FAMIS TRAINING

Texas A&M University- Corpus Christi

Purchasing Department

REQUISITIONS

FAMIS

What is an “R” or Requisition ? An “R” is a used to capture information that pertains to the

request for the purchase of some merchandise. The dollar amount for an “R” state and local account is over

$5000.00. 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.

Local accounts are paid sooner. CANNOT mix state and local accounts due to the system

wanting to produce two separate checks for one payment.

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FAMIS

FAMIS requires you to enter standard information in order to process a purchase requisition on-line. The information required includes the following:

Department originating this requisition as well as any additional departments that may be splitting this order.

Category which is used to define certain accounting and receiving characteristics about the requisition . Some examples are: RO: Regular Order [THIS IS THE ONLY ONE YOU WILL USE)[THIS IS THE ONLY ONE YOU WILL USE) BU (Blanket Unencumbered): Instructs Purchasing to establish a

vendor agreement for Quantity Discounts (MQ) or discount off list price (MD). Since funds are not encumbered, separate requisitions (category BO) will have to be issued to purchase on the Master Order.

BO (Blanket Order referencing a Master Order): Identifies a blanket order that is issued to buy items referenced on an existing Master Order (MD or MQ) that would have been set up through a requisition sent to Purchasing with a category of BU.

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FAMIS

BE (Blanket Order Encumbered): Issued for orders with estimated quantities, while still encumbering the necessary funds. You can order off this Blanket Order for the entire term of the contract without issuing another requisition.

Xx (Other): Denotes any requisition category that has been set up specifically for your agency/institution.

User Reference Number: The unique identifier assigned by your department for tracking this purchase requisition.

Type of Funds: Indicates the highest restricted fund used for purchases. You must also identify the Type of Order for the requisition, which classifies the order based on Type of Funds.

You must ask yourself, “Will the items being requested be used for Research purposes?” If yes, you must indicate it on Screen 250.

You should ask yourself, “Is the merchandise I am requesting a Sole Source item?” If yes, Screen 253 (Sole Source) needs to be completed before the requisition may be processed.

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FAMIS

Vendor Identification Number or Federal Employer Identification number for all of your suggested vendors are required. If you are not sure of it, the Vendor ID number can be found on-line by typing the name, or a portion of the name, of your vendor in the vendor ID field. This accesses an alphabetical listing of all vendors found on the system.

Addresses for shipping and invoicing are also required in order to process your requisition.

Description: A complete description of all the items you are requesting. Item descriptions are entered on Screen 254. If you run out of room, you may continue your item description on Screen 255.

Accounts: You must indicate all of the accounts that will be responsible for the purchase of the items on the requisition.

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FAMIS For each requisition, you will use the following screens:

Screen 250: Requisition Header: General requisition information that pertains to the entire document.

Screen 251: Requisition Ship To/Invoice To addresses and text: Records shipping and invoice addresses and special vendor text information.

Screen 254: Requisition Line Items: Used to enter information that pertains to individual line items on the requisition.

Screen 256: Requisition Document Close: Used to close a requisition document after entry is completed. Closing generates encumbrances to set aside funds. From this screen you can send a document through the routing and approval process.

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FAMIS Additional screens which may be used are:

Screen 252: Requisition Header Text Continued: Record additional header text to a document.

Screen 253: Requisition Sole Source Justification: Used to record sole source justification for the documents flagged with a sole source vendor.

Screen 255: Requisition Item Description Continued: Allows entry of up to ninety-nine lines of additional item description.

Screen 247: Copy Document: Allows copying line items from one document to either a new or existing requisition document.

Screen 259: Requisition Note Text: Use this screen to add informational type notes to document items, if necessary.

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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 for both local and state accounts.

• “R” or Requisition document. This document was designed to purchase items over $2,000 or more (local and state accounts).

• “E” or Exempt purchase document. This document was designed to purchase items that are exempt from certain purchasing requirements. Purchase of exempt items is

signified by the use of Exempt Object Codes, and examples of these would be travel, bookstore, and library material. [BETTY HEAD WILL COVER THIS LATER THIS

MORNING.)

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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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• 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 in your given Userid. In this case, my is VASO15T and [Tab].

• Type in your Password and [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 VASO15P Panelid - TEN0041

Terminal - TAMCC002 Cmdkey =PF12 Jump=NONE Menu=NONE Model - 3278-2 Print=NONE Cmdchar=/ System - TAMTPX ==> Session FAMIS has ended <== Sessid Sesskey Session Description Status _ CICS PF 1 CICS - public transactions _ FAMIS PF 2 FAMIS _ BPP PF 3 Budget Payroll Personnel _ WYLBUR PF 4 OBS WYLBUR _ FAMISTST PF 5 FAMIS - Test _ TSO PF 6 TSO _ INFOVIEW PF 8 Report Viewing System _ CICSNAT PF 9 CICS - NATURAL Programs _ CICSTRN PF 10 CICS - Training _ BPPTRN PF 11 BPP - Training _ SIMS PF 14 SIMS _ SIMSTST PF 15 SIMS - Test _ CICSTST PF 16 CICS - Test _ FAMISTRN PF 17 FAMIS - Training _ FAMIS2 PF 18 FAMIS 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, press Shift/PF5. (Takes you to next screen.)

• When you get ready to complete “Rs” 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 given Userid. In this case, my is VASO15T and [Tab].

• Type in your Password and [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

FAMISHELP@tamu.edu 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: _250__ 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 “R” document.

• To begin the process, we will type “250” by Screen and [Enter].

• We will be using screens 250, 251, 254, 256 for an “R” document.

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• The following page will explain what the numbers above represent.

F6439 Please enter valid document number

250 Req. Header Create/Modify 01/28/02 16:42 FY 2002 CC CO Screen: ___ Doc: __(1)_____ Doc. Year: 2002 Total Amount: << Dates >> Document: 01/28/02__ Cat.: _(2)_ User Ref: ____(3)_______ St Req: __________ Required: __________ Contact Person: _____(4) ___________ Ph: ___(5)________ Start : __________ Buyer: ___ Ph: End : __________ Research (Y/N): (6) Type Funds: (7) Type Order: _(8)__ Change : ________ No. Print Doc? _ Dept: _(9)____ SubDept: _____ Attachments: _ Doc Summary: __(10)________________________________________________ Sole Source (Y/N): (11) Emergency(Y/N): (12) Catalogue Order(Y/N): _ << Suggested Vendors >> Vn ID: __(13)_______ or FEI: _________ Vn ID: ___________ or FEI: _________ ______________________________ ______________________________ Addr: ______________________________ Addr:__________________________ ______________________________ ______________________________ ______________________________ ______________________________ PH: ____________ FAX: ____________ PH: ____________ FAX: ____________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next SResn EResn Notes AdVen AdDpt

Creating/Modifying Requisition Headers

Use Screen 250 to enter the document category, the originating and, when necessary, supporting departments, people to contact, and suggested vendors.

250 Req. Header Create/Modify

(1) Tab to Doc: field and enter R and zero (0) to have FAMIS assign a requisition number.

(2) Tab to Cat. (category) field. This section identifies the document category which is used to define the accounting and receiving characteristics of the document. Type R and the capital letter O (RO).

(3) By User Ref., type 111111-(your initials). These are 6 “dummy” 1s and the initials of the person creating the requisition. These numbers indicate the user reference number.

(4) Tab to Contact Person field. Type the name of the person to contact if there are any questions/problems regarding the requisition.

(5) Tab to Ph: field. Type the area code and phone number for the requisition’s contact person. No spaces or dashes are required.

(6) Tab to Research (Y/N) field. Type ‘Y’ if you are using research funds, otherwise type ‘N’.

(7) Tab to Type Funds field. Signifies the type of funds (State or Local) to be used for the purchase of the requested item(s). DOES NOT HAVE TO BE FILLED OUT.

(8) Tab to Type Order field. Identifies the type of order to be placed for the requested items. Classifies the order based on Type of Funds.

Spot = Requisition that can be bid out. Contract = Contract or Maintenance agreement (binding for 1 yr period) Local = Local account State = State account Catalog QISV (Qualified Information System Vendor) Used in the purchasing of computer-related and telecommunications

products. QISV vendors must be approved, have an electronic web site catalogue, and are active on Statewide Bidders list.

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250 Req. Header Create/Modify

(9) Tab to Dept field. Type in the department name that corresponds to the account number found on screen 29. (FAMIS should automatically pull up your department acronym. If you have multiple accounts with different departments, press PF11 key. A pop-up window will appear. Type in every department name that applies to the accounts you will be using. When completed, <ENTER> and press PF4 to exit back to Screen 250.

(10) Tab to Doc Summary field. Type in a brief summary of what you are purchasing. This description will be displayed on the document inquiry screens required.

(11) Tab to Sole Source (Y/N) field. Indicates whether or not (‘Y’ or ‘N’) the merchandise requested is a sole source item (I.e.: whether or not only one vendor may fulfill the order). (Means you cannot buy this item from another vendor OR you want to buy from this vendor in order to match existing equipment.)

(12) Tab to Emergency (Y/N) field. Type ‘N’ if this is not an emergency purchase, otherwise type ‘Y’ for yes. When ‘Y’ is entered, a pop-up window will appear asking for a brief description of what the emergency is. Ex: Break in the water line; tree crashed through your window, etc.

(13) Tab to VN ID field. Type in the first letters of the vendor name and press <ENTER>. Displays the FAMIS 11 digit vendor identification number.

HIT <ENTER> TO GET ELECTRONIC SYSEM GENERATED REQUISITION NUMBER AT THE TOP OF THE PAGE.

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250 Req. Header Create/Modify 06/04/02 14:00 NOTES FY 2002 CC 15 Screen: ___ Doc: R200928 Doc. Year: 2002 Total Amount: 2205.00 << Dates >> Document: 06/03/2002 Cat.: RO User Ref: 111111-SJJ0603 St Req: __________ Required: __________ Contact Person: JANIE JIMENEZ____ Ph: 361-825-2303 Start : __________ Buyer: ___ Ph: End : __________ Research (Y/N): N Type Funds: S Type Order: SPOT Change : __________ No. Print Doc? N Dept: PHPL_ SubDept: _____ Attachments: _ Doc Summary: CONTRACTOR TO INSTALL 19 STEEL FLANGES & L-BRACKET Sole Source (Y/N): N Emergency(Y/N): N Catalogue Order(Y/N): << Suggested Vendors >> Vn ID: 17427999520 or FEI: _________ Vn ID: ___________ or FEI: _________ D&C FENCE CO__________________ ______________________________ Addr: PO BOX 72206__________________ Addr: ______________________________ CORPUS CHRISTI TX 78472_______ ______________________________ ______________________________ ______________________________ PH: 361-994-1620 FAX: 361-289-5106 PH: ____________ FAX: ____________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next SResn EResn Notes AdVen AdDpt

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250 REQUISITION HEADER

SAMPLE

Cat : RO = Regular Order [Only one you will use)BU = Blanket UnencumberedBO = Blanket Order referencing a Master OrderBE = Blanket Order Encumberedxx (Other) = Denotes any requisition category that has

been set up specifically for your agency/ institution

St Req: Identifies the state req # assigned by the State to reference the document.

(mm/dd/yyyy) Identifies the 1st day of the fiscal yr for a Maintenance Agreement or a Blanket Order

(mm/dd/yyyy) Identifies the date the requested order is required.

(mm/dd/yyyy) Identifies the last date of the fiscal yr for a Maintenance Agreement or a Blanket Order

Type Order: SPOT = Requisition that can be bid out.CONTRACT = Contract or Maintenance

agreement (binding for 1 yr period)LOCAL = Local accountSTATE = State accountCATALOG = QISV (Qualified Information

System Vendor) Used in the purchasing of computer-related and

telecommunications products. QISV vendors must be approved, have an electronic web site catalogue, and are active on Statewide Bidders List.

F0003 Record has been successfully modified 250 Req. Header Create/Modify 03/15/02 10:39 NOTES 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 and ___ | Reim | __press Enter. Press F4 to get back to Screen 250._ | | __Press F5 to go to Screen 251.) _______________ | | _____________________________________________ | __ 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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250 Requisition Header Create/Modify(PRESS PF9 TO ENTER NOTES PERTAINING.

TO THE PURPOSE OF THE ORDER )When finished, enter, and press PF4 to return to Screen 250.

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250 Req. Header Create/Modify 06/04/02 14:35 NOTES FY 2002 CC 15 Sc +--------------------------------------------------------------------------------------------------------------------- | | | R200928 0.0 Position at line: ___ | Doc| Line ******** Note Text ******** | _____ Req | 1 >>Note modified 06/03/02 by JIMENEZ, SAN J___ | 303 Sta | 2 FLANGE SUPPORTS FOR PORTABLE BUILDING STAIRWA | End | 3 YS___________________________________________ | POT Cha | 4 _____________________________________________ | | 5 NOTE: L206279 WAS ISSUED ON 5-3-02 FOR THE__ | ts: _ Doc | 6 AMOUNT OF $1,230.00, BUT WHEN THE ACTUAL WORK | | 7 COMMENCED THE COMPANY FOUND A PROBLEM._______ | Sol | 8 MODIFICATIONS WERE NEEDED IN ORDER TO COMPLY_ | | 9 WITH ADA SPECIFICATIONS. APPROVAL TO PROCEED | Vn I | 10 WAS OBTAINED FROM THE PHYSICA PLANT, BUT COS | __ | 11 T WAS NOT KNOWN UNTIL JOB WAS COMPLETE. THE_ | ___ Add | 12 INVOICE AME IN AT 2205.00.___________________ | ___ | PF4=Exit PF7=PItem PF8=NItem Page (F/B/E): _ | ___ | | ___ P +----------------------------------------------------------------------------------------------------------------------+ ___ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next SResn EResn Notes AdVen AdDpt

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250 Requisition Header Create/Modify(PF9 Notes: Describe your request for this purchase.

Once this has been done, press PF4 to exit this screen. )

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1. The R number assigned will show automatically.

2. Ship To Address Nbr: Type 002 in Training (001 in Production). Indicates the code which identifies the address to which items purchased will be delivered.

3. Invoice To Address Nbr: Type 001 in Training (0002 in Production). Indicates the code which identifies the address to which items purchased will be billed.

4. Once these two address numbers are entered, #s 4, 5, 6, 7, 8, 9, and 10 will come up automatically and information will be recorded.

12. Text codes: Identifies any special vendor instructions that need to be added to the purchase requisition. Enter PF5 for extended description of Text codes.

13. Additional Text Lines: Identifies any special instructions that need to be added to purchase requisition that do not have an assigned text code in FAMIS. Type ? And enter to see complete selection.

14. More text lines: Indicates whether or not (‘Y’ or ‘N’) additional lines of text are required. Typing “y” will access Screen 252 where ninety nine additional lines of text may be entered.

251 Req. Shipping and Text

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F0013 Please enter desired modifications

251 Req. Shipping and Text 03/15/02 10:51 FY 2002 CC CO Screen: ___ Doc: __(1)_____ Ship To Address Nbr: __(2)___ Invoice To Address Nbr: __(3)___ Name: _(4)______________________ Name: ___(5)______________________ Addr: __(6) __________________ Addr: ____(7) ___________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ City: __(8) ________ State: _(9)_ City: ___(10)_____________ State: _(11) Zip: _________ Country: ___ Zip: _________ Country: ___ Phone: ____________ FAX: ____________ Phone: ____________ FAX: ____________ Text codes: _(12)__ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ Additional ___(13)_______________________________________ Text Lines: _____________________________________________ _____________________________________________ _____________________________________________ More text 14 lines: _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Notes

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F0013 Please enter desired modifications

251 Req. Shipping and Text 03/15/02 10:51 FY 2002 CC CO Screen: ___ Doc: R200062 Ship To Address Nbr: 002 Invoice To Address Nbr: 001 Name: TAMU-CC CENTRAL RECEIVING_____ Name: TAMU-CC FISCAL AFFAIRS________ Addr: 6300 OCEAN DRIVE-PHYSICAL PLAN Addr: 6300 OCEAN DRIVE______________ ______________________________ ______________________________________ ______________________________ ______________________________________ ______________________________ ______________________________________ City: CORPUS CHRISTI______ State: TX City: CORPUS CHRISTI______ State: TX Zip: 78412____ Country: ___ Zip: 78412____ Country: ___ Phone: ____________ FAX: ____________ Phone: ____________ FAX: 512-994-5925 Text codes: ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ Additional _____________________________________________ Text Lines: _____________________________________________ _____________________________________________ _____________________________________________ More text lines: _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Notes

SAMPLESAMPLE

254 Req. Line Item Create/Modify

(1) Doc: Identifies the requisition to add or modify line item information.

(2) Item: Signifies the item number to be created or modified.

(3) Quantity: Indicates the purchase quantity of the specified line item.

(4) UOM: Identifies the Unit of Measure for the specified line item to be printed on the requisition.

(5) Estimated Unit Price: Indicates the estimated dollar amount to be paid per unit of measure.

(6) Extended Price: Displays the total item amount as calculated by the system.

(7) Proc Cd: Indicates if the item needs special processing (I.e. vendor discount, trade in, no charge), and if the item has been transferred to a Purchase Order.

(8) Desc: Displays a detailed description of the specified line item.

(9) FY: Identifies the fiscal year the requisition will be paid. If left blank, the year will default to current fiscal year.

(10) CC: Indicates the Campus Code of the agency purchasing items. If left blank, this field will default to the current campus code.

(11) Account: Identifies the account (subsidiary ledger + support account + object code) responsible for payment.

(12) Pct: Used to specify the percentage of the total dollar amount of the line item to be paid by the specified account.

(13) Amt: Indicates the dollar amount to be paid by the specified account. If a percentage was not specified in the previous field, then the dollar amount to be paid will be required.

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F0013 Please enter desired modifications

254 Req. Line Item Create/Modify 03/15/02 13:48 FY 2002 CC CO Screen: ___ Doc: R200062 [1] Item: __1.0 [2] Estimated Quantity UOM Unit Price Extended Price ___(3)_____ _(4)_ __(5)____ ___(6)_______ Commodity: _____________ Proc Cd: _(7) Cost Ref 1: ______ 2: _____ 3: ____ Part Nbr: _________________ Desc: __(8)____________________________________ _______________________________________________________ _______________________________________________________ _____________________________________________ _____________________________________________ FY CC Account Pct. Amt $

(9) (10) __(11)___ ____ _(12) ___(13)___ ____ __ ______ _____ ____ ______ ______________ ____ __ ______ _____ ____ ______ ______________ ____ __ ______ _____ ____ ______ ______________ More Desc (Y/N): _ More Items (Y/N): _ Print Line: _ Item Deleted: N Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Notes CAcct MAcct

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F6501 Update not allowed because document is routing

254 Req. Line Item Create/Modify 06/04/02 14:57 FY 2002 CC 15 Screen: ___ Doc: R200928 Item: __1.0 Estimated Quantity UOM Unit Price Extended Price ______1.00 LOT_ ______ 1230.0000 1230.00 Commodity: _______________ Proc Cd: _ Cost Ref 1: _______ 2: _______ 3: _______ Part Nbr: _______________ Desc: INSTALL 19 STEEL FLANGES AND MOUNT WITH 3/8"_ LEAD DROP IN ACHORS._________________________ _____________________________________________ _____________________________________________ _____________________________________________ FY CC ---- Account ---- Pct. Amt $ 2002 15 160920 00000 5773 100.00 ______________ ____ __ ______ _____ ____ ______ ______________ ____ __ ______ _____ ____ ______ ______________ ____ __ ______ _____ ____ ______ ______________ More Desc (Y/N): _ More Items (Y/N): _ Print Line: _ Item Deleted: N Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Notes CAcct MAcct

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SAMPLESAMPLE

You should close your requisition after you have entered all of the required information. This prevents further changes from accidentally being made to your requisition. Closing your document will also encumber the funds you have requested to pay for the purchase.

NOTE: You may close and re-open your document multiple times in order to make changes, as long as it has not yet entered the routing and approval system of FAMIS.

Explanation of Requisition Close Processes

• Encumbrance Processes: Closing the document generates encumbrances which set aside funds to pay for the requested purchase. All requisitions, except those that set up a blanket order, are encumbered. The encumbrances are established using the 7 digit document ID created when the requisition is created. These encumbrances may be viewed on Screens 20, 21, 22, and 26.

• Changing a Requisition: Changes may only be processed before the requisition enters the routing and approval system. Changes can be made to the document by reopening it. To reopen a document, advance to Screen 258 and set the Reopen Document flag to ‘Y’. If changes are made which affect any amount, adjustments will be made in the encumbrance when the document is closed again.

• Routing the Document: A closed document may be submitted to the routing and approval process by pressing the PF7 key. NOTE: If the document is submitted to routing when it is closed, it cannot be reopened without first recalling the document from routing.

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SAMPLESAMPLE

• Rejected Documents: If errors are detected to your document while in routing, it will be rejected and returned to your in-box for correction. When this happens, you should:

•Select the document by placing an ‘X’ next to it in your in-box and then pressing the PF8 (Sel) key.•Once the routing Document Information pop-up window appears, <TAB> down to the Action: prompt and type NOT to display the routing notes (which will contain the reason(s) for its rejection).•Re-open the document on Screen 258 by setting the Reopen Document flag to ‘Y’ and pressing <ENTER>.•Make the necessary changes using Screens 250-259.•Finally, advance to Screen 256 to close and re-route the document.

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F6501 Update not allowed because document is routing

256 Requisition Document Close 06/04/02 15:05 FY 2002 CC 15 Screen: ___ Doc: R200928 << Dates >> Document: 06/03/2002 Cat: RO User Ref: 111111SJJ0603 St Req: Start : Contact Person: JANIE JIMENEZ Ph: 361-825-2303 End : Buyer: Ph: - - Required: Research (Y/N): N Type Funds: S Type Order: SPOT Change : No. Last Print Date: Sole Source: N Emergency: N Doc Summary: CONTRACTOR TO INSTALL 19 STEEL FLANGES & L-BRACKET Total Amount: 2,205.00 Untransferred Total: 2,205.00 C l o s e d Close Document? N Budget Balance Override: _ Session: 1992OV Date: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Item Route Warns

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914 Document Routing History 06/04/02 15:15

CC 15 Screen: ___ Document: PRQ15R200918 Position at line: __ Ln Description 1 The following people have seen this document: 2 Created 05/30/2002 VASQUEZ, CHARLES D (361-825-5575) 3 Approved 05/30/2002 VASQUEZ, CHARLES D (361-825-5575) 4 Signed 06/04/2002 CHENAUX, HENRY E (361-825-2612) 5 This document is currently in CC 15 and office PURCHASING 6 on desk CENTRALDSK - Arrival Date: 06/04/2002 7 Desk workers are: 8 S GARCIA, MINERVA (361-825-2616) 9 S HARRAL, JUDY A (361-825-5936) 10 VASQUEZ, OFELIA E (361-825-5767) 11 The following people have an INFORMATION COPY of this document: 12 VASQUEZ, CHARLES D (361-825-5575) 13 14 15 Page (F/B/E): _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp

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Example of “FYI” routing history.