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

FAMIS TRAINING

Texas A&M University- Corpus Christi

Purchasing Department

LIMITED PURCHASE ORDERS

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FAMIS What is an “L” or Limited Purchase Order ?

An “L” is a purchase order entered by an individual (creator) for the purchase of merchandise that is below a certain dollar amount not requiring a bid. 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 $5,000.00.

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 and matched.

Local accounts are paid sooner. CANNOT mix state and local accounts.

NOTE: We cannot pay for printing services on an “L” purchase order. They must be bid out, no matter what the monetary amount is. It is State Law that all printing must go out for bid regardless of the type of funds used.

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 $5,000.

• “R” or Requisition document. This document was designed to purchase items over $5,000 or more (local and state accounts) and that are items that cannot be purchased by procurement cards you are using. $5,000 and over requisitions requires bids.

• “E” or Exempt purchase document. This document was designed to purchase items that are exempt from TAMU and GSC purchasing requirements. In Travel, 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 screens. 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.

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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.

VENDOR CREATE FORM

If you select a vendor that is not on the system, you will need to complete a Vendor Create Form and turn in to Accounts Payable. Accounts Payable will then set this vendor up on FAMIS.

You can download this form at:

http://falcon.tamucc.edu/~account/default.html

Click on Online Forms

Click on Vendor Create Form

The following screen will show this form.


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TEXAS A&M UNIVERSITY-CORPUS CHRISTIOffice of the Comptroller

6300 Ocean Drive Corpus Christi, Texas 78412(361) 825-2779 Fax (361) 825-2772

VENDOR CREATE FORM

Please print or type. We recommend you fax this form to the vendor and ask them to submit it back. This form must be completely filled out in order for vendor to be set up.

NAME OF PAYEE (individual or business to be paid)

REMIT TO MAILING ADDRESS

PHYSICAL ADDRESS (if different from above)

CITY STATE ZIP PHONE No/FAX

FEDERAL EMPLOYER’S IDENTIFICATION (FEI) NUMBER OR SOCIAL SECURITY NUMBER (SSN)

VENDOR PLEASE NOTE: State law requires that you be informed of the following: (1) you are entitled to request to be informed about the information about yourself collected by use of this form (with a few exceptions as provided by law); (2) you are entitled to have the information corrected at no charge to you.

OWNERSHIP CODES (check only one code by the appropriate ownership type that applies to individual or business) Individual Recipient Not Owning a Business State Employee (if checked, enter employing agency number) Sole Ownership (individual owning a business). If checked, enter the owner’s name and SSN.Owner’s Name SSN Partnership If checked, enter two partner’s names and SSN’s. If a partner is a corporation, use the corporation’s FEI number.Name SSN/FEI Name SSN/FEI Limited Partnership (if checked, enter the Texas File Number) Texas Corporation (if checked, enter the Texas Charter Number) Professional Association (if checked, enter the Texas Charter Number) Professional Corporation (if checked, enter the Texas Charter Number) Joint Venture Out-of-State Corporation Governmental Entity State Agency/University Financial Institution Foreign (out of USA) [TAMU-CC agency use only - which funds will be used] Local Funds or State Funds

Contact Person for TAMU-CC Department Phone Number

PLEASE NOTE: Vendor creates will be processed within 3 working days. In the event of an emergency, the vendor create can be processed within 24 hours. Emergencies will be determined on a case by case basis. Revised 10/01

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OBJECT CODES

Object codes are 4-digit numbers which identify specific items of revenue/expense and you will need this number for Screen 241.

You should have on hand a red manual entitled “Expenditure Codes FY 99-00” and a purple pamphlet showing all FAMIS and State object codes. Following is an example:

You are going to purchase copier toner for your Hewlett Packard printer. You would first open your red book to the alphabetical listing of purchases. Search for “computer consumables”, since toners are generally classified under such listing. The state object code for this is “7300”. To be sure that toners do come under this listing, locate “7300” (page V-87) in your red book. You will see all the items that this code includes and toner does come under this object code.

Confirming this, you go to your purple pamphlet and seek “7300” under State and falls under “Supplies Pool”. You will note that the FAMIS object code for consumables is “4020” and this is the object code you insert in Screen 241. See the following example:

Item St Account Qty UOM Unit Ext Price Discount Price

1.0 CO 245022 00000 4020 2.00 EA 131.4900 262.98


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FAMIS For each limited, 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.

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FAMIS Information required to enter a limited purchase will need to

be acquired in order to complete the transaction. This information consists of the following:

Department for which this purchase is originating and any additional departments that may be splitting this purchase.

Vendor, if known prior to making the purchase. It will have to be supplied in order to close the document.

Reimburse ID for the person who paid for the items and will receive the check generated for reimbursement.

User reference, which is a unique identifier assigned by your department for tracking this purchase.

Address for shipping and receiving.

All accounts that will be responsible for the purchase of the items.

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FAMIS 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.

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Overall Document StatusOverall 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 forpurchasing approval. This creates a routing status.

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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.

Qws3270.exe

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).

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HANDS ON DEMONSTRATIONHANDS ON DEMONSTRATION

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

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• 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.

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: VASO15TVASO15T (or LOGOFF) 11:37:22 Password: ________ 01/18/02 New Password: TAMCC019 Account: 278-2 Transfer: TAMRACF PF1=Help PF3=Logoff

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• 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 ===>

• Hit [Enter] to get to next screen.

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TPX MENU FOR VASO15T Panelid - TEN0041Terminal - TAMCC019

Cmdkey=PF12 Jump=NONE Menu=NO NEModel - 3278-2 Print=NONE Cmdchar=/ System - TAMTPX ==> Session CICSTRN has ended <== Sessid Sesskey Session Description Status _ CICS PF 1 PRODUCTION CICS _ CICSNAT PF 2 CICS FOR NATURAL PROGRAMS _ BPP PF 3 Budget Payroll Personnel _ WYLBUR PF 4 OBS WYLBUR _ TESTCICS PF 5 TEST CICS _ TSO PF 6 TSO _ INFOVIEW PF 8 Report Viewing System _ BPPTRN PF 11 BPP - training _ CICSIMS PF 14 CICS FOR SIMS x CICSTRN PF 17 CICS 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.

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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 THIS COMPUTER SYSTEM AND DATA HEREIN Password . . _______ ARE AVAILABLE ONLY FOR AUTHORIZED New Password PURPOSES AND BY AUTHORIZED USERS.

USE FOR ANY OTHER PURPOSE MAY RESULTIN ADMINISTRATIVE OR CRIMINAL ACTIONAGAINST 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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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.

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01/18/02 FAMIS Bulletin Board 11:40:50PAGE: 1 OF 1

FAMIS Training System FAMIS Hotline Last Date Changed (979) 458-646408/23/2001

[email protected] Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---

FAMIS Prev NextExitPress <PF1> or <ENTER> to access the FAMIS main menu

• This is the FAMIS Training Bulletin Board screen.

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

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• 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.

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F6443 No document number entered 240 Limited Purchase Header 01/18/02 11:42 FY 2002 CC CO Screen: ___ Doc: _ (1)____ Doc Year: 2003 Order Date: _1A____ 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.

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.

(1A) You must enter the date of the order.

(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

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(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 ongoingservice for TAMUC students and faculty and other patrons as they conductresearch 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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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

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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. )


(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.

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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) (6) Comm: Desc: (7) _________ Part: _____ 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

F6525 L200455 not allowed because document has completed routing 241 Limited Purchase Item 06/03/02 09:18 A & W OFFICE SUPPLY INC FY 2002 CC 15 Screen: ___ Doc: L200455 Item: 1.0__

Unit Ext. Item St Account Qty. UOM Price --Disc.-- Price 1.0 CO 245022 00000 4020 2.00__EA__ 131.4900_____ 262.98 Comm: _______________ Desc: hp 27x_______________________________________ Part: _______________ _____________________________________________ Proc cd: _ St: Cost Ref 1: _______ 2: _______ 3: _______ 2.0 CO 245022 00000 4020 5.00_ EA__ 104.0000_____ _ __ 520.00 Comm: _______________ Desc: hp c3909r____________________________________ Part: _______________ _____________________________________________ Proc cd: _ St: Cost Ref 1: _______ 2: _______ 3: _______ 3.0 CO 245022 00000 4020 1.00 EA__ 210.8500_____ _ 210.85 Comm: _______________ Desc: hp c4182x____________________________________ Part: _______________ _____________________________________________ Proc cd: _ St: Cost Ref 1: _______ 2: _______ 3: _______ Page (F/B): _ Document Total: 993.83 C o m p 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

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(1) Once you entered PF5 to advance to screen 242, type “Y” next to close document and hit enter. A pop-up window appears 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.

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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

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See following two screens for example and explanation of completed Screen 242.

F6525 Update not allowed because document has completed routing 242 Limited Purchase Close 06/03/02 09:25 FY 2002 CC 15 Screen: ___ Doc: L200455 C o m p l e t e d Close Document: _ ========================================================================= Doc Summary: TONER Doc Year: 2002 Doc Date: 09/13/2001 Cat: LP State: Dept: MCSV Sub Dept: Total Amt: 993.83 Vendor: 17415479050 A & W OFFICE SUPPLY INC LDT Cd: Reimburse Id: FOB: User Ref: 111111-MC2001 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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FAMIS Handling Credit Memos

The procedures listed below are for processing credit memos. As soon as the credit memo is processed by Accounts Payable, the account(s) listed will reflect the entry. The next payment to the vendor will be combined with the credit memo. Both the invoice and the credit memo will be listed on the check stub to the vendor.

It is the department’s responsibility to first verify that the credit memo has not previously been used OR that the original invoice was not “short paid” by the credit memo amount. The credit should always be processed using the same account and expenditure codes as the original invoice.

Create a new Limited Purchase document (Screens 240-242) for the credit memo:

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FAMIS On Screen 241, use a processing code of “V” to create a

negative amount. The description must reference the original invoice number AND

the original purchase document (limited, exempt, or purchase document) and the original voucher number (I.e., 270420-0120).

The description must also explain why the company issued a credit memo to the department.

Mark the new limited purchase document number on the credit memo and forward to your Fiscal Office.

If you have both the original and the credit memo you may enter the credit memo as a separate line item at the same time you enter the limited or exempt purchase document for the original invoice.

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

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