Transcript FAMIS TRAINING - Texas A&M University–Corpus Christi

FAMIS TRAINING
Texas A&M University- Corpus Christi
Purchasing Department
REQUISITIONS
FAMIS

TAMU-CC
What is an “R” or Requisition ?

An “R” is a used to capture information that pertains to the
request for the purchase of some merchandise.

The dollar amount for an “R” state and local account is over
$5000.00.

All state accounts begin with “1”.

All local accounts begin with “2, 3, 4, 5, 6”.

All transactions in FAMIS require a 3-way match:
PO Entered / Items & Invoice are Received / Quantity/price
received is Matched to what was ordered and price it was
ordered at. Once these three items match, FAMIS will
generate a check for payment. (See following screen for a
complete description of this process.)

State accounts pay 30 days after they are input in the
System.

Local accounts are paid sooner.

CANNOT mix state and local accounts due to the system
wanting to produce two separate checks for one payment.
FAMIS

FAMIS requires you to enter standard information in order to
process a purchase requisition on-line. The information
required includes the following:


Department originating this requisition as well as any
additional departments that may be splitting this order.
Category which is used to define certain accounting and
receiving characteristics about the requisition . Some
examples are:



TAMU-CC
RO: Regular Order [THIS IS THE ONLY ONE YOU WILL USE)
BU (Blanket Unencumbered): Instructs Purchasing to
establish a vendor agreement for Quantity Discounts (MQ)
or discount off list price (MD). Since funds are not
encumbered, separate requisitions (category BO) will have
to be issued to purchase on the Master Order.
BO (Blanket Order referencing a Master Order): Identifies a
blanket order that is issued to buy items referenced on an
existing Master Order (MD or MQ) that would have been set
up through a requisition sent to Purchasing with a category
of BU.
FAMIS
BE (Blanket Order Encumbered): Issued for orders with
estimated quantities, while still encumbering the necessary
funds. You can order off this Blanket Order for the entire
term of the contract without issuing another requisition.
 Xx (Other): Denotes any requisition category that has been
set up specifically for your agency/institution.
User Reference Number: The unique identifier assigned by your
department for tracking this purchase requisition.
Type of Funds: Indicates the highest restricted fund used for
purchases. You must also identify the Type of Order for the
requisition, which classifies the order based on Type of Funds.
You must ask yourself, “Will the items being requested be used
for Research purposes?” If yes, you must indicate it on Screen
250.
You should ask yourself, “Is the merchandise I am requesting a
Sole Source item?” If yes, Screen 253 (Sole Source) needs to be
completed before the requisition may be processed.





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FAMIS




TAMU-CC
Vendor Identification Number or Federal Employer Identification
number for all of your suggested vendors are required. If you
are not sure of it, the Vendor ID number can be found on-line by
typing the name, or a portion of the name, of your vendor in the
vendor ID field. This accesses an alphabetical listing of all
vendors found on the system.
Addresses for shipping and invoicing are also required in order
to process your requisition.
Description: A complete description of all the items you are
requesting. Item descriptions are entered on Screen 254. If you
run out of room, you may continue your item description on
Screen 255.
Accounts: You must indicate all of the accounts that will be
responsible for the purchase of the items on the requisition.
FAMIS

TAMU-CC
For each requisition, you will use the following screens:

Screen 250: Requisition Header: General requisition
information that pertains to the entire document.

Screen 251: Requisition Ship To/Invoice To addresses and
text: Records shipping and invoice addresses and special
vendor text information.

Screen 254: Requisition Line Items: Used to enter
information that pertains to individual line items on the
requisition.

Screen 256: Requisition Document Close: Used to close a
requisition document after entry is completed. Closing
generates encumbrances to set aside funds. From this
screen you can send a document through the routing and
approval process.
FAMIS

TAMU-CC
Additional screens which may be used are:

Screen 252: Requisition Header Text Continued: Record
additional header text to a document.

Screen 253: Requisition Sole Source Justification: Used to
record sole source justification for the documents flagged
with a sole source vendor.

Screen 255: Requisition Item Description Continued:
Allows entry of up to ninety-nine lines of additional item
description.

Screen 247: Copy Document: Allows copying line items
from one document to either a new or existing requisition
document.

Screen 259: Requisition Note Text: Use this screen to add
informational type notes to document items, if necessary.
PURCHASING DOCUMENT STATUS
Let’s say your department wants to purchase an item. What steps must you take to make this
purchase possible? The following steps will ensure that the proper procedures are implemented
towards the accomplishment of your goal:
1) The appropriate electronic purchasing document must be created. These documents are:
•
“L” or Limited Purchase document. This document was designed to purchase smaller
items that do not need to be processed by the purchasing office. The total for this
document may not exceed $2,000 for both local and state accounts.
•
“R” or Requisition document. This document was designed to purchase items over
$2,000 or more (local and state accounts).
•
“E” or Exempt purchase document. This document was designed to purchase items that
are exempt from certain purchasing requirements. Purchase of exempt items is
signified by the use of Exempt Object Codes, and examples of these would be travel,
bookstore, and library material. [BETTY HEAD WILL COVER THIS LATER THIS
MORNING.)
TAMU-CC
HANDS ON DEMONSTRATION
The figure above is the icon for logging into FAMIS. Qws3270 stands
for Winsock 3270 Telenet.
To log into FAMIS, double-click on this icon. It will take you to the
initial screen in FAMIS (see next screen).
TAMU-CC
node: TAMCC019
TTTTTTTTTTTTTTTTTTTTTTTTTTT ****NOTICE*****NOTICE*****NOTICE****
TTTTTTTTTTTTTTTTTTTTTTTTTTT
TTT
TTT
TTT
This computer system and data herein
TTT
are available only for authorized
AAAAA TTT M
M
purposes by authorized users. Use
AAAAAAA TTT MM MM
for any other purpose may result in
AA AA TTT MMM MMM
administrative/disciplinary actions
AA AA TTT MM MMM MM
or criminal prosecution against the
AAAAAAAAA TTT MM M MM
user. Usage may be subject to
AAAAAAAAA TTT MM MM
security testing and monitoring.
AA AA TTT MM MM
For additional information please
AA AA TTTTT MM MM
see the web page at:
AA AA TTTTT MM MM
http://cis.tamu.edu/security/tos/
TEXAS A & M UNIVERSITY
STATEWIDE NETWORK
****NOTICE*****NOTICE*****NOTICE****
enter application or EXIT
BONFIRE, CLAIM, PHONBOOK, TSO, or WYLBUR
tpx
•
Type tpx and [Enter].
•
TPX is a menu application that allows the user to be logged on to
more than one mainframe application at any one time.
TAMU-CC
TERMINAL PRODUCTIVITY EXECUTIVE 5.0
Copyright (C) 1984,1996 Computer Associates International, Inc.
THIS COMPUTER SYSTEM AND DATA HEREIN ARE AVAILABLE
ONLY FOR AUTHORIZED PURPOSES AND BY AUTHORIZED USERS.
USE FOR ANY OTHER PURPOSE MAY RESULT IN ADMINISTRATIVE
OR CRIMINAL ACTIONS AGAINST THE USER.
Userid:
VASO15T
(or LOGOFF)
Password: ________
New Password:
Account:
Transfer:
PF1=Help
11:37:22
01/18/02
TAMCC019
278-2
TAMRACF
PF3=Logoff
•
Type in your given Userid. In this case, my is VASO15T and [Tab].
•
Type in your Password and [Enter].
•
The next screen will come up.
TAMU-CC
MSGID: TEN0025
*******************************************************************************
ICH70001I VASO15T LAST ACCESS AT 11:27:36 ON FRIDAY, JANUARY 18, 2002
*******************************************************************************
TO PROCEED, HIT ENTER
===>
•
TAMU-CC
Hit [Enter] to get to next screen.
TPX MENU FOR
VASO15P
Panelid - TEN0041
Terminal - TAMCC002
Cmdkey
=PF12
Jump=NONE
Menu=NONE
Model
Print=NONE
Cmdchar=/
System - TAMTPX
==> Session FAMIS has ended <==
Sessid
Sesskey
Session Description
Status
- 3278-2
_ CICS
PF 1
CICS - public transactions
_ FAMIS
PF 2
FAMIS
_ BPP
PF 3
Budget Payroll Personnel
_ WYLBUR PF 4
OBS WYLBUR
_ FAMISTST PF 5
FAMIS - Test
_ TSO
PF 6
TSO
_ INFOVIEW PF 8
Report Viewing System
_ CICSNAT PF 9
CICS - NATURAL Programs
_ CICSTRN PF 10
CICS - Training
_ BPPTRN
PF 11
BPP - Training
_ SIMS
PF 14
SIMS
_ SIMSTST PF 15
SIMS - Test
_ CICSTST PF 16
CICS - Test
_ FAMISTRN PF 17
FAMIS - Training
_ FAMIS2
PF 18
FAMIS
Command ===>
PF1=Help PF7/19=Up PF8/20=Down PF10/22=Left PF11/23=Right H =Cmd Help
TAMU-CC
•
Since we are going to be Training, press Shift/PF5. (Takes you to next
screen.)
•
When you get ready to complete “Rs” for your department, you will
be logging into CICSNAT.
Signon for CICS/ESA Release 4.1.0
APPLID CICSTRN
WELCOME TO CICSTRN AT TEXAS A&M UNIVERSITY
Type your userid and password, then press ENTER:
**********************************************************
Userid . . . . VASO15T
Password . . _______
New Password
THIS COMPUTER SYSTEM AND DATA HEREIN
ARE AVAILABLE ONLY FOR AUTHORIZED
PURPOSES AND BY AUTHORIZED USERS.
USE FOR ANY OTHER PURPOSE MAY RESULT
IN ADMINISTRATIVE OR CRIMINAL ACTION
AGAINST THE USER.
******************************************************************
DFHCE3520 Please type your userid.
F3=Exit/22=Left PF11/23=Right H =Cmd Help
•
This is the second login screen.
•
Type in your given Userid. In this case, my is VASO15T and [Tab].
•
Type in your Password and [Enter].
•
The next screen will come up.
TAMU-CC
New Message. If you see an
“Errors during Initialization”
screen that says “NAT7402 No
dynamic parameters allowed” …
just press [Enter] to advance to
the main menu.
DFHCE3549 Sign-on is complete (Language ENU). fami
•
At this screen, [Tab] to get beside (Language ENU).
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Type fami [Enter].
•
Next screen you will see if the FAMIS Bulletin Board.
TAMU-CC
01/18/02
FAMIS Bulletin Board
PAGE: 1 OF 1
11:40:50
FAMIS Training System
FAMIS Hotline
(979) 458-646408/23/2001
Last Date Changed
FAMISHELP@tamu.edu
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--FAMIS
Prev NextExit
Press <PF1> or <ENTER> to access the FAMIS main menu
•
TAMU-CC
This is the FAMIS Training Bulletin Board screen.
001 FRS Main Menu
Screen: _250__ Account: ______ ____
01/18/02 11:41
FY 2002 CC CO
FAMIS APPLICATION
Active Processing Month: 12 December
* ---- Financial Accounting ---- *
M01 Account Information
M02 FA Transactions
M03 Inquiry - Dollar Information
M05 Support Accounting
M07 Departmental Planning Budgets
M08 Entire Connection Download
M09 Entire Connection Print
* ------ Accounts Payable ------ *
M10 Accounts Payable System Menu
M21 Vendor Information Menu
* --------- Purchasing --------- *
M20 Purchasing System Menu
* ---- Routing and Approval ---- *
M90 Routing and Approval Menu
* ------- Other Menus ---------- *
M58 Budget Preparation Module
M70 Payroll Detail Module
M78 Payroll Distribution Module
B01 Bulletin Board News Menu
S01 FA/AP System Tables
S03 Miscellaneous Tables
AFR Annual Financial Reporting
* ----- Accounts Receivable ---- *
FFX Fixed Assets Module
M61 Accounts Receivable
SPR Sponsored Research Module
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Pers SORmain menu
TAMU-CC
•
When we get to this screen, we are ready to create the correct
purchasing document. In this case, we will create an “R” document.
•
To begin the process, we will type “250” by Screen and [Enter].
•
We will be using screens 250, 251, 254, 256 for an “R” document.
Creating/Modifying Requisition Headers
Use Screen 250 to enter the document category, the originating and, when necessary, supporting
departments, people to contact, and suggested vendors.
F6439 Please enter valid document number
250 Req. Header Create/Modify
01/28/02 16:42
FY 2002 CC CO
Screen: ___ Doc: __(1)_____
Doc. Year: 2002
Total Amount:
<< Dates >>
Document: 01/28/02__ Cat.: _(2)_ User Ref: ____(3)_______ St Req: __________
Required: __________ Contact Person: _____(4) ___________ Ph: ___(5)________
Start : __________
Buyer: ___
Ph:
End : __________
Research (Y/N): (6) Type Funds: (7) Type Order: _(8)__
Change : ________
No.
Print Doc? _
Dept: _(9)____ SubDept: _____
Attachments: _
Doc Summary: __(10)________________________________________________
Sole Source (Y/N): (11) Emergency(Y/N): (12)
Catalogue Order(Y/N): _
<< Suggested Vendors >>
Vn ID: __(13)_______ or FEI: _________
Vn ID: ___________ or FEI: _________
______________________________
______________________________
Addr: ______________________________
Addr:__________________________
______________________________
______________________________
______________________________
______________________________
PH: ____________ FAX: ____________
PH: ____________ FAX: ____________
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
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SResn EResn Notes AdVen AdDpt
•
TAMU-CC
The following page will explain what the numbers above represent.
250 Req. Header Create/Modify
(1) Tab to Doc: field and enter R and zero (0) to have FAMIS assign a requisition number.
(2) Tab to Cat. (category) field. This section identifies the document category which is used to
define the accounting and receiving characteristics of the document. Type R and the
capital letter O (RO).
(3) By User Ref., type 111111-(your initials). These are 6 “dummy” 1s and the initials of the
person creating the requisition. These numbers indicate the user reference number.
(4) Tab to Contact Person field. Type the name of the person to contact if there are any
questions/problems regarding the requisition.
(5) Tab to Ph: field. Type the area code and phone number for the requisition’s contact person.
No spaces or dashes are required.
(6) Tab to Research (Y/N) field. Type ‘Y’ if you are using research funds, otherwise type ‘N’.
(7) Tab to Type Funds field. Signifies the type of funds (State or Local) to be used for the
purchase of the requested item(s). DOES NOT HAVE TO BE FILLED OUT.
(8) Tab to Type Order field. Identifies the type of order to be placed for the requested items.
Classifies the order based on Type of Funds.





Spot = Requisition that can be bid out.
Contract = Contract or Maintenance agreement (binding for 1 yr period)
Local = Local account
State = State account
Catalog QISV (Qualified Information System Vendor) Used in the purchasing of computer-related and
telecommunications products. QISV vendors must be approved, have an electronic web site
catalogue, and are active on Statewide Bidders list.
TAMU-CC
250 Req. Header Create/Modify
(9) Tab to Dept field. Type in the department name that corresponds to the account
number found on screen 29. (FAMIS should automatically pull up your department
acronym. If you have multiple accounts with different departments, press PF11 key. A
pop-up window will appear. Type in every department name that applies to the accounts
you will be using. When completed, <ENTER> and press PF4 to exit back to Screen 250.
(10) Tab to Doc Summary field. Type in a brief summary of what you are purchasing. This
description will be displayed on the document inquiry screens required.
(11) Tab to Sole Source (Y/N) field. Indicates whether or not (‘Y’ or ‘N’) the merchandise
requested is a sole source item (I.e.: whether or not only one vendor may fulfill the order).
(Means you cannot buy this item from another vendor OR you want to buy from this
vendor in order to match existing equipment.)
(12) Tab to Emergency (Y/N) field. Type ‘N’ if this is not an emergency purchase, otherwise
type ‘Y’ for yes. When ‘Y’ is entered, a pop-up window will appear asking for a brief
description of what the emergency is. Ex: Break in the water line; tree crashed through
your window, etc.
(13) Tab to VN ID field. Type in the first letters of the vendor name and press <ENTER>.
Displays the FAMIS 11 digit vendor identification number.
HIT <ENTER> TO GET ELECTRONIC SYSEM GENERATED REQUISITION NUMBER AT THE TOP
OF THE PAGE.
TAMU-CC
250 REQUISITION HEADER
SAMPLE
Cat : RO = Regular Order [Only one you will use)
BU = Blanket Unencumbered
routing BO = Blanket Order referencing a Master Order
BE = Blanket Order Encumbered
06/04/02 14:00
xx (Other) = Denotes any requisition category that has
2002 CCfor15
been set FY
up specifically
your agency/
institution
(mm/dd/yyyy)
Identifies
the document is
F6501 Update
not allowed
because
1st day of the fiscal yr for a
250 Req. Header
Create/Modify
Maintenance Agreement or a
(mm/dd/yyyy) Identifies the
NOTES
Blanket Order
date the requested order is
Screen: ___ Doc: R200928
required.
Doc. Year: 2002
Total Amount: 2205.00
<< Dates >>
Document: 06/03/2002
Cat.: RO
User Ref: 111111-SJJ0603
St Req: __________
Required: __________
ContactStPerson:
JANIE
Ph: 361-825-2303
Req: Identifies
theJIMENEZ____
state
Start : __________
Buyer: ___
Ph:
req # assigned by the State
to
reference
the
document.
End : __________
Research (Y/N): N
Type Funds: S Type Order: SPOT
Change : __________ No.
Print Doc? N
Dept: PHPL_ SubDept: _____
Attachments: _
(mm/dd/yyyy) Doc
Identifies
Summary: CONTRACTOR TO INSTALL 19 STEEL FLANGES & L-BRACKET
the last date of the fiscal
yr for a Maintenance
Source
Agreement or Sole
a Blanket
Order
(Y/N): N Emergency(Y/N): N Catalogue Order(Y/N):
<< Suggested Vendors >>
Vn ID: 17427999520 or FEI: _________
Vn ID: ___________ or FEI: _________
Type Order: SPOT = Requisition that can be bid out.
D&C FENCE CO__________________
______________________________
CONTRACT = Contract or Maintenance
Addr: PO BOX 72206__________________ Addr: ______________________________
agreement (binding for 1 yr period)
CORPUS CHRISTI TX 78472_______
______________________________
LOCAL = Local account
______________________________
______________________________
STATE = State account
CATALOG = QISV (Qualified Information
PH: 361-994-1620 FAX: 361-289-5106
PH: ____________ FAX: ____________
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- System Vendor) Used in the
purchasing of computer-related and
Hmenu Help EHelp
Next
SResn EResn Notes AdVen AdDpt
telecommunications products. QISV
vendors must be approved, have an
electronic web site catalogue, and
are active on Statewide Bidders List.
TAMU-CC
250 Requisition Header Create/Modify
(PRESS PF9 TO ENTER NOTES PERTAINING.
TO THE PURPOSE OF THE ORDER )
When finished, enter, and press PF4 to return to Screen 250.
F0003 Record has been successfully modified
250 Req. Header Create/Modify
03/15/02 10:39
NOTES
FY 2002 CC CO
Sc +------------------------------------------------------------------------------------------------------------------------+
| F7587 Cannot attach notes until document number assigned
|
| L0
0.0
Position at line: ___ |
| Line
******** Note Text ********
|
Doc |
_____________________________________________
|
|
__(Type _description of purchase request and ___
|
Reim |
__press Enter. Press F4 to get back to Screen 250._
|
|
__Press F5 to go to Screen 251.) _______________
|
|
_____________________________________________
| __
Shi |
_____________________________________________
|
Nam |
_____________________________________________
| ___
Add |
_____________________________________________
| ___
|
_____________________________________________
| ___
|
_____________________________________________
| ___
|
_____________________________________________
| ___
Cit |
_____________________________________________
| TX
Zi |
PF4=Exit PF7=PItem PF8=NItem Page (F/B/E): _
|
Phon |
| 925
+-------------------------------------------------------------------------------------------------------------------------+
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp Addr Next
Notes
AdDpt
TAMU-CC
250 Requisition Header Create/Modify
(PF9 Notes: Describe your request for this purchase.
Once this has been done, press PF4 to exit this screen. )
F6501 Update not allowed because document is routing
250 Req. Header Create/Modify
06/04/02 14:35
NOTES
FY 2002 CC 15
Sc +--------------------------------------------------------------------------------------------------------------------|
|
| R200928 0.0
Position at line: ___ |
Doc| Line
******** Note Text ********
| _____
Req | 1
>>Note modified 06/03/02 by JIMENEZ, SAN J___
| 303
Sta | 2
FLANGE SUPPORTS FOR PORTABLE BUILDING STAIRWA
|
End | 3
YS___________________________________________
| POT
Cha | 4
_____________________________________________
|
| 5
NOTE: L206279 WAS ISSUED ON 5-3-02 FOR THE__
| ts: _
Doc | 6
AMOUNT OF $1,230.00, BUT WHEN THE ACTUAL WORK
|
| 7
COMMENCED THE COMPANY FOUND A PROBLEM._______
|
Sol | 8
MODIFICATIONS WERE NEEDED IN ORDER TO COMPLY_
|
| 9
WITH ADA SPECIFICATIONS. APPROVAL TO PROCEED
|
Vn I | 10
WAS OBTAINED FROM THE PHYSICA PLANT, BUT COS
| __
| 11
T WAS NOT KNOWN UNTIL JOB WAS COMPLETE. THE_
| ___
Add | 12
INVOICE AME IN AT 2205.00.___________________
| ___
|
PF4=Exit PF7=PItem PF8=NItem Page (F/B/E): _
| ___
|
| ___
P +----------------------------------------------------------------------------------------------------------------------+ ___
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
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SResn EResn Notes AdVen AdDpt
TAMU-CC
251 Req. Shipping and Text
1.
The R number assigned will show automatically.
2. Ship To Address Nbr: Type 002 in Training (001 in Production).
Indicates the code which identifies the address to which items
purchased will be delivered.
3. Invoice To Address Nbr: Type 001 in Training (0002 in
Production). Indicates the code which identifies the address to
which items purchased will be billed.
4. Once these two address numbers are entered, #s 4, 5, 6, 7, 8, 9,
and 10 will come up automatically and information will be
recorded.
12. Text codes: Identifies any special vendor instructions that need
to be added to the purchase requisition. Enter PF5 for extended
description of Text codes.
13. Additional Text Lines: Identifies any special instructions that need to
be added to purchase requisition that do not have an assigned text
code in FAMIS. Type ? And enter to see complete selection.
14. More text lines: Indicates whether or not (‘Y’ or ‘N’) additional lines of
text are required. Typing “y” will access Screen 252 where ninety nine
additional lines of text may be entered.
TAMU-CC
F0013 Please enter desired modifications
251 Req. Shipping and Text
03/15/02 10:51
FY 2002 CC CO
Screen: ___ Doc: __(1)_____
Ship To
Address Nbr: __(2)___
Invoice To
Address Nbr: __(3)___
Name: _(4)______________________
Name: ___(5)______________________
Addr: __(6)
__________________
Addr: ____(7)
___________
______________________________
______________________________
______________________________
______________________________
______________________________
______________________________
City: __(8)
________ State: _(9)_
City: ___(10)_____________ State: _(11)
Zip: _________ Country: ___
Zip: _________ Country: ___
Phone: ____________ FAX: ____________ Phone: ____________ FAX: ____________
Text codes: _(12)__ ___ ___ ___ ___ ___ ___ ___ ___ ___
___ ___ ___ ___ ___ ___ ___ ___ ___ ___
Additional ___(13)_______________________________________
Text Lines: _____________________________________________
_____________________________________________
_____________________________________________
More text 14
lines: _
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Next
Notes
TAMU-CC
SAMPLE
F0013 Please enter desired modifications
251 Req. Shipping and Text
03/15/02 10:51
FY 2002 CC CO
Screen: ___ Doc: R200062
Ship To
Address Nbr: 002
Invoice To
Address Nbr: 001
Name: TAMU-CC CENTRAL RECEIVING_____ Name: TAMU-CC FISCAL AFFAIRS________
Addr: 6300 OCEAN DRIVE-PHYSICAL PLAN
Addr: 6300 OCEAN DRIVE______________
______________________________
______________________________________
______________________________
______________________________________
______________________________
______________________________________
City: CORPUS CHRISTI______ State: TX City: CORPUS CHRISTI______ State: TX
Zip: 78412____ Country: ___
Zip: 78412____ Country: ___
Phone: ____________ FAX: ____________ Phone: ____________ FAX: 512-994-5925
Text codes: ___ ___ ___ ___ ___ ___ ___ ___ ___ ___
___ ___ ___ ___ ___ ___ ___ ___ ___ ___
Additional _____________________________________________
Text Lines: _____________________________________________
_____________________________________________
_____________________________________________
More text
lines: _
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
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Notes
TAMU-CC
254 Req. Line Item Create/Modify
(1)
Doc: Identifies the requisition to add or modify line item information.
(2)
Item: Signifies the item number to be created or modified.
(3)
Quantity: Indicates the purchase quantity of the specified line item.
(4)
UOM: Identifies the Unit of Measure for the specified line item to be printed on the requisition.
(5)
Estimated Unit Price: Indicates the estimated dollar amount to be paid per unit of measure.
(6)
Extended Price: Displays the total item amount as calculated by the system.
(7)
Proc Cd: Indicates if the item needs special processing (I.e. vendor discount, trade in, no
charge), and if the item has been transferred to a Purchase Order.
(8)
Desc: Displays a detailed description of the specified line item.
(9)
FY: Identifies the fiscal year the requisition will be paid. If left blank, the year will default to
current fiscal year.
(10)
CC: Indicates the Campus Code of the agency purchasing items. If left blank, this field will
default to the current campus code.
(11)
Account: Identifies the account (subsidiary ledger + support account + object code)
responsible for payment.
Pct: Used to specify the percentage of the total dollar amount of the line item to be paid by
the specified account.
(12)
(13)
Amt: Indicates the dollar amount to be paid by the specified account. If a percentage was not
specified in the previous field, then the dollar amount to be paid will be required.
TAMU-CC
F0013 Please enter desired modifications
254 Req. Line Item Create/Modify
Screen: ___
[2]
Quantity
___(3)_____
03/15/02 13:48
FY 2002 CC CO
Doc: R200062 [1]
UOM
_(4)_
Estimated
Unit Price
__(5)____
Item: __1.0
Extended Price
___(6)_______
Commodity: _____________ Proc Cd: _(7) Cost Ref 1: ______ 2: _____ 3: ____
Part Nbr: _________________ Desc: __(8)____________________________________
_______________________________________________________
_______________________________________________________
_____________________________________________
_____________________________________________
FY CC Account
Pct.
Amt $
(9) (10) __(11)___ ____ _(12) ___(13)___
____ __ ______ _____ ____ ______ ______________
____ __ ______ _____ ____ ______ ______________
____ __ ______ _____ ____ ______ ______________
More Desc (Y/N): _ More Items (Y/N): _
Print Line: _
Item Deleted: N
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Notes CAcct MAcct
TAMU-CC
SAMPLE
F6501 Update not allowed because document is routing
254 Req. Line Item Create/Modify
06/04/02 14:57
FY 2002 CC 15
Screen: ___ Doc: R200928 Item: __1.0
Estimated
Quantity
UOM
Unit Price
Extended Price
______1.00 LOT_ ______ 1230.0000
1230.00
Commodity: _______________ Proc Cd: _ Cost Ref 1: _______ 2: _______ 3: _______
Part Nbr: _______________ Desc:
INSTALL 19 STEEL FLANGES AND MOUNT WITH 3/8"_
LEAD DROP IN ACHORS._________________________
_____________________________________________
_____________________________________________
_____________________________________________
FY CC ---- Account ---- Pct. Amt $
2002 15 160920 00000 5773 100.00 ______________
____ __ ______ _____ ____ ______ ______________
____ __ ______ _____ ____ ______ ______________
____ __ ______ _____ ____ ______ ______________
More Desc (Y/N): _ More Items (Y/N): _ Print Line: _ Item Deleted: N
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Notes CAcct MAcct
TAMU-CC
SAMPLE
You should close your requisition after you have entered all of the required information. This
prevents further changes from accidentally being made to your requisition. Closing your
document will also encumber the funds you have requested to pay for the purchase.
NOTE: You may close and re-open your document multiple times in order to make changes, as
long as it has not yet entered the routing and approval system of FAMIS.
Explanation of Requisition Close Processes
•
•
•
Encumbrance Processes: Closing the document generates encumbrances which set aside
funds to pay for the requested purchase. All requisitions, except those that set up a blanket
order, are encumbered. The encumbrances are established using the 7 digit document ID
created when the requisition is created. These encumbrances may be viewed on Screens 20,
21, 22, and 26.
Changing a Requisition: Changes may only be processed before the requisition enters the
routing and approval system. Changes can be made to the document by reopening it. To
reopen a document, advance to Screen 258 and set the Reopen Document flag to ‘Y’. If
changes are made which affect any amount, adjustments will be made in the encumbrance
when the document is closed again.
Routing the Document: A closed document may be submitted to the routing and approval
process by pressing the PF7 key. NOTE: If the document is submitted to routing when it is
closed, it cannot be reopened without first recalling the document from routing.
TAMU-CC
SAMPLE
•
Rejected Documents: If errors are detected to your document while in routing, it will be
rejected and returned to your in-box for correction. When this happens, you should:
•Select the document by placing an ‘X’ next to it in your in-box and then pressing the PF8
(Sel) key.
•Once the routing Document Information pop-up window appears, <TAB> down to the
Action: prompt and type NOT to display the routing notes (which will contain the reason(s)
for its rejection).
•Re-open the document on Screen 258 by setting the Reopen Document flag to ‘Y’ and
pressing <ENTER>.
•Make the necessary changes using Screens 250-259.
•Finally, advance to Screen 256 to close and re-route the document.
TAMU-CC
SAMPLE
F6501 Update not allowed because document is routing
256 Requisition Document Close
06/04/02 15:05
FY 2002 CC 15
Screen: ___ Doc: R200928
<< Dates >>
Document: 06/03/2002
Cat: RO
User Ref: 111111SJJ0603 St Req:
Start :
Contact Person: JANIE JIMENEZ
Ph: 361-825-2303
End :
Buyer:
Ph: - Required:
Research (Y/N): N Type Funds: S Type Order: SPOT
Change :
No.
Last Print Date:
Sole Source: N Emergency: N
Doc Summary: CONTRACTOR TO INSTALL 19 STEEL FLANGES & L-BRACKET
Total Amount:
2,205.00
Untransferred Total:
2,205.00
Closed
Close Document? N
Budget Balance Override: _
Session: 1992OV Date:
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Next Item Route
Warns
TAMU-CC
SAMPLE
914 Document Routing History
06/04/02 15:15
CC 15
Screen: ___ Document: PRQ15R200918
Position at line: __
Ln
Description
1 The following people have seen this document:
2 Created 05/30/2002
VASQUEZ, CHARLES D (361-825-5575)
3 Approved 05/30/2002
VASQUEZ, CHARLES D (361-825-5575)
4 Signed
06/04/2002
CHENAUX, HENRY E (361-825-2612)
5 This document is currently in CC 15 and office PURCHASING
6 on desk CENTRALDSK - Arrival Date: 06/04/2002
7 Desk workers are:
Example of “FYI”
8
S GARCIA, MINERVA (361-825-2616)
routing history.
9
S HARRAL, JUDY A (361-825-5936)
10
VASQUEZ, OFELIA E (361-825-5767)
11 The following people have an INFORMATION COPY of this document:
12
VASQUEZ, CHARLES D (361-825-5575)
13
14
15
Page (F/B/E): _
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TAMU-CC