FAMIS Requisition Entry
description
Transcript of FAMIS Requisition Entry
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
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 (http://apps.system.tamus.edu/objcodes/)
Preliminary Steps
• Use FAMIS screen 68 to identify all dept/sub-dept codes relevant to accounts to be expensed
• Use: http://apps.system.tamus.edu/objcodes to aid in assignments of correct object codes
• 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)
Your Event Here
DOCUMENT ROUTING SCREEN 914
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:
http://www.tamus.edu/offices/famis/usermanuals/
Procurement, Contracts and Reconciliation Office http://www.pvamu.edu/procurement/
Phone: 936-261-1902
• W. Kay PeavyDirectorE-mail: [email protected]: (936) 261-1933
• Jim NelmsProcurement Supervisor & HUB CoordinatorE-mail: [email protected]: (936) 261-1932
• Marie RobinsonFinancial AssociateEmail: [email protected]: (936) 261-1934
• Richard HamiltonHUB Assistant & BuyerE-mail: [email protected]: (936) 261-1914
• Michael L. Simms, Sr.BuyerE-mail: [email protected]: (936)-261-1935
• Anthony M. BarnesBuyerE-mail: [email protected] Phone: (936) 261-1902
• Randy MillinContract Supv./Procurement SpecialistE-mail: [email protected]: (936) 261-1930
• Lashunda WatsonProcurement & Contract SpecialistE-mail: [email protected] Phone: (936) 261-1937
PROCUREMENT, CONTRACTS and RECONCILIATION OFFICE