1. FAMIS TRAINING Texas A&M University- Corpus Christi Purchasing Department LIMITED PURCHASE ORDERS

2. TAMU-CC FAMIS n 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.

3. 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. TAMU-CC

4. 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.

5. TAMU-CC 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. TAMU-CC PURCHASING DOCUMENT STATUS (Continued)

6. TAMU-CC FAMIS n 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.

7. TAMU-CC FAMIS n 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. TAMU-CC

8. 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. TAMU-CC 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. Purchasing Invoice Problems 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. 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. Voucher 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.

9. 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 HANDS ON DEMONSTRATION

10. 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 TAMU-CC 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.

11. 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. VASO15T Userid: VASO15T (or LOGOFF)11:37:22 Password: ________01/18/02 New Password:TAMCC019 Account:278-2 Transfer:TAMRACF PF1=Help PF3=Logoff TAMU-CC Type your FAMIS UserID and password and press [Enter]. The next screen will come up.

12. TAMU-CC MSGID: TEN0025 ******************************************************************************* ICH70001I VASO15T LAST ACCESS AT 11:27:36 ON FRIDAY, JANUARY 18, 2002 ******************************************************************************* TO PROCEED, HIT ENTER ===> Hit [Enter] to get to next screen.

13. TAMU-CC TPX MENU FOR VASO15TPanelid - TEN0041 Terminal - TAMCC019 Cmdkey=PF12Jump=NONEMenu=NONEModel - 3278-2 Print=NONECmdchar=/System - TAMTPX ==> Session CICSTRN has ended <== Sessid Sesskey Session DescriptionStatus _ CICSPF 1PRODUCTION CICS _ CICSNATPF 2CICS FOR NATURAL PROGRAMS _ BPPPF 3Budget Payroll Personnel _ WYLBURPF 4OBS WYLBUR _ TESTCICSPF 5TEST CICS _ TSOPF 6TSO _ INFOVIEWPF 8Report Viewing System _ BPPTRNPF 11BPP - training _ CICSIMSPF 14CICS FOR SIMS x CICSTRNPF 17CICS FOR TRAINING Command ===> PF1=Help PF7/19=Up PF8/20=Down PF10/22=Left PF11/23=Right H =Cmd Help 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.

14. TAMU-CC Signon for CICS/ESA Release 4.1.0APPLID CICSTRN WELCOME TO CICSTRN AT TEXAS A&M UNIVERSITY Type your userid and password, then press ENTER: ********************************************************** Userid.... VASO15TTHIS COMPUTER SYSTEM AND DATA HEREIN Password.. _______ARE AVAILABLE ONLY FOR AUTHORIZED New Password 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.

15. TAMU-CC 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. 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.

16. TAMU-CC 01/18/02FAMIS Bulletin Board11:40:50 PAGE: 1 OF 1 FAMIS Training System FAMIS HotlineLast Date Changed (979) 458-646408/23/2001 FAMISHELP@tamu.edu Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- FAMISPrev NextExit Press or to access the FAMIS main menu This is the FAMIS Training Bulletin Board screen.

17. 001 FRS Main Menu 01/18/02 11:41 FY 2002 CC CO Screen: _240__ Account: ______ ____ FAMIS APPLICATION Active Processing Month: 12 December * ---- Financial Accounting ---- * * --------- Purchasing --------- * M01 Account Information M20 Purchasing System Menu M02 FA Transactions * ---- Routing and Approval ---- * M03 Inquiry - Dollar Information M90 Routing and Approval Menu M05 Support Accounting * ------- Other Menus ---------- * M07 Departmental Planning Budgets M58 Budget Preparation Module M08 Entire Connection Download M70 Payroll Detail Module M09 Entire Connection Print M78 Payroll Distribution Module B01 Bulletin Board News Menu * ------ Accounts Payable ------ * S01 FA/AP System Tables M10 Accounts Payable System Menu S03 Miscellaneous Tables M21 Vendor Information Menu 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.

18. TAMU-CC F6443 No document number entered 240 Limited Purchase Header 01/18/02 11:42 FY 2002 CC CO Screen: ___ Doc: _ (1)____ Doc Year: 2002 Doc Date: 01/18/02__ Cat.: LP State: Dept: __?___ Subdept: _____ 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 The following page will explain what the numbers above represent.

19. 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

20. F6443 No document number entered 240 Limited Purchase Header 01/22/02 17:24 FY 2002 CC CO Scre +----------------------------------------------------------------------+ | More entries - select or press 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 FFX| Reimbu | _ PRNT PRINT SHOP Y Y | Us | _ PRSHP PRINT SHOP Y Y | | _ PAFF PUBLIC AFFAIRS Y Y | Ship | _ PUBL PUBLICATIONS Y Y | Name: | x PURC PURCHASING Y Y | Addr: | _ HKPE RECREATIONAL SPORTS Y Y | | _ RSPT RECREATIONAL SPORTS Y Y | | _ RGAD RECRUITING & ADMISSIONS Y Y | | _ REGR REGISTRAR Y Y | City: | _ RADM RESEARCH ADMINISTRATION Y Y | Zip: | _ RWJF ROBERT WOOD JOHNSON FOUNDATION Y Y | Phone: | _ ACAD1 S&T FURNISHINGS Y Y | | | Enter- | Select a Dept or Press to Quit | +----------------------------------------------------------------------+ TAMU-CC 240 LIMITED PURCHASE HEADER ( Campus Codes and Departments/SubDepartments Documents that will have accounts on this document)

21. (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. 240 LIMITED PURCHASE HEADER TAMU-CC

22. 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 240 LIMITED PURCHASE HEADER ( PF9 Notes: Describe your request for this purchase. Once this has been done, press PF4 to exit this screen. )

23. 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

24. 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: 3: Comm: Desc: Part: Proc cd: St: Cost Ref 1: 2: 3: Comm: Desc: Part: Proc cd: St: Cost Ref 1: 2: 3: Page (F/B): _ 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

25. 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: D e l e t e d 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

26. 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

27. 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: Doc Date: Cat: State: Dept: Sub Dept: Total Amt: Vendor: LDT Cd: Reimburse Id: FOB: User Ref: 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 TAMU-CC See following two screens for example and explanation of completed Screen 242.

28. F6501 Update not allowed because document is routing 242 Limited Purchase Close 01/23/02 15:46 FY 2002 CC CO Screen: ___ Doc: L200001 R O U T I N G Close Document: Y ========================================================================= Doc Summary: OFFICE SUPPLIES FOR JANE Doc Year: 2002 Doc Date: 10/02/2001 Cat: LP State: Dept: PURC Sub Dept: Total Amt: 32.93 Vendor: 17415479050 A&W OFFICE SUPPLY INC LDT Cd: Reimburse Id: FOB: User Ref: 111111-AV102 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 TAMU-CC