Receivers User Manual Version 4.3 April 2013 FAMIS Services The Texas A&M University System . 2013 The Texas A&M University System – All Rights Reserved Introduction The purpose of this manual is to assist with accessing and utilizing information in the Receiving section of Financial Accounting Management Information System (FAMIS). FAMIS is an accounting system that responds to financial regulations applicable to educational institutions. All applications access a common database that allows different users to access identical information. Other applications include Financial Accounting, Accounts Payable, Accounts Receivable, Purchasing, and Sponsored Research. Manuals for these applications are either currently available or in the process of being developed. The materials are grouped according to receiving function. All associated screens and processing information are included, along with field descriptions. The required fields are designated by a diamond symbol (.). Data entry information (Help) can be accessed on some screen fields with the use of the PF2 key or by typing an asterisk (*) or question mark (?) in the field. By utilizing the information and guidelines contained in this manual, a user should be able to access receiving information and create/modify or close receiving documents. The FAMIS User Manuals are in a constant state of revision due to screen updates, changes in procedures, and a multitude of other reasons. If you would like to make suggestions or call attention to errors, please contact us at (979) 458-6450, or copy the page with the error, note the correction or suggestion, and send it to one of the following addresses: 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 301 Tarrow Street College Station, TX 77840-7896 Table of Contents PAGE I Introduction M32, M22 Receiving Menus ............................................................................ I-6 Receiving Basic Concepts ............................................................... I-7 Multiple Invoices/Multiple Receiving Documents ................... I-9 II Central Receiving Functions Screen 320 Create a Central Receiving Document ........................................... II-3 Modify an Existing Central Receiving Document ........................... II-3 III Departmental Receiving Functions Screen 321 Create Departmental Receiving Document ................................... III-3 Modify an Existing Departmental Receiving Document .......... III-3 Screen 322 Receive Items for the Current Shipment ........................................ III-8 Accept Items Received ............................................................. III-8 Reject Items Received .............................................................. III-8 Screen 326 Close Receiving Document ............................................................. III-11 Cancel Receiving Document .................................................... III-11 Screen 323 Receiving Single Items .................................................................... III-14 Accept Items Received ............................................................. III-14 Reject Items Received .............................................................. III-14 Process Back Orders and Late Quantities ................................ III-15 IV Receiving Inquiry Receiving Document Inquiry Basic Concepts ................................. IV-3 Screen 330 Browse Receiving Documents by Document Number ................... IV-4 Screen 331 Receive Documents by Ship to Department .................................. IV-6 Screen 332 Sort Receiving Documents by Status Code and Dept. .................... IV-8 Screen 338 Display the Receiving Document Summary ................................... IV-10 Screen 339 Display the Line Item Summary...................................................... IV-13 Screen 334 Browse Items for a Receiving Document ....................................... IV-17 V Purchasing Inquiry Information Document Inquiry Basic Concepts .................................................. V-3 Screen 280 Browse Purchasing Documents On-Line ........................................ V-4 Screen 281 Display Documents by Department/SubDepartment Code ........... V-7 Screen 282 List Documents by Account Number .............................................. V-10 Screen 284 Browse Documents by User Reference Number............................ V-13 Screen 285 View Documents by Vendor ID ...................................................... V-16 Screen 286 List Documents by State Requisition Number................................ V-19 Screen 287 Browse Documents by State Order Number .................................. V-22 Screen 271 List Documents Closed but Not Routed ......................................... V-25 Screen 272 View Documents by Status Code for a Department ...................... V-28 Screen 275 Incomplete Receiving/Invoicing for a Department ........................ V-31 Screen 288 Browse the Document Summary ................................................... V-34 Table of Contents (cont’d) PAGE Screen 278 Display Detail Document Information ............................................ V-39 Screen 279 Display Detail Document Line Item Information ............................ V-44 Screen 290 Track Document Activity ................................................................ V-47 Screen 291 Cross Reference Purchasing Documents ........................................ V-49 Screen 295 SciQuest / FAMIS Document Cross Reference ............................... V-51 VI Appendix Standard PF Keys ............................................................................ VI-3 Instructions ..................................................................................... VI-17 Receiving Screens List ..................................................................... VI-22 Glossary .......................................................................................... VI-24 Receiving Menus A list of the available FAMIS Purchasing Receiving menus can be found on Menu 32 and Menu 22 in the FRS Module. Menu M32 - Purchasing Receiving Menu M32 Purchasing Receiving Menu 02/08/11 14:28 FY 2011 CC 02 Screen: ___ * ----------- Receiving-Inquiry ------------ * 330 Receiving Documents by Document Number 331 Receiving Documents by Ship to Department 332 Receiving Documents by Status, Department 333 Receiving Documents with No Items by Status, Department 334 Receiving by Item for a Document 338 Receiving Document Summary 339 Receiving Document Line Item * ----------- Receiving-Updates ------------ * 320 Receiving Document Create (Central) 321 Receiving Document Create (Dept.) 322 Receiving Item Create 323 Receiving Single Item Create 326 Receiving Document Close Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Menu M22 - Purchasing Inquiry Menu M22 Purchasing Inquiry Menu 02/08/11 14:29 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 Receiving Basic Concepts Receipts for goods and services are entered into the Purchasing System by creating a receiving report for each shipping document. The date on which goods and services were received, the location at which they were received, and other pertinent data that applies to a particular shipment are entered. For each item of the purchase order for which goods and services are received, a receiving report is created to indicate the quantity and quality of the goods accepted or rejected, as well as the quantities that are late or backordered. When the purchase order or document number is entered, the system displays information from the specified purchase order to verify that the receipt will be posted to the correct order. The purchase order number uniquely identifies the information and contains various fields, such as the deliver-to address and freight terms for the shipment. For each received item entered, information from the purchase order is displayed indicating the quantity ordered and quantity received to date. When capital or controlled asset items are received, departmental property officers can enter location data and other property control information through the preliminary fixed asset screens. This is required by some System members and optional for others. Once invoices are entered and vouchers are generated, departmental fixed assets information will be fed to the fixed assets file as a pending asset. The following points are important to know about receiving: 1. A purchase document must exist on the system before information can be recorded for the goods and services received against that order. 2. Receiving can be done in either a centralized or decentralized mode. Partial receiving may be done at a central location with the receipt document being completed at the final destination of the goods. The final destination is ultimately responsible for acknowledging the receipt and acceptance of the goods or services. 3. Receiving is done by line item. Some line item information transfers from the purchase order to the receiving document. 4. A received item can be changed as long as the receiving document has not been closed. 5. Multiple shipments may be received against a single purchase order. If multiple shipments for a single purchase order are received, a receiving document with receiving line items must be created for each shipment. When multiple shipments are received, this will be indicated by the “Shipment: number,” which is automatically incremented by the system. Receiving Basic Concepts (cont’d) 6. Receipt of maintenance or service can be documented or verified to satisfy the three- way match. 7. If required by a System member, preliminary fixed asset data must be entered when capital or controlled items are received. 8. The receiving document must be closed in order for payment to be processed. Payment will not be made, however, until there is a 3-way match. 9. A receiving document is a previously approved document, and the money is encumbered. 10. The receiving screens must be used for all P documents, and for L documents that weren’t received at the time of creation or that require an inventory number to be assigned. 11. You may use the PF9 key to record important information that needs to remain a permanent part of the document. This is a good place to record information about a rental or maintenance agreement. PF9 Function Key +-------------------------------------------------------------------+ | F0013 Please enter desired modifications | | Doc: P200200 Position at line: ___ | | Shipment: 001 | | ******** Note Text ******** | | Line | | 1 >>Note entered 01/16/02 by CLANCEY, CARLOS C | | 2 RENTAL PERIOD IS FOR 8/1/98 THRU 8/31/98.____ | | 3 BILLABLE COPIES OF 6345 FOR A TOTAL OF $24.75 | | 4 COPIER FOR RESEARCH LAB._____________________ | | 5 _____________________________________________ | | 6 _____________________________________________ | | 7 _____________________________________________ | | 8 _____________________________________________ | | 9 _____________________________________________ | | 10 _____________________________________________ | | 11 _____________________________________________ | | 12 _____________________________________________ | | PF4=Exit Page (F/B/E): _ | +-------------------------------------------------------------------+ Receiving Basic Concepts (cont’d) Multiple Invoicing and Multiple Receiving Documents 1. FAMIS does not match a particular shipment with a particular invoice. 2. One invoice may match to items in multiple receiving documents. In this case, the date of the first (earliest) receiving document read will be displayed on Invoicing Screen 346. 3. When an invoice is reopened, it will unmatch. When it is closed again, it may not match to the same receiving documents as before. 4. Other than ensuring that all items on an invoice/receiving document have been matched, FAMIS does not track which invoice matched to which receiving document. 5. The most important point in FAMIS is the total number invoiced and the total number received. Receiving Basic Concepts (cont’d) Section II Central Receiving Functions Create a Central Receiving Document You may create receiving documents in a centralized mode, usually by the purchasing or business office. You may use Screen 320 to create your central receiving document for goods and services that have been received, indicating the quantity and quality of the shipment. For those institutions that process purchasing items through a central receiving department, Screen 320 creates the initial receiving report. If you create your receiving document on Screen 320, you cannot modify the same information on Screen 321 (departmental) or vice versa. Screen 320 - Receiving Document Create (Central) 320 Receiving Document Create (Central) 05/18/12 11:09 FY 2012 CC AM Screen: ___ Doc: P100020 Shipment: 1__ of 1 Add Shipment: _ Doc Summary: COPIER RENTAL_____________________________________ Rec by Dept: FISC_ Rec by User: KILEY, KARA K Rcv Dt: 01/31/2010 Carrier: NONE_ Carrier Doc: NONE__________ Packing Doc: NONE__________ Pieces: Total: 1____ Damaged: _____ Weight-lb: ______ Ship to: Dept: GOLD_ Name: PURCHASING SERVICES___________ Phone: ____________ Ext: ____ Addr: P. O. BOX 30013_______________ FAX: ____________ ______________________________ City: COLLEGE STATION_____ State: TX Zip: 778420013 Country: __ ------------------------- Purchase Order Information -------------------------- Document Dt: 01/19/2011 Vendor: 1vvvvvvvvv4 CANTON USA INC Start Dt: Cat.: RO User Ref: 270260-3002 FOB: End Dt: Contact Person: JAN JOHNSON Ph: 979-844-3333 Exp.Dlvry Dt: Buyer: DJY DORIS DAVIS Ph: 409-844-4444 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next DDesc Cncl Addr RNote DNote INote The PF7 “Cncl” key is only displayed if you have update access to this screen. Basic Steps Create a New Receiving Document • Advance to Screen 320. • Type a valid purchase document on the Action Line. • Type the number of the shipment to be added in the Shipment: field and tab to the Add Shipment: field and type ‘Y’. Press . • Indicate the carrier and the number of pieces you are receiving. • Type additional data in the available fields and press to create the receiving header information. Modify an Existing Receiving Document • Advance to Screen 320. • Type a valid purchase document on the Action Line. • Type additional valid data in the available fields and press to create the receiving header information. Screen 320 – Receiving Document Create (Central) (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the purchase document number for which you want to create/modify a receiving document. Shipment: 3 digits Indicate the shipment you will be creating/modifying as well as the total number of shipments currently received for the selected purchase document. . Add Shipment: 1 character Type ‘Y’ to create a new receiving document for the selected purchase document. Screen Information Doc Summary: 50 characters/digits Enter a short description of the purchase document. This will be automatically filled in from the purchase document, but you may alter it if you wish. Rec by Dept: Help 5 characters Identify the department that will be receiving the goods or services. This information will be automatically filled in from the purchase document. For example, the following: MISP = MIS Project INRE = Office of Information Resources Rec by User: 20 characters Displays the name of the person creating the receiving document (filled in automatically from your logon ID). . Rcv Dt: 8 digits Include the date that the goods were received. . Carrier: Help 5 characters Identify the carrier service delivering the goods. For example, the following: UPS = United Parcel Service USPO = United States Post Office Carrier Doc: 14 characters/digits Enter the reference number from the carrier document at the time of shipment. Packing Doc: 14 characters/digits Type the number from the packing document at the time of shipment. . Pieces: Total: 5 digits Identify the total number of pieces delivered in this shipment. Screen 320 – Receiving Document Create (Central) (cont’d) Damaged: 5 digits Indicate the number of pieces damaged in the shipment. Entry in this field will bring up a pop-up window to enter damage description. Weight-lb: 5 digits Include the total weight (in lbs.) of the goods received. Ship To Dept: Help 5 characters Identify the department to which the goods were addressed. This will be filled in automatically from the purchase document. For example, the following: BPPO = Budget/Payroll/Personnel Office FISC = Business Office – SAGO Name: 30 characters Enter the name of the person, entity, or department where the items are addressed. Phone: 10 digits Include the area code and phone number of the person or entity to whom items are being shipped. Ext: 4 digits Enter the telephone extension number, if any, of the person to whom items are being shipped. Addr: 2 lines, 30 characters each Type the street address of the person or department where the items are being shipped. Fax: 10 digits Indicate the area code and FAX number of the person to whom items are being shipped. City: 20 characters Enter the city where the items are to be shipped. State: Help 2 characters Indicate the state to which the items are being shipped. For example, the following: TX = Texas UT = Utah Zip: 9 digits Indicate the zip code of the person or department to which the items are being shipped. Country: Help 3 characters Enter the country of the person or department to which the items are being shipped. For example, the following: UK = United Kingdom US = United States Screen 320 – Receiving Document Create (Central) (cont’d) Purchase Order Information Document Dt: 8 digits Displays the date that the purchase document was created on the system. Vendor: 11 digits/30 characters Identifies the name and number of the vendor from which the items are being purchased. Start Dt: 8 digits Indicates the beginning date of a maintenance agreement or blanket order. Cat: 2 characters Displays the document category, which is used to define certain characteristics of the purchase document. User Ref: 10 digits Indicates the user reference number, which typically is the SL account number followed by the departmental reference/voucher number. FOB: 2 characters Identifies freight terms for the purchase document. Determines when the agency takes ownership. End Dt: 8 digits Displays the ending date for a maintenance agreement or blanket order. Contact Person: 20 characters Indicates the name of the person to contact regarding this purchase order. Ph: 10 digits Identifies the area code and phone number for the contact person. Exp. Dlvry Dt: 8 digits Displays the date by which the delivery can be expected. Buyer: 3 characters/20 characters Displays a code and name identifying the buyer associated with the purchase document. Ph: 10 digits Shows the phone number of the buyer. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. PF5 Next Next Advance to the next screen in the create receiving report process. Screen 320 – Receiving Document Create (Central) (cont’d) PF7 Cancel (Only displayed/active if you have update access to this screen.) Cncl Used to cancel the receiving document. PF6 Damage Description DDesc Description of damage to items received. PF8 Address Addr Additional address information to the receiving document. PF9 Receiving Notes RNote Used to add free-form notes to the receiving document. PF10 Document Notes DNote Notes added to the document. PF11 Invoice Notes INote Notes added to the invoice. Screen 320 – Receiving Document Create (Central) (cont’d) Section III Departmental Receiving Functions Create Departmental Receiving Document Before your order can be paid for, you must first create your receiving document. Screen 321 is used to create receiving documents for all of the goods and services that you receive. Screen 321 is used by the departments within an agency, rather than the central fiscal or purchasing offices (these offices should use Screen 320 when processing receiving shipments.) Screen 321 - Receiving Document Create (Dept) 321 Receiving Document Create (Dept.) 05/18/12 11:13 FY 2012 CC AM Screen: ___ Doc: P100032 Shipment: 1__ of 1 Add Shipment: _ Doc Summary: COMPUTER__________________________________________ Rec by Dept: FISC_ Rec by User: COURT, CONNIE C Rcv Dt: 01/05/2010 Carrier: RODPS Carrier Doc: 336022687_____ Packing Doc: 57397111156274 Pieces: Total: 1____ Damaged: _____ Weight-lb: ______ Ship to: Dept: GOLD_ Name: PURCHASING SERVICES___________ Phone: ____________ Ext: ____ Addr: P. O. BOX 30013_______________ FAX: ____________ ______________________________ City: COLLEGE STATION_____ State: TX Zip: 778420013 Country: __ ------------------------- Purchase Order Information -------------------------- Document Dt: 01/19/2011 Vendor: 1vvvvvvvvv0 DALE MARKETING Start Dt: Cat.: RO User Ref: 270260-3001 FOB: End Dt: Contact Person: JULIE JIMENEZ Ph: 979-845-3424 Exp.Dlvry Dt: Buyer: DJY DIANE DAWSON Ph: 409-845-4563 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next DDesc Cncl Addr RNote DNote INote Basic Steps Create a New Receiving Document • Advance to Screen 321. • Type a valid purchase document on the Action Line. • Type the number of the shipment to be added in the Shipment: field, tab to the Add Shipment: field, type ‘Y’, and press . • Indicate the carrier and the number of pieces you will be receiving. • Type additional data in the available fields and press to create the receiving header information. Modify an Existing Receiving Document • Advance to Screen 321. • Type a valid purchase document on the Action Line and press . • Type additional data in the available fields and press to modify the receiving header information. Screen 321 – Receiving Document Create (Dept) (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Identify the purchase document number for which you want to create/modify a receiving document. Shipment: 3 digits Indicate the shipment you will be creating/modifying as well as the total number of shipments currently received for the selected purchase document. . Add Shipment: 1 character Type ‘Y’ to create a new receiving document for the purchase document. Screen Information Doc Summary: 50 characters/digits Enter a short description of the purchase document. This will be automatically filled in from the purchase document, but you may alter it if you wish. Rec by Dept: Help 5 characters Identify the department that will be receiving the goods or services. This information will be automatically filled in from the purchase document. For example, the following: MISP = MIS Project INRE = Office of Information Resources Rec by User: 20 characters Displays the name of the person creating the receiving document (filled in automatically from your logon ID). . Rcv Dt: 8 digits Include the date that the goods were received. . Carrier: Help 5 characters Identify the carrier service delivering the goods. For example, the following: UPS = United Parcel Service USPO = United States Post Office Carrier Doc: 14 characters/digits Enter reference number from the carrier document at the time of shipment. Packing Doc: 14 characters/digits Type the number from the packing document at the time of shipment. . Pieces: Total: 5 digits Identify the total number of pieces delivered in this shipment. Damaged: 5 digits Indicate the number of pieces damaged in the shipment. Entry in this field will bring up a pop-up window to enter damage description. Screen 321 – Receiving Document Create (Dept) (cont’d) Weight-lb: 5 digits Include the total weight (in lbs.) of the goods received. Ship To Dept: Help 5 characters Identify the department to which the goods were addressed. This will be filled in automatically from the purchase document. For example, the following: BPPO = Budget/Payroll/Personnel Office FISC = Business Office – SAGO Name: 30 characters Enter name of the person, entity, or department where items are addressed. Phone: 10 digits Include area code and phone number of person or entity to which items are shipped. Ext: 4 digits Enter the telephone extension number, if any, of the person to whom items are being shipped. Addr: 2 lines, 30 characters each Type street address of person or department where items are being shipped. Fax: 10 digits Indicate area code and FAX number of person to whom items are shipped. City: 20 characters Identify the city where the items are being shipped. State: Help 2 characters Indicate the state to which the items are being shipped. For example, the following: TX = Texas UT = Utah Zip: 9 digits Indicate zip code of person or department to which items are being shipped. Country: Help 3 characters Identify the country of the person or department to which the items are being shipped. Example values are as follows: UK = United Kingdom US = United States Purchase Order Information Document Dt: 8 digits Displays the date that the purchase document was created on the system. Screen 321 – Receiving Document Create (Dept) (cont’d) Vendor: 11 digits/30 characters Identifies vendor’s name and ID number for items purchased. Start Dt: 8 digits Indicates the beginning date of a maintenance agreement or blanket order. Cat: 2 characters Shows document category used to define characteristics of document. User Ref: 10 digits Indicates the user reference number, which typically is the SL account number followed by the departmental reference/voucher number. FOB: 2 characters Identifies freight terms for the purchase document. Determines when the agency takes ownership. End Dt: 8 digits Displays the ending date for a maintenance agreement or blanket order. Contact Person: 20 characters Indicates the name of the person to contact regarding this purchase order. Ph: 10 digits Identifies the area code and phone number for the contact person. Exp. Dlvry Dt: 8 digits Displays the date by which the delivery can be expected. Buyer: 3 characters/20 characters Displays a code and name identifying the buyer associated with the purchase document. Ph: 10 digits Shows the phone number of the buyer. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. PF5 Next Next Advance to the next screen in the create receiving report process. PF6 Damage Description DDesc Description of damage to items received. PF8 Address Addr Additional address information to the receiving document. Screen 321 – Receiving Document Create (Dept) (cont’d) PF9 Receiving Notes RNote Used to add free-form notes to the receiving document. PF10 Document Notes DNote Notes added to the document. PF11 Invoice Notes INote Notes added to the invoice. Receive Items for the Current Shipment Once the receiving document has been created, you must specify which items from the original order are being accepted. Screen 322 displays detail line item information from the purchase document. You may use this screen to identify those items that are being accepted as well as any items that have been rejected (i.e. due to damage). Screen 322 - Receiving Item Create 322 Receiving Item Create BRACO MARKETING 05/18/12 13:22 FY 2012 CC 02 Screen: ___ Doc: P001408 Shipment: 1__ Item: 1__ Pg 1 of 1 Viewed Pg(s) Qty Accepted Total Current Item UOM Ordered Other shps Accepted Shipment Qlty 1.0 GAL_ 1597.00 1597.00 Accept: 1597.00___ Desc: BIODIESEL Reject: __________ _ 2.0 GAL_ 6373.00 6373.00 Accept: 6373.00___ Desc: ULTRA LOW SULFUR DIESEL Reject: __________ _ 3.0 GAL_ 6373.00 6373.00 Accept: 6373.00___ Desc: STATE FUEL TAX Reject: __________ _ 4.0 EA__ 1.00 1.00 Accept: 1.00______ Desc: LOAD FEE Reject: __________ _ 5.0 EA__ 1.00 1.00 Accept: 1.00______ Desc: FEDERAL TAX Reject: __________ _ *** End of Items List *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next AcScr Bkwd Frwd RNote AcAll RDesc Basic Steps Accept Items Received • Advance to Screen 322. • Type a valid purchase document number on the Action Line and press to display all of the line items listed on the purchase document. • Tab to the Accept: field and type the number of items being accepted. If items are backordered, leave this field blank. You may also press PF10 to accept all items on the purchase document at one time. • Press to record which items are being received. Reject Items Received • Advance to Screen 322. • Type a valid purchase document number on the Action Line and press to display all of the line items listed on the purchase document. • Tab to the Reject: field and type the number of items that are being rejected for this shipment. • In the Qlty: field, indicate the quality code (reason) for the items being rejected. • Press to record which items are being rejected. Screen 322 – Receiving Item Create (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Enter the purchase document number for which you want to create/modify a receiving document. Shipment: 3 digits Indicate the shipment you will be creating/modifying as well as the total number of shipments currently received for the selected purchase document. . Item: 3 digits Indicate the first item number to be displayed. Screen Information Item: 3 digits Shows a line item from the purchase document. UOM: 4 characters Indicate the unit of measure of the item being received. Qty Ordered: 10 digits Shows the total quantity of items ordered for the selected line item. Accepted 10 digits Other shps: Identifies the number of items accepted in prior shipments. Total Accepted: 7 digits Displays the total quantity accepted from all shipments for the specified line item. Desc: 50 characters/digits Displays a short description of the line item as entered on the purchase document. Current Shipment Accept: 11 digits Indicate the number of items you would like to accept for this shipment. If item is backordered, leave this blank. Reject: 11 digits Identify the number of items you would like to reject for this shipment. If shipment was short items, reject. If items are backordered, leave blank. Qlty: Help 1 digit Enter the quality code that explains why you are rejecting items on this shipment. For example, the following: D = Damaged - rejected and returned W = Rejected - wrong item sent Screen 322 – Receiving Item Create (cont’d) Additional Functions PF5 Next Next Advances to the next screen in the receiving process. PF6 Accept Screen AcScr Accept all line items on the current screen. PF9 Receiving Notes RNote View receiving notes. PF10 Accept All AcAll Accept all line items on the receiving document once. PF11 Received Description RDesc Shows a complete description of the item being received. Close Receiving Document Closing a receiving document completes the entry on receiving data and initiates the check for a three-way match. A three-way match requires that the Purchase Order (PO) information match the invoice as well as the receiving information. Three-way match checks are made when both the invoice and receiving documents are closed. If an asset number needs to be assigned, Screen 361 will need to be filled in before you can close a receiving document. Screen 326 - Receiving Document Close 326 Receiving Document Close 02/09/11 12:38 FY 2011 CC 02 Screen: ___ Doc: P100504 Shipment: 1__ of 1 Doc Summary: CABLE 16473 Rec by Dpt: PHPL Rec by User: LxxxxxP Date: 01/25/2011 Carrier: NONE Carrier Doc: V04960 Pieces:Total: 1 Damage: Current Status: CLOSED Close Receiving Document: Y ('N' to Reopen if closed) Cancel Receiving Document: N ('N' to reinstate if cancelled) ---------------------- Purchase Order Information ----------------------------- << Dates >> Vendor: 1vvvvvvvvv1 CRANFORD ELECTRIC SUPPLY COMPANY L Document : 09/30/2010 Cat.: RO User Ref: 270160-16473 Exp.Dlvry: 10/07/2010 Contact Person: GARY GRANT Ph: 979-455-5555 Prior Inv. Forced: Buyer: BBB BYER, BRENDA Ph: 979-845-7016 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Notes Items Basic Steps Close the Receiving Document • Advance to Screen 326. • Type a valid purchase document number on the Action Line and press to display existing receiving information. • Type ‘Y’ in the Close Receiving Document: field and press to close the receiving document and initiate a three-way match check. Payment will not be made until there is a three-way match. Cancel the Receiving Document • Advance to Screen 326. • Type a valid purchase document number on the Action Line and press to display existing receiving information. • Type ‘Y’ in the Cancel Receiving Document: field and press to remove the receiving document from the system. Screen 326 – Receiving Document Close (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Enter a valid purchase document number. . Shipment: 3 digits Indicate the current shipment number as well as the total number of shipments received for the selected purchase document. Screen Information Doc Summary: 50 characters Displays a summary of the purchasing document describing the order received. Rec by Dpt: 5 characters Shows the department receiving the goods or services. Rec by User: 8 characters/digits Indicates the user ID of the person processing the receiving document. Date: 8 digits Identifies the date that the shipment was received on the system. Carrier: 5 characters Shows the carrier service that delivered the goods or services. Carrier Doc: 14 characters/digits Identifies the number from the carrier document at the time of shipment. Pieces: Total: 3 digits Indicates the total number of pieces received in this shipment. Damage: 3 digits Shows the total number of pieces damaged in this shipment. Current Status: 10 characters Indicates the current status of the receiving document. (Closed, Completed, In Process, etc.) Close Receiving 1 character Document: Type ‘Y’ to close the receiving document. Type ‘N’ to reopen, if closed. Cancel Receiving 1 character Document: Enter ‘Y’ to cancel the receiving document. Type ‘N’ to reinstate, if cancelled. Purchase Order Information Vendor: 11 digits/30 characters Identifies the name and number of the vendor from which the items are being purchased. Screen 326 – Receiving Document Close (cont’d) Document: 8 digits Displays date the purchase document was created on the system. Cat: 2 characters Shows the document category used to define certain characteristics of the purchase document. User Ref: 10 digits Indicates the user reference number, which typically is the SL account number followed by the departmental reference/voucher number. Exp. Dlvry: 8 digits Displays date the delivery can be expected. Contact Person: 25 characters Indicates name of the person to contact regarding this purchase order. Ph: 10 digits Identifies area code and phone number for the contact person. Prior Inv. Forced: 5 digits Shows the number of invoices that have been forced prior to this current shipment. Buyer: 3 characters/20 characters Displays a code which identifies the buyer associated with the purchase document. Ph: 10 digits Shows area code and phone number for buyer. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. PF5 Next Next Advances to the next screen to be completed (Screen 321). PF9 Notes Notes View notes added to receiving document. PF11 Items Items Shows the items received in the shipment. Receiving Single Items When accepting items for your shipment, you may wish to see a little more detail than shown on Screen 322. If so, you may use Screen 323 to display detailed information from the purchase order. This screen allows you to indicate items that need to be accepted, rejected, backordered, or marked as late quantity. Screen 323 - Receiving Single Item Create 323 Receiving Single Item Create M&Z TECHNOLOGY INC 02/09/11 12:42 FY 2011 CC 02 Screen: ___ Doc: P100500 Shipment: 1__ Item: 1__ Accepted ---- Rejected ---- Back Ordered Late UOM Quantity Quantity Quality Quantity Quantity EA__ 12.00_____ __________ _ __________ __________ Date Received: 10/15/10 Item Description: _____________________________________________ _____________________________________________ ----------------------- Purchase Order Information --------------------------- Qty Order Date of Qty Accepted in Total Qty Proc Date Last Shp UOM Ordered Other Shps Accepted code FFX 09/29/10 10/15/2010 EA 12.00 12.00 Y Item Description: DLINK DCS 6620 NETWORK CAMERA Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Notes RDesc PDesc Basic Steps Accept Items Received • Advance to Screen 323. • Type a valid purchase document, shipment, and item number on the Action Line. • Press to display existing item information. • Indicate the number of items accepted in the Accepted Quantity: field for the shipment designated. • Press to record the quantity that is being received. Reject Items Received • Advance to Screen 323. • Type a valid purchase document, shipment, and item number on the Action Line. • Press to display existing item information. • Indicate the number of items being rejected in the Rejected Quantity: field for this shipment, and include a code to describe the reason for the items being rejected. • Press to record which items are being rejected. Screen 323 – Receiving Single Item Create (cont’d) Process Back Orders or Late Quantities • Advance to Screen 323. • Type a valid purchase document, shipment, and item number on the Action Line. • Press to display existing item information. • Indicate the number of items that have been back ordered or considered a late quantity in the appropriate fields. • Press to record this information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Enter a valid purchase document number. Shipment: 3 digits Indicate the shipment number you will be creating/modifying and the total number of shipments currently received for the selected purchase document. Item: 3 digits Enter the line item number to be accepted or rejected. Screen Information UOM: Help 4 characters Type the unit of measure for the line item being processed. Accepted Quantity: 10 digits Identify the total number of items you are accepting for this shipment. Rejected Quantity: 10 digits Indicate the total number of items you are rejecting for this shipment. Quality: Help 1 character Indicate the quality of the rejected items. Valid values are as follows: D = Damaged - rejected and returned E = Damaged - rejected and discard W = Rejected - wrong item sent S = Rejected - short shipped R = Rejected – returned Back Ordered 10 digits Quantity: Indicate the quantity of this item that has been back ordered. Late Quantity: 10 digits Identify the quantity of this item classified as late items. Date Received: 8 digits Shows date that the items were received by the system. Screen 323 – Receiving Single Item Create (cont’d) Item Description: 90 characters Enter a short description of the item being processed. Purchase Order Information Order Date: 6 digits Identifies date the order was placed. Date of Last Shp: 8 digits Indicates date of the last shipment processed for this purchase document. UOM: 4 characters Shows the unit of measure for this item as it is entered on the purchase document. Qty Ordered: 8 digits Displays the total number of items ordered, as recorded on the purchase document. Qty Accepted in 8 digits Other Shps: Indicates the quantity of this item accepted on other shipments. Total Qty 8 digits Accepted: Indicates the total quantity of this item accepted on all receiving documents put together. Proc Code: 1 character Displays the processing code, which explains any special processing that needs to be done to the item. FFX: 3 digits ‘Y’ indicates this is a capital item. Item Description: 50 characters/digits Displays a short description of the line item, as entered on the purchase document. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. PF5 Next Next Advances to the next screen in the receiving process. PF9 Notes Notes View/Add notes attached to receiving document. PF10 Received Description RDesc Shows a complete description of the item being received. PF10 Purchase Description PDesc Displays a complete description entered on the purchase document. Section IV Receiving Inquiry Receiving Document Inquiry Basic Concepts Inquiry Access Access to a document depends on a number of factors. For example, your user security must match certain data on the document you wish to view in order for it to be displayed on the screen. With the exception of TAMU, most users will only be able to access documents for their individual departments. 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 purchase document number on the Action Line of Screen 330 will display all receiving documents for that document on the first informational line of the listing. 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. Receiving Documents by Document Number There may be times when you need to locate a specific receiving shipment, but the only information you will have will be the purchase document number. When this happens, you may use Screen 330 to find your shipment. This screen displays a list of shipments sorted by purchase document number. You may key in a purchase document number on the Action Line to have it displayed on the first line of the list. Screen 330 - Receiving Documents by Document Number 330 Receiving Documents by Document Number 02/09/11 12:43 FY 2011 CC 02 Screen: ___ Doc: P100501 Pg 1__ of 1 Viewed Pg(s) N --Receive-- Nbr Ship S T Documnt Shp Itm Dept St Date Doc Summary - - ------- --- --- ----- -- -------- ------------------------------------- _ P100501 001 HECN CO 11/04/10 MASTER ORDM000551-AMX CONTROLLER FO _ P100501 002 5 HECN CO 11/04/10 MASTER ORDER M000551-AMX CONTROLLER _ P100502 001 1 PATT CO 12/08/10 REPLACE (4) NORTHSIDE GARAGE SIGNS _ P100503 001 1 RSPO CO 12/31/10 RH COLOR COPIER RENTAL COLORCUBE 92 _ P100504 001 1 UTIL CL 01/25/11 CABLE 16473 _ P100505 001 1 UTIL CO 11/30/10 ACCESS CONTROL & MONITORING 16067 _ P100505 002 1 UTIL CO 11/30/10 ACCESS CONTROL & MONITORING 16067 _ P100505 003 1 UTIL CO 11/30/10 ACCESS CONTROL & MONITORING 16067 _ P100505 004 1 UTIL CO 12/20/10 ACCESS CONTROL & MONITORING 16067 _ P100505 005 1 UTIL CO 12/20/10 ACCESS CONTROL & MONITORING 16067 _ P100505 006 1 UTIL CL 01/14/11 ACCESS CONTROL & MONITORING 16067 _ P100505 007 1 UTIL CO 01/14/11 ACCESS CONTROL & MONITORING 16067 _ P100506 001 2 ADRC CO 09/27/11 MAINTENANCE AGREEMENTS ON KODAK EQU *** Press ENTER To view more Documents *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Bkwd Frwd Basic Steps • Advance to Screen 330. • Type a valid purchase document number on the Action Line and press to display a listing of all receiving documents beginning with the number entered. (Leave the Doc: field blank and press to sort the receiving documents in alphabetical order.) • Press to scroll through the listing. • Typing an ‘X’ next to a particular shipment will advance you to Screen 338, where additional detailed information will be displayed. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line Doc: 7 character/digits Enter a purchase document number to be listed on the first informational line of the display. Screen 330 – Receiving Documents by Document Number (cont’d) Screen Information S: 1 character Type an ‘X’ to select a document for display on Screen 338. NT: 1 character An asterisk (*) indicates notes are attached to the document. Receive Document: 7 character/digits Identifies purchase document number associated with the receiving shipment. Shp: 3 digits Displays the shipment number for this receiving document. Nbr Itm: 3 digits Indicates the number of items that were received on this shipment. Ship Dept: 4 characters Identifies the department that received the shipment. St: 2 characters Displays the status of the receiving document. Date: 6 digits Indicates date the shipment was received. Doc Summary: 50 characters/digits Displays a summary description of the receiving document shipment. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. Receive Documents by Ship to Department You may use FAMIS to display a list of receiving documents recorded for your department using Screen 331. The documents are sorted by the purchase order number. A valid department must be typed on the Action Line. You may enter a specific purchase document number to place it at the top of the list displayed. Screen 331 - Receive Documents by Ship to Department 331 Receive Documents by Ship to Department 02/09/11 12:45 FY 2011 CC 02 Screen: ___ Dept: CHEM_ Doc: P101030 Pg 1__ of 1 Viewed Pg(s) --Receive-- Nbr S Documnt Shp Itm St Date Doc Summary - ------- --- --- -- -------- ------------------------------------------------ _ P101030 001 8 CO 12/17/10 EQUIPMENT-RUSSELL _ P101038 001 7 CO 11/18/10 EMERGENCY REPAIR-SON _ P101091 001 1 CO 11/17/10 DEPARTMENTAL APPROPRIATION RECORD _ P101766 001 2 CO 12/10/10 HOLIDAY RECEPTION-DEPT _ P300128 001 10 CO 08/31/03 RENEWAL SUN EQUIPMENT MAINTENANCE-SILBER _ P300137 001 1 CO 08/31/03 RENEWAL-DIGITAL SERVICE AGREEMENT-COTTON _ P300138 001 2 CO 08/31/03 RENEWAL-SERVICE AGREEMENT-BERGBREITER _ P300163 001 1 CO 08/08/02 SUPERSTACK 3-COMPONETS FOR NETWORKING-KLIMA _ P300185 001 1 CO 08/31/03 ORACLE SUPPORT RENEWAL-DEPT+ _ P300188 001 2 CO 08/30/02 PREVENTATIVE MAINTENANCE-BALANCES-INST. LABS _ P300188 002 1 CO 08/28/02 PREVENTATIVE MAINTENANCE-BALANCES-INST. LABS _ P300188 003 1 CO 08/26/02 PREVENTATIVE MAINTENANCE-BALANCES-INST. LABS _ P300188 004 1 CO 08/30/02 PREVENTATIVE MAINTENANCE-BALANCES-INST. LABS *** Press ENTER to view more Documents *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Bkwd Frwd Basic Steps • Advance to Screen 331. • Type a valid department ID and, if desired, a purchase document number on the Action Line. • Press to display a listing of all purchase documents with receiving, beginning with the one entered on the Action Line. If no document number was entered, the list will start with the beginning number. Continue pressing to scroll through the listing. • Typing an ‘X’ next to a listed shipment will advance to Screen 338, where more detailed information will be displayed. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Dept: Help 5 characters Enter a department code to view a list of receiving documents. Doc: 7 character/digits Entering a document number in this field will place it at the top of the list. Screen 331 – Receive Documents by Ship to Department (cont’d) Screen Information S: 1 character Type an ‘X’ to select an invoice for display on Screen 338. Receive Document: 7 character/digits Identifies purchase document number associated with the receiving shipment. Shp: 3 digits Displays the shipment number for this receiving document. Nbr Itm: 3 digits Indicates the number of items that were received on this shipment. St: 2 characters Displays status of the receiving document. Date: 6 digits Indicates date the shipment was received. Doc Summary: 50 characters Displays a summary description of the receiving document shipment. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. Sort by Status and Ship to Department Use Screen 332 to display a list of receiving documents with a particular status code for your department. This screen displays the departmental receiving records, sorted by purchase document number. A valid department ID and status code must be entered. You may enter a specific purchase document number to place it at the top of the list displayed. Screen 332 - Receive Documents by Status, Ship to Department 332 Receive Documents by Status, Ship to Department 02/09/11 12:46 FY 2011 CC 02 Screen: ___ Status: IP Dept: CHEM_ Doc: _______ Pg 1__ of 1 Viewed Pg(s) Ship --Receive-- Nbr S St Dept Documnt Shp Itm Date Doc Summary - -- ----- ------- --- --- -------- ----------------------------------------- _ IP CHEM A716412 005 05/04/07 CHEMICALS - RESEARCH STOCKROOM _ IP CHEM L120328 001 1 11/30/10 PROCARD-R. RUSSO _ IP CHEM L706668 001 1 10/12/06 COMPUTER-PERINI _ IP CHEM L801363 001 08/24/07 CREDIT DALE COMPUTERS - NORTH _ IP CHEM P300985 001 3 02/14/03 IPNTAMAX CCC CAMERA SYSTEM FOR MICROSCOPE- _ IP CHEM P301248 001 4 02/25/03 4700 PROTEOMICS ANALYZER SYSTEM-RUSSO+ _ IP CHEM P301615 001 1 01/10/03 COMPUTER-FACULTY WORKSTATION-D.DARREN _ IP CHEM P301643 001 1 01/14/03 LAPTOP-FACULTY WORKSTATION-MACMAN+ _ IP CHEM P301672 001 1 01/10/03 COMPUTER-FACULTY WORKSTATION-MINER+(HARDIN _ IP CHEM P301678 001 2 01/10/03 COMPUTER-FACULTY WORKSTATION-MINER+ _ IP CHEM P301728 001 1 01/15/03 COMPUTERS-FACULTY WORKSTATIONS-MINER+ _ IP CHEM P301784 004 1 04/09/03 APPLE POWERBOOK-BURNETT+ _ IP CHEM P301879 001 2 02/12/03 COMPUTER-FACULTY WORKSTATION-BOREN(MINER) *** Press ENTER to View more Documents *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Bkwd Frwd Basic Steps • Advance to Screen 332. • Type a valid status code and department ID. If desired, type a purchase document number on the Action Line to begin the listing with a particular document number. Press to display a list of all purchase documents with receiving for the specified information entered on the Action Line. • Press to scroll through the list. Only items created on receiving Screens 321- 326 will be displayed. • Typing an ‘X’ next to a shipment on the list will advance you to Screen 338, where more detailed information will be displayed. Browsing Processes Receiving Document Status Codes The status code is used to determine where a particular shipment is in the receiving process. These codes can help you determine whether or not you will need to do any further processing to initiate payment. Valid shipment status codes include Completed (CO), In Process (IP), Closed (CL), Reopened (RE), and Cancelled (CN). Screen 332 – Receive Documents by Status, Ship to Department (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Status: Help 2 characters Enter a status code to be used when selecting receiving documents for the display. . Dept: Help 5 characters Identify the department code to be used when creating the display list of receiving documents Doc: 7 character/digits Indicate a purchase document number to begin the display list of receiving documents. Pg _ of _ 3 digits Viewed Pg(s): Type the desired page number to be displayed. Screen Information S: 1 character Type an ‘X’ to select a document to be displayed on Screen 338. St: 2 characters Displays status of the receiving document. Ship Dept: 4 characters Identifies department that received the shipment. Receive Documnt: 7 character/digits Identifies purchase document number associated with the receiving shipment. Shp: 3 digits Displays shipment number for the receiving document. Nbr Itm: 3 digits Indicates the number of items that were received on this shipment. Date: 8 digits Shows date the shipment was received. Doc Summary: 50 characters Displays a short summary description of the receiving document shipment. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. Display Receiving Document Summary When the receiving document and shipment number is known, Screen 338 may be used to view detailed information about the receiving document. Additional detail information about each line item is available by selecting it from the list. This will advance you to Screen 339. Use the PF7 Audit key to view information about the receiving record. Screen 338 - Receiving Document Summary 338 Receiving Document Summary 02/09/11 12:49 FY 2011 CC 02 Screen: ___ Doc: P101043 Shipment: 1__ of 1 Status: CO Doc Summary: PURCHASE AND INSTALL CARPET Rec Dpt: PHPL Rec by User: KxxxxF Date Recvd: 01/27/2011 Carrier: NONE Carr Doc: 270190-04957 Pieces: 1 Damaged: Weight-lb: Vendor: 1vvvvvvvvv1 AGGIELAND CARPET SOURCE Document Dt: 11/11/2010 User Ref: 270190-229813 Exp.Dlvry Dt: 12/20/2010 SciQuest Rec: Ship to: Dept: CONS Name: TEXAS A&M UNIVERSITY Nbr Conv S Item UOM UOM Description Accepted Rejected Q Matched - --- ---- ---- --------------------------- ---------- ---------- - ---------- _ 001 SQF SQF PURCHASE AND INSTALL CARPE 8717.00 8717.00 _ 002 SQF SQF ELEVATOR CARPET 48.00 48.00 _ 003 SQF SQF CARPET C&A ABRASIVE ACTION 114.00 114.00 _ 004 LNF LNF COVE BASE: 382.00 382.00 _ 005 SQF SQF OFFICE ROTUNDA 3746.00 3746.00 *** Press ENTER To View More Items *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Audit Addr Notes DDesc IDesc Basic Steps • Advance to Screen 338. • Type a receiving document number and shipment number on the Action Line. • Press to display current shipment information. • Type an ‘X’ next to a particular line item to advance to Screen 339, where more detailed information will be displayed. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Enter a valid receiving document number to view detailed information about a shipment. . Shipment: 3 digits Identify the shipment number to be displayed. Screen Information Status: 2 characters Identifies the current status of the receiving document for the shipment number. Screen 338 – Receiving Document Summary (cont’d) Doc Summary: 50 characters Displays a short summary description of the receiving document. Rec Dpt: 5 characters Identifies the department where the goods/services were received. Rec by User: 8 characters/digits Represents the user ID of the person responsible for creating the receiving document. Date Recvd: 8 digits Indicates the date goods or services were received online. Carrier: 5 characters Identifies carrier service that delivered the goods or services. Carr Doc: 15 characters/digits Indicates the number from the carrier document at the time of shipment. Pieces: 3 digits Indicates total number of pieces (box, crate, barrel, etc.) received in the shipment. Damaged: 3 digits Shows total number of pieces that were damaged in the shipment. Weight-lb: 3 digits Displays total weight (in lbs) of the shipment processed. Vendor: 11 digits/30 characters Indicates the vendor ID and name that supplied the ordered goods. Document Dt: 8 digits Identifies date that document was created on the system. User Ref: 10 digits Displays the user reference number, which is typically made up of the subsidiary ledger account number followed by the departmental reference number. Exp.Dlvry Dt: 8 digits Identifies expected delivery date for the goods/services ordered. SciQuest Rec: 20 characters/digits Identifies SciQuest document number for the receipt. Ship to Dept: 5 characters Indicates department to which the goods were shipped. Screen 338 – Receiving Document Summary (cont’d) Name: 30 characters Displays the contact name of the person for the shipment, or to whom the shipment was addressed. S: 1 character Type an ‘X’ to select a shipment line item for display on Screen 339. Nbr Item: 3 digits Identifies line item number on the shipment. UOM: 4 characters Indicates unit of measure for the item received. Conv UOM: 4 characters Indicates the converted unit of measure for the item as received. Description: 27 characters Displays a short description of the line item. Accepted: 8 digits Identifies the total quantity accepted for the line item. Rejected: 8 digits Represents quantity of the line item rejected on this shipment. Q: 1 character Displays a code indicating quality of the items rejected. Matched: 8 digits Indicates number of line items matched in the receiving process. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. PF7 Audit Audit Displays the receiving document audit information. PF8 Address Addr Shows the shipping address for the receiving document. PF9 Notes Notes View notes added to the receiving document. PF10 Damage Description DDesc Displays damage description for items rejected. PF11 Item Description IDesc Place cursor on line item and press this key to see detailed description of item. Receiving Document Line Item Summary Individual line item detail information is available on Screen 339. This is a detail follow up screen to Screen 338. All of the information associated with a specific receiving document line item will be displayed. Screen 339 - Receiving Document Line Item 339 Receiving Document Line Item 02/08/11 16:50 FY 2011 CC 02 Screen: ___ Doc: P100088 Shipment: 1__ Item: 1__ Status: CO Doc Summary: MSW SAND AND GRAVEL Rec Dpt: RSPO Rec by User: JxxxxxP Date Recvd: 09/28/2010 Carrier: NONE Carr Doc: Pieces: 1 Damaged: Weight-lb: Vendor: 1vvvvvvvvv0 RIDGEHART TRUCKING CO INC Document Dt: 08/10/2010 User Ref: 301960-1001 Exp.Dlvry Dt: Ship to: Dept: RSPO Name: GOLF COURSE ----------------------------- Item Information ------------------------------ Description: BUNKER SAND (GOLF COURSE) Conversion Qty: 76.55 UOM: TON Accepted Qty: 76.55 UOM: TON FFX flag: Rejected Qty: Reject Quality: Added Date: 10/01/2010 Back Order Qty: SQ Cancelled: Modify Date: Late Order Qty: Modify ID: Matched Qty: 76.55 Completed Qty: 76.55 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Audit Addr Notes DDesc IDesc Basic Steps • Advance to Screen 339. • Type a receiving document number on the Action Line and press to display detailed shipment information for a line item. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Enter a valid purchase document number. Shipment: 3 digits Enter the shipment number to be displayed. Item: 3 digits Indicate the line item to be displayed. Screen Information Status: 2 characters Identifies current status of the receiving document. Doc Summary: 50 characters/digits Displays a short description of the receiving document. Screen 339 – Receiving Document Line Item (cont’d) Rec Dpt: 5 characters Identifies the department where the goods/services were received. Rec by User: 8 characters/digits Represents the user ID of the person responsible for creating the receiving document. Date Recvd: 8 digits Indicates the date goods or services were received online. Carrier: 5 characters Identifies carrier service that delivered the goods or services. Carr Doc: 15 characters/digits Indicates the number from the carrier document at the time of shipment. Pieces: 3 digits Indicates total number of pieces received in the shipment Damaged: 3 digits Shows total number of pieces that were damaged in the shipment. Weight-lb: 3 digits Displays total weight (in lbs) of the shipment processed. Vendor: 11 digits/30 characters Indicates the vendor name and number supplying the goods that were ordered. Document Dt: 8 digits Shows date the document was created on the system. User Ref: 11 digits Shows the user reference number, which is typically made up of the subsidiary ledger account number followed by the departmental reference number. Exp.Dlvry Dt: 8 digits Identifies the expected delivery date for the goods/services ordered. Ship to: Dept: 5 characters Indicates department to which the goods were addressed. Name: 30 characters Displays the name of the contact person or department to which the items are addressed. Item Information Description: 50 characters Displays a description of the item being received. Screen 339 – Receiving Document Line Item (cont’d) Conversion Qty: 8 digits Indicates the number of pieces converted for the unit of measure. UOM: 3 characters Indicates the unit of measure converted to. Accepted Qty: 8 digits Indicates the quantity of pieces accepted for this line item. UOM: 3 characters Represents the unit of measure for the item entered on the receiving document. FFX flag: 1 character Indicates whether or not this item is a capitalized item that will be fed to the Fixed Assets module of FAMIS for inventory purposes. Rejected Qty: 8 digits Identifies the total number of pieces rejected for this line item. Reject Quality: 1 character Indicates the quality of the pieces rejected for this line item. Added Date: 8 digits Identifies the date this line item was added to the receiving document. Back Order Qty: 8 digits Indicates the total number of pieces of this line item that are on back order. SQ Cancelled: 1 character ‘Y’ indicates that the remaining quantity was cancelled in SciQuest. Modify Date: 8 digits Represents the last date this item was modified on the receiving document. Late Order Qty: 8 digits Shows number of pieces arriving late. Modify ID: 8 characters/digits Identifies user ID of the last person who modified the receiving document. Matched Qty: 8 digits Shows the number of pieces for this line item that have matched successfully. Completed Qty: 8 digits Displays the number of pieces that have been received, matched successfully, and have had a voucher processed. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. Screen 339 – Receiving Document Line Item (cont’d) PF7 Audit Audit Shows the receiving document audit information. PF8 Address Addr Displays shipping address for the receiving document. PF9 Notes Notes View notes on the receiving document. PF10 Damage Description DDesc Displays damage description for items rejected. PF11 Item Description IDesc Place cursor on line item and press this key to see detailed description. Browse Items for a Receiving Document Screen 334 allows you to view Receiving Documents related to an individual Purchase Document. This gives an overall view of the receiving activity and may be helpful in determining why an invoice has not matched and paid. Select an item from the display list to advance to the Receiving Document Summary on Screen 338. Screen 334 – Receiving by Item for a Document 334 Receiving by Item for a Document 02/08/11 16:54 FY 2011 CC 02 Screen: ___ Doc: P100088 Item: 1__ Shipment: 1__ Pg 1__ of 1 Viewed Pg(s) Itm Quantity Conv Conv S Documnt Nbr Shp St Accepted UOM Accepted UOM Matched Completed - ------- --- --- -- ---------- ---- ---------- ---- ---------- ---------- _ P100088 1 1 76.55 TON 76.55 TON 76.55 76.55 _ P100088 1 2 60.29 TON 60.29 TON 60.29 60.29 Total >> 2 136.84 136.84 136.84 _ P100088 2 3 268.80 TON 268.80 TON 268.80 268.80 _ P100088 2 4 314.81 TON 314.81 TON 314.81 314.81 _ P100088 2 5 319.45 TON 319.45 TON 319.45 319.45 _ P100088 2 6 49.65 TON 49.65 TON 49.65 49.65 _ P100088 2 7 111.44 TON 111.44 TON 111.44 111.44 Total >> 5 1064.15 1064.15 1064.15 *** End of Receiving Document List *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Bkwd Frwd The “Total >>” line displays the total amount for each item number. Basic Steps • Advance to Screen 334. • Type a document number on the Action Line, including the Item and Shipment numbers, and press to display current item information. • Type an ‘X’ next to a particular line item to advance to Screen 338 to view the Receiving Document Summary. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc: 7 character/digits Enter a valid receiving document number. Item: 3 digits Type an item number to place it at the top of the display list. Shipment: 3 digits Include the shipment number, if known. Screen 334 – Receiving by Item for a Document (cont’d) Pg __ of __ 3 digits Viewed Pg(s) Identifies the page number and number of pages available. Type a page number to advance to. Screen Information S: 1 character Type ‘Y’ next to the document number to select it and advance to Screen 338. Documnt: 7 character/digits Displays the receiving document number. Itm Nbr: 3 digits Identifies item number on the document. Shp: 3 digits Shows the number of items shipped. St: 2 digits Indicates the status of the receiving document. Valid values are as follows: IP = In process with shipments CL = Closed RE = Re-opened for process CN = Cancelled/deleted CO = Completed Quantity Accepted: 8 digits Identifies the number of items from shipment being accepted. UOM: 4 characters Displays the unit of measure for the line item. For example, the following: EA = Each GAL = Gallon UNT = Unit Conv Accepted: 8 digits Indicates the quantity received after conversion of UOM to match the purchase order. Conv UOM: 4 characters Shows the unit of measure converted to match the purchase order. Matched: 8 digits Displays the number of pieces for this line item that have matched successfully. Completed: 8 digits Shows number of pieces that have been received, matched successfully, and have had a voucher processed. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. Section V 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. With the exception of TAMU, most users will only be able to access documents for their individual department. Positioning the Display Several document inquiry screens allow you to position a particular document at the top of the inquiry screen. This is accomplished by entering as much information on the Action Line as possible. For example, entering a particular document number on the Action Line of Screen 280 will display that document on the first informational line of the listing. Document Classes Classes are used to group documents by function. Typing a question mark (?) in the Class: field and pressing 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 the following: Value Meaning B Bid M Master Order P Purchase Order R Requisition L Limited Auth Using the PF Keys The PF keys are used to provide additional information about a particular document. In order to view information about a document using the PF keys, you must first select it for display. To select a document, move the cursor to the desired line by tabbing or by using your arrow keys. Then press the PF keys to display additional information. Browse Purchase Documents 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 02/09/11 8:27AM FY 2011 CC 02 Screen: ___ Class: L Doc: L123010 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 L123075 FEDERAL MAIL 12/13/10 144013-M100318 394.33 CO _ L L123076 EXPRESS DELIVERY 12/21/10 240714-04130 725.60 CO _ L L123077 EXPRESS DELIVERY 12/28/10 240714-04131 580.48 CO _ L L123078 HY n*NU 12/09/10 510561-0024 1,000.00 CO _ L L123079 RANDY R*ROGERS 12/20/10 270160-4132 6.44 CO _ L L123080 C C CHEMICALS 01/05/10 225090-00000YR 809.11 CL _ L L123081 UNI CORPORAT 12/21/10 144013-M100047 173.66 CO _ L * L123082 NANCY N*NOLAN 11/01/10 511855-0111 348.00 CL _ L * L123083 SHARON S*SMITH - 12/30/10 246049-00047 735.71 CO _ L L123084 UNIFIED HOLDINGS 12/21/10 144013-M100047 18.50 CO _ L L123085 VERA V*VERNON 08/18/09 241610-0055 IP _ L L123086 ANTHONY LINDEN INC 12/21/10 144013-M100046 30.00 CO _ L * L123087 ANDY ANDERSON 01/05/11 510135-1117 212.00 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 Identifies the vendor 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 Displays 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 the following: 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. Documents by Department/SubDepartment 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 be displayed. You may type all asterisks (*****) in the SubDept: field to display documents for the entire department rather than just one subdepartment. 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 02/09/11 9:08AM FY 2011 CC 02 Screen: ___ Dept: CHEM_ SubDept: _____ Class: P Doc: P001020 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 * P001674 AGC FZT CO 11/25/09 DL _ P * P005213 AGC ANNIE ANDERSON 07/20/10 99,644.00 PRT _ P P005319 AGC RESOURCE RESEARCH INC 07/27/10 111,700.00 PRT _ P P100450 AGC PERFORMING CONTROLS INC 09/28/10 106,046.00 PRT _ P P100631 AGC SOMMER MANAG DBA*ARGONNE G 10/08/10 165,000.00 PRT _ P * P101552 AGC WISE PLAIN & BAUR CORPOR 01/05/11 6,609.00 PRT _ P P300341 MEW BIOONICS INC 08/28/02 40,735.00 TR _ P P301068 MEW GENERAL ECO INC 10/30/02 62,000.00 TR _ P * P302086 JWP DALE MARKETING INC 02/05/03 DL _ P P303735 DMK ORANGE COMPUTER INC 06/23/03 DL _ P * P304089 STORAGE CENTER 07/21/03 3,457.35 TR _ P * P304153 JWP ORAS CORPORATION 07/27/03 3,294.72 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 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. Screen 281 – Document Browse by Department/SubDepartment (cont’d) SubDept: 5 characters Indicate the sub-department to be included in the display. Type ***** to see the entire department rather than just one subdepartment. Class: Help 1 character Enter the class of document on which to inquire. 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 Displays an asterisk (*) if 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: 18 characters Identifies the vendor’s name. Date: 6 digits Indicates the date the document was set up in FAMIS. S-Dept: 5 characters Identifies sub-department on the document. Amount: 10 digits Shows total dollar amount of all line items for the document. Screen 281 – Document Browse by Department/SubDepartment (cont’d) St: 3 characters Indicates status of the document. Common document status codes include the following: 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. 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. List Documents by Account Number 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 02/09/11 9:38AM Acct Acct FY 2011 CC 02 Screen: ___ Class: P Acct: 144011 00000 CC: 02 FY: 2011 Doc: _______ Completed Docs: N S C N Supp P U R C H A S E O R D E R L L T Doc Acct Vendor Name Date User Ref Amount St - - - ------- ----- ---------------- -------- -------------- ------------- --- _ P * 007038A 00000 XINTECH CORPORAT 10/11/10 855096-0 9,388.00 CL _ P 007242A 00000 SUMTER INDUSTRIE 10/13/10 865872-3 225.16 CL _ P 007554A 00000 DALE MARKETING L 10/19/10 870373-9 CL _ P 007951A 00000 SUMTER INDUSTRIE 10/25/10 882807-2 867.56 CL _ P 007987A 00000 SUMTER INDUSTRIE 10/26/10 886097-1 7,317.66 CL _ P 008233A 00000 FLUER ELECTRONIC 10/29/10 893613-1 1,355.00 CL _ P 008518A 00000 DALE MARKETING L 11/02/10 898995-8 4,627.78 CL _ P 008519A 00000 GWANT TECHNOLOGI 11/02/10 897536-0 1,872.00 CL _ P 012913A 00000 ST EDMONDS UNIVE 01/12/11 001584-9 450.00 CL 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: 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 that 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 total dollar amount of all line items for the document. St: 3 characters Represents status of the document. For example, the following: CL = Closed CO = Completed FR = Frozen IP = In Process TR = Transferred PRT = Printed DL = Deleted Screen 282 – Document Browse by Account (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 receiving information associated with the selected document. PF7 Audit Information Audit View audit information for the selected document. PF8 Accounts Accts Shows account distribution used for the document selected. PF9 PIP PIP Shows the PIP documents. PF10 Header Headr Shows document header information that was entered when the document was created. PF11 Items Items Lists line item information for the document. PF12 Track Track Allows you to track routing history of the selected document. Documents by User Reference Number 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 online, 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 02/09/11 9:55AM FY 2011 CC 02 Screen: ___ User Ref.: ______________ Include: Only Class: _ S C N L L T User Ref Doc Vendor Name Date Buy Amount St - - - -------------- ------- ---------------- -------- --- --------------- --- _ L 001014-01 A704606 MOMMAR M*MUNIE 02/16/07 49.95 CO _ L 001014-01 A720603 NEXNET 04/13/07 11.01 CO _ L 001014-01 A938689 JORRIE J*JONES 07/09/09 915.77 CO _ L 001014-01 L110546 JANE J*JONES 10/25/10 27.22 CO _ L 001014-01 L110555 ROXIE*ROGERS 10/25/10 50.00 CO _ L 001014-01 L110564 MARY M*MORRIS 10/25/10 3,863.84 CO _ L 001014-01 L113309 US DEPT OF EDUCA 11/05/10 38.60 CO _ L 001014-01 L115705 JESSIE J*JENSON 11/17/10 300.02 CO _ L 001014-01 L115710 SUE S*SIMMONS 11/17/10 32.86 CO _ L 001014-01 L115712 HAMER*HANSON 11/17/10 22.23 CO _ L 001014-01 L115721 US DEPT OF EDUCA 11/17/10 145.88 CO _ L 001014-01 L115733 JOHN J*JULIUS 11/17/10 28.81 CO _ L * 001014-01 L116764 JENNY J*JOHNSON 11/23/10 17.36 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. Screen 284 – Document Browse by User Reference (cont’d) Include: Only Class: Help 1 character Enter the class of document to be displayed. 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 Identifies the vendor’s name. Date: 6 digits Indicates the date the document was set up on the system. Buy: 3 characters Displays initials of the buyer for the document. Amount: 13 digits Indicates total dollar amount of all line items for the document. St: 3 characters Shows the status of the document. Common document status codes include the following: 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. Screen 284 – Document Browse by User Reference (cont’d) 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. View Documents by Vendor ID 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 02/09/11 10:03AM XERON CORP FY 2011 CC 02 Screen: ___ Vendor: 1vvvvvvvv0X Class: L Doc: _______ Completed Docs: Y All Mail Codes: _ S C N M First L I M I T E D P U R C H L L T Doc C Dept Doc Summary Buy Date User Ref Amount St - - - ------- - ----- ----------- --- -------- -------------- ------------ --- _ L * L701036 X CSCN CONTROLLER 09/01/06 270300-07091 305.00 CO _ L L730318 X DVFD REPLACEMENT 11/21/06 121204-STA 275.00 CO _ L L736309 X CHEM XERON COPIE 01/19/07 246050-00010 180.00 CO _ L L736320 X CHEM XERON COPIE 01/19/07 270040-05012 180.00 CO _ L L737298 X ADRC MONTHLY PYM 12/31/06 210270-00000 305.41 CO _ L L815523 X MSCN MONTHLY CHA 09/01/07 300460-9739 132.00 CO _ L * L818782 X UCEN COPIER RENT 08/30/07 300480-8137 132.00 CO _ L L822497 X UCEN CANCELLATIO 09/30/07 300480-8142 70.40 CO _ L L826302 X CHEM XERON COPIE 12/04/07 246050-00010 192.00 CO _ L * L927323 X CHEM XERON COPIE 12/01/08 246050-00010 102.00 CO _ L * L936485 X DVFD INVOICE BIL 11/01/08 121204-000000 859.50 CO _ L * L936500 X DVFD CANCELLATIO 12/01/08 121204-000000 859.50 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 285. • Type the vendor identification number or name and document class on the Action Line. You may also type and 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 state mail code for the specified vendor. First Dept: 5 characters Identifies first department listed on the document header. Doc Summary: 11 characters Displays a brief summary description of the document header. Buy: 3 characters Displays 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 user reference used to identify the subsidiary ledger (SL) account number for the order, followed by the departmental reference number. Amount: 10 digits Indicates 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 the following: 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 02/09/11 10:06AM FY 2011 CC 02 Screen: ___ State Req: ___________ Class: L Doc: _______ Completed Docs: N S C N State L L T Req Number Doc Vendor Name Date User Ref Amount St - - - ----------- ------- ------------- ----- -------------- ------------- --- _ P O6433A P002374 PACE INTERNATI 01/10 246206-PRINT DL _ P O6433R P001976 PACE INTERNATI 12/09 246206-PRINT DL _ P O6479 P002448 NEWSAN PRINTIN 01/10 511711-PRINT DL _ P O6512 P002200 THE*INSATE GRO 01/10 300460-PRINT 942.46 CL _ P O6522R P002379 THE*INSATE GRO 01/10 300460-PRINT 528.00 CL _ P O6523R P002380 THE*INSATE GRO 01/10 300460-PRINT 612.00 CL _ P * O6552 P002525 TIPS PRINTING 01/10 216860-PRINT DL _ P O6706 P003212 BUYSIDE PRINTI 03/10 300200-PRINT DL _ P O6724 P003224 PANE INTERNATI 03/10 271840-PRINT DL _ P O6868A P004518 THE*INSATE GRO 06/10 956220-PRINT 707.00 CL _ P * O6891 P004436 TIPS PRINTING 05/10 301880-PRINT 213.00 CL _ P O6902 P004924 THE*INSATE GRO 06/10 240208-PRINT DL _ P O6912 P004384 SOUTHERN PRINT 05/10 214360-PRINT DL 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 Indicate the class of document on which to inquire. 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 notes attached to the document. State Req. 9 digits/characters Number: 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 name of the vendor from which the items were purchased. 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 the following: 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. Browse Documents 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 online 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 02/09/11 10:08AM FY 2011 CC 02 Screen: ___ State Order: ______ Class: L Doc: _______ Completed Docs: N S C N St Ord. L L T Number Doc Vendor Name Date User Ref Amount St - - - ------ ------- ------------------ ----- -------------- ------------- --- _ P 126644 P903775 XERON CORP 04/09 144016-00000 5,539.20 PRT _ P * 126962 P703486 BOTHAM CPDJE 02/07 870620-00000 17,482.00 TR _ P * 127729 P002014 XERON CORP 12/09 210390-2170 2,790.72 PRT _ P 128013 P002075 XERON CORP 12/09 216920-R006 8,826.48 PRT _ P 128385 P301263 CARDISH HEALTH 11/02 300370-32000 DL _ P * 128483 P002169 XERON CORP 01/10 250400-2010 13,468.88 PRT _ P 129491 P904398 PHILSON MOTORS LT 05/09 870620-00000 DL _ P 129610 P002180 CARON FINANCIAL SE 01/10 241911-1006 9,318.00 PRT _ P 129758 P703669 XERON CORP 03/07 217860-1062 12,492.00 CL _ P 129759 P703670 XERON CORP 03/07 209013-AM5LMW 6,246.00 CL _ P * 130163 P002233 CARON U S A INC 01/10 132500-00000 18,664.80 PRT _ P 131900 P002465 HT GROUP LLC 01/10 214530-40000 13.00 PRT _ P 131915 P002466 XERON CORP 01/10 250422-1084 30,460.20 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 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 Enter 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 on which to inquire. 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 name of the vendor from which the items were purchased. Date: 4 digits Indicates the date the document was set up on the system. User Ref: 11 digits Displays 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 Represents the status of the document. Common document status codes include the following: 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 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. List 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 online routing and approval system. Screen 271 is available for you to display your documents that have been closed but have not been sent into the routing and approval system. Screen 271 - Documents Closed But Not Routed 271 Documents Closed But Not Routed 02/09/11 10:10AM FY 2011 CC 02 Screen: ___ Dept: CHEM_ SubDept: _____ Class: _ Doc: _______ S C N L L T Doc Buy Vendor Name User Ref. Date S-Dept Amount - - - ------- --- ----------------- ------------- -------- ----- ------------- _ P 002469A C S BIOMEDICAL S 7024528 07/07/10 17.74 _ P 002470A SCIENTIFIC PLASTI 6980439 07/07/10 60.00 _ P 002520A C S BIOMEDICAL S 7049423 07/09/10 861.84 _ P 002564A SAGMA-ALDON INC 7068098 07/09/10 180.00 _ P 002568A C S BIOMEDICAL S 7069373 07/09/10 108.24 _ P 002623A SAGMA-ALDON INC 7073741 07/12/10 38.40 _ P 002633A C S BIOMEDICAL S 7092835 07/12/10 28.52 _ P 002638A C S BIOMEDICAL S 7096970 07/13/10 1,994.68 _ P 002679A FINTON SCIENTIFIC 7122177 07/14/10 81.36 _ P 002775A GASTON TRANSFER 6957458 07/15/10 15,500.00 _ P 002826A PRESSURE PROPS 7175288 07/16/10 4,721.00 _ P 002876A DATA PROJECTS 7091320 07/19/10 43,394.71 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 on which to inquire. 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 ‘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 initials of the buyer for the purchase document. Vendor Name: 18 characters Identifies name of the vendor from which the items were purchased. 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 sub-department associated with the purchase document. Amount: 10 digits Indicates 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 by Status Code for a Department FAMIS makes it possible for you to browse through your purchase documents, sorted by their status code. Using Screen 272, you can also filter your list by subdepartment, class, or route status. You may type all asterisks (*****) in the SubDept: field to display documents for the entire department rather than just one subdepartment. Screen 272 - Documents by Status 272 Documents By Status 02/09/11 10:16AM FY 2011 CC 02 Screen: ___ Dept: ANTH_ 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 - - - ------- --- ---------- -- -- ------------ -------- ----- ------------ _ E * E010618 HAROLD H*HO IP 2vvvvvvvv4 11/02/09 _ E * E111563 CRAYTON IP 5vvvvvvvv6 10/03/10 648.00 _ E E617680 IP 1vvvvvvvv1 04/20/06 _ E E700305 MICROMANAGE IP 8vvvvvvv7 08/30/06 _ E E733926 AMERICAN IN IP 2vvvvvvvv2 07/01/07 _ E E927308 SHEILA*SHON IP 2vvvvvvvv9 04/22/09 _ L * A030879 D DOBBS*DEN IP 2vvvvvvvv0 06/21/10 116.26 _ L * A032218 JANICE J*JO IP 2vvvvvvvv0 07/02/10 _ L A431475 UNIVERSITY IP 2vvvvvvvvv3 04/29/04 3,000.00 _ L A521375 SIM'S CLUB IP 2vvvvvvvv1 02/27/05 _ L * A526551 ST MORRIS C IP 1vvvvvvvv1 03/09/05 500.00- _ L * A532671 CRAYTON IP 5vvvvvvvv5 05/09/05 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 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 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. Type ***** to see the entire department rather than just one subdepartment. Screen 272 – Documents by Status (cont’d) Class: Help 1 character Enter the class of document: Requisition (R), Purchase Order (P), Master Order (M), Bid (B), Exempt Purchase (E), or Limited Purchase (L). Doc: 7 character/digits Identify the first document number to be displayed. . Status: Help 2 characters Identify the status code to limit the display. Valid values are as follows: IP = In Process CL = Closed DL = Deleted CO = Completed TR = Transferred Route Status: Help 2 characters Indicate which routing status code to display. Valid routing status codes include the following: 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 name of the vendor from which the items were purchased. Screen 272 – Documents by Status (cont’d) St: 2 characters Shows the current status of the documents for the status specified on the Action Line. Common document status codes include the following: IP = In Process CL = Closed DL = Deleted CO = Completed TR = Transferred Rt: 2 characters Displays 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 Invoicing Invc Used to view the invoice details. PF6 Receiving 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. 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. You may type all asterisks (*****) in the SubDept: field to display documents for the entire department rather than just one subdepartment. 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 02/09/11 10:21AM FY 2011 CC 02 Screen: ___ Dept: ANTH_ SubDept: _____ Class: E Doc: _______ Number Of Days: ___ E X E M P T P U R C H S St Cat Sub L Doc Summary Date Cd /MS Dept Amount - ------- ------------------------------- ---------- -- -- ----- ------------- _ E112606 TRAVEL- D DENNIS- AAA CONF 11/ 11/17/2010 CL EP 460.46 INV: E112606 VCH: 11/17/2010 IP 460.46 Invoice is in process (IP) _ E114806 TRAVEL- D CARROLL- AIA CONF 01/06/2011 CL EP 2137.98 INV: E114806 VCH: 01/06/2011 IP 2137.98 _ E114920 TRAVEL- J JOHNSON SOUTH AFRICA 12/29/2010 CL EP 1269.80 INV: E114920 VCH: 12/29/2010 IP 1269.80 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 a 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 pressing 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. Type ***** to see the entire department rather than just one subdepartment. Class: Help 1 character Identify the class of document to be displayed. Doc: 7 character/digits Enter the document number to be displayed. 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. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. Screen 275 – Incomplete Receiving/Invoicing (cont’d) 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. Browse 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 02/09/11 10:38AM FY 2011 CC 02 Screen: ___ Doc: P100050 Number of Desc Lines: 5_ Page: 1__ Of 5 VENDOR: +--------------------------+ 1vvvvvvvvvE | DOC: P100050 | SCOTT & WHITE MEMORIAL HOSPITAL | | REFERENCE LABORATORY | USER REF: 302970-REFLAB | 2401 SOUTH 31ST STREET +--------------------------+ TEMPLE, TX 76508 INVOICE TO: SHIP TO: DEPARTMENT OF STUDENT HEALTH DEPARTMENT OF STUDENT HEALTH SERVICES SERVICES ATTN: ACCOUNTS PAYABLE ATTN: ACCOUNTS PAYABLE 1264 TAMU 1264 TAMU COLLEGE STATION TX 77843-1264 COLLEGE STATION TX 77843-1264 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Bkwd Fwrd Screen 288 - Document Summary (Page 2) 288 Document Summary 02/09/11 10:39AM FY 2011 CC 02 Screen: ___ Doc: P100050 Number of Desc Lines: 5_ Page: 2__ Of 5 << ADDITIONAL TEXT >> REFERENCE: RFQ MAIN 08-0002 REFERENCE LABORATORY FOR INVOICING ON OR AFTER SEPTEMBER 1, 2010. RENEWAL 3 OF 4 (P803585, P900146, P000046, P100050) TAMU CONTACT: TAMI THOMPSON, BUSINESS COORDINATOR II 979-488-8888 TPETERSON@SHS.TAMU.EDU 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 02/09/11 10:39AM FY 2011 CC 02 Screen: ___ Doc: P100050 Number of Desc Lines: 5_ Page: 3__ Of 5 ITEM DESCRIPTION QUANTITY UOM UNIT PRICE EXTENDED PRICE ----- --------------------------- --------- ---- -------------- -------------- 0.1 TAMU Contacts: Sue Smith, Associate Director Student Health Servcies Texas A&M University 1 1.00 LOT 114,000.00 114,000.00 Professional Medical Services for Medical Reference Laboratory to be performed in accordance with the Scope of Work detailed in Request for Qualifications RFQ MAIN 08-0002, Addenda 1, 2, 3, & 4 and the response from Total 114,000.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Bkwd Fwrd Screen 288 - Document Summary (Page 4) 288 Document Summary 02/09/11 10:39AM FY 2011 CC 02 Screen: ___ Doc: P100050 Number of Desc Lines: 5_ Page: 4__ Of 5 >> Account Distribution << 02 2011 302970-00000-5425 SHS REVENUE 114,000.00 Account Total 114,000.00 CATALOGUE ORDER: N DOCUMENT DATE: 07/19/2010 Disc Pct: 0.000 Disc Due DD: 0 Disc Ind: N Pay DD: 30 F.O.B.: DP Vendor Ref: JOHN JIMENEZ 255-777-7777 Delivery Date: 08/31/2011 Delivery Reqd By: Dept Contact: TAMI THOMPSON 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 02/09/11 10:39AM FY 2011 CC 02 Screen: ___ Doc: P100050 Number of Desc Lines: 5_ Page: 5__ Of 5 Phone No.: 979-488-8888 Bidding Vendor Vendor Contact Bid Amount REASON FOR AWARD TO OTHER THAN LOW BIDDER: RENEWAL 3 OF 4 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. • Type 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 number. The number of summary pages displayed may vary, depending on the information available. Screen Information Screen 1 Vendor: 5 lines/30 characters Identifies 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 a line item number(s) on the specified 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 Price: 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 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 Indicates 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 is 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 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 day by which the delivery of items requested is required. Dept Contact: 10 characters Displays name of the person in the department to contact regarding the purchase. Phone No.: 10 digits Identifies area code and phone number for the document’s contact person. Sole Source 50 characters Reason: Displays the reason for the sole source purchase. Screen 5 Bidding Vendor: 3 lines/30 characters Identifies vendor submitting a bid for the purchase. Vendor Contact: 25 characters Displays name of the person to contact with the vendor regarding bids for this order. Bid Amount: 15 digits Indicates total dollar amount the vendor bids for the purchase. Reason for Award to Other Than 15 digits Low Bidder: Indicates the reason why the purchase did not go to the lowest bidder, if 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. Display Detail Document Information 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 02/09/11 10:57AM FY 2011 CC 02 Screen: ___ Document: P100258 Panel: 01 More >> Doc Summary: 2010 LATITUDE E6410 LAPTOP W/ACCESSORIES/SEE QUOTE Vendor: 1vvvvvvvvv1 SYMONS INDUSTRIES Reimburse ID: Doc FY: 2011 Doc Amt: 1794.32 User Ref: 300540-23000 Status: CL Amt Inv: 1794.32 Doc Date: 09/10/2010 Route St: FN Amt Vchr: 1794.32 Class: P Oth A/P Src: Inv Forced: Category: RO USAS Doc Type: 9 Req Delivery Date: 09/24/2010 LP Received: Buyer: LANCE, LONNIE Nbr Invoices: 2 Catalogue Order: N Delg: Contact: KARROL KARP S Line Quantity UOM Description P Unit Price Extended Price - ----- ---------- ---- ------------------------ - ------------- ------------- _ 1.0 1.00 EA 2010 DELL LATITUDE E6410 M 1794.3200 1794.32 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. *** 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 (Panel 2) 278 Document Inquiry 02/09/11 11:00AM FY 2011 CC 02 Screen: ___ Document: P100258 << More Panel: 02 More >> Doc Summary: 2010 LATITUDE E6410 LAPTOP W/ACCESSORIES/SEE QUOTE Vendor: 1vvvvvvvvv1 SYMONS INDUSTRIES Reimburse ID: Doc FY: 2011 Doc Amt: 1794.32 User Ref: 300540-23000 Status: CL Amt Inv: 1794.32 Doc Date: 09/10/2010 Route St: FN Amt Vchr: 1794.32 Class: P Oth A/P Src: Inv Forced: Category: RO USAS Doc Type: 9 Req Delivery Date: 09/24/2010 LP Received: Buyer: LANCE, LONNIE Nbr Invoices: 2 Catalogue Order: N Delg: Contact: KARROL KARP S Line Received Date Recvd Invoiced Date Invcd Matched Date Mtchd - ----- ---------- ---------- ---------- ---------- ---------- ---------- _ 1.0 2.00 09/22/2010 2.00 09/17/2010 2.00 09/28/2010 *** 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 02/09/11 11:02AM FY 2011 CC 02 Screen: ___ Document: P100258 << More Panel: 03 Doc Summary: 2010 LATITUDE E6410 LAPTOP W/ACCESSORIES/SEE QUOTE Vendor: 1vvvvvvvvv1 SYMONS INDUSTRIES Reimburse ID: Doc FY: 2011 Doc Amt: 1794.32 User Ref: 300540-23000 Status: CL Amt Inv: 1794.32 Doc Date: 09/10/2010 Route St: FN Amt Vchr: 1794.32 Class: P Oth A/P Src: Inv Forced: Category: RO USAS Doc Type: 9 Req Delivery Date: 09/24/2010 LP Received: Buyer: LANCE, LONNIE Nbr Invoices: 2 Catalogue Order: N Delg: Contact: KARROL KARP INV Paid Paid Remaining S Line UOM Description P Quantity Amount Balance - ----- ---- ------------------ - -------------- -------------- -------------- _ 1.0 EA 2010 DELL LATITUDE M 2.00 1794.32 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 characters/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 fiscal year in which the document is processed. Doc Amt: 15 digits Displays total dollar amount for document. User Ref: 14 digits Shows the user reference that is used to identify the subsidiary ledger (SL) account number for the order, followed by the departmental reference number. Status: 2 characters Indicates the status of the document. For example: In Process (IP), Closed (CL), Deleted (DL), and Completed (CO). Amt Inv: 15 digits Shows the total dollar amount invoiced for 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 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 Displays 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 as well as 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 line item number for the document. Quantity: 10 digits Identifies purchase quantity of the line item. UOM: 3 characters Represents the unit of measure for the line item. Description: 25 characters Displays a brief description of the line item. P: 1 character Shows any special processing needs for the document. Unit Price: 10 digits Displays dollar amount to be paid per unit of measure. Extended Price: 10 digits Indicates total item amount as calculated by the system. Panel 2 Received: 10 digits Shows quantity of items received. Date Recvd: 8 digits Shows date the line item was received. Invoiced: 10 digits Displays quantity of items invoiced. Screen 278 – Document Inquiry (cont’d) Date Invcd: 8 digits Indicates the date the line item was invoiced. Matched: 10 digits Indicates quantity of matched items. Date Mtchd: 8 digits Shows 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 overlay 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 from FAMIS using Entire Connection. See the FAMIS Entire Connection User’s Manual for greater details. Document Line Item Inquiry Detailed information for line items is shown on Screen 279. This is a detailed follow up screen from Screen 278. This screen is helpful in determining whether an item has passed the three-way match requirement in order to be paid. It shows the date an item was received, invoiced, and matched. Screen 279 - Document Line Item Inquiry 279 Document Line Item Inquiry 02/09/11 12:18PM FY 2011 CC 02 Screen: ___ Document: P100014 Item: 1.0__ of 2 Vendor: 1vvvvvvvvv9 SYMON WATER TECHNOLOGIES INC User Ref: 241801-00099 Item UOM: EA Received Invoiced Matched Item Qty: 60.00 ---------- ---------- ---------- Item Unit Price: 90.0000 UOM: EA EA Item Discount: Dt: 01/28/2011 10/29/2010 11/11/2010 Item Ext Price: 5400.00 Qty: 9.00 5.00 5.00 Item Proc Cd: Commodity Code: 96223 First Account: 241801-00099-5670 Cost Ref1: 2: 3: Item Desc: Provide "In-Tank" Regeneration of 1.2 cubic feet of strong acid/strong base nuclear grade TIBH Code: Delete Flag: Freeze Flag: Capital/Inv Flag: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp InDtl Accts IDesc Use PF7 to view all invoices against the item that is currently being displayed on the screen. The information in the pop-up window shows 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. PF7 Invoice Detail +----------------------------------------------------------------------------+ *** Invoice Inquiry for Item 1.0 of Document P100014 *** Completed Docs: N M Invoice Nbr Vch Nbr St St Inv Date Quantity Unit Price Ext Price -------------- ------- -- -- -------- ------------ ------------ ------------- 3211854 1428170 CO MS 10/29/10 5.00 90.0000 450.00 *** Inv Totals 5.00 450.00 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 Displays the user reference used to identify 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 number 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: 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 the following: 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’ shows the item has been deleted from the system. Freeze Flag: 1 character ’Y’ indicates the 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 specified line item. Dt: 8 digits Indicates the date the item was received, invoiced, and/or matched. Qty: 10 digits Identifies the purchase quantity of 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 the item. PF11 Item Description IDesc Place cursor on line item and press this key to see detailed description of the item. Track Document Activity 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 02/09/11 12:23PM FY 2011 CC 02 Screen: ___ Doc: P100308 C To To To Action Action L Document Item Cls Document Item Action Date Time By User - ------- ----- - ------- ----- ------- -------- ----- -------- P P100308 REOPEN 10/06/10 17:07 WxxxxxP P P100308 CLOSED 10/06/10 17:12 WxxxxxP P P100308 REOPEN 11/01/10 15:00 LxxxxxP P P100308 CLOSED 11/01/10 15:01 LxxxxxP P P100308 REOPEN 11/12/10 14:48 LxxxxxP P P100308 CLOSED 11/12/10 14:54 LxxxxxP P P100308 REOPEN 11/12/10 15:37 LxxxxxP P P100308 CLOSED 11/12/10 15:39 LxxxxxP P P100308 1.0 P P100406 1.0 TRNSFR 09/27/10 08:29 TxxxxxP P P100308 2.0 P P100406 2.0 TRNSFR 09/27/10 08:29 TxxxxxP P P100308 3.0 P P100406 3.0 TRNSFR 09/27/10 08:29 TxxxxxP P P100308 4.0 P P100406 4.0 TRNSFR 09/27/10 08:29 TxxxxxP 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 specified document class. • Press to view the desired list of all documents. Field Descriptions (. = Required / Help = PF2, ?, or * Field Help Available) Action Line . Document: 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). Doc: 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 to which the document item was transferred. To Document: 7 character/digits Displays the document number to which the item was transferred. To Item: 3 digits Identifies the item number on the document to which it was transferred. Action: 7 characters Designates the type of action that was taken against the document. Action Date: 6 digits Shows the date the action was performed on the document. Action Time: 4 digits Displays the time the action was performed on the document. By User: 8 characters/digits Indicates the user ID of the person performing the action on the document. Additional Information PF KEYS See the Appendix for an explanation of the standard PF Keys. Cross Reference Purchasing Documents FAMIS allows you to cross reference a document from its original source document. Cross references for purchasing documents may be viewed using Screen 291. 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 02/09/11 12:25PM FY 2011 CC 02 Screen: ___ Doc: P100315 C To To From From From Action Action L Document Item Cls Document Item Action Date Time By User - ------- ----- - ------- ----- ------- -------- ----- -------- P P100315 1.0 R R100443 1.0 TRNSFR 09/15/10 13:48 WxxxxxP P P100316 1.0 R R100489 1.0 TRNSFR 09/15/10 13:52 PxxxxxP P P100316 2.0 R R100489 2.0 TRNSFR 09/15/10 13:52 PxxxxxP P P100316 3.0 R R100489 3.0 TRNSFR 09/15/10 13:52 PxxxxxP P P100316 4.0 R R100489 4.0 TRNSFR 09/15/10 13:52 PxxxxxP P P100316 5.0 R R100489 5.0 TRNSFR 09/15/10 13:52 PxxxxxP P P100316 6.0 R R100489 6.0 TRNSFR 09/15/10 13:52 PxxxxxP P P100316 7.0 R R100489 7.0 TRNSFR 09/15/10 13:52 PxxxxxP P P100317 1.0 R R100444 1.0 TRNSFR 09/15/10 13:58 LxxxxxP P P100317 2.0 R R100444 2.0 TRNSFR 09/15/10 13:58 LxxxxxP P P100318 0.1 R R100516 0.1 TRNSFR 09/15/10 14:02 WxxxxxP P P100318 1.0 R R100516 1.0 TRNSFR 09/15/10 14:02 WxxxxxP 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 . Document: 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 to which the item was transferred. To Item: 3 digits Identifies the item number on the document to which it was transferred. From Cls: 1 character Identifies the class of document from which the document item was transferred. From Document: 7 character/digits Identifies the document number from which the item was transferred. From Item: 3 digits Identifies the item number on the document from which the item was transferred. Action: 7 characters Designates the type of action that was taken against the document. Action Date: 6 digits Date the action was performed on the document. Action Time: 4 digits Time the action was performed on the document. By User: 8 characters/digits Indicates the user ID of the person performing the action on the document. Additional Information PF KEYS See the Appendix for an explanation of the standard PF Keys. SciQuest / FAMIS Document Cross Reference Screen 295 is a cross-walk from SciQuest to FAMIS. You can use this screen to look up the corresponding document information if you know one of the two document identification numbers. Screen 295 – SciQuest Documents Xref 295 SciQuest Document Xref 07/24/12 2:20PM FY 2012 CC 02 Screen: ___ SciQuest Document ID: ____________________ FAMIS Doc: _______ S Document SciQuest Doc ID Doc Description / Error - -------- --------------------- ------------------------------------------- _ 00006AB 29759672 Muster Committee _ 000060A AB0000059 FedEx Shipping _ 000061A AB0000060 Greenroofplants.com - plants for Dvorak _ 000062A AB0000061 2010-03-10 502001166 01 _ 000063A AB0000062 Office Max -Pens, Dividers, and Steno Pads _ 000064A AB0000064 Office Max Stapler & Ink Jet cartridge _ 000065A AB0000063 OFFICE MAX-LAUP SUPPLIES _ 000066A AB0000065 OfficeMax - office organizers _ 000067A AB0000067 Office Max - Ink and paper and other _ 000068A AB0000066 FedEx - shipping charges _ 000069A AB0000068 FedEx - Bienko Shipping Charges NC to TX _ 00007AA 14865940 cag Office Supply 4 More records - Press ENTER to scroll Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Document Number Format: • First 2 numbers are “00” (for Master campus) • Requisition has 2 alpha characters at the end • Purchase Order has 1 alpha character at the end Basic Steps • Advance to Screen 295. • Type a valid SciQuest Document ID number or FAMIS document number on the Action Line to display it on the first line of the document list. • Type ‘X’ in the S: field to select a document, and advance to Screen 278 to view additional document information. Screen 295 – SciQuest / FAMIS Document Cross Reference (cont’d) Field Descriptions (. = Required / Help = PF2, ?, or * Field Help Available) Action Line SciQuest 20 characters/digits Document ID: Enter the desired SciQuest Document ID number. FAMIS Doc: 7 digits/characters Identify the desired FAMIS Document number. Screen Information S: 1 character Type ‘X’ to select the document and advance to Screen 278. Document: 7 digits/characters Identifies the FAMIS document number. A Requisition document number ends in two characters, and a Purchase Order number ends in one character. SciQuest Doc ID: 9 characters/digits Shows the SciQuest document ID number. Doc Description / 43 characters/digits Error: Displays the document summary description. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. Section VI Appendix Standard PF Keys PF Keys are used in Receiving to access additional information. Wherever possible, the same assignment has been given to the same PF key, such as PF9 usually being the key used to view NOTES. Occasionally, this has not been possible and a different assignment has been made. The following list will help you identify the functionality behind the PF keys that you will see on many of the screens in this manual. Some screens have extended information windows assigned to various function keys that are designated at the bottom of each screen and pop-up window. Placing the cursor (or 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. Press to exit a pop-up window and 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 windows, an additional set of extended function keys may be available for providing additional information. Extended Function Keys Accts Displays a window of all responsible accounts and their portions of the total order. 278 Document Inquiry 03/31/04 3:07PM FY 2004 CC 02 Screen: ___ Document: P001235 Do +------------------------------------------------------------------+ | F5628 End of accounts on document | Rei | P P001235 *** Account Distribution *** | | | | CC FY Account Description Amount | | -- ---- ----------------- -------------------- --------------- | | 02 2000 144013-34400-4045 SAC - SURGERY 3,638.46 | LP | 02 2000 144013-44400-4045 LAC - SURGERY 1,819.77 | 9 Nbr | Total all Accounts * 5,458.23 | | | S | | Price - | | ------ _ | | 08.80 _ | | 34.88 _ | | 57.85 _ | | 10.30 | | Ent | PF3= Back to 278 PF4=Exit PF5=BBA | F12--- +------------------------------------------------------------------+ Appendix – Standard PF Keys (cont’d) AdDept Displays all additional departments/subdepartments that have approval and accounts on this document. 280 Document Browse 03/31/04 3:09PM FY 2004 CC 02 Screen: ___ Class: P Doc: P001235 +--------------------------------------------------------------+ -------------+ | Additional Departments/SubDepartments | | | Doc: P001248 | | | Dept SubDept | | | ----- ------- | | | PROV FSIS | | | | | | | | | | | | | -845-6340 | | | -845-3425 | | | ED | | | | | | | | | | | PF3= Back to 280 PF4=Exit | | | | F11=Items | +--------------------------------------------------------------+ -PF11--PF12--- Addr Used to include more lines of address information. 321 Receiving Document Create (Dept.) 03/31/04 15:09 *DOC NOTES* FY 2004 CC 02 Screen: ___ Doc: P001235 Shipment: 1__ of 1 Add Shipment: _ Doc Summary: VWR_______________________________________________ Rec by Dept: VTEA_ Rec by User: CARSON, CAMELIA C Rcv Dt: 10/27/1999 Carrier: OTHER Carrier Doc: 1810693_______ Packing Doc: 1850032_______ Pieces: Total: 2____ Damaged: _____ Weight-lb: ______ Ship t +-------------------------------------------+ | | ____________ Ext: ____ | Addr: VET MED RM 120, VTH, BLDG.508_ | ____________ | ______________________________ | | ______________________________ | 778434457 Country: ___ | ______________________________ | ------ | | -------------------------- Docume +-------------------------------------------+ ENTIFIC PRODUCTS INC Start Dt: Cat.: BO User Ref: 144013-M00091 FOB: DP End Dt: Contact Person: CAMELIA CARSON Ph: 409-855-5555 Exp.Dlvry Dt: Buyer: KGK KATE KARSEN X109 Ph: 409-855-3333 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next DDesc Addr RNote DNote INote Appendix – Standard PF Keys (cont’d) Audit Displays audit information for the line item. 280 Document Browse 03/31/04 3:18PM FY 2004 CC 02 Screen: ___ Class: P Doc: P411235 S C +--------------------------------------------------------------+ L L | | t St - - | **** Audit Information **** | ----- --- _ P | | 3.02 PRT _ P | Document: P500004 | 2.76 PRT _ P | Item: | 5.47 PRT _ P | | 0.00 PRT _ P | Date Created: 03/05/2004 Time Created: 10.29.37 | 0.80 PRT _ P | Added By: LAIT02P MITCHEL, MELINDA M | 1.25 PRT _ P | | 0.00 PRT _ P | Last Modify Date: 03/08/2004 Last Modify Time: 16.48.40 | 0.00 PRT _ P | Last Modify PGM: PNSF220 | 0.99 IP _ P | Last Modify By: KxxxxN MACEY, MARGE MJ. | DL _ P | | 1.50 CO _ P | | DL _ P | PF3= Back to 280 PF4=Exit | DL +--------------------------------------------------------------+ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Invc Recv Audit Accts PIP Headr Items Track BBA Shows any over budget messages that may pertain to the budget balance available. 280 Document Browse 04/25/00 10:34AM FY 1999 CC 02 Screen: ___ Class: L Doc: A000034 S +------------------------------------------------------------------+ L | F5628 End of accounts on document | St - | L A000057 *** Budget Balance Available *** | -- --- _ | | 2 CO _ | CC FY Account Over Budget Message | 7 CO _ | -- ---- ----------------- ------------------------------ | 0 CO _ | 02 2000 270666-00000-8422 *** OVER BY 4,446.00 | 0 CO | | 0 CO | | Ent | PF4=Exit | F12--- +------------------------------------------------------------------+ rack Bkwd Advances backward to the previous screen in the receiving process. Appendix – Standard PF Keys (cont’d) DDesc Used to include description of damage about any goods that were received. 321 Receiving Document Create (Dept.) 03/31/04 15:58 *DOC NOTES* *INV NOTES* *REC NOTES* FY 2004 CC 02 Screen: ___ Doc: P000356 Shipment: 1__ of 40 Add Shipment: _ Doc Summary: BLANKET ORDER FOR LIQUID NITROGEN/FRED ABEGGLEN___ Rec by Dept: CYCL_ Rec by User: BARRON, BERT B Rcv Dt: 09/30/1999 +-------------------------------------------------------------------+ 83___ Pi | | | Dmg Description: _____________________________________________ | Shi | _____________________________________________ | | _____________________________________________ | ___ | _____________________________________________ | | _____________________________________________ | | _____________________________________________ | __ | _____________________________________________ | --- | _____________________________________________ | ----- Doc | _____________________________________________ | Sta | _____________________________________________ | End | | -1411 Exp +-------------------------------------------------------------------+ -4506 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next DDesc Addr RNote DNote INote DlPrt Used to download and print the screen information through Entire Connection. 278 Document Inquiry 03/31/04 3:58PM FY 2004 CC 02 Screen: ___ Document: P000356 +----------------------------------------------------+ Doc Summary: | | Vendor: | This feature is only available with Entire | Reimburse ID: | Connection. If you are not currently running | User Ref: | Entire Connection, press PF12 to cancel the | Doc Date: | request. | Class: | | Category: | Lines of description per item 99 | LP Received: | | X106 Nbr Invoices: | Select additional data to print with an 'X' | N | | S Line Quan | Show Bidding Vendors: _ | nded Price - ----- ---- | Notes _ | ---------- _ 1.0 167 | Account Distribution _ | 35195.50 _ 2.0 | Sole source _ | 6000.00 | | | | | PF12 to Cancel | Enter-PF1---P | | 1--PF12--- Hmenu H +----------------------------------------------------+ ht Appendix – Standard PF Keys (cont’d) DNote Shows any document notes explaining additional information about the purchasing document. 321 Receiving Document Create (Dept.) 03/31/04 15:55 *DOC NOTES* *INV NOTES* *REC NOTES* FY 2004 CC 02 +-------------------------------------------------------------------+ | | | P000356 0.0 Position at line: ___ | | Line ******** Note Text ******** | | 1 >>Note entered 08/10/00 BY WILLS, WANITA W.__ | 999 | 2 PER E-MAIL FROM MIKE MORRIS, INCREASE________ | 4883___ | 3 QUANTITY TO COVER USAGE.INCREASE____________ | | 4 QTY. BY 12000 GALLONS (11173.20) CU FT.______ | S | 5 OR $2346.37_________________________________ | | 6 _____________________________________________ | ____ | 7 >>Note entered 08/18/00 by WILLS, WANITA W.__ | | 8 PER E-MAIL FROM H. HARRIS, INCREASE__________ | | 9 ENCUMBRANCE BY 4692.74 (24000 GALLONS)_______ | ___ | 10 TO PAY INVOICES THRU AUGUST 31,00____________ | - | 11 >>Note entered 09/12/00 by WILLS, WANITA W___ | ------- D | 12 PER EMAIL FROM MIKE MORRIS. THIS DOC_________ | S | PF3= Back to 320 PF4=Exit PF7=PItem PF8=NItem Page(F/B/E): _ | E | | 45-1411 E +-------------------------------------------------------------------+ 45-4506 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next DDesc Addr RNote DNote INote Frwd Advances forward to the next screen in the receiving process. IDesc More detailed item descriptions can be entered by pressing PF11. You must place your cursor on the line item before pressing PF11. 279 Document Line Item Inquiry 03/31/04 3:54PM FY 2004 CC 02 Screen: ___ Document: P000356 Item: 1__ OF 2 Vendor: 1vvvvvvvvv2 BOC GASES User Ref: 270490-00719 +-------------------------------------------------------------------+ hed | | ----- It | Item Description: Blanket order for liquid nitrogen for the____ | | period of September 1, 1999 through August___ | /2000 I | 31, 2000.__12,000 gallons/mo. 144,000 gallon | 77.86 | /yr (x 93.11). 13,407,840 cu. ft.= 134,078c/ | C | cft X .21/100 cu. ft.________________________ | | _____________________________________________ | | _____________________________________________ | | _____________________________________________ | | _____________________________________________ | | _____________________________________________ | +-------------------------------------------------------------------+ Capital/Inv Flag: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp InDtl Accts IDesc Appendix – Standard PF Keys (cont’d) INote Displays any invoice notes that may be helpful in the routing and approval process. 321 Receiving Document Create (Dept.) 03/31/04 15:52 +-------------------------------------------------------------------+ 04 CC 02 | | | Doc Invoice | | P000356 1030710_______ Position at line: ___ | | | | Line ******** Note Text ******** | 1999 | 1 >>Note entered 08/09/00 by RAWLES, RHONDA____ | 84883___ | 2 TALKED TO MICHAEL TO GET WITH PURCHASING TO__ | | 3 ADD MORE TO THE QUANTITY_____________________ | | 4 _____________________________________________ | | 5 _____________________________________________ | : ____ | 6 _____________________________________________ | | 7 _____________________________________________ | | 8 _____________________________________________ | : ___ | 9 _____________________________________________ | | 10 _____________________________________________ | -------- | 11 _____________________________________________ | | 12 _____________________________________________ | | | 845-1411 | PF4=Exit PF7=PInv PF8=NInv Page (F/B/E): _ | 845-4506 | | -PF12--- +-------------------------------------------------------------------+ Items Provides a window showing all document items. From within this window, you can view multiple windows of item information. 280 Document Browse 03/31/04 3:50PM FY 2004 CC 02 Screen: ___ Class: P Doc: P003002 S C N P U R C H A S E O R D E R +---------------------------------------------------------------------------+ | F2999 End of line items on file | | P P003003 **** Document Item Inquiry **** | | PANEL: 01MORE>> | | Nt Item Description Quantity PCd UOM Extended | | -- ----- ------------------------------ -------- --- ---- --------------- | | 1.0 PLL ELECTRONIC BOX 1.00 EA 5,000.00 | | 2.0 QUASI OPTICAL HARMONIC MIXER W 1.00 EA 4,950.00 | | 3.0 WAVEGUIDE HORN 1.00 EA 510.00 | | 4.0 DELIVERY BY UPS 1.00 EA 280.00 | | | | | | | | PF3= Back to 280 PF4=Exit PF5=More Desc PF6=Itm Ext PF7=Audit | | PF8=Itm Accts PF9=Itm Notes PF10=Left PF11=Right | +---------------------------------------------------------------------------+ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Invc Recv Audit Accts PIP Headr Items Track Appendix – Standard PF Keys (cont’d) Itm Accts Displays the responsible accounts for the particular document item and their portions of the item total. 280 Document Browse 03/31/04 3:48PM FY 2004 CC 02 Screen: ___ Class: P Doc: P003002 S +------------------------------------------------------------------+ + | F5628 End of accounts on document | -----+ | | P P003003 *** Account Distribution *** | | | | | | | | CC FY Account Description Amount | | | | -- ---- ----------------- -------------------- --------------- | | | | 02 2000 241870-00002-8422 CS - BEVAN - RF# 445 2,500.00 | ---- | | | 02 2000 242904-00000-8422 RESEARCH EQUIP-BEVAN 2,500.00 | .00 | | | Total all Accounts * 5,000.00 | .00 | | | | .00 | | | | .00 | | | | | | | | | | | | | | | | dit | | | | | + | | -----+ E + | PF3= Back to 280 PF4=Exit PF5=BBA | ---+ - +------------------------------------------------------------------+ rack Itm Ext Shows extended detail information about the specific item ordered (i.e., quantity, unit of measure, unit price, and commodity code). 280 Document Browse 03/31/04 3:48PM FY 2004 CC 02 Screen: ___ Class: P Doc: P003002 S C N P U R C H A S E O R D E R +-------------------------------------------------------------------------+ + | | | | **** Document Item Extended Information **** | | | | | | Document: P003003 PLL ELECTRONIC BOX | | | Item: 1.0 | | | Date Created: 04/03/00 | | | Quantity: 1.00 Last Modified: 04/03/00 | | | UOM: EA | | | Unit Price: 5000.0000 Commodity: 93863 | | | Extended Price: 5000.00 Tax: | | | Proc Cd: Print: Y | | | | | | | | | PF3= Back to 280 PF4=Exit | | | | + E +-------------------------------------------------------------------------+ - Hmenu Help EHelp Invc Recv Audit Accts PIP Headr Items Track Appendix – Standard PF Keys (cont’d) Itm Notes Displays item 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 Backward through the text, and End will exit the window. 280 Document Browse 03/31/04 3:46PM FY 2004 CC 02 +-------------------------------------------------------------------+ | F7468 Note not found on file | | A000068 1.0 Position at line: ___ | | Line ******** Note Text ******** | ------+ | _____________________________________________ | | | _____________________________________________ | | | _____________________________________________ | | | _____________________________________________ | d | | _____________________________________________ | ----- | | _____________________________________________ | 0.00 | | _____________________________________________ | | | _____________________________________________ | | | _____________________________________________ | | | _____________________________________________ | | | _____________________________________________ | | | _____________________________________________ | | | PF3= Back to 280 PF4=Exit PF7=PItem PF8=NItem Page(F/B/E): _ | udit | | | | +-------------------------------------------------------------------+ ------+ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Invc Recv Audit Accts PIP Headr Items Track Invc Displays invoices for the document. Information on this pop-up includes invoice number, status, date paid, and the amount of the invoice(s). 280 Document Browse 03/31/04 3:40PM FY 2004 CC 02 Screen: ___ Class: P Doc: P003473 +---------------------------------------------------------------------------+ | | | *** Invoices for Document P003473 *** | | No. M Vchr Vchr | | Invoice No. Items Date St St FY Voucher P Stat Amount | | -------------- --- ---------- -- -- ---- ------- - ---- -------------- | | 6996 3 05/25/2000 CO MS 2000 5856132 Y RECN 55933.95 | | 7195 1 06/08/2000 CO MS 2000 5856125 Y RECN 13589.40 | | | | | | | | | | | | | | | | | | ** End of Invoices ** | +---------------------------------------------------------------------------+ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Invc Recv Audit Accts PIP Headr Items Track Appendix – Standard PF Keys (cont’d) 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 Displays more description text for a document or an item. 280 Document Browse 03/31/04 3:38PM FY 2004 CC 02 Screen: ___ Class: P Doc: P003473 S +--------------------------------------------------------------+ | | ----------+ | Doc: P P003473 **Document Item Inquiry ** | | | Item: 1.0 | | | | | | Line Item Description | ended | | ---- --------------------------------------------- | --------- | | 1 Cisco IPVC-3520-GW-4V Gateway | 3,589.40 | | 2 Commodity Code: 204-64 | 8,220.15 | | | 7,918.65 | | | 9,795.15 | | | | | | | | ** End of description List ** | | | | F7=Audit | | PF3= Back to 280 PF4=Exit | | +--------------------------------------------------------------+ ----------+ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Invc Recv Audit Accts PIP Headr Items Track Next Advances to the next screen in the receiving process. 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 Backward through the text, and End will exit the window. 280 Document Browse 03/31/04 3:36PM FY 2004 CC 02 +-------------------------------------------------------------------+ | | + | P003473 0.0 Position at line: ___ | ------+ | | Line ******** Note Text ******** | | | | 1 >>Note entered 05/23/00 BY DAVIS, DANA_______ | | | | 2 ASKED TO REPRINT WITH CHANGES________________ | | | | 3 CANCEL REPRINT - BCK HAD ASKED FOR A REPRINT_ | | | | 4 ON 5/22/00___________________________________ | | | | 5 >>Note entered 05/25/00 by CHAUS, CELINE_____ | | | | 6 VENDOR NOTIFIED US THAT ITEM NUMBER 3 IS ON__ | | | | 7 BACK ORDER. OTHER ITEMS CAN BE SHIPPED NOW._ | | | | 8 VENDOR WANTS PURCHASE ORDER TO STATE THAT DE- | 08 | | | 9 PARTMENT WILL PAY FOR EQUIPMENT AS IT IS IN-_ | 25 | | | 10 VOICED. NICK NORRISE AT KZZU AGREED TO THIS_ | | | | 11 REQUEST._____________________________________ | | | | 12 _____________________________________________ | | | | PF3= Back to 280 PF4=Exit PF7=PItem PF8=NItem Page(F/B/E): _ | | | | | | | +-------------------------------------------------------------------+ ms | +-----------------------------------------------------------------------------+ Hmenu Help EHelp Invc Recv Audit Accts PIP Headr Items Track Appendix – Standard PF Keys (cont’d) PDesc More purchasing document description can be seen by pressing PF11. 323 Receiving Single Item Create DEXL MARKETING LP 03/31/04 15:34 FY 2004 CC 02 Screen: ___ Doc: P003002 Shipment: 1__ Item: 1__ Accepted ---- Rejected ---- Back Ordered Late UOM Quantity Quantity Quality Quantity Quantity EA__ 7.00______ __________ _ __________ __________ Date Received: 04/24/00 Item Description: _____________________________________________ +-------------------------------------------------------------------+ | | --- | ITEM Description: Reference quote 39952541. Dexl Dimension XPST | ---- | computers with the following specifications:_ | | _____________________________________________ | | *Dimension XPS T600r, Pentium III Processor__ | FX 04 | at 600r MHz (220-2129)______________________ | Y | *3.5", Floppy Drive, Factory Install_________ | | (340-2409)__________________________________ | | *EducateU Information/TechSheet, English, for | | EducateU WEB Based Training (310-8921)______ | Ent | *Spire I-Learn 1.0, Windows 98, Tutorial, No_ | 12--- +-------------------------------------------------------------------+ PIP Displays PIP documents. 280 Document Browse 03/31/04 4:04PM FY 2004 CC 02 Screen: ___ Class: P Doc: P000356 +----------------------------------------------------+ | | | *** PIP Documents for Document P000356 | Buy Amount St | PIP Invoice Rt | - --- ------------- --- | Number Type Number Cd Date | JAW 41,195.50 CO | -------- --- -------------- -- -------- | BAC 15,240.00 CO | I007667 FYI 0241294 FN 06/02/00 | BAC 17,793.00 CO | I009637 FYI 0999432 FN 08/10/00 | MAP 4,888.00 CO | I009861 FYI 0999432 FN 08/15/00 | SDR 7,837.00 CL | I010031 FYI 1097317 FN 08/18/00 | SDR 11,800.00 CO | I100199 FYI 1468412 FN 09/15/00 | PAW 2,473.00 CO | I002551 FYI 6576518 FN 11/22/99 | LAD 6,830.00 CO | I003379 FYI 6907127 FN 12/17/99 | PAW 1,996.00 CO | I003719 FYI 7003835 FN 01/13/00 | DJM 11,000.00 CO | | LAD 19,588.80 CO | | JAW DL | ** End of PIP Documents ** | KFP 13,451.04 CO | PF4=Exit | tinue +----------------------------------------------------+ 9---PF10--PF11--PF12--- Hmenu Help EHelp Invc Recv Audit Accts PIP Headr Items Track Appendix – Standard PF Keys (cont’d) Print Print selected information through Entire Connection. 278 Document Inquiry 03/31/04 3:31PM FY 2004 CC 02 Screen: ___ Document: P003004 +----------------------------------------------------+ Doc Summary: | | Vendor: | This feature is only available with Entire | Reimburse ID: | Connection. If you are not currently running | User Ref: | Entire Connection, press PF12 to cancel the | Doc Date: | request. Lines of description per item 5_ | Class: | | Category: | Select additional data to print with an 'X' | LP Received: | | X109 Nbr Invoices: | Notes _ | ER | Sole source _ | S Line Quan | | nded Price - ----- ---- | PF12 to Cancel | ---------- _ 1.0 | | 740.00 _ 2.0 +----------------------------------------------------+ 2220.00 _ 3.0 150.00 CS Disposable Plastic Teasp 14.8000 2220.00 *** 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 RDesc More receiving item descriptions can be seen by pressing PF10. 322 Receiving Item Create ONESOURCE-DALLAS 03/31/04 15:30 FY 2004 CC 02 Screen: ___ Doc: P003004 Shipment: 1__ Item: 1__ Pg 1 of 1 Viewed Pg(s) Qty Accepted Total Current Item UOM Ordered Other shps Accepted Shipment Qlty 1.0 CS__ 50.00 50.00 Accept: 50.00_____ +-------------------------------------------------------------------+ _ | | | Item Description: Disposable Plastic Knives____________________ | | Material: Polystyrene________________________ | _ | Weight: Heavy______________________________ | | Color: Clear______________________________ | | Pack: 1000 Ct. Bulk______________________ | _ | Brand: SWEETHEART # GDC6KN___________________ | | _____________________________________________ | | _____________________________________________ | | _____________________________________________ | | _____________________________________________ | | | +-------------------------------------------------------------------+ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next AcScr Bkwd Frwd RNote AcAll RDesc Appendix – Standard PF Keys (cont’d) Recv View the receiving information on a document, including date received, status, and shipping information. 280 Document Browse 03/31/04 3:28PM FY 2004 CC 02 Screen: ___ Class: L Doc: L000001 +---------------------------------------------------------------------------+ | | | *** Shipments for Document L000001 *** | | No. Date Rec by | | Ship Items Received St Doc Summary Dept Carrier | | ---- --- ---------- -- ----------------------------------- ----- ------- | | 001 2 08/18/1999 CO NOTEBOOK COMPUTER CYCL UPS | | 002 1 09/15/1999 CO NOTEBOOK COMPUTER CYCL OTHER | | | | | | | | | | | | | | | | | | ** End of Shipments ** | +---------------------------------------------------------------------------+ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Invc Recv Audit Accts PIP Headr Items Track Right Some windows consist of several adjacent panels of information. These will be designated by the word Panel: ## appearing in the window. Pressing this key scrolls the panel to the right. RNote Receiving note used to document additional information when an item is received. 321 Receiving Document Create (Dept.) 03/31/04 15:27 *REC NOTES* FY 2004 CC 02 Screen: ___ Doc: L000001 Shipment: 1__ of 2 Add Shipment: _ +-------------------------------------------------------------------+ | | | Doc: L000001 Position at line: ___ | | Shipment: 001 | 9 | ******** Note Text ******** | _____ Pi | Line | | 1 >>Note entered 08/30/99 by BROOKE, BLAKE B___ | Shi | 2 USER REF 270490-0012_________________________ | | 3 INVOICE #265257343, 8-17-99, $2573.00________ | ___ | 4 _____________________________________________ | | 5 _____________________________________________ | | 6 _____________________________________________ | __ | 7 _____________________________________________ | --- | 8 _____________________________________________ | ----- Doc | 9 _____________________________________________ | Sta | 10 _____________________________________________ | End | 11 _____________________________________________ | Exp | 12 _____________________________________________ | Ent | PF4=Exit Page (F/B/E): _ | 12--- +-------------------------------------------------------------------+ Appendix – Standard PF Keys (cont’d) Ship Displays the Ship To and Invoice To addresses for the document. 280 Document Browse 03/31/04 4:01PM FY 2004 CC 02 Screen: ___ Class: P Doc: P000356 +-----------------------------------------------------------------------------+ | **** Required Shipping and Text Information **** | | | | Document * P000356 | | | | Ship To Address Nbr: 044 Invoice To Address Nbr: 044 | | Name: CYCLOTRON INSTITUTE Name: CYCLOTRON INSTITUTE | | Addr: RM. 042, ATTN: MIKE M MORRIS Addr: RM. 042, ATTN: MIKE M MORRIS | | | | | | | | City: COLLEGE STATION State: TX City: COLLEGE STATION State: TX | | Zip: 778433366 Country: Zip: 778433366 Country: | | PH: FAX: PH: FAX: | | | | PF3= Back to 280 PF4=Exit | | | +-----------------------------------------------------------------------------+ Sole/Emer Displays the Sole Source and Emergency purchase reasons. 280 Document Browse 03/31/04 4:01PM FY 2004 CC 02 Screen: ___ Class: P Doc: P000356 +-----------------------------------------------------------------------------+ | | | **** Sole Source and Emergency Information **** | | | | Document: * P000356 | | | | Sole Source (Y/N): N Reason: | | | | Emergency (Y/N): N Reason: | | | | | | PF3= Back to 280 PF4=Exit | | | +-----------------------------------------------------------------------------+ | PCC Code: LDT Code: | | PF3= Back to 280 PF4=Exit PF5=AdDept PF6=Ship | | PF7=Sug. Vndr PF8=Accts PF9=Notes PF10=Sole/Emer. PF11=Items | +-----------------------------------------------------------------------------+ Appendix – Standard PF Keys (cont’d) Track 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 pressing again. 280 Document Browse 03/31/04 4:03PM FY 2004 CC 02 Screen: ___ Class: P Doc: P000356 S C N +----------------------------------------------------------+ L L T Doc | | St - - - ------- | P P000356 Document Tracking | --- _ P * P000356 | | CO _ P * P000357 | Class Document Item Action Date Time | CO _ P * P000358 | ----- -------- ------ -------- --------- ------ | CO _ P P000359 | From R R903174 1.0 08/20/99 11:05 | CO _ P * P000360 | From R R903174 2.0 08/20/99 11:05 | CL _ P P000361 | To CREATE 08/20/99 11:05 | CO _ P P000362 | To CLOSED 08/20/99 11:36 | CO _ P * P000363 | To REOPEN 08/24/99 22:11 | CO _ P P000364 | To CLOSED 08/24/99 22:12 | CO _ P P000365 | To REOPEN 08/10/00 10:41 | CO _ P P000366 | To CLOSED 08/10/00 10:46 | CO _ P * P000367 | | DL _ P * P000368 | PF3= Back To 280 PF4=Exit PF12=Track | 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 Vndr Displays all suggested vendor sources on a document. 280 Document Browse 03/31/04 4:11PM FY 2004 CC 02 Screen: ___ Class: B Doc: B000003 +-----------------------------------------------------------------------------+ | | | **** Suggested Vendors Information **** | | | | Document: B000013 | | | | VID: 1vvvvvvvvv0 or FEI: VID: or FEI: | | OLD ENGLAND BIOLABS INC | | Addr: 30 TILZE ROAD Addr: | | BEVERLY MA 01111 | | | | PH: 800-677-7777 FAX: 508-999-1111 PH: FAX: | | | | PF3= Back to 280 PF4=Exit | +-----------------------------------------------------------------------------+ | PF3= Back to 280 PF4=Exit PF5=AdDept PF6=Ship | | PF7=Sug. Vndr PF8=Accts PF9=Notes PF10=Sole/Emer. PF11=Items | Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 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, 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 with use of the screen. For example, on Screen 104, Voucher Create, the bottom of the screen shows the PF10 with the word 'Desc' under it. This means that by pressing the PF10 key, a longer description may be entered. TAB and BACKTAB Keys Use the TAB and BACKTAB keys on a 3270 terminal to move from field to field. This will position the cursor at the start of each field. Most PCs have a key labeled TAB, while the BACKTAB is a combination of the SHIFT/TAB keys. Using the arrow keys instead of the TAB keys to move around the screen may lock the computer keyboard. Use the RESET key followed by 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 inputted. 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 followed by the 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 08/01/11 09:17 FY 2011 CC 02 Screen: ___ Account: 032365 ____ NAVSO, INC Account Title: NAVSO, INC.___________________ __ SRS: _ 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 that can be used to scroll forward, backward, left, and right. These PF keys are displayed at the bottom of 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, but there are a few screens on which 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 F2 program function key. This HELP information is accessed by moving the cursor to the field in question and pressing the F2 Key. Screen 002 - GL 6 Digit 002 GL 6 Digit 08/01/11 09:17 FY 2011 CC 02 Screen: ___ Account: 010100 ____ ED & GEN INCOME-TUITION Account Title: ED & GEN INCOME-TUITION____________ SRS: _ Resp Person: 5uuuuuuu4 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: 06000 Override: Y SL Mapped Count: 22 Alternate Banks: ***** _____ _____ _____ _____ Security: ______ Dept S-Dept Exec Div Coll Mail Cd Stmt Primary: REV__ _____ UN AD C6000 N Secondary: VTEA_ _____ AA CD VM C4457 N Fund Source: __ ________________________________________ Account Letter: Y Long Title: EDUCATIONAL AND GENERAL INCOME - TUITION Setup Dt: 08/26/1991 ________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next The first help screen describes the field; pressing will display the valid values for the field. Flag to indicate what action to take with balance at year end. *** 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) Appendix – Instructions (cont’d) Question Mark (?) Help FAMIS also provides information about selected fields through the Question Mark (?) Help facility. This HELP information may be accessed by typing a question mark (?) in the field in question and pressing the key. A pop-up window is displayed with the valid values for the field. By typing an 'X' next to the desired value, that value is passed to the main screen. This is called the Passback feature. Screen 002 - GL 6 Digit 002 GL 6 Digit 08/01/11 09:17 FY 2011 CC 02 Screen: ___ Account: 010100 ____ ED & GEN INCOME-TUITION Account Title: ED & GEN INCOME-TUITION____________ SRS: _ Resp Person: 5uuuuuuu4 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: 06000 Override: Y SL Mapped Count: 22 Alternate Banks: ***** _____ _____ _____ _____ Security: ______ Dept S-Dept Exec Div Coll Mail Cd Stmt Primary: REV__ _____ UN AD C6000 N Secondary: VTEA_ _____ AA CD VM C4457 N Fund Source: __ ________________________________________ Account Letter: Y Long Title: EDUCATIONAL AND GENERAL INCOME - TUITION Setup Dt: 08/26/1991 ________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Screen 002 - GL 6 Digit - Fund Group ?-Help Pop-Up Window Field: FG-FS-FUND-GR File: IAFRS-GENERAL-SUBSIDIARY-LEDGER +------------------------------------------------------------------+ | | | *** D I C T I O N A R Y - H E L P *** | | | | VALUES MEANING | | -------------------------------- ----------------------------- | | AG AGENCY | | AN ANNUITY & LIFE INCOME | | AX AUXILIARY | | BLANK NOT SPECIFIED | | DS DESIGNATED | | EN ENDOWMENTS | | FG FUNCTIONAL AND GENERAL | | IS INTEREST & SINKING | | | | Lookup Value / . Menu ________________________________ | | Rule : IAFRS-FG-FS-FUND-GR Default value is: | | View : IAFRS-GENERAL-SUBSIDIARY-LEDGER | | Field: FG-FS-FUND-GR | | | PAGE | PF1=Menu PF4=Exit | PF1=M +------------------------------------------------------------------+ ___ Receiving Screens List PAGE 271 Documents Closed but Not Routed ................................................................................................... V-25 Provides list of all documents that are closed but have not gone through the routing process. 272 Documents by Status ........................................................................................................................ V-28 Provides list of all documents sorted by their status codes. 275 Incomplete Receiving Invoicing ......................................................................................................... V-31 Provides list of documents that have incomplete receiving or invoicing. 278 Document Inquiry ............................................................................................................................. V-39 Used to present document information for an individual document. 279 Document Line Item Inquiry .............................................................................................................. V-44 Provides all information associated with a specific document. 280 Document Browse ............................................................................................................................... V-4 Provides list of all documents. 281 Document Browse by Dept/SubDept ................................................................................................... V-7 Provides list of all documents for a particular department. 282 Document Browse by Account .......................................................................................................... V-10 Provides list of all documents for a particular account. 284 Document Browse by User Reference ............................................................................................... V-13 Provides list of documents starting with the user reference number. 285 Document Browse by Vendor ............................................................................................................ V-16 Provides list of documents for a particular vendor. 286 Document Browse by State Requisition Number ............................................................................... V-19 Provides list of documents starting with the state requisition number. 287 Document Browse by State Order Number ....................................................................................... V-22 Provides a list of documents starting with the state order number 288 Document Summary ......................................................................................................................... V-34 Provides a view of an individual document. 290 Document Tracking Inquiry ............................................................................................................... V-47 Used to track actions that are performed on a particular document. 291 Document Tracking Cross Reference ................................................................................................. V-49 Used to cross reference documents from their source document. 320 Receiving Document Create (Central) .................................................................................................. II-3 Used to create the receiving report by a central receiving department. 321 Receiving Document Create (Department) ......................................................................................... III-3 Used to create the receiving report by a department office. 322 Receiving Item Create ........................................................................................................................ III-8 Used to create line items on the receiving document. Appendix – Receiving Screens List (cont’d) PAGE 323 Receiving Single Item Create ............................................................................................................ III-14 Used to create a single line item on the receiving document. 326 Receiving Document Close ............................................................................................................... III-11 Used to close the receiving document. 330 Receiving Documents by Document Number ...................................................................................... IV-4 Provides a list of receiving documents. 331 Receive Documents by Ship to Department ....................................................................................... IV-6 Provides a list of receiving documents for a particular department. 332 Receive Documents by Status, Ship to Department ............................................................................ IV-8 Provides a list of receiving documents for a particular department with a particular status. 334 Receiving by Item for a Document .................................................................................................... IV-17 Provides a receiving report by item for a selected document. 338 Receiving Document Summary ......................................................................................................... IV-10 Provides information on a received shipment. 339 Receiving Document Line Item ......................................................................................................... IV-13 Provides detailed information on a received shipment. M32 Purchasing Receiving Menu.................................................................................................................. I-6 Contains a list of all of the screens necessary to perform receiving information maintenance. M22 Purchasing Inquiry Menu ..................................................................................................................... I-6 Contains a list of all the screens that are available for the different types of inquiries that can be performed against an account/document. 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 into which 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) A process by which the system automatically transfers budget dollars from predefined budget pools to specific object codes when transactions are entered. 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. Appendix – Glossary (cont’d) Batch/Session A collection of related transactions entered into the system with a header record and control totals, usually prepared by one person or subsystem feed. Batch Interface A type of interface where one system generates transactions to be batched for input into another system. BBA See Budget Balance Available. 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 Pool A budget summarized at significant levels of revenue or expense. A single pool of money defined for use by specific object codes. C Cash Coins, currency, checks, and anything else a bank will accept for immediate deposit. Cash Disbursement A non-vouchered payment for goods received, services rendered, reduction of debt, or purchase of other assets. Cash Receipt Cash received from cash sales, collections on accounts receivable, and sale of other assets. Chart of Accounts A listing, at the 6-digit level, of all account numbers within FAMIS. Sometimes the COA defines the accounts at the 10-digit level as well. Check Override The ability 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. 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. Appendix – Glossary (cont’d) 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 online feature that assists the user by providing immediate information about any particular field on a screen. Data Entry A means for adding information into the system. Default The value that the system will assign if no other value is entered. Default Mandatory Flag indicating whether the transfer is mandatory. If no value is entered in the detail lines for this field, the transfer will be flagged with the default value after pressing . Delete Flag A data element whose condition indicates 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 online 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. 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. Appendix – Glossary (cont’d) 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 indicates that a document is to be removed from the database immediately. E Encumbrance An obligation incurred in the form of a purchase order or contract; also referred to as an open commitment. Endowment Funds received by an institution from a donor who specifies the condition that the principal not be spent. Endowment Income The income generated by investing the principal of an Endowment Fund. Entry Code The initial three-digit code on a transaction that denotes the transaction type. This code, which is mandatory for all FRS transactions, is predefined by the system. It is also known as the Transaction Code. F FA See Financial Accounting. Feed Transactions from other systems that are transferred to the FRS. Field That part of a database in which one unique piece of information is stored; OR an area on a screen that allows data entry. File A storage area established within a computer system or database for organizing similar kinds of 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. Financial Transaction An entry made to the system to record information. Flag A data element used to set controls or conditions on a process or program. Freeze Flag A data element whose condition indicates that new transactions cannot be posted. This includes no feeds or invoice postings for this document. FRS See Financial Records System. Appendix – Glossary (cont’d) Fund An accounting entity (a 6-digit GL account) with a self-balancing set of 10-digit accounts for recording assets, liabilities, a fund balance, and changes in the balance. Fund Balance The equity of a fund (the difference between assets and liabilities). Fund Group A related collection of funds (6-digit GL accounts). Examples include Current Unrestricted, Current Restricted, Loan, Endowment, Annuity and Life Income, Plant, and Agency. Fund Group ID A one-digit identification number representing the fund group with which an account is associated. Fund Transfer A movement of dollars from one fund balance to another. 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 document number, date, and amount. HELP An online feature which accesses PREDICT in order to supply descriptions, valid values, and suggested actions. I Indirect Updating The automatic posting of real dollar activity to a GL Balance Sheet account as a result of a direct transaction. Inquiry Screen A screen which only displays information and cannot be used for entering data. Interface A communication link between data processing systems or parts of systems that permits sharing of information. Interfund Borrowing The transfer of an asset or liability from one fund to another. Appendix – Glossary (cont’d) 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. M Map Code A five-digit attribute code in an SL account indicating the GL Fund ID to which it relates. 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. 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. R 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 that goods and/or services 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. Appendix – Glossary (cont’d) Run Parameter A parameter from a control record or a program control transaction (as opposed to a file maintenance transaction). S 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 online 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. 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. 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. Appendix – Glossary (cont’d) Tax ID A Social Security Number or Federal Employer Identification Number that is available for 1099 report preparation. Taxes An additional charge on the acquisition of goods that is imposed by the taxing authority and should be paid with the invoice. Temporary Vendor A vendor from whom only one purchase or service is required. No further transactions, for this vendor, are expected. Transaction Code A three-digit code that uniquely identifies a transaction type and determines editing criteria and dollar fields to be updated. U Update Screen A screen that allows a user to enter data for updating the files. 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. Appendix – Glossary (cont’d) K:\FA\DOC\WRKNPRCS\RECEIVE\ReceiverscurrNF.docx Last Revised: 7/26/2013 3:50 PM