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Approvers User Manual - The Texas A&M University System

1. Pdesc Purchasing Document Description Additional description for purchasing document items may be seen by pressing this PF key ITEM Description yellow sticky note pads assorted sizes including 15 2 1 2 in X 2 1 2 in pads 9 2 1 2 in X 1 in pads 9 3 1 2 in X 4 in pads Rdesc Receiving Item Description Displays a window where additional receiving item descriptions may be added modified l l ITEM Description ONLY 1 2 OF EXPECTED ORDER ARRIVED WITH THIS_ SHIPMENT PLEASE NOTIFY MS MARTHA MALLARD AS SOON AS REMAINING SUPPLIES ARE RECEIVED SOTHAT l l l I l l l l THEY MAY BE DISTRIBUTED TO DEPARTMENT HEADS _ Approvers User Manual Page VII 16 Appendix Standard PF Keys cont d Right Scroll Right Some windows are made up of several adjacent panels These will be designated by the word Panel appearing in the window Pressing this kev scrolls the panel to the right Ship Shipping Address Displavs the Ship To and Invoice To addresses for the document Required Shipping and Text Information Document P400013 Ship To Address Nbr Invoice To Address Nbr Name DEPARTMENT OF CHEMISTRY Name DEPARTMENT OF CHEMISTRY City COLLEGE STATION State TX City COLLEGE STATION State TX Zip 778433255 Country Zip 778433255 Country PH FAX PH FAX l l l l l l l l l l l l Addr ATTN CHR
2. Address Used to include more lines of address information Addr 11409 WADDLE WAY SUITE 909 WAYNE WADDLESWORTH Additional Fixed Asset Information Provides additional information for a particular fixed asset record Additional Fixed Asset Information Purchase Order Number P550039 Account Number 1xxxxxxxxxxxxx5 Vendor Number lvvvvvvvvv0 Name APPLE COMPUTER Alt APO Name SUMMERS SHEREE Number 4vvvvvvv6 Exec Level AA Division CD School BA Dept Approvers User Manual PO Line 001 Acq Method PO Page VII 12 Appendix Standard PF Keys cont d BBA Bkwd Ddesc Frwd Header Budget Balance Available Show any over budget messages that may pertain to a particular account on the document l A 5628 End of accounts on document l P P400013 Budget Balance Available l l cc FY Account Over Budget Message l Backwards Returns to the pervious screen or scrolls one page back for a particular item Damage Description Used to provide information about any goods that were damaged Dmg Description 10 OF THE 12 DRUMS OF CONTAINING POLY ACRILAMIDE GEL FOR P A G E ANALYSIS HAD BEEN CRUSHED BY HEAVIER SUPPLIES AND WERE LEAKING UPON ARRIVAL NEW DRUMS HAVE BEEN REQUESTED FROM THE VENDOR AND SHOULD ARRIVE W IN 10 DAYS Forward Advances to the next screen or scrolls one page forward for a particular item Document Head
3. FV Status Created Sub Dept Additional Functions PF KEVS PF7 RHist PF8 Cover PF9 Notes Approvers User Manual PF2 Help 12 characters Shows the type of purchasing document displayed 4 digits Indicates the fiscal year in which the document was processed 15 characters Identifies the status of the document with one of the following Blank In Process CN Cancelled CO Completed DR In Dept routing ER In Exec routing FN Final FY FVA FRA routing PR In Proc routing RC Recalled RJ Rejected PF2 Help 8 digits Displays the date the document was created and submitted to Routing and Approval 5 characters Indicates the sub department code of the unit on the document See the Appendix for explanation of the standard PF keys Routing History Displays routing history of the document See Screen 914 Cover Sheet Displays cover sheet information and gives access to document browse pop ups Notes Used to display routing notes for the selected document Page IV 5 Document Routing History The history of a documents routing is available on Screen 914 Each line is numbered and displays a description of the action taken on the document Screen 914 Document Routing History 914 Document Routing History 11 17 10 14 53 cc 02 Screen Document PLPO2L115405 Position at line L Description The following people have seen this document
4. 000068A AB0000066 FedEx shipping charges 000069A AB0000068 FedEx Bienko Shipping Charges NC to TX 00007AA 14865940 cag Office Supply 4 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Document Number Format e First 2 numbers are 00 for Master campus e Requisition has 2 alpha characters at the end e Purchase Order has 1 alpha character at the end Basic Steps e TvpeaSciQuest Document ID number or FAMIS document number in one of the fields provided to displav it on the first line of the document list e Type X in the S Select field to select a document and advance to Screen 278 to view additional document information Approvers User Manual Page VI 41 Screen 295 SciQuest FAMIS Document Cross Reference cont d Field Descri ptions Required Help Field Help Available Using PF2 or Action Line SciQuest Document ID FAMIS Doc Screen Information S Document SciQuest Doc ID Doc Description Error Additional Functions PF KEYS Approvers User Manual 20 characters digits Enter the desired SciQuest Document ID number 7 digits characters Identifv the desired FAMIS Document number 1 character Tvpe X to select the document and advance to Screen 278 7 digits characters Identifies the FAMIS document number A Requisition document number ends in two characters and a Purchase Order n
5. Approvers Screens List cont d PAGE 287 Document Browse by State Order Number 01nsesnnnnneznnnnnzzznnennnzznnnnzzmannnnamannnnznnananennnnanemnn nazz VI 21 Provides list of documents starting with the state order number 288 Document Summary eccccccssssssssrsrseessssssssnnnssnnsnsnssessssssenseeseeesssesssssssessssssssssssssssssssssssssssssssseseeeens VI 24 Provides a snap shot of the entire document 290 Document Tracking INQuiry ccccssscccsssseccessseceessseeesssseeesssseeesssseeesssseeesassceesasseesesseeessseceeseaseeeeess Vl 37 Used to track documents through the purchasing process 291 Document Tracking Cross Reference scccisccetccvccsssssssecsssosssessssessscecesesescstsesvcesvesevesetessseaedessansteassaasiacs Vl 39 Cross reference documents and items from the source documents Approvers User Manual Page VII 10 Standard PF Keys PF Keys are used in FAMIS to access additional information Wherever possible the same assignment has been given to the same PF key such as PF9 always being the key used for NOTES Occasionally this has not been possible and a different assignment has been made The following list is to help you identify the functionality behind the PF keys that you will see on the many Approver screens Many screens have extended information windows assigned to various function keys that are designated at the bottom of each screen or pop up window Placing the cursor using the cur
6. Itm Accts Accounts on a Document Displavs the responsible accounts for the particular document item and their portion of the item total 5628 End of accounts on document R R400007 Account Distribution cc FY Account Amount Approvers User Manual Page VII 14 Appendix Standard PF Keys cont d Itm Ext Itm Notes Left More Desc Item Extended Information Show detail information about the specific item ordered i e quantity unit of measure unit price and commodity code Document Item Extended Information Document R400007 1 6 GB FORMATTED USEABLE FAST SCSI 2 DISK Item 1 0 Date Created 09 22 93 Quantity 1 00 Last Modified 10 06 93 UOM EA Unit Price 1 515 0000 Commodity 20534 Extended Price 1 515 00 Tax Pre Cd x Print PF4 Exit Item Notes Displays notes that have been added to a particular document item Use the Position at Line field to start the text at a particular line The Page F B E field scrolls forward F and backwards B through the text or end E to exit the window 7468 Note not found on file R400007 1 0 Position at line Line kkkkkKKK Note Text keke PROGRAM DIRECTOR MARTHA M MALLARD REQUESTS TO REVIEW ALL MATERIAL ORDER UPON ARRIVAL MS MALLARD WILL BE RESPONSIBLE FOR DISPERSAL _ AMONG CONFERENCE ATTENDEES PF4 Exit Page F B E E Scroll Left Some windows are made up of several adjacent panels These wil
7. L L902507 MICROSAGE 09 15 08 270710 2289 562 50 CO L L902508 SHERRI SWEET 08 31 08 211270 0000 14 37 CO L L902509 HANK OLDER ASSOCI 08 31 08 211270 0000 83 78 CO L L902510 BARRY BARNES 08 31 08 211270 0000 21 32 CO L L902511 STAN PARTNERS LP 08 31 08 211270 0000 1 783 67 CO L L902512 PAL REGIONAL 07 30 08 214390 6901 IP L L902513 BATES TOURS INC 08 31 08 211270 0000 507 59 CO L L902514 TONYA T TRANE 08 01 08 241401 0005 DL L L902515 UNIVERSITY OF TEXA 08 31 08 211270 0000 16 53 co More Entries P lt EN nti Enter PFl PF2 PF3 PF4 LPF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Invc Recv Audit Accts PIP Headr Items Track Basic Steps e Type a document class in the Class field and press lt ENTER gt You may also include a document number to advance it to the top of the display list e Type an X in the SL Select column to the left of a document to advance to Screen 278 where detailed document information will be displaved e Place the cursor in the SL Select field next to the desired document number and use the PF keys at the bottom of the screen to view additional document information Field Desc ri ptions Required Help Field Help Available Using PF2 7 or Action Line Class Help 1 character Enter the class of document to be displayed The system will default the search to the first defined class Doc 7 character digits Identify the first do
8. Press lt PF1 gt or lt ENTER gt to access the FAMIS main menu Approvers User Manual Page l 6 Section ll Basic Concepts Approvers User Manual Page Il 2 Basic Approver s Process The basic process of approving or rejecting documents is fairlv simple When a purchase document EP LP and REQ is closed and routed FAMIS creates a routing document This is the document that is routed and displaved in the Document In Box for the approvers and signers The document identification number consists of the following three parts PLP 01 L010014 f f f Type of document TAMUS member Document Each FAMIS user has a Document In Box that can be seen online using Screen 910 I Real Basic Steps to working with a routing document Look at the routing documents awaiting your approval Screen 910 or Screen 916 Screen 910 Document In Box Panel 1 910 Document In Box 02 10 09 10 06 cc 01 Screen ____ Document Office Desk Approvals Only N Panel 01 More gt gt Requested Sel Document ID N Doc Summary Action Status PROSARO00013 COPIER RENTAL FOR 4 1 00 THROUGH 8 FYA Approve FYA FRA Rt ki PLPAML400008 COFFEE Revise Rejected PROSAROOOOO9 FURNITURE FOR JEREMY JONES OFFICE Notify Final CABLE TO CONNECT LAPTOP PC TO ETHER Notify Final mm Press PF11 to view Doc Type PIP more information TAMUS Part Number 01 on Panel 2 END OF LIST 2 DOCUME
9. Submitted 11 16 10 13 27 WATSON WANDA W 979 862 6667 This document is currently in CC 02 office MAIL on desk APPROVER Arrival Date 11 16 2010 13 27 Desk workers are LING LONA L 979 845 5555 MATHEWS MELINDA M sub 979 845 6666 COOK CASEY C sub 979 862 3333 KkKKKKKKKKKKKKKKKKKKK POTENTIAL ROUTING PATH kikikkkkkkikikkkkkikixk 10 OFFICE DESK DEPT SUB DEPT Place cursor on one of these and press PF6 to view assigned users for the routing path O J Oo U amp WN HS Enter PFl PF2 PF3 PF4 PF5 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help Bck Fwd Basic Steps e Type a document number in the Document field and press lt ENTER gt to display the routing history e Press lt ENTER gt to scroll through the display if necessary Routing Process Position the Display The Position at line field can be used to position the screen at a specific line number This will aid in bringing certain history items into view on the same screen The PF7 and PF8 kevs allow vou to page forward and backwards through the displaved list Information Displaved on Screen 914 Actions cancelled by a later reject or recall of the document are shown with voided in the phone number area of the display The date and time of the action taken on the specified document have been added to this screen Approvers User Manual Page IV 6 Screen 914 Document Routing History cont d
10. Why is this PIP in mv In Box PIPs are sent from the Fiscal Office back to the creator s In Box Screen 910 in order to let you know about a problem that must be resolved before your purchase can be made or paid for The PIP will contain a description of the problem and suggestions on how to resolve it The first thing you should do is find out what problem the Fiscal Office has discovered To do this type an X next to the PIP document in your In Box Next press lt ENTER gt to open the Routing Document Information window Screen 910 Document In Box 910 Document In Box 02 10 09 10 48 cc 01 Screen ____ Document Office Desk Approvals Only N Panel 01 More gt gt Requested Sel Document ID N Doc Summary Action Status PROSARO00013 COPIER RENTAL FOR 4 1 00 THROUGH 8 FYA Approve FYA FRA Rt x PIPAMI100006 DESK Notify Final PAML400008 COFFEE Revise Rejected SA jinal PROSAJ Type an X and press lt ENTER gt to view the PIP ecalled PLPSA ecalled PLPSALO00075 MAHOGANY DESK Notify Recalled PRQSAR100001 COMPUTER MONITOR FOR MAY MOON Notify Rejected PRQSAR100004 RENTAL OF XEROX COPIER 1090 FOR 9 1 Ntfy Signed In Proc Rt PRQSAR100006 COMPUTER MONITOR FOR MAY MOON Ntfy Signed In Proc Rt End of List 12 Documen ound Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Discd RHist Sel All Left Right Approvers User Manual P
11. 0 Disc Ind N Pay DD 30 F O B DP Vendor Ref ZOE ZILLER 555 555 5555 Delivery Date 08 31 2006 Delivery Reqd By Dept Contact DARLENE DILLARD Phone No 979 555 8888 Enter PFl PF2 PF3 PF4 PF5 PF6 PEF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Fwrd Screen 288 Document Summary Page 5 288 Document Summarv 02 10 09 4 36PM FY 2009 cc 02 Screen Doc P600465 Number of Desc Lines 5_ Page 5 Of 5 Bidding Vendor Vendor Contact Bid Amount ABCO WHOLESALE ZOE ZILLER 13649 00 BEN E KEITH FOODS CANDY CARTER 15951 00 F N SUPPLY CO F F FIELDS 62040 00 REASON FOR AWARD TO OTHER THAN LOW BIDDER Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Fwrd Approvers User Manual Page Vl 25 Screen 288 Document Summary cont d Basic Steps e Enter the document number you wish to display e Enter the number of description lines to display per item and press lt ENTER gt to retrieve document information e Continue to press lt ENTER gt to scroll through the pages of the document or use PF7 and PF8 to scroll backwards and forwards through the pages Field Desc ri ptions Required Help Field Help Available Using PF2 or Action Line Doc Number of Desc Lines Page of __ 7 character digits Identify the document number to be displayed 2 digits Indicate the number of description
12. 7 characters Identifies the user defined cost accounting reference for the line item 50 characters digits Displays a short description of the line item purchased 1 character digit Shows the reason TIBH Texas Industries for the Blind and Handicapped was or was not used as the vendor for the bid purchase Not Provided by TIBH TIBH Purchase Quantity Quality Delivery Time Life Cycle Price U1 BB amp NE 4 Z ll PF2 Help 1 character Y indicates the item has been deleted from the system PF2 Help 1 character Y identifies the item has been frozen from further activity within the system PF2 Help 1 character Y indicates the item will be inventoried or capitalized within the system Received Invoiced Matched UOM Dt Qty PF2 Help 3 characters Represents the unit of measure for the line item PF2 Help 8 digits Indicates the date item was received invoiced and or matched 10 digits Identifies the purchase quantity of the line item received invoiced or matched Additional Information PF KEYS PF7 InDtl PF8 Accts PF11 IDesc Approvers User Manual See the Appendix for an explanation of the standard PF keys Invoice Detail Displays detailed invoice information about the document Accounts Identifies the accounts used to pay for the item Item Description Place cursor on line item and press this key to see detailed desc
13. A data element defined when creating a vendor This indicates the number of months a vendor is to be maintained on file after all outstanding items have been paid or reconciled Revenue Income or receipts Run Parameter A parameter from a control record or a program control transaction as opposed to a file maintenance transaction Approvers User Manual Page VII 25 Appendix Glossary cont d S 6 Digit Account For GL An entitv that consists of a self balancing set of 10 digit accounts For SL An entitv of revenues and or expenses Screen HELP An online feature that assists the user with data entrv bv providing information on the purpose and operation of a particular screen Secondarv Vendor The vendor record holding the multiple addresses that are used periodicallv as opposed to the primarv address Session A control mechanism to track real time posting of a group of financial transactions in order to provide an audit trail SL See Subsidiarv Ledger Split Encumbrance An encumbrance which applies to several accounts Standing Order A tvpe of purchase order used for recurring services like those provided bv the telephone and electric companies Subcode Four digits appended to the account ID to identifv attributes and dollar records within an account Submit The process that attached a budget version to a budget account as a budget of an account Submitted Version Version of the budget submitted for ap
14. Document Line Item Inquiry Detailed information for line items is shown on Screen 279 This is a detailed follow up screen from Screen 278 This screen is helpful in determining whether an item has passed the three wav match requirement in order to be paid It shows the date an item was received invoiced and matched Screen 279 Document Line Item Inquirv 279 Document Line Item Inquiry 02 04 09 Screen Document P700015 Item 1 0 of 21 Vendor ivvvvvvvvv2 XERON CORPORATION User Ref 270300 07031 Hmenu Help EHelp Enter PFl PF2 PF3 PF4 PF5 PF6 EE 4 28PM FY 2009 CC 02 Item UOM MO Received Invoiced Matched Item Qty 29 00 X8 nvXT Item Unit Price 892 2500 UOM MO MO Item Discount Dt 01 30 2009 01 21 2009 01 30 2009 Item Ext Price 25875 25 Qty 29 00 29 00 29 00 Item Proc Cd Commodity Code 93955 First Account 270300 70000 5536 Cost Refl 2 3 Item Desc Maintenance Basic meeting the following specifications TIBH Code Delete Flag Freeze Flag Capital Inv Flag Fi2 Use PF7 to view all invoices against the item that is currentiv being displaved on the screen The information in the pop up window shows a total of all invoices at the end of the list of invoices The pop up window allows the user to view all invoices except cancelled invoices o include completed documents type Y in the Completed Docs field Screen 279 PF7
15. PRT Printed See the Appendix for an explanation of the standard PF keys Invoice Used to view the invoice details Receiving View the receiving information associated with the selected document Audit Information View the audit information for the selected document Accounts Shows the account distribution used for the document selected PIP Shows the PIP documents Header Shows the document header information that was entered when the document was Created Items Lists the line item information for the document Track Allows you to track the routing history of the selected document Page VI 23 Document Summary A complete view of the entire document in a format similar to that of a printed document may be viewed on Screen 288 If a number is not specified in the Number of Desc Lines field the screen defaults to five 5 lines of display per item on the item description screen The number of pages displayed vari es from document to document Screen 288 Document Summary Page 1 INVOICE TO FOOD SERVICES DEPARTMENT AGRONOMY ROAD 1374 TAMU COLLEGE STATION TX 77843 1374 Enter PFl PF2 PF3 PF4 PF5 PF6 Hmenu Help EHelp 288 Document Summarv 02 10 09 4 36PM FY 2009 cc 02 Screen Doc P600465 Number of Desc Lines 5_ Page 1 Of 5 VENDOR e ivvvvvvvvvi DOC P600465 AMERICAN SW MERCANTILE INC DBA ABCO WHOLESALE l l P O BOX 88888 USER REF 300210 7089 l AUST
16. SANDY X111 Nbr Invoices 13 Catalogue Order Delg Contact WANDA WARREN ced Date Invcd Matched Date Mtchd S Line Received Date Recvd Inv a 1 0 12 00 08 15 2006 12 00 08 15 2006 12 00 08 30 2006 1 1 0 00 1 2 0 00 1 3 0 00 More entries Press lt ENTER gt to continue Enter PFl PF2 PF3 PFA4 PFS PF6G PF7T PF8 PFJ PFIl0O PFIil jPFI2 Hmenu Help EHelp Inve Recv DIPrt Accts Print Left Right Approvers User Manual Page VI 29 Screen 278 Document Inquiry cont d Screen 278 Document Inquiry Panel 3 lt lt More Nbr Invoice 278 Document Inquiry Screen Doc Summary Vendor Reimburse ID User Ref Doc Date Class Category LP Received gt 13 Catalogue Order Delg Contact WANDA WARREN Paid Paid Remaining Description P Quantity Amount Balance More entries Press lt ENTER gt to continue PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 LPF10 PF11 PF12 Help EHelp 02 09 09 2 48PM FY 2007 CC 02 Document P600145 Panel 03 CLEANING SERVICES FOR TRADITIONS GOLF CLUBHOUSE ivvvvvvvvv3 HARELL SERVICE CORP DBA PROCLEAN INDUSTRIES Doc FY 2006 Doc Amt 15737 04 300090 2449 Status CL Amt Inv 15737 04 08 05 2005 Route St FN Amt Vchr 15737 04 P Oth A P Src Inv Forced BE USAS Doc Type Req Delivery Date Buyer STRALEY SANDY X167 Cleaning Services M Blanket Agreement D Throughout the Lea D Renewal 2 of 4
17. Screen 914 Document Routing History nenenenenenenenenenenenenanannn ana IV 6 V Approval Profiles Screen 915 Approval Profile by Name V 3 VI Purchasing Inquirv Information Screen 280 Document Browse ses Vl 3 Screen 281 Document Inquiry by Department SubDepartment ss semen Vl 6 Screen 282 Document Inquiry by Account VI 9 Screen 284 Document Inquiry by User Reference Vl 12 Screen 285 Document Inquiry by Vendor ss eenennnzzznnnenenananananan nem nnananana Vl 15 Screen 286 Document Browse by State Requisition Number Vl 18 Screen 287 Document Inquiry by State Order Number Vl 21 Screen 288 Document SUMMATV LL Vl 24 Screen 278 Document INQUILY ccccccececececececececececececececececececeeeceseceeeenseeeeess Vl 29 Screen 279 Document Line Item Inquiry nenenenenenenenenenanan an anan anna Vl 34 Screen 290 Document Tracking Inquiry LL nn nnnnnnznznnnenananannnnnnnanan ana n anna Vl 37 Screen 291 Document Tracking Cross Reference ss ssseeenennzzzzennenezennnzzznna Vl 39 Screen 295 SciQuest FAMIS Document Cross Reference Vl 41 VII Appendix INStrUCTIONS ii a fa ea sebg edit VIl 3 Approvers Screens List VII 9 Standard PF Keys scsi said ken ebel net VIl 11 GlOSSATV i a a a ea aan es nel VII 19 Approvers User Manual Page l 4 Routing and Approval Menus The Routing and Approval Menu M90 will help you identify whi
18. and a multitude of other reasons If vou would like to make suggestions or call attention to errors please contact us at 979 458 6464 or copv the page with the error note the correction or suggestion and send it to one of the following addresses College Station based FAMIS Services The Texas A amp M University System 1144 TAMU College Station TX 77843 1144 Non College Station based FAMIS Services The Texas A amp M University System 301 Tarrow Street College Station TX 77840 7896 Approvers User Manual Page l 3 Table of Contents l Introduction PAGE M90 M22 Approval Menus l 5 FAMIS Bulletin Board sers l 6 Il Basic Concepts Basic Approver s Process Il 3 Helpful Information L enenannnznnnenennnanananan ann na mnn ana n ana Il 8 Document FOM A A Il 8 ROUTE Status wassccacaccecsshandacsteaceacsescvaacsocecneeess in azpiparzzzizi nan Il 8 ACTIONS ecesna ae ea aeea arae eaa Aea a eE aAa a EEA Il 9 Purchasing Invoice Problem PIP Il 10 III Document Boxes Screen 910 Do ument INBOX ii e i IIl 3 Approve or Reject Documents IIl 6 Cover Sheet Pop Up Window IIl 8 Screen 911 Document In Box by Name 0 00 seereenennnnnzennmmenzzanrzzzzznnmrnzznnnanznza Ill 11 Screen 912 Do ument OUTBOX ii ta e IIl 16 Screen 913 Document Out Box by Name sse ereennnzzennemenzzsnnznzznnnanezzzaranznza IIl 20 IV Document Historv Screen 918 Documents by Department IV 3
19. displayed e Press lt ENTER gt to display the contents of the selected person s Out Box e Type X in the Sel Select field and press lt ENTER gt to view the document cover sheet or press one of the PF keys at the bottom of the screen For example to view details of the document routing history press PF7 Out Box Process PF Keys Various pop up screens are available using the PF keys at the bottom on the screen To access this information type an X in the Sel Select field or position the cursor anywhere on the line of the desired document and press the PF key that indicates the information action you want For example pressing PF9 will display a pop up window with any notes on the document while PF7 will display the routing history of the document See the Appendix for a more detailed description of the PF keys and their functions Field Desc ri ptions Required Field Help Available Using PF2 or Action Line Name 20 characters Enter the name of person whose Out Box is to be displayed Document 12 characters digits Enter the routing document number to be positioned on the first line of the display Approvers User Manual Page Ill 21 Screen 913 Document Out Box by Name cont d Actions From Thru Include Finished Screen Information gt gt Panel 1 Sel Document ID Doc Summary Status Action Panel 2 Action Date Approv
20. you have selected PF9 Select All Documents All Selects all the documents in your In Box and displays the routing document information pop up window The documents are displayed sequentially Section Il Cover Sheet Pop Up Window This is the cover sheet of the document From this screen vou can view all the information about and take action on the document If routing notes exist a message TROUTING NOTES will be displayed near the top of the screen If not there will be no message Screen 910 Cover Sheet Window l Screen 02 10 09 11 14 Purchasing Document CoverWSheet CC AM Action Routing Notes Exist Doc ID PLPSAL000006 Status Recalled Requested Action Doc Summarv OFFICE FURNITURE Released 03 28 2000 bv MILLS MXRA M Limited Purch L000006 Contact Person Dept Name SYSTEM BUDGETS amp ACCOUNTING Doc Total Untransferred Total Document Notes PF4 PF5 PF6 PF7 PF8 PF10 PF11 PF12 Exit NDoc Summ RHist Audit Headr Items Track Approvers User Manual Page Ill 8 Screen 910 Document In Box cont d Field Desc ri ptions Required Help Field Help Available Using PF2 7 or Action Line Action 3 characters Enter the action you wish to take on the document If you don t have approval authority you will not see this field displayed If routing notes exist a message ROUTING NOTES will be displayed
21. 3 Submitted Finished Additional Functions PF KEVS PF5 Recal 12 characters Shows the type of purchasing document displayed 4 digits Indicates the fiscal year of the document 21 characters Identifies the name of the person who submitted the document to the Routing and Approval system 8 digits Shows date the document was submitted for approval 1 character Indicates whether the document has finished the routing process See the Appendix for explanation of the standard PF keys Recall Recalls the document to your In Box This is valid only for the creator of the document and the last person who approved the document A recall reason note is required If the user is the creator all approvals and other actions are erased however routing notes will be retained If resubmitted to routing the approvals must start over PF7 RHist PF8 Sel PF9 Notes Approvers User Manual Routing History Used to display the routing history of the document This is also available on Screen 914 Auto approves are designated by A Select After selecting document s displays the Purchasing Document Cover Sheet Notes Used to display routing notes for the selected document Page III 23 Screen 913 Document Out Box by Name cont d Approvers User Manual Page Ill 24 Section IV Document History Approvers User Manual Page IV 2 Documents by Department You may use
22. 4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Recv Audit Accts PIP Headr Items Track Basic Steps e Type data in the fields provided to limit the display and press lt ENTER gt to view a complete list of all documents with a state order number e Type an X in the SL Select column to the left of a document to advance to Screen 278 where detailed document information will be displayed e Place the cursor in the SL Select field next to the desired document number and use the PF keys at the bottom of the screen to view additional document information Document Browse Processes State Order Number The State Order field is used to group documents by a State assigned reference number Entering a state order number in this field will display a list of all documents with a state order number beginning with the number specified Approvers User Manual Page VI 21 Screen 287 Document Browse by State Order Number cont d Field Descriptions required Help Field Help Available Using PF2 or Action Line State Order Class Doc Completed Docs Screen Information SL CL NT St Ord Number Doc Vendor Name Date User Ref Amount Approvers User Manual 6 digits Identify the first State Order Number to be displayed Help 1 character Enter the class of document on which to inquire 7 character digits Identifv the first d
23. Addr 5816 ROSEVILLE ROAD Addr 1006 DEPO HILL RD SUITE G SACREMENTO CA 95842 BROOMFIELD CO 80020 l l PH 800 555 4444 FAX 916 555 6666 PH FAX l l l l Press lt PF4 gt to Exit Approvers User Manual Page VII 18 Glossary A ABR See Automatic Budget Reallocation ABR Pool Table A user defined table assigning rules for budget pools and the subcode ranges participating in each pool Account A functional unit identified by an account ID that serves a particular accounting purpose where one person has primary responsibility for it Accounts include balance sheets GL and revenue expenditure accounts SL A building in the Plant Funds area is an example of a General Ledger account and the President s Office is an example of a Subsidiary Ledger account Account Control The last four digits in the ten digit account number for a General Ledger account The account control designates a specific asset liability fund balance fund addition fund deduction or summary control Account ID A 6 digit identification number for an account Account Number A 10 position ID within the master file of the Financial Records Svstem The first 6 positions identifv the specific account while the last four positions identifv the account control for a balance sheet account GL and the object code for a revenue or expenditure account SL Accounts Pavable An application of the Financial Records Svstem FRS AP processes vendor
24. D Inve Recv DIPrt Accts Print Left Right The INV UOM field is filled in each time an invoice posting occurs to this line It comes from Screen 342 Each subsequent posting will overly this value Basic Steps e Enter the document number to be displayed and press lt ENTER gt Each line item is listed at the bottom of the screen e Type an X in the S Select field next to the line item to select and press lt ENTER gt to advance to Screen 279 where additional information will be provided Field Descriptions required Action Line Document Screen Information gt Panel 1 Doc Summary Vendor Reimburse ID Approvers User Manual Help Field Help Available Using PF2 2 or 7 character digits Identify the document number to be displayed PF2 Help 50 characters digits Displays a summary description of the document selected PF2 Help 11 digits 30 characters Displavs the vendor s identification number and name PF2 Help 11 characters digits Shows the ID number of the individual who is being reimbursed for items already purchased Page VI 30 Doc FY Doc Amt User Ref Status Amt Inv Doc Date Route St Amt Vchr Class Oth A P Src Inv Forced Categorv USAS Doc Tvpe Req Deliverv Date LP Received Approvers User Manual Screen 278 Document Inquiry cont d PF2 Help 4 digits I
25. Field Descri ptions Required Help Field Help Available Using PF2 7 or Action Line Document Position at Line Screen Information Ln Description Additional Functions PF KEVS PF6 Names Approvers User Manual 12 characters digits Identify the document number to be displayed The document ID consists of Form Campus Code Document Number 2 digits Indicate the line number to be displayed at the top of the screen 2 digits Displays sequential line numbers to identify historical actions 70 characters digits Describes the routing history of the document including actions taken date and time person involved and this person s phone number See the Appendix for a detailed description of the standard PF keys Names Place the cursor on the Office Desk or Dept Sub Dept displayed in the Potential Routing Path area of the screen and press this key to view names of assigned users Page IV 7 Screen 914 Document Routing History cont d Approvers User Manual Page IV 8 Section V Approval Profiles Approvers User Manual Page V 2 Approval Profile by Name Screen 915 displays all of the approval structures to which that a person is attached within each campus code Each office desk and view is displayed along with the status of the person for that approval structure Screen 915 Approval Profile by Name 915 Approval Profile by Name 11 17 10 15 02 WATSON WANDA W cc 0
26. Final Discarded PPOO1P810080 MEMORX Final Discarded PPOO1P810078 GENC DELL OPTIPLEX 755 FOR SREO Final Discarded PRQO1R810072 MEMORY Final Transfer PpPOoO01P810080 MEMORY Final Approved FYP PRQO1R810062 GENC DELL OPTIPLEX 755 FOR SREO Final Transfer PPOO1P810078 GENC DELL OPTIPLEX 755 FOR SREO Final Approved FYP PRQO1R810079 2 2982 UPGRADE OF CUP amp SUP MATERI Final Transfer PPOO1P810067 2 2982 UPGRADE OF CUP amp SUP MATERI Final Approved FYP PRQO1R810078 2 2962 LAB ANIMAL RES amp RESEARCH Final Transfer Press ENTER To View More Documents Hmenu Help EHelp Screen 913 Document Out Box by Name Panel 2 913 Document Out Box by Name 01 17 08 14 44 BARROWS BONNIE B cc 02 Screen ____ Name Document Actions From 12 15 2007 Thru 01 17 2008 Include Finished Y lt lt More Panel 02 More gt gt Sel Document ID Action Date Form Name FY Submitted by PPOO1P810067 01 15 2008 08 28 PURCH ORDER 2008 BARROWS BONNIE B PPOO1P810066 01 15 2008 08 28 PURCH ORDER 2008 BARROWS BONNIE B PPOO1P810065 01 15 2008 08 24 PURCH ORDER 2008 BARROWS BONNIE B PPOO1P810080 01 15 2008 08 22 PURCH ORDER 2008 BARROWS BONNIE B PPOO1P810078 01 15 2008 08 22 PURCH ORDER 2008 BARROWS BONNIE B PRQO1R810072 01 08 2008 10 52 REQUISITIONS 2008 KELLER KERRY K PPOO1P810080 01 08 2008 10 52 PURCH ORDER 2008 BARROWS BONNIE B PRQO1R810062 01 08 2008 09 44 REQUISITIO
27. M 000000 00 M300275 ARDIN MATERIAL 11 12 02 DJM 1 00 TR __ M 000000 00 M300276 ARDIN MATERIAL 11 12 02 DJM PRT _ M 000000 00 M300277 CONTRACT RESOURC 11 12 02 DJM 1 00 TR __ M 000000 00 M300278 CONTRACT RESOURC 11 12 02 DJM PRT More Entries Press lt Enter gt to continue Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Invc Recv Audit Accts PIP Headr Items Track Basic Steps e Type a user reference in the User Ref field if desired and press lt ENTER gt to view a complete list of all documents e Type an X in the SL Select column to the left of a document to advance to Screen 278 where detailed document information will be displayed e Place the cursor in the SL Select field next to the desired document number and use the PF keys at the bottom of the screen to view additional document information Field Descriptions 9 Required Field Help Available Using PF2 or Action Line User Ref 14 digits characters Identify the user reference number to be displayed at the top of the list Include 1 character Oniv Class Enter the class of document to be displaved Approvers User Manual Page VI 12 Screen 284 Document Browse by User Reference cont d Screen Information SL CL NT User Ref Doc Vendor Name Date Buy Amount St Additional Functions PF KEYS PF5 Invc PF6 Recv PF7 Audit Approver
28. Manual Page Il 7 Basic Approver s Process cont d II More Helpful Information Is there a way to only see certain documents The Office Desk and Form fields may be used to filter the display of documents shown on the screen For example if you type PRQ in the Form field the screen will display all the requisition documents in your In Box This is helpful if you approve documents from a variety of Offices Desks Document Form The Form field is used to identify documents of a particular origin Valid forms include the following DESCRIPTION DEPT BUDGET REQUEST DEPT CORRECTION BUDGET EPA GRAD EPA WAGE EPA BID EXEMPT PURCHASE INVOICE PROBLEM LIMITED PURCHASE PURCH ORDER REQUISITION What does the Route Status mean The route status of a document indicates that document s progress through the routing and approval system For example STATUS In Dept Rt FYA FRA Rt Rejected Recalled In Proc Rt In Exec Rt Held User Final Approvers User Manual MEANING In department routing not FYA FRA For Your Approval routing in department routing but not through path Document rejected Document recalled In Processing routing In Executive routing Routing placed on HOLD by a user Finished routing Page Il 8 Basic Approver s Process cont d What actions can l take The Action field is used to take action on documents You may type in the code you want or type a question mark 7
29. PF4 PF5 PF6 PF7 pPF9 Exit NDoc ExPIP RHist Notes For Your Information FVI There is another type of PIP that can be sent to your In Box These are FYI For Your Information documents The purpose of these PIPs is to tell you about a problem that the Fiscal Office has already corrected Once you have reviewed these documents they may be removed from your In Box by typing DIS to discard the information copy of the document Approvers User Manual Page Il 12 Section Ill Document Boxes Approvers User Manual Page Ill 2 Document In Box The document In Box displays all the documents awaiting your action Documents listed on this screen may be there for one of the following reasons gt they are on a routing desk on which you serve as a primary assignee gt they have been forwarded to you specifically for approval or review gt they have been referenced back to you as the creator When someone routes or re routes a document they have the ability to send the document as an FYI or FYA to an additional person or desk This allows the submitter to route the document for additional approval before the document goes to the next desk or signer desk Documents will appear in the following order 1 FRA FYA documents This will include any documents including rejects and recalls routed to an individual 2 All Desk routed documents 3 Information Notification copies of documents Within eac
30. be given at the top of the screen asking for modifications or providing further processing instructions F0002 Record has been successfully added 002 GL 6 Digit 08 01 11 09 17 FY 2011 cc 02 Account Title NAVSO Approvers User Manual Page VII 4 Appendix Instructions cont d Message Line The line above the Action Line is used to display messages to the user These messages may be error messages or processing messages such as the one below 002 GL 6 Digit 01 20 92 11 26 Scrolling Through Data Pressing the lt ENTER gt key will scroll through information listed on a screen On some screens there are PF keys that can be used to scroll forward backward left and right These PF keys are displayed at the bottom of the screens with that function Help HELP functions are available for many screen fields in FAMIS Where available typing a question mark or an asterisk f in the blank beside the desired field and pressing lt ENTER gt will access a pop up window with specified field information Another method is to place your cursor in the desired field and press PF2 To get out of the HELP function either select a value and press lt ENTER gt or press PF4 The distinction on which key to use will normally be designated in the pop up window EX PF4 Exit Escaping from a Pop Up Window When in a pop up window pressing PF4 will usually take you back to the original screen but there are a few screens
31. document was created Items Lists the line item information for the document Track Allows you to track the routing history of the selected document Page VI 20 Document Inquiry by State Order Number If the state order number is the best or only identification you have for a document you can use Screen 287 to view online document information This screen automatically displays incomplete documents those that have not been paid Screen T Number c L P 100015 P 100015 P 100212 P 100470 P 100487 P 100491 P 100838 P 100879 P 101007 P 101434 P 101465 P 101466 P 101467 N St Ord 287 Document Browse By State Order Nbr State Order P100031 P100124 P603743 P500121 P403855 P603916 P900126 P100130 P300173 P900163 P900164 P900165 P900162 Enter PFl PF2 PF3 PF4 Hmenu Help EHelp Vendor Name FTT SCIENTIFIC INC FTT SCIENTIFIC INC MINERVA CORP XERON CORP MINERVA CORPORATIO MINERVA CORPORATIO KALE MINTING BUS KOLE BUSINESS MA PISTON BOWES MAILI KXOGIA MITA AMERI KALE MINTING BUS KALE MINTING BUS KALE MINTING BUS More Inve Class 08 08 L Doc 241801 5316 241801 5316 289010 25000 300540 19000 149015 00000 289010 25000 132512 8032 133007 0001 158061 0078 289010 25000 289010 25000 289010 25000 133034 00000 o include completed documents type V in the Completed Docs field Screen 287 Document Browse by State Order Number 02 10 09 3
32. e Press lt ENTER gt to scroll through the list or type a document number in the Doc field to displav it at the top of the list Vou mav also enter the document prefix without a number to view a list of documents for a specified document class e Press lt ENTER gt to view the desired list of all documents Field Desc ri ptions Required Help Field Help Available Using PF2 7 or Action Line Document 7 character digits Enter the document number to be displayed Screen Information CL 1 character Identifies the class of the document as Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L Doc 7 character digits Identifies document number for the class of document specified Approvers User Manual Page VI 37 Screen 290 Document Tracking Inquirv cont d Item 3 digits Shows the number of line items on the document To Cls 1 character Identifies class of document to which the document item was transferred To Document 7 character digits Displavs the document number to which the item was transferred To Item 3 digits Identifies the item number on the document to which it was transferred Action 7 characters Designates the tvpe of action that was taken against the document Action Date 6 digits Shows date action was performed on the document Action Time 4 digits Displavs time action was performed on the document Bv User 7 ch
33. entered when the document was created Items Lists the line item information for the document Track Allows you to track the routing history of the selected document Page VI 11 Document Inquiry by User Reference The user reference field is used to group documents by account The first six digits typically represent the subsidiary ledger account number that will be charged for the purchase s This is generally followed by a hyphen and the departmental reference number which is assigned to identify the document The user reference number may be used to trace purchase documents from requisition to payment You may browse purchasing documents online which are sorted by their user reference number using Screen 284 Include the User Reference number in the User Ref field to view only matching documents Screen 284 Document Browse by User Reference 284 Document Browse By User Ref 02 10 09 3 43PM FY 2009 CC 02 Screen Include Only Class _ SCN LLT User Ref Doc Vendor Name Date Buy Amount St L 000000 0 A421939 RENTAL SERVICE C 03 08 04 108 02 co B 000000 00 B300120 07 08 02 DJM 32 00 PRT _ B 000000 00 B300606 02 25 03 PKP 45 00 TR _ B 000000 00 B300879 08 01 03 CBP 1 00 TR _ B 000000 00 B400125 08 01 03 CBP 2 00 TR B 000000 00 B400335 12 01 03 PKP PRT _ B 000000 00 B800273 11 14 07 TMS 28 00 PRT L 000000 00 L215971 CARLA C CROWE 10 23 01 DL __ M 000000 00 M100143 SILYN GRAPHICS 08 26 00 BAC PRT __
34. lines to display per item If not specified the screen will default to 5 lines to match those on the item create screen 3 digits Indicate the document summary page number to be displayed Will default to the current page number The number of summary pages displayed may vary depending on the information available Screen Information Screen 1 Vendor Doc User Ref Invoice to Ship to Screen 2 5 lines 30 characters Displays the vendor s ID number name and address 7 character digits Displays the document number 10 digits Identifies the user reference number for the document 5 lines 30 characters Indicates the address where items purchased will be invoiced 5 lines 30 characters Indicates the address where items purchased will be shipped lt lt Additional Text gt gt Additional information for document summary if available lt lt Sub Text gt gt Approvers User Manual Page VI 26 Screen 3 Item Description Quantity UOM Unit Price Extended Price gt gt Account Distribution lt lt Screen 4 Catalogue Order Document Date Disc Pct Disc Due DD Disc Ind Pay DD F O B Vendor Ref Approvers User Manual Screen 288 Document Summary cont d 3 digits Identifies line item number s on the document 27 characters Displavs a brief description of the line item 10 digits Indicates the purchase quantitv of the line item
35. list displayed e Press lt ENTER gt to display a list of documents for the specified department e Type an X next to the document you wish to select e Press the PF keys as desired to obtain detailed information about the documents Field Descri ptions Required Help Field Help Available Using PF2 or Action Line Dept SubDept Form Finished Screen Information Panel 1 Sel Document ID Creator Doc Summary Approvers User Manual 5 characters Indicate the department code to view deleted documents 5 characters Identify a sub department code if needed Help 3 characters Specify the type of document to be displayed if desired 1 character Type Y to include documents that have successfully completed the routing process 1 character Type an X to select a document PF2 Help 12 characters digits Displays the document identification number used in routing and approval which consists of the form 3 characters campus code 2 digits document number 7 character digits 1 character An asterisk indicates routing notes are attached to the document 14 characters Displays the name of the person who submitted the document for Routing and Approval 30 characters Displays a summary description taken from the original document Page IV 4 Screen 918 Documents by Department cont d Panel 2 Form Name
36. near the top of the screen If not there will be no message Screen Information Doc ID Status Requested Action Doc Summarv Released bv Tvpe of Document Contact Person Approvers User Manual 12 characters digits Displavs the document identification number used in Routing and Approval consists of Form 3 characters Campus Code 2 digits Document Number 7 character digits 14 characters Indicates the status of the document s progress through the Routing and Approval svstem Blank In Process CN Cancelled CO Completed DR In Dept routing ER In Exec routing FN Final FY FVA FRA routing PR In Proc routing RC Recalled RJ Rejected 12 characters Displays the requested action that needs to be taken on the document 40 characters Shows a summary description taken from the original document 8 digits Identifies date the document was released to Routing and Approval system 25 characters Shows the name of the person routing the document 7 character digits Displays the type of document and indicates the identification number i e Limited Purch and document number 25 characters Identifies the name of the person to contact about the document Page III 9 Screen 910 Document In Box cont d Dept Name Doc Total Untransferred Total Additional Functions PF KEYS PF4 Exit PF5 NDoc PF6 Summ PF7 RHist PF8 Audit PF9 N
37. pavments and keeps track of financial activitv involving vendors Action Context Line The screen line usuallv fourth from the top or lines into which the screen to be accessed and the kev of the data to be addressed are input and displaved Alias A commonly used name for a vendor other than the formal customer name primary name that prints on the check The Purchasing Svstem also offers a commoditv alias name and permits vou to define anv number of alias names once a vendor has been created AP See Accounts Pavable Attributes Descriptive data associated with a record Examples are school department function name and responsible person Attributes support a variety of sophisticated reporting techniques Automatic Budget Reallocation ABR When transactions are entered a process bv which the svstem automaticallv transfers budget dollars from predefined budget pools to specific object codes Bank Transfer A movement of cash from one bank account to another This allows expenditures at specific object codes to share in a single pool of monev Approvers User Manual Page VII 19 Appendix Glossary cont d Batch Session A collection of related transactions entered into the system with a header record and control totals usually prepared by one person or subsystem feed Batch Interface A type of interface where one system generates transactions to be batched for input into another system BBA See Budget Balance Avail
38. the PF7 key the screen listing will scroll to the right for an additional panel of information TAB and BACKTAB Kevs Use the TAB and BACKTAB kevs on a 3270 terminal to move from field to field This will position the cursor at the start of each field Most PCs have a kev labeled TAB while the BACKTAB is a combination of the SHIFT TAB kevs Using the arrow kevs instead of the TAB kevs to move around the screen mav lock the computer kevboard Use the RESET kev followed bv the TAB kev to position the cursor and unlock the kevboard CLEAR Kev The CLEAR kev on manv PC kevboards is the PAUSE kev This kev is often used to clear or refresh the screen before tvping RESET Kev After pressing lt ENTER gt to process data information note the status bar at the bottom of the screen When the system is processing information the symbol X or hour glass icon 2 will appear You cannot enter additional information until the system is finished processing If any other svmbols appear press your RESET key often the ESCAPE key on a PC Approvers User Manual Page VII 3 Appendix Instructions cont d ERASE END OF FIELD Key To erase all the information in a field with one stroke the ERASE EOF key on a 3270 keyboard is helpful For example a vendor name is held in context when moving from screen to screen To change to a different vendor use this key and the current vendor name on the Action Line will be removed Now the new ven
39. you accept the suggestions from the Fiscal Office you should type APP approve in the Action field and press lt ENTER gt This will send the PIP to the next person on the normal routing path i e If you are the creator it will now be sent to your approver if you are the approver it will now be sent to the signer etc Once the PIP has finished routing through your department it will be sent back to the Fiscal Department where they can complete the invoicing process If you decide you do not want to accept the suggestions of the Fiscal Department you should type REJ short for reject in the Action field and press lt ENTER gt You will then be asked why you want to reject the PIP document and the suggestions of the Fiscal Department Use the space provided to type a short reason for rejecting the PIP Press lt ENTER gt to send the PIP document back to the Fiscal Department Screen 910 Document In Box Pop Up Window Cover Sheet Screen 02 10 09 10 51 Invoice Problem Cover Sheet CC AM Routing Notes Exist Doc ID PIPAMI100006 Status Final Doc Summarv DESK l l l l l l l l l I Released bv 11 06 2000 bv CHANDLER CARMEN C reject REJ the PIP l l l l l l l l l l Approve APP or Limited Purch L100065 Invoice PO Doc Creator WILSON WALLY W Voucher User Ref 2701400 Vchr Stat Dept Name FMO ACCOUNTING OPERATIONS Press PF6 for more PIP information
40. 1 PF12 RHist Cover Notes Left Right Screen 918 Documents by Department Panel 2 918 Documents by Department 11 17 10 14 24 CC AM Screen Dept PURS_ SubDept Form Finished N lt lt MORE PANEL 02 Sel Document ID Form Name FY Status Created SubDept PLPAML700600 LIMITED PRCH 2007 In Dept Rt 06 02 2010 PLPAML800461 LIMITED PRCH 2008 In Dept Rt 10 02 2008 PLPAML800615 LIMITED PRCH 2008 Rejected 11 05 2008 PLPAML800616 LIMITED PRCH 2008 Rejected 11 05 2008 PLPAML800617 LIMITED PRCH 2008 In Dept Rt 01 07 2009 PLPAML800618 LIMITED PRCH 2008 In Dept Rt 07 29 2008 PLPAML900195 LIMITED PRCH 2009 Rejected 06 01 2010 PLPAML900196 LIMITED PRCH 2009 Rejected 06 01 2010 PRQAMROO1501 REQUISITION 2010 In Dept Rt 10 06 2009 PRQAMROO1502 REQUISITION 2010 In Dept Rt 10 06 2009 PRQAMROO1503 REQUISITION 2010 In Dept Rt 10 06 2009 PRQAMRO01508 REQUISITION 2010 In Dept Rt 10 06 2009 PRESS ENTER TO VIEW MORE DOCUMENTS Enter PFl PF2 PF3 PFA4 PF5S PF6G PF7T PFS PFJ PFIO PFll PFI2 Hmenu Help EHelp RHist Cover Notes Left Right Approvers User Manual Page IV 3 Screen 918 Documents by Department cont d Basic Steps e Type a department in the Dept field e Include subdepartment and form type to narrow the search and display list e Enter Y in the Finished field if you wish to include finished documents in the
41. 10 To see the documents at a desk where you are a substitute advance to Screen 911 enter the name of the desk s primary assignee and press lt ENTER gt The name search will allow you to choose the correct person and display this person s In Box The In Box documents on desks to which you are assigned will be accessible Others will be protected and you may not select them Security element 10 allows security administrators and certain members of the Purchasing Office Fiscal Office to have viewing access to the cover sheet and all routing documents on Screen 911 and Screen 913 in order to assist with resolving routing and approval problems Section Main Screen Documents will appear in the following order 1 FRA FVA documents This will include any documents routed to an individual Rejects and Recalls fall into this category 2 All Desk routed documents 3 Information Notification copies of documents Within each of these groups the documents are displayed in document ID order Screen 911 Document In Box by Name Panel 1 911 Document In Box by Name 09 15 09 13 36 CC AM Screen Name Document Approvals Only N Panel 01 More gt gt Requested Sel Document ID N Doc Summary Action Status EBRSA0001911 EBR Jagice Jones PIN Sxxxx3 Ntfy Signed In Proc Rt PLPSAL400089 OFF SUPP Ntfy Final Final PROSAR400022 COP ss sa Ntfy Signed In Proc Rt PLPSAL400090 pend This is Linda s In Box Ntfy
42. 2 Screen Document Office Desk lt lt More Current Sel Document ID Desk PROSAR000013 INDIVIDUAL PLPAML400008 PROSARO00009 PRQSARO00019 PROSARO00024 PROSARO00024 Place cursor on an item on the current row PROSAR000030 P f A gt one and press PF7 to view routing history PLPSALO00075 PRQSAR100001 PROSAR100004 PURCHASING CENTRA PROSAR100006 PURCHASING CENTRA End of List 12 Doc Enter PFl PF2 PF3 PF4 PF5 PF8 PF9 PF104 PF11 PF12 Hmenu Help EHelp i Sel All Left Right Position at line l I l l In l 1 The following people have seen this document l l 2 Submitted 11 03 03 09 39 DREW DORA D Voided l 3 Approved FYA 11 03 03 16 03 DREW DORA D Voided l 4 Rejected 11 03 03 17 21 LEE LINDA L Voided 5 Cancelled 11 05 03 14 05 DREW DORA D Voided l 6 Submitted 11 05 03 14 08 DREW DORA D Voided l 7 Signed 11 06 03 15 50 LEE LINDA L Voided 8 Discarded 06 03 04 13 19 DREW DORA D Voided 9 Submitted 11 13 06 15 01 JENSEN JULIE J Voided 10 Rejected 09 02 08 08 19 MOORE MARLA M 979 845 9212 11 This document has been rejected back to JENSEN JULIE J 12 I 13 l 14 l 15 l PF4 Exit PF7 Bck PF8 Fwd I l A Document Box Process Positioning the Display The Document Office and Desk fields can be used to filter the display of documents shown on the screen For example if you t
43. 2 Screen Name Campus Cd Office Desk Status View 02 PURCHASING CREATE DSK PURCHASING 02 PURCHASING CREATE PLP PURCHASING 02 GRAPHICS CREATE DSK VIEWO1 02 HUBS CREATE DSK HUBSVW 02 MAIL CREATE DSK MAILVW 02 LOGISTICS CREATE DSK LOGISTICS END OF RECORD LIST 6 Record s Found Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp The View field is oniv applicable to signer creator desks Basic Steps e Type the name of the person whose approval structure you wish to display in the Name field and press lt ENTER gt to view all of the approval structures to which the person is attached within your campus code e Press lt ENTER gt to scroll through the listing Field Desc ri ptions 9 Required Field Help Available Using PF2 or Action Line Name 20 characters Identify the name of the person whose approval profile you want to see You can do a name search and select by typing an asterisk in the Name field and pressing lt ENTER gt Screen Information Campus Cd 2 digits Identifies the campus code of the TAMUS Member to which the profile belongs This is especially useful when a person has approval authority with more than one TAMUS member Approvers User Manual Page V 3 Screen 915 Approval Profile by Name cont d Office 10 characters Displays the title of the office in which the person has approval authority Desk 10 characters
44. 26 00 08 18 KxxxxN P P004667 3 0 R R100312 3 0 TRNSFR 08 26 00 08 18 KxxxxN P P004667 4 0 R R100312 4 0 TRNSFR 08 26 00 08 18 KxxxxN P P004689 1 0 P P100234 1 0 TRNSFR 08 28 00 19 57 KxxxxH P P004689 2 0 P P100234 2 0 TRNSFR 08 28 00 19 57 KxxxxH More records Press ENTER to scroll Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Enter the document number in the Doc field to display it at the top of the list and press lt ENTER gt Type only the document prefix to view a list of documents for a specific class Field Desc ri ptions Required Help Field Help Available Using PF2 or Action Line Document 7 character digits Identify the document number to be displayed Screen Information CL 1 character Shows the class of the document as Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L To Document 7 character digits Displays the document number to which the item was transferred Approvers User Manual Page VI 39 Screen 291 Document Tracking Cross Reference cont d To Item 3 digits Identifies the item number on the document to which it was transferred From Cls 1 character Identifies the class of document from which the document item was transferred From Document 7 character digits Identifies the document number from which the item was transferred From I
45. 4 characters Identifies the Unit of Measure for the line item to be printed on the purchase order 10 digits Displavs the dollar amount to be paid per unit of measure 10 digits Indicates the total item amount as calculated bv the svstem 60 characters Displavs a breakdown of accounts responsible for pavment of the items 1 character Y indicates this is a catalogue order 8 digits Identifies date the document was processed by the system 5 digits Identifies the discount percentage applied to the purchase bv the vendor 8 digits Displavs the discount due date or the date bv which the invoice has to be paid in order to receive the discount 1 character Displavs the discount indicator This is usually N for net which indicates the net invoice amount discount may be paid An f indicates that no discount is allowed 8 digits Displays the pay due date or the date by which the invoice must be paid 2 characters Indicates the freight code that defines conditions by which purchased goods will be transported delivered 35 characters Displays the reference number assigned by the vendor if any Page VI 27 Screen 288 Document Summary cont d Delivery Date 8 digits Identifies date the items were delivered Delivery Reqd By 8 digits Indicates day by which the delivery of requested items is required Dept Contact 10 characters Displays the name of the person in the department to contact regardi
46. 84 DL L Z417864 D PRCN MAINTENANCE 07 28 04 270010 2030 DL L Z417868 D PRCN MAINTENANCE 07 28 04 270010 2031 DL Enter PFl PF2 PF3 PFA PF5S PF6 PF7T PFS PFJ PFIO PFIl PFI2 Hmenu Help EHelp Invc Recv Audit Accts PIP Headr Items Track Basic Steps e Type the vendor identification number or name and document class in the fields provided You may also type an asterisk f in the Vendor field to select the desired vendor from the pop up window e Type additional data in the available fields as desired and press lt ENTER gt to view a complete list of all documents for the specified vendor and document class e Type an X in the SL Select column to the left of a document to advance to Screen 278 where detailed document information will be displaved e Place the cursor in the SL Select field next to the desired document number and use the PF keys at the bottom of the screen to view additional document information Field Descriptions required Action Line Vendor Help 11 digits Class Help 1 character Help Field Help Available Using PF2 or Enter the desired FAMIS vendor identification number or name Identify the class of document to be displayed Approvers User Manual Page VI 15 Doc Completed Docs All Mail Codes Screen Information SL CL NT Doc Mc First Dept D
47. Approvers Version 2 6 User Manual March 2014 FAMIS Services The Texas A amp M University System Approvers User Manual Page l 2 Introduction The purpose of this manual is to assist in accessing and utilizing information in the Routing and Approval section of Financial Accounting Management Information System FAMIS FAMIS is an accounting system that responds to financial regulations applicable to educational institutions All applications access a common database that allows different users to access identical information Other applications include Financial Accounting Accounts Payable Accounts Receivable Purchasing and Sponsored Research Manuals for these applications are either currently available or in the process of being developed The materials are grouped according to Approval function All associated screens and processing information are included along with field descriptions The required fields are designated by a diamond symbol f Data entry information Help can be accessed on some screen fields with the use of the PF2 key or typing an asterisk f or question mark in the field By utilizing the information and guidelines contained in this manual a user should be able to access vendor information create and modify vouchers vendors and credit memos and handle the reconciliation process from beginning to end The FAMIS User Manuals are in a constant state of revision due to screen updates changes in procedures
48. Dept SubDept 02 10 09 3 38PM FY 2009 CC 02 Screen ___ Dept CHEM SubDept Class P Doc P902054 SCN PURCHASE ORDER LLT Doc Buy Vendor Name Date S Dept Amount st P P902054 DJM DAYSON SOLUTIONS 12 22 08 50 000 00 PRT p P902066 AGC VTR INTERNATIONAL 12 22 08 5 017 19 PRT P P902070 PKP BRANDY UNIVERSITY 12 22 08 28 140 17 PRT P P902083 PKP MATHEWS TRI GAS 12 23 08 799 25 PRT P P902262 AGC VTR INTERNATIONAL 01 12 09 14 257 66 PRT P P902269 MEY XERON CORP 01 13 09 3 211 92 PRT P P902333 VJE XERON CORPORATION 01 15 09 4 837 68 PRT P P902356 AGC AGRI TECHNOLOGIES 01 16 09 11 808 00 PRT P P902375 AGC VTR INTERNATIONAL 01 21 09 DL 5 B P902376 AGC VTR INTERNATIONAL 01 21 09 3 329 98 PRT are P902377 AGC VTR INTERNATIONAL 01 21 09 5 473 92 PRT P P902418 AGC CHARGLASS INC 01 22 09 7 197 59 PRT More Entrie Pre gt to i Enter PFl PF2 PF3 PF4 1 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Invc Recv Audit Accts PIP Headr Items Track Basic Steps e Type a department code in the Dept field If you want to include completed documents type V in the Completed Docs field e Type additional data in the available fields if desired and press lt ENTER gt to view a complete list of all documents for the specified department e Type an X in the SL Select column to the left of a document to advance to Screen 278 where detailed document information will be displayed e Place cursor in th
49. Doc Total 1 9 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Exit NDoc Summ RHist Audit Notes Headr Items Track Approvers User Manual Page III 13 Screen 911 Document In Box by Name cont d Field Desc ri ptions Required Help Field Help Available Using PF2 7 or Action Line Action 3 characters Enter the action you wish to take on the document If you don t have approval authority you will not see this field displayed If routing notes exist a message ROUTING NOTES will be displayed near the top of the screen If not there will be no message Screen Information Doc ID Status Requested Action Doc Summary Released by Attachments Type of Document Approvers User Manual 12 characters digits Displays the document identification number used in Routing and Approval consists of Form 3 characters Campus Code 2 digits and Document Number 7 character digits 14 characters Indicates status of the document s progress through the routing and approval system Blank In Process CN Cancelled CO Completed DR In Dept routing ER In Exec routing FN Final FY FVA FRA routing PR In Proc routing RC Recalled RJ Rejected 12 characters Shows action to be taken with the routed document 40 characters Displays a summary description taken from the original document 8 digits Identifies date the
50. Enter PFl PF2 PF3 PFA4 PFS J4 PF6 PF7T PFS PFJ PF10O PF12 Hmenu Help EHelp Discd RHist Sel All Left Approvers User Manual Page Il 3 Basic Approver s Process cont d Press PF11 to Scroll right and view additional information on Panel 2 and Panel 3 Screen 910 Document In Box Panel 2 911 Document In Box by Name 02 10 09 10 07 cc 01 Screen ____ Name Document lt lt More Approvals Only N Panel 02 More gt gt Current Sel Document ID FY Submitted by Submitted Arrived cc Unit PRQSARO00013 2000 JOPLIN JANICE J 05 25 2000 05 25 2000 01 PLPAML400008 2001 MATHERS MAY M 05 04 2001 05 04 2001 01 PRQSARO00009 2001 MATHERS MAY M 05 04 2001 05 25 2001 01 PIP01L110126 2001 MATHERS MAY M 05 04 2001 05 04 2001 01 PF Keys to scroll right and display more information x END OF LIST 2 DOCUMENT S FOUND Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 LPF1 Fil jPFI2 Hmenu Help EHelp Discd RHist Sel All Left Right Screen 910 Document In Box Panel 3 910 Document In Box 02 10 09 10 21 CC AM Screen ____ Document Office Desk lt lt More z PROSAR000013 PURCHASING CENTRALDSK PURS PLPAML400008 INDIVIDUAL PROSAR000009 END OF LIST 2 DOCUMENT S FOUND Enter PFl PF2 PF3 PFA4 PFS PF6G PF7T PFS8 PFJ PF1lOJ PFiIl PFI2 Hmenu Help EHelp Discd RHist Se
51. Final Final EWRSA0001915 EWR Roger Reese Wage Position Ntfv Signed In Proc Rt EBRSAOOO1917 EBR Vacant PIN Sxxxx6 Ntfy Final Final End of List 6 Document S Found Enter PFl PF2 PF3 PF4 PF5 PF11 PF12 Hmenu Help EHelp Left Right Approvers User Manual Page Ill 11 Screen 911 Document In Box by Name cont d Screen 911 Document In Box by Name Panel 2 911 Document In Box by Name 09 15 09 13 47 LAWRENCE LINDA L CC AM Screen ____ Name Document lt lt More Approvals Only N Panel 02 More gt gt Current Sel Document ID FY Submitted by Submitted Arrived cc Unit EBRSA0001911 2005 LAWRENCE LINDA 11 04 2004 06 23 2008 SA PLPSAL400089 2004 LAWRENCE LINDA 09 21 2004 06 23 2008 PROSAR400022 2004 LAWRENCE LINDA 09 21 2004 06 24 2005 SA PLPSAL400090 2004 LAWRENCE LINDA 09 21 2004 06 23 2008 EWRSA0001915 2005 LAWRENCE LINDA 11 04 2004 06 23 2008 SA EBRSA0001917 2005 LAWRENCE LINDA 11 04 2004 07 18 2008 End of List 6 Document S Found Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 lt PF10 PF11 1PF12 Hmenu Help EHelp Discd RHist Sel All Left Right Screen 911 Document In Box by Name Panel 3 911 Document In Box by Name 09 15 09 13 49 LAWRENCE LINDA L CC AM Screen Name Document lt lt More Approvals Only N N Panel 03 EBRSA0001911 PAYROLLWS IBUDGET 1 PAYROLL 7 PLPSAL400089 PROSAR400022 PURCHAS
52. I 20 Appendix Glossary cont d Context The information that identifies the record being displaved or to be displaved bv the svstem Credit Memo The reduction of a payable previously paid or still open A credit memo may result from overpavment overbilling or the return of goods Cvcle Two or more programs that are run in a specific sequence D Data Data are representations such as characters to which meaning might be assigned Thev provide information and can be used to control or influence a process This term is not synonymous with information Information is data to which meaning has been assigned Database The collected information that is accessible to the computer for processing Data Control The tracking of input processing and output and the comparing of actual results to expected results in order to verifv accuracv Data Element HELP An online feature that assists the user by providing immediate information about any particular field on a screen Data Entrv A means for adding information into the svstem Default The value that the svstem will assign if no other value is entered Default Mandatorv Flag indicating whether the transfer is mandatory If no value is entered in the detail lines for this field the transfer will be flagged with the default value after pressing lt ENTER gt Delete Flag A data element whose condition signifies that a document will be permanently removed from the database dur
53. II 24 Appendix Glossary cont d M Map Code A five digit attribute code in an SL account indicating the GL Fund ID to which it relates Memo Bank Account An account that represents the balances of demand deposits for operating accounts Menu A screen containing a list of available processes screens or other menus Name Rotation A feature that allows users to print a vendor name in one format on checks and then rotate it to another format for sorting on reports Object Code A four digit number identifving specific items of revenue expense or attribute records Open Commitment An encumbrance Parameter A variable that is assigned a constant value for a specific purpose or process It provides the user with defined choices for report selection processing or output requirements Receipts Cash received from cash assets collections on account receivable and sale of other assets The purpose is to record money received by the institution to the GL SL and SA or bank accounts Recommendation The budget projection version that is submitted to the Budget Office for approval Regular Order A tvpe of purchase order that denotes a tvpical order Remit To Address The address to which the check for goods and or services rendered will be sent Requisition A tvpe of document that internallv requests goods and or services to be acquired It must be authorized before being converted to a purchase order Retention Months
54. IN TX 78706 Pass SHIP TO FOOD SERVICES DEPARTMENT AGRONOMY ROAD 1374 TAMU COLLEGE STATION TX 77843 1374 PF7 PF8 Bkwd Fwrd PF9 PF10 PF11 PF12 Screen 288 Document Summary Page 2 288 Document Summary Screen Doc P600465 Number of lt lt ADDITIONAL TEXT gt gt CONFIRMATION DO NOT DUPLICATE M600187 Hmenu Help EHelp 02 10 09 4 36PM FY 2009 CC 02 Desc Lines 5_ Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Bkwd Fwrd Approvers User Manual Page VI 24 Screen 288 Document Summary cont d Screen 288 Document Summary Page 3 288 Document Summary 02 10 09 4 36PM FY 2009 CC 02 Screen Doc P600465 Number of Desc Lines 5_ Page 3__ Of 5 ITEM DESCRIPTION QUANTITY UOM UNIT PRICE EXTENDED PRICE 1 White paper grocery bags 200 00 BAL 10 60 2 120 00 pack 500 per bale size 8 2 White paper grocery bags 70 00 BAL 17 23 1 206 10 pack 500 per bale size 10 Total 3 326 10 gt gt Account Distribution lt lt 02 2006 300210 00000 4015 FOOD SERVICES 3 326 10 Account Total 3 326 10 CATALOGUE ORDER Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Fwrd Screen 288 Document Summary Page 4 288 Document Summary 02 10 09 4 36PM FY 2009 CC 02 Screen Doc P600465 Number of Desc Lines 5_ Page 4__ Of 5 DOCUMENT DATE 09 20 2005 Disc Pet 0 000 Disc Due DD
55. ING CENTRALDSK PURS 7 PLPSAL400090 EBRSA0001917 EE Place cursor on an item in the Current Desk column and press PF7 to view routing history End of List 6 Docume Enter PF1 PF2 PF3 PF 4 PF5 PF 6 PF7 PF 8 PF 9 4 PF10 PF11 PF12 Hmenu Help EHelp Discd RHst Sel All Left Right ff EWRSA0001915 Position at line Ln l 1 The following people have seen this document l l 2 Submitted 11 04 04 10 18 LAWRENCE LINDA L 979 458 6111 3 Signed 06 23 08 09 55 PETERS PAULA P 979 458 6222 l 4 Approved 06 23 08 10 05 PETERS PAULA P 979 458 6222 5 This document is currently in CC SA office PAYROLLWS 6 on desk BUDGET 1 Arrival Date 06 23 2008 10 05 7 Desk workers are l 8 DOLAN DUKE D 979 458 6110 9 WILSON WANDA W A sub 979 458 6109 10 GRANT GINA G 979 845 6707 I 11 JONES JAMES J 979 458 6452 12 STRALEY STARLA S 979 458 6460 I 13 The following people have an Info Notifv copy of this document l 14 Info 06 23 08 09 55 LAWRENCE LINDA L Voided l 15 l PF4 Exit PF7 Bck PF8 Fwd Approvers User Manual Page Ill 12 Screen 911 Document In Box by Name cont d Basic Steps Approve or Reject Documents e Press lt ENTER gt to scroll through documents in the In Box e bal an X next to all documents you woul
56. IS CARTER Addr ATTN CHRIS CARTER l l l l l l l l l l l l Press lt PF4 gt to Exit Sole Sole Source Displays Sole Source and Emergency purchase reasons Sole Source and Emergency Information Document R400007 Emergency Y N N Reason l l l l Sole Source Y N N Reason l l l l Press lt PF4 gt to Exit Track Document Tracking Displavs a document tracking window identifving all tvpes of action that have gone against this document From within this window you may track any of the related documents by placing the cursor on anvof the window lines and press PF12 again P P600026 Document Tracking l l l Class Document Item Action Date Time l l L BSA SS as a l To CREATE 10 05 95 16 15 To CLOSED 10 12 95 10 30 To REOPEN 10 13 95 14 33 To CLOSED 10 13 95 14 35 To REOPEN 10 13 95 14 42 To CLOSED 10 13 95 14 49 To REOPEN 10 13 95 14 49 To CLOSED 10 13 95 14 51 l l PF3 Back To 280 PF4 Exit PF12 Track 4 Approvers User Manual Page VII 17 Appendix Standard PF Keys cont d Vndr Suggested Vendors Displays all suggested vendor sources for a particular document Suggested Vendors Information l l l l Document R400007 l l VID or FEI 6xxxxxxx8 VID or FEI 8xxxxxxx8 FALCON SYSTEMS INC LEGACY SYSTEMS
57. Identifies the name of the desk where the person has approval authority Status Help 1 character Indicates the approval status Blank Primary signer S Substitute signer View 10 characters Displays the name of the view where a person has approval authority on a signer or creator desk This is only applicable to signer creator desks Additional Information PF Keys See the Appendix for explanation of the standard PF keys Approvers User Manual Page V 4 Section VI Purchasing Inquirv Information Approvers User Manual Page VI 2 Document Browse Screen 280 is a useful screen that displays all purchasing documents created and shows the status of the document in the routing and approval process Users may limit the selection displayed by typing a document class type in the Class field For example if you want to view only Limited Purchase documents type L in this field PF keys have been added to the bottom of this screen to provide additional information about each document Screen 280 Document Browse 280 Document Browse 02 10 09 3 34PM FY 2009 CC 02 Screen Class L Doc L902503 SCN LIMITED PURCH LLT Doc Vendor Name Date User Ref Buy Amount St EM L902503 MARX MXMARTIN 08 31 08 211270 0000 221 50 CO L L902504 COASTAL BEND COMMU 08 31 08 211270 0000 211 03 Co L L902505 SARAH SCHWARTZ 08 31 08 211270 0000 54 99 CO L L902506 MICHAEL M MOORE 08 31 08 211270 0000 143 17 CO
58. Invoice Detail 279 Document Line Item Inquiry 02 04 09 4 27PM FF 2009 cc 02 Screen Document P700015 Item 1 0 of 21 Invoice Inquiry for Item 1 0 of Document P700015 xx M Invoice Nbr Vch Nbr St St Inv Date Quantitv Unit Price Ext Price 800502657 5126132 CO MS 05 21 08 1 00 892 2500 892 25 800504773 5141702 CO MS 06 20 08 1 00 892 2500 892 25 800506924 5151502 CO MS 07 20 08 1 00 892 2500 892 25 800509072 5164170 CO MS 08 21 08 1 00 892 2500 892 25 800511222 1010787 CO MS 09 21 08 1 00 892 2500 892 25 800513373 1025190 CO MS 10 19 08 1 00 892 2500 892 25 800515494 1041140 CO MS 11 21 08 1 00 892 2500 892 25 800517622 1054724 CO MS 12 21 08 1 00 892 2500 892 25 800519764 1060965 CO MS 01 21 09 1 00 892 2500 892 25 kkk End of Valid Invoices Found PF3 Back to 279 PF4 Exit Approvers User Manual Page Vl 34 Screen 279 Document Line Item Inquiry cont d Basic Steps e Most of the time you will reach this screen by selecting an item on Screen 278 However if you want to view a line item on a specific document advance to Screen 279 e Enter the document and item number you want to display in the fields provided and press lt ENTER gt to view the detailed line item information Field Desc ri ptions Required Help Field Help Available Using PF2 7 or Action Line Document Item of Screen Informati
59. LPAML100143 CHEMICALS In Dept Rt Approved PROSAR100004 RENTAL OF XEROX COPIER 1090 FOR 9 In Proc Rt Approved PROSAR100006 COMPUTER MONITOR FOR JULIE JONES In Proc Rt Approved l PFil JPFI2 RHist Sel Notes Left Right Screen 912 Document Out Box Panel 2 912 Document Out Box 09 15 09 14 02 CC AM Screen ____ Document Include Finished Y Actions From 08 16 2000 Thru 09 15 2009 lt lt More Panel 02 More gt gt Sel Document ID Action Date Time Form Name FY Submitted by PLPAML400006 06 07 2007 11 19 LIMITED PRCH 2004 CARSON CARLA C PLPAML400008 11 13 2006 15 01 LIMITED PRCH 2004 CARSON CARLA C PLPAML400006 11 13 2006 14 57 LIMITED PRCH 2004 CARSON CARLA C PBDAMB000003 03 04 2004 14 53 BID 2000 YEATS YOLANDA Y PLPSALO00030 01 13 2004 17 04 LIMITED PURC 2000 CARSON CARLA PLPAML000305 12 15 2003 14 11 LIMITED PRCH 2000 CARSON CARLA PLPSALO00022 07 13 2001 00 00 LIMITED PURC 2000 CARSON CARLA PLPAML100143 12 08 2000 14 11 LIMITED PRCH 2001 CARSON CARLA PROSAR100004 11 21 2000 15 53 REQUISITION 2001 CARSON CARLA PROSAR100006 11 21 2000 15 52 REQUISITION 2001 CARSON CARLA aaaaaa End of List 10 Document S Found Enter PFl PF2 PF3 PFA4 PFS PF6G PF7T PF8 PFJ PFl0O PpFil jpri2 Hmenu Help EHelp Recal RHist Sel Notes Left Right Approvers User Manual Page IIl 16 Screen 912 Document Out Box cont d Screen 912 Document Out Box Pan
60. NS 2008 SAMUELS SONYA S PPOO1P810078 01 08 2008 09 44 PURCH ORDER 2008 BARROWS BONNIE B PRQO1R810079 12 18 2007 10 21 REQUISITIONS 2008 TOLAR TYLER T PPOO1P810067 12 18 2007 10 21 PURCH ORDER 2008 BARROWS BONNIE B PRQO1R810078 12 18 2007 10 11 REQUISITIONS 2008 TOLAR TYLER T Press ENTER To View More Documents Enter PFl PF2 PF3 PFA4 PFS PF6G PF7T PFS8 PFJ PFlO PFil jpri2 Hmenu Help EHelp Recal RHist Sel Notes Left Right Approvers User Manual Page III 20 Screen 913 Document Out Box by Name cont d Screen 913 Document Out Box by Name Panel 3 913 Document Out Box by Name 01 17 08 14 47 BARROWS BONNIE B cc 02 Screen ____ Name Document Actions From 12 15 2007 Thru 01 17 2008 Include Finished Y lt lt More Panel 03 Sel Document ID Submitted Finished PPOO1P810067 12 18 2007 PPOO1P810066 12 18 2007 PPOO1P810065 12 18 2007 PPOO1P810080 01 08 2008 PPOO1P810078 01 08 2008 PROO1R810072 12 12 2007 PPOO1P810080 01 08 2008 PRQO1R810062 12 06 2007 PPOO1P810078 01 08 2008 PRQO1R810079 12 17 2007 PPOO1P810067 12 18 2007 PRQO1R810078 12 17 2007 KKK KKK KKK KKK Press ENTER To View More Documents Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 LPF10 FPF11 PF12 Hmenu Help EHelp Recal RHist Sel Notesj Left Right Basic Steps e Type the name along with any additional criteria of the user whose Out Box is to be
61. ORE Ntfy Signed In Proc Rt End of List 12 Docume Found Enter PF1 PF2 PF3 PF4 PF5 IT Hmenu Help EHelp Discd RHist Sel All Lefti Right Screen 910 Document In Box Panel 2 910 Document In Box 02 10 09 11 05 cc 02 Screen ____ Document Office Desk lt lt More Approvals Only N Panel 02 More gt gt Current Sel Document ID FY Submitted by Submitted Arrived cc Unit PROSAROO0O013 2000 SILLS SERENA S 03 27 2000 03 27 2000 INRE FAMIS PLPAML400008 2004 MILLER MYRA PROSARO00009 2000 MILLER MYRA PROSARO00019 2000 MILLER MYRA PROQSARO00024 2000 MILLER MYRA PROSARO00024 2000 MILLER MYRA PROSARO00030 2000 MILLER MYRA PLPSALO00006 2000 MILLER MYRA PLPSALO00075 2000 MILLER MYRA PROSAR100001 2001 MILLER MXRA PROSAR100004 2001 MILLER MYRA PROSAR100006 2001 MILLER MXRA 11 13 2006 09 02 2008 03 27 2000 04 18 2000 SA 03 27 2000 03 28 2000 SA 03 27 2000 04 03 2003 03 27 2000 11 06 2003 03 28 2000 06 23 2008 SA 03 28 2000 03 29 2000 SA 03 28 2000 03 28 2000 SA 11 21 2000 04 03 2003 SA 11 21 2000 06 23 2008 SA 11 21 2000 06 23 2008 SA BIEEZSZZZZZZZ End of List 12 Document S Found Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Discd RHist Sel All Left Right Approvers User Manual Page III 4 Screen 910 Document In Box cont d Screen 910 Document In Box Panel 3 910 Document In Box 02 10 09 11 07 cc 0
62. PF8 Accts PF9 PIP PF10 Headr PF11 Items PF12 Track Approvers User Manual Accounts Shows the account distribution used for the document selected PIP Shows the PIP documents Header Shows the document header information that was entered when the document was created Items Lists the line item information for the document Track Allows you to track the routing history of the selected document Page VI 14 Document Inquiry by Vendor To find a document when the best information you have available is the name of the vendor use Screen 285 This is a good choice when a vendor calls for information about a purchase This screen automatically displays incomplete documents those that have not been paid o view completed documents type Y in the Completed Docs field Screen 285 Document Browse by Vendor 285 Document Browse By Vendor 02 10 09 3 48 XERON FY 2009 CC 02 Screen Vendor ivvvvvvvvvD Class L Doc SCN M First LIMITED PURCH LLT Doc C Dept Doc Summary Buy Date User Ref Amount st L A624467 D CHEM SUPPLIES 04 19 06 456369 00000 DL L L501855 D BIOL TRANSPARENI 09 07 04 270780 00753 DL L L800450 D CHEM COLOR PRINT 09 04 07 246237 03000 IP L L837862 D CHEM STAPLES CHE 01 25 08 225360 23708 DL L L900002 D LIBR MAINTENENAN 08 05 08 289010 17000 1652 88 CL L L937914 D CHEM TONER GOODM 02 06 09 510208 00000 188 00 CL L Z417859 D PRCN MAINTENANCE 07 28 04 270010 10
63. Screen 918 to access routing documents by department If you wish to include finished documents in the list displayed type Y in the Finished field There are two panels to this screen Press PF11 to scroll right and view additional information for the documents displaved Use the PF kevs at the bottom of the screen to review routing historv cover sheet information and notes Screen 918 Documents bv Department Panel 1 918 Documents bv Department PRQAMRO01508 YOUNG YOLANDA Hmenu Help EHelp Y PRESS ENTER TO VIEW MORE D Enter PF1 PF2 PF3 PF4 PF5 PF6 11 17 10 14 23 CC AM Screen Dept PURS_ SubDept Form Finished N PANEL 01MORE gt gt Sel Document ID N Creator Doc Summary PLPAML700600 YOUNG YOLANDA Y OFFICE SUPPLIES PLPAML800461 YOUNG YOLANDA Y BOOKS FOR GRAD LAB PLPAML800615 YOUNG YOLANDA Y SHADE IR UV ABSORBING GLASS PLPAML800616 YOUNG YOLANDA Y MODULATOR REG PULSE 16 DIP PLPAML800617 YOUNG YOLANDA Y FILTER BAND PASS 2 PLPAML800618 YOUNG YOLANDA Y CAMERA OPTICAL CHOPPER PLPAML900195 YOUNG YOLANDA Y SOFTWARE PLPAML900196 YOUNG YOLANDA Y CAMERA _ OPTICAL CHOPPER C995 PRQAMROO1501 YOUNG YOLANDA Y FURNITURE FOR CLASS ON 10 6 09 PRQAMROO1502 XOUNG XOLANDA Y FURNITURE 10 6 2009 1 PRQAMRO01503 OWEN OTHELLA O FURNITURE 10 6 2009 FURNITURE 10 6 2009 2 QCUMEN kkk PF7 PF8 PF9 PF104 PF1
64. You can also use wildcards to search for types of documents for example PP Office 10 characters Enter the title of the electronic office for the documents awaiting action Must be used in conjunction with the Desk field Desk 10 characters Type the name of the desk where the documents are awaiting action Must be used in conjunction with the Office field Approvals Only 1 character Indicate whether or not Y or N to display only items that need to be approved Screen Information Panel 1 Sel 1 character Type an X in this field and press PF8 to select a document for further review Document ID 12 characters digits Displavs the document identification number used in routing and approval consists of the form 3 characters 4 the campus code 2 digits 4 the document number 7 character digits Approvers User Manual Page III 6 Screen 910 Document In Box cont d Doc Summary Requested Action Status Panel 2 FY Submitted by Submitted Arrived Current CC Unit Panel 3 Current Office Approvers User Manual 1 character An asterisk indicates that routing notes are attached to the document 40 characters digits Displays a summary description of the document 11 characters Shows the requested action that needs to be taken on the document 14 characters Identifies status of the document s progress through the Routing and Approval system with one o
65. able Budget A plan of revenue and expenditures for an accounting period expressed in monetarv terms Budget Balance Available BBA That portion of budget funds that is unspent and unencumbered Budget Pool A budget summarized at significant levels of revenue or expense A single pool of monev defined for use bv specific object codes Buving Account Account which is allowed to purchase from a specific selling account via an interdepartmental transfer C Capital Assets cash means property Cash Coins currency checks and anything else a bank will accept for immediate deposit Cash Disbursement A non vouchered payment for goods received services rendered reduction of debt or purchase of other assets Cash Receipt Cash received from cash sales collections on accounts receivable and sale of other assets Chart of Accounts A listing at the 6 digit level of all account numbers within FAMIS Sometimes the COA defines the accounts at the 10 digit level as well Check Override The capability to bypass on an individual voucher basis controls that were previously set for all vouchers Claim On Cash The share of ownership that an account has in the institution s money Clearing Account A temporary summary account such as a payroll account which is periodically set to zero COA See Chart of Accounts Compound Journal Entry A two sided transaction that posts debits and credits Approvers User Manual Page VI
66. acters Displays the initials of the buyer for the document PF2 Help 18 characters Identifies the vendor s name PF2 Help 6 digits Indicates date the document was set up in FAMIS 5 characters Identifies the sub department on the document PF2 Help 10 digits Shows the total dollar amount of all line items for the document Page VI 7 Screen 281 Document Browse by Dept SubDept cont d St Additional Functions PF KEYS PF5 Invc PF6 Recv PF7 Audit PF8 Accts PF9 PIP PF10 Headr PF11 Items PF12 Track Approvers User Manual PF2 Help 3 characters Indicates the status of the document For example CL Closed CO Completed FR Frozen IP In Process TR Transferred PRT Printed DL Deleted See the Appendix for an explanation of the standard PF keys Invoice Used to view the invoice details Receive View the receiving information associated with the selected document Audit Information View the audit information for the selected document Accounts Shows the account distribution used for the document selected PIP Shows the PIP documents Header Shows the document header information that was entered when the document was created Items Lists the line item information for the document Track Allows you to track the routing history of the document Page VI 8 Document Inquiry by Account FAMIS allows you to browse through
67. age Il 10 PIPs cont d Screen 910 Document In Box Pop Up Window Cover Sheet Screen 02 10 09 10 51 xxk k k Invoice Problem Cover Sheet cc AM Routing Notes Exist Doc ID PIPAMI100006 Status Final Requested Action Doc Summary DESK Released by 11 06 2000 by CHANDLER CARMEN C Limited Purch L100065 Invoice 13579 PO Doc Creator WILSON WALLY W Voucher User Ref 2701400 Vchr Stat Dept Name FMO ACCOUNTING OPERATIONS PF7 PF9 RHist Notes Press PF6 to view more PIP information From here you should press PF6 to view the document summary The summary will contain the description of the problem and a list of suggestion from the Fiscal Department To view additional pages from the pop up window document summary press PF8 To return to the Routing Document Information window press PF4 Exit NDoc Screen 910 Document In Box Document Summary and PIP Info kkkkkkkkkkkkkkkkkk Document Summary ikikkikikkkikikikik PIP 1100006 Number of Desc Lines 5 Page 1 Of 4 5 The amount s on the invoice does not match the amount s on the document Please explain why they don t match or approve the additional payment NOTES YOUR LINE ITEM IS SET UP FOR 250 BUT THE INVOICE IS BILLING 350 PLEASE APPROVE THE ADDITIONAL 100 PF4 Exit PF7 Bck PF8 Fwrd Approvers User Manual Page Il 11 PIPs cont d Finally you have to decide what to do about the problem If
68. aracters digits Indicates user ID of the person performing the action on the document Additional Information PF KEVS See the Appendix for an explanation of the standard PF kevs Approvers User Manual Page Vl 38 Document Tracking Cross Reference FAMIS allows you to cross reference a document from its original source document Cross references for purchasing documents may be viewed using Screen 291 The To Document number is created when items are transferred on the From Document If a PO or LPO document completes normally no tracking record is created and you will not see these documents displayed on this screen If a purchase order is completed by using the flag on Screen 228 or Screen 242 then a tracking record will appear on Screen 291 Screen 291 Document Tracking Cross Reference 291 Document Tracking Cross Reference 02 10 09 4 11PM FY 2009 CC 02 Screen Doc P004591 c To To From From From Action Action L Document Item Cls Document Item Action Date Time Bv User P P004591 0 1 B B100107 0 1 TRNSFR 08 22 00 09 50 MxxxxxP P P004591 1 0 B B100107 1 0 TRNSFR 08 22 00 09 50 MxxxxxP P P004591 2 0 B B100107 2 0 TRNSFR 08 22 00 09 50 MxxxxxP P P004591 3 0 B B100107 3 0 TRNSFR 08 22 00 09 50 MxxxxxP P P004591 4 0 B B100107 4 0 TRNSFR 08 22 00 09 50 MxxxxxP P P004591 5 0 B B100107 5 0 TRNSFR 08 22 00 09 50 MxxxxxP P P004667 1 0 R R100312 1 0 TRNSFR 08 26 00 08 18 KxxxxN P P004667 2 0 R R100312 2 0 TRNSFR 08
69. ation Shows the audit trail of who created and modified the document Notes Displays a pop up window to select the type of notes to view Document Notes or Routing Notes Type X to select and press lt ENTER gt to view notes Document Header Extended Information Displays the document header extended information for the document Line Items Shows information about the line items on the document Document Tracking Identifies the actions taken on the document Page III 15 Document Out Box The document Out Box displays all the documents on which you have taken action and lists them in order of the date the action was taken You can filter the data by entering dates in the From and Thru fields Use the Include Finished field to determine the documents to be displayed type V to include finished documents type N to exclude them Screen 912 Document Out Box Panel 1 912 Document Out Box 09 15 09 13 59 CC AM Screen Document Actions From 08 16 2000 Thru 09 15 2009 Panel 01 More gt gt Sel Document ID N Doc Summary Status Action PLPAML400006 CANDY FOR HALLOWEEN Final Discarded _ PLPAML400008 COFFEE Rejected Submitted PLPAML400006 CANDY FOR HALLOWEEN Final Submitted PBDAMBOOOOO3 FURNITURE FOR BUXERS Cancelled Cancelled PLPSALO00030 LEATHER CHAIR Cancelled Discard Cncl PLPAMLOOO305 OFFICE FURNITURE Cancelled Discard Cncl PLPSALO00022 NET DIALOG Final CO Deleted P
70. ch screens to see when working with documents that are being routed M90 provides a list of the screen numbers to use for accessing the approver functions in the Routing and Approval System M22 provides the list for inquiry screens Menu M90 Routing and Approval Menu M90 Routing and Approval Menu 11 04 13 09 59 FY 2014 CC 02 Screen 910 Document In Box 862 Travel Authorization Inquirv 911 Document In Box bv Name 912 Document Out Box 913 Document Out Box by Name 914 Document Routing Historv 915 Approval Profile bv Name 916 Document En Route Box 918 Documents bv Department 919 Concur Expense Approvers kies Other Menus M91 Electronic Office Management Menu Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Inquirv Screens Menu M22 Purchasing Inquiry Menu M22 Purchasing Inquiry Menu 11 04 13 10 00 FY 2014 cc 02 Screen 271 Documents Closed But Not Routed 280 Document Browse by Number 272 Documents by Status 281 Document Browse by Dept 282 Document Browse by Account 283 Document Browse by Buyer 275 Incomplete Receiving Invoicing 284 Document Browse by User Ref 276 Document Inquiry w Paid Amts 285 Document Browse by Vendor 277 Document Inquiry by Campus 286 Document Browse by State Req 278 Document Inquiry 287 Document Browse by GSC Order 279 Document Line Item Inquiry 288 Document Summary 290 Document Tracking Inquiry 295 SciQ
71. cument number to be displayed Approvers User Manual Page VI 3 Screen 280 Document Browse cont d Screen Information SL 1 character Type an X to select a document for display on Screen 278 CL PF2 Help 1 character Identifies the class of the document as Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L NT 1 character An asterisk indicates whether or not notes are attached to the document Doc PF2 Help 7 character digits Identifies document numbers for the class of document specified Vendor Name PF2 Help 18 characters Identifies the vendor name on the document Date PF2 Help 6 digits Indicates the date the document was set up in FAMIS User Ref 14 digits characters Displays the user reference that indicates the subsidiary ledger SL account number used for the order followed by the departmental reference number Buy PF2 Help 3 characters Displays the initials of the buyer for the document as defined by the system Amount PF2 Help 10 digits Indicates the total dollar amount of all line items for the document St PF2 Help 3 characters Indicates the status of the document For example IP In Process CL Closed DL Deleted CO Completed FR Frozen TR Transferred PRT Printed Additional Functions PF KEYS See the Appendix for an explanation of the standard PF keys PF5 I
72. d like to approve and press PF8 OR e Press PF9 to select all of the documents in your In Box e This will bring up the Routing Document Information Pop Up Window e Type APP in the Action field type Y in the pop up box to confirm that you would like to approve the document and press lt ENTER gt e _ f you are rejecting a document type REJ in the Action field enter the reason that you are rejecting the document in the pop up window provided and press lt ENTER gt to return the document to its creator e This will return you to the Routing Document Information window Press PF5 to move to the next document that requires action or press PF4 to return to Screen 911 Field Descriptions Required Help Field Help Available Using PF2 7 or See Screen 910 for Field Descriptions and PF keys Section Il Cover Sheet Pop Up Window This is the cover sheet for the document From this screen you can view all the information about and take action on the document Screen 911 Cover Sheet Window l A l Screen 09 15 09 13 57 Purchasing Document Cover Sheet CC AM Action Doc ID PLP 400090 Status Final Requested Action Doc Summary PENTIUM 3 OMPUTERS Released 09 21 2004 y LAWRENCE LONA L The Action Field does not display unless you have Limited Purch L400090 Contact Person authority to take an action for that document Dept Name FAMIS SH
73. document was released to routing 25 characters Shows name of the person routing the document 1 character Y indicates attachments are included This is only displayed on requisitions 7 character digits Displavs the type of document and indicates the identification number i e Limited Purch and document number Page III 14 Contact Person Dept Name Doc Total Untransferred Total Additional Functions PF KEYS PF4 Exit PF5 NDoc PF6 Summ PF7 RHist PF8 Audit PF9 Notes PF10 Header PF11 Items PF12 Track Approvers User Manual Screen 911 Document In Box by Name cont d 25 characters Identifies the name of the person to contact about the document 25 characters Name of first department listed on the purchasing document header 15 digits Indicates the total dollar amount on the purchasing document before any transfers are processed 15 digits Identifies the total dollar amount on purchasing document that has not been transferred to another document See the Appendix for a detailed description of the standard PF keys Exit Cover Sheet Pop Up Window Used to exit the Cover Sheet pop up window and return to Screen 910 Next Document Used to view the next document selected Document Summary View the document summary information Routing History Displays the routing history of the document to track a document in the routing process Audit Inform
74. dor name can be inputted On most PCs the correct kev to use is the END kev on the numeric kevpad HOME Kev From anvwhere on the screen the most efficient wav to take the cursor back to the Screen field on the Action Line is bv pressing certain kevs For the 3270 terminals the correct combination is the ALT RULE kevs On most PCs the HOME kev on the numeric kevpad will work Protected Area The Protected Area is the area of the screen that will not allow the user to enter information Tvping information in the protected area may freeze the screen Use your reset key followed by the tab key to release your system when it freezes Action Line Context The Action Line is usually the first line of information on each screen The Screen field is used to navigate from screen to screen by entering the number of the screen desired Fields such as screen vendor voucher number account etc are often found on the Action Line Data that is entered on the Action Line will be carried in context from screen to screen until changed For example the GL account number 032365 is entered on the Action Line ofthe screen below That account will be carried in context until the user keys a different account in the field The lt ENTER gt key must be pressed after entering Action Line data If a user does not follow this step all information entered on the screen may be lost and must be re entered After pressing lt ENTER gt a message will
75. e SL Select field next to a document and use the PF keys available to view additional information Field Desc ri ptions Required Help Field Help Available Using PF2 7 or Action Line Dept P Help 5 characters Identify the department for which you want to browse documents Approvers User Manual Page VI 6 Screen 281 Document Browse by Dept SubDept cont d SubDept Class Doc Completed Docs Screen Information SL CL NT Doc Buy Vendor Name Date S Dept Amount Approvers User Manual 5 characters Indicate the sub department to be included in the display Type to see the entire department rather than just one subdepartment Help 1 character Enter the class of document on which to inquire 7 character digits Identify the first document number to be displayed PF2 Help 1 character Enter Y to include completed documents in the display 1 character Type X and press lt Enter gt to select a document for display on Screen 278 PF2 Help 1 character Identifies the class of the document as Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L 1 character An asterisk indicates notes are attached to the document PF2 Help 7 character digits Identifies document numbers for the class of document specified PF2 Help 3 char
76. e postings for this document FRS See Financial Records System FTE Full Time Equivalents used by the B P P system Fund An accounting entity a 6 digit GL account with a self balancing set of 10 digit accounts for recording assets liabilities a fund balance and changes in the balance Fund Balance The equity of a fund the difference between assets and liabilities Fund Group A related collection of funds 6 digit GL accounts Examples include Current Unrestricted Current Restricted Loan Endowment Annuitv and Life Income Plant and Agency Fund Group ID A one digit identification number representing the fund group with which an account is associated Fund Transfer A movement of dollars from one fund balance to another G General Ledger GL A balance sheet account for the institution All GL account numbers begin with 0 zero GL See General Ledger GL SL Relationships User defined structures relating Subsidiary Ledger SL revenue expense accounts to General Ledger GL fund accounts Global Subcode Edit GSE A system edit that checks each new 10 digit account against a table that specifies valid combinations of 6 digit accounts and subcodes GSE See Global Subcode Edit Approvers User Manual Page VII 23 Appendix Glossary cont d H Header That portion of a Purchasing document containing basic information such as document number date and amount HEAF Indicates a Higher Educat
77. el 3 912 Document Out Box Document 09 15 09 14 06 CC AM Include Finished Y Screen lt lt More Sel Document ID Actions From 08 16 2000 Thru Submitted Finished PLPAML400006 11 13 2006 Y _ PLPAML400008 11 13 2006 N _ PLPAML400006 11 13 2006 Y PBDAMB000003 02 10 2000 N PLPSAL000030 03 28 2000 N PLPAML000305 03 20 2000 N PLPSAL000022 03 21 2000 Y PLPAML100143 12 08 2000 N PROSAR100004 11 21 2000 N PROSAR100006 11 21 2000 N 09 15 2009 Panel 03 End of List 10 Document S Found Enter PFl PF2 PF3 PF4 PF5 PF6 PEF7 PF8 PF9 LPF10 FPF11 PF12 Hmenu Help EHelp Recal RHist Sel Notesj Left Right Basic Steps e Optionally fill out the fields provided to limit the display to a specific type of document and press lt ENTER gt to display all of the documents on which you have take action Routing Process Browsing Vour Out Box The current status and location of a document as well as its arrival time can be checked using vour Out Box Various pop up screens are available using the PF kevs at the bottom of the screen To access this information tvpe an X in the Sel Select field or position the cursor anvwhere on the line of the desired document and press the PF kev that indicates the information action vou want For example pressing PF8 will displav a pop up window with document routing information about the document whereas PF7 w
78. er Accesses a window of document header information From within this window you can view multiple windows of document information Document Header Extended Information Document P400013 Doc Year 1995 Total 1 945 66 lt lt Dates gt gt Document 10 04 93 Cat RO User Ref 133502 4048 Req Required Contact CHRIS C CARTER Ph 409 845 3333 Start Buyer CAC CARLY CLEMMONS Ph 409 845 5555 End Research N Type Funds S Type Order SPOT Change No Print Doc N 10 15 93 Dept CHEM SubDept PF4 Exit PF5 AdDept PF6 Ship PF7 Vndr PF8 Sole PF9 Notes PF11 Items Approvers User Manual Appendix Standard PF Keys cont d Idesc Item Description Place the cursor on a line item and press this kev to see detailed description of item Item Description MACINTOSH QUADRA 650 WITH 500 MB HARD DISK 8 MB RAM 1 MB VRAM INTERNAL CD ROOM 3001 PART NO M2104LL B Items Document Items Provides a window showing all document items From within this window you can view multiple windows of item information F2999 End of line items on file R R400007 Document Item Inquiry PANEL 01MORE gt gt Nt Item Description Quantity PCd UOM Extended Sa SSS Sab aS eae a Sea Se See See ae l 1 0 1 6 GB FORMATTED USEABLE FAS 1 00 X EA 1 515 00 l l l l PF3 Back to 280 PF4 Exit PF5 More Desc PF6 Itm Ext PF8 Itm Accts PF9 Itm Notes PF10 Left PF11 Right
79. ers User Manual 8 digits The default is one month prior to the current date You may change this date to view documents within a specified date range 8 digits Displays the current date but you may change it to limit the date range for displaying documents 1 character Type Y in this field to include documents that have successfully completed the routing process type N to exclude finished documents 1 character Type an X to select and press lt ENTER gt to view the Document Cover Sheet 12 characters digits Displays the document identification number used in routing and approval which consists of the form 3 characters campus code 2 digits document number 7 character digits 1 character An asterisk indicates that there are routing notes attached to the document 40 characters Displays a summary description taken from the original document 14 characters Indicates a document s status in the Routing and Approval system with one of the following Blank In Process CN Cancelled CO Completed DR In Dept routing ER In Exec routing FN Final FY FVA FRA routing PR In Proc routing RC Recalled RJ Rejected 14 characters Shows the last action taken on the document in the routing process 12 digits Identifies the date and time action was taken on the document Page Ill 22 Screen 913 Document Out Box by Name cont d Form Name FV Submitted bv Panel
80. f the following Blank In Process CN Cancelled CO Completed DR In Dept routing ER In Exec routing FN Final FY FVA FRA routing PR In Proc routing RC Recalled RJ Rejected 4 digits Indicates the fiscal year that the document was created 21 characters Displays name of person who submitted document for routing and approval 8 digits Identifies the date the document was submitted for routing and approval 8 digits Shows the date the document arrived at the In Box 2 digits Identifies the current location of the document by TAMUS member campus code 10 characters Shows the current department sub department in which the document is being routed 10 characters Displays the current office through which the document is being routed Page Ill 7 Screen 910 Document In Box cont d Desk 10 characters Indicates the current desk PID at which the document is awaiting action View 10 characters Displavs the name of the view where a person has approval authoritv on a signer or creator desk This is only applicable to signer creator desks Additional Functions PF KEYS See the Appendix for a detailed description of the standard PF keys PF6 Discard Discd Discards selected document s from the In Box PF7 Routing History RHist Displays the routing history of the document and shows who has seen it PF8 Select Sel Displays the Routing Document Information pop up window for the document s
81. funding source in programs FBMRO46 and FBMROA7 Press lt ENTER gt to display the valid values for the field VALUES MEANING 9 BLANK NOT SPECIFIED 01 EARNINGS ON ENDOWMENT 02 GIFTS OR DONATIONS 03 TRANSFER FROM ANOTHER ACCOUNT 04 INTEREST ON TIME DEPOSITS 05 STATE GENERAL REVENUE 06 AVAILABLE UNIVERSITY FUND 07 GRANT OR CONTRACT Rule IAFRS FS MJR FUND SRC Default value is View IAFRS GENERAL SUBSIDIARX LEDGER Field FS MJR FUND SRC l l l l l l l l l Lookup Value Menu l l l l l Approvers User Manual Page VII 6 Appendix Instructions cont d Question Mark and Asterisk Help FAMIS has a Help feature on some screen fields that will display a field definition and or values that may be entered To use the Help feature type a question mark or asterisk in the field and press lt ENTER gt If Help is available for the field a pop up window will appear displaying a definition and or valid values To make a selection type an X next to a value and press lt ENTER gt to pass it back to the previous screen This is called the Passback feature Screen 204 Vendor Purchasing Add Create 204 Vendor Purchasing Add Create 04 23 12 16 21 FY 2012 cc 02 Screen Vendor _ External VID Page 1 lt More gt gt gt gt Hold Freeze Delete Name PIN Se
82. h of these groups the documents are displayed in document ID order The PF keys and some of the fields displayed on Routing and Approvals screens WILL BE DIFFERENT DEPENDING ON THE TYPE OF DOCUMENT YOU ARE VIEWING For example a PIP document will display differently than a BID document Also if you don t have approval authority for a document you WILL NOT see the Action field on the Cover Sheet Approvers User Manual Page Ill 3 Screen 910 Document In Box cont d Section Main Screen Screen 910 Document In Box Panel 1 910 Document In Box 02 10 09 11 03 cc 02 Screen ___ Document Office Desk Approvals Only N Panel 01 More gt gt Requested Sel Document ID N Doc Summary Action Status PRQSARO00013 COPIER RENTAL FOR 4 1 00 THROUGH 8 FYA Approve FYA FRA Rt _ PLPAML400008 COFFEE Revise Rejected PROSAROOOOO9 FURNITURE FOR MY OFFICE Notify Final PROSAROOOO19 RENTAL OF A XEROX 1090 Notify Recalled PRQSARO00024 FURNITURE FOR JEREMY JONES Notify Final PRQSARO00024 FURNITURE FOR CARL CONNER OFFICE Ntfy Final Final PRQSARO00030 DR SAM SMITH S OBITAL SHAKER TI Ntfy Signed In Proc Rt PLPSALO00006 OFFICE FURNITURE Notify Recalled PLPSALO00075 MAHOGANY DESK Notify Recalled PROSAR100001 COMPUTER MONITOR FOR JON JONES Notify Rejected PROSAR100004 RENTAL OF XEROX COPIER 1090_FOR 9 1 Ntfy Signed In Proc Rt PRQSAR100006 COMPUTER MONITOR FOR MIA MO
83. he user For example Blank In Process CN Cancelled CO Completed DR In Dept routing ER In Exec routing FN Final FY FVA FRA routing PR In Proc routing RC Recalled RJ Rejected 14 characters Shows the last action taken on the document in the routing process 12 digits Identifies the date and time document was sent to the Out Box 12 characters Indicates the document form name requisition purchase order limited purchase order bid or exempt purchase order 4 digits Shows the fiscal year for the document Page Ill 18 Screen 912 Document Out Box cont d Submitted by 21 characters Displays the name of the person who submitted the document for approval Panel 3 Submitted 8 digits Identifies the date the document was submitted for approval Finished 1 character Y indicates the document has finished the routing process Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys PF5 Recall Document Recal Recall the document to your In Box This is valid for only the creator of the document and the last person who approved the document A recall reason note is required If the user is the creator all approvals and other actions are erased However routing notes will be retained If resubmitted to routing the approvals must start over PF7 Routing History RHist Used to display the routing history of the document See Scree
84. ifies the State Requisition Number of the specified document PF2 Help 7 character digits Identifies document numbers for the class of document specified 14 characters Identifies the name of the vendor from which the items were purchased 4 digits Indicates date the document was set up on the system 11 digits characters Displays the user reference that identifies the subsidiary ledger SL account number for the order followed by the departmental reference number PF2 Help 10 digits Indicates the total dollar amount of all line items for the document PF2 Help 3 characters Shows the status of the document For example IP In Process CL Closed DL Deleted CO Completed FR Frozen TR Transferred PRT Printed Page VI 19 Screen 286 Document Browse by State Requisition Number cont d Additional Functions PF KEYS PF5 Invc PF6 Recv PF7 Audit PF8 Accts PF9 PIP PF10 Headr PF11 Items PF12 Track Approvers User Manual See the Appendix for an explanation of the standard PF keys Invoice Used to view the invoice details Receiving View the receiving information associated with the selected document Audit Information View the audit information for the selected document Accounts Shows the account distribution used for the document selected PIP Shows the PIP documents Header Shows the document header information that was entered when the
85. ill display routing history information Field Descriptions required Help Field Help Available Using PF2 2 or Action Line Document 12 characters digits Enter the routing document number to be positioned on the first line of the display 1 character Type Y to include finished documents that have completed routing Include Finished Approvers User Manual Page Ill 17 Screen 912 Document Out Box cont d Actions From Thru Screen Information gt gt Panel 1 Sel Document ID Doc Summary Status Action Panel 2 Action Date Time Form Name FY Approvers User Manual 8 digits The default is one month back but this can be changed in order to view documents within a specified date range 8 digits The default is one month back but this can be changed in order to limit the date range when displaying documents 1 character Type X to select documents one at a time 12 characters digits Displays the document identification number used in Routing and Approval which consists of the Form 3 characters the Campus Code 2 digits and the Document Number 7 character digits 1 character An asterisk indicates routing notes are attached to the document 34 characters Displays a summary description taken from entry of the original document 14 characters Identifies the status of the document as it relates to t
86. in the field to select an action code Typing a question mark 7 in the Action field and pressing lt ENTER gt will access a pop up window with a list of valid approval actions Type an X next to the desired action and press lt ENTER gt to select it and return to the Routing Document Information pop up window Press PF4 to return to the Routing Document Information pop up window without selecting an action Valid actions include the following Approvers User Manual DESCRIPTION Approve this document and route forward Send informational copv of this document to another Approve and route to another for approval Route for Approval and Return Mark the document as HELD bv me to take action Recall Document back to me Reject this document back to the creator for revision Discard information notification copv from mv IN BOX Forward for processing Processing Dept ONLY Submit the document for approval Page Il 9 Purchasing Invoice Problem PIP What is a PIP A PIP is another name for a Purchasing Invoice Problem document created by your Fiscal Department Business Office in order to tell you about problems they have noticed with your purchase order limited purchase order exempt purchase order or requisition Typical problems reported using the PIP document include the following A the invoice line item amount is different from the amount on your document OR B the wrong subcode was used on your document
87. ing the next archive cycle Demand Voucher Voucher to be paid during the next Check Cycle Diagnostic Message HELP An on line feature that assists the user with data entry by providing an explanation of a message and the appropriate action to take Diagnostics The messages that describe the results of processing These messages may indicate an error and provide information about a process by noting what action to take to correct the error Digit 3 of TC The third digit of the Transaction Code Entry Code which specifies the type of transaction Approvers User Manual Page VII 21 Appendix Glossary cont d Disbursement Record money paid out by the institution from GL SL and SA or bank account Discount Account The account credited for discounts taken by the system when a check is written Discount Table A table containing user defined values representing discount terms for vendors Dollar Data A record of the dollar amount and the type of financial transactions posted to an account Dollar Limit A code used in Accounts Payable to specify a check amount If the amount of a vendor s check is greater than this value the check will not be generated Drop Flag A data element whose condition signifies that a document is to be removed from the database immediatelv E Encumbrance An obligation incurred in the form of a purchase order or contract also referred to as an open commitment Endowment Funds received by an i
88. ion Assistance Fund code number HELP An on line feature which accesses PREDICT in order to supply descriptions valid values and suggested actions See Data Element HELP Diagnostic Message HELP and Screen HELP IDT Interdepartmental Transfer Indirect Updating The automatic posting of real dollar activity to a GL Balance Sheet account as a result of a direct transaction Inquirv Screen A screen which oniv displavs information and cannot be used for entering data Interface A communication link between data processing svstems or parts of svstems that permits sharing of information Interfund Borrowing The transfer of an asset or liabilitv from one fund to another JCL See Job Control Language Job Control Language JCL A problem oriented language used in IBM that expresses the statements of a processing job It is also used to identify the job or describe its requirements usually to an operating system Journal Entry A non cash transfer of dollars between two or more accounts Ledger A collection of account records for an organization FRS contains two ledgers the GL balance sheet and the SL revenue and expense See also General Ledger and Subsidiary Ledger Liability Account In AP a GL account that is credited for the liability when a voucher is processed Any GL account that accepts a transaction creating a liability Liquidate Reduce encumbrance through payment pay off debt Approvers User Manual Page V
89. it NDod PF7 PF8 PF9 PF10 PF11 PF12 l l l l l l l l l l kkkkx Cover Sheet l l I l l l l l I l l Approvers User Manual Page Il 5 Basic Approver s Process cont d Screen 910 PF6 Document Summary kkkkkkkkkkkkkkkkkx Document Summary ikikkkkkkkkkkkikiik Shows L010014 Number of Desc Lines 5_ Page 1 Of 4 number of pages VENDOR PR Re pag 2vvvvvvvvv9 DOC L010014 to view FRAN FRANKLIN THE TX A amp M UNIVERSITY SYSTEM FAMIS SERVICES 4TH FLOOR 4 JOHN B CONNALLY BLDG 301 TARROW COLLEGE STATION TX 77840 789 INVOICE TO SHIP TO TEXAS A amp M UNIVERSITY SYSTEMS FAMIS SERVICES 1144 TAMU 301 TARROW ROOM 441 COLLEGE STATION TX 77840 7986 TEXAS A amp M UNIVERSITY SYSTEMS FAMIS SERVICES 1144 TAMU 301 TARROW ROOM 441 COLLEGE STATION TX 77840 7986 PF4 Exit PF7 Bck PF8 Fwrd Screen 910 PF6 Document Summary cont d kkkkkkkkkkkkkkkxxx Document Summary di de Re L010014 Number of Desc Lines 5_ Page 2_ Of 4 ITEM DESCRIPTION QUANTITY UOM UNIT PRICE XTENSION PRICE 1 1 00 EA 99 00 99 00 Conference Registration NASACT AGA National Association of State Auditors Comptrollers and Treasurers NASACT Association of Government Accountants AGA GASB Govern ment Accounting Standards Board Telecon Items Total 99 00 gt gt Account Distribution lt lt 01 2000 271030 00000 5215 FAMIS SERVICES 99 00 Acc
90. l be designated by the word Panel appearing in the window Pressing this key scrolls the panel to the left More Description Displays complete description text for a document or an item R R400007 Document Item Inquiry Item 1 0 Line Descriptions 1 1 6 GB FORMATTED USEABLE FAST SCSI 2 DISK 2 DRIVE FOR SGI INDIGO WITH INTERNAL MOUNTING 3 BRACKET 10 MS ACCESS TIME FORMATTED AND 4 TESTED PRIOR TO SHIPPING MODEL SEAGATE 5 OR EQUIVALENT 5 YEAR OR GREATER End of description List Press lt PF4 gt to Exit Approvers User Manual Appendix Standard PF Keys cont d Next Next Screen Advances to the next screen required Notes Displays any notes attached to the document header Use the Position at Line field to start the text at a particular line The Page F B E field scrolls forward F and backwards B through the text or end E to exit the window l l F0013 Please enter desired modifications P600026 1 0 Position at line Line kkkkKkKKK Note Text kkkKKK 1 gt gt Notes Entered 10 12 95 BY CARBO CATHY C__ I 2 THE DEPARTMENT REQUESTS TO REVIEW ALL BIDS 3 PRIOR TO THE AWARD l 4 5 CONTACT DR WILL W WADDLESWORK FOR FURTHER_ 6 DETAILS CLARIFICATION ABOUT THE REQUESTED I 7 ITEMS l 8 l l 9 l l 10 l l 11 l 12 l PF4 Exit PF7 PItem PF8 NItem Page F B E _ 4
91. l All Left Right Approvers User Manual Page Il 4 Basic Approver s Process cont d e Select the document you want to review by typing an X in the Sel field Screen 910 Document In Box Panel 1 910 Document In Box 02 10 09 10 06 cc 01 Screen ____ Document Office Desk Approvals Only N Panel 01 More gt gt Requested Sel Document ID N Doc Summary Action Status x PROSARO00013 COPIER RENTAL FOR 4 1 00 THROUGH 8 FYA Approve FYA FRA Rt _ PLPAML400008 COFFEE Revise Rejected __M PROSAR000009 FURNITURE FOR CONFERENCE ROOM Notify Final MPIPO1L110126 CABLE TO CONNECT LAPTOP PC TO ETHER Notifv Final e Type X to select document and press lt ENTER gt END OF LIST 2 DOCUME Enter PFl PF2 PF3 PF4 PF5 1 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Discd RHist Sel All Left Right Review the document in the pop up window Press PF6 to view the document summary Screen 910 Pop Up Window Screen 02 10 09 10 06 Purchasing Document Cover Sheet cc 01 Action Doc ID PROSAROOO0O9 Status In Dept Rt Requested Action Approve Doc Summary FURNITURE FOR JEREMY JONES OFFICE Released 11 08 99 by MATHERS MAY M Requisition No RXXXXX4 Contact Person RONNIE ROVER Dept Name CHEMISTRY Doc Total 201 08 Untransferred Total 201 08 PF4 PF5 Ex
92. n 914 Auto approves are designated by A PF8 Select Sel After selecting document s displays the Purchasing Document Cover Sheet PF9 Routing Notes Notes Displays routing notes on the document Approvers User Manual Page IIl 19 Document Out Box by Name Screen 913 displays all the documents on which another user has taken action and lists them in order of the date the action was taken The current status and location of a document mav be checked using this screen Use the Include Finished field to determine the documents to be displaved tvpe V to include finished documents tvpe N to exclude them This screen will be helpful for securitv administrators and Purchasing Office Fiscal Office personnel who mav need special access for troubleshooting and help desk functions Security element 10 allows viewing access to the Cover Sheet and all routing documents on Screen 911 and Screen 913 in order to provide assistance in resolving routing and approval problems Screen 913 Document Out Box bv Name Panel 1 913 Document Out Box by Name 01 17 08 14 44 BARROWS BONNIE B cc 02 Screen Name Document Actions From 12 15 2007 Thru 01 17 2008 Panel 01 More gt gt Sel Document ID N Doc Summary Status Action PPOO1P810067 2 2982 UPGRADE OF CUP amp SUP MATERI Final Discarded PPOO1P810066 2 2962 LAB ANIMAL RES amp RESEARCH Final Discarded PPOO1P810065 4 2938 NEW DINING HALL HIPOT TEST
93. nd New Setup to TINS _ Send Changes to TINS _ Tax ID KEE Purchasing Bid To k kee aee Accounts Payable Remit To Address Address City State City State Zip Country Zip Country __ Phone Ext Phone Ext FAX FAX Zone Contact Contact Vendor Type __ Ownership Cd _ 1099 _ W9 Date Disadv _ Ethnic Orig ___ Gender _ TAMUS Part __ Bus size _ TAMUS Employee _ Ck Limit 0 Retain Mths 0_ Established By Modified By Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp HUB Stats NxVn Notes Order Left Right Pop Up Window with available vendors to select Screen Search cc 02 Type N N V E Include Frz Del Vendors N More Vendors Press lt Enter gt to View xx l PF4 Exit PF6 ExtID PF9 Bid PF10 Remit PF11 Order PF12 Main l l l l l l l Vendor Name Vendor ID Alias Frz Del SHld HUB SQ _ ACC OT DEVELOPMENT LLC lvvvvvvvvv0 N N N _ ACCA GLOBAL 2vvvvvvvvv0 N N N Y _ ACCEL CHEMICALS lvvvvvvvvv0O N N N Y _ ACCEL CHEM INC lvvvvvvvvv1l N N N Y _ ACCELERATOR LABS Tvvvvvvvvv0O N N N Y ACCELLIT INC lvvvvvvvvv0 N N N ACCELLITT INC ivvvvvvvvvi N N N _ ACCELSA INC lvvvvvvvvv7 N N N Y _ ACCELSO INC lvvvvvvvvv0 N N N ACCENT AUDI lvvvvvvvvv0 N N N _ ACCENT FOOD SUPPLY lvvvvvvvvv0 N N N Y l l _ ACCURA DESIGN lvvvvvvvvv0 N N N Y l l Hmenu Help EHelp HUB Stats NxVn Notes Order Lef
94. ndicates fiscal year in which the document is processed PF2 Help 15 digits Displays the total dollar amount for document 14 digits Shows the user reference that is used to identify the subsidiary ledger SL account number for the order followed by the departmental reference number PF2 Help 2 characters Indicates the status of the document For example In Process IP Closed CL Deleted DL and Completed CO PF2 Help 15 digits Shows the total dollar amount invoiced for document PF2 Help 8 digits Identifies date the document was processed by the system PF2 Help 2 characters Displays a purchasing document s status in the Routing and Approval System 15 digits Shows the total dollar amount vouchered 1 character Identifies the class code of the document 2 characters Shows any additional accounts payable source PF2 Help 1 character Y indicates an invoice has been forced for the document selected PF2 Help 2 characters Defines the accounting and receiving category of the document PF2 Help 1 digit Displays the document type for USAS processing 8 digits Shows the date items were requested to be delivered 10 digits Indicates whether or not goods services for a limited purchase were received before it was closed routed If the items were received the date they were received will be displayed Page VI 31 Screen 278 Doc
95. ng criteria and dollar fields to be updated U Update Screen A screen that allows a user to enter data for updating the files Valid Value A value of a data element that has been defined for input Value Based A mechanism used to restrict operator access to information bv comparing operator securitv authorization with the value stored in the field Vendor A provider of goods and or services Vendor Addresses See Order From Addresses and Remit To Addresses Vendor Automatic A feature that automaticallv assigns a specific Number Assignment to the vendor on the Action Context Line Vendor Commoditv A good or service purchased from a specific vendor Vendor File A record of all attributes dollar data and control information for all vendors Version Account Budgets created by departments These can later be submitted as the budget recommendation for the account Once a version is locked it will be called a secure version and can never again be changed Approvers User Manual Page VII 27 Appendix Glossary cont d K FA DOC WRKNPRCS Approver ApprovercurrNF docx Last Revised 3 4 2009 9 40 AM Approvers User Manual Page VII 28
96. ng the purchase Phone No 10 digits Identifies area code and phone number for the documents contact person Sole Source 50 characters Reason Displavs the reason for the sole source purchase Screen 5 Bidding Vendor 3 lines 30 characters Identifies vendor submitting a bid for the purchase Vendor Contact 25 characters Displavs the name of the person to contact with the vendor regarding bids for this order Bid Amount 15 digits Indicates total dollar amount the vendor bids for the purchase Reason for Award 15 digits to Other Than Indicates the reason why the purchase did not go to the lowest bidder if Low Bidder applicable Document Notes 150 characters Displavs the document notes if available Additional Information PF KEVS See the Appendix for an explanation of the standard PF kevs Approvers User Manual Page Vl 28 Document Inquiry When the document number is known the most comprehensive information available is found on Screen 278 You may also advance to Screen 278 after selecting a document for display from one of the other document inquiry screens To see more information on a specific line item select the item and the system will advance to Screen 279 for that document line item Screen 278 Document Inquiry Panel 1 278 Document Inquiry 02 09 09 2 48PM FY 2009 CC 02 Screen Document P600145 Panel 01 More gt gt Doc Summary CLEANING SERVICES FOR TRADITIONS GOLF CLUBHOUSE Vendo
97. nstitution from a donor who specifies the condition that the principal not be spent Endowment Income The income generated by investing the principal of an Endowment Fund Entry Code The initial three digit code on a transaction that denotes the transaction type This code which is mandatory for all FRS transactions is predefined by the system It is also known as the Transaction Code Expended Depleted used up Expense Cost disbursement payments F FA See Financial Accounting Feed Transactions from other systems that are transferred to the FRS Field That part of a database in which one unique piece of information is stored OR an area on a screen that allows data entry File A storage area established within a computer system or database for organizing similar kinds if data Financial Accounting FA A Financial Records System application that balances the General and Subsidiary ledgers while providing a complete audit trail of all transactions Approvers User Manual Page VII 22 Appendix Glossary cont d Financial Records System FRS A system that supports the financial record keeping and reporting of a college or university Financial Transaction An entry made to the system to record information Flag A data element used to set controls or conditions on a process or program Freeze Flag A data element whose condition signifies that new transactions cannot be posted This includes no feeds or invoic
98. nvoice Inve Used to view the invoice details PF6 Receiving Recv View the receiving information associated with the selected document Approvers User Manual Page VI 4 Screen 280 Document Browse cont d PF7 Audit PF8 Accts PF9 PIP PF10 Headr PF11 Items PF12 Track Approvers User Manual Audit Information View the audit information for the selected document Accounts Shows the account distribution used for the document selected PIP Shows the PIP documents Header Shows the document header information that was entered when the document was created Items Lists the line item information for the document Track Allows you to track the routing history of the selected document Page VI 5 Documents by Department SubDepartment Browsing information on requisitions and purchase orders by the department and sub department is accomplished using Screen 281 By default this screen displays those documents that are currently incomplete have not been paid However you can also specify that only completed documents be displayed You may type all asterisks in the SubDept field to display documents for the entire department rather than just one subdepartment If the Class field is left blank the system will search each class in alphabetical order and Bid documents will be displayed before Limited Purchases etc Screen 281 Document Browse By Dept SubDept 281 Document Browse By
99. oc Summary Buy Date User Ref Amount Approvers User Manual Screen 285 Document Browse by Vendor cont d 7 character digits Enter the first document number to be displayed 1 character Type Y to include completed documents in the display 1 character Enter Y to display all documents for the vendor 1 character Type an X to select a document for display on Screen 278 PF2 Help 1 character Identifies the class of the document as Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L 1 character An asterisk indicates notes are attached to the document PF2 Help 7 character digits Identifies document numbers for the class of document specified 1 character digit Shows the state mail code for the specified vendor 5 characters Identifies the first department listed on the document header PF2 Help 11 characters Displays a brief summary description of the document header PF2 Help 3 characters Displays the initials of the buyer for the document PF2 Help 6 digits Indicates date the document was set up on the system 11 digits characters Displays the user reference that identifies the subsidiary ledger SL account number for the order followed by the departmental reference number PF2 Help 10 digits Indicates the total dollar amount of all line items for the documen
100. ocument number to be displaved 1 character Type Y to include completed documents in the display 1 character Type X and press lt ENTER gt to select a document for display on Screen 278 1 character Identifies the class of the document as Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L 1 character An asterisk indicates notes are attached to the document PF2 Help 6 digits Identifies the State Order Number of the document PF2 Help 7 character digits Displays document numbers for the class of document specified 18 characters Shows the name of the vendor from which the items were purchased 4 digits Indicates date the document was set up on the system 11 digits Displays the user reference number that identifies the subsidiary ledger SL account number for the order followed by the departmental reference number PF2 Help 10 digits Indicates the total dollar amount of all line items for the document Page VI 22 Screen 287 Document Browse by State Order Number cont d St Additional Functions PF KEYS PF5 Invc PF6 Recv PF7 Audit PF8 Accts PF9 PIP PF10 Headr PF11 Items PF12 Track Approvers User Manual PF2 Help 3 characters Represents the status of the document For example IP In Process CL Closed DL Deleted CO Completed FR Frozen TR Transferred
101. on Vendor User Ref Item UOM Item Qtv Item Unit Price Item Discount Item Ext Price Item Proc Cd Commoditv Code First Account Approvers User Manual 7 character digits Enter the document number to be displaved 4 digits Indicate the item number to be displaved The default is the first item number 11 digits 30 characters Displavs the identification number and name of the vendor from which items are purchased 14 digits characters Displavs the user reference used to identifv the subsidiarv ledger SL account number for the order followed bv the departmental reference number PF2 Help 3 characters Shows the unit of measure for the line item PF2 Help 10 digits Identifies the purchase quantity of the line item PF2 Help 10 digits Displays the dollar amount to be paid per unit of measure PF2 Help 5 digits Shows the discount percent for the line item PF2 Help 10 digits Indicates the total extended item amount as calculated by the system PF2 Help 1 character Shows the processing code for any special processing needs for the document 5 digits Displays the commodity code for classifying goods and services 15 digits Shows the first FAMIS account number for this document Page VI 35 Screen 279 Document Line Item Inquiry cont d Cost Ref 1 2 3 Item Desc TIBH Code Delete Flag Freeze Flag Capital Inv Flag
102. on which pressing lt ENTER gt will take you back to the original screen Approvers User Manual Page VII 5 Appendix Instructions cont d Field Help Using the F2 Program Function Key On selected fields additional information can be displayed using the F2 program function key This HELP information is accessed by moving the cursor to the field in question and pressing the F2 Key Screen 2 GL 6 Digit Screen Account 010100 ED amp GEN INCOME TUITION Account Title ED amp GEN INCOME TUITION Dept S Dept Exec Div Coll Mail Cd Stmt Primary REV__ UN AD C6000 N Secondary VTEA_ AA CD VM C4457 N Long Title EDUCATIONAL AND GENERAL INCOME TUITION Setup Dt 002 GL 6 Digit 08 01 11 09 17 FY 2011 CC 02 Resp Person 5uuuuuuu4 MASON MOLLY M Old Acct NA Year end Process F Reclassify _ Reporting Group __ Aux Code ___ AFR Fund Group _ Fund Group FG Sub Fund Group Sub Sub Function __ Default Bank 06000 Override Y SL Mapped Count 22 Alternate Banks Security Fund Source Account Letter 08 26 1991 Enter PFl PF2 PF3 PF4 F5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next The first help screen describes the field Field FS MJR FUND SRC File IAFRS GENERAL SUBSIDIARV LEDGER This attribute specifies the major funding source for this account i e General operation fund loan funds This attribute is also used for roll up reporting breakdowns bv
103. otes PF10 Headr PF11 Items PF12 Track Approvers User Manual 25 characters Name of first department listed on the purchasing document header 15 digits Shows total dollar amount on the purchasing document before any transfers are processed 15 digits Identifies the total dollar amount on the purchasing document that has not been transferred to another document See the Appendix for a detailed description of the standard PF keys Exit Cover Sheet Pop Up Window Used to exit current Cover Sheet pop up window and return to Screen 910 Next Document Used to view the next document selected Document Summary View the document summary information Routing History Displays the routing history of the document to track where a document is in the routing process Audit Information Shows the audit trail of who created or modified the document Notes Displays a pop up window to select the type of notes to view Document Notes or Routing Notes Select type of notes to view by typing X and press lt ENTER gt Document Header Extended Information Displays the document header extended information for the document Line Items Shows information about the line items on the document Document Tracking Identifies the actions taken on the document Page IIl 10 Document In Box by Name If you are a substitute on an approval desk you will not receive documents directly to your document In Box displayed on Screen 9
104. ounts Total 99 00 PF4 Exit PF7 Bck PF8 Fwrd Screen 910 PF6 Document Summary cont d kkkkkkkkkkkkkkkkkx Document Summary ikikkkikkkkkkkkkii L010014 Number of Desc Lines 5_ Page 3_ Of 4 User Ref 299999999991 PF4 Exit PF7 Bck PF8 Fwrd Approvers User Manual Page Il 6 Basic Approver s Process cont d Screen 910 Pop Up Window PF6 Document Summary cont d kkkkkkkkkkkkkkkkkx Document Summary ikikkkikkkkkkkkkik L010014 Number of Desc Lines 5_ Page 4_ Of 4 DOCUMENT NOTES Header gt gt Note entered 05 25 00 BY CHASE CHARLOTTE THIS WAS A PRE PAY PATRICK POSNER DID ATTEND ON 05 03 2000 Press PFA to exit pop up window PFA Exit PF7 Bck PF8 Fwrd o Key in your desired action APP or REJ Screen 910 Pop Up Window Screen 02 10 09 10 45 Purchasing Document Cover Sheet cc 02 Action APP Routing Notes Exist l l l l l l l l Doc ID PROQSAROOOOL Status FYA FRA Rt l A Doc Summary COPIER RENTAL FOR 4 1 00 TH Released 03 27 2000 by MATHERS MAY M Attachments l Requisition No Rxxxxx3 Contact Person MATHERS MAY M l Dept Name FAMIS SERVICES Doc Total 4 775 00 Untransfe l l l l l PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 NDoc Summ RHist Audit Notes Headr Items Track Repeat steps 1 4 for additional documents or press PF4 to exit and return to Screen 910 Approvers User
105. proval as the official budget of an account Subsidiarv Ledger Revenue and expenditure accounts for the institution All SL account numbers begin with a ledger number of 1 through 9 Suspense Account A GL clearing account reflecting real dollar activitv directed to the Suspense File 1099 Vendor A vendor usuallv a consultant or professional service hired bv an institution whose pavments must be reported to the IRS on Form 1099 1099 Voucher A voucher that must be reported to the IRS on Form 1099 10 Digit Account The six digit account ID combined with the four digit subcode i e an account control or object code Approvers User Manual Page VII 26 Appendix Glossary cont d Tax Code A code that identifies a record in the PO Tax Table for the Purchasing Svstem and in the Tax Currencv Table for Accounts Pavable The code must be the same for both tables This record contains the tax percentage and the tax liabilitv account to be used Tax ID A Social Securitv Number or Federal Emplover Identification Number that is available for 1099 report preparation Taxes An additional charge on the acquisition of goods that is imposed by the taxing authority and should be paid with the invoice Temporarv Vendor A vendor from whom only one purchase or service is required No further transactions for this vendor are expected Transaction Code A three digit code that uniquelv identifies a transaction tvpe and determines editi
106. purchase documents sorted by their buying account fiscal year and campus code using Screen 282 This screen automatically displavs incomplete documents those that have not been paid If the Class field is left blank the system will search each class in alphabetical order and Bid documents will be displayed before Limited Purchases etc To view all completed documents type Y in the Completed Docs field Screen 282 Document Browse by Account 282 Document Browse By Account 02 10 09 3 42PM Acct Acct FY 2009 CC 02 Screen ___ Class R Acct 270300 00000 cc 02 FY 2007 Doc SCN Supp REQUISITION LLET Doc Acct Vendor Name Date User Ref Amount St R R700242 00000 07 10 06 270300 07062 81 00 TR _ R R700582 00000 09 13 06 270300 07106 201 770 84 TR _ R R701396 00000 11 17 06 270300 07252 DL _ R R701975 00000 01 19 07 270300 07392 DL _ R R702817 00000 03 22 07 270300 07509 17 00 TR _ R R704133 00000 06 20 07 270300 07739 458 543 00 TR Enter PF1 PF2 PF3 PF4 4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Invc Recv Audit Accts PIP Headr Items Track Basic Steps e Type a document class and account number in the fields provided e Type additional data in the available fields if desired and press lt ENTER gt to view a complete list of all documents for the specified account and document class e Type an X in the SL Select column to the left of a document to advance
107. r 02 10 09 3 4 286 Document Browse By State Requisition Nbr Screen State Req Class L Doc n N State T Req Number Doc Vendor Name Date User Ref Amount st CO4132B P902775 THE INSTITUE 02 09 553175 PRINT 4 199 00 CL CO4134D P902556 MATHERS PRINT 01 09 553038 PRINT 49 862 74 CL CO4693 P806133 NEELY PRINTIN 08 08 300090 PRINT 1 292 00 CL CO4693D P902566 NEELY PRINTIN 01 09 300090 PRINT 146 00 CL DDM B200468 12 01 158255 2001 10 00 TR DIRSDD512 R802326 01 08 211720 RJS 16 713 90 TR DON DOLAN R703811 05 07 225370 4473 3 732 00 TR ED EIMAN R900481 09 08 270160 9382 17 912 00 TR 10000399 R703452 05 07 219960 0000 24 012 00 TR LOC R303233 04 03 270060 33000 3 000 00 TR LOC R400369 08 03 151301 40000 1 584 00 TR LOC R500797 09 04 151301 40000 4 498 20 TR LOC R803738 05 08 225190 10000 9 310 90 TR More Entries Press lt Enter gt to continue Enter PFl PF2 PF3 PF4 LPF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Invc Recv Audit Accts PIP Headr Items Track H 7 0 0 0 HW W U U UU HA Basic Steps e Type data in the fields provided to limit the display and press lt ENTER gt to view a complete list of all documents with a state requisition number e Type an X in the SL Select column to the left of a document to advance to Screen 278 where detailed document information will be displayed e Place the cursor in the SL Select field next to the desired document number and
108. r ivvvvvvvvv3 HARELL SERVICE CORP DBA PROCLEAN INDUSTRIES Reimburse ID Doc FY 2006 Doc Amt 15737 04 User Ref 300090 2449 Status CL Amt Inv 15737 04 Doc Date 08 05 2005 Route St FN Amt Vchr 15737 04 Class P Oth A P Src Inv Forced Category BE USAS Doc Type Req Delivery Date LP Received Buyer STRALEY SANDY X111 Nbr Invoices 13 Catalogue Order Delg Contact WANDA WARREN S Line Quantity UOM Description Unit Price Extended Price 1 0 12 00 MO Cleaning Services for T 1311 4200 15737 04 1 1 Blanket Agreement to fur D 1 2 Throughout the Learning D 1 3 Renewal 2 of 4 D More entries P i Enter PFl PF2 PF3 PF4 4 PF5 PF6 PF7 PF8 PF10 11 4PF12 Left Right If the Proc Cd field is left blank the document matches and completes when all items are received An M means there can be multiple invoices so the document will not automatically finalize Screen 278 Document Inquiry Panel 2 278 Document Inquiry 02 09 09 2 48PM FY 2007 CC 02 Screen Document P600145 lt lt More Panel 02 More gt gt Doc Summary CLEANING SERVICES FOR TRADITIONS GOLF CLUBHOUSE Vendor lvvvvvvvvv3 HARELL SERVICE CORP DBA PROCLEAN INDUSTRIES Reimburse ID Doc FY 2006 Doc Amt 15737 04 User Ref 300090 2449 Status CL Amt Inv 15737 04 Doc Date 08 05 2005 Route St FN Amt Vchr 15737 04 Class P Oth A P Src Inv Forced Category BE USAS Doc Type Req Delivery Date LP Received Buyer STRALEY
109. ription of the item Page Vl 36 Document Tracking Inquiry Document activity may be monitored using Screen 290 This screen is used to track actions that are performed on a document and see the User ID of the last person who took action on the document Press lt ENTER gt to scroll through the list or type a document number in the Doc field to advance to the number specified If the document number is not known but vou know the class of document you may type the document number prefix and press lt ENTER gt to view all documents for the class specified Screen 290 Document Tracking Inquiry 290 Document Tracking Inquiry 02 10 09 4 10PM FY 2009 CC 02 Screen Doc P910015 c To To To Action Action L Document Item Cls Document Item Action Date Time Bv User R R100005 CREATE 03 20 00 12 34 KxxxxL R R100005 CLOSED 03 20 00 12 38 KxxxxL R R100005 1 0 P P100001 1 0 TRNSFR 03 23 00 08 41 MxxxxxP R R100006 CREATE 03 20 00 12 42 KxxxxL R R100006 CLOSED 03 20 00 12 45 KxxxxL R R100006 1 0 M M100002 1 0 TRNSFR 03 23 00 08 51 MxxxxxP R R100007 CREATE 03 20 00 12 48 KxxxxL R R100007 DELETE 03 20 00 12 48 KxxxxL R R100007 0 1 DELETE 03 20 00 12 48 KxxxxL R R100007 1 0 DELETE 03 20 00 12 48 KxxxxL R R100007 2 0 DELETE 03 20 00 12 48 KxxxxL R R100007 3 0 DELETE 03 20 00 12 48 KxxxxL More records Press ENTER to scroll Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps
110. s User Manual 1 character Type an X to select a document for display on Screen 278 PF2 Help 1 character Identifies the class of the document as Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L 1 character An asterisk indicates notes are attached to the document 14 digits characters Displays the user reference that indicates the subsidiary ledger SL account number used for the order followed by the departmental reference number Help 7 character digits Identifies document number s for the class of document specified Help 16 characters Identifies the vendor s name Help 6 digits Indicates date the document was set up on the system Help 3 characters Displays initials of the buyer for the document 7 Help 13 digits Indicates the total dollar amount of all line items for the document Help 3 characters Shows the status of the document For example IP In Process CL Closed DL Deleted CO Completed FR Frozen TR Transferred PRT Printed See the Appendix for an explanation of the standard PF keys Invoice Used to view the invoice details Receive View the receiving information associated with the selected document Audit Information View the audit information for the selected document Page VI 13 Screen 284 Document Browse by User Reference cont d
111. sk f indicates notes are attached to the document 7 character digits Identifies document numbers for the class of document specified 5 digits Identifies the Support Account number used to purchase the items PF2 Help 16 characters Identifies the vendor s name PF2 Help 6 digits Indicates the date the document was set up on the svstem 14 digits characters Shows the user reference that indicates the subsidiarv ledger SL account number used for the order followed bv the departmental reference number 8 digits Indicates the total dollar amount of all line items for the document Page VI 10 Screen 282 Document Browse by Account cont d St Additional Functions PF KEYS PF5 Invc PF6 Recv PF7 Audit PF8 Accts PF9 PIP PF10 Headr PF11 Items PF12 Track Approvers User Manual 3 characters Represents the status of the document For example IP In Process CL Closed DL Deleted CO Completed FR Frozen TR Transferred PRT Printed See the Appendix for an explanation of the standard PF keys Invoice Used to view the invoice details Receive View the receiving information associated with the selected document Audit Information View the audit information for the selected document Accounts Shows the account distribution used for the document selected PIP Shows the PIP documents Header Shows the document header information that was
112. snceeseesssessscceeseesssesssceeseeeesesssscceeeseseenes Contains a list of screens used to access routing and approval documents 910 Documents l a ossosa anai rr Ea SEa eao S eaae Sar r R sinD Ras aa sasiada siaii aiaiai Provides a screen to access documents ready for user s action 911 Doc ment In B x by Name nn nine ni sposobe sapasin sassanasssssssssasssssisss sss Used to access documents for a particular person 912 Document OUt BOX iii iii gie encres aedss nenteensaeraseniannenenennnennenenene tes en esse EES Tas or etes ase en eue Provides information on documents that have left a person s desk 913 Document Out Box by NAMe eee Used to access the documents for a particular person Element Security 10 allows help desk people to view all data 914 Document Routing History e e eee Provides information on the actions that have been taken on a particular document 915 Approval Profile by NaMe i ii a e etta a dk a ma Provides information about a person s approval authoritv 918 Documents by Department eee rreeeeezz Used to view information on documents bv department M22 Purchasing Inquiry Menu sccccccsssssssccecceeessesssneeeseessssssnccesceesssesssceeseeeesssssssneeeeeesessessseeeeeeesens Provides a list of all available document inquiry screens 278 Document Inquiry ccccccececeeeeccccccccccceeeeeseesseneessssssneeecececsececeeseseesssssssssssssssssesssssssss
113. sor arrow keys on a particular line and pressing the extended information function key will display the pop up window information for the document or item on that line Exiting a pop up window is done by pressing PF4 to return to the previous window or inquiry screen If multiple windows have been opened pressing PF3 will return you directly to the screen where you started From within many of the pop up window an additional set of extended function keys may appear to further inquire on the document or item Extended Function Keys Accts Accounts Displays a window of all responsible accounts and their portion of the total order F5628 End of accounts on document l P P600026 Account Distribution l cc FY Account Description Amount n n aaae l AM 1996 330001 00000 4050 GIGI S TEST ACCOUNT 48 64 AM 1996 330001 00000 4010 GIGI S TEST ACCOUNT 11 23 Total all Accounts 59 87 PF3 Back to 280 PF4 Exit PF5 BBA Approvers User Manual Page VII 11 Appendix Standard PF Keys cont d AdDept Addr AdFFX Additional Departments Displays all departments that have approval and accounts on this document Additional Departments SubDepartments Doc P400013 Dept SubDept l ip l CHEM MISP PURS l Press lt PF4 gt to Exit l
114. sssesseeseeneeee Used to list all items for a multi item document 279 Doc line KEM INQUITY eisiscesSeedececvcssecececedsccssccsscsscecsscasceccuscsteccnccececeseuesesesteesceessubccsesssecctesssecesesinesss Used to list detail document line item information 280 Document BrOWSC is ccsciccciacevccnseccsosessccnsscacacdssccuecduensnnonnsnseceessnonessdcedsdecesedsccusddacndeVaveveVesexevengeevexenss Provides general document information for all document classes 281 Document Browse by Dept SubDept sseennnnnnnnanannnnanznnenanznnenanznnennnzznznnnnenannzznnzanannnazznznnazanznn Allows searching on all document classes by department subdepartment 282 Document Browse by Account cccccccecccccccccceeeeseeeneesssessssscceeeeeesscccessessesssssssssssssssssssssssseseees Allows searching on all document classes by the buying account for a designated fiscal year and campus code 284 Document Browse by User ReF c c cececccesecscesccessansscscsssessstssososseestesnctoslesessesteabosacsessaseiacessdescestetes Searches all documents by user reference number 285 Document Browse by Vendor eee erett Searches all documents by vendor identification 286 Document Browse by State Requisition Number srrennnnennnnzonnnnnnzzennmenznnzzzeenenenenenezzzzzzzz Provides list of documents starting with the state requisition number Approvers User Manual Page VII 9 Appendix
115. t Page VI 16 Screen 285 Document Browse by Vendor cont d St Additional Functions PF KEYS PF5 Invc PF6 Recv PF7 Audit PF8 Accts PF9 PIP PF10 Headr PF11 Items PF12 Track Approvers User Manual PF2 Help 3 characters Shows the status of the document For example IP In Process CL Closed DL Deleted CO Completed FR Frozen TR Transferred PRT Printed See the Appendix for an explanation of the standard PF keys Invoice Used to view the invoice details Receiving View the receiving information associated with the selected document Audit Information View the audit information for the selected document Accounts Shows the account distribution used for the document selected PIP Shows the PIP documents Header Shows the document header information that was entered when the document was Created Items Lists the line item information for the document Track Allows you to track the routing history of the selected document Page VI 17 Documents by State Requisition Number When looking for a document and the only information that you have available is the state requisition number you can use Screen 286 to search for your document This screen automatically displays incomplete documents those that have not been paid o include completed documents type Y in the Completed Docs field Screen 286 Document Browse by State Requisition Numbe
116. t Right ee Approvers User Manual Page VII 7 Appendix Instructions cont d After making a selection from the pop up window of available vendors you will be returned to the main screen and the information for the selected vendor will be displayed Screen 204 Vendor Purchasing Add Create 204 Vendor Purchasing Add Create 04 23 12 16 26 ACCURA DATA SUPPLY INC FY 2012 CC 02 Vendor ivvvvvvvvvoj External VID 0001xxx6 Page 1 lt More gt gt gt gt HUB Hold N Freeze N Delete N Send New Setup to TINS _ Send Changes to TINS _ Tax ID 7xxxxxxx7 Purchasing Bid To Accounts Payable Remit To Screen Address 2222 W LOOP S SUITE 555 Address PO BOX 55555 SET UP FOR DIRECT DEPOSIT City HOUSTON State TX City HOUSTON State TX Zip 77027 Country Zip 77027 Country __ Phone 713 444 0000 Ext Phone 713 444 0000 Ext FAX 713 422 0000 FAX Zone Contact ANDREA R LOGANS Contact Vendor Type BU Ownership Cd T 1099 _ W9 Date Disadv C Ethnic Orig BLK Gender W TAMUS Part __ Bus size S TAMUS Employee N Ck Limit 0 Retain Mths 18 Established 03 21 1994 By K702ZY Modified 09 07 1998 By WARDO2P Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp HUB Stats NxVn Notes Order Left Right Approvers User Manual Page VII 8 Approvers Screens List M90 Routing and Approval Menu sssssssccecceeesssssscceeeeesssss
117. tem 3 digits Identifies the item number on the document from which the item was transferred Action 7 characters Indicates the tvpe of action that was taken against the document Action Date 6 digits Date action was performed on the document Action Time 4 digits Time action was performed on the document Bv User 7 characters digits Indicates the user ID of the person performing the action on the document Additional Information PF KEVS See the Appendix for an explanation of the standard PF kevs Approvers User Manual Page VI 40 SciQuest FAMIS Document Cross Reference Screen 295 is a cross walk from SciQuest to FAMIS You can use this screen to look up the corresponding document information if you know one of the two document identification numbers Screen 295 SciQuest Documents Xref 295 SciQuest Document Xref 07 24 12 2 20PM FY 2012 CC 02 Screen ___ SciQuest Document ID FAMIS Doc S Document SciQuest Doc ID Doc Description Error ___00006AB 29759672 Muster Committee ___000060A AB0000059 FedEx Shipping 000061A AB0000060 Greenroofplants com plants for Dvorak 000062A AB0000061 2010 03 10 502001166 01 ___000063A AB0000062 Office Max Pens Dividers and Steno Pads 000064A AB0000064 Office Max Stapler amp Ink Jet cartridge 000065A AB0000063 OFFICE MAX LAUP SUPPLIES 000066A AB0000065 OfficeMax office organizers 000067A AB0000067 Office Max Ink and paper and other
118. the quantity of items invoiced Page VI 32 Screen 278 Document Inquiry cont d Date Invcd Matched Date Mtchd Panel 3 Inv Uom Paid Quantitv Paid Amount Remaining Balance PF2 Help 8 digits Displavs the date the line item was invoiced PF2 Help 10 digits Indicates the quantity of matched items PF2 Help 8 digits Shows date the line item was matched PF2 Help 4 characters Identifies the invoiced unit of measure This field is filled in each time an invoice posting occurs to this line It comes from Screen 342 Each subsequent posting will overlie this value 10 digits Shows the quantity paid 10 digits Shows the amount paid 10 digits Identifies the remaining amount to be paid Additional Information PF KEYS PF5 Invc PF6 Recv PF7 DIPrt PF8 Accts PF9 Print Approvers User Manual See the Appendix for an explanation of the standard PF keys Invoice Used to view the invoice details Receiving View receiving information associated with the selected document Download Print Allows you to download the screen information through Entire Connection See the FAMIS Entire Connection User s Manual for details Accounts Shows the account distribution used Print Used to print document information from FAMIS using Entire Connection See the FAMIS Entire Connection User s Manual for greater details Page Vl 33
119. to Screen 278 where detailed document information will be displayed e Place cursor in the SL Select field next to a document and use the PF keys available to view additional information Field Desc ri ptions Required Field Help Available Using PF2 or Action Line Class Help 1 character Identify the class of document to be displayed Acct 11 digits Enter the account number for the documents to be displayed Approvers User Manual Page VI 9 Screen 282 Document Browse by Account cont d Acct CC Acct FY Doc Completed Docs Screen Information SL CL NT Doc Supp Acct Vendor Name Date User Ref Amount Approvers User Manual 2 digits Indicate the campus code for the account purchasing the items This will default to the current campus code if not otherwise specified 4 digits Identifv the fiscal year for the documents to be displayed This will default to the current fiscal year unless otherwise specified 7 character digits Enter the first document number to be displayed at the top 1 character Type Y to include completed documents in the display 1 character Type X and press lt Enter gt to select a document for display on Screen 278 1 character Identifies the class of the document as Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L 1 character An asteri
120. uest Document Xref 291 Document Tracking Cross Ref 292 PIP Document Browse 293 PIP Browse by Document 294 PIP Browse by Invoice Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp EEE Approvers User Manual Page l 5 FAMIS Bulletin Board When you logon to FAMIS the first screen you see is the FAMIS Bulletin Board If there are documents to be signed a pop up window will display across the Bulletin Board to let you know Proceed to Screen 910 your document In Box to view the documents that await approval FAMIS Bulletin Board 02 10 09 FAMIS Bulletin Board 14 44 33 PAGE 1 OF 1 Welcome to FAMIS FAMIS will be unavailable the weekend of February 28th due to system maintenance As soon as the maintenance is complete the system will be operational More details will be provided as they are known l l DA DOCUMENTS IN YOUR IN BOX SEE SCREEN 910 l l TAMU CIS performs maintenance on Sunday mornings FAMIS may be unavailable until noon Call CIS Help Desk Central at 979 845 8300 if you have concerns FAMIS Website www tamus edu offices famis Message Last Changed FAMIS Hotline 979 458 6464 Email famishelp tamus edu 02 09 09 Enter PF1l fPF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 FAMIS Prev Next
121. umber ends in one character 9 characters digits Shows the SciQuest document ID number 43 characters digits Displavs the document summarv description See the Appendix for an explanation of the standard PF kevs Page Vl 42 Section VII Appendix Approvers User Manual Page VII 2 Instructions Listed below are general instructions that will make your job easier as you use FAMIS to input or view document information Please become familiar with the information in this reference as it can make your navigation in FAMIS more efficient 3270 Emulation Keys Special keys and key combinations must be used when working with FAMIS These keys are known as 3270 emulation keys and may be defined differently by each 3270 terminal or PC emulation software that you are using Contact your computer support person if you do not know how to identify the following keys on your computer PF Keys When a key is listed as PFn PF represents Program Function Many PCs use the function keys labeled Fn for these PF keys Others have special combinations of keys to represent the PF keys For example on a Memorex emulation a combination of the ALT key and the number 1 will represent the PF1 key At the bottom of the FAMIS screens there are PF keys listed that can assist with use of the screen For example at the bottom of Screen 164 Voucher Inquirv bv PO Number there is a PF11 key with the word Right under it This means that by pressing
122. ument Inquiry cont d gt Buyer Nbr Invoices Catalogue Order Delg Contact Line Quantity UOM Description Unit Price Extended Price Panel 2 Received Date Recvd Invoiced Approvers User Manual 20 characters digits Displays the name of the buyer for the document and phone extension if available 3 digits Indicates the number of invoices processed 1 character Y indicates the document is a catalogue order 1 character Y identifies this as a delegated purchase PF2 Help 15 characters Shows name of the person to contact regarding the document 1 character Type an X to select a line item for display on Screen 279 3 digits Shows the line item number for the document PF2 Help 10 digits Identifies the purchase quantity of the line item PF2 Help 3 characters Represents the unit of measure for the line item 25 characters Displays a brief description of the line item PF2 Help 1 character Indicates any special processing needs for the document PF2 Help 10 digits Shows the dollar amount to be paid per unit of measure PF2 Help 10 digits Indicates the total item amount as calculated by the system PF2 Help 10 digits Shows the quantity of items received PF2 Help 8 digits Identifies the date the line item was received PF2 Help 10 digits Displays
123. use the PF keys at the bottom of the screen to view additional document information Document Browse Process State Requisition Number The State Req Number field is used to group documents by a state assigned reference number Including a state requisition number in this field will display a list of all documents that have a state requisition number beginning with the number specified Field Desc ri ptions Required Field Help Available Using PF2 or Action Line State Req 11 digits characters Identify the first state requisition number to be displayed Approvers User Manual Page Vl 18 Screen 286 Document Browse by State Requisition Number cont d Class Doc Completed Docs Screen Information SL CL NT State Req Number Doc Vendor Name Date User Ref Amount St Approvers User Manual 1 character Indicate the class of document on which to inquire 7 character digits Enter the first document number to be displaved 1 character Type Y to include completed documents in the display 1 character Type an X to select a document for display on Screen 278 PF2 Help 1 character Identifies the class of the document as Requisition R Purchase Order P Master Order M Bid B Exempt Purchase E or Limited Purchase L 1 character An asterisk f indicates there are notes attached to the document PF2 Help 9 digits characters Ident
124. ype PRQ in the Document field the screen will display all the requisition documents in your In Box Press PF11 to scroll to the right and view additional information If you wish to view documents on desks where you serve as a substitute go to Screen 911 key in the name for a primary approver on the desk and press lt ENTER gt Approvers User Manual Page III 5 Screen 910 Document In Box cont d Basic Steps Approve or Reject Documents Press lt ENTER gt to scroll through documents in your In Box o an X next to all documents you would like to approve and press PF8 OR Press PF9 to select all of the documents in your In Box This will bring up the Routing Document Information Pop Up Window Type APP in the Action field type Y in the pop up box to confirm that you would like to approve the document and press lt ENTER gt If you are rejecting a document type REJ in the Action field enter the reason that you are rejecting the document in the pop up window provided and press lt ENTER gt to return the document to its creator This will return you to the Routing Document Information window Press PF5 to move to the next document requiring action or press PF4 to return to Screen 910 Field Descri ptions f Required Help Field Help Available Using PF2 or Action Line Document 12 characters digits Enter the document number if known or leave blank to display all documents

Approvers User Manual - The Texas A&M University System

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Approvers User Manual - The Texas A&amp;M University System

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Approvers User Manual - The Texas A&M University System