If left blank, it defaults to the current campus code. . Account: 15 digits Identify the account number (subsidiary ledger + support account + object code) responsible for payment. . Pct: 5 digits Specify the percentage of the total dollar amount of the line item to be paid by the specified account. Amt $: 14 digits Indicate the dollar amount to be paid by the specified account. If a percentage was not specified in the previous field, then the dollar amount to be paid will be required. More Desc (Y/N): 1 character Indicate whether or not (‘Y’ or ‘N’) additional lines of description are needed for the specified line item. More Items (Y/N): 1 character Signify whether or not (‘Y’ or ‘N’) additional line items are to be processed for the requisition. Screen 254 – Requisition Line Item Create/Modify (cont’d) Print Line: 1 character Indicate whether or not (‘Y’ or ‘N’) line item information should be printed. This field is not currently in use for requisitions. Item Deleted: 1 character Signify whether or not (‘Y’ or ‘N’) the item has been marked for deletion from the requisition. Additional Functions: PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Next Next Advances to next required screen (Screen 256). PF9 Requisition Notes Notes Used to enter free-form notes about the requisition. These are on-line reference notes and will not be printed. PF10 Copy Account CAcct Used to copy account information from the previous item to the current item. All dollar amounts are left blank and require either amount or percentage for a new item to be specified. PF11 Multiple Accounts MAcct Used to add as many as forty accounts for a specified item. Close a Requisition You should close your requisition after you have entered all of the required information. This prevents further changes from accidentally being made to your requisition. Closing your document will also encumber the funds you have requested to pay for the purchase. You may close and re-open your document multiple times in order to make changes, as long as it has not yet entered the Routing and Approval System of FAMIS. Screen 256 - Requisition Document Close 256 Requisition Document Close 05/20/09 10:40 FY 2009 CC 02 Screen: ___ Doc: R903442 << Dates >> Document: 04/20/2009 Cat: RO User Ref: 3019700001 St Req: Start : Contact Person: ANDREW ADDISON Ph: 979-845-6655 End : Buyer: Ph: - - Required: 05/20/2009 Research (Y/N): N Type Funds: L Type Order: LOC Change : No. 00 Last Print Date: Sole Source: N Emergency: N Doc Summary: RH REPLACEMENT CHAIRS Total Amount: Untransferred Total: I n P r o c e s s Close Document? N Budget Balance Override: _ Session: 1586JC Date: 05/20/09 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Item Route Warns Basic Steps • Advance to Screen 256. • Type a valid requisition number in the Action Line. • Press to display existing requisition information. • Set the Close Document: flag to ‘Y’ and press . • Indicate whether or not you would like to send the requisition into the routing and approval system of FAMIS. • If all required information has been properly entered, the message “Document closed successfully” will appear in the message line. Requisition Close Process Encumbrance Process Closing the document generates encumbrances which set aside funds to pay for the requested purchase. All requisitions, except those that set up a blanket order, are encumbered. The encumbrances are established using the 7-digit document ID created when the requisition is entered. The user reference number entered on the header of the requisition will be transferred to the purchase order and the encumbrances. These encumbrances may be viewed on Screens 20, 21, 22, and 26. Screen 256 – Requisition Document Close (cont’d) See Basic Concepts for further explanation of the following: Changing a Requisition Routing the Document Rejected Documents Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the document number selected to be closed. Screen Information Dates Document: 8 digits Indicates the date the document was created by the system. Start: 8 digits Identifies the start date (usually the first day of the fiscal year) for a Maintenance Agreement or Blanket Order. End: 8 digits Shows the end date for a Maintenance Agreement or Blanket Order. Required: 8 digits Displays the date by which the requested order is required. Change: 8 digits Identifies the date the last change was made to the requisition. Cat: 2 characters Displays the document category which defines the accounting and receiving characteristics of the requisition. User Ref: 14 digits Represents the user reference number which is used to identify the SL account number for the order followed by the departmental reference number. St Req: 11 digits Indicates the State Requisition number assigned by the State to reference the document. Contact Person: 20 characters Displays the name of the person to contact regarding the requisition. Ph: 10 digits Indicates the area code and phone number for the requisition’s contact person. Screen 256 – Requisition Document Close (cont’d) Buyer: 3 characters Identifies the initials of the buyer for the purchase. Ph: 10 digits Indicates the area code and phone number of the buyer for the requisition. Research (Y/N): 1 character Indicates whether or not (‘Y’ or ‘N’) the purchase items are intended for research purposes. Type Funds: 1 character Identifies the type of funds to be used for the purchase of the requested item. Type Order: 4 characters Indicates the type of order to be placed for the requested items. No. 2 digits Shows the number of times the purchase order has been changed. Last Print Date: 8 digits Identifies the date the document was last printed. Requisitions are not currently printed. Sole Source: 1 character Indicates whether or not (‘Y’ or ‘N’) the merchandise requested is a sole source item (i.e. whether or not only one vendor may fulfill the order). Emergency: 1 character Indicates whether or not (‘Y’ or ‘N’) this is an emergency purchase. Doc Summary: 50 characters Displays a brief summary of the requisition which will be seen on inquiry screens. Total Amount: 17 digits Identifies the total dollar amount required for purchase of the requested items. Untransferred Total: 17 digits Shows the total dollar amount that has not been transferred to a purchase order. . Close Document?: 1 character Indicate whether or not (‘Y’ or ‘N’) the selected document should be closed. Budget Balance 1 character Override: Identify whether or not (‘Y’ or ‘N’) the purchase will be allowed to exceed the available budget. Session: 6 characters/digits Shows the batch session number. Screen 256 – Requisition Document Close (cont’d) Date: 6 digits Displays the date of the batch session. Additional Functions: PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Next Next Advances to the next screen. PF6 Item Item Displays the document inquiry pop-up window to view all items for the document. PF7 Route Document Route Sends a closed document into the routing and approval process. PF12 Warns Warns Identifies any FAMIS warnings. Add Additional Requisition Header Text You may find it necessary to include instructions to the vendor about your requisition that do not already have a text code assigned to them in FAMIS. When this happens, or when you run out of room for instructions on Screen 251, you may use Screen 252 to enter these instructions on your requisition. You may add as many as ninety-nine (99) lines of additional instruction using this screen. There is no word wrap feature. To prevent a word from being split between two lines, use the TAB key to advance to the next available text line. Screen 252 - Requisition Header Text Continued 252 Req. Header Text Continued 05/20/09 10:42 FY 2009 CC 02 Screen: ___ Doc: R903320 Position at line: ___ of 19 Page (F/B/E): F Line Additional Text 1 E&E COOPERATIVE CONTRACT DISCOUNTING_________ 2 DELIVERED AND INSTALLED______________________ 3 HHO OFFICE SOLUTIONS, INC. IS A CERTIFIED____ 4 TEXAS HUB,CERTIFICATE/VID # 1vvvvvvvvvvv0____ 5 _____________________________________________ 6 TERMS OF SALE:PURCHASE ORDER OR SIGNED QUOTE_ 7 TO INITIATE ORDER.___________________________ 8 _____________________________________________ 9 FURNITURE ORDERS ARE PLACED BASED ON THE_____ 10 CUSTOMER'S REQUESTED INSTALLATION DATE.______ 11 PRODUCT THAT MUST BE HELD IN STORAGE LONGER__ 12 THAN 30 DAYS MAY INCUR STORAGE FEES._________ 13 _____________________________________________ 14 LEAD TIME IS 8-10 WEEKS AFTER ALL COLOR______ 15 SELECTIONS, VERIFIED FIELD DIMENSIONS AND____ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 252. • Type a valid requisition number in the Action Line and press to display existing requisition text, if any. • Add or modify requisition instructions in the available fields, as desired, and press to save the information to the requisition. Requisition Text Entry Process Page through Text The F/B/E: field is used to scroll through all of the lines of text added on Screen 252. Entering an ‘F’ will scroll one page forward. Entering a ‘B’ will scroll one page backwards. Entering an ‘E’ will “end” the editing session and take you to the next required requisition screen. Screen 252 – Requisition Header Text Continued (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the requisition document number to be modified. Screen Information Position at line __ 3 digits of __: Indicate which line of text should be positioned at the top of the screen. Also shows how many pages of text are included. Page (F/B/E): 1 character Signify whether to scroll forward (F) through text lines, scroll backward (B) through text lines, or end (E) the editing session and advance to the next required requisition screen. Line: 2 digits Displays the line number(s) of additional text to help track and/or search for specific text. Additional Text: 99 lines Enter additional information or instructions. There is no word wrap feature. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. Enter the Sole Source Justification Requisitions that have been flagged as a sole source purchase will need to have the reason for sole source purchasing recorded. The purpose for the item(s) to be requested, proprietary functions or features, any other companies with similar items, and why they are unsatisfactory will be required on Screen 253. Need for installation and use with other equipment are also indicated on this screen. If the sole source flag is set to “N” on the document header screens, you will be able to remove the information from this sole source screen. All information must be removed from the screen (including the PF10 pop-up window) or you will receive an error message. Screen 253 - Requisition Sole Source 253 Req. Sole Source 05/20/09 10:43 FY 2009 CC 02 Screen: ___ Doc: R903336 1) Is this item required for use in: Research? X Classroom? _ Lab? _ Other? ____________________ 2) List proprietary functions or features. List qualities that are essential to accomplish your work. WE HAVE PURCHAED AN IDENTICAL UNIT BACK IN JANUARY 2009. WE WANT TO__ ADD ONE MORE MACHINE TO SPEED UP OUR RESEARCH WORK.___________________ ______________________________________________________________________ ______________________________________________________________________ 3) List other companies who manufactures a similar item with similar functions. ENNIS CORP____________________________________________________________ ______________________________________________________________________ 4) Why won't these competing products be satisfactory? HAVING AN IDENTICAL MACHINE IS CRITICAL FOR GENERATING RELEVANT RESEAR CH DATA. ADDITIONALLY, THIS MACHINE IS THE CHEAPEST ONE IN THE MARKET. ______________________________________________________________________ 5) Will installation be required? N (Y/N) 6) Will this item be used with existing equipment? Y (Y/N) Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Notes ExEq Basic Steps • Advance to Screen 253. • Type a valid requisition number in the Action Line and press to display existing document sole source information. • Add or modify information for the questions, as applicable, and press to record the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the requisition document number to add or modify sole source justification information. Screen Information . Is this item required 1 character / 3 fields/20 characters for use in: Identify the area for which the item is required: Research, Classroom, Lab, Other. Type ‘X’ in the appropriate field or enter information in the Other? field. Screen 253 – Requisition Sole Source (cont’d) . List proprietary 280 characters functions or Indicate why the item requested is essential to accomplish your work. features: List other companies 140 characters who manufactures a Enter other manufacturers that may be used to purchase the requested similar item with item. similar functions: Why won’t these 210 characters competing products Include the reason alternate vendors should not be used for the purchase of be satisfactory: the requested item. . Will installation 1 character be required: Identify whether or not (‘Y’ or ‘N’) installation will be required for the requested item. . Will this item be 1 character used with existing Indicate whether or not (‘Y’ or ‘N’) the requested item will be used in equipment: conjunction with existing equipment. Additional Functions: PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Next Next Advances to the next required screen (Screen 254). PF9 Notes Notes Used to enter on-line notes about the requisition. These will not be printed. PF10 Existing Equipment ExEq Used to enter information about any existing equipment the requested item will be used in conjunction with. Enter the Requisition Line Item Description Sometimes there is not enough space to type in the whole description for the items you have entered on Screen 254. When this happens, you may have to use Screen 255 to add more information. Screen 255 can hold up to ninety-nine additional lines of text about your line item. Any text you enter on this screen will appear on the purchase order when printed. There is no word wrap feature. To prevent a word from being split between two lines, use the TAB key to advance to the next available text line. Screen 255 - Requisition Item Description 255 Req. Item Description 05/20/09 10:44 FY 2009 CC 02 Screen: ___ Doc: R903336 Item: __1.0 Position at line: ___ of 4 Line Description Page (F/B/E): F 1 Model 15 Portable Lapping Machine: 15" Varia 2 ble speed (0-120 RPM) lapping machine with___ 3 electronic control (see attached quote for___ 4 complete specifications)_____________________ 5 _____________________________________________ 6 _____________________________________________ 7 _____________________________________________ 8 _____________________________________________ 9 _____________________________________________ 10 _____________________________________________ 11 _____________________________________________ 12 _____________________________________________ 13 _____________________________________________ 14 _____________________________________________ 15 _____________________________________________ 16 _____________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 255. • Type a valid requisition number on the Action Line and press to display existing requisition text. • Add or modify requisition text in the available fields, as desired, and press to record the information. Requisition Line Item Process Page through Text The F/B/E: field is used to scroll through all of the lines of text added on Screen 252. Entering an ‘F’ will scroll one page forward. Entering a ‘B’ will scroll one page backwards. Entering an ‘E’ will “end” the editing session and take you to the next required requisition screen. You may also type a line number in the Position at line: field to advance to a specific line in the additional text. Screen 255 – Requisition Item Description (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the requisition document number to add or modify line item descriptions. . Item: 4 digits Enter the item number to be created or modified. Screen Information Position at line: 3 digits __ of __ Indicate which line of text should be positioned at the top of the screen. Line: 3 digits Displays line number(s) of the description to help track and/or position the display. Description: 45 characters (99 lines) Type a complete description of your line item. There is no word wrap feature. Page (F/B/E): 1 character Signify whether to scroll forward (F) or backward (B) through text lines or end (E) the editing session and advance to the next required requisition screen. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. Set/Reset Requisition Flags There are many functions you can perform on your requisition that are just not addressed on the main data entry screens. Some of these functions include re-opening your requisition, deleting items from your requisition, or even canceling it all together. You may use Screen 258 to perform general maintenance functions on your requisition. Screen 258 - Requisition Flag Maintenance 258 Req. Flag Maintenance NO VENDOR ON DOCUMENT 05/20/09 10:46 FY 2009 CC 02 Screen: ___ Doc: R903332 D e l e t e d Cancel / Delete Document: Y Freeze Document: N Reopen Document: N Delete all Items: Y Delete/Undelete Item: _____ thru Item: _____ -------------------------------------------------------------------------- Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Track Accts Extnd Items Warns Basic Steps • Advance to Screen 258. • Type a valid requisition number on the Action Line and press to display current requisition flag settings. • Modify flags as necessary and press to record requisition flag changes. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the document number on which flags will be set/re-set. Screen Information Cancel / Delete 1 character Document: Indicate whether or not (‘Y’ or ‘N’) the document should be removed from the system. Freeze Document: 1 character Signify whether or not (‘Y’ or ‘N’) the requisition should be restricted from further activity. Screen 258 – Requisition Flag Maintenance (cont’d) Reopen Document: 1 character Specify whether or not (‘Y’ or ‘N’) a document that has been closed should be returned to an open status so that additions and modifications may be processed. Delete all Items: 1 character Identify whether or not (‘Y’ or ‘N’) all items from the specified document should be marked for deletion by the system. Delete/Undelete 5 digits Item: Enter the specific line item or the first item in a range of items on the requisition you wish to delete. thru Item: 5 digits Identify the specific line item, or the last item in a range of items on the requisition you wish to delete. If you are only deleting a single line item, place the same line item number in this field as well as the previous field. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF7 Track Track Shows the action taken on a document. PF9 Accounts Accts Identifies the account(s) used. Press PF5 to see if there is any over budget message displayed. PF10 Document Header Extended Information Extnd Shows extended information for the document. PF11 Items Items Displays the line items on the document. PF12 Warnings Warns Identifies any FAMIS warnings on document. Enter Notes on Your Requisition You may have an occasion to make a note about your requisition. For example, you may need to note an alternate contact person for the order or a condition that needs to be addressed before the order can be processed. Screen 259 has been provided for you to enter such notes about your requisition. Using this screen, you may enter as many as 99 lines of notes on an open or a closed requisition. Text is entered without a wrap-around feature. To prevent a word being split between two lines, use the TAB key to advance to the next available text line. Line item number zero (0.0) pertains to the entire requisition. Screen 259 - Requisition Note Text 259 Req Note Text 05/20/09 10:47 FY 2009 CC 02 Screen: ___ Doc: R903357 Item: __0.0 T r a n s f e r r e d Position at line: ___ Line Description 1 >>Note entered 04/10/09 BY NOWLAND, NORA N___ 2 THIS ORDER, TELE WORK ORDER #30459-32________ 3 VERSION QUOTE #1-18S0A9, IS TO BE ORDERD_____ 4 AGAINST MASTER ORDER M900478. A COPY OF THE__ 5 QUOTE HAS BEEN FAXED TO ROGER REESE, 2-1111__ 6 THIS ORDER NEEDS TO BE FAXED TO THE VERITY___ 7 SELECT TEAM ACCOUNT MANAGER HARLAN HOWELL,___ 8 7-7777.______________________________________ 9 _____________________________________________ 10 _____________________________________________ 11 _____________________________________________ 12 _____________________________________________ Page (F/B/E): _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp PItem NItem Basic Steps • Advance to Screen 259. • Type a valid requisition number in the Action Line and press to display existing requisition notes, if any. • Add or modify requisition text in the available fields and press to record the information. Requisition Notes Entry Process Page through Text The F/B/E: field is used to scroll through all of the lines of text added on Screen 259. Entering ‘F’ will scroll one page forward, ‘B’ will scroll one page backwards, and ‘E’ will “end” the editing session and take you to the next required requisition screen. Screen 259 – Requisition Note Text (cont’d) View Requisition Notes When notes are attached to document items they can be viewed with the NOTES PF Key indicated at the bottom of the screens. The document header and all items that have notes attached will display the word “NOTE” at the top of the screens. Header Notes vs. Item Notes Using Screen 259, you may enter a note that pertains to the requisition as a whole or you may enter a note that applies only to a selected line item on the requisition. You should use the Item: field on the Action Line to distinguish between line items. To enter a note that pertains to the entire requisition, enter a line item number of zero (0.0). Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the requisition document number to which you want to add notes. Item: 4 digits Enter the item number to attach the note. Screen Information Position at line __: 3 digits Identify which line of text should be positioned at the top of the screen. Line: 3 digits Shows line numbers for the notes entered. Description: 45 characters (99 lines) Enter notes about the requisition. There is no word wrap feature. Page (F/B/E): 1 character Indicate whether to scroll forward (F) or backward (B) through text lines, or end (E) the editing session and advance to the next required requisition screen. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF7 Previous Item PItem Go back to the previous line item. PF8 Next Item NItem Advance to the next line item. Copy a Document to a Requisition You may find it beneficial to copy or transfer frequently purchased items (i.e. general supplies) from existing documents to requisitions. Screen 247 allows you to retrieve a purchasing document previously entered and copy or transfer its line items to an existing or newly created requisition. Screen 247 - Copy Documents - to Requisition 247 Copy Documents - to Requisition 05/20/09 10:50 FY 2009 CC 02 Screen: ___ Doc: R903357 Item: _____ From Vendor: No vendor on document From Doc FY: 2009 New Doc: R0_____ FY: 2009 Cat.: RO Dt: __________ or Existing Doc: _______ ------------------------------------------------------------------------------ Header Screen: _ Proc Func Item ----- Desc ------ Quantity Unit Price UOM Ext. Price Cd _ 1.0 FDC-CP1P-19T, FDC 8.00 31.7600 EA 254.08 X _ 2.0 006101R3131003M, 48.00 12.1400 EA 582.72 X _ 3.0 S000065, SLEEVES 150.00 0.3600 EA 54.00 X _ 4.0 M67-048-C, METAL 7.00 44.9000 EA 314.30 X _ 5.0 CSS270, CABLE DEL 50.00 0.7400 EA 37.00 X _ 6.0 FDC-001, FDC UNIT 1.00 1066.6100 EA 1066.61 X _ 7.0 DP1800N/3000FT, D 1.00 497.3800 EA 497.38 X _ 8.0 FDC-CP1P-19T, FDC 6.00 31.7600 EA 190.56 X _ 9.0 M67-060, TRAY SPL 2.00 34.3200 EA 68.64 X _ 10.0 M67-068, SPLICE T 6.00 33.6700 EA 202.02 X Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp AdDpt Basic Steps Copy Items to a New Requisition • Advance to Screen 247. • Type a valid document number in the Action Line and press . • Type a valid requisition prefix followed by a zero (0) in the Doc: field and a valid category in the Cat: field. • Press to view a list of line items available for copy. • Type a valid function code next to all line items you want to copy and press to copy the items and create the new requisition number. Copy/Transfer Requisition Items to an Existing Requisition • Advance to Screen 247. • Type a valid document number in the Action Line and press . • Type a valid requisition number in the Doc: field and press to view a list of line items available for copy. • Type a valid function code next to all line items you want to copy. • Press to copy the selected items. Screen 247 – Copy Documents to Requisition (cont’d) Requisition Copy/Transfer Process Transfer/Copy Functions There are two distinct functions on this screen. Function “C” allows a line item to be copied to either an existing document or create a new document for the item. Function “T” allows a line item to be transferred to an existing document or create a new document for the item When an item is transferred, the transfer is noted in the document tracking system. The encumbrances created for the source document will be liquidated when the “To” document is closed. After transferring, items on the source document cannot be updated. Once a line item has been transferred, it will be marked with an “X” in the Proc. Cd column and can only be copied to other documents. Items that are copied are not tracked and encumbrances for the source document are not liquidated. Copying an item does not affect the ability to update the source item. Only requisitions may be created by this screen. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Enter the desired requisition document number. Item: 4 digits Indicate the item number to be positioned on the first line of the display. From Vendor: 25 characters Provides the name of the vendor from which the items were originally purchased. From Doc FY: 4 digits Identifies the fiscal year in which the original purchase document was created. . New Doc: 7 character/digits Identify the document prefix followed by a zero that instructs FAMIS to automatically assign a new requisition number. --OR-- . Existing Doc: 7 character/digits Identify the existing requisition number you wish to copy items to. . FY: 4 digits Indicate the fiscal year items are purchased in. The field defaults to the current system fiscal year if left blank. Screen 247 – Copy Documents to Requisition (cont’d) . Cat.: Help 2 characters Identify the document category that defines the accounting and receiving characteristics of the requisition. Dt: 8 digits Indicate the date the new requisition or purchase order is created. Will default to the current system date if left blank. Screen Information Header Screen: 1 character Indicate if (‘Y’ or ‘N’) the system should advance to the header of the new document after line items are copied. Func: Help 1 character Identify the function to be performed: items should be copied (C) from the source document to the new or existing document specified or leave blank if no action is to be taken. Item: 5 digits Indicates the item number to be copied. Desc: 20 characters Displays a short description of line item to be copied. Quantity: 9 digits Identifies purchase quantity of the line item. Unit Price: 11 digits Indicates the line item price per unit of measure. UOM: 3 characters Represents the Unit of Measure for the line item. Ext. Price: 12 digits Reflects the total extended price of the item, as computed by the system. Proc Cd: 1 character Indicates the processing code for the requisition, if the requisition needs special processing or if it has been transferred to a Purchase Order. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF11 Additional Departments AdDpt Allows the addition of 10 extra departments/sub-departments that will have approval and accounts on this document. Screen 247 – Copy Documents to Requisition (cont’d) Section VI Purchase Orders Information Purchase Orders - Basic Concepts A purchase order is used to capture information that pertains to the request for purchase of merchandise. Many purchase orders are created in the processing office (Purchasing Services) by transferring requisition line items to create a new purchase order document. 257 Requisition Line Item Copy/ Transfer For each purchase order you will use the following screens: 220 Purchase Order header create 221 Purchase Order ship to/invoice to addresses and text 224 Purchase Order line items 226 Purchase Order document close Additional screens which may be used are: 218 Purchase Order line item renumber 219 Purchase Order vendor modify 222 Purchase Order header text continued 223 Purchase Order sole source justification 225 Purchase Order item description continued 228 Purchase Order flag maintenance 229 Purchase Order note text The following information is required to enter a purchase order will need to be obtained in order to complete the transaction. • The department for which this purchase order is originating for and any additional departments that may be splitting this order. • Category which defines certain characteristics of the purchase order for accounting and receiving. Examples of several categories include: RO Regular Order Category used for Requisitions and Purchase Orders with ‘regular processing’; usually has a three-way match. BU Blanket Unencumbered A purchase order to instruct Purchasing to establish a vendor agreement for Quantity Pricing (MQ) or discount off list price (MD). Since funds are not encumbered separate purchase orders (category BO) will have to be issued to purchase on the Master Order. Purchase Orders: Basic Concepts (cont’d) BO Blanket Order references a Master Order A blanket order/purchase order issued to buy items on an existing Master Order (MD or MQ) that would have originally been set up on a purchase order sent over as category BU. BE Blanket Order Encumbered Blanket encumbered purchase order issued for estimated quantities with funds encumbered. You can order off this Blanket Order the entire term of the contract without issuing another purchase order. Purchasing usually creates a PO not a Master Order for this purchase. xx Other Any purchase order category that has been set up specifically for your operation. • User reference which is a unique identifier assigned by your department for tracking this purchase order. • Type of Funds which indicates the highest restricted fund used for purchases (i.e., state/local) and Type of Order which classifies the order based on Type of Funds. • Will the items being purchased be used for research? • Is the merchandise requested a sole source item? If so, Screen 223 (Sole Source) needs to be completed. • Is this an emergency purchase? • The Vendor Identification Number or Federal Employer Identification number for your suggested vendors is required. The Vendor Identification number can be found on the system. • Address for shipping and invoicing are required. • Description of items. • All accounts that will be responsible for the purchase of the items on the purchase order. Copy/Transfer Requisition Line Items The Purchasing Office uses Screen 257 to copy or transfer requisitions to new purchase documents such as a bid document or a purchase order. Screen 257 allows you to retrieve a requisition previously entered and copy its line items to an existing or newly created purchase document. Whenever a purchase order is created or ‘added to’ as a result of line item transfer(s) from either a requisition (via Screen 257) or a bid originating from a requisition (via Screen 417), a notification will be sent to the requisition creator’s in-box. This change has been made in an effort to better communicate the change of status from a requisition to a purchase order to the departments. This communication comes in the form of an 'FYI' in the requisition creator's inbox. The requested action of the ‘FYI’ will indicate 'Ntfy/Trnsfr'. The routing document will contain a routing note indicating: >> Item Transfer on 03/20/07 to Doc: xxxxxxx. The specific line items used to create the purchase order are not shown in this notification, however. The user can continue to see the specifics of the transfer by viewing Screen 290 or using the PF12 ‘Track’ key via Screen 280. Screen 280 shows the most detail. All other existing notifications will continue to be sent. Screen 257- Requisition Line Item Copy/Transfer 257 Req. Line Item Copy/Transfer 07/23/08 16:47 FY 2008 CC 02 Screen: ___ Doc: R804112 Item: _____ From Vndr: To Vndr: New Class: _ Doc: _______ FY: 2007 Cat.: __ Vndr: ___________ Dt: __________ or Exist Class: _ Doc: _______ ------------------------------------------------------------------------------ Header Screen: _ Document has 5 items, including text and deleted items Proc Func Item ----- Desc ------ Quantity Unit Price UOM Ext. Price Cd _ 1.0 Welding Helmet #2 1.00 329.0000 EA 329.00 X _ 2.0 Welding Helmet #2 1.00 329.0000 EA 329.00 X _ 3.0 Welding Helmet #2 4.00 329.0000 EA 1316.00 X _ 4.0 Welder, Millermat 2.00 4319.0000 EA 8638.00 X _ 5.0 Plasma Cutter, Mi 2.00 3095.1100 EA 6190.22 X _ _ _ _ _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Screen 257 – Requisition Line Item Copy/Transfer (cont’d) Basic Steps Copy/Transfer Requisition Line Items to a New or Existing Document • Advance to Screen 257. • Type a valid requisition number on the Action Line and press. • To create a new document, type a valid class in the New Class: field, a document prefix followed by a zero (0) in the Doc: field, and a category in the Cat: field. OR • To add to an existing document, type the class and number of the document to which you wish to copy/transfer. • Enter a vendor ID and date, if desired. • Press to view a list of line items available for copy/transfer. • Indicate whether you wish to Copy or Transfer the selected line items. • Press to copy/transfer the items and create the new purchase document. Requisition Copy/Transfer Process Transfer/Copy Functions There are two distinct functions on this screen. Function “C” allows a line item to be copied to either an existing document or create a new document for the item. Function “T” allows a line item to be transferred to an existing document or create a new document for the item. When an item is transferred, the transfer is noted in the document tracking system. The encumbrances created for the source document will be liquidated when the “To” document is closed. After transferring, items on the source document cannot be updated. Once a line item has been transferred, it will be marked with an “X” in the Proc. Cd column and can only be copied to other documents. Items that are copied are not tracked and encumbrances for the source document are not liquidated. Copying an item does not affect the ability to update the source item. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the requisition document number to be accessed. Item: 4 digits Indicate the item number to be positioned on the first line of the display. From Vndr: 25 characters Provides the name of the vendor from which the items were originally purchased. Screen 257 – Requisition Line Item Copy/Transfer (cont’d) To Vndr: 25 characters Shows the name of the vendor to which the items will be sent. New Class: Help 1 character Indicate the class of purchase document you would like to create. . Doc: 7 character/digits Include the document prefix followed by a zero that instructs FAMIS to automatically assign a new purchase document number. --OR-- Exist Class: Help 1 character Indicate the type of existing purchase document. . Doc: 7 character/digits Include the existing document number you wish to copy items to. . FY: 4 digits Indicate the fiscal year items are purchased in. The field defaults to the current system fiscal year if left blank. . Cat: Help 2 characters Identify the document category that defines the accounting and receiving characteristics of the requisition. Vndr: 11 digits Include the FAMIS vendor ID number for the suggested vendor. Dt: 8 digits Indicate the date the new requisition or purchase order is created. Will default to the current system date if left blank. Screen Information Header Screen: 1 character Enter ‘Y’ if the system should advance to the header of the new document upon completion of the copy of line items. Document has 3 digits ___ items: Displays the number of items on document, including text and deleted items. Func: Help 1 character Indicate the function to be taken: items should be copied (C) from the source document to the new or existing document specified or leave blank if no action to be taken. Item: 5 digits Indicates the line item number on the specified document. Screen 257 – Requisition Line Item Copy/Transfer (cont’d) Desc: 20 characters Displays a short description of the line item to be copied. Quantity: 9 digits Identifies the purchase quantity of the specified line item. Unit Price: 11 digits Indicates the line item price per unit of measure. UOM: 3 characters Represents the unit of measure for the specified line item. Ext. Price: 12 digits Reflects the total extended price of the item, as computed by the system. Proc Cd: 1 character Indicates the processing code if the requisition needs special processing or has been transferred to a Purchase Order. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF12 Warnings Warns Displays any FAMIS warnings. Create/Modify a Purchase Order Header The purchase order was designed to identify items requested for purchase that must first be processed by the purchasing office. The first step in creating a purchase order involves specifying header information pertaining to the entire purchase order, regardless of individual line item information. You may use Screen 220 to enter this general purchase order information. Header information typically includes the document category, the originating and, when necessary, supporting departments, people to contact, and suggested vendor sources. The Contract Workforce flag on this screen allows a purchase order to be flagged as Contract Workforce. This will automatically feed the flag to the Purchasing Invoice: field and to the vouchers created by the Purchasing module of FAMIS. Screen 220 - Purchase Order Header Create/Modify 220 PO Header Create/Modify ASTON REPAIR CENTER INC 05/20/09 10:56 FY 2009 CC 02 Screen: ___ Doc: P904485 Vendor: 1vvvvvvvvv0 Total Amount: 790.00 << Dates >> Doc. Year: 2009 St. Req: ___________ Document : 05/19/2009 Cat.: BO User Ref: 300210-1970___ St. Ord: ______ Required : __________ Contact Person: DARLA DOLAN_________ Ph: 979-845-7777 Start : __________ Buyer: SAP PARRISH, PAMELA Ph: 979-845-4444 End : __________ Research (Y/N): N Type Funds: L Type Order: HIED Change : __________ No. Print Doc? N 05/19/2009 PCC Code: _ _ Order : 05/06/2009 Dept: FDSV_ SubDept: _____ LDT Code: __ Doc Summary: ARNOLD REPAIR *0270__________________________ Cont Wk Force: _ Vndr Quote #: B900082___ Vndr Ref: BRYAN BORDERS______________________ Delivry Dt: 05/06/2009 Terms: ______ ___ N 30_ FOB: DP Ship/Handle: ___ Sole Source (Y/N): N Emergency (Y/N): N Cat/Order: Rsp Bidding Vendor Vendor Contact Cd Bid Amount ARNOLD REPAIR_________________ LAWRENCE_________________ ___ 96612.50______ SUPER SERVICE_________________ WALTERS__________________ ___ 97125.00______ HARRINGTON EQUIPMENT__________ HOWELL___________________ ___ 98120.00______ Reason Not Awarded to Low Bidder: _____________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Addr Next Items Resn Notes VTerm AdDpt “GFE Solicited” field will be displayed if the P.O. Good Faith Effort: field is set to “Y” on Screen 311. Basic Steps Create a New Purchase Order Header • Advance to Screen 220, type a document prefix followed by zero (0) in the Action Line and press . • Enter the vendor, category, department, user reference, type of funds, type of order, and document summary. • Indicate whether or not the purchase items are for research, emergency purchases, or sole source purchases. • Type additional information in the available fields, as desired, and press to record the purchase order information. • If all information has been successfully entered, the system assigned purchase order document number will be displayed in the Action Line. Screen 220 – Purchase Order Header Create/Modify (cont’d) Modify an Existing Purchase Order Header • Advance to Screen 220. • Type a valid purchase order number in the Action Line and press . • Type/modify valid data in the available fields, as desired, and press to record the information. Purchase Order Process See Basic Concepts for further explanation of the following: Automatic Purchase Order Creation Document Categories Vendor Search and Select PO Printing Notes 1. The "Reason Not Awarded" only prints if one or more bidding vendors are input. 2. For "Type Of Funds" equal to ‘F’ (Federal), the special text beginning with ‘FDn’ (Screen 313) will print. (JCL must have option of REQUEST=FED) LDT Codes Legal Descriptive Text (LDT) codes specify text required of certain purchases. Typing a question mark (?) in the LDT Cd: field and pressing will access a pop-up window with a complete list of valid codes. Type an ‘X’ next to the code to be applied to the purchase and press to select an LDT code and return to Screen 220. Press PF4 to return to Screen 220 without selecting a code. Type of Funds and Type Order These two fields are controlled by entries on Screen 318 (Type of Funds) and Screen 319 (Type of Orders). The screens are maintained by each campus and the values may be changed as needed. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the purchase order document you wish to create/modify. Screen Information . Vendor: 11 digits Enter the FAMIS identification number of the vendor associated with the purchase. Screen 220 – Purchase Order Header Create/Modify (cont’d) Total Amount: 12 digits Displays the total dollar amount of the purchase order. . Doc. Year: 4 digits Fiscal year of the document. The field defaults to the current system fiscal year. St. Req: 11 digits Identify the state requisition number assigned by the State to reference the purchase order. Dates . Document: 8 digits Enter the date the purchase order is created. Will default to the current system date. Required: 8 digits Indicate the date by which the requested order is required. Start: 8 digits Identify the beginning date of an agreement or order as part of a maintenance agreement or blanket order. End: 8 digits Indicate the last date of a maintenance agreement or blanket order. Change: 8 digits Enter the date the last change was made to the purchase order. . Order: 8 digits Include the date the purchase order was made. This can be modified once a date is entered. A future date in this field is not allowed. . Cat: Help 2 characters Identify the document category which is used to define the accounting and receiving characteristics of the document. . User Ref: 14 digits Include the user reference number. Typically, this is made up of the subsidiary ledger (SL) account number used for the order followed by the departmental reference number. St. Ord: 6 digits Identify the state order number assigned by the State to reference the purchase order. Contact Person: 20 characters Include the name of the person to contact regarding this purchase order. Ph: 10 digits Indicate the area code and phone number for the contact person. Screen 220 – Purchase Order Header Create/Modify (cont’d) Buyer: Help 3 characters Enter the initials of the buyer associated with the purchase. Ph: 10 digits Shows area code and phone number for buyer. . Research (Y/N): 1 character Type ‘Y’ if the purchase items are intended for research purposes. . Type Funds: Help 1 character Indicate the type of funds to be used for the purchase of the requested items. For "F" the special text beginning with "FDn" (Screen 313) will print. (JCL must have option of REQUEST=FED. Valid values include: F = FED -FEDERAL F = SERV - SERVICE F = CATL - CATALOG PURCHASE F = GROU - GROUP PURCHASE F = LEAS - LEASE F = CONT - CONTRACT F = HIED - HIGHER EDUCATION L = BLDG - BUILDING LOCAL L = LEAS - LEASE . Type Order: Help 4 characters Identify the type of order to be placed for the requested items. If the Type Fund: (above) was selected from the pop-up window, this field will be filled in automatically. No.: 3 digits Displays the number of changes that have occurred on this purchase order document, as calculated by the system. Print Doc?: 1 character Type ‘Y’ if the specified document is to be printed. PCC Code: Help 1 character Indicate the State of Texas (GSC) defined classification code that determines various purchase types and associated payments. . Dept: Help 5 characters Include the department of the primary account responsible for the purchase. . SubDept: Help 5 characters Identify the sub-department of the primary account responsible for the purchase. LDT Code: Help 2 characters Enter the legal descriptive text codes to be used to add special instructions to the purchase order. Screen 220 – Purchase Order Header Create/Modify (cont’d) Doc Summary: 50 characters Include a brief summary of the document as a whole, which will be displayed on inquiry screens. Cont Wk Force: 1 character Type ‘Y’ if this payment is to be flagged as a Contract Work Force payment. Vndr Quote #: 10 characters Identify the quote number assigned by the vendor who is awarded the bid. Vndr Ref: 35 characters Include the vendor’s reference number, usually the representative who signed the bid or gave the phone bid. Delivery Dt: 8 digits Enter the expected delivery date for the goods/services to be purchased. Terms: 13 digits/characters Signify any special vendor terms or discounts: I = As Invoiced N = Net or (gross) P = Proximate (or approximate) Blank = None FOB: Help 2 characters Include the freight code defining conditions by which purchase goods will be transported/delivered. Ship/Handle: 3 characters Not currently used. . Sole Source (Y/N): 1 character Type ‘Y’ if the merchandise requested is a sole source item. . Emergency (Y/N): 1 character Enter ‘Y’ if this is an emergency purchase. Cat/Order: 1 character ‘Y’ identifies this is a catalogue order. Bidding Vendor: 30 characters Identify vendors bidding for the purchase order. Vendor Contact: 25 characters Include the name of the person to contact at the vendor regarding bids for this order. Rsp Cd: Help 3 characters Enter the vendor response code to be used to indicate how a particular vendor responds to a bid. Screen 220 – Purchase Order Header Create/Modify (cont’d) Bid Amount: 15 digits Indicate the dollar amount the vendor bids for the purchase. Only prints if one or more of the Bidding Vendor fields are filled in. Reason not Awarded 45 characters to Low Bidder: Include the reason why purchase order did not go to the lowest bidder, if necessary. Only prints if one or more of the Bidding Vendor fields are filled in. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF4 Addr Addr Shows the address for the bidder. PF5 Next Next Advances to the next required screen. PF6 Document Items Items Displays the item inquiry pop-up window for any items on the document. PF7 Type of Reason Resn Displays a pop up to select type of reason (Sole Source, Emergency, GFE) to be entered. PF9 Notes Notes Free form notes can be entered on a document. These are on-line reference notes regarding the document. They will not be printed. PF10 Vendor Terms VTerm Retrieves the vendor terms that are on file for the vendor. PF11 Additional Departments AdDpt Allows additional departments/sub-departments to be viewed or added. (See Department field.) Enter Purchase Order Ship To/Invoice To Addresses The address to be used for shipping the order is entered on the left half of Screen 221. Likewise, the address for the invoice is entered on the right half of Screen 251. Special vendor instruction text codes that pertain to the entire purchase order document may also be entered on this screen. Codes must be set up by FAMIS Services in coordination with Purchasing Services and the State of Texas (GSC). Screen 221 – PO Shipping and Text 221 PO Shipping and Text CLINIC LABS 05/20/09 13:37 FY 2009 CC 02 Screen: ___ Doc: P900188 Ship To Address Nbr: 106 Invoice To Address Nbr: 106 Name: DEPARTMENT OF STUDENT HEALTH__ Name: DEPARTMENT OF STUDENT HEALTH__ Addr: SERVICES______________________ Addr: SERVICES______________________ ATTN: ACCOUNTS PAYABLE________ ATTN: ACCOUNTS PAYABLE________ 1222 TAMU_____________________ 1222 TAMU_____________________ ______________________________ ______________________________ City: COLLEGE STATION_____ State: TX City: COLLEGE STATION_____ State: TX Zip: 778431264 Country: ___ Zip: 778431264 Country: ___ Phone: 409-845-1111 FAX: 409-845-8888 Phone: 409-845-1111 FAX: 409-845-8888 Text codes: 022 ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ Additional ********************************************* Text Lines: LICENSE AND SUPPORT FOR THE PERIOD OF____ SEPTEMBER 1, 2008 AND AUGUST 31, 2009____ ********************************************* More text LDT Codes: __ __ __ __ __ __ lines: _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Notes Basic Steps • Advance to Screen 221. • Type a valid purchase order number in the Action Line. • Press to display existing document address and text information. • Type a ship to and invoice to address number or manually fill in the addresses. • Enter text codes and additional lines of text, as desired. • Press to record the shipping and text information. Shipping and Text Process Text Codes Text codes save time. The codes point to standard text that can be printed on the purchase order. By choosing the code, the enterer does not have to type the text on each purchase order. Typing a question mark (?) in the Text codes: field and pressing will access a pop-up window with a complete list of valid text codes. Screen 221 – PO Shipping and Text (cont’d) Type an ‘X’ next to as many as 20 text codes to be applied to the purchase. Press PF4 to return to Screen 221 where the text codes selected will be displayed. Press PF5 while in the pop-up to display an extended description of the text code, if necessary. +------------------------------------------------------------+ | More Text Codes - Select or Press to scroll | | | | Search Criteria: Text Code: ___ Drop: N | | Selected of 19 | | Code Description Drop | | _ 001 DELIVERY MAY BE A FACTOR IN THE AWARD. N | | _ 002 IF QUOTING OTHER THAN SPECIFIED, BIDDERS | | _ 003 BIDDERS MUST GIVE ESTIMATED DELIVERY N | | _ 004 BULK PACKAGING AND SINGLE SHIPMENT ARE | | _ 005 VENDOR MAY BE REQUESTED TO SUBMIT A N | | _ 006 ONCE THE ORDER IS PLACED, SUBSTITUTIONS | | _ 007 TEXAS A&M UNIVERSITY RESERVES THE RIGHT | | _ 008 LENGTH OF DELIVERY TIME MAY BE A FACTOR N | | _ 010 NO SUBSTITUTION OF MANUFACTURER WILL BE N | | _ 011 PRESENT CONTRACT WILL BE IN EFFECT N | | _ 012 UNACCEPTABLE PERFORMANCE BY VENDOR MAY N | | _ 013 QUOTE F.O.B. DESTINATION, FREIGHT PREPAID AND N | | | | Select up to 19 Text Codes or Press to Quit | | Press for extended description. | +------------------------------------------------------------+| LDT Codes Legal Descriptive Text (LDT) codes specify text required of certain purchases. Type a question mark (?) in the LDT Cd: field and press to access a pop-up window with a complete list of valid codes. Type an ‘X’ next to the code to be applied to the purchase and press to select an LDT code and return to Screen 221. Press PF4 to return to Screen 221 without selecting a code. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Enter the document number to be added/modified. Screen Information Ship To . Address Nbr: Help 3 digits Indicate the address code which identifies the address to which items purchased will be delivered. . Name: 30 characters Enter the name of the department to which items purchased will be delivered. Will be filled in automatically if an Address Nbr: is specified. . Addr: 4 lines/30 characters Indicate the street address where items purchased will be delivered. Will be filled in automatically if an Address Nbr: is specified. Screen 221 – PO Shipping and Text (cont’d) . City, State, Zip: 20 characters/2 characters/9 digits Enter the city, state, and zip code where items purchased will be delivered. Will be filled in automatically if an Address Nbr: is specified. Country, Phone, FAX: 3 characters/10 digits/10 digits Type the country code, area code and phone number, and the area code and FAX number where items purchased will be delivered. Will be filled in automatically if an Address Nbr: is specified. Invoice To . Address Nbr: Help 3 digits Identify the address code which identifies the address to which items purchased will be billed. . Name: 30 characters Identify the name of the department to which items purchased will be billed. Filled in automatically if an Address Nbr: is specified. . Addr: 4 lines/30 characters Indicate the street address to which items purchased will be billed. Will be filled in automatically if an Address Nbr: is specified. . City, State, Zip: 20 characters/2 characters/9 digits Indicate the city, state, and zip code where items purchased will be billed. Will be filled in automatically if an Address Nbr: is specified. Country, Phone, FAX: 3 characters/10 digits/10 digits Include the country code, area code and phone number, and the area code and FAX number to which items purchased will be billed. Will be filled in automatically if an Address Nbr: is specified. Text codes: Help 3 digits Displays the text codes which identify any special vendor instructions that must be added to the purchase order. Additional 4 lines/45 characters Text Lines: Identify any special instructions that need to be added to purchase order that do not have an assigned text code in FAMIS. LDT Codes: Help 2 characters/digits Enter the legal descriptive text codes to be which are used to add special instructions to the purchase order. More text lines: Help 1 characters Type ‘Y’ to add more lines of text on Screen 222. Screen 221 – PO Shipping and Text (cont’d) Additional Functions: PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Next Next Advances to the next required screen. PF9 Notes Notes Used to enter free-form notes about the requisition. These are on-line reference notes regarding the document. They will not be printed. Create/Modify a Purchase Order Line Item Each individual line item for the purchase order is entered separately using Screen 224. You may input up to 900 separate lines for one purchase order. For each line item the quantity, unit price, description, and accounts responsible for payment of the requested item must be entered. Flags set on Screen 310 determine if the Commodity Code and TIBH Code are required on this screen. These flags are set on a campus by campus basis by FAMIS Services. Screen 224 - Purchase Order Line Item Create/Modify 224 P.O. Line Item Create/Modify DALE MARKETING LP 05/20/09 13:42 FY 2009 CC 02 Screen: ___ Doc: P900207 Item: __1.0 Quantity UOM Unit Price -- Discount -- Extended Price ______6.00 EA__ _______970.6700 _ ___________ 5824.02 Commodity: 204-53_________ Proc Cd: _ Cost Ref 1: _______ 2: _______ 3: _______ Part Nbr: _______________ Desc: Computer, OptiPlex 755, 223-1202_____________ TIBH: _ Quote #4xxxxxxx8_____________________________ _____________________________________________ _____________________________________________ _____________________________________________ FY CC ---- Account ---- Pct. Amt $ 2009 02 246237 05900 5787 ______ _______3882.68 2009 02 230069 00000 5787 ______ ________970.67 2009 99 480541 00000 5787 100.00 ______________ ____ __ ______ _____ ____ ______ ______________ More Desc (Y/N): _ More Items (Y/N): _ Print Line: Y Item Deleted: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Notes CAcct MAcct Always make the 100% line the last line n the distribution. Basic Steps Create or Modify a Line Item • Advance to Screen 224. • Type a valid purchase order number in the Action Line and press . • Enter a valid quantity, unit of measure, unit price, commodity code, and line item description. OR • Add/modify valid data in the available fields, as desired. • You may search for the desired commodity code by typing a question mark (?), at least three alpha characters, or surround the commodity name by asterisks, such as *PAPER*. • Enter a valid account number and object code. • Enter either a percentage or a dollar amount to be paid by the account. Do NOT enter both a percentage and a dollar amount. • Enter additional information in the available fields, as desired. • Press to record the line item information. Screen 224 – Purchase Order Line Item Create/Modify (cont’d) Document Line Item Process Line Item Entry Purchase order documents may have up to 900.0 items. The item number will default to 1.0 when the document is being created. FAMIS automatically increments the item number by one for each additional item you need to enter on the document. Use the decimal position of the item number to represent a text only item for the document. TIBH (Texas Industries for the Blind and Handicapped) The TIBH field is used to indicate the reason that TIBH was or was not used as the vendor for the bid/purchase. This field is optional unless it is set to be required on a campus by campus basis. If the TIBH flag is set, the TIBH field is required on both Screen 224 and Screen 241. The field is also available on Exempt Documents (Screen 236), but it is not required even if the TIBH required flag is set. TIBH reporting must be done on the commodity code level. See Basic Concepts for further explanation of the following: Multiple Accounts Processing Codes Master Orders Purchase orders that have a category of BO or MO will display/allow input of master order information, including the master order document number, the master order line item, and the master order category (see below). Master Order information will only be displayed when you use a category of BO or MO on Screen 220. 224 P.O. Line Item Create/Modify MILES UNIFORMS & EMBLEMS 05/20/09 13:43 FY 2009 CC 02 Screen: ___ Doc: P900272 Item: __1.0 - Master Order -- Quantity UOM Unit Price -- Discount -- Extended Price Number Item Type ______3.00 EA__ ________59.5000 _ ___________ 178.50 M800106 __4.0 MQ 79.00 EA 59.5000 Commodity: 200-85_________ Proc Cd: _ Cost Ref 1: _______ 2: _______ 3: _______ Part Nbr: _______________ Desc: Side Pocket Trouser Waist Sizes thru 54______ TIBH: _ Blauer Style 8810 as per the following_______ specifications:______________________________ _____________________________________________ Color: Dark Navy____________________________ FY CC ---- Account ---- Pct. Amt $ CONTINUED 2009 02 300540 20000 5755 100.00 ______________ ____ __ ______ _____ ____ ______ ______________ ____ __ ______ _____ ____ ______ ______________ ____ __ ______ _____ ____ ______ ______________ More Desc (Y/N): _ More Items (Y/N): _ Print Line: Y Item Deleted: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Notes CAcct MAcct Screen 224 – Purchase Order Line Item Create/Modify (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the document number to which you wish to add/modify item information. . Item: 4 digits Enter the item number to be created or modified. Screen Information . Quantity: 10 digits Indicate the purchase quantity of the specified line item. . UOM: Help 4 characters Identify the Unit of Measure for the specified line item to be printed on the purchase order. . Unit Price: 16 digits Include the dollar amount to be paid per unit of measure specified. Discount: Help 7 characters Identify if the discount entered is a dollar amount (D) to be subtracted from the unit price or a percentage (P) to be subtracted from the extended price of the line item, and include the discount amount. Extended Price: 16 digits Displays the total item amount as calculated by the system. . Commodity: Help 15 digits Identify the commodity code for classifying goods and services. Proc Cd: Help 1 character Include the processing code to be used to indicate whether or not the item needs special processing by the system (i.e.: whether the line item should be treated as a vendor discount, a trade in, or a no charge item). Cost Ref 1,2,3: 7 characters/digits Represents the user-defined cost accounting reference number. This reference number is used to provide additional details about the processing of the line item. Part Nbr: Help 15 digits Include the part number code which defines inventory items for a department. . Desc: 4 lines/45 characters each Enter a detailed description of the specified line item. Screen 224 – Purchase Order Line Item Create/Modify (cont’d) TIBH: 1 character/digit Shows the reason TIBH (Texas Industries for the Blind and Handicapped) was or was not used as the vendor for the bid/purchase. Valid values include: N = Not Provided by TIBH T = TIBH Purchase 1 = Quantity 2 = Quality 3 = Delivery Time 4 = Life Cycle 5 = Price FY: 4 digits Identify the fiscal year the purchase order will be paid. If left blank, the year will default to current fiscal year. CC: 2 digits Indicate the campus code of the agency purchasing items. If left blank, this field will default to the current campus code. . Account: 15 digits Identify the account number (subsidiary ledger + support account + object code) responsible for payment. . Pct.: 6 digits Specify the percentage of the total dollar amount of the line item to be paid by the specified account. Amt $: 14 digits Enter the dollar amount to be paid by the specified account. If a percent was not specified in the previous field, then a dollar amount to be paid will be required. More Desc (Y/N): 1 character Type ‘Y’ to indicate additional lines of description are needed for the specified line item. More Items (Y/N): 1 character Enter ‘Y’ if additional line items are to be processed for the purchase order. Print Line: 1 character Type ‘Y’ if line item information should be printed. Item Deleted: 1 character ‘Y’ signifies the item has been marked for deletion from the purchase order. Additional Functions: PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Next Next Advances to the next required screen. Screen 224 – Purchase Order Line Item Create/Modify (cont’d) PF9 Document Notes Notes Free form notes can be entered on a document. These are on-line reference notes regarding the document and will not be printed PF10 Copy Accounts CAcct Copies all account information from the previous item to the current item. Dollar amounts are left blank and require either amount or percentage for the new item. PF11 Multiple Account MAcct Provides a pop-up window to continue adding accounts (up to forty) for the specified item. Close a Purchase Order Document You should close the purchase order document after all required information has been successfully entered to prevent further changes from being added. Closing a document will encumber the requested funds. You may close and re-open your document multiple times in order to make changes, as long as it has not yet entered the routing and approval system of FAMIS. Screen 226 checks for possible Contract Workforce purchase orders. If the program determines the document is a possible Contract Workforce purchase order, a pop-up window will be available to give you the opportunity to set the Contract Workforce flag. Screen 226 - Purchase Order Document Close 226 Purchase Order Document Close 05/20/09 13:50 FY 2009 CC 02 Screen: ___ Doc: P904494 NATIONAL INSTRUMENTS CORPORATION << Dates >> Document: 05/20/2009 Cat: RO User Ref: 2255300518091 St Req: Start : Contact Person: BEN BROMLEY Ph: 979-847-9999 End : Buyer: CCC CONLEE, CARLY Ph: 979-845-3333 Required: 06/30/2009 Research (Y/N): N Type Funds: L Type Order: HIED Change : No. Last Print Date: Sole Source: Y Emergency: N Doc Summary: DATA ACQUISITION SYSTEM Total Amount: 6,897.82 Untransferred Total: 6,897.82 I n P r o c e s s Close Document? N Budget Balance Override: _ Session: 1586JC Date: 05/20/09 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Item Route Warns Basic Steps • Advance to Screen 226. • Type a valid purchase order number in the Action Line and press to display existing purchase order information. • Set the Close Document? flag to ‘Y’ and press . • If all required information has been properly entered, the message “Document closed successfully” will appear in the message line. Document Close Process Encumbrance Processes Closing a purchase order unencumbers the requisition and then encumbers the amount on the purchase order. Screen 226 – Purchase Order Document Close (cont’d) Contract Workforce The criteria that Screen 226 uses to determine the Contract workforce eligibility is: 1. Purchase order is $10,000 or greater 2. There are items flagged as State (depends on accounts being flagged as State) 3. The purchase order contains any of the FAMIS object codes that map to the Comptroller object codes designated as Contract Workforce. See Basic Concepts for further explanation of the following: Changing a Purchase Order Routing the Document Rejected Documents Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Enter the document number you would like to close. Screen Information Dates Document: 8 digits Indicates the date the document was created by the system. Start: 8 digits Identifies the start date (usually the first day of the fiscal year) for a Maintenance Agreement or Blanket Order. End: 8 digits Shows the end date for a Maintenance Agreement or Blanket Order. Required: 8 digits Displays the date by which the requested order is required. Change: 8 digits Identifies the date the last change was made to the purchase order. Cat: 2 characters Displays the document category which defines the accounting and receiving characteristics of the requisition. Screen 226 – Purchase Order Document Close (cont’d) User Ref: 14 digits Displays the user reference number which is made up of the subsidiary ledger (SL) account number used to pay for the order followed by the user-assigned reference number. St Req: 11 digits Indicates the state requisition number assigned by the State to reference the purchase order. Contact Person: 20 characters Displays the name of the person to contact regarding the purchase. Ph: 10 digits Indicates the area code and phone number for the purchase order’s contact person. Buyer: 3 characters Identifies the initials of the buyer for the purchase. Ph: 10 digits Indicates the area code and phone number of the buyer for the purchase order. Research (Y/N): 1 character Indicates whether or not (‘Y’ or ‘N’ the purchase items are intended for research purposes. Type Funds: 1 character Shows the type of funds to be used for the purchase of the requested item(s). Type Order: 4 characters Indicates the type of order to be placed for the requested item(s). No.: 3 digits Shows the number of changes that have been made to this purchase order document. Last Print Date: 8 digits Indicates the date the document was last printed. Sole Source: 1 character Indicates whether or not (‘Y’ or ‘N’) the merchandise requested is a sole source item (i.e. whether or not only one vendor may fulfill the order). Emergency: 1 character Reflects whether or not (‘Y’ or ‘N’) this is an emergency purchase. Doc Summary: 50 characters Displays a brief summary of the document which will be seen on inquiry screens. Screen 226 – Purchase Order Document Close (cont’d) Total Amount: 17 digits Identifies the total dollar amount required for purchase of the requested item(s). Untransferred Total: 17 digits Shows the total dollar amount that has not been transferred to a purchase order. . Close Document?: 1 character Type ‘Y’ to close the document. Budget Balance 1 character Override: Enter ‘Y’ if the purchase will be allowed to exceed the available budget. Session: 6 characters Identifies the batch session number associated with the accounting for the master order. Date: 8 digits Displays the date the document was closed. Additional Functions: PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Next Next Advances to the next required screen. PF6 Item Item Displays the document inquiry pop-up window to view all items for the document. PF7 Route Document Route Sends a closed document through the routing and approval process. PF12 Warnings Warns Identifies any FAMIS warnings. Additional Purchase Order Header Text Additional instructions pertaining to the purchase order that do not have an assigned text code in FAMIS may be entered using Screen 222. Ninety-nine lines of additional text may be entered using this screen. Text is entered without a wrap-around feature. To prevent a word being split between two lines, use the TAB key to advance to the next available text line. Screen 222 - Purchase Order Header Text Continued 222 PO Header Text Continued 05/20/09 13:51 FY 2009 CC 02 Screen: ___ Doc: P904494 Position at line: ___ of 9 Page (F/B/E): F Line Additional Text 1 TEXAS A&M UNIVERSITY IS ISSUING THIS PURCHASE 2 ORDER FOR A DATA AQUISITION SYSTEM FOR THE___ 3 DEPARTMENT OF MECHANICAL ENGINEERING_________ 4 _____________________________________________ 5 DELIVERY: MATERIAL REQUIRED ON OR BEFORE_____ 6 JUNE 30, 2009________________________________ 7 _____________________________________________ 8 DEPARTMENT CONTACT: BEN BROMLEY______________ 9 979-847-9999_____________ 10 _____________________________________________ 11 _____________________________________________ 12 _____________________________________________ 13 _____________________________________________ 14 _____________________________________________ 15 _____________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 222. • Type a valid purchase order number in the Action Line and press to display existing purchase order text. • Add or modify text in the available fields, as desired, and press to record the information. Purchase Order Text Entry Process Page through Text The F/B/E: field is used to scroll through all of the lines of text added on Screen 222. Enter an ‘F’ to scroll one page forward. Enter a ‘B’ to scroll one page backwards. Enter an ‘E’ to end the editing session and take you to the next required purchase order screen. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Enter the purchase order document number to be modified. Screen 222 – Purchase Order Header Text Continued (cont’d) Screen Information Position at line: 3 digits Indicate which line number of text should be positioned at the top of the screen. Page (F/B/E): 1 character Identify whether to scroll forward through text lines, scroll backward through text lines, or end the editing session and advance to the next required purchase order screen. Line: 3 digits Specifies a line number of the description. Additional Text: 99 lines Enter additional information or instructions. There is no word wrap feature. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. Purchase Order Sole Source Justification Purchase Orders that have been flagged with a sole source vendor will need to have the sole source justification recorded on this screen. The purpose for the items to be purchased, proprietary functions or features, any other companies with similar items, and why they are unsatisfactory, as well as the need for installation and use with other equipment are indicated on this screen. If the sole source flag is set to “N” on the document header screens, you will be able to remove the information from this sole source screen. All information must be removed from the screen (including the PF10 pop-up window) or you will receive an error message. Screen 223 - Purchase Order Sole Source 223 PO Sole Source NATIONAL INSTRUMENTS CORPORATI 05/20/09 13:54 FY 2009 CC 02 Screen: ___ Doc: P904494 1) Is this item required for use in: Research? _ Classroom? _ Lab? _ Other? DESIGN CLASS________ 2) List proprietary functions or features. List qualities that are essential to accomplish your work. DAQ SYSTEM MUST BE COMPATIBLE WITH OTHER NATIONAL INSTRUMENT EQUIPMENT IN LABS AND LANVIEW SOFTWARE:MUST BE SMALL(MAX.10"X4"X4'),PORTABLE,___ SELF-STANDING;HAVE ABILITY TO NEASURE MANY DIFFERENT TYPES OF SIGNALS, FOR DATA ANALYSIS.____________________________________________________ 3) List other companies who manufactures a similar item with similar functions. IOTECH; 25555 CANTON ROAD;CLELAND,OH 44146____________________________ ______________________________________________________________________ 4) Why won't these competing products be satisfactory? EQUIPMENT DOES NOT MATCH DATA ACQUISITION EQUIPMENT STUDENTS ARE______ USING IN CLASES AND WOULD REQUIRE STUDENTS TO LEARNE TO PROGRAM NEW___ SOFTWARE FOR DATA ANALYSIS WHEN THEY ONLY HAVE SHORT PERIODS OF TIME__ 5) Will installation be required? N (Y/N) 6) Will this item be used with existing equipment? Y (Y/N) Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Notes ExEq Basic Steps • Advance to Screen 223. • Type a valid purchase order number in the Action Line and press to display existing document sole source information. • Add or modify screen information by answering the questions, as applicable, and press to record the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the document number to which you wish to add or modify sole source justification information. Screen 223 – Purchase Order Sole Source (cont’d) Screen Information . Is this item required 23 characters for use in: Identify the area for which the item is required: Research, Classroom, Lab, Other. Type an ‘X’ in the appropriate field or type the required area in the “Other?” field. . List proprietary 280 characters functions or Indicate why the item requested is essential to accomplish your work. features: List other companies 140 characters who manufactures Include other manufactures that may be used to purchase the requested a similar item with item. similar functions: Why won’t these 210 characters competing products Identify the reason alternate vendors should not be used for the purchase be satisfactory?: of the requested item. . Will installation 1 character be required?: Type ‘Y’ if installation will be required. . Will this item be 1 character used w/ existing Enter ‘Y’ if the requested item will be used in conjunction with existing equipment?: equipment. Additional Functions: PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Next Next Advances to the next required screen. PF9 Notes Notes Enter on-line notes about the document. These will not be printed. PF10 Existing Equipment ExEq Enter information about any existing equipment the requested item will be used in conjunction with. Enter Purchase Order Item Description There may be times when you need to enter a detailed description of an item. Should this description require more space than is available on Screen 224, you may use the space provided here on Screen 225 to supplement your item description. Ninety nine lines of additional text may be input for each line item. The text entered on this screen will appear on the purchase order when printed. Text is entered without a wrap-around feature. To prevent a word being split between two lines, use the TAB key to advance to the next available text line. Screen 225 - Purchase Order Item Description 225 P.O. Item Description 05/20/09 13:55 FY 2009 CC 02 Screen: ___ Doc: P904381 Item: __1.0 Position at line: ___ of 23 Line Description Page (F/B/E): F 1 PURCHASE AND INSTALL APPROXIMATELY 282 SQUARE 2 YARDS OF CARPET AND COVE BASE FOR ROOMS______ 3 242B, 242C, 242D, 242E, AND 243A, 243B, 243C, 4 243D, 243DD, 243F FO THE KOLDUS BLDG. #383___ 5 _____________________________________________ 6 CARPET SELECTION: MILLIKIN DESIGN COLORED____ 7 CRYSTAL____________________ 8 #230 MULBERRY GEM__________ 9 _____________________________________________ 10 PURCHASING CONTACT: JULIE JENSEN___________ 11 979-845-4444 XT 241____ 12 _____________________________________________ 13 DEPT. CONTACT: TYLER TOLAR____________ 14 979-845-5555___________ 15 _____________________________________________ 16 VENDOR RESPONSIBLE FOR:______________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 225. • Type a valid purchase order and line item number in the Action Line and press to display existing line item descriptions. • Add or modify text in the available fields, as desired and press to record the information. Document Line Item Process Page through Text The F/B/E: field is used to scroll through all of the lines of text added on Screen 225. Enter an ‘F’ to scroll one page forward. Enter a ‘B’ to scroll one page backwards. Enter an ‘E’ to “end” the editing session and take you to the next required purchase order screen. Screen 225 – Purchase Order Item Description (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the document number to which you would like to add or modify line item information. . Item: 4 digits Enter the item number to be added or modified. Screen Information Position at line: 3 digits Indicate which line number of text should be positioned at the top of the screen. Page (F/B/E): 1 character Identify whether to scroll forward through text lines, scroll backward through text lines, or end the editing and return to the next required requisition screen. Line: 3 digits Shows the line number of the description. Description: 45 characters (99 lines) Type a complete description of the line item. There is no word wrap feature. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. Copy/Transfer Purchase Order Line Items You may find it beneficial to copy or transfer frequently purchased items (i.e. general supplies) from existing document to new purchase documents. Screen 227 allows you to retrieve a document that you previously entered and transfer or copy its line items to an existing or newly created purchase document. Screen 227 - Purchase Order Line Item Copy/Transfer 227 P.O. Line Item Copy/Transfer 05/20/09 14:04 FY 2009 CC 02 Screen: ___ Doc: P904204 Item: _____ From Vndr: CTY LABS To Vndr: New Class: _ Doc: _______ FY: 2009 Cat.: __ Vndr: ___________ Dt: __________ or Exist Class: _ Doc: _______ ------------------------------------------------------------------------------ Header Screen: _ Document has 11 items, including text and deleted items Proc Func Item ----- Desc ------ Quantity Unit Price UOM Ext. Price Cd _ 0.1 INSTALLATION: T _ 0.2 RESPONSIBILITY FO T _ 0.3 INSURANCE: T _ 0.4 CORRECTION OF DEF T _ 1.0 Type B-Auto Airlo 1.00 12748.0000 EA 12748.00 _ 2.0 Gas Analyzer, Mod 1.00 2968.0000 EA 2968.00 _ 3.0 Shelves 28" (71cm 1.00 286.0000 EA 286.00 _ 4.0 Shelves 36" (91 c 1.00 304.0000 EA 304.00 _ 5.0 Gloves, Black Lat 1.00 13.0000 PR 13.00 _ 6.0 Installation and 1.00 LOT N Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Basic Steps Copy/Transfer Line Items to a New or Existing Purchase Document • Advance to Screen 227. • Type a valid purchase order number in the Action Line and press . • To create a new document, type a valid class in the New Class: field, a valid document prefix in the Doc: field, and a valid category in the Cat: field OR • To add to an existing document, type the class and number of the document to which you wish to copy/transfer items. • Press to view a list of line items available for copy/transfer. • Indicate whether you would like to Copy (C) or Transfer (T) the available items to the new purchase document. • Press to copy/transfer the items and create the new document number. Screen 227 – Purchase Order Line Item Copy/Transfer (cont’d) Document Copy/Transfer Process Transfer/Copy Functions There are two distinct functions on this screen. Function “C” allows a line item to be copied to either an existing document or create a new document for the item. Function “T” allows a line item to be transferred to an existing document or create a new document for the item. When an item is transferred, the transfer is noted in the document tracking system. The encumbrances created for the source document will be liquidated when the “To” document is closed. After transferring, items on the source document cannot be updated. Once a line item has been transferred, it will be marked with an “X” in the Proc. Cd column and can only be copied to other documents. Items that are copied are not tracked and encumbrances for the source document are not liquidated. Copying an item does not affect the ability to update the source item. Correct a Line Item Transfer If a transfer was done in error (Ex: transferred to incorrect document), the error can be handled in two ways. 1) The preferred method is to transfer the item in error to the correct document by following these steps: A) Close the document with the error using Screen 226. B) Go to Screen 227 and enter the document with the error and transfer the item in error to the correct document. This method will maintain the document tracking information and the item can be traced from the originating document to the correct document. 2) If for some reason the above method cannot be used, use the following procedure: A) Go to Screen 228 - PO Flag Maintenance to delete the line items. Tab to the Item to Delete/Undelete: field and enter the number of the item you wish to delete. Pressing will delete the specified line item from the document. B) Return to Screen 227 and use the line item in the original document (which will be marked with an ”X” in the Processing Code field), and COPY it to the correct document. Screen 227 – Purchase Order Line Item Copy/Transfer (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Enter the document number from which you want to copy or transfer items. Item: 4 digits Type the item number to be positioned at the top of the source document. From Vndr: 25 characters Provides the name of the vendor from which the items were originally purchased. To Vndr: 25 characters Shows the name of the vendor to which the items will be copied/transferred. . New Class: Help 1 character Identify the class code for the document to be created. . Doc: 7 character/digits Enter the document prefix followed by a zero to instruct FAMIS to automatically assign a new document number. --OR-- . Exist Class: Help 1 character Identify the class code of the existing document you are copying or transferring to. . Doc: 7 character/digits Include the existing purchase document number to copy or transfer items to. . FY: 4 digits Identify the fiscal year items are purchased in. The current system fiscal year is the default. . Cat.: Help 2 characters Enter the document category to be used to define the accounting and receiving characteristics of the document. Vndr: 11 digits Identify the FAMIS vendor ID number for the suggested vendor. Dt: 8 digits Indicate the date the new purchase document is created. Will default to the current system date if left blank. Screen 227 – Purchase Order Line Item Copy/Transfer (cont’d) Screen Information Header Screen: 1 character Type ‘Y’ if the system should advance to the header of the new document upon completion of the copy/transfer of line items. Document has __: 3 digits Displays the number of items on document, including text and deleted items. Func: Help 1 character Identify the function code which indicates whether items should be copied (C) or transferred (T) from the source document to the new or existing document specified. Item: 3 digits Indicates the document line item number. Desc: 20 characters Shows a short line item description. Quantity: 9 digits Identifies the purchase quantity of the line item. Unit Price: 11 digits Indicates the line item price per unit of measure. UOM: 3 characters Shows the Unit of Measure for the specified line item. Ext. Price: 12 digits Reflects the total extended price of the item, as computed by the system. Proc Cd: 1 character Identifies the processing code which is used to indicate whether or not the document needs special processing or if the item has previously been transferred to a purchase order. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF12 Warnings Warns Identifies any FAMIS warnings. Set/Reset Purchase Order Flags Document flags are used to control activity on the purchase order as a whole. You may set (or reset) flags for your purchase order using Screen 228. From this screen, your document may be canceled/deleted, frozen, or re-opened. Specific items or all items on your document may also be deleted or undeleted. Completing a document finalizes it and liquidates all encumbrances. This process CANNOT be reversed. Do NOT complete a document unless you are certain that no invoicing or receiving will be done in the future. To prevent Purchase Orders from being completed accidentally, a pop-up window will appear after entering ‘Y’ in the Complete PO: field. This will enable you to confirm that the Purchase Order is complete and ready to be finalized. Screen 228 - Purchase Order Flag Maintenance 228 PO Flag Maintenance STYLUS INDUSTRIES 05/20/09 14:06 FY 2009 CC 02 Screen: ___ Doc: P904214 C l o s e d Cancel / Delete Document: N Freeze Document: N Reopen Document: N Delete all Items: N Delete/Undelete Item: _____ thru Item: _____ -------------------------------------------------------------------------- Completing a document finalizes it and liquidates all encumbrances This process CANNOT be reversed. Do NOT complete a document unless you are certain that no invoicing or receiving will be done in the future Complete PO Y Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Track CnclR Accts Extnd Items Warns Screen 228 - Purchase Order Flag Maintenance Message 228 PO Flag Maintenance STYLUS INDUSTRIES 05/20/09 14:06 FY 2009 CC 02 Screen: ___ Doc: P904214 C l o s e d Cancel / Delete Document: N +----------------------------------------------------------+ | Completing a document is an irreversible process. | | It finalizes it and liquidates all encumbrances | | associated with it. Do NOT complete a document | | unless you are certain that no invoicing or | | receiving will be done in the future. | | | | Are you sure you want to Complete the document? (Y/N): _ | ---------- +----------------------------------------------------------+ Completing a document finalizes it and liquidates all encumbrances This process CANNOT be reversed. Do NOT complete a document unless you are certain that no invoicing or receiving will be done in the future Complete PO Y Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Track CnclR Accts Extnd Items Warns Screen 228 – Purchase Order Flag Maintenance (cont’d) Basic Steps • Advance to Screen 228. • Type a valid purchase order number in the Action Line and press to display the current document flag settings. • Set/reset document flags as desired and press to record purchase order flag changes. • If you are completing the purchase order, type ‘Y’ in the Complete PO: field and press . When the pop-up window appears, confirm or cancel the completion. If a document is cancelled or uncancelled, you must enter a reason in the pop- up window provided. +------------------------------------------------------------------------+ | | | Cancel/Delete Reason: ________________________________________ | | ________________________________________ | | | +------------------------------------------------------------------------+ Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Enter the document number for which flags will be set/reset. Screen Information Cancel / Delete 1 character Document: Type ‘Y’ if the document should be removed from the system. Freeze Document: 1 character Enter ‘Y’ if the purchase order should be restricted from further activity. Reopen Document: 1 character Type ‘Y’ if a document that has been closed should be returned to an open status so that additions/modifications may be processed. Delete all Items: 1 character Enter ‘Y’ if all items from the specified document should be marked for deletion by the system. Delete/Undelete 5 digits Item: Specify the specific line item, or the first item in a range of items on the document you wish to delete. thru Item: 5 digits Identify the specific line item, or the last item in a range of items on the document you wish to delete. If you are only deleting a single line item, place the same number in this field as in the previous field. Screen 228 – Purchase Order Flag Maintenance (cont’d) Complete PO 1 character Type ‘Y’ to mark the purchase order as completed. This should ONLY be done if the document will never be completed through the invoicing process. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF7 Track Track Track history of additions/modifications to document. PF8 Cancel/Delete Reason CnclR Enter the reason for cancellation or deletion. PF9 Account Distribution Accts Shows all accounts used to pay for item(s). PF10 Extended Information Extend Provides extended detail information entered on the document header. PF11 Line Items Items Displays the line items included on the document. PF12 Warnings Warns Shows any FAMIS warnings. Enter Notes for a Purchase Order You may enter informational notes about your purchase order using Screen 229. Using this screen, you may enter as many as ninety-nine lines of notes on an open or a closed purchase order. Text is entered without a wrap-around feature. To prevent a word being split between two lines, use the TAB key to advance to the next available text line. Screen 229 - Purchase Order Note Text 229 PO Note Text 05/20/09 14:10 FY 2009 CC 02 Screen: ___ Doc: P904241 Item: __0.0 C l o s e d Position at line: ___ Line Description 1 >>Note entered 05/06/09 BY CONWAY, CARLA_____ 2 REOPENED PO TO ENTER DELIVERY SCHEDULE_______ 3 _____________________________________________ 4 _____________________________________________ 5 _____________________________________________ 6 _____________________________________________ 7 _____________________________________________ 8 _____________________________________________ 9 _____________________________________________ 10 _____________________________________________ 11 _____________________________________________ 12 _____________________________________________ Page (F/B/E): _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp PItem NItem Use item number 0.0 to enter notes for the entire purchase order. Basic Steps • Advance to Screen 229. • Type a valid purchase order number in the Action Line and press to display existing document notes. • Add or modify document text in the available space, as desired, and press to record the information. Requisition Notes Entry Process Page through Text The F/B/E: field is used to scroll through all of the lines of text added on Screen 229. Entering an ‘F’ will scroll one page forward. Entering a ‘B’ will scroll one page backwards. Entering an ‘E’ will “end” the editing session and take you to the next required purchase document screen. View Purchase Document Notes When notes are attached to document items they may be viewed with the NOTES PF Key indicated at the bottom of the FAMIS screens. The document header and all items that have notes attached will display the word “NOTES” at the top of the screens. Screen 229 – Purchase Order Note Text (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Enter the purchase document number to be displayed. Item: 4 digits Include the item number to attach the note. Use item 0.0 to enter notes about the purchase order as a whole. Screen Information Position at line: 3 digits Indicate the line number of description text that is to be positioned at the top of the screen. Line: 3 digits Specifies the line number of each line of description entered. Description: 45 characters (99 lines) Type a complete description of your line item. There is no word wrap feature. Page (F/B/E): 1 character Indicate whether to scroll forward (F) or backward (B) through text lines, or end the editing session. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF7 Previous Item PItem Advance to note on previous line item, if available. PF8 Next Item NItem Advance to note on next line item, if available. Purchase Order or Master Order Vendor There may come a time when you need to change the vendor listed on a purchase order. When this time comes, you may use Screen 219. From here you will enter the new vendor along with the reason you had to make the change. You may use Screen 219 to change the vendor on a closed document without reopening it. Screen 219 - Purchase Order and Master Order Vendor Modify 219 PO and MO Vendor Modify 05/20/09 14:13 FY 2009 CC 02 Screen: ___ Doc: P904281 Vendor: 1vvvvvvvvv0 RESEARCH BIO TESTING Reason: WRONG VENDOR SELECTED___________________ ________________________________________ Total Amount: 14000.00 << Dates >> Doc. Year: St. Req: Document : 05/07/2009 Cat.: RO User Ref: 216860-0000 St. Ord: Required : Contact Person: SANDI SHERMAN Ph: 979-845-9999 Start : Buyer: CKA ASTER, ANNA Ph: 979-845-3333 End : Research (Y/N): Y Type Funds: L Type Order: HIED Change : No. Print Doc? N PCC Code: Dept: VSAM SubDept: Description: SUDO START UP - SEQUENCING TESTS Delivry Dt: 05/06/2009 Terms: N 30 FOB: DP Ship/Handle: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Notes Screen 219 - Vendor Change Verification Pop-Up Window +-------------------------------------------------------+ | | | | | Old Vndr: 1vvvvvvvvv6 TERA RESEARCH TESTING | | | | New Vndr: 1vvvvvvvvv8 RESEARCH BIO TESTING | | | | Do you wish to proceed with this change? (Y/N) Y | | | +-------------------------------------------------------+ Basic Steps • Advance to Screen 219. • Type a valid purchase document number in the Action Line. • Press to display existing purchasing document information. • Type the new vendor ID number and the reason you need to change vendors. • Press to access a pop-up window asking you to verify your change. • Type a ‘Y’ and press to accept the change. Screen 219 – Purchase Order and Master Order Vendor Modify (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the document number to be modified. Screen Information . Vendor: 11 digits Enter the vendor’s identification number. . Reason: 2 lines/40 characters Include the reason vendor for the purchase order is being changed. Total Amount: 15 digits Indicates the total dollar amount of the purchase order. Doc. Year: 4 digits Identifies the fiscal year the document was created. St. Req: 11 digits Indicates the state requisition number manually assigned by the State to reference the document. Dates Document: 8 digits Displays the date the purchase order was created. Required: 8 digits Indicates the date the requested order is required. Start: 8 digits Indicates the beginning date of the agreement/order for a Maintenance Agreement or Blanket Order. End: 8 digits Indicates the ending date of the agreement/order for a Maintenance Agreement or Blanket Order. Change: 8 digits Indicates the date the last change was made to the purchase document. Cat: 2 characters Displays the document category which is used to define the accounting and receiving characteristics of the purchase document. User Ref: 14 digits Displays the user reference number that is made up of the subsidiary ledger (SL) account number used for the order and the departmental reference number. Screen 219 – Purchase Order and Master Order Vendor Modify (cont’d) St. Ord: 6 digits Identifies the State Order Number of the specified document. Contact Person: 20 characters Displays the name of the person to contact regarding the purchase. Ph: 10 digits Identifies the area code and phone number for the contact person. Buyer: 3 characters Displays the buyer’s initials. Ph: 10 digits Displays the area code and phone number for the buyer. Research (Y/N): 1 character ‘Y’ indicates the purchase items are intended for research. Type Funds: 1 character Displays the type of funds to be used for the purchase. Type Order: 4 characters Identifies the type of order to be placed for the requested items. No.: 3 digits Shows the number of changes that have been made to this purchase document. Print Doc?: 1 character Displays ‘Y’ if the purchase document will be printed. PCC Code: 1 character/digit Displays the State of Texas (GSC) defined classification code which identifies the various purchase types and their associated payments. Dept: 5 characters Indicates the primary department responsible for the purchase order. SubDept: 5 characters Identifies the primary sub-department responsible for the purchase order. Description: 50 characters Displays a description of the purchase order. Delivery Dt: 8 digits Indicates the expected delivery date for the good/serviced ordered. Terms: 3 digits/characters Describes any special vendor terms or discounts for the order. Screen 219 – Purchase Order and Master Order Vendor Modify (cont’d) FOB: 2 characters Indicates the freight codes which define the conditions by which purchased goods will be transported/delivered. Ship/Handle: 3 characters Not currently used. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF9 Notes Notes Used to add notes to the documents. Renumber Purchase Order Line Items You may find it necessary to renumber the line items on your document. This is especially useful if the document contains deleted line items. Renumbering your document allows you to clean up the display and print out by putting deleted line items at the end, instead of interspersed throughout the listing. Purchase document line items may be renumbered using Screen 218. Screen 218 may be used to renumber on all purchasing documents, including Limited Purchases, Exempt Purchases, Requisitions, Master Orders, and Purchase Orders. Screen 218 - Renumber Line Items 218 Renumber Line Items 07/01/07 11:10 FY 2007 CC AA Screen: ___ Doc: R700010 11 line items (including text and deleted items) New Proc Nbr Item ----- Desc ------ Quantity Unit Price UOM Ext. Price Cd _____ 1.0 test 3.00 9.9900 EA 29.97 _____ 2.0 test item 2 1.00 1.1100 EA 1.11 12___ 3.0 test aa 1.00 0.8700 EA 0.87 _____ 4.0 test bb 1.00 0.9900 EA 0.99 _____ 5.0 test cc 1.00 0.3300 EA 0.33 _____ 6.0 test yy 2.00 0.8700 EA 1.74 13___ 7.0 test zz 1.00 9.9900 EA 9.99 14___ 8.0 test abc 3.00 0.6700 EA 2.01 _____ 9.0 another test item 2.00 2.2200 EA 4.44 D _____ 10.0 test dd 1.00 0.4500 EA 0.45 D Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 218. • Type a valid purchase document number on the Action Line. • Press to display all existing document line items. • Renumber the deleted line items by entering numbers greater than the highest line item for the document. • Press to move the deleted items to the bottom of the purchase order information. Your items should now be in the correct order, though their numbers will not be continuous. • Renumber all items, as desired. • Press to record the information. Screen 218 – Renumber Line Items (cont’d) Line Item Renumber Process Renumbering purchase document line items is actually a two step process because line items may not be given a number that already exists in the document. For instance, in the above example, line items 3, 7, and 8 have been deleted and need to be moved to the bottom of the purchase document. However, to move them to the bottom of the list, they must be given a number greater than the highest line on the purchase document, in this case line item #11. The first step in the renumbering process would be to renumber items 3, 7, and 8 to 12, 13, and 14 (see below). New Proc Nbr Item ----- Desc ------ Quantity Unit Price UOM Ext. Price Cd _____ 1.0 test 3.00 9.9900 EA 29.97 _____ 2.0 test item 2 1.00 1.1100 EA 1.11 12___ 3.0 another test item 2.00 2.2200 EA 4.44 D _____ 4.0 test aa 1.00 0.8700 EA 0.87 _____ 5.0 test bb 1.00 0.9900 EA 0.99 _____ 6.0 test cc 1.00 0.3300 EA 0.33 13___ 7.0 test dd 1.00 0.4500 EA 0.45 D 14___ 8.0 test xx 3.00 0.3300 EA 0.99 D This will produce the following list of items. New Proc Nbr Item ----- Desc ------ Quantity Unit Price UOM Ext. Price Cd _____ 1.0 test 3.00 9.9900 EA 29.97 _____ 2.0 test item 2 1.00 1.1100 EA 1.11 _____ 4.0 test aa 1.00 0.8700 EA 0.87 _____ 5.0 test bb 1.00 0.9900 EA 0.99 _____ 6.0 test cc 1.00 0.3300 EA 0.33 _____ 9.0 test yy 2.00 0.8700 EA 1.74 _____ 10.0 test zz 1.00 9.9900 EA 9.99 _____ 11.0 test abc 3.00 0.6700 EA 2.01 _____ 12.0 another test item 2.00 2.2200 EA 4.44 D _____ 13.0 test dd 1.00 0.4500 EA 0.45 D The final step in the renumbering process would be to renumber the items so that they flow from 1 to 11 (see below). _____ 1.0 test 3.00 9.9900 EA 29.97 _____ 2.0 test item 2 1.00 1.1100 EA 1.11 _____ 3.0 test aa 1.00 0.8700 EA 0.87 _____ 4.0 test bb 1.00 0.9900 EA 0.99 _____ 5.0 test cc 1.00 0.3300 EA 0.33 _____ 6.0 test yy 2.00 0.8700 EA 1.74 _____ 7.0 test zz 1.00 9.9900 EA 9.99 _____ 8.0 test abc 3.00 0.6700 EA 2.01 _____ 9.0 another test item 2.00 2.2200 EA 4.44 D _____ 10.0 test dd 1.00 0.4500 EA 0.45 D Deleted items will not be printed on the purchase order. Screen 218 – Renumber Line Items (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Enter the document number for which you wish to renumber the line items. Screen Information New Nbr: 5 digits Indicate the new number to be assigned to the purchase item. Item: 5 digits Identifies the current number assigned to the purchase item. Desc: 17 characters Displays a brief description of the purchase item. Quantity: 9 digits Indicates the number of purchase items requested. Unit Price: 12 digits Identifies the cost per unit of measure for the purchase item. UOM: 3 characters Shows the unit of measure for the specified purchase item. Ext. Price: 12 digits Displays the total extended price for the item, as calculated by the system. Proc Cd: 1 character Signifies the processing code which indicates whether the item needs any special processing or if the item has been transferred/deleted. Additional Functions: PF KEYS See the Appendix for an explanation of the standard PF Keys. On-Demand Print for Purchase Documents Screen 215 is used for printing or reprinting purchase orders. This screen also allows you to provide a range of documents to be printed and enables you to identify the type of output and printer destination. Purchase Order Default Parms will be used on Screen 215 while Bid Print Default Parms will be used on Screen 216. When you are re-printing a purchase order only specify a single document to be printed. In other words, you may not re-print a range of purchase order documents using this screen. Screen 215 - Print Purchase Document 215 Print Purchase Document 05/20/09 14:24 C o m p l e t e d FY 2009 CC 02 Screen: ___ Start Doc: P900396 End Doc: P900396 Print (Y/N): _ Printer: ________________ Print Dt: 05/20/09__ Reprint: _ Text Codes Last: _ Two Forms: _ FED Text Codes: _ Mail Code: _ Limited Bid To: _ Spl Output: __________ ------------------- Purchase Order Information ------------------------------- Vndr: TENSLY SALES AND SERVICE COMPANY Document Dt: 09/17/2008 Cat: RO User Ref: 219250-217259 Buyer: AAA ANDREWS, AMY Dept: CUST SubDept: Print Doc? N 09/17/2008 Doc Summary: AUTOMATIC SCRUBBER Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Print Purchase Document Process The output for the on-demand printing of Purchasing documents is routed to the appropriate printer based on the buyer code entered on the document. Any document without a buyer code or any document whose buyer code is not set up with a destination will be printed at the default printer set up on Screen 308. Basic Steps • Advance to Screen 216. • Type a valid purchase document, or range of purchase documents on the Action Line and press . • Indicate whether you would like to print or re-print the document(s). • Specify the number of additional copies of the purchase document you would like to have printed. • Add or modify information in the available fields, as desired. • Press to send the purchase document(s) to the printer. Screen 215 – Print Purchase Document (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Start Doc: 7 character/digits Identify the first purchase order number to be printed. . End Doc: 7 character/digits Enter the ending purchase order number to be printed. Screen Information . Print (Y/N): 1 character To print the purchase order document, type ‘Y’ in this field. Printer: 16 characters/digits Include the printer destination for the printed document(s). Print Dt: 8 digits The default is the current date. If needed, change this date to the day printing is to be processed. Reprint: 1 character Type ‘Y’ to reprint a purchase order. Text Codes Last: 1 character Type ‘Y’ if header text codes should be printed after the line items. Two Forms: 1 character Enter ‘Y’ to print the first page of a document in one format and all the other pages in a different format. FED Text Codes: 1 character Type ‘Y’ if federal text codes (found on Screen 313) should be printed at the end of all documents with ‘F’ type of funds. Mail Code: 1 character Enter ‘Y’ to use the mail stop information from the department in the “ship to” address. Limited Bid To: 1 character Indicate if the “Bid To” address should print for the limited instead of the “Order From” address for the vendor. Spl Output: 10 characters/digits Include printer forms code for special output. Purchase Order Information Vndr: 30 characters Displays the name of the vendor on the purchase order. Screen 215 – Print Purchase Document (cont’d) Document Dt: 8 digits Shows date the document was created. Cat: 2 characters Identifies the category found on the Purchasing tables, which is used to set certain control information. Values are: EP = Exempt Purchase LP = Limited Purchase RO = Regular Order User Ref: 14 digits Displays the user reference which is used to indicate the subsidiary ledger (SL) account number used for the order followed by the departmental reference number. Buyer: 3 characters/15 characters Shows initials and name of the buyer. Dept: 5 characters Indicates the department of the primary account responsible for the document. SubDept: 5 characters Shows the sub-department of the primary account responsible for the bid document. Print Doc?: 1 character ‘Y’ indicates document was to be printed. Doc Summary: 50 characters Displays a brief summary of the document as a whole. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. Section VII Master Order Information Create/Modify Master Order Headers A master order is an agreement with a vendor based on purchasing items by quantity or for a specific discount. General information that pertains to the entire master order, such as category, departments, contact, and vendor, are input on Screen 260. Master Orders can only have a document category of MQ or MD. Screen 260 - Master Order Header Create/Modify 260 MO Header Create/Modify MMM VETERINARY SUPPLY CO 05/20/09 14:29 FY 2009 CC 02 Screen: ___ Doc: M900170 Vendor: 1vvvvvvvvv4 Total Amount: 40514.00 << Dates >> Doc. Year: 2009 Document : 07/02/2008 Cat.: MQ User Ref: 270650-MO09___ Required : __________ Contact Person: LYLA LAWRENCE_______ Ph: 979-862-1111 Start : 09/01/2008 Buyer: CKA ASH, ASHLEY Ph: 979-845-3333 End : 08/31/2009 No. Print Doc? N 07/02/2008 Change : __________ Dept: VTEA_ SubDept: _____ Doc Summary: PROPOFLO/RAPINOVET___________________________ Vndr Quote #: __________ Vndr Ref: CAMMIE CARSON 505-999-8888_________ Delivry Dt: 08/31/2009 Terms: ______ ___ N 30_ FOB: DP Ship/Handle: ___ Rsp Bidding Vendor Vendor Contact Cd Bid Amount MMM VETERINARY SUPPLY_________ CHANCE CASWELL___________ ___ 40514.00______ TW MEDICAL VETERINARY SUPPLY__ SUE SHAW_________________ ___ 41280.00______ SCHERR ANIMAL HEALTH____________________________________ NR_ ______________ Reason not Awarded to Low Bidder: _____________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Addr Next Notes VTerm AdDpt Basic Steps Create a New Master Order Header • Advance to Screen 260. • Type a document prefix followed by zero (0) in the Action Line and press . • Enter the department, vendor, category, and document summary. • Type additional information in the available fields, as desired, and press to record the information. • If all information has been successfully entered, the system assigned master order document number will be displayed in the Action Line. Modify an Existing Master Order Header • Advance to Screen 260. • Type a valid master order number in the Action Line and press . • Type valid data in the available fields, as desired. • Press to record the information. Screen 260 – Master Order Header Create/Modify (cont’d) Master Order Process See Basic Concepts for further explanation of the following: Automatic Master Order Creation Document Categories Enter Departments After typing the prefix and a zero, press to display a pop-up window requesting departments and sub-departments. Enter all department/sub-departments that will have approval and accounts on this document. At least one department is required to create a master order and you must have update access to the first department listed on the pop-up window. Press to exit and return to Screen 260. +-------------------------------------------------------------------+ | | | Enter all Campus Codes and Departments/SubDepartments | | that will have accounts on this document | | | | Dept SubDept CC | | ADRC_ _____ 02 | | PROV_ _____ 02 | | _____ _____ __ | | _____ _____ __ | | _____ _____ __ | | _____ _____ __ | | _____ _____ __ | | _____ _____ __ | | _____ _____ __ | | _____ _____ __ | | Press to Exit | | | +-------------------------------------------------------------------+ Master Order Categories MD Master Order based on a discount from the vendor. MQ Master Order based on quantity. Entering this category will prevent you from ordering a quantity greater than that specified. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the master order document number to be created/modified. Screen 260 – Master Order Header Create/Modify (cont’d) Screen Information . Vendor: 11 digits Enter the FAMIS identification number of the vendor associated with the purchase. Total Amount: 15 digits Indicates the dollar amount of the master order. . Doc. Year: 4 digits Fiscal year of the document. This field defaults to the current system fiscal year if not otherwise specified. Dates . Document: 8 digits Enter date the master order is created. Will default to the current system date. Required: 8 digits Indicate the date by which the requested order is required. Start: 8 digits Identify the beginning date of an agreement or order as part of a maintenance agreement or blanket order. End: 8 digits Indicate the ending date of the agreement or order. Change: 8 digits Enter the date the last a change was made to the master order. . Cat: Help 2 characters Indicate the document category that defines the accounting and receiving characteristics of the document. User Ref: 14 digits Include the user reference number that is made up of the subsidiary ledger (SL) account number and the departmental reference number. Contact Person: 20 characters Enter the name of the person to contact regarding this master order. Ph: 10 digits Indicate the area code and phone number for the contact person. Buyer: Help3 characters Enter the initials of the buyer associated with the purchase. Ph: 10 digits Indicates the area code and phone number for the buyer. No.: 3 digits Displays the number of changes that have occurred on this document, as calculated by the system. Screen 260 – Master Order Header Create/Modify (cont’d) Print Doc?: 1 character Type ‘Y’ if the specified document is to be printed. . Dept: Help 5 characters Indicate the department of the primary account responsible for the purchase. . SubDept: Help 5 characters Include the sub-department of the primary account responsible for the purchase. Doc Summary: 50 characters Enter a brief summary of the master order document as a whole, which will be displayed on inquiry screens. Vndr Quote #: 10 characters Identify the quote number assigned by the vendor who is awarded the bid. Vndr Ref: 35 characters Include the vendor’s reference number or name of representative who signed the bid or gave phone bid. Delivery Dt: 8 digits Indicate the expected delivery date for the goods/services ordered. Terms: 13 digits/characters Enter any special vendor terms or discounts. FOB: Help 2 characters Signify the freight code defining conditions by which purchase goods will be transported/delivered. Ship/Handle: 3 characters Not currently used. Bidding Vendor: 30 characters Identify vendors bidding for the purchase order. Vendor Contact: 25 characters Signify the name of the person to contact at the vendor regarding bids for this order. Rsp Cd: Help3 characters Enter the response code indicating how the vendor responded to the bid. Bid Amount: 15 digits Include the dollar amount the vendor bids for the purchase. Reason not Awarded 45 characters to Low Bidder: Displays the reason, if any, the bid was awarded to a vendor other than the one with the lowest bid. Screen 260 – Master Order Header Create/Modify (cont’d) Additional Functions: PF KEYS See the Appendix for an explanation of the standard PF Keys. PF4 Address Addr Shows the address for the bidder. PF5 Next Next Advances to the next required screen. PF9 Notes Notes Free form notes can be entered on a document. These are on-line reference notes regarding the document. They will not be printed. PF10 Vendor Terms VTerm Retrieves the vendor terms that are on file for the vendor. PF11 Additional Departments AdDpt Allows additional departments/sub-departments to be viewed or added. (See Department field.) Screen 261 – Master Order Shipping and Text (cont’d) . Name: 30 characters Enter the name of the department to which items purchased will be delivered. Filled in automatically if an Address Nbr: is specified. . Addr: 4 lines/30 characters Indicate the street address where items purchased will be delivered. Filled in automatically if an Address Nbr: is specified. . City, State, Zip: 20 characters/2 characters/9 digits Enter the city, state, and zip code to which items purchased will be delivered. Filled in automatically if an Address Nbr: is specified. Country, Phone, FAX: 3 characters/12 digits/12 digits Type the country code, area code and phone number, and the area code and FAX number to which items purchased will be delivered. Filled in automatically if an Address Nbr: is specified. Invoice To . Address Nbr: Help 3 digits Identify the code which identifies the address to which items purchased will be billed. . Name: 30 characters Identify the name of the department to which items purchased will be billed. Filled in automatically if an Address Nbr: is specified. . Addr: 4 lines/30 characters Indicate the street address to which items purchased will be billed. Filled in automatically if an Address Nbr: is specified. . City, State, Zip: 20 characters/2 characters/9 digits Indicate the city, state, and zip code to which items purchased will be billed. Filled in automatically if an Address Nbr: is specified. Country, Phone, FAX: 3 characters/12 digits/12 digits Include the country code, area code and phone number, and the area code and FAX number to which items purchased will be billed. Filled in automatically if an Address Nbr: is specified. Text codes: Help 3 digits Identifies text codes to identify any special vendor instructions that are added to the master order. Additional 4 lines/ 45 characters Text Lines: Identifies any special instructions that need to be added to the master order that do not have an assigned text code in FAMIS. LDT Codes: Help 2 characters/digits Identifies the Legal Descriptive Text codes. These codes represent special instructions that need to be added to the master order. Screen 261 – Master Order Shipping and Text (cont’d) More text lines: Help 1 character Indicates whether or not (‘Y’ or ‘N’) more text lines are needed to enter additional information. Additional Functions: PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Next Next Advances to the next required screen. PF9 Notes Notes Used to enter free-form notes about the requisition. These are on-line reference notes regarding the document. They will not be printed. Create/Modify Master Order Line Items Each individual line item for the master order must be entered separately using Screen 264. You may input up to 900 separate lines for one master order. For each line item the quantity, unit price, and description of the requested item must be entered. When referencing your master order with a purchase order (Screen 224), you may not enter a quantity greater than that entered on this screen (Screen 264) on the master order. Screen 264 - Master Order Line Item Create/Modify 264 M.O. Line Item Create/Modify LAYNES AMBULATORY MONITO 05/20/09 14:32 FY 2009 CC 02 Screen: ___ Doc: M900119 Item: __1.0 Quantity UOM Unit Price -- Discount -- Extended Price _____20.00 EA__ ________75.0000 _ ___________ 1500.00 MQ 20.00 EA 75.0000 Commodity: 961-48_________ Proc Cd: _ Cost Ref 1: _______ 2: _______ 3: _______ Part Nbr: _______________ Desc: Holter Analysis Back-Up______________________ TIBH: _ (no equipment provided)______________________ test code # 009274___________________________ _____________________________________________ _____________________________________________ More Desc (Y/N): _ More Items (Y/N): _ Print Line: Y Item Deleted: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Notes CAcct Basic Steps Create a New or Existing Line Item • Advance to Screen 264. • To create a new document, type a valid master order number in the Action Line and press . OR To add to an existing document, type a valid master order and line item number in the Action Line. • Enter a valid quantity, unit of measure, unit price, commodity code, and line item description. • Type additional information in the available fields, as desired. • Press to record the line item information. Screen 264 – Master Order Line Item Create/Modify (cont’d) Master Order Line Item Process Line Item Entry Master order documents may have up to 900.0 items. The item number will default to 1.0 when the document is being created. FAMIS automatically increments the item number by one for each additional item you need to enter on the document. Use the decimal position of the item number to represent a text only item for the document. Once an item is entered for a master order, a special status line will appear (see below). For master orders with a category of MQ, the status line is used to display the quantity remaining to be ordered. For master orders with a category of MD, the status line is used to display the total discounts taken against the master order. 264 M.O. Line Item Create/Modify LAYNES AMBULATORY MONITO 05/20/09 14:32 FY 2009 CC 02 Screen: ___ Doc: M900119 Item: __1.0 Quantity UOM Unit Price -- Discount -- Extended Price Master Order Status Line _____20.00 EA__ ________75.0000 _ ___________ 1500.00 MQ 20.00 EA 75.0000 Commodity: 961-48_________ Proc Cd: _ Cost Ref 1: _______ 2: _______ 3: _______ Part Nbr: _______________ Desc: Holter Analysis Back-Up______________________ TIBH: _ (no equipment provided)______________________ test code # 009274___________________________ _____________________________________________ _____________________________________________ More Desc (Y/N): _ More Items (Y/N): _ Print Line: Y Item Deleted: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Notes CAcct Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the document number for which you want to add/modify item information. . Item: 4 digits Include the item number to be created or modified. Screen Information . Quantity: 10 digits Indicate the purchase quantity of the specified line item. Screen 264 – Master Order Line Item Create/Modify (cont’d) . UOM: Help 4 characters Enter the Unit of Measure for the specified line item to be printed on the master order. . Unit Price: 16 digits Indicate the dollar amount to be paid per unit of measure specified. Discount: Help 7 characters Identify whether the discount entered is a dollar amount (D) to be subtracted from the unit price or a percentage (P) to be subtracted from the extended price of the line item, and include the amount of the discount. Extended Price: 16 digits Displays the total item amount as calculated by the system. . Commodity: Help 15 digits Enter the commodity code for classifying goods and services. Proc Cd: Help 1 character Enter the processing code to be used to indicate if the item needs any special processing (i.e.: vendor discount, trade in, no charge). Cost Ref 1,2,3: 7 characters Identify the user-defined cost accounting reference which is used to provide additional details about the processing of a specified line item. Part Nbr: Help 15 digits Enter the inventory part number that defines specific items within a department’s inventory. . Desc: 4 lines/45 characters each Include a detailed description of the specified line item. TIBH: 1 character/digit Include the reason TIBH (Texas Industries for the Blind and Handicapped) was or was not used as the vendor for the bid/purchase. Valid values include: N = Not Provided by TIBH T = TIBH Purchase 1 = Quantity 2 = Quality 3 = Delivery Time 4 = Life Cycle 5 = Price More Desc (Y/N): 1 character Enter ‘Y’ if additional lines are needed to complete the description of the line item. More Items (Y/N): 1 character Type ‘Y’ if additional line items are to be processed for the master order. Screen 264 – Master Order Line Item Create/Modify (cont’d) Print Line: 1 character Enter ‘Y’ if item information should be printed. Item Deleted: 1 character Displays ‘Y’ if the item has been marked for deletion from the master order. Additional Functions: PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Next Next Advances to the next required screen. PF9 Document Notes Notes Free form notes can be entered on the document. These are on-line reference notes regarding the document and will not be printed. PF10 Copy Accounts CAcct Copies all account information from the previous item to the current item. Dollar amounts are left blank and require either amount or percentage for the new item. Close a Master Order Document You should close the master order document after all required information has been successfully entered to prevent further changes from being added to the document. It is possible to close and re-open a master order in order to make changes. The master order must be closed in order to create purchase order(s) referencing the master order. Screen 266 - Master Order Close 266 Master Order Close 05/20/09 14:36 FY 2009 CC 02 Screen: ___ Doc: M900150 MILES UNIFORMS & EMBLEMS INC << Dates >> Document: 06/23/2008 Cat: MQ User Ref: 30054020000 St Req: Start : 09/01/2008 Contact Person: S. SHORE MS#1238 Ph: 979-847-8888 End : 08/31/2009 Buyer: PAW WINSTON, WANDA Ph: 979-845-4444 Required: Research (Y/N): N Type Funds: L Type Order: HIED Change : No. Last Print Date: 06/23/2008 Sole Source: N Emergency: N Doc Summary: BLANKET ORDER FOR UNIFORMS Total Amount: 46,774.50 Untransferred Total: 46,774.50 C l o s e d Close Document? N Budget Balance Override: _ Session: 1586JC Date: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Item Warns Basic Steps • Advance to Screen 266. • Type a valid master order number in the Action Line and press . • Set the Close Document? flag to ‘Y’ and press . • If all required information has been properly entered, the message “Document closed successfully” will appear in the message line. Document Close Process Change a Master Order Sometimes you may need to make changes to the master order. This is accomplished by reopening the document on Screen 268. To reopen a document, advance to Screen 268 and set the Reopen Document flag to ‘Y.’ Remember! You must close the document again after all changes have been successfully entered. Purchase orders and requisitions may not reference an open master order. Screen 266 – Master Order Close (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Enter the master order document number to be closed. Screen Information Dates Document: 8 digits Indicates the date the document was created by the system. Start: 8 digits Identifies the start date (usually the first day of the fiscal year) for a Maintenance Agreement or Blanket Order. End: 8 digits Indicates the end date for a Maintenance Agreement or Blanket Order. Required: 8 digits Displays the date by which the requested master order is required. Change: 8 digits Identifies the date the last change was made to the master order. Cat: 2 characters Displays the document category which defines the accounting and receiving characteristics of the master order. User Ref: 14 digits Identifies user reference number which is made up of the subsidiary ledger (SL) account number and departmental reference (voucher) number. St Req: 11 digits Indicates the state requisition number assigned by the State to reference the master order. Contact Person: 20 characters Displays the name of the person to contact regarding the purchase. Ph: 10 digits Indicates the area code and phone number for the master order’s contact person. Buyer: 3 characters Identifies the initials of the buyer for the purchase. Ph: 10 digits Indicates the area code and phone number of the buyer for the master order. Screen 266 – Master Order Close (cont’d) Research (Y/N): 1 character ’Y’ is displayed if the purchase items are intended for research purposes. Type Funds: 1 character Represents the type of funds to be used for the purchase of the requested item(s). Type Order: 4 characters Indicates the type of order to be placed for the requested item(s). No: 3 digits Indicates the number of changes that have been made to the document since its creation. Last Print Date: 8 digits Shows the date the document was last printed. Sole Source: 1 character ‘Y’ indicates the merchandise requested is a sole source item (i.e. whether or not only one vendor may fulfill the order). Emergency: 1 character Displays ‘Y’ if this is an emergency purchase. Doc Summary: 50 characters Displays a brief summary of the master order document which will be seen on document inquiry screens. Total Amount: 17 digits Shows the total dollar amount required for the purchase of the requested item(s). Untransferred Total: 17 digits Identifies the total dollar amount that has not yet been transferred to a purchase order. . Close Document?: 1 character Type ‘Y’ to close the document. Budget Balance 1 character Override: Enter ‘Y’ if the purchase will be allowed to exceed the available budget. Session: 6 characters Identifies the batch session reference header associated with the accounting for the master order. Date: 8 digits Displays the date the document is closed. Screen 266 – Master Order Close (cont’d) Additional Functions: PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Next Next Advances to the next required screen. PF6 Item Item Displays the document inquiry pop-up window to view all items on the document. PF12 Warnings Warns Displays a list of any FAMIS warnings. Enter Additional Master Order Header Text Additional instruction pertaining to the master order that do not have an assigned text code in FAMIS may be entered using Screen 262. Ninety-nine lines of additional text may be entered using this screen. There is no word wrap feature. To prevent a word from being split between two lines, use the TAB key to advance to the next available text line. Screen 262 - Master Order Header Text Continued 262 MO Header Text Continued 05/20/09 14:37 FY 2009 CC 02 Screen: ___ Doc: M900151 Position at line: ___ of 14 Page (F/B/E): F Line Additional Text 1 FOR INVOICING AND DELIVERY ON OR AFTER_______ 2 SEPTEMBER 1, 2008.___________________________ 3 _____________________________________________ 4 RENEWAL 2 OF 3 YEAR OPTION.__________________ 5 (M600417, M800060)___________________________ 6 _____________________________________________ 7 DEPARTMENT POINT OF CONTACT:_________________ 8 DOUG DREW____________________________________ 9 979-845-9700_________________________________ 10 _____________________________________________ 11 VENDOR POINT OF CONTACT:_____________________ 12 MILEY MORRIS_________________________________ 13 512-822-2888_________________________________ 14 512-822-2886 (FAX)___________________________ 15 _____________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 262. • Type a valid master order number in the Action Line. • Press to display existing master order header text. • Add or modify text in the available fields, as desired. • Press to record the information. Master Order Text Entry Process Page through Text The F/B/E: field is used to scroll through all of the lines of text added on Screen 262. Enter an ‘F’ to scroll one page forward. Enter a ‘B’ to scroll one page backwards. Enter an ‘E’ to end the editing session and take you to the next required master order screen. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the master order document number to add or modify header text. Screen 262 – Master Order Header Text Continued (cont’d) Screen Information Position at line: 3 digits Indicate which line of text should be positioned at the top of the screen. Page (F/B/E): 1 character Indicate whether to scroll forward (F) or backward (B) through text lines, or end (E) the editing session and advance to the next required requisition screen. Line: 3 digits Displays a line number of the description. Additional Text: 99 lines/45 characters Enter additional information on instructions. There is no word wrap feature. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. Enter Master Order Sole Source Justification Master orders that have been flagged with a sole source vendor will need to have the sole source justification recorded on Screen 263. The purpose for the items to be purchased, proprietary functions or features, any other companies with similar items, and why they are unsatisfactory, as well as the need for installation and use with other equipment are indicated on this screen. If the sole source flag is set to “N” on the document header screens, you will be able to remove the information from this sole source screen. All information must be removed from the screen (including the PF10 pop-up window) or you will receive an error message. Screen 263 - Master Order Sole Source 263 Master Ord. Sole Source MILES UNIFORMS & EMBLEMS INC 05/20/09 14:40 FY 2009 CC 02 Screen: ___ Doc: M900187 1) Is this item required for use in: Research? _ Classroom? _ Lab? _ Other? VET MED HOSPITAL____ 2) List proprietary functions or features. List qualities that are essential to accomplish your work. PHAZER IS THE MANUFACTURE AND SOLE DISTRIBUTOR OF THEIR_______________ PHARMACEUTICALS AND BIOLOGICALS.______________________________________ ______________________________________________________________________ ______________________________________________________________________ 3) List other companies who manufactures a similar item with similar functions. PHARMACEUTICALS MANUFACTURED BY PHAZER ARE UNIQUE IN CHEMICAL_________ COMPOSITION AND ARE NOT AVAILABLE FROM OTHER VET PHARMACEUTICAL MFRS._ 4) Why won't these competing products be satisfactory? CHEMICAL COMPOSITION IS NOT THE SAME._________________________________ ______________________________________________________________________ ______________________________________________________________________ 5) Will installation be required? N (Y/N) 6) Will this item be used with existing equipment? N (Y/N) Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Notes ExEq Basic Steps • Advance to Screen 263. • Type a valid master order number in the Action Line and press to display existing document sole source information. • Add or modify screen information by answering the questions, as applicable, and press to record the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Enter the master order document number to add or modify sole source justification information. Screen 263 – Master Order Sole Source (cont’d) Screen Information . Is this item required 23 characters for use in: Identify the area for which the item is required: Research, Classroom, Lab, Other. Type an ‘X’ in the appropriate field or type the designated area in the “Other?” field. . List proprietary 4 lines/70 characters functions or Indicate why the item requested is essential to accomplish your work. features: List other companies 2 lines/70 characters who manufactures Include other manufacturers that may be used to purchase the requested a similar item with item. similar functions: Why won’t these 3 lines/70 characters competing products Identify the reason alternate vendors should not be used for the purchase be satisfactory?: of the requested item. . Will installation 1 character be required?: Type ‘Y’ if installation will be required. . Will this item be 1 character used with existing Enter ‘Y’ if the requested item will be used in conjunction with existing equipment?: equipment. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF9 Next Next Advances to the next required screen. PF9 Notes Notes Enter on-line notes about the document. These are not printed. PF10 Existing Equipment ExEq Used to enter information about any existing equipment the requested item will be used in conjunction with. Enter Master Order Item Descriptions There may be times when you need to enter a detailed description of an item. Should this description require more space than is available on Screen 264, you may use the space provided here on Screen 265 to supplement your item description. Ninety nine (99) lines of additional text may be input for each line item. The text entered on this screen will appear on the purchase order when printed. Text is entered without a wrap-around feature. To prevent a word being split between two lines, use the TAB key to advance to the next available text line. Screen 265 - Master Order Item Description 265 M.O. Item Description 05/20/09 14:41 FY 2009 CC 02 Screen: ___ Doc: M900193 Item: __1.0 Position at line: ___ of 10 Line Description Page (F/B/E): F 1 WEEKLY PICK-UP SERVICE FOR SHARPS WASTE______ 2 CONTAINERS. *28 GALLON REUSUABLE CONTAINER*__ 3 _____________________________________________ 4 VENDOR SHALL PROVIDE THE BOXES & RED_________ 5 BIOHAZARD LINERS FOR EACH BOX. VENDOR SHALL__ 6 ALSO HANDLE ALL PAPERWORK FOR PROPER DISPOSAL 7 _____________________________________________ 8 ********************************************* 9 FUEL SURCHARGE PER CONTAINER - $4.96_________ 10 ********************************************* 11 _____________________________________________ 12 _____________________________________________ 13 _____________________________________________ 14 _____________________________________________ 15 _____________________________________________ 16 _____________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 265. • Type a valid master order and line item number in the Action Line and press . • Add or modify text in the available fields, as desired. Press to record the information. Document Line Item Process Page through Text The F/B/E: field is used to scroll through all of the lines of text added on Screen 265. Enter an ‘F’ to scroll one page forward. Enter a ‘B’ to scroll one page backwards. Enter an ‘E’ to “end” the editing session and take you to the next required purchase order screen. Screen 265 – Master Order Item Description (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the document number you wish to add or modify line item descriptions. . Item: 4 digits Include the line item number to add or modify line item descriptions. Screen Information Position at line: 3 digits Indicate which line of text should be positioned at the top of the screen. Page (F/B/E): 1 character Signify whether to scroll forward (F) or backward (B) through text lines, or end (E) the editing and return to the next required master order screen. Line: 3 digits Specifies the line number of the description text. Description: 45 characters (99 lines) Type a complete description of your line item. There is no word wrap feature. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. Set/Reset Master Order Document Flags Document flags are used to control activity on the purchase order as a whole. You may set (or re-set) flags for your purchase order using Screen 228. From this screen, your document may be canceled/deleted, frozen, or re-opened. Specific items or all items on your document may also be deleted or undeleted. Screen 268 - Master Order Flag Maintenance 268 M.O. Flag Maintenance LANDLEY INC 05/20/09 14:42 FY 2009 CC 02 Screen: ___ Doc: M900199 D e l e t e d Cancel / Delete Document: Y Freeze Document: N Reopen Document: N Delete all Items: Y Delete/Undelete Item: _____ thru Item: _____ -------------------------------------------------------------------------- Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Track Accts Extnd Items Warns Basic Steps • Advance to Screen 268. • Type a valid master order number in the Action Line and press to display current document flag settings. • Set/re-set document flags as desired, and press to record purchase order flag changes. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Enter the document number to set/reset flags. Screen Information Cancel/Delete 1 character Document: Type ‘Y’ if the document should be removed from the system. Freeze Document: 1 character Enter ‘Y’ to restrict requisition from further activity. Reopen Document: 1 character Type ‘Y’ if a document that has been closed should be returned to an open status so that additions and modifications may be processed. Screen 268 – Master Order Flag Maintenance (cont’d) Delete all Items: 1 character Enter ‘Y’ if all items from the specified document should be marked for deletion by the system. Delete/Undelete 5 digits Item: Identify the specific line item, or the first item in a range of items on the requisition you wish to delete. thru Item: 5 digits Enter the specific line item or the last item in a range of items on the requisition you wish to delete. If you are only deleting a single line item, place the same number in this field as well as the previous field. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF7 Track Track Allows you to track the routing history of the selected document. PF9 Accounts Accts Identifies the account(s) used. Press PF5 to see if there is any over budget message displayed. PF10 Document Header Extended Information Extnd Shows extended information for the document. PF11 Items Items Displays the line items on the document. PF12 Warnings Warns Identifies any FAMIS warnings. Enter Notes for a Master Order You may enter informational notes about your purchase order using Screen 269. Using this screen, you may enter as many as ninety-nine lines of notes on an open or a closed purchase order. Text is entered without a wrap-around feature. To prevent a word being split between two lines, use the TAB key to advance to the next available text line. Screen 269 - Master Order Note Text 269 MO Note Text 05/20/09 14:44 FY 2009 CC 02 Screen: ___ Doc: M900190 Item: __0.0 C l o s e d Position at line: ___ Line Description 1 >>Note modified 04/08/09 by ASTER, ARLENE____ 2 REOPENED TO UPDATE ITEM #4 PRODUCT___________ 3 DESCRIPTION AND PART NUMBER. PREVIOUS ITEM__ 4 WAS DISCONTINUED AND REPLACED WITH THE CD26__ 5 AT THE SAME PRICE AND PACKAGING. REPRINTING__ 6 FOR FILE. SEE EMAIL TO FILE FROM FRANK______ 7 FAULK._______________________________________ 8 _____________________________________________ 9 _____________________________________________ 10 _____________________________________________ 11 _____________________________________________ 12 _____________________________________________ Page (F/B/E): _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp PItem NItem Basic Steps • Advance to Screen 269. • Type a valid master order number in the Action Line and press to display existing document notes. • Add or modify document text in the available space, as desired, and press to record the information. Master Order Notes Entry Process Page through Text The F/B/E: field is used to scroll through all of the lines of text added on Screen 269. Enter an ‘F’ to scroll one page forward. Enter a ‘B’ to scroll one page backwards. Enter an ‘E’ to “end” the editing session and take you to the next required master order document screen. View Purchase Document Notes When notes are attached to document items they may be viewed with the NOTES PF Key indicated at the bottom of the screens. The document header and all items that have notes attached will display the word “NOTE” at the top of the screen. Screen 269 – Master Order Note Text (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the master order document number to which you will add/modify notes. Item: 4 digits Indicate the item number to attach the note. Screen Information Position at line: 3 digits Enter which line of text should be positioned at the top of the screen. Line: 3 digits Shows the line number of the description. Description: 45 characters (99 lines) Type a complete description of your line item. There is no word wrap feature. Page (F/B/E): 1 character Indicate whether to scroll forward (F) through text lines, scroll backward (B) through text lines, or end (E) the editing session. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF7 Previous Item PItem Go to the previous item. PF8 Next Item NItem Go to the next item. Screen 269 – Master Order Note Text (cont’d) Section VIII Purchasing Inquiry Information Document Inquiry - Basic Concepts Inquiry Access Access to any particular document depends on a number of factors. For example, your user security must match certain data on the document you wish to view in order for it to be displayed on the screen. Positioning the Display Several document inquiry screens allow you to position a particular document at the top of the inquiry screen. This is accomplished by entering as much information on the Action Line as possible. For example, entering a particular document number on the Action Line of Screen 280 will display that document on the first informational line of the listing. Document Classes Classes are used to group documents by function. Typing a question mark (?) in the Class: field and pressing will access a pop-up window with a complete listing of valid document classes. Type an ‘X’ next to the desired class and press to return to the document inquiry screen. Press PF4 to return to the inquiry screen without selecting a document class. Valid document classes include: Value Meaning B Bid M Master Order P Purchase Order R Requisition L Limited Purchase Using the PF Keys The PF keys are used to provide additional information about a particular document. In order to view information about a document using the PF keys, you must first select it for display. To select a document, move the cursor to the desired line by tabbing or by using your arrow keys. Then press the PF keys to display additional information as desired. Document Browse Screen 280 is a useful screen that displays all purchasing documents created, and shows the status of the document in the routing and approval process. Users may limit the selection displayed by typing a document class type in the Class: field. For example, if you want to view only Limited Purchase documents, type ‘L’ in this field. PF keys have been added to the bottom of this screen to provide additional information about each document. Screen 280 - Document Browse 280 Document Browse 05/20/09 2:48PM FY 2009 CC 02 Screen: ___ Class: L Doc: L938___ S C N L I M I T E D P U R C H L L T Doc Vendor Name Date User Ref Buy Amount St - - - ------- ------------------ -------- -------------- --- ------------- --- _ L * L938234 RAYNY*RILEY 09/22/08 230121-1060 78.75 CO _ L L938235 BROWN B*BENSON 01/20/09 144006-46160 288.58 CO _ L L938236 BRAZOS WATER SUPPL 01/15/09 511782-00000 205.25 CO _ L L938237 DOCS INC 02/01/09 144006-90844 63.00 CO _ L * L938238 KIRSTA*KING 01/28/09 241606-979 21.05 CO _ L L938239 MCMAN'S DELI 12/12/08 511782-00000 68.73 CL _ L * L938240 ALLIED BUILDING 02/03/09 270190-06472 4,737.73 CO _ L L938241 CHASE'S PAINT 02/09/09 270190-06526 213.36 CO _ L L938242 PRAMAIR DISTRIBUTI 02/09/09 144007-27245 37.50 CO _ L * L938243 JOAN J*JONES 02/04/09 230121-1062 267.46 CO _ L L938244 DOCS INC 02/01/09 144006-90459 63.00 CO _ L L938245 FISHER TOOLS 02/09/09 225350-00758 75.97 CO _ L * L938246 L & L BAR-B-QUE DB 01/26/09 500205-0 443.70 CO More Entries - Press to continue Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Invc Recv Audit Accts PIP Headr Items Track Basic Steps • Advance to Screen 280. • Type a valid document class in the Class: field on the Action Line and press . You may also include a document number to advance it to the top of the display list. • Type an ‘X’ in the SL: (select) column to the left of a document to advance to Screen 278, where detailed document information will be displayed. • Place the cursor in the SL: field next to the desired document number and use the PF keys at the bottom of the screen to view additional document information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line Class: Help 1 character Enter the class of document to be displayed. The system will default the search to the first defined class. Doc: 7 character/digits Identify the first document number to be displayed. Screen 280 – Document Browse (cont’d) Screen Information SL: 1 character Type an ‘X’ to select a document for display on Screen 278. CL: 1 character Identifies the class of the document: Requisition (R), Purchase Order (P), Master Order (M), Bid (B), Exempt Purchase (E), or Limited Purchase (L). NT: 1 character An asterisk (*) indicates whether or not notes are attached to the document. Doc: 7 character/digits Identifies document numbers for the class of document specified. Vendor Name: 18 characters Displays the vendor’s name on the document. Date: 6 digits Indicates the date the document was set-up in FAMIS. User Ref: 14 digits/characters Displays the user reference used to indicate the subsidiary ledger (SL) account number used for the order, followed by the departmental reference number. Buy: 3 characters Shows the initials of the buyer for the document, as defined by the system. Amount: 10 digits Indicates the total dollar amount of all line items for the document. St: 3 characters Indicates the status of the document. Common document status codes include: CL = Closed CO = Completed FR = Frozen IP = In Process TR = Transferred PRT = Printed DL = Deleted Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Invc Invc Used to view the invoice details. PF6 Receive Recv View the receiving information associated with the selected document. Screen 280 – Document Browse (cont’d) PF7 Audit Information Audit View the audit information for the selected document. PF8 Accounts Accts Shows the account distribution used for the document selected. PF9 PIP PIP Shows the PIP documents. PF10 Header Headr Shows the document header information that was entered when the document was created. PF11 Items Items Lists the line item information for the document. PF12 Track Track Allows you to track the routing history of the selected document. Document Browse by Department Browsing information on requisitions and purchase orders by the department and sub- department is accomplished using Screen 281. By default, this screen displays those documents that are currently incomplete (have not been paid). However, you can also specify that only completed documents are displayed. If the Class: field is left blank, the system will search each class in alphabetical order, and Bid documents will be displayed before Limited Purchases, etc. Screen 281 - Document Browse by Department/SubDepartment 281 Document Browse By Dept/SubDept 05/20/09 2:50PM FY 2009 CC 02 Screen: ___ Dept: CHEM_ SubDept: _____ Class: P Doc: _______ Completed Docs: N S C N P U R C H A S E O R D E R L L T Doc Buy Vendor Name Date S-Dept Amount St - - - ------- --- -------------------------- -------- ----- ------------- --- _ P * P903388 AGC PARKER VACUUM INC 03/16/09 10,059.51 PRT _ P P903655 KGK DATA PROJECTS INC 04/02/09 5,593.00 PRT _ P P903758 AGC QUALITY TOOLS LLC 04/08/09 4,495.00 PRT _ P P903763 AGC QUASTAR TECHNICS INC 04/08/09 5,024.60 PRT _ P * P903841 PKP C C MEDICAL SUPPLY INC 04/13/09 19,335.79 PRT _ P P903981 AGC MTS INSTRUMENTS INC 04/20/09 14,655.30 PRT _ P P904052 VJE JRR CT HOTEL 04/23/09 6,919.10 PRT _ P P904186 PKP AGILE TECHNOLOGY 04/30/09 61,329.40 PRT _ P P904199 PKP BIO LABS INC 05/01/09 8,482.00 PRT _ P * P904204 PKP CTY PRODUCTS 05/04/09 16,319.00 PRT _ P P904216 PKP TELNY INC 05/05/09 24,327.60 PRT _ P P904220 AGC OERL-BOLD VACUUM US 05/05/09 8,740.60 PRT More Entries - Press to continue Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Invc Recv Audit Accts PIP Headr Items Track Basic Steps • Advance to Screen 281. • Type a valid department code in the Dept: field on the Action Line. If you want to include completed documents, type ‘Y’ in the Completed Docs: field. • Type additional data in the available fields, if desired, and press to view a complete list of all documents for the specified department. • Type an ‘X’ in the SL: (select) column to the left of a document to advance to Screen 278, where detailed document information will be displayed. • Place cursor in the SL: field next to a document and use the PF keys available to view additional information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Dept: Help 5 characters Identify the department for which you want to browse documents. SubDept: 5 characters Indicate the sub-department to be included in the display. Screen 281 – Document Browse by Department/SubDepartment (cont’d) Class: Help 1 character Enter the class of document to inquire on. Doc: 7 character/digits Identify the first document number to be displayed. Completed Docs: 1 character Enter ‘Y’ to include completed documents in the display. Screen Information SL: 1 character Type ‘X’ and press to select a document for display on Screen 278. CL: 1 character Identifies the class of the document: Requisition (R), Purchase Order (P), Master Order (M), Bid (B), Exempt Purchase (E), or Limited Purchase (L). NT: 1 character An asterisk (*) indicates notes are attached to the document. Doc: 7 character/digits Identifies document numbers for the class of document specified. Buy: 3 characters Displays the initials of the buyer for the document. Vendor Name: 26 characters Identifies the vendor’s name. Date: 6 digits Indicates the date the document was set-up in FAMIS. S-Dept: 5 characters Identifies the sub-department on the document. Amount: 10 digits Shows the total dollar amount of all line items for the document. St: 3 characters Indicates the status of the document. Common document status codes include: CL = Closed CO = Completed FR = Frozen IP = In Process TR = Transferred PRT = Printed DL = Deleted Screen 281 – Document Browse by Department/SubDepartment (cont’d) Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Invoice Invc Used to view the invoice details. PF6 Receive Recv View the receiving information associated with the selected document. PF7 Audit Information Audit View the audit information for the selected document. PF8 Accounts Accts Shows the account distribution used for the document selected. PF9 PIP PIP Shows the PIP documents. PF10 Header Headr Shows the document header information that was entered when the document was created. PF11 Items Items Lists the line item information for the document. PF12 Track Track Allows you to track the routing history of the document. Document Browse by Account FAMIS allows you to browse through purchase documents, sorted by their buying account, fiscal year, and campus code using Screen 282. This screen automatically displays incomplete documents (those that have not been paid). If the Class: field is left blank, the system will search each class in alphabetical order, and Bid documents will be displayed before Limited Purchases, etc. To view all completed documents, type “Y” in the Completed Docs: field. Screen 282 - Document Browse by Account 282 Document Browse By Account 05/20/09 2:55PM Acct Acct FY 2009 CC 02 Screen: ___ Class: P Acct: 270780 00771 CC: 02 FY: 2009 Doc: P9_____ Completed Docs: Y S C N Supp L L T Doc Acct Vendor Name Date User Ref Amount St - - - ------- ----- ---------------- -------- -------------- ------------- --- _ P P900106 00771 APPLIED BIOPODS 07/23/08 270780-0623 32,000.00 CO _ P P900137 00771 APPLIED BIOPODS 08/07/08 270780-0623 10,964.65 CO _ P P900154 00771 APPLIED BIOPODS 08/13/08 270780-0520 11,354.34 CO Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Invc Recv Audit Accts PIP Headr Items Track Basic Steps • Advance to Screen 282. • Type a valid document class and account number on the Action Line. • Type additional data in the available fields, if desired, and press to view a complete list of all documents for the specified account and document class. • Type an ‘X’ in the SL: (select) column to the left of a document to advance to Screen 278, where detailed document information will be displayed. • Place cursor in the SL: field next to a document and use the PF keys available to view additional information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line Class: Help 1 character Identify the class of document to be displayed. . Acct: 11 digits Enter the account number for the documents to be displayed. Screen 282 – Document Browse by Account (cont’d) . Acct CC: 2 digits Indicate the campus code for the account purchasing the items. This will default to the current campus code if not otherwise specified. . Acct FY: 4 digits Identify the fiscal year for the documents to be displayed. This will default to the current fiscal year unless otherwise specified. Doc: 7 character/digits Type the first document number to be displayed at the top. Completed Docs: 1 character Type ‘Y’ to include completed documents in the display. Screen Information SL: 1 character Type ‘X’ and press to select a document for display on Screen 278. CL: 1 character Identifies the class of the document: Requisition (R), Purchase Order (P), Master Order (M), Bid (B), Exempt Purchase (E), or Limited Purchase (L). NT: 1 character An asterisk (*) indicates notes are attached to the document. Doc: 7 character/digits Identifies document numbers for the class of document specified. Supp Acct: 5 digits Identifies the Support Account number used to purchase the items. Vendor Name: 16 characters Identifies the vendor’s name. Date: 6 digits Indicates the date the document was set-up on the system. User Ref: 14 digits/characters Shows the user reference that indicates the subsidiary ledger (SL) account number used for the order followed by the departmental reference number. Amount: 8 digits Indicates the total dollar amount of all line items for the document. Screen 282 – Document Browse by Account (cont’d) St: 3 characters Identifies the status of the document. For example: CL = Closed CO = Completed FR = Frozen IP = In Process TR = Transferred PRT = Printed DL = Deleted Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Invoice Invc Used to view the invoice details. PF6 Receive Recv View the receiving information associated with the selected document. PF7 Audit Information Audit View the audit information for the selected document. PF8 Accounts Accts Shows the account distribution used for the document selected. PF9 PIP PIP Shows the PIP documents. PF10 Header Headr Shows the document header information that was entered when the document was created. PF11 Items Items Lists the line item information for the document. PF12 Track Track Allows you to track the routing history of the selected document. Document Browse by User Reference The user reference field is used to group documents by account. The first six digits typically represent the subsidiary ledger account number that will be charged for the purchase(s). This is generally followed by a hyphen and the departmental reference number, assigned to uniquely identify the document. The user reference number may be used to trace purchase documents from requisition to payment. You may browse purchasing documents on-line, sorted by their user reference number using Screen 284. Include the User Reference number on the Action Line to view only matching documents. Screen 284 - Document Browse by User Reference 284 Document Browse By User Ref 05/20/09 2:57PM FY 2009 CC 02 Screen: ___ User Ref.: 0010141_______ Include: Only Class: _ S C N L L T User Ref Doc Vendor Name Date Buy Amount St - - - -------------- ------- ---------------- -------- --- --------------- --- _ L 001014-1 A504699 CLAIRE C*CANTER 02/08/05 149.64 CL _ L 001014-1 A506723 MEREY M*MOORE 02/14/05 166.00 IP _ L 001014-1 A924856 JAN J*JONES 05/14/09 25.20 CL _ L 001014-1 A924868 TEXAS A&M UNIVER 05/14/09 187.40 CL _ L 001014-1 A924873 KARLA K*KUNZ 05/14/09 60.00 CL _ L 001014-1 A924886 US DEPT OF EDUCA 05/14/09 21.32 CL _ L 001014-1 A924900 US DEPT OF EDUCA 05/14/09 16.64 CL _ L 001014-1 A924911 US DEPT OF EDUCA 05/14/09 77.63 CL _ L 001014-1 A924925 US DEPT OF EDUCA 05/14/09 701.78 CL _ L 001014-1 A503433 ARLY*ASTIN JR 02/03/05 110.46 CO _ L 001014-1 A504714 SOUTHWEST STUDEN 02/08/05 29.14 CO _ L 001014-1 A504793 GREATER ED 02/08/05 42.90 CO _ L 001014-1 A504798 NELTA 02/08/05 23.80 CO More Entries - Press to continue Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Invc Recv Audit Accts PIP Headr Items Track Basic Steps • Advance to Screen 284. • Type a valid user reference on the Action Line, if desired, and press to view a complete list of all documents. • Type an ‘X’ in the SL: (select) column to the left of a document to advance to Screen 278, where detailed document information will be displayed. • Place the cursor in the SL: field next to the desired document number and use the PF keys at the bottom of the screen to view additional document information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line User Ref: 14 digits/characters Identify the user reference number to be displayed at the top of the list. Include: Help 1 character Only Class: Enter the class of document to be displayed. Screen 284 – Document Browse by User Reference (cont’d) Screen Information SL: 1 character Type an ‘X’ to select a document for display on Screen 278. CL: 1 character Identifies the class of the document: Requisition (R), Purchase Order (P), Master Order (M), Bid (B), Exempt Purchase (E), or Limited Purchase (L). NT: 1 character An asterisk (*) indicates notes are attached to the document. User Ref: 14 digits/characters Displays the user reference used to indicate the subsidiary ledger (SL) account number used for the order followed by the departmental reference number. Doc: 7 character/digits Identifies document number(s) for the class of document specified. Vendor Name: 16 characters Shows the vendor’s name. Date: 6 digits Indicates the date the document was set up on the system. Buy: 3 characters Displays the initials of the buyer for the document. Amount: 13 digits Indicates the total dollar amount of all line items for the document. St: 3 characters Shows the status of the document. Common document status codes include: CL = Closed CO = Completed FR = Frozen IP = In Process TR = Transferred PRT = Printed DL = Deleted Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Invoice Invc Used to view the invoice details. PF6 Receive Recv View the receiving information associated with the selected document. PF7 Audit Information Audit View the audit information for the selected document. Screen 284 – Document Browse by User Reference (cont’d) PF8 Accounts Accts Shows the account distribution used for the document selected. PF9 PIP PIP Shows the PIP documents. PF10 Header Headr Shows the document header information that was entered when the document was created. PF11 Items Items Lists the line item information for the document. PF12 Track Track Allows you to track the routing history of the selected document. Document Browse by Vendor To find a document when the best information you have available is the name of the vendor, use Screen 285. This is a good choice when a vendor calls for information about a purchase. This screen automatically displays incomplete documents (those that have not been paid). To view completed documents, type “Y” in the Completed Docs: field. Screen 285 - Document Browse by Vendor 285 Document Browse By Vendor 05/20/09 3:03PM MICROAGE FY 2009 CC 02 Screen: ___ Vendor: 1vvvvvvvvv2 Class: P Doc: _______ Completed Docs: N All Mail Codes: _ S C N M First L L T Doc C Dept Doc Summary Buy Date User Ref Amount St - - - ------- - ----- ----------- --- -------- -------------- ------------ --- _ P * P200710 2 CLVM SAR:FOSS HE JAW 10/02/01 135002-2251 DL _ P * P501635 2 HLKN 225600/MEDI LPS 12/22/04 225600-03 DL _ P * P501944 2 ANSC PROJECTORS LPS 01/25/05 240904-6321 DL _ P * P502008 2 VTPB DOC CAMERAS LPS 01/31/05 225400-8245 DL _ P P600534 2 HLKN 211800-3000 LPS 09/28/05 211800-30000 DL _ P P603888 2 SOCI VIDEO SYSTE LPS 06/29/06 225300-0301 27102.00 PRT _ P P604279 2 MEEN 16 COMPUTER LPS 08/03/06 225530-2000 15896.00 PRT _ P * P704597 2 HLKN 225600/MULT KGK 04/27/07 225600-001 DL _ P P705882 2 CLVM ROOM 101 VI KGK 07/05/07 144020-17536 30111.90 PRT _ P * P706271 2 POLS CAMCORDER, KGK 07/25/07 211810-0004ET 3498.00 PRT _ P * P801643 2 EPSY FACULTY WOR KGK 11/14/07 241384-0001 DL _ P P803189 2 RELH CANE CONFER KGK 02/15/08 300650-0805 27452.75 PRT _ P P803390 2 MEEN 26 HR COMPA KGK 02/28/08 225530-3000 25678.38 PRT More Entries - Press to continue Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Invc Recv Audit Accts PIP Headr Items Track Basic Steps • Advance to Screen 285. • Type the vendor identification number or name and document class on the Action Line. You may also type an asterisk (*) in the Vendor: field to select the desired vendor from the pop-up window. • Type additional data in the available fields, as desired, and press to view a complete list of all documents for the specified vendor and document class. • Type an ‘X’ in the SL: (select) column to the left of a document to advance to Screen 278, where detailed document information will be displayed. • Place the cursor in the SL: field next to the desired document number and use the PF keys at the bottom of the screen to view additional document information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Vendor: Help 11 digits Enter the desired FAMIS vendor identification number or name. Class: Help 1 character Identify the class of document to be displayed. Screen 285 – Document Browse by Vendor (cont’d) Doc: 7 character/digits Enter the first document number to be displayed. Completed Docs: 1 character Type ‘Y’ to include completed documents in the display. All Mail Codes: 1 character Enter ‘Y’ to display all documents for the vendor. Screen Information SL: 1 character Type an ‘X’ to select a document for display on Screen 278. CL: 1 character Identifies the class of the document: Requisition (R), Purchase Order (P), Master Order (M), Bid (B), Exempt Purchase (E), or Limited Purchase (L). NT: 1 character An asterisk (*) indicates notes are attached to the document. Doc: 7 character/digits Identifies document numbers for the class of document specified. MC: 1 character Shows the state mail code for the specified vendor. First Dept: 5 characters Identifies the first department listed on the document header. Doc Summary: 11 characters Displays a brief summary description of the document header. Buy: 3 characters Displays the initials of the buyer for the document. Date: 6 digits Indicates the date the document was set-up on the system. User Ref: 11 digits/characters Displays the user reference used to identify the subsidiary ledger (SL) account number for the order followed by the departmental reference number. Amount: 10 digits Indicates the total dollar amount of all line items for the document. Screen 285 – Document Browse by Vendor (cont’d) St: 3 characters Shows the status of the document. Common document status codes include: CL = Closed CO = Completed FR = Frozen IP = In Process TR = Transferred PRT = Printed DL = Deleted Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Invoice Invc Used to view the invoice details. PF6 Receive Recv View the receiving information associated with the selected document. PF7 Audit Information Audit View the audit information for the selected document. PF8 Accounts Accts Shows the account distribution used for the document selected. PF9 PIP PIP Shows the PIP documents. PF10 Header Headr Shows the document header information that was entered when the document was created. PF11 Items Items Lists the line item information for the document. PF12 Track Track Allows you to track the routing history of the selected document. Documents by State Requisition Number When looking for a document and the only information that you have available is the state requisition number, you can use Screen 286 to search for your document. This screen automatically displays incomplete documents (those that have not been paid). To include completed documents, type “Y” in the Completed Docs: field. Screen 286 - Document Browse By State Requisition Number 286 Document Browse By State Requisition Nbr 05/20/09 3:04PM FY 2009 CC 02 Screen: ___ State Req: CO4693_____ Class: P Doc: _______ Completed Docs: N S C N State L L T Req Number Doc Vendor Name Date User Ref Amount St - - - ----------- ------- ------------- ----- -------------- ------------- --- _ P CO4693 P806133 NEIMAN PRINTIN 08/08 300090-PRINT 1,292.00 CL _ P CO5626 P904292 THE*INST GRO 05/09 241401-PRINT 3,489.00 CL _ B DDM B200468 12/01 158255-2001 10.00 TR _ R * DIRSDD512 R802326 01/08 211720-RJS 16,713.90 TR _ R DEB DREW R703811 05/07 225370-4473 3,732.00 TR _ R * EMMA ELSLY R900481 09/08 270160-9382 17,912.00 TR _ R I0000399 R703452 05/07 219960-0000 24,012.00 TR _ R LOC R303233 04/03 270060-33000 3,000.00 TR _ R LOC R400369 08/03 151301-40000 1,584.00 TR _ R LOC R500797 09/04 151301-40000 4,498.20 TR _ R LOC R803738 05/08 225190-10000 9,310.90 TR _ B LOCAL B300520 01/03 270060-32000 8,820.00 TR _ B LOCAL B300652 03/03 270060-30000 10,000.00 TR More Entries - Press to continue Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Invc Recv Audit Accts PIP Headr Items Track Basic Steps • Advance to Screen 286. • Type valid data in the available fields to limit the display and press to view a complete list of all documents with a state requisition number. • Type an ‘X’ in the SL: (select) column to the left of a document to advance to Screen 278, where detailed document information will be displayed. • Place the cursor in the SL: field next to the desired document number and use the PF keys at the bottom of the screen to view additional document information. Document Browse Process State Requisition Number The State Requisition field is used to group documents by a State assigned reference number. Entering a State requisition number on the Action Line will display a list of all documents with a State requisition number, beginning with the requisition number specified. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line State Req: 11 digits/characters Identify the first state requisition number to be displayed. Screen 286 – Document Browse by State Requisition Number (cont’d) Class: Help 1 character Signify the class of document to inquire on. Doc: 7 character/digits Enter the first document number to be displayed. Completed Docs: 1 character Type ‘Y’ to include completed documents in the display. Screen Information SL: 1 character Type an ‘X’ to select a document for display on Screen 278. CL: 1 character Identifies the class of the document: Requisition (R), Purchase Order (P), Master Order (M), Bid (B), Exempt Purchase (E), or Limited Purchase (L). NT: 1 character An asterisk (*) indicates there are any notes attached to the document. State Req Number: 9 digits/characters Identifies the State Requisition Number of the specified document. Doc: 7 character/digits Identifies document numbers for the class of document specified. Vendor Name: 14 characters Identifies the name of the vendor the items were purchased from. Date: 2 digits Indicates the date the document was set-up on the system. User Ref: 11 digits/characters Displays the user reference used to identify the subsidiary ledger (SL) account number for the order followed by the departmental reference number. Amount: 10 digits Indicates the total dollar amount of all line items for the document. St: 3 characters Shows the status of the document. Common document status codes include: CL = Closed CO = Completed FR = Frozen IP = In Process TR = Transferred PRT = Printed DL = Deleted Screen 286 – Document Browse by State Requisition Number (cont’d) Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Invoice Invc Used to view the invoice details. PF6 Receive Recv View the receiving information associated with the selected document. PF7 Audit Information Audit View the audit information for the selected document. PF8 Accounts Accts Shows the account distribution used for the document selected. PF9 PIP PIP Shows the PIP documents. PF10 Header Headr Shows the document header information that was entered when the document was created. PF11 Items Items Lists the line item information for the document. PF12 Track Track Allows you to track the routing history of the selected document. Document Browse by State Order Number If the state order number is the best or only identification you have for a particular document, you can use Screen 287 to view on-line document information. This screen automatically displays incomplete documents (those that have not been paid). To include completed documents, type “Y” in the Completed Docs: field. Screen 287 - Document Browse by State Order Number 287 Document Browse By State Order Nbr 05/20/09 3:05PM FY 2009 CC 02 Screen: ___ State Order: 101473 Class: P Doc: _______ Completed Docs: N S C N St Ord. L L T Number Doc Vendor Name Date User Ref Amount St - - - ------ ------- ------------------ ----- -------------- ------------- --- _ P 101473 P900171 KONIL MINOT BUS 08/08 133006-712 1,193.52 PRT _ P 101476 P900161 MINOT CORP 08/08 289010-25000 825.12 PRT _ P 101477 P900175 KONIL MINOT BUS 08/08 289010-25000 1,105.68 PRT _ P 101757 P604298 MINOT CORP 08/06 210390-14000 783.72 TR _ P 101759 P604296 MINOT CORP 08/06 241656- #003 596.76 TR _ P * 102966 P700186 XERON CORP 08/06 132004-RICH901 18,357.12 CL _ P 102967 P700188 XERON CORP 08/06 240904-2007 18,663.36 CL _ P * 103487 P700193 RIMO INC 08/06 300460-1106 10,370.88 TR _ P * 103609 P204459 PARR SCIENTIFIC CO 08/02 270860-89376 105.86 TR _ P * 104344 P500280 XERON CORP 08/04 240218-0000 9,688.00 CL _ P * 104648 P700283 XERON CORP 09/06 131019-2007 DL _ P 104716 P300401 REGIONAL MAIL EXPR 09/02 270580-3 100,000.00 TR _ P 105585 P700358 XERON CORP 09/06 241406-6016 4,837.68 CL More Entries - Press to continue Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Invc Recv Audit Accts PIP Headr Items Track Basic Steps • Advance to Screen 287. • Type valid data in the available fields to limit the display and press to view a complete list of all documents with a state order number. • Type an ‘X’ in the SL: (select) column to the left of a document to advance to Screen 278, where detailed document information will be displayed. • Place the cursor in the SL: field next to the desired document number and use the PF keys at the bottom of the screen to view additional document information. Document Browse Processes State Order Number The State Order field is used to group documents by a State assigned reference number. Entering a state order number on the Action Line will display a list of all documents with a state order number, beginning with the number specified. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line State Order: 6 digits Identify the first State Order Number to be displayed. Screen 287 – Document Browse by State Order Number (cont’d) Class: Help 1 character Enter the class of document to inquire on. Doc: 7 character/digits Identify the first document number to be displayed. Completed Docs: 1 character Type ‘Y’ to include completed documents in the display. Screen Information SL: 1 character Type ‘X’ and press to select a document for display on Screen 278. CL: 1 character Identifies the class of the document: Requisition (R), Purchase Order (P), Master Order (M), Bid (B), Exempt Purchase (E), or Limited Purchase (L). NT: 1 character An asterisk (*) indicates notes are attached to the document. St Ord. Number: 6 digits Identifies the State Order Number of the document. Doc: 7 character/digits Displays document numbers for the class of document specified. Vendor Name: 18 characters Shows the name of the vendor the items were purchased from. Date: 4 digits Indicates the date the document was set-up on the system. User Ref: 11 digits/characters Displays the user reference number used to identify the subsidiary ledger (SL) account number for the order followed by the departmental reference number. Amount: 10 digits Indicates the total dollar amount of all line items for the document. St: 3 characters Shows the status of the document. Common document status codes include: CL = Closed CO = Completed FR = Frozen IP = In Process TR = Transferred PRT = Printed DL = Deleted Screen 287 – Document Browse by State Order Number (cont’d) Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Invoice Invc Used to view the invoice details. PF6 Receiving Recv View the receiving information associated with the selected document. PF7 Audit Information Audit View the audit information for the selected document. PF8 Accounts Accts Shows the account distribution used for the document selected. PF9 PIP PIP Shows the PIP documents. PF10 Header Headr Shows the document header information that was entered when the document was created. PF11 Items Items Lists the line item information for the document. PF12 Track Track Allows you to track the routing history of the selected document. Browse Documents Closed but Not Routed There are many steps along the line to getting a purchase document paid. Sometimes the only thing holding up the payment of a document is that it has not received the proper approvals because it was never sent into the on-line routing and approval system. Screen 271 is available for you to display documents that have been closed, but that have not been sent into the Routing and Approvals system. Screen 271 - Documents Closed But Not Routed 271 Documents Closed But Not Routed 02/22/10 2:25PM FY 2010 CC 02 Screen: ___ Dept: ANTH_ SubDept: _____ Class: _ Doc: _______ S C N L L T Doc Buy Vendor Name User Ref. Date S-Dept Amount - - - ------- --- ----------------- ------------- -------- ----- ------------- _ L A000007 JJ MORRIS CHANCE 2416092010 01/28/10 479.99 _ M M500352 DMK JAMES J*JENSON 214910 5689 10/14/04 31,200.00 _ M M600046 JWP JAMES J*JENSON 214910 5689 06/16/05 31,200.00 _ M * M600470 SSB JAMES J*JENSON 214910 5689 04/26/06 31,200.00 _ M * M700004 SSB JAMES J*JENSON 214910 5689 04/26/06 31,200.00 _ P P001424 AGC PERCUSIVE 500262EN8330 11/12/09 74,335.00 _ P P001958 AGC CANTON INDUSTRY 41100000025 12/11/09 21,340.20 _ P P002111 AGC JAUL MEDICAL INC 2152801019 12/21/09 11,270.00 _ P * P002114 AGC DAYTIME SOLUTIONS 80501000000 12/21/09 47,500.00 _ P * P002120 AGC COHN TECHNOLOGIES 27049000920 12/21/09 11,308.00 _ P P002139 AGC WINSTON PLAINS 27049000919 12/21/09 12,620.00 _ P * P002153 AGC PERSH SCIENTIFIC 23008201146 12/22/09 7,075.00 More Entries - Press to continue Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Print Invc Recv Audit Accts Headr Items Track Basic Steps • Advance to Screen 271. • Type the desired department code on the Action Line. Enter the SubDept code if you wish to include it in the list to be displayed. • Press to view a complete list of all documents in your department/sub- department that have been closed but not routed. • Type an ‘X’ in the SL: field to select a document and advance to Screen 278, where detailed information will be displayed. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Dept: Help 5 characters Enter the department whose documents you would like to display. . SubDept: Help 5 characters Identify the sub-department to be included in the display. Class: Help 1 character Enter the class of document to inquire on. Screen 271 – Documents Closed but Not Routed (cont’d) Doc: 7 character/digits Identify the first document number to be displayed. Screen Information SL: 1 character Type an ‘X’ and press to select a document for display on Screen 278. CL: 1 character Identifies the class of the document: Requisition (R), Purchase Order (P), Master Order (M), Bid (B), Exempt Purchase (E), or Limited Purchase (L). NT: 1 character An asterisk (*) indicates there are notes attached to the document. Doc: 7 character/digits Identifies document numbers for the class of document specified. Buy: 3 characters Displays the initials of the buyer for the purchase document. Vendor Name: 18 characters Identifies the name of the vendor the items were purchased from. User Ref.: 11 digits/characters Displays the user reference which is used to identify the subsidiary ledger (SL) account number used for the order followed by the departmental reference number. Date: 6 digits Indicates the date the document was set-up on the system. S-Dept: 5 characters Displays the sub-department associated with the purchase document. Amount: 10 digits Shows the total dollar amount of all line items for the document. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF4 Print Print Used to print document information from FAMIS using Entire Connection. See the FAMIS Entire Connection User’s Manual for greater details. PF5 Invoice Invc Used to view the invoice details. PF6 Receiving Recv View the receiving information associated with the selected document. Screen 271 – Documents Closed but Not Routed (cont’d) PF7 Audit Audit View the audit information for the selected document. PF8 Accounts Accts Shows the account distribution used for the document selected. PF10 Header Headr Shows the document header information that was entered when the document was created. PF11 Items Items Lists the line item information for the document. PF12 Track Track Allows you to track the routing history of the selected document. Documents Browse by Status Code FAMIS makes it possible for you to browse through your purchase documents, sorted by their status code. This is accomplished using Screen 272. Screen 272 - Documents by Status 272 Documents By Status 05/20/09 3:13PM FY 2009 CC 02 Screen: ___ Dept: PURS_ SubDept: _____ Class: _ Doc: _______ Status: IP Route Status: __ S C N L L T Doc Buy Vendor Name St Rt User Ref. Date S-Dept Amount - - - ------- --- ---------- -- -- ------------ -------- ----- ------------ _ B B300460 PAS IP 2702600101 12/03/02 10,000.00 _ L A611355 THE*INSITE IP 2711205741 06/30/05 _ M M300229 DJM SANY ELECTR IP 4306000000 09/03/02 _ M M300328 PFB TEMAS OFFIC IP 01/21/03 20.00 _ M M400314 MSG BANK TWO IP 270260PROCARD 01/22/04 _ M * M600195 MSS LEINCH INCO IP 4306000000 08/01/05 1.00 _ R R300928 IP 3003400000 10/01/02 _ R R402645 DJJ IP 2400500001 03/16/04 11,472.00 _ R R700365 IP 3002100000 08/15/06 _ R * R902307 IP 2701600001 01/28/09 20,000.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Invc Recv Audit Accts Headr Items Track Basic Steps • Advance to Screen 272. • Type a department code on the Action Line. • You must enter a status code. For example: In Process (IP); Closed (CL), Deleted (DL), Completed (CO), and Transferred (TR). • Press to view a list of all documents in your department that match the status code entered. • Type an ‘X’ in the SL: field to select a document and press to advance to Screen 278, where detailed information will be displayed. • Place the cursor in the SL: field next to the desired document number and use the PF keys at the bottom of the screen to view additional document information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Dept: Help 5 characters Enter the department whose documents you would like to display. . SubDept: Help 5 characters Identify the sub-department to be included in the display. Class: Help 1 character Enter the desired class of document. Screen 272 – Documents by Status (cont’d) Doc: 7 character/digits Include the first document number to be displayed. . Status: Help 2 characters Enter a status code to limit the display. Valid values are: IP = In Process CL = Closed DL = Deleted CO = Completed TR = Transferred Route Status: Help 2 characters Signify which routing status code to display. Valid routing status codes include: RJ = Rejected – returned to creator RC = Recalled – in creator’s in-box DR = Routing at Department Level ER = Routing at Executive Level PR = Routing at Processing office FY = Routing to Person FYA/FRA FN = Final – Completed Routing CN = Cancelled – Doc cancelled Screen Information SL: 1 character Type ‘X’ and press to select a document for display on Screen 278. CL: 1 character Identifies the class of the document: Requisition (R), Purchase Order (P), Master Order (M), Bid (B), Exempt Purchase (E), or Limited Purchase (L). NT: 1 character An asterisk (*) indicates notes are attached to the document. Doc: 7 character/digits Identifies document numbers for the class of document specified. Buy: 3 characters Displays the initials of the buyer for the purchase document. Vendor Name: 11 characters Identifies the name of the vendor the items were purchased from. St: 2 characters Shows the current status of the documents for the status specified on the Action Line. Common document status codes include: IP = In Process CL = Closed DL = Deleted CO = Completed TR = Transferred Screen 272 – Documents by Status (cont’d) Rt: 2 characters Shows the current routing status of the document. User Ref.: 13 digits/characters Displays the user reference used to identify the subsidiary ledger (SL) account number for the order followed by the departmental reference number. Date: 6 digits Indicates the date the document was set-up on the system. S-Dept: 5 characters Identifies the sub-department associated with the document. Amount: 10 digits Indicates the total dollar amount of all line items for the document. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Invoice Invc Used to view the invoice details. PF6 Receive Recv View the receiving information associated with the selected document. PF7 Audit Audit View the audit information for the selected document. PF8 Accounts Accts Shows the account distribution used for the document selected. PF10 Header Headr Shows the document header information that was entered when the document was created. PF11 Items Items Lists the line item information for the document. PF12 Track Track Allows you to track the routing history of the document. Document Summary A complete view of the entire document in a format similar to that of a printed document may be viewed on Screen 288. The screen defaults to five (5) lines of display per item on the item description screen, if a number is not specified in the Number of Desc Lines: field. The number of pages displayed varies from document to document. Screen 288 - Document Summary (Page 1) 288 Document Summary 05/20/09 3:17PM FY 2009 CC 02 Screen: ___ Doc: P903505 Number of Desc Lines: 5_ Page: 1__ Of 5 VENDOR: +--------------------------+ 1vvvvvvvvv2 | DOC: P903505 | MACK COMPUTER & SERVICE | | 3888 S TEXAS AVE | USER REF: 230082-00106 | BRYAN, TX 77802 +--------------------------+ INVOICE TO: SHIP TO: BIOLOGY DEPT. BIOLOGY DEPT. BSBW ROOM 325 BSBE ROOM 101 ATTN: ANITA ALLEN ATTN: REED/RENEE 3258 TAMU COLLEGE STATION TX 77843 COLLEGE STATION TX 77843-3258 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Bkwd Fwrd Screen 288 - Document Summary (Page 2) 288 Document Summary 05/20/09 3:17PM FY 2009 CC 02 Screen: ___ Doc: P903505 Number of Desc Lines: 5_ Page: 2__ Of 5 << ADDITIONAL TEXT >> APPLE MASTER ORDER M900322 REFERENCE QUOTE #W45069427 VENDOR CONTACT: JON JONES PHONE: 979-314-0111 FAX: 979-846-2222 DEPARTMENT CONTACT: ANITA ALLEN PHONE: 979-845-7777 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Bkwd Fwrd Screen 288 – Document Summary (cont’d) Screen 288 - Document Summary (Page 3) 288 Document Summary 05/20/09 3:17PM FY 2009 CC 02 Screen: ___ Doc: P903505 Number of Desc Lines: 5_ Page: 3__ Of 5 ITEM DESCRIPTION QUANTITY UOM UNIT PRICE EXTENDED PRICE ----- --------------------------- --------- ---- -------------- -------------- 1 Computer, Mac Pro 1.00 EA 11,463.00 11,463.00 ZOG1 065-7938 065-7963 2 1.00 EA 799.00 799.00 Apple LED Cinema Display 24" MB382LL/A 3 1.00 EA 199.00 199.00 AppleCare Protection Plan for Mac Pro S3135LL/A Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Bkwd Fwrd Screen 288 - Document Summary (Page 4) 288 Document Summary 05/20/09 3:18PM FY 2009 CC 02 Screen: ___ Doc: P903505 Number of Desc Lines: 5_ Page: 4__ Of 5 Total 12,461.00 >> Account Distribution << 02 2009 230082-00000-5787 LAB GENOMIC BIOINFO.ARAM/HA 11,463.00 02 2009 230082-00000-5760 LAB GENOMIC BIOINFO.ARAM/HA 799.00 02 2009 230082-00000-5536 LAB GENOMIC BIOINFO.ARAM/HA 199.00 Account Total 12,461.00 CATALOGUE ORDER: N DOCUMENT DATE: 03/25/2009 Disc Pct: 0.000 Disc Due DD: 0 Disc Ind: N Pay DD: 30 F.O.B.: DP Vendor Ref: JON JONES Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Bkwd Fwrd Screen 288 - Document Summary (Page 5) 288 Document Summary 05/20/09 3:18PM FY 2009 CC 02 Screen: ___ Doc: P903505 Number of Desc Lines: 5_ Page: 5__ Of 5 Delivery Date: 03/31/2009 Delivery Reqd By: Dept Contact: ANITA ALLEN Phone No.: 979-845-7777 Bidding Vendor Vendor Contact Bid Amount REASON FOR AWARD TO OTHER THAN LOW BIDDER: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Bkwd Fwrd Screen 288 – Document Summary (cont’d) Basic Steps • Advance to Screen 288. • Enter the document number you wish to display. • Enter the number of description lines to display per item and press to retrieve document information. • Continue to press to scroll through the pages of the document or use PF7 and PF8 to scroll backwards and forwards through the pages. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the document number to be displayed. . Number of 2 digits Desc Lines: Indicate the number of description lines to display per item. The screen will default to 5 lines to match those on the item create screen if not specified. . Page __ Of: 2 digits Indicate the document summary page number to be displayed. Will default to the current page. The number of summary pages displayed may vary, depending on the information available. Screen Information: Screen 1 Vendor: 5 lines/30 characters Displays the vendor’s ID number, name, and address. Doc: 7 character/digits Displays the document number. User Ref: 10 digits Identifies the user reference number for the document. Invoice To: 5 lines/30 characters Indicates the address where items purchased will be invoiced. Ship To: 5 lines/30 characters Indicates the address where items purchased will be shipped. Screen 2 <> OR <> Additional information for document summary, if available. Screen 288 – Document Summary (cont’d) Screen 3 Item: 3 digits Identifies line item number(s) on the document. Description: 27 characters Displays a brief description of the line item. Quantity: 10 digits Indicates the purchase quantity of the line item. UOM: 4 characters Identifies the Unit of Measure for the line item to be printed on the purchase order. Unit Prices: 10 digits Displays the dollar amount to be paid per unit of measure. Extended Price: 10 digits Indicates the total item amount as calculated by the system. >>Account 60 characters Distribution<< Displays a breakdown of accounts responsible for payment of the items. Screen 4 Catalogue Order: 1 character ‘Y’ indicates this is a catalogue order. Document Date: 8 digits Identifies the date the document was processed by the system. Disc Pct: 5 digits Identifies the discount percentage applied to the purchase by the vendor. Disc Due DD: 8 digits Displays the discount due date, or the date by which the invoice has to be paid in order to receive the discount. Disc Ind: 1 character Signifies the discount indicator. This is usually ‘N’ (for net) which indicates the net (invoice amount discount) may be paid. An ‘I’ indicates that no discount allowed. Pay DD: 8 digits Displays the pay due date, or the date by which the invoice must be paid. F.O.B.: 2 characters Indicates the freight code defining conditions by which purchased goods will be transported/delivered. Vendor Ref: 35 digits/characters Displays the reference number assigned by the vendor, if any. Screen 288 – Document Summary (cont’d) Delivery Date: 8 digits Identifies the date the items were delivered. Delivery Reqd By: 8 digits Indicates the day by which the delivery of items requested is required. Dept Contact: 10 characters Displays the name of the person in the department to contact regarding the purchase. Phone No.: 10 digits Identifies area code and phone number for the document’s contact person. Sole Source 50 characters Reasons: Displays the reason for the sole source purchase. Screen 5 Bidding Vendor: 3 lines/30 characters Identifies vendor submitting a bid for the purchase. Vendor Contact: 25 characters Displays the name of the person to contact with the vendor regarding bids for this order. Bid Amount: 15 digits Indicates the total dollar amount the vendor bids for the purchase. Reason for Award 15 digits to Other Than Indicates the reason why the purchase did not go to the lowest bidder, if Low Bidder: applicable. Document Notes: 150 characters Displays the document notes, if available. Additional Information PF KEYS See the Appendix for an explanation of the standard PF Keys. Document Line Items with Paid Amounts Screen 276 displays a document’s line items having paid amounts. Selection of a line item will pass control to Screen 279. Screen 276 – Document Inquiry – Line Items w/Paid Amounts (Panel 1) 276 Document Inquiry - Line Items w/Paid Amounts 05/20/09 3:28PM FY 2009 CC 02 Screen: ___ Document: P901103 Panel: 01 More >> Doc Summary: RPRS/PARTS**CONFIRMING ORDER DO NOT DUPLICATE** Vendor: 1vvvvvvvvv1 BRYAN GAS SERVICE INC Doc Date: 10/29/2008 Doc FY: 2009 Doc Amt: 8227.88 Buyer: ENGLAND, ELEANE Status: CO Amt Inv: 8227.88 Oth A/P Src: Route St: FN Amt Vchr: 8227.88 S Line Description P Extended Price Paid Amount Balance - ----- ---------------------- - -------------- ------------- --------------- _ 1.0 REPAIRED/REPLACED:TRAN 4351.74 4351.74 0.00 _ 2.0 DELTA P SENSOR 712.12 712.12 0.00 _ 3.0 TURBO CORE 4607.77 4607.77 0.00 _ 4.0 TURBO CORE DEPOSIT V 750.00- 750.00- 0.00 _ 5.0 INJECTOR CORE DEPOSIT V 693.75- 693.75- 0.00 *** End of line items *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Invc Recv Accts Print Left Right Screen 276 – Document Inquiry – Line Items w/Paid Amounts (Panel 2) 276 Document Inquiry - Line Items w/Paid Amounts 05/20/09 3:28PM FY 2009 CC 02 Screen: ___ Document: P901103 << More Panel: 02 Doc Summary: RPRS/PARTS**CONFIRMING ORDER DO NOT DUPLICATE** Vendor: 1vvvvvvvvv1 BRYAN GAS SERVICE INC Doc Date: 10/29/2008 Doc FY: 2009 Doc Amt: 8227.88 Buyer: ENGLAND, ELEANE Status: CO Amt Inv: 8227.88 Oth A/P Src: Route St: FN Amt Vchr: 8227.88 S Line Quantity UOM P Unit Price Paid Quantity Inv UOM - ----- ---------- ---- - ------------- -------------- ------- _ 1.0 1.00 EA 4351.7400 1.00 EA _ 2.0 1.00 EA 712.1200 1.00 EA _ 3.0 1.00 EA 4607.7700 1.00 EA _ 4.0 1.00 EA V 750.0000- 1.00 _ 5.0 1.00 EA V 693.7500- 1.00 *** End of line items *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Invc Recv Accts Print Left Right Basic Steps • Advance to Screen 276. • Type the desired document number in the Document: field and press . • Press one of the available PF keys at the bottom of the screen to view additional information about the document. PF9 allows you to print the information using Entire Connection. Screen 276 – Doc. Inquiry – Line Items w/Paid Amounts (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Document: 7 digits Enter the purchase order document number. Screen Information Panel 1 Doc Summary: 50 characters/digits Displays a brief description of the document. Vendor: 11 digits/30 characters Displays the vendor's identification number and name on the purchasing document. Doc Date: 8 digits Identifies the date the document was processed by the system. Doc FY: 4 digits Indicates the fiscal year in which the document is processed. Doc Amt: 12 digits Shows dollar amount of the document. Buyer: 20 characters Displays the name of the buyer for the document and phone extension if provided. Status: 3 characters Displays the status code of the document. Amt Inv: 12 digits Identifies the dollar amount invoiced. Oth A/P Src: 2 characters Shows any additional accounts payable source. Route St: 3 characters Displays a purchasing document’s status in the routing and approval system. Amt Vchr: 12 digits Shows the total dollar amount vouchered for the document. S: 1 character Type an ‘X’ to select the line item and advance to Screen 279. Line: 4 digits Shows the line item number on the document. Screen 276 – Doc. Inquiry – Line Items w/Paid Amounts (cont’d) Description: 24 characters Displays a brief description of the specified line item. P: 1 character Shows any special processing needs for the document. Extended Price: 12 digits Indicates the total item amount as calculated by the system. Paid Amount: 12 digits Identifies the dollar amount paid for the line items. Balance: 12 digits Shows the balance remaining to be paid. Panel 2 Quantity: 12 digits Identifies the quantity of items purchased. UOM: 3 characters Represents the unit of measure for the line item. P: 1 character Shows any special processing needs for the document. Unit Price: 12 digits Displays the dollar amount to be paid per unit of measure. Paid Quantity: 12 digits Shows the quantity of items paid. Inv UOM: 3 characters Identifies the unit of measure for the specified line item to be printed on the purchase order. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Invoice Invc View invoice information for the document. PF6 Receiving Recv View the receiving information associated with the selected document. PF8 Accounts Accts Identifies the accounts used to pay for item. PF9 Print Print Used to print document information using Entire Connection. See the FAMIS Entire Connection User’s Manual for more details. Document Inquiry by Campus Screen 277 displays a list of purchasing documents for all FAMIS Members that match the document number on a vendor's purchase order. If a vendor questions why payment has not been received, a FAMIS user can enter the document number on Screen 277 and determine which campus(es) have issued the same purchase order number. Screen 277 – Document Inquiry by Campus 277 Document Inquiry by Campus 05/20/09 3:31PM FY 2009 CC 02 Screen: ___ Doc: P901046 CC Doc Doc CC Name Class Vendor ID Vendor Name Dept Amount Stat -- ----- ----- ----------- ------------------ ---- ------------- ---- 02 TAMU P 1vvvvvvvvv2 AC INSTRUMENTS HLKN 24,760.00 CO 04 TSU P 1vvvvvvvvvD BARKER & TYLER LIBR 43.00 CO 05 PVAMU P 1vvvvvvvvv0 ET PRODUCTS INC ELEN 1,100.00 CO 16 TAMIU P 2vvvvvvvvv0 HINSLEY, HARRY LPPO 378.94 CO ** End of List - 4 Documents Found ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Ship Place the cursor on the desired campus code and press PF6 to view the Ship To Address and contact information. Screen 277 – PF6 Key Pop-Up +-------------------------------------------+ | | | Ship To Address | | | | HEALTH & KINESIOLOGY | | ROOM 158 READ | | COLLEGE STATION TX | | 778434243 | | Phone: | | ------------------------------------- | | Contact: DONNA DAVIS | | Contact Phone: 979-845-3333 | | Dept: HLKN | | HEALTH AND KINESIOLOGY | | | | | | Press to Exit | +-------------------------------------------+ Screen 277 – Document Inquiry by Campus (cont’d) Basic Steps • Advance to Screen 277. • Type a valid purchase order number in the Doc: field and press . • Place your cursor on the desired campus code and press PF6 to view the Ship To Address and contact information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 digits Enter the desired purchase order document number. Screen Information CC: 2 digits Displays campus code on the document. CC Name: 5 characters Shows the name of the campus code on the document. Doc Class: 1 character Identifies the document class type. Vendor ID: 11 digits Displays the vendor's identification number on the purchasing document. Vendor Name: 18 characters Shows the vendor's name. Dept: 4 characters/digits Identifies the department code. Amount: 12 digits Indicates the dollar amount of the purchasing document. Doc Stat: 2 characters Displays the status code of the document. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF6 Ship Ship View shipping and contact information for the selected purchasing document. Document Inquiry When the document number is known, the most comprehensive information available is found on Screen 278. You may also advance to Screen 278 after selecting a document for display from one of the other document inquiry screens. To see more information on a specific line item, select the item and the system will advance to Screen 279 for that document line item. Screen 278 - Document Inquiry (Panel 1) 278 Document Inquiry 05/20/09 3:57PM FY 2009 CC 02 Screen: ___ Document: P903054 Panel: 01 More >> Doc Summary: USB DESKTOP HARD DRIVE Vendor: 1vvvvvvvvv1 SYMUS INDUSTRIES Reimburse ID: Doc FY: 2009 Doc Amt: 260.47 User Ref: 289010-95000 Status: CL Amt Inv: 260.47 Doc Date: 02/26/2009 Route St: FN Amt Vchr: 260.47 Class: P Oth A/P Src: Inv Forced: Category: RO USAS Doc Type: Req Delivery Date: 03/12/2009 LP Received: Buyer: KEENE, KENDRA Nbr Invoices: 1 Catalogue Order: Delg: Contact: GAIL GARRETT S Line Quantity UOM Description P Unit Price Extended Price - ----- ---------- ---- ------------------------ - ------------- ------------- _ 1.0 1.00 EA 2 TB Hi-Speed USB Deskto M 260.4700 260.47 *** End of line items *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Invc Recv DlPrt Accts Print Left Right If the Proc Cd: field is left blank, the document matches and completes when all items are received. An ‘M’ means there can be multiple invoices so the document will not automatically finalize. Screen 278 - Document Inquiry (Panel 2) 278 Document Inquiry 05/20/09 3:58PM FY 2009 CC 02 Screen: ___ Document: P903054 << More Panel: 02 More >> Doc Summary: USB DESKTOP HARD DRIVE Vendor: 1vvvvvvvvv1 SYMUS INDUSTRIES Reimburse ID: Doc FY: 2009 Doc Amt: 260.47 User Ref: 289010-95000 Status: CL Amt Inv: 260.47 Doc Date: 02/26/2009 Route St: FN Amt Vchr: 260.47 Class: P Oth A/P Src: Inv Forced: Category: RO USAS Doc Type: Req Delivery Date: 03/12/2009 LP Received: Buyer: KEENE, KENDRA Nbr Invoices: 1 Catalogue Order: Delg: Contact: GAIL GARRETT S Line Received Date Recvd Invoiced Date Invcd Matched Date Mtchd - ----- ---------- ---------- ---------- ---------- ---------- ---------- _ 1.0 1.00 03/11/2009 1.00 03/18/2009 1.00 04/30/2009 *** End of line items *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Invc Recv DlPrt Accts Print Left Right Screen 278 – Document Inquiry (cont’d) Screen 278 - Document Inquiry (Panel 3) 278 Document Inquiry 05/20/09 3:59PM FY 2009 CC 02 Screen: ___ Document: P903054 << More Panel: 03 Doc Summary: USB DESKTOP HARD DRIVE Vendor: 1vvvvvvvvv1 SYMUS INDUSTRIES Reimburse ID: Doc FY: 2009 Doc Amt: 260.47 User Ref: 289010-95000 Status: CL Amt Inv: 260.47 Doc Date: 02/26/2009 Route St: FN Amt Vchr: 260.47 Class: P Oth A/P Src: Inv Forced: Category: RO USAS Doc Type: Req Delivery Date: 03/12/2009 LP Received: Buyer: KEENE, KENDRA Nbr Invoices: 1 Catalogue Order: Delg: Contact: GAIL GARRETT INV Paid Paid Remaining S Line UOM Description P Quantity Amount Balance - ----- ---- ------------------ - -------------- -------------- -------------- _ 1.0 EA 2 TB Hi-Speed USB M 1.00 260.47 0.00 *** End of line items *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Invc Recv DlPrt Accts Print Left Right The INV UOM field is filled in each time an invoice posting occurs to this line. It comes from Screen 342. Each subsequent posting will overly this value. Basic Steps • Advance to Screen 278. • Enter the document number to be displayed and press . Each line item is listed at the bottom of the screen. • Type an ’X’ next to the line item or position the cursor in the S: field to select, and press to advance to Screen 279 where additional information will be provided. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Document: 7 character/digits Identify the document number to be displayed. Screen Information Panel 1 Doc Summary: 50 characters/digits Displays a summary description of the document selected. Vendor: 11 digits/30 characters Displays the vendor’s identification number and name. Reimburse ID: 11 digits Shows the ID number of the individual who is being reimbursed for items already purchased. Screen 278 – Document Inquiry (cont’d) Doc FY: 4 digits Indicates the fiscal year in which the document is processed. Doc Amt: 15 digits Displays the total dollar amount for document. User Ref: 14 digits/characters Shows the user reference that is used to identify the subsidiary ledger (SL) account number for the order followed by the departmental reference number. Status: 2 characters Indicates the activity status of the document. For example: In Process (IP), Closed (CL), Deleted (DL), and Completed (CO). Amt Inv: 15 digits Displays the total dollar amount invoiced for the document. Doc Date: 8 digits Identifies the date the document was processed by the system. Route St: 2 characters Displays a purchasing document’s status in the Routing and Approval System. Amt Vchr: 15 digits Shows the total dollar amount vouchered. Class: 1 character Identifies the class code of the document. Oth A/P Src: 2 characters Shows any additional accounts payable source. Inv Forced: 1 character ‘Y’ indicates an invoice has been forced for the document selected. Category: 2 characters Defines the accounting and receiving category of the document. USAS Doc Type: 1 digit Shows the document type for USAS processing. Req. Delivery Date: 8 digits Shows the date items were requested to be delivered. LP Received: 10 digits Indicates whether or not goods/services for a limited purchase were received before it was closed/routed. If the items were received, the date they were received will be displayed. Screen 278 – Document Inquiry (cont’d) Buyer: 20 characters/digits Displays the name of the buyer for the document, and phone extension, if available. Nbr Invoices: 3 digits Indicates the number of invoices processed. Catalogue Order: 1 character ‘Y’ indicates the document is a catalogue order. Delg: 1 character ‘Y’ identifies this as a delegated purchase. Contact: 15 characters Shows name of the person to contact regarding the document. S: 1 character Type an ‘X’ to select a line item for display on Screen 279. Line: 3 digits Shows the line item number for the document. Quantity: 10 digits Identifies the purchase quantity of the line item. UOM: 3 characters Represents the unit of measure for the line item. Description: 24 characters Displays a brief description of the line item. P: 1 character Indicates any special processing needs for the document. Unit Price: 10 digits Shows the dollar amount to be paid per unit of measure. Extended Price: 10 digits Indicates the total item amount as calculated by the system. Panel 2 Received: 10 digits Shows the quantity of items received. Date Recvd: 8 digits Identifies the date the line item was received. Invoiced: 10 digits Displays the quantity of items invoiced. Screen 278 – Document Inquiry (cont’d) Date Invcd: 8 digits Signifies the date the line item was invoiced. Matched: 10 digits Indicates the quantity of matched items. Date Mtchd: 8 digits Shows the date the line item was matched. Panel 3 INV UOM: 4 characters Identifies the invoiced unit of measure. This field is filled in each time an invoice posting occurs to this line. It comes from Screen 342. Each subsequent posting will overly this value. Paid Quantity: 10 digits Shows the quantity paid. Paid Amount: 10 digits Shows the amount paid. Remaining Balance: 10 digits Identifies the remaining amount to be paid. Additional Information PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Invoice Invc Used to view the invoice details. PF6 Receive Recv View the receiving information associated with the selected document. PF7 Download Print DlPrt Allows you to download the screen information through Entire Connection. See the FAMIS Entire Connection User’s Manual for details. PF8 Accounts Accts Shows the account distribution used. PF9 Print Print Used to print document information using Entire Connection. See the FAMIS Entire Connection User’s Manual for greater details. Document Line Item Inquiry Detailed information for line items may be viewed on Screen 279. This is a detailed follow up screen from Screen 278. This screen is helpful in determining if an item has passed the three-way match requirement in order to be paid. It displays the date an item was received, invoiced, and matched. Screen 279 - Document Line Item Inquiry 279 Document Line Item Inquiry 05/20/09 4:00PM FY 2009 CC 02 Screen: ___ Document: P903072 Item: 1.0__ of 2 Vendor: 1vvvvvvvvv2 MACK COMPUTER SERVICE User Ref: 288810-09005 Item UOM: EA Received Invoiced Matched Item Qty: 3.00 ---------- ---------- ---------- Item Unit Price: 3094.0000 UOM: EA EA Item Discount: Dt: 03/04/2009 02/27/2009 04/08/2009 Item Ext Price: 9282.00 Qty: 3.00 3.00 3.00 Item Proc Cd: Commodity Code: 20453 First Account: 211810-09005-5787 Cost Ref1: 2: 3: Item Desc: Computer, Mack Pro ZOEM TIBH Code: Delete Flag: Freeze Flag: Capital/Inv Flag: Y Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp InDtl Accts IDesc Use PF7 to view all invoices against the item that is currently being displayed on the screen. The information in the pop-up window will display a total of all invoices at the end of the list of invoices. The pop-up window allows the user to view all invoices except cancelled invoices. To include completed documents, type “Y” in the Completed Docs: field. Screen 279 – PF7 Invoice Detail 279 Document Line Item Inquiry 05/20/09 4:00PM FY 2009 CC 02 Screen: ___ Document: P903072 Item: 1.0__ of 2 +----------------------------------------------------------------------------+ *** Invoice Inquiry for Item 1.0 of Document P903072 *** Completed Docs: N M Invoice Nbr Vch Nbr St St Inv Date Quantity Unit Price Ext Price -------------- ------- -- -- -------- ------------ ------------ ------------- 00019495 1092627 CO MS 02/27/09 3.00 3094.0000 9282.00 *** Inv Totals 3.00 9282.00 End of Valid Invoices Found PF3= Back to 279 PF4=Exit +----------------------------------------------------------------------------+ Screen 279 – Document Line Item Inquiry (cont’d) Basic Steps • Most of the time you will reach this screen by selecting an item on Screen 278. However, if you want to view a line item on a specific document, advance to Screen 279. • Enter the document and item number you want to display on the Action Line and press to view the detailed line item information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Document: 7 character/digits Enter the document number to be displayed. Item _ of _: 4 digits Indicate the item number to be displayed. The default is the first item number. Screen Information Vendor: 11 digits/30 characters Displays the identification number and name of the vendor from which items are purchased. User Ref: 14 digits/characters Signifies the user reference identifying the subsidiary ledger (SL) account number for the order, followed by the departmental reference number. Item UOM: 3 characters Shows the unit of measure for the line item. Item Qty: 10 digits Identifies the purchase quantity of the line item. Item Unit Price: 10 digits Displays the dollar amount to be paid per unit of measure. Item Discount: 5 digits Shows the discount percentage for the line item. Item Ext Price: 10 digits Indicates the total extended item amount, as calculated by the system. Item Proc Cd: 1 character Shows the processing code for any special processing needs for the document. Commodity Code: 5 digits Displays the commodity code for classifying goods and services. First Account: 15 digits Shows the first FAMIS account for this document. Screen 279 – Document Line Item Inquiry (cont’d) Cost Ref 1, 2, 3: 7 characters Identifies the user-defined cost accounting reference for the line item. Item Desc: 50 characters/digits Displays a short description of the line item purchased. TIBH Code: 1 character/digit Shows the reason TIBH (Texas Industries for the Blind and Handicapped) was or was not used as the vendor for the bid/purchase. Valid values are: N = Not Provided by TIBH T = TIBH Purchase 1 = Quantity 2 = Quality 3 = Delivery Time 4 = Life Cycle 5 = Price Delete Flag: 1 character ‘Y’ indicates item has been deleted from system. Freeze Flag: 1 character ’Y’ identifies item has been frozen from further activity within the system. Capital/Inv Flag: 1 character ‘Y’ indicates the item will be inventoried or capitalized within the system. Received, Invoiced, Matched UOM: 3 characters Represents the unit of measure for the line item. Dt: 8 digits Indicates the date item was received, invoiced, and/or matched. Qty: 10 digits Identifies the purchase quantity of the line item received, invoiced, or matched. Additional Information PF KEYS See the Appendix for an explanation of the standard PF Keys. PF7 Invoice Detail InDtl Displays detailed invoice information about the document. PF8 Accounts Accts Identifies the accounts used to pay for item. PF11 Item Description Idesc Place cursor on a line item and press this key to see detailed description of the item. Incomplete Receiving and Invoicing Screen 275 is useful in determining why a payment has not been made. This screen displays the document number and whether or not receiving or invoicing has been completed. Status and matching information is also available. Several PF keys are available at the bottom of this screen to provide additional information regarding each document listed. To access this information, place the cursor either in the SL: field to select the item, or anywhere on the first line of the item description line and press the desired PF key. A pop-up screen will be displayed showing the information requested. Screen 275 – Incomplete Receiving/Invoicing 275 Incomplete Receiving/Invoicing 05/20/09 4:06PM FY 2009 CC 02 Screen: ___ Dept: BIOL_ SubDept: _____ Class: L Doc: _______ Number Of Days: ___ S St Cat Sub L Doc Summary Date Cd /MS Dept Amount - ------- ------------------------------- ---------- -- -- ----- ------------- _ A922981 CORK STOPPER 05/08/2009 CL LP 87.50 INV: 42554550 RI VCH: 1112460 05/11/2009 CL MS 87.50 _ A923210 SUPPLIE FOR ARIEL LAB 04/04/2009 CL LP 120.09 INV: A923210 VCH: 1111994 04/04/2009 IP 120.09 Invoice is in process (IP) _ A923403 CAT ORDER FOR SUMMER 05/11/2009 CL LP 558.25 INV: 47246 VCH: 1113397 05/12/2009 IP 552.82 _ A923466 AGAR 05/11/2009 CL LP 185.98 INV: 5378945 VCH: 1113401 05/12/2009 CL MS 137.24 INV: 5490533 VCH: 1113405 05/14/2009 CL MS 48.74 More Entries - Press to continue Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Audit Accts Headr Items Track Basic Steps • Advance to Screen 275. • Type a valid department code on the Action Line, and subdepartment code, if needed. You may also add a specific document class or document number to narrow the search for the desired information. • Press to view a list of documents that have not completed the matching process. “No Invoicing” and/or “No Receiving” will be displayed on these documents. • Type an “X” in the SL: field to advance to Screen 278 to view detailed information about the selected document. • Additional information is available by placing the cursor on the first line of a document’s information, or in the SL: field, and press the desired PF key shown at the bottom of the screen. Screen 275 – Incomplete Receiving/Invoicing (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Dept: Help 5 characters Enter the department code to be displayed. SubDept: 5 characters Indicate the sub-department to be included in the display. Class: Help 1 character Identify the class of document to be displayed. Doc: 7 character/digits Enter the document number to be displayed on the first line. Number Of days: 3 digits Used to include the incomplete documents that are over the specified number of days old. (For example, over 10 days old.) Screen Information SL: 1 character Type ‘X’ to select a document for display on Screen 278. Doc: 7 character/digits Shows the document number assigned when created. Summary: 3 lines/30 characters Shows the document summary information, including invoicing and receiving status. Date: 8 digits Indicates the date the document was set up on the system. St Cd: 2 characters Indicates the status code. Cat/MS: 2 characters Displays the category/matching status. SubDept: 5 characters Indicates the sub-department for which you want to browse documents. Amount: 10 digits Displays the total dollar amount of all line items for the document. Screen 275 – Incomplete Receiving/Invoicing (cont’d) Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF7 Audit Audit View audit information for selected document. PF8 Accounts Accts Shows the account distribution of funds used for the items on this selected document. PF10 Header Headr Displays extended document header detail for the created document. PF11 Items Items Shows the line items on file for the document. PF12 Track Track Allows you to see the tracking history of a document through creation process. Document Tracking Inquiry Document activity may be monitored using Screen 290. This screen is used to track actions that are performed on a particular document and see the User ID of the last person who took action on the document. Press ENTER to scroll through the list, or type a document number on the Action Line to advance to the number specified. If the document number is not known, but you know the class of document, you may type the document number prefix and press ENTER to view all documents for the class specified. Screen 290 - Document Tracking Inquiry 290 Document Tracking Inquiry 05/20/09 4:18PM FY 2009 CC 02 Screen: ___ Doc: P900612 C To To To Action Action L Document Item Cls Document Item Action Date Time By User - ------- ----- - ------- ----- ------- -------- ----- -------- P P900612 CREATE 09/30/08 13:40 LxxxxxP P P900612 CLOSED 09/30/08 14:43 LxxxxxP P P900612 REOPEN 09/30/08 16:59 LxxxxxP P P900612 CLOSED 09/30/08 17:00 LxxxxxP P P900612 REOPEN 10/14/08 08:46 LxxxxxP P P900612 CLOSED 10/14/08 08:48 LxxxxxP P P900612 REOPEN 10/15/08 10:27 LxxxxxP P P900612 CLOSED 10/15/08 10:29 LxxxxxP P P900612 3.4 DELETE 09/30/08 13:50 LxxxxxP P P900612 3.5 DELETE 09/30/08 13:50 LxxxxxP P P900612 3.6 DELETE 09/30/08 13:50 LxxxxxP P P900612 3.7 DELETE 09/30/08 13:50 LxxxxxP More records - Press ENTER to scroll Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 290. • Press ENTER to scroll through the list, or type a valid document number on the Action Line to display it at the top of the list. You may also enter the document prefix (without a number) to view a list of documents for a specific document class. • Press to view the desired list of all documents. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Enter the document number to be displayed. Screen Information CL: 1 character Identifies the class of the document: Requisition (R), Purchase Order (P), Master Order (M), Bid (B), Exempt Purchase (E), or Limited Purchase (L). Document: 7 character/digits Identifies the document number for the class of document specified. Screen 290 – Document Tracking Inquiry (cont’d) Item: 3 digits Shows the number of line items on the document. To Cls: 1 character Identifies the class of document the document item was transferred to. To Document: 7 character/digits Displays the document number the item was transferred to. To Item: 3 digits Identifies the item number on the document it was transferred to. Action: 7 characters Designates the type of action that was taken against the document. Action Date: 6 digits Shows the date the action was performed on the document. Action Time: 4 digits Displays the time the action was performed on the document. By User: 7 characters/digits Indicates the user ID of the person performing the action on the document. Additional Information PF KEYS See the Appendix for an explanation of the standard PF Keys. Document Tracking Cross Reference FAMIS allows you to cross reference a document from its original source document. Cross references for purchasing documents may be viewed using Screen 291. The “To Document” number is created when items are transferred on the “From Document.” If a PO or LPO document completes normally, no tracking record is created and you will not see these documents displayed on this screen. If a purchase order is completed by using the flag on Screen 228 or Screen 242, then a tracking record will appear on Screen 291. Screen 291 - Document Tracking Cross Reference 291 Document Tracking Cross Reference 05/20/09 4:18PM FY 2009 CC 02 Screen: ___ Doc: P900622 C To To From From From Action Action L Document Item Cls Document Item Action Date Time By User - ------- ----- - ------- ----- ------- -------- ----- -------- P P900622 1.0 R R900800 1.0 TRNSFR 10/01/08 14:18 KxxxxxP P P900623 1.0 R R900438 1.0 TRNSFR 10/01/08 14:19 ExxxxxP P P900623 2.0 R R900438 3.0 TRNSFR 10/01/08 14:19 ExxxxxP P P900623 4.0 R R900438 2.0 TRNSFR 10/01/08 14:19 ExxxxxP P P900624 1.0 R R900786 1.0 TRNSFR 10/01/08 14:22 KxxxxxP P P900625 1.0 R R900769 1.0 TRNSFR 10/01/08 14:23 LxxxxxP P P900625 2.0 R R900769 2.0 TRNSFR 10/01/08 14:23 LxxxxxP P P900626 0.1 B B900195 0.1 TRNSFR 10/02/08 08:32 ExxxxxP P P900626 1.0 B B900195 1.0 TRNSFR 10/02/08 08:32 ExxxxxP P P900626 1.1 B B900195 1.1 TRNSFR 10/02/08 08:32 ExxxxxP P P900626 2.0 B B900195 2.0 TRNSFR 10/02/08 08:32 ExxxxxP P P900626 3.0 B B900195 3.0 TRNSFR 10/02/08 08:32 ExxxxxP More records - Press ENTER to scroll Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 291. • Enter the document number on the Action Line to display it at the top of the list and press . Type only the document prefix to view a list of documents for a specific class. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the document number to be displayed. Screen Information CL: 1 character Shows the class of the document: Requisition (R), Purchase Order (P), Master Order (M), Bid (B), Exempt Purchase (E), or Limited Purchase (L). Screen 291 – Document Tracking Cross Reference (cont’d) To Document: 7 character/digits Displays the document number the item was transferred to. To Item: 3 digits Identifies the item number on the document it was transferred to. From Cls: 1 character Identifies the class of document the document item was transferred from. From Document: 7 character/digits Identifies the document number the item was transferred from. From Item: 3 digits Identifies the item number on the document from which the item was transferred. Action: 7 characters Designates the type of action that was taken against the document. Action Date: 6 digits Date the action was performed on the document. Action Time: 4 digits Time the action was performed on the document. By User: 7 characters/digits Indicates the user ID of the person performing the action on the document. Additional Information PF KEYS See the Appendix for an explanation of the standard PF Keys. Screen 291 – Document Tracking Cross Reference (cont’d) Section IX Appendix Instructions Listed below are general instructions that will make your job easier as you use FAMIS to input or view document information. Please become familiar with the information in this reference as it can make your navigation in FAMIS more efficient. 3270 Emulation Keys Special keys and key combinations must be used when working with FAMIS. These keys are known as 3270 emulation keys and may be defined differently by each 3270 terminal or PC emulation software that you are using. Contact your computer support person if you do not know how to identify the following keys on your computer. PF Keys When a key is listed as PFn, PF represents Program Function. Many PCs use the function keys labeled Fn for these PF keys. Others have special combinations of keys to represent the PF keys, for example, on a Memorex emulation, a combination of the ALT key and the number 1 will represent the PF1 key. At the bottom of the FAMIS screens, there are PF keys listed that can assist in the use of the screen. For example, on Screen 104, Voucher Create, the bottom of the screen shows the PF7 with the word ‘Bkwd’ under it. This means that by pressing the PF7 key, the screen listing will scroll backwards. TAB and BACKTAB Keys Use the TAB and BACKTAB keys on a 3270 terminal to move from field to field. This will position the cursor at the start of each field. Most PCs have a key labeled TAB, while the BACKTAB is a combination of the SHIFT/TAB keys. Using the arrow keys, instead of the TAB keys, to move around the screen may lock the computer keyboard. Use the RESET key, then the TAB key, to position the cursor and unlock the keyboard. CLEAR Key The CLEAR key on many PC keyboards is the PAUSE key. This key is often used to clear, or refresh, the screen before typing. RESET Key After pressing to process data information, note the status bar at the bottom of the screen. When the system is processing information, the symbol "X ( )" or . will appear. You cannot enter additional information until the system is finished processing. If any other symbols appear, press your RESET key -- often the ESCAPE key on a PC. Appendix – Instructions (cont’d) ERASE END OF FIELD Key To erase all the information in a field with one stroke, the ERASE EOF key on a 3270 keyboard is helpful. For example, a vendor name is held in context when moving from screen to screen. To change to a different vendor, use this key and the current vendor name in the Action Line will be removed. Now the new vendor name can be entered. On most PCs, the correct key to use is the END key on the numeric keypad. HOME Key From anywhere on the screen, the most efficient way to take the cursor back to the Screen: field on the Action Line is by pressing certain keys. For the 3270 terminals, the correct combination is the ALT/RULE keys. On most PCs, the HOME key on the numeric keypad will work. Protected Area The Protected Area is the area of the screen that will not allow the user to enter information. Typing information in the protected area may freeze the screen. Use your reset key and then tab key to release your system when it freezes. Action Line/Context The Action Line is usually the first line of information on each screen. The Screen: field is used to navigate from screen to screen by entering the number of the screen desired. Fields such as screen, vendor, voucher number, account, etc. are often found on the Action Line. Data that is entered on the Action Line will be carried in ‘context’ from screen to screen until changed. For example, the GL account number 032365 is entered on the Action Line of the screen below. That account will be carried in ‘context’ until the user keys a different account in the field. The 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 , a message will be given at the top of the screen asking for modifications or providing further processing instructions. F0002 Record has been successfully added 002 GL 6 Digit 03/03/94 14:56 FY 1994 CC AA Screen: ___ Account: 032365 ____ NAVSO, INC. Account Title: NAVSO, INC.________________________ Appendix – Instructions (cont’d) Message Line The line above the Action Line is used to display messages to the user. These messages may be error messages or processing messages, such as the one below. F6537 Please enter a valid six digit GL account 002 GL 6 Digit 01/20/92 11:26 Scrolling Through Data Pressing the key will scroll through information listed on a screen. On some screens, there are PF keys to use to scroll forward, backward, left and right. These PF keys are displayed at the bottom on the screens with that function. Help HELP functions are available for many screen fields in FAMIS. Placing a "?" in the blank beside the desired field and hitting 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 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 will take you back to the original screen. Appendix – Instructions (cont’d) Field Help Using the F2 Program Function Key On selected fields, additional information can be displayed using the PF2 key. This HELP information is accessed by moving the cursor to the field in question and pressing the F2 Key. For example, place the cursor in the Year-end Process: field and press PF2. The first screen displayed explains the purpose of the field. Sometimes you will be shown the values immediately, without a definition or explanation. Screen 002 - GL 6 Digit 002 GL 6 Digit 06/30/99 10:09 FY 1999 CC AM Screen: ___ Account: 014000 ____ MEDICINE Account Title: MEDICINE___________________________ Resp Person: _________ Old Acct: 0284___________ Year-end Process: F Reclassify: _ Reporting Group: __ Aux Code: ___ AFR Fund Group: 10 Fund Group: FG Sub Fund Group: Sub-Sub: __ Flag to indicate what action to take with balance at year end. From the definition screen, press to view the valid values for the field. +------------------------------------------------------------------+ | | | *** D I C T I O N A R Y - H E L P *** | | | | VALUES MEANING | | -------------------------------- ----------------------------- | | F Fiscal Year | | P Project Year | | E Encumbrance Only (SL's only) | | T Transfer BBA (SL's Only) | | D BBA to Different account (SL) | | | | | | | | | | | | Rule : IAFRS-FG-FS-YY-END-PROC Default value is: | | View : IAFRS-GENERAL-SUBSIDIARY-LEDGER | | Field: FG-FS-YY-END-PROC | | | | PF1=Menu PF4=Exit | +------------------------------------------------------------------+ Appendix – Instructions (cont’d) Question Mark or Asterisk (? or *) Help FAMIS also provides information about selected fields through the Question Mark or Asterisk (? or *) Help facility. This HELP information may be accessed by typing a question mark (?) or an asterisk (*) in the field in question and pressing the key. Screen 002 - GL 6 Digit 002 GL 6 Digit 02/16/04 10:12 FY 2004 CC 02 Screen: ___ Account: 010100 ____ ED & GEN INCOME-TUITION Account Title: ED & GEN INCOME-TUITION____________ Resp Person: 4uuuuuuuu0 MASON, MOLLY M Old Acct: NA_____________ Year-end Process: F Reclassify: _ Reporting Group: __ Aux Code: ___ AFR Fund Group: ? Fund Group: FG Sub Fund Group: Sub-Sub: __ Function: __ Default Bank: 03000 Override: Y SL Mapped Count: 18 Alternate Banks: ***** _____ _____ _____ _____ Security: ______ Dept S-Dept Exec Div Coll Mail Cd Stmt Primary: REV__ _____ UN AD C6000 N Secondary: VTEA_ _____ AA CD VM C4457 Y Fund Source: __ ________________________________________ Long Title: EDUCATIONAL AND GENERAL INCOME - TUITION ________________________________________ Account Letter: Y Setup Date: 08/26/1991 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next A pop-up window is displayed with the valid values for the field. By typing an ‘X’ next to the desired value and pressing that value is passed to the main screen. This is called the Passback feature. Screen 002 - GL 6 Digit - Fund Group ?-Help Pop-Up Window +----------------------------------------------------------+ | ** More Codes - Press to View ** | | | | Search Criteria: AFR Fund Group: __ | | | | AFR Sub | | Fund Fund Fund Description | | _ 01 CLEARING ACCOUNTS | | X 10 FG FUNCTIONAL AND GENERAL | | _ 20 DS DF DESIGNATED/FUNCTIONAL & GENERAL | | _ 21 DS DS DESIGNATED/SERVICE DEPARTMENTS | | _ 22 DS ST DESIGNATED/SERV DEPT-MATERIAL & SUP | | _ 23 DS SM DESIGNATED/SERV DEPT-COMM & UTIL | | _ 24 DS SU DESIGNATED/SERV DEPT-REPAIRS & MAIN | | _ 25 DS SR DESIGNATED/SERV DEPT-RENTALS & LEAS | | _ 26 DS SL DESIGNATED/SERV DEPT-PRINTING & REP | | _ 27 DS SP DESIGNATED/SERV DEPT-CLAIMS & LOSSE | | _ 28 DS SC DESIGNATED/SERV DEPT-OTHER OPER EXP | | _ 29 DS SO DESIGNATED/SERV DEPT-OTHER OPER EXP | | -- IASYS-AFR-FUND-GROUP -- | | Select an AFR Fund Group or Press to Quit | +----------------------------------------------------------+ Purchasing Screens List PAGE B20 Purchasing Bulletin Board .................................................................................................................. I-12 Provides a list of all upcoming changes and additions to the purchasing module of FAMIS. B21 Purchasing Campus Bulletin Board ..................................................................................................... I-12 Used by a campus to alert users of Purchasing updates and changes. M20 Purchasing Module Menu .................................................................................................................... I-9 Provides a list of all menus of available purchasing functions. M21 Vendor Information Menu ................................................................................................................... I-9 Provides a list of vendor information screens. M22 Purchasing Inquiry Menu ................................................................................................................... I-10 Provides a list of all available document inquiry screens. M23 PO and Master Order Menu ............................................................................................................... I-10 Provides a list of all screens used to enter and maintain purchase and master orders. M24 Requisitions and Limited Purchasing Entry Menu ............................................................................... I-11 Provides a list of all screens used to enter and maintain requisitions, limited, and exempt purchase orders. M34 Purchasing Invoice Menu ................................................................................................................... I-11 Contains a list of all the screens used to create and modify the purchasing invoices. 215 Print Purchase Document ................................................................................................................. VI-50 Used to print the purchase document. 217 GFE Response – Purchase Orders ...................................................................................................... II-13 Used to capture Good Faith Effort (GFE) information for Purchase Orders. The purpose is to detail vendor bid information for addenda reporting for the Governor’s semi-annual HUB reporting. 218 Renumber Line Items ....................................................................................................................... VI-47 Used to modify the arrangement of line items within a purchasing document. 219 PO and MO Vendor Modify .............................................................................................................. VI-43 Used to change the vendor on a particular purchase order. 220 PO Header Create/Modify .................................................................................................................. VI-9 Used to enter general purchase order information that pertains to the entire document. 221 PO Shipping and Text ....................................................................................................................... VI-15 Used to record shipping and invoicing addresses and special vendor text information. 222 PO Header Text Continued ............................................................................................................... VI-28 Used to record additional header text for a PO. 223 PO Sole Source ................................................................................................................................ VI-30 Used to record sole source justification for documents flagged with a sole source vendor. 224 PO Line Item Create/Modify............................................................................................................. VI-19 Used to enter information that pertains to individual line items on the purchase order. Appendix – Purchasing Screens List (cont’d) PAGE 262 Master Order Header Text Continued ............................................................................................. VII-22 Used to enter additional header text to a master order document. 263 Master Order Sole Source ............................................................................................................... VII-24 Used to record sole source justification for the master order flagged with a sole source vendor. 264 Master Order Line Item Create/Modify ........................................................................................... VII-14 Used to enter information that pertains to individual line items on the master order. 265 Master Order Item Description ....................................................................................................... VII-26 Used to enter up to 99 lines of additional item text. 266 Master Order Close ......................................................................................................................... VII-18 Use to close a master order document. Closing the document allows it to be printed and referenced by requisitions and purchase orders. 268 Master Order Flag Maintenance ...................................................................................................... VII-28 Used to perform maintenance to a master order document or its items. A document may be canceled/deleted, frozen, or reopened. Document items can be deleted on this screen. 269 Master Order Note Text .................................................................................................................. VII-30 Used to add informational notes to document items. 271 Documents Closed But Not Routed ................................................................................................ VIII-25 Provides list of all documents that are closed but have not gone through the routing process. 272 Documents By Status ..................................................................................................................... VIII-28 Provides list of all documents sorted by their status codes. 275 Incomplete Receiving/Invoicing ..................................................................................................... VIII-49 Used in determining why a payment has not been made. 276 Document Inquiry – Line Items w/Paid Amounts............................................................................ VIII-36 Displays a document’s line items having paid amounts. Selection of a line item will pass control to Screen 279. 277 Document Inquiry by Campus ........................................................................................................ VIII-39 Displays document information from all campuses that have the Action Line document number. 278 Document Inquiry .......................................................................................................................... VIII-41 Used to list all items for a multi-item document. 279 Document Line Item Inquiry ........................................................................................................... VIII-46 Used to list detail document line item information. 280 Document Browse ............................................................................................................................ VIII-4 Provides general document information for all document classes. 281 Document Browse By Dept/SubDept ............................................................................................... VIII-7 Allows searching on all document classes by department/subdepartment. 282 Document Browse By Account ....................................................................................................... VIII-10 Allows searching on all document classes by the buying account for a designated fiscal year and campus code. 284 Document Browse By User Ref ....................................................................................................... VIII-13 Searches all documents by user reference number. Appendix – Purchasing Screens List (cont’d) PAGE 285 Document Browse By Vendor......................................................................................................... VIII-16 Searches all documents by vendor identification. 286 Document Browse By State Requisition Number ............................................................................ VIII-19 Provides list of documents starting with the state requisition number. 287 Document Browse By State Order Number .................................................................................... VIII-22 Provides list of documents by the state order number. 288 Document Summary ...................................................................................................................... VIII-31 Provides a snap shot of the entire document. 290 Document Tracking Inquiry ............................................................................................................ VIII-52 Tracks documents through the purchasing process. 291 Document Tracking Cross Reference .............................................................................................. VIII-54 Cross reference documents and items from source documents. 305 Purchasing Campus Bulletin Board ..................................................................................................... I-13 Used by each campus to enter purchasing information. 343 GFE Response – Vouchers ................................................................................................................. II-18 Used to capture Good Faith Effort information for vouchers. Document Inquiry Pop-Up Windows The purchasing document inquiry screens have extended information windows assigned to various function keys that are designated at the bottom of each screen. Placing the cursor (using the cursor arrow keys) on a particular line and pressing the extended information function key will display the pop-up window information for the document or item on that line. Exiting a pop-up window is done by pressing to return to the previous window or inquiry screen. If multiple windows have been opened pressing will return you directly to the inquiry screen from where you started. From within many of the pop-up window an additional set of extended function keys may appear to further inquire on the document or item. See Additional Inquiry Pop-up Windows section for explanation of the function assigned to the key. Inquiry Screen Extended Function Keys Accts Accounts Displays a window of all responsible accounts and their portion of the total order. +------------------------------------------------------------------+ | F5628 End of accounts on document | | P P600026 *** Account Distribution *** | | | | CC FY Account Description Amount | | -- ---- ----------------- -------------------- --------------- | | AM 1996 330001-00000-4050 GIGI'S TEST ACCOUNT 48.64 | | AM 1996 330001-00000-4010 GIGI'S TEST ACCOUNT 11.23 | | Total all Accounts * 59.87 | | | | | | | | | | | | | | PF3= Back to 280 PF4=Exit PF5=BBA | +------------------------------------------------------------------+ Appendix – Document Inquiry Pop-Up Windows (cont’d) Audit Audit Displays a window summarizing document activity. +--------------------------------------------------------------+ | | | **** Audit Information **** | | | | Document: P600027 | | Item: | | | | Date Created: 10/09/95 Time Created: 10.45.43 | | Added By: Axxxx6 CARR, CAREN C | | | | Last Modify Date: 10/19/95 Last Modify Time: 11.31.37 | | Last Modify PGM: Pxxxxx8 | | Last Modify By: Axxxx6 CARR, CAREN C | | | | | | PF3= Back to 280 PF4=Exit | +--------------------------------------------------------------+ Headr Document Header Accesses a window of document header information. From within this window you can view multiple windows of document information. +-----------------------------------------------------------------------------+ | | | **** Document Header Extended Information **** | | | | Document: P600026 * Doc Year: 1996 Total: 15.23 | | Summary: OFFICE AND LAB SUPPLIES FOR FALL SEMESTER | | Vendor: Avvvvvvvvv1 DUCKIE'S LAB AND RESEARCH SUPPLIES | | << Dates>> | | Document: 10/05/95 Cat: RO User Ref: 333333-09988A Req: | | Required: Contact: Ph: | | Start: Buyer: Ph: | | End: Research: N Type Funds: L Type Order: CATL | | Change: No: Print Doc: Y | | Dept: MISP SubDept: Route Status: | | | | PF3= Back to 280 PF4=Exit PF5=AdDept PF6=Ship | | PF7=Sug. Vndr PF8=Accts PF9=Notes PF10=Sole/Emer. PF11=Items | +-----------------------------------------------------------------------------+ Inv Invoicing Displays a window summarizing document invoicing entries. +---------------------------------------------------------------------------+ | | | *** Invoices for Document P600107 *** | | No. M Vchr | | Invoice No. Items Date St St FY Voucher Post Amount | | -------------- --- ---------- -- -- ---- ------- ---- -------------- | | AMC999G1G1 8 10/17/95 CL MS 1996 0000025 N 201.89 | | | | | | | | ** End of Invoices ** | +---------------------------------------------------------------------------+ Appendix – Document Inquiry Pop-Up Windows (cont’d) Items Document Items Shows detail information for items on the document. From within this window you can view multiple windows of item information. +---------------------------------------------------------------------------+ | F2999 End of line items on file | | P P600026 **** Document Item Inquiry **** | | PANEL: 01MORE>> | | Nt Item Description Quantity PCd UOM Extended | | -- ----- ------------------------------ -------- --- ---- --------------- | | * 1.0 standard staples 12.00 BOX 14.88 | | 2.0 standard staplers - hand held 16.00 EA 33.76 | | 3.0 Assorted Screws, Nuts, and Bol 1.00 CS 11.23 | | 4.0 microscope glass slides - 250 10.00 BOX 90.00 | | | | | | | | PF3= Back to 280 PF4=Exit PF5=More Desc PF6=Itm Ext PF7=Audit | | PF8=Itm Accts PF9=Itm Notes PF10=Left PF11=Right | +---------------------------------------------------------------------------+ Print Print Used to print document information from FAMIS using Entire Connection. She the FAMIS Entire Connection User’s Manual for greater detail. +---------------------------------------------------------+ | You must be running Entire Connection in order to | | take advantage of this print function. | | | | Press to Proceed with Print | | | | Press PF12 to Cancel this print request | | | +---------------------------------------------------------+ Recv Receiving Displays a window summarizing document receiving entries. +---------------------------------------------------------------------------+ | *** Shipments for Document P600107 *** | | No. Date Rec by | | Ship Items Received St Doc Summary Dept Carrier | | ---- --- ---------- -- ----------------------------------- ----- ------- | | 001 8 10/20/95 CL LAB/OFFICE SUPPLIES, FALL 1996 MISP UPS | | | | ** End of Shipments ** | +---------------------------------------------------------------------------+ Appendix – Document Inquiry Pop-Up Windows (cont’d) Track Document Tracking Identifies all types of action that have gone against this document. From within this window you may track any of the related documents by placing the cursor on any of the window lines and press . +----------------------------------------------------------+ | P P600026 Document Tracking | | | | Class Document Item Action Date Time | | ----- -------- ------ -------- --------- ------ | | To CREATE 10/05/95 16:15 | | To CLOSED 10/12/95 10:30 | | To REOPEN 10/13/95 14:33 | | To CLOSED 10/13/95 14:35 | | To REOPEN 10/13/95 14:42 | | To CLOSED 10/13/95 14:49 | | To REOPEN 10/13/95 14:49 | | To CLOSED 10/13/95 14:51 | | | | PF3= Back To 280 PF4=Exit PF12=Track | +----------------------------------------------------------+ 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 & Approvals. Many screens have extended information windows assigned to various function keys that are designated at the bottom of each screen or pop-up window. Placing the cursor (using the cursor arrow keys) on a particular line and pressing the extended information function key will display the pop-up window information for the document or item on that line. Exiting a pop-up window is done by pressing to return to the previous window or inquiry screen. If multiple windows have been opened pressing will return you directly to the screen where you started. From within many of the pop-up window an additional set of extended function keys may appear to further inquire on the document or item. Extended Function Keys Accts Accounts Displays a window of all responsible accounts and their portion of the total order. +------------------------------------------------------------------+ | F5628 End of accounts on document | | P P600026 *** Account Distribution *** | | | | CC FY Account Description Amount | | -- ---- ----------------- -------------------- --------------- | | AM 1996 330001-00000-4050 GIGI'S TEST ACCOUNT 48.64 | | AM 1996 330001-00000-4010 GIGI'S TEST ACCOUNT 11.23 | | Total all Accounts * 59.87 | | | | | | | | PF3= Back to 280 PF4=Exit PF5=BBA | +------------------------------------------------------------------+ Appendix – Standard PF Keys (cont’d) AdDept Additional Departments Displays all departments that have approval and accounts on this document. +--------------------------------------------------------------+ | Additional Departments/SubDepartments | | Doc: P400013 | | Dept SubDept | | ----- ------- | | CHEM | | MISP | | PURS | | | | | | Press to Exit | +--------------------------------------------------------------+ Addr Address Used to include more lines of address information. +-------------------------------------------+ | | | Addr: 11409 WADDLE WAY _____________ | | SUITE 909_____________________ | | ATN: WAYNE WADDLESWORTH______ | | ______________________________ | | | +-------------------------------------------+ AdFFX Additional Fixed Asset Information Provides additional information for a particular fixed asset record. +---------------------------------------------------------------------+ | ** Additional Fixed Asset Information ** | | | | Purchase Order | | Number: P550039 PO Line: 001 | | Account Number: 1xxxxxxxxx08435 Acq Method: PO | | | | Vendor | | Number: 1vvvvvvvvv0 | | Name: APPLE COMPUTER | | | | Alt APO | | Name: RODDEY, RHONDA | | Number: 4uuuuuuu6 | | Exec Level: AA | | Division: CD | | School: BA | | Dept: CLBA | | | +---------------------------------------------------------------------+ Appendix – Standard PF Keys (cont’d) 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 *** | | | | CC FY Account Over Budget Message | | -- ---- ----------------- ------------------------------ | | 02 1994 133502-00000-8435 | | | | PF4=exit | +-------------------------------------------------------------+ Bkwd Backwards Returns to the pervious screen or scrolls one page back for a particular item. Ddesc Damage Description Used to provide information about any goods that were damaged. +-------------------------------------------------------------------+ | | | Dmg Description: 10 OF THE 12 DRUMS OF CONTAINING POLY- ______ | | ACRILAMIDE GEL FOR P.A.G.E. ANALYSIS ________ | | HAD BEEN CRUSHED BY HEAVIER SUPPLIES AND_____ | | WERE LEAKING UPON ARRIVAL.___________________ | | _____________________________________________ | | NEW DRUMS HAVE BEEN REQUESTED FROM THE ______ | | VENDOR AND SHOULD ARRIVE W/IN 10 DAYS________ | | _____________________________________________ | | | +-------------------------------------------------------------------+ Frwd Forward Advances to the next screen or scrolls one page forward for a particular item. Header Document Header Accesses a window of document header information. From within this window you can view multiple windows of document information. +-----------------------------------------------------------------------------+ | | | **** Document Header Extended Information **** | | | | Document: P400013 Doc Year: 1995 Total: 1,945.66 | | | | << Dates>> | | Document: 10/04/93 Cat: RO User Ref: 133502-4048 Req: | | Required: Contact: RONALD R. ROGERS Ph: 409-845-3335 | | Start: Buyer: BAB BARBARA BENSLY Ph: 409-845-4555 | | 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 | +-----------------------------------------------------------------------------+ Appendix – Standard PF Keys (cont’d) Idesc Item Description More detailed item descriptions can be entered by pressing PF11. +-------------------------------------------------------------------+ | | | Item Description: MACINTOSH QUADRA 650 WITH 500 MB HARD DISK___ | | 8 MB RAM, 1 MB VRAM, INTERNAL CD ROOM 300I___ | | PART NO: M2104LL/B___________________________ | | _____________________________________________ | | _____________________________________________ | | _____________________________________________ | | _____________________________________________ | | _____________________________________________ | | | +-------------------------------------------------------------------+ Items Document Items Provides a window showing all document items. From within this window you can view multiple windows of item information. +---------------------------------------------------------------------------+ | F2999 End of line items on file | | R R400007 **** Document Item Inquiry **** | | PANEL: 01MORE>> | | Nt Item Description Quantity PCd UOM Extended | | -- ----- ------------------------------ -------- --- ---- --------------- | | 1.0 1.6 GB FORMATTED (USEABLE) FAS 1.00 X EA 1,515.00 | | | | | | PF3= Back to 280 PF4=Exit PF5=More Desc PF6=Itm Ext | | PF8=Itm Accts PF9=Itm Notes PF10=Left PF11=Right | +---------------------------------------------------------------------------+ Itm Accts Accounts on a Document Displays the responsible accounts for the particular document item and their portion of the item total. +----------------------------------------------+ | 5628 End of accounts on document | | R R400007 *** Account Distribution *** | | | | CC FY Account Amount | | -- ---- ----------------- --------------- | | 02 1994 511060-00000-8435 1,515.00 | | | | | | PF4=exit PF5=BBA | +----------------------------------------------+ Appendix – Standard PF Keys (cont’d) Itm Ext Item Extended Information Show detail information about the specific item ordered (i.e., quantity, unit of measure, unit price and commodity code). +-------------------------------------------------------------------------+ | **** Document Item Extended Information **** | | | | Document: R400007 1.6 GB FORMATTED (USEABLE) FAST SCSI-2 DISK | | Item: 1.0 | | Date Created: 09/22/93 | | Quantity: 1.00 Last Modified: 10/06/93 | | UOM: EA | | Unit Price: 1,515.0000 Commodity: 20534 | | Extended Price: 1,515.00 Tax: | | Prc Cd: X Print: | | | | PF4=Exit | +-------------------------------------------------------------------------+ 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 | | R400007 1.0 Position at line: ___ | | Line ******** Note Text ******** | | PROGRAM DIRECTOR, MARTHA M MALLARD REQUESTS__ | | TO REVIEW ALL MATERIAL ORDER UPON ARRIVAL.___ | | _____________________________________________ | | MS MALLARD WILL BE RESPONSIBLE FOR DISPERSAL_ | | AMONG CONFERENCE ATTENDEES___________________ | | _____________________________________________ | | PF4=Exit Page (F/B/E): E | | | +-------------------------------------------------------------------+ Left Scroll Left Some windows are made up of several adjacent panels. These will be designated by the word Panel: ## appearing in the window. Pressing this key scrolls the panel to the left. More Desc More Description Displays complete description text for a document or an item. +--------------------------------------------------------------+ | R R400007 **Document Item Inquiry ** | | Item: 1.0 | | | | Line Descriptions | | ---- --------------------------------------------- | | 1 1.6 GB FORMATTED (USEABLE) FAST SCSI-2 DISK | | 2 DRIVE FOR SGI INDIGO WITH INTERNAL MOUNTING | | 3 BRACKET, 10 MS ACCESS TIME, FORMATTED AND | | 4 TESTED PRIOR TO SHIPPING, MODEL SEAGATE | | 5 OR EQUIVALENT. 5 YEAR OR GREATER. | | | | ** End of description List ** | | | | Press to Exit | +--------------------------------------------------------------+ Appendix – Standard PF Keys (cont’d) Next Next Screen Advances to the next screen required. Notes Displays any notes attached to the document header. Use the Position at Line: field to start the text at a particular line. The Page (F/B/E): field scrolls Forward, and Backwards through the text, or End to exit the window. +------------------------------------------------------------------+ | F0013 Please enter desired modifications | | P600026 1.0 Position at line: ___ | | Line ******** Note Text ******** | | 1 >>Notes Entered 10/12/95 BY CARR, CAREN C____ | | 2 THE DEPARTMENT REQUESTS TO REVIEW ALL BIDS___ | | 3 PRIOR TO THE AWARD.__________________________ | | 4 _____________________________________________ | | 5 CONTACT DR. WAYNE W. WASHINGTON FOR FURTHER_ | | 6 DETAILS/CLARIFICATION ABOUT THE REQUESTED____ | | 7 ITEMS._______________________________________ | | 8 _____________________________________________ | | 9 _____________________________________________ | | 10 _____________________________________________ | | 11 _____________________________________________ | | 12 _____________________________________________ | | PF4=Exit PF7=PItem PF8=NItem Page (F/B/E): _ | +------------------------------------------------------------------+ Pdesc Purchasing Document Description Additional description for purchasing document items may be seen by pressing this PF Key. +-------------------------------------------------------------------+ | | | ITEM Description: yellow sticky note pads______________________ | | assorted sizes, including:___________________ | | 15 2 1/2 in X 2 1/2 in pads__________________ | | 9 2 1/2 in X 1 in pads______________________ | | 9 3 1/2 in X 4 in pads______________________ | | _____________________________________________ | | _____________________________________________ | | _____________________________________________ | +-------------------------------------------------------------------+ Rdesc Receiving Item Description Displays a window where additional receiving item descriptions may be added/modified. +-------------------------------------------------------------------+ | | | ITEM Description: ONLY 1/2 OF EXPECTED ORDER ARRIVED WITH THIS_ | | SHIPMENT.____________________________________ | | PLEASE NOTIFY MS. MARTHA MALLARD AS SOON_____ | | AS REMAINING SUPPLIES ARE RECEIVED SO THAT___ | | THEY MAY BE DISTRIBUTED TO DEPARTMENT HEADS._ | | _____________________________________________ | | _____________________________________________ | | | +-------------------------------------------------------------------+ Appendix – Standard PF Keys (cont’d) Right Scroll Right Some windows are made up of several adjacent panels. These will be designated by the word Panel: ## appearing in the window. Pressing this key scrolls the panel to the right. Ship Shipping Address Displays the Ship To and Invoice To addresses for the document. +-----------------------------------------------------------------------------+ | **** Required Shipping and Text Information **** | | | | Document P400013 | | | | Ship To Address Nbr: Invoice To Address Nbr: | | Name: DEPARTMENT OF CHEMISTRY Name: DEPARTMENT OF CHEMISTRY | | Addr: ATTN: CORWIN CARTER Addr: ATTN: CORWIN CARTER | | | | City: COLLEGE STATION State: TX City: COLLEGE STATION State: TX | | Zip: 778433255 Country: Zip: 778433255 Country: | | PH: FAX: PH: FAX: | | | | Press 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 to Exit | +-----------------------------------------------------------------------------+ Track Document Tracking Displays a document tracking window identifying all types of action that have gone against this document. From within this window you may track any of the related documents by placing the cursor on any of the window lines and press again. +----------------------------------------------------------+ | P P600026 Document Tracking | | | | Class Document Item Action Date Time | | ----- -------- ------ -------- --------- ------ | | To CREATE 10/05/95 16:15 | | To CLOSED 10/12/95 10:30 | | To REOPEN 10/13/95 14:33 | | To CLOSED 10/13/95 14:35 | | To REOPEN 10/13/95 14:42 | | To CLOSED 10/13/95 14:49 | | To REOPEN 10/13/95 14:49 | | To CLOSED 10/13/95 14:51 | | | | PF3= Back To 280 PF4=Exit PF12=Track | +----------------------------------------------------------+ Appendix – Standard PF Keys (cont’d) Vndr Suggested Vendors Displays all suggested vendor sources for a particular document. +-----------------------------------------------------------------------------+ | **** Suggested Vendors Information **** | | | | Document: R400007 | | | | VID: or FEI: 6xxxxxxx8 VID: or FEI: 8xxxxxxx8 | | FALCON SYSTEMS INC LEGACY SYSTEMS | | Addr: 5816 ROSEVILLE ROAD Addr: 1006 DEPO HILL RD SUITE G | | SACRAMENTO CA 95842 BROOMFIELD CO 80020 | | | | PH: 800-326-1002 FAX: 916-344-1292 PH: FAX: | | | | Press to Exit | +-----------------------------------------------------------------------------+ FAMIS Transaction Codes FAMIS uses a 3-digit transaction code to determine how transactions are processed. The last digit is often used as a reference to further describe the transaction. The exception is a full 3-digit code to indicate special processing. Many of these codes are used for budget transactions, encumbrances and beginning balances. Financial Accounting 02x - Budgets (Screens 10, 10A, 10B, 10C, 10D) 020 Original Budgets & Original Budget Corrections Special FAMIS Processing 021 Revised Budgets (General) Special FAMIS Processing 022 Budget Transfers Special FAMIS Processing 023 Base SL to SA (Original) Special FAMIS Processing 024 Base SL to SA (Revised) Special FAMIS Processing 025 SA to SA (Within SL Only) Special FAMIS Processing 027 Begin Year Budget Forward Special FAMIS Processing 03x - Receipts (Screen 12) 030 Regular Cash Receipts (Dept. Sales, Payments to Clearing Accts) User Defined 031 Investment Earnings User Defined 032 Gifts User Defined 033 Miscellaneous Receipts User Defined 034 Cashiers – Vault Entries User Defined 038 Payroll Interpart Transfers Assigned by FAMIS 039 Interpart IDTs – Credit to One Part, Disbursement to Other Assigned by FAMIS 04x - Disbursements (Screen 13) 043 Miscellaneous Disbursements User Defined 044 Cashiers – Vault Entries User Defined 045 Miscellaneous Cash Disbursements (Travel Advance, Work Funds) User Defined 046 Change of Source of Funds Assigned by FAMIS 047 AP Check Voids Assigned by FAMIS 048 AP Disbursements Assigned by FAMIS 049 Payroll Disbursements Assigned by FAMIS 05x - Encumbrances (Screen 11) 050 Previous Year(s) Encumbrances Special FAMIS Processing 051 Salary Encumbrances Assigned by FAMIS 054 Requisition Assigned by FAMIS 055 Purchase Order Assigned by FAMIS 057 Encumbrance Begin Year Carry Forward Special FAMIS Processing 058 Regular Encumbrance User Defined 059 Current Year Encumbrances (budget check, regardless of flags) Special FAMIS Processing E5x Blanket Wage Encumbrances Assigned by FAMIS Appendix – FAMIS Transaction Codes (cont’d) Financial Accounting Transaction Codes (cont’d) 06x - Encumbrances (Screens 14, 14A, 25, 35, 36, 37 85, 86) 060 Real Journal Entries User Defined 061 JE for IDTs Assigned by FAMIS 062 JE for Cash Sales/Payments on Receivables (overrides freeze) Assigned by FAMIS 063 JE from Student Feeds Assigned by FAMIS 064 JE from Payroll Feeds Assigned by FAMIS 065 JE from Accounts Receivable (create receivable) Assigned by FAMIS 066 JE from Fixed Assets (capitalization, etc) Assigned by FAMIS 067 JE from LMS (Loan Management System) Assigned by FAMIS 068 JE from Accounts Payable (setting up liabilities) Assigned by FAMIS 069 Compound Journal Entries (system controlled) Assigned by FAMIS 06A JE for Procurement Card Entries Assigned by FAMIS 09x – Beginning Balances, Bank Transfers (Screen 15) 090 Bank Transfers Special FAMIS Processing 098 Beginning Balances Special FAMIS Processing A/P Voucher 14x – Regular Vouchers (Screens 104, 111, 112) (Invoicing Screen345) 140 Regular Vouchers User Defined 141 Regular Vouchers User Defined 142 Produce Separate Checks for Vouchers User Defined 143 State Travel Vouchers Special FAMIS Processing 147 Revolving Vouchers Assigned by FAMIS 148 Change Source of Funds Assigned by FAMIS 149 Force Separate Check Special FAMIS Processing 15x – Credit Memos (Screen 108) (Invoicing Screen340) 151 Regular Credit Memo User Defined 152 Regular Credit Memo User Defined 159 Forces Separate Credit Memo (only matches when used on same voucher as charges) Special FAMIS Processing 16x – Prepaid Vouchers (Screen 109) (Invoicing Screen345) 160-164 Prepaid Voucher (Regular) with reconciliation User Defined 165 Prepaid Voucher with NO reconciliation (does a JE to cash voucher clearing and does not affect the bank) Assigned by FAMIS 166 Prepaid Voucher with NO reconciliation (offset to the bank) Assigned by FAMIS 167 Prepaid Revolving Voucher Assigned by FAMIS 169 Prepaid Cash Voucher User Defined 17x – Prepaid Credit Memo (Screen 116) (Invoicing Screen340 and 345) 170-174 Prepaid Credit Memo with reconciliation User Defined 176 Prepaid Credit Memo with NO reconciliation (no offset to the bank) User Defined 175 NOT USED User Defined 177-179 Prepaid vouchers with reconciliation User Defined K:\FA\DOC\WRKNPRCS\Charts for Manuals\(NEW) transactioncodesidea.docx FAMIS Session and Batch Header Codes A session/batch reference code is used to group sessions of like transactions. The first three (3) characters typically identify the type of transactions entered during the session. For example, ARP001 would signify an Accounts Receivable Payment transaction. We recommend that FAMIS users use these batch header codes where appropriate. Accounts Payable IDTs AP ACH APA FAMIS ASSIGNED Regular IDT AP Check APC FAMIS ASSIGNED Corrections IDC AP State Voucher APV FAMIS ASSIGNED Gift Fees FEE Fee FEE Interface IDTs (dept. code) Ex: PHPLxx Travel TRV Corrections-Travel TRC Visa/MC Charges VMC Purchase PRV Interagency Payments IAP Prepaid Vouchers PPV Journal Entries Corrections- Purchase PVC Regular JEN Delete Vouchers DEV Corrections JEC Housing Interface HSG FAMIS ASSIGNED Investments JIN SIMS Interface SIMS FAMIS ASSIGNED Payroll Miscellaneous MDS EPA Adjustments EPA FAMIS ASSIGNED Procurement Card PCC FAMIS ASSIGNED Insurance Billing INS FAMIS ASSIGNED Corrections-Payroll CPR Insurance Equity Transfer INEQ FAMIS ASSIGNED Accounts Receivable Payroll PAY FAMIS ASSIGNED AR Accounting Feed FAR FAMIS ASSIGNED Payroll Auto Adjustment SEAA FAMIS ASSIGNED AR Payments ARP FAMIS ASSIGNED Salary Encumbrance SEN FAMIS ASSIGNED Bank Transfers Salary Savings SSV FAMIS ASSIGNED Bank Transfers BTR Fixed Assets (FFX) Budget FFX Accounting Feed FFX FAMIS ASSIGNED Budget Brought Forward BBF FAMIS ASSIGNED FFX Depreciation Fee FFD FAMIS ASSIGNED Beginning Entries BEG Sponsored Research (SPR) Regular BJN Indirect Cost INDZ FAMIS ASSIGNED Original Budgets BUD Suspense Generated Exp Budget GEB FAMIS ASSIGNED Suspense SUS Cash Receipts Cashier Deposits-Depts CDP Corrections Receipts CRC Departmental Deposits DDP Distribution to S/L DTR Gifts GIF Interest INT Investment Sales INS Letter of Credit LOC Miscellaneous MDP V/MC Charge Back CBK V/MC Deposits VDD Encumbrance Encumbrance ENC K:\FA\DOC\WRKNPRCS\Student\(NEW) Session Batch Header Codes.docx FAMIS Reference Codes Currently, there are four different reference codes used in FAMIS. Specific transactions are associated with these codes. Each transaction code is identified below, along with related transactions. Samples of Screen 23 have been used to show each reference code with related transactions. Reference # 1 FIELD RELATED TRANSACTIONS CODE TYPE OF DATA or # TYPE REF 1 Encumbrances Vouchers Credit Memos Prepaid Vouchers Prepaid Credit Memos Revolving Vouchers Revolving Prepaid Vouchers Change Source of Funds Multi Vendor Vouchers (SL & GL) 05x 06x PO # or Doc # Budget (SL) Budget Transfer 02x Budget # Beg Balance # 098 Beginning Balance (GL) AFR # 060 AFR Entries/Reversals (SL & GL) Screen 23 – Transaction Inquiry by Account (Panel 1) 023 Transaction Inquiry by Account 03/10/09 14:02 VET MED - TEACHING HOSPITAL FY 2009 CC 02 Screen: ___ Account: 144013 4010 Ref: 1 Direct/Indirect: D Bank Option: N Sbcd TC Ref 1 Date Description Amount I BatRef Offset Acct ---- --- ------- ----- ------------------ --------------- - ------ ----------- 4010 054 L902781 09/16 DYLAN TROPHY DB 420.50 D 8576JF 4010 054 L904455 09/22 WINSTON'S OFFICEWOR 367.00 D 8576JF 4010 068 L903552 09/25 NASH NASWORTHY 131.49 F PVP308 014400 2100 4010 068 L904455 09/26 WINSTON'S OFFICEWOR 367.00 F PVP309 014400 2100 4010 061 09/26 STORES 646.71 PURS01 270260 0523 4010 061 09/26 STORES 107.47 PURS01 270260 0523 4010 061 09/26 STORES 434.10 PURS01 270260 0523 4010 061 09/26 STORES 51.41 PURS01 270260 0523 4010 061 09/26 STORES 72.35 PURS01 270260 0523 4010 061 09/26 STORES 90.57 PURS01 270260 0523 4010 061 09/26 STORES 11.96 PURS01 270260 0523 4010 061 09/26 STORES 417.24 PURS01 270260 0523 4010 061 09/26 STORES 322.99 PURS01 270260 0523 4010 061 09/26 STORES 98.66 PURS01 270260 0523 * Continued * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View DLoad Left Right Appendix – FAMIS Reference Codes (cont’d) Reference # 2 Reference 2 is almost always assigned by FAMIS. In most cases, this will be the voucher number. There are various ways to view or report data by this reference number. FIELD RELATED TRANSACTIONS CODE TYPE OF DATA or # TYPE REF 2 Disbursements Vouchers Credit Memos Prepaid Vouchers Prepaid Credit Memos Revolving Vouchers Change Source of Funds Multi-Vendor Vouchers Revolving Prepaid Vouchers 068 Voucher # Interdepartmental Transfers Receipts 030 061 Bill # or Receipt # A/R Addt’l Line Item Entry A/R Line Item Adjust A/R Line Item Payment A/R Invoice Encumbrance (SL) 05x Document # AFR Entries/Reversals (SL & GL) 060 Document # DBR Budget Transfer 022 DBR Document # Screen 23 – Transaction Inquiry by Account (Panel 1) 023 Transaction Inquiry by Account 03/10/09 14:01 VET MED - TEACHING HOSPITAL FY 2009 CC 02 Screen: ___ Account: 144013 4010 Ref: 2 Direct/Indirect: D Bank Option: N Sbcd TC Ref 2 Date Description Amount I BatRef Offset Acct ---- --- ------- ----- ------------------ --------------- - ------ ----------- 4010 054 L902781 09/16 DYLAN TROPHY DB 420.50 D 8576JF 4010 054 L904455 09/22 WINSTON'S OFFICEWOR 367.00 D 8576JF 4010 068 1006899 09/25 NASH NASWORTHY 131.49 F PVP308 014400 2100 4010 068 1007488 09/26 WINSTON'S OFFICEWOR 367.00 F PVP309 014400 2100 4010 061 S054790 09/26 STORES 646.71 PURS01 270260 0523 4010 061 S054792 09/26 STORES 107.47 PURS01 270260 0523 4010 061 S054793 09/26 STORES 434.10 PURS01 270260 0523 4010 061 S054794 09/26 STORES 51.41 PURS01 270260 0523 4010 061 S054795 09/26 STORES 72.35 PURS01 270260 0523 4010 061 S054796 09/26 STORES 90.57 PURS01 270260 0523 4010 061 S054797 09/26 STORES 11.96 PURS01 270260 0523 4010 061 S054798 09/26 STORES 417.24 PURS01 270260 0523 4010 061 S054799 09/26 STORES 322.99 PURS01 270260 0523 4010 061 S054800 09/26 STORES 98.66 PURS01 270260 0523 * Continued * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View DLoad Left Right Appendix – FAMIS Reference Codes (cont’d) Reference # 3 Reference 3 is less used than the others. There are some transactions where you will see entries in Reference 3. There are various ways to view the data for this reference number. FIELD RELATED TRANSACTIONS CODE TYPE OF DATA or # TYPE AUTO OR MANUAL REF 3 AP Disbursements (GL) Prepaid Vouchers 04x 068 AP Check # A Receipts Disbursements 03x 04x Teller # (if manually entered) M Screen 23 – Transaction Inquiry by Account (Panel 1) 023 Transaction Inquiry by Account 03/10/09 13:58 VET MED - TEACHING HOSPITAL FY 2009 CC 02 Screen: ___ Account: 144013 4010 Ref: 3 Direct/Indirect: D Bank Option: N Sbcd TC Ref 3 Date Description Amount I BatRef Offset Acct ---- --- ------- ----- ------------------ --------------- - ------ ----------- 4011 068 02/28 JT MOORE CHANCE 89.61 N PCV001 014400 2100 4011 041 02/28 WALLER-CREDIT INV 8.00- C PCR001 4011 054 03/06 ROY RASWELL DISTR 316.36 D 8576JF 4013 054 12/04 MMM VETERINARY SUP 21.82 D 7940EP 4013 054 12/04 MMM VETERINARY SUP 15.58 D 7940EP 4013 068 12/15 MMM VETERINARY SUP 21.82 F INV376 014400 2100 4013 068 12/15 MMM VETERINARY SUP 15.58 F INV376 014400 2100 4013 061 0106202 01/08 CARE PAY 20090000 2,089.64 OSJ009 001004 1610 4013 054 03/06 PNEUMON SERVICES 32.00 D 7940EP 4013 054 03/06 SHORE VETERINARY I 253.66 D 7940EP 4014 068 03/03 DYLAN TROPHY DB 7.50 F PVP410 014400 2100 4020 054 09/01 DALE MARKETING L P 593.92 D PUR001 4020 054 09/09 DALE MARKETING L P 79.99 D 8576JF 4020 054 09/15 DISK-O-TAPE INC 753.82 D 8576JF * Continued * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View DLoad Left Right Appendix – FAMIS Reference Codes (cont’d) REFERENCE # 4 Reference 4 is typically used by departments to identify transactions by a number that is meaningful to them. There are various ways to view or report data by this reference number thereby aiding the departments to work with their accounting data. FIELD RELATED TRANSACTIONS CODE TYPE OF DATA or # TYPE REF 4 Vouchers Credit Memo Prepaid Vouchers Prepaid Credit Memos Revolving Prepaid Vouchers Change Source of Funds Multi-Vendor Vouchers 068 Department Voucher # A/R Additional Line Item Entry A/R Line Item Adjust A/R Line Item Payment 022 A/R Payment Check # AFR # 060 AFR Entries/Reversals (SL & GL) Screen 23 – Transaction Inquiry by Account (Panel 1) 023 Transaction Inquiry by Account 03/10/09 13:56 VET MED - TEACHING HOSPITAL FY 2009 CC 02 Screen: ___ Account: 144013 4010 Ref: 4 Direct/Indirect: D Bank Option: N Sbcd TC Ref 4 Date Description Amount I BatRef Offset Acct ---- --- ------- ----- ------------------ --------------- - ------ ----------- 4010 054 84691 09/16 DYLAN TROPHY DB 420.50 D 8576JF 4010 054 90248 09/22 WINSTON'S OFFICEWOR 367.00 D 8576JF 4010 068 90105 09/25 NASH NASWORTHY 131.49 F PVP308 014400 2100 4010 068 90248 09/26 WINSTON'S OFFICEWOR 367.00 F PVP309 014400 2100 4010 061 09/26 STORES 646.71 PURS01 270260 0523 4010 061 09/26 STORES 107.47 PURS01 270260 0523 4010 061 09/26 STORES 434.10 PURS01 270260 0523 4010 061 09/26 STORES 51.41 PURS01 270260 0523 4010 061 09/26 STORES 72.35 PURS01 270260 0523 4010 061 09/26 STORES 90.57 PURS01 270260 0523 4010 061 09/26 STORES 11.96 PURS01 270260 0523 4010 061 09/26 STORES 417.24 PURS01 270260 0523 4010 061 09/26 STORES 322.99 PURS01 270260 0523 4010 061 09/26 STORES 98.66 PURS01 270260 0523 * Continued * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View DLoad Left Right K:\FA\DOC\WRKNPRCS\Charts for Manuals\FAMIS Reference Codes.doc Revised: 02/23/2011 3:10 PM Glossary A ABR See Automatic Budget Reallocation. ABR Pool Table A user-defined table assigning rules for budget pools and the subcode ranges participating in each pool. Account A functional unit, identified by an account ID, that serves a particular accounting purpose where one person has primary responsibility for it. Accounts include balance sheets (GL) and revenue/expenditure accounts (SL). A building (in the Plant Funds area) is an example of a General Ledger account and the President’s Office is an example of a Subsidiary Ledger account. Account Control The last four digits in the ten-digit account number for a General Ledger account. The account control designates a specific asset, liability, fund balance, fund addition, fund deduction or summary control. Account ID A 6-digit identification number for an account. Account Number A 10-position ID within the master file of the Financial Records System. The first 6 positions identify the specific account while the last four positions identify the account control for a balance sheet account (GL) and the object code for a revenue or expenditure account (SL). Accounts Payable An application of the Financial Records System (FRS). AP processes vendor payments and keeps track of financial activity involving vendors. Action/Context Line The screen line (usually fourth from the top) or lines where the screen to be accessed and the key of the data to be addressed are input and displayed. Alias A commonly used name for a vendor, other than the formal customer name (primary name) that prints on the check. The Purchasing System also offers a commodity alias name and permits you to define any number of alias names, once a vendor has been created. AP See Accounts Payable. Attributes Descriptive data associated with a record. Examples are school, department, function, name and responsible person. Attributes support a variety of sophisticated reporting techniques. Automatic Budget Reallocation (ABR) When transactions are entered, a process by which the system automatically transfers budget dollars from predefined budget pools to specific object codes. Appendix – Glossary (cont’d) B Bank Transfer A movement of cash from one bank account to another. This allows expenditures at specific object codes to share in a single pool of money. Batch/Session A collection of related transactions entered into the system with a header record and control totals, usually prepared by one person or subsystem feed. Batch Interface A type of interface where one system generates transactions to be batched for input into another system. BBA See Budget Balance Available. Beginning Balance Balances posted during implementation. Budget A plan of revenue and expenditures for an accounting period expressed in monetary terms. Budget Balance Available (BBA) That portion of budget funds that is unspent and unencumbered. Budget Fiscal Year Budgets are prepared in one fiscal year for the next fiscal year. The default is always the next fiscal year when using any Budget Preparation screen. Budget Pattern Used to group individual object codes (or ranges), into budget categories to establish new fiscal year budget. Tracks current and past year account activity in order to develop the new fiscal year budget. Budget Pool A budget summarized at significant levels of revenue or expense. A single pool of money defined for use by specific object codes. Budget Version Various versions of a budget can be created and names for comparative purposes. Buying Account Account which is allowed to “purchase” from a specific selling account via an interdepartmental transfer. C Capital Assets, cash, means, property, resource. Cash Coins, currency, checks, and anything else a bank will accept for immediate deposit. Cash Disbursement A non-vouchered payment for goods received, services rendered, reduction of debt or purchase of other assets. Cash Receipt Cash received from cash sales, collections on accounts receivable and sale of other assets. Appendix – Glossary (cont’d) Chart of Accounts A listing, at the 6-digit level, of all account numbers within FAMIS. Sometimes the COA defines the accounts at the 10-digit level as well. Check Override The capability to bypass, on an individual-voucher basis, controls that were previously set for all vouchers. Claim-On-Cash The share of ownership that an account has in the institution’s money. Clearing Account A temporary summary account (such as a payroll account) which is periodically set to zero. COA See Chart of Accounts. Compound Journal Entry A two-sided transaction that posts debits and credits. Context The information that identifies the record being displayed or to be displayed by the system. Copy The process that creates a new pattern from an existing version (specified on the Action Line) or ABR (specified in the resulting pop-up screen). Credit Memo The reduction of a payable previously paid or still open. A credit memo may result from overpayment, overbilling, or the return of goods. Currency Code A code that identifies a record in the Tax Currency Table. This record provides the factor to calculate foreign currency conversion costs or gains and the liability account used. The code is translated through a table into a conversion rate. Cycle Two or more programs that are run in a specific sequence. D Data Data are representations, such as characters, to which meaning might be assigned. They provide information and can be used to control or influence a process. This term is not synonymous with information. Information is data to which meaning has been assigned. Database The collected information that is accessible to the computer for processing. Data Control The tracking of input, processing and output, and the comparing of actual results to expected results in order to verify accuracy. Data Element HELP An on-line feature that assists the user by providing immediate information about any particular field on a screen. Appendix – Glossary (cont’d) Data Entry A means for adding information into the system. Default The value that the system will assign if no other value is entered. Default Mandatory Flag indicating whether the transfer is mandatory. If no value is entered in the detail lines for this field, the transfer will be flagged with the default value after pressing . Delete Flag A data element whose condition signifies that a document will be permanently removed from the database during the next archive cycle. Demand Voucher Voucher to be paid during the next Check Cycle. Diagnostic Message HELP An on-line feature that assists the user with data entry by providing an explanation of a message and the appropriate action to take. Diagnostics The messages that describe the results of processing. These messages may indicate an error and provide information about a process by noting what action to take to correct the error. Digit 3 of TC The third digit of the Transaction Code (Entry Code) which specifies the type of transaction. Disbursement Record money paid out by the institution from GL, SL and SA or bank account. Can reverse an encumbrance. A payment for goods received, services rendered, reduction of debt or purchase of other assets that does not go through the AP/voucher system. Discount Account The account credited for discounts taken by the system when a check is written. Discount Table A table containing user-defined values representing discount terms for vendors. Dollar Data A record of the dollar amount and the type of financial transactions posted to an account. Dollar Limit A code used in Accounts Payable to specify a check amount. If the amount of a vendor’s check is greater than this value, the check will not be generated. Drop Flag A data element whose condition signifies that a document is to be removed from the database immediately. E Encumbrance An obligation incurred in the form of a purchase order or contract. Also referred to as an open commitment. Endowment Funds received by an institution from a donor who specifies the condition that the principal not be spent. Appendix – Glossary (cont’d) Endowment Income The income generated by investing the principal of an Endowment Fund. Entry Code The initial three-digit code on a transaction that denotes the transaction type. This code, which is mandatory for all FRS transactions, is predefined by the system. It is also known as the Transaction Code. Expended Depleted, used up. Expense Cost, disbursement, payments. F FA See Financial Accounting. Feed Transactions from other systems that are transferred to the FRS. Field That part of a control record, transaction or established for displaying or entering information. File A storage area established within a computer system or database for organizing similar kinds if data. Financial Accounting (FA) A Financial Records System application that balances the General and Subsidiary ledgers while providing a complete audit trail of all transactions. Financial Records System (FRS) A system that supports the financial record-keeping and reporting of a college or university. Flag A data element used to set controls or conditions on a process or program. Freeze Flag A data element whose condition signifies that new transactions cannot be posted. This includes no feeds or invoice postings for this document. FRS See Financial Records System. FTE Full-time Equivalents. Used by the B/P/P System. Function Purpose. Fund An accounting entity (a 6-digit GL account) with a self-balancing set of 10-digit accounts for recording assets, liabilities, a fund balance and changes in the balance. Appendix – Glossary (cont’d) Fund Balance The equity of a fund (the difference between assets and liabilities). Fund Group A related collection of funds (6-digit GL accounts). Examples include Current Unrestricted, Current Restricted, Loan, Endowment, Annuity and Life Income, Plant, and Agency. Fund Group ID A one-digit identification number representing the fund group with which an account is associated. Fund Transfer A movement of dollars from one fund balance to another. G General Ledger (GL) A balance sheet account for the institution. All GL account numbers begin with “0” (zero). GL See General Ledger. GL/SL Relationships User-defined structures relating Subsidiary Ledger (SL) revenue/expense accounts to General Ledger (GL) fund accounts. Global Subcode Edit (GSE) A system edit that checks each new 10-digit account against a table that specifies valid combinations of 6- digit accounts and subcodes. GSE See Global Subcode Edit. H Header That portion of a Purchasing document containing basic information such as the document’s number, the date and amount. HEAF Indicates a Higher Education Assistance Fund code number. HELP An online feature which accesses PREDICT in order to supply descriptions, valid values and suggested actions. I IDT Interdepartmental Transfer. Indirect Updating The automatic posting of real dollar activity to a GL Balance Sheet account as a result of a direct transaction. Inquiry Screen A screen which only displays information and cannot be used for entering data. Interface A communication link between data processing systems or parts of systems that permits sharing of information. Appendix – Glossary (cont’d) Interfund Borrowing The transfer of an asset or liability from one fund to another. J JCL See Job Control Language. Job Control Language (JCL) A problem-oriented language, used in IBM that expresses the statements of a processing job. It is also used to identify the job or describe its requirements, usually to an operating system. Journal Entry A non-cash transfer of dollars between two or more accounts. L Ledger A collection of account records for an organization. FRS contains two ledgers: the GL (balance sheet) and the SL (revenue and expense). See also General Ledger and Subsidiary Ledger. Liability Account In AP, a GL account that is credited for the liability when a voucher is processed. Any GL account that accepts a transaction creating a liability. Liquidate Reduce encumbrance through payment; pay off debt. M Map Code A five-digit attribute code in an SL account indicating the GL Fund ID to which it relates. Mandatory Flag indicating whether the transfer is mandatory. If no value is entered in the detail line(s) for this field, the transfer will be flagged with the default value after pressing . Memo Bank Account An account that represents the balances of demand deposits for operating accounts. Menu A screen containing a list of available processes, screens or other menus. N Name Rotation A feature that allows users to print a vendor name in one format on checks and then rotate it to another format for sorting on reports. O Object Code A four-digit number identifying specific items of revenue/expense or attribute records. Open Commitment An encumbrance. P Parameter A variable that is assigned a constant value for a specific purpose or process. It provides the user with defined choices for report selection, processing or output requirements. Purpose The function. Appendix – Glossary (cont’d) R Receipts Cash received from cash assets, collections on account receivable and sale of other assets. The purpose is to record money received by the institution to the GL, SL and SA or bank accounts. Recommendation The budget projection version that is submitted to the Budget Office for approval. Regular Order A type of purchase order that denotes a typical order. Remit-To Address The address to which the check for goods and/or services rendered will be sent. Requisition A type of document that internally requests goods and/or services to be acquired. It must be authorized before being converted to a purchase order. Retention Months A data element defined when creating a vendor. This indicates the number of months a vendor is to be maintained on file after all outstanding items have been paid or reconciled. Revenue Income or receipts. Run Parameter A parameter from a control record or a program control transaction (as opposed to a file maintenance transaction). S Save The process that creates a budget version. 6-Digit Account For GL: An entity that consists of a self-balancing set of 10-digit accounts. For SL: An entity of revenues and/or expenses Screen HELP An on-line feature that assists the user with data entry by providing information on the purpose and operation of a particular screen. Secondary Vendor The vendor record holding the multiple addresses that are used periodically, as opposed to the primary address. Secured Submitted Version Submitted budget version that has been locked. It can be flagged to indicate it is an “official” version. Selling Account Account which is allowed to “sell” to specified buying accounts via interdepartmental transfers. Appendix – Glossary (cont’d) Session A control mechanism to track real-time posting of a group of financial transactions in order to provide an audit trail. SL See Subsidiary Ledger. Split Encumbrance An encumbrance which applies to several accounts. Standing Order A type of purchase order used for (recurring) services like those provided by the telephone and electric companies. Subcode Four digits appended to the account ID to identify attributes and dollar records within an account. Submit The process that attached a budget version to a budget account as a budget of an account. Submitted Version Version of the budget submitted for approval as the official budget of an account. Subsidiary Ledger Revenue and expenditure accounts for the institution. All SL account numbers begin with a ledger number of 1 through 9. Suspense Account A GL clearing account reflecting real dollar activity directed to the Suspense File. T 1099 Vendor A vendor (usually a consultant or professional service hired by an institution) whose payments must be reported to the IRS on Form 1099. 1099 Voucher A voucher that must be reported to the IRS on Form 1099. 10-Digit Account The six-digit account ID combined with the four-digit subcode, i.e. an account control or object code. Tax Code A code that identifies a record in the PO Tax Table (for the Purchasing System) and in the Tax Currency Table (for Accounts Payable). The code must be the same for both tables. This record contains the tax percentage and the tax liability account to be used. Tax ID A Social Security Number or Federal Employer Identification Number that is available for 1099 report preparation. Taxes An additional charge on the acquisition of goods that is imposed by the taxing authority and should be paid with the invoice. Appendix – Glossary (cont’d) Temporary Vendor A vendor from whom only one purchase or service is required. No further transactions, for this vendor, are expected. Transaction Code A three-digit code that uniquely identifies a transaction type and determines editing criteria and dollar fields to be updated. U Update Screen A screen that allows a user to enter data for updating the files. V Valid Value A value of a data element that has been defined for input. Value-Based A mechanism used to restrict operator access to information by comparing operator security authorization with the value stored in the field. Vendor A provider of goods and/or services. Vendor Addresses See Order-From Addresses and Remit-To Addresses. Vendor Automatic A feature that automatically assigns a specific Number Assignment to the vendor in the Action/Context Line. Vendor Commodity A good or service purchased from a specific vendor. Vendor File A record of all attributes, dollar data, and control information for all vendors. Version Account Budgets created by departments. These can later be submitted as the budget recommendation for the account. Once a version is locked, it will be called a ‘secure version’ and can never again be changed.