FAMIS Requisition Entry Office of Procurement, Contracts, and Reconciliation

Training Topics By the end of the session you will know how to: -Create / Modify Requisitions -Enter and Re-enter Notes to a Requisition -Conduct Flag Maintenance on a Requisition (Recall) -Track Routing of Requisitions -Manage FAMIS In-Box

Basic Information Requisition = Request Provides clear and detailed specifications Biddable items > $5000 Budget Approval Timeliness & deadlines Encumbers funds Purchase Order = Authorization to Purchase

Requisition Routing Will flow through department paths for each department designated on the document. After approvals, the requisition will go to a central processing box. The requisition will be assigned to a buyer for review and approval, then transferred into a purchase order

Requisition Routing Creator Dept 1 signer Dept 2 signer Central Processing Buyer Purchase Order

FAMIS Screens For each Requisition entered into the system, the following screens are required: -250 Requisition Header -251 Shipping and Invoice Information -254 Line Item Entry -256 Close and Route Additional screens which may be used: -253 Sole Source Justification and Information -258 Requisition Flag Maintenance

Required Information FAMIS Department/Sub-dept Code (Screen 068) All Expense Accounts Vendor Number/Name & Address User Reference (department assigned reference #) Shipping & Invoice Address Correct Object Code ( us.edu/objcodes/) us.edu/objcodes/

Preliminary Steps Use FAMIS screen 68 to identify all dept/sub-dept codes relevant to accounts to be expensed Use: to aid in assignments of correct object codeshttp://apps.system.tamus.edu/objcodes If vendor is not set up in FAMIS, request vendor to complete and return a W-9 form to Accounts Payable (See Business Affairs Forms Library)

Creating Requisition Headers Verify Vendor set up in FAMIS Advance to screen 250, type the document prefix, “R” followed by “0” (zero) in the document number field Use F11 to enter multiple department codes and sub department codes

Creating Requisition Headers Enter information for department codes, start & end dates, user reference, etc. Enter the required delivery or service dates, contract number, if applicable, vendor name, contact person and phone number Enter document summary; indicate whether purchase is sole source or emergency

Shipping and Invoice Information Information that pertains to the shipping destination and the invoicing address for the requisition should be entered using screen 251. Screen 251 can also be used to add additional informational notes to the requisition

Shipping and Invoice Information From screen 250 use the “F5” key to advance to screen 251, or type 251 in designated field and press Type a valid Requisition number in the action line, if not carried forward from the previous screen. Enter a valid shipping and invoicing address 192 for Central Receiving, 002 for Accounts Payable

Line Item Entry Line items are to be entered on screen 254. This is where the end user will enter the most important information pertaining to the order.

Enter a valid quantity, unit of measure (UOM), unit price, and line item description Place a “?” in the UOM field and press to reveal valid units of measure Enter “M” as your processing code. This allows accounts payable to make a partial payment Line Item Entry

Enter a detailed description in the area provided. Answer the 5 W’s (who, what, when, where, and why). If ordering goods, give complete part or merchandise numbers as they appear on the quote or catalogue Enter account to be expensed, object code, and the percentage or amount being paid from each account

Closing a Requisition Close the document after all required information has been successfully entered to prevent changes from being inadvertently added.

Closing a Requisition From screen 254, use the “F5” key to advance to screen 256 or type 256 in the designated field and enter Type a valid requisition number in the action, if the number is not carried forward from the previous screen Press to display existing document information

Closing a Requisition Set the Close Document flag to “Y” and press A pop up window will appear, type “Y” to submit the document for routing or “FYA” or “FYI” to submit for additional routing. If document is successfully submitted for routing, the message “Document has been successfully closed and routed” will appear or an error message will appear

Modifying Requisitions If document is closed, advance to screen 258, type a valid Requisition number in the action line and press and change flag to “Y” to re-open it Advance to screen 250 Enter valid data in the available fields, as desired, and press to record the information Return to screen 256 to close and route the document Note: Document must be open to make changes

Setting/Resetting Requisition Flags Special functions for Requisition or items on requisition are performed using screen 258. A document may be canceled/deleted, frozen, or re-opened. Specific items or all items on Requisition may also be deleted using this screen

Entering Notes To a Requisition You may enter informational notes about your Requisition using screen 252. With this screen, you may type as many as ninety-nine lines of notes to an open document. This will include the notes entered on screen 251 as well

Your Event Here DOCUMENT ROUTING SCREEN 914

Entering Notes To A Requisition Advance to screen 252 Type a valid requisition number in the Action Line Press to display existing document notes Add or modify text in the available lines, as desired Press to record the information

FAMIS Inbox FAMIS screen 910 To select a document, place an “X” in the SEL column and press F8 After selection, to review the document summary, press F6 To exit from summary view, press F4 and return to inbox

FAMIS Inbox After the document has been selected, place a ? In the action field to get a list of action codes and descriptions Select the desired action code and press enter If the document is being rejected (action code “rej”) the system will prompt for a reason for the rejection This message will accompany the document back to the originator

Adding Notes to an Inbox Document Select the document from your inbox (FAMIS Screen 910) Press F6 to review the document Summary Press the F9 key to enter notes to the document The originator will receive notification and will be able view notes Documents with notes will be flagged by an asterisk (*) in your inbox

Further Processing The requisition is routed to a central desk, then assigned to a buyer Once all of the supporting documentation has been received,the assigned buyer reviews, takes necessary actions, and transfers the requisition into a purchase order. A copy of the purchase order is forwarded to the vendor and the department The copy sent to the vendor places the order

Further Processing cont’d The goods or services are rendered by the vendor The vendor submits an invoice referencing the purchase order number to Accounts Payable Accounts Payable enters the invoice information into the system, and the payment is disbursed to the vendor by mail or direct deposit

Questions, Comments, Concerns FAMIS User Manual: Procurement, Contracts and Reconciliation Office Phone:

W. Kay Peavy Director Phone: (936) Jim Nelms Procurement Supervisor & HUB Coordinator Phone: (936) Marie Robinson Financial Associate Phone: (936) Richard Hamilton HUB Assistant & Buyer Phone: (936) Michael L. Simms, Sr. Buyer Phone: (936) Anthony M. Barnes Buyer Phone: (936) Randy Millin Contract Supv./Procurement Specialist Phone: (936) Lashunda Watson Procurement & Contract Specialist Phone: (936) PROCUREMENT, CONTRACTS and RECONCILIATION OFFICE