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

FAMIS TRAINING
Texas A&M University- Corpus Christi
Purchasing Department
LIMITED PURCHASE ORDERS
FAMIS

What is an “L” or Limited Purchase Order ?

An “L” is a purchase order entered by an individal for the
purchase of certain items.

It is titled Limited due to the limitation requirements on
some items and in the dollar amount.

The dollar amount for an “L” state and local account is now
$2,000.00.

All state accounts begin with “1”.

All local accounts begin with “2”.

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.
NOTE: We cannot pay for printing services on an “L” account.
If using a state account, they must be bid out, no matter
what the monetary amount is.
TAMU-CC
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.
•
“R” or Requisition document. This document was designed to purchase items over
$2,000 or more (local and state accounts) and that are items that cannot be purchased by
procurement cards you are using.
•
“E” or Exempt purchase document. This document was designed to purchase items that
are exempt from TAMU and GSC purchasing requirements. Purchase of exempt items
is signified by the use of Exempt Object Codes.
For our purposes, we will be looking at the “L” and “R” documents. Purchasing information
includes things such as the item description, cost, and quantity. When the creator goes to the
right screen to create the document, FAMIS will assign a document number (I.e. L200006). The
document number will always be associated with the document. After the creator inputs the
purchasing information, then she/he closes the document, which encumbers the funds, and
routes it to the department’s signer for approval. This is called “routing”. At this point, money is
set aside from the budget for this purchase, and the document is waiting for the signer’s
electronic signature.
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PURCHASING DOCUMENT STATUS
(Continued)
At the time the document creator enters the purchasing information, the department may or may
not have received the goods. If they have received the goods, then the creator enters the receipt
date onto the creator screens. If not, then she must receive them as they come into the receiving
sceens. Receiving the items in FAMIS is called “receiving”. FAMIS will not pay for items in which
a department has not received due to the system needing a three-way match. In addition, if the
item needs to be inventoried. FAMIS will identify as a preliminary fixed asset and Central
Receiving will enter the required inventory information so the department can close the
document.
All invoices from the vendor should be mailed to Accounts Payable. The department should not
be getting the original invoices. Accounts Payable will enter the information from the invoice into
FAMIS using the invoice entry screens. This process is called “invoicing”. They will also audit
the purchase to insure that it follows all of the rules and regulations set by Texas A&M University
and the state of Texas.
After Accounts Payable enters the invoice into FAMIS, then FAMIS begins to “match” what the
department’s creator entered and received with what the FMS analysts entered from the invoice.
FAMIS even checks to see if the department’s signer signed the document. If everything matches,
then FAMIS will allow the payment to enter the voucher cycle, where it will process a check for the
vendor. If something does not match, then the analyst will create a Purchasing Invoice Problem
(PIP), describing the problem and send it to the document’s creator to handle.
TAMU-CC
PURCHASING DOCUMENT STATUS
(Continued)
Throughout the entire process, the document is gaining a status for each function in the process.
For example, routing, receiving, invoicing, matching, and vouchering. Each one of these statuses
has an end result to ensure proper completion of each function, for example, once the signer has
signed the document then the routing status will be completed or CO. Once all functions have
been “completed”, and a check has been issued for the full amount, then the document’s overall
status will change to “completed” or “CO”, meaning that nothing else can occur on the
document.
The following screen will illustrate (with charts) the complete routing process that occurs
whenever one of the purchasing documents is implemented.
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TAMU-CC
FAMIS

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For each requisition, you will use the following screens:

Screen 240: Limited Purchase Header: Used to enter
general purchase information for items that do not need to
be processed by the Purchasing office.

Screen 241: Limited Purchase Items: Used to enter
information that pertains to individual line items on the
purchase order.

Screen 242: Limited Purchase Close: Used to close and/or
route limited purchase documents.
FAMIS

TAMU-CC
Additional screens which may be used are:

Screen 243: Limited Purchase Flag Maintenance: Used to
enter cancel, delete, freeze, or re-open flags to a limited
purchase document.

Screen 244: Limited Purchase Note Text: Used to enter
informational notes to a limited purchase document.

Screen 245: Copy Limited to Limited: Used to copy line
items from existing limited purchase documents to new or
existing limited purchase documents.
Overall Document Status
The Department Creator creates a document number in FAMIS. This creates an Overall
Document Status. As the document flows through the payment processes, (I.e., as the
department receives the goods and Accounts Payable processes each invoice) the overall
status will begin to change.
Routing
Creator routes the document to the signer for
purchasing approval. This creates a routing status.
Receiving
Department receives each shipment and enters all
receipt information. FAMIS will not pay for items
that the department did not receive. Each receiving
shipment will have a status.
Invoicing
Accounts Payable processes the invoice. This
affects the invoice status.
Matching
Before FAMIS will print a check for the
vendor, the signer must have the
signed the document, the department
must have received the goods, and
Accounts Payable must have
processed the invoice. FAMIS
“matches” department entry,
department receiving, and Accounts
Payable invoicing. You may view the
matching status. If everything
matches, then the payment will enter
the voucher cycle. After “matching”
occurs, the payment will enter the
voucher cycle, and you may inquire on
the voucher status.
Purchasing Invoice Problems
Voucher
If Accounts Payable finds a problem with the
document, then they will send a PIP (Purchasing
Invoice Problem) to the creator. Unless the problem
gets fixed, no check will be issued.
Once “matched”, the payment enters
the voucher cycle, and FAMIS prints a
check to mail to the vendor. You can
then view the voucher status to find the
status of the actual check.
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
•
To logon to FAMIS, 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.
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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 your FAMIS UserID and password and press [Enter].
•
The next screen will come up.
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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
VASO15T
Cmdkey=PF12
Jump=NONE
Menu=NO
Print=NONE
Cmdchar=/
==> Session CICSTRN has ended <==
Sessid
Sesskey Session Description
_ CICS
_ CICSNAT
_ BPP
_ WYLBUR
_ TESTCICS
_ TSO
_ INFOVIEW
_ BPPTRN
_ CICSIMS
x CICSTRN
PF 1
PF 2
PF 3
PF 4
PF 5
PF 6
PF 8
PF 11
PF 14
PF 17
Panelid - TEN0041
Terminal - TAMCC019
NEModel - 3278-2
System - TAMTPX
Status
PRODUCTION CICS
CICS FOR NATURAL PROGRAMS
Budget Payroll Personnel
OBS WYLBUR
TEST CICS
TSO
Report Viewing System
BPP - training
CICS FOR SIMS
CICS FOR TRAINING
Command ===>
PF1=Help PF7/19=Up PF8/20=Down PF10/22=Left PF11/23=Right H =Cmd Help
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•
Since we are going to be Training, tab down to CICSTRN, type X by it
and press Shift/PF5. (Takes you to next screen.)
•
When you get ready to complete “LIMITED PURCHASES” 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 FAMIS UserID and password and press [Enter].
•
The next screen will come up.
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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).
•
Type fami [Enter].
•
Next screen you will see if the FAMIS Bulletin Board.
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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
•
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This is the FAMIS Training Bulletin Board screen.
001 FRS Main Menu
Screen: _240__ 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 “L” document.
•
To begin the process, we will type “240” by Screen and [Enter].
•
We will be using screens 240, 241, and 242 for “L” documents.
F6443 No document number entered
240 Limited Purchase Header
Screen: ___ Doc: _ (1)____
Doc Year: 2002 Doc Date: 01/18/02__
Dept: __?___
Subdept: _____
01/18/02 11:42
FY 2002 CC CO
Cat.: LP State:
Total Amt:
Doc Summary: _____________(3)____________________________________
Vendor: ____(4)_______
LDT Cd: __
Reimburse ID: ___________
FOB: __
User Ref: __(5)___________
All Items Received: (6)
Date Received: __________
Ship To
Address Nbr: _(7)__
Invoice To
Address Nbr: _(8)__
Name: ______________________________ Name: ______________________________
Addr: ______________________________ Addr: ______________________________
______________________________
______________________________
______________________________
______________________________
______________________________
______________________________
City: ____________________ State: __
City: ____________________ State: __
Zip: _________
Country: ___
Zip: _________ Country: ___
Phone: ____________ Fax: ____________ Phone: ____________ Fax: ____________
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp Addr Next
Notes
AdDpt
•
TAMU-CC
The following page will explain what the numbers above represent.
240 LIMITED PURCHASE HEADER
(1)
Enter L0 (zero) and [tab] to department. When L0 is entered, the system will automatically assign
an LP (Limited Purchase number.
(2)
Type in your department code. If you do not know this code, press PF11 [Enter]. Tab down to your
department, type X by it and [Enter]. To return to screen 240, press PF4.
(3)
By Doc Summary, type short description of what will be purchased. Tab to vendor name.
(4)
Type the vendor name and Tab to “User Ref”.
(5)
Type 111111-(your initials). (These are 6 “dummy” 1s and the initials of the person responsible for
the purchase.) Example, my User Ref would be 111111-ov. Tab to “All Items Received”.
(6)
At “All Items Received”, type N . This states that we have not received all of the items we are
requesting to purchase. If items have been delivered, type Y .Then Tab to “Ship To Address”.
(7)
For training purposes:
Type 002 to get “Ship To” address. Tab to “Invoice To Address”.
(8)
For training purposes:
Type 001 to get “Invoice To” address.
NOTE: When in actual Production screens, you will:
Type 001 to get “Ship To” address.
Type 002 to get “Invoice To” address.
(9)
Once you have completed Step 8, press [Enter]. This will bring up the complete Ship To and
Invoice To addresses.
(10) At this point, press PF9 to get the “Notes” screen. Here you will describe your request for this
purchase. Once this has been done, press PF4 to exit this screen.
(11) Press PF5 to get to screen 241
TAMU-CC
240 LIMITED PURCHASE HEADER
(Campus Codes and Departments/SubDepartments Documents
that will have accounts on this document)
F6443 No document number entered
240 Limited Purchase Header
01/22/02 17:24
FY 2002 CC CO
Scre +----------------------------------------------------------------------+
|
More entries - select or press <ENTER> to scroll
|
Search Criteria: ____________________ Type: N (N=Name,I=ID)
|
Include FRS: Y (Y,N) Include FFX: N (Y,N)
Doc S |
Sub
|
Sel Dept Dept
Department Name
FRS
Reimbu | _ PRNT
PRINT SHOP
Y
Us |
_ PRSHP
PRINT SHOP
Y
|
_ PAFF
PUBLIC AFFAIRS
Y
Ship |
_ PUBL
PUBLICATIONS
Y
Name: | x PURC
PURCHASING
Y
Addr: |
_ HKPE
RECREATIONAL SPORTS
Y
|
_ RSPT
RECREATIONAL SPORTS
Y
|
_ RGAD
RECRUITING & ADMISSIONS
Y
|
_ REGR
REGISTRAR
Y
City: |
_ RADM
RESEARCH ADMINISTRATION
Y
Zip: |
_ RWJF
ROBERT WOOD JOHNSON FOUNDATION
Y
Phone: | _ ACAD1
S&T FURNISHINGS
Y
|
|
Enter- |
Select a Dept or Press <PF4> to Quit
|
+----------------------------------------------------------------------+
TAMU-CC
FFX
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
240 LIMITED PURCHASE HEADER
(1)
Type short note on why you are requesting this item and justification for this item.
EXAMPLE:
Maintenance agreements for Minolta reader printers used to provide ongoing
service for TAMUC students and faculty and other patrons as they conduct
research for coursework.
(2)
Once typed note is completed, press PF4 to return to screen 240.
(3)
When at screen 240, press PF5 to get to screen 241.
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240 LIMITED PURCHASE HEADER
(PF9 Notes: Describe your request for this purchase.
Once this has been done, press PF4 to exit this screen. )
F6525 Add not allowed no more prefixes
240 Limited Purchase Header
01/22/02 17:41
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)
___
|
Reim |
_____________________________________________
|
|
_____________________________________________
|
|
_____________________________________________
| __
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
241 LIMITED PURCHASE HEADER
(1)
Tab to “Account” and enter your account number.
(2)
Tab to following line and enter the Object Code number. If you do not know this code, type “?”
and a pop-up box containing all object codes will appear. Type X by the description desired
and [Enter]. OR
You can review your object codes pamphlet (purple-colored pamphlet).
(3)
Tab to “Qty” and enter the number of items needed.
(4)
Tab to “UOM”. This stands for “Unit of Measure”. Ex: ea, lot, box, etc. Type ? and a pop-up
box showing the units available will appear. Tab to the unit needed and type X by that unit
and press [Enter]. This will show the desired abbreviation on screen 241.
(5)
Tab to “Price” and enter the price per unit.
(6)
Tab to “Disc” and enter the discount amount, if any.
(7)
Tab to “Desc” and enter a specific description of this line item.
Repeat these steps for each line item. If you have more than three line items, after entering the first
three, press [Enter]. This will calculate the extended price of each line item and the document total.
Press [Enter} one more time and it will clear the current line items and allow you to enter the
remaining line items.
Once you have completed entering all needed items, press PF5 to give you the next screen which is
screen 242.
TAMU-CC
F6444 Document not found on file
241 Limited Purchase Item
01/22/02 17:38
FY 2002 CC CO
Screen: ___ Doc: L0_____ Item: 1.0__
Unit
Ext.
Item St
Account
Qty.
UOM
Price --Disc.-- Price
(1)
(2)
(3)
(4)
(5)
(6)
Comm:
Desc:
(7)
Part: (8)
Proc cd:
St:
Cost Ref 1:
2:
Comm:
Desc:
Part:
Proc cd: St: Cost Ref 1:
2:
Comm:
Desc:
Part:
Proc cd: St: Cost Ref 1:
Page (F/B): _
3:
3:
2:
3:
Document Total:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Next IDesc Bkwd Frwd
CAcct MAcct Warns
TAMU-CC
F6501 Update not allowed because L200101 is deleted
241 Limited Purchase Item
01/22/02 18:29
A&W OFFICE SUPPLY INC
FY 2002 CC CO
Screen: ___ Doc: L200101 Item: 1.0__
Unit
Ext.
Item St
Account
Qty.
UOM
Price --Disc.-- Price
1.0 DL 285523 00000 5512 1.00______ EA__ 250.0000_____ _ ______ 250.00
Comm: _______________ Desc: Indexing of book
________
Part: _______________
_____________________________________________
Proc cd: _ St: Cost Ref 1: _______ 2: _______ 3: _______
2.0 DL 285523 00000 5512 10.00______ EA__ 5.57_____ _ ______
5.57
Comm: _______________ Desc: AAA Batteries
__________
Part: _______________
_____________________________________________
Proc cd: _ St: Cost Ref 1: _______ 2: _______ 3: _______
3.0 DL 285523 00000 5512 1.00______ EA__ _9.75____ _ ______
9.75
Comm: _______________ Desc: Canned Air
__________
Part: _______________
_____________________________________________
Proc cd: _ St: Cost Ref 1: _______ 2: _______ 3: _______
Page (F/B): _
Document Total:
Deleted
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Next IDesc Bkwd Frwd
CAcct MAcct Warns
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242 LIMITED PURCHASE HEADER
(1)
Once you entered PF5 to advance to screen 242, a pop-up window appeared asking if the
document should be sent to routing and approval. Type a “Y” for yes and press [Enter]. Your
document has now been sent to the desk of the approver. If you do not use an approver for
your department, the document will go to the signer.
(2)
Once the signer approves your document, you will receive a notification in your box (see
Screen 910). YOU MAY NOW CALL IN OR FAX YOUR ORDER TO THE VENDOR.
(3)
If a company requires a hard copy of the Limited Purchase Order, you can go to Screen 288
and print the information.
TAMU-CC
F6439 Please enter valid document number
242 Limited Purchase Close
01/23/02 15:43
FY 2002 CC CO
Screen: ___ Doc: L0_____
Close Document: _
====================================================================
Doc Summary:
Doc Year:
Dept:
Vendor:
Reimburse Id:
User Ref:
Doc Date:
Sub Dept:
Cat: State:
Total Amt:
LDT Cd:
FOB:
All Items Received:
Date Received:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Next Item Route
Warns
See following two screens for example and explanation of completed
Screen 242.
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F6501 Update not allowed because document is routing
242 Limited Purchase Close
Screen: ___ Doc: L200001
01/23/02 15:46
FY 2002 CC CO
ROUTING
Close Document: Y
=========================================================================
Doc Summary: OFFICE SUPPLIES FOR JANE
Doc Year: 2002
Doc Date: 10/02/2001
Dept: PURC
Sub Dept:
Vendor: 17415479050 A&W OFFICE SUPPLY INC
Reimburse Id:
FOB:
User Ref: 111111-AV102
Cat: LP State:
Total Amt: 32.93
LDT Cd:
All Items Received: N
Date Received:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Next Item Route
Warns
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