Departmental Receiving
Contents
1. PRAIRIE VIEW A amp M UNIVERSITY Departmental Receiving Offices of Procurement amp Accounts Payable Training Topics By the end of the session you should e Understand the requirements of Three way matching to generate paynin y e Know how to enter receiving for items purchased in FAMIS by E Doc L Do or Purchase Orders if PRAIRIE VIEW A amp M UNIVERSITY Three Way Match Purchase Agreement Receiving Report Invoice PRAIRIE VIEW A amp M UNIVERSITY Features of Online Receiving Entries are performed by end users PRAIRIE VIEW A amp M UNIVERSITY Features Continued _ e Create the receiving document for all goods and services received A a e Closing a receiving document completes the receiving entry and automatically initiates the payment for a three way me tch e Purchase document Invoice On line Receiving Vendor Payment PRAIRIE VIEW A amp M UNIVERSITY FAMIS Screens For Departmental Receiving transaction the following screens are required 321 Receiving Document Create av 322 Receiving Item Create Vag LA 326 Receiving Document clos Gy PRAIRIE VIEW A amp M UNIVERSITY Required Information e Valid purchase document number PRAIRIE VIEW A amp M UNIVERSITY File Edit Tra nts Options Tools Window Help nsfer Font ee Sp Le Ly pm FOHH2 Record has been successfully added 321 Receiving Document2. Create Dept 11 22 11 11 15 Fy 2012 CC PV Screen J Doc L2H0001 Shipment 2_sof 2 Frere ipment _ gt enter w Shipment Enter Y inner Doc Summary OFFICE SUPPLIES Rec by Dept FADM_ Rec by User WATSON LASHUNDA R Rev Dt 11 20 2011 Carrier NONE_ Carrier Doc Packing Doc a Damaged Weight Ilb SEA Ship to Dept HUBP Received Name CENTRAL RECEIVING WAREHOUSE___ Phone 936 857 4806 Ext ___ Addr REBA BLAND EVANS ST AT FAX ANNE PRESTON ST City PRAIRIE VIEN State TX Zip f 7446___ Country __ ot at a i i ae ee ee ero Purenase Order Information lt s4 93 lt lt see5 Document Dt 11 17 2011 Vendor 17427583948 BRENHAM OFFICE SUPPLY SERVICE Start Dt Cat LP User Ref 110306 H0000 FOB End Dt Contact Person Phe Exp Dlvry Dt Buyer Ph Enter PF1 PF PFJ PF Pa PF SPF o Ps PFB PF 9 PFI B PFI IPF 2e Hmenu Help EHelp Next DDesc Cnc Addr RNote DNote INote Create a New Receiving Doc Advance to screen 321 Type a valid reference number PO E Doc Py Doc Enter the number of the shipment le Shipment 1 of a Q a a O F gt D gt Q Q r D 5 tF D Q Q 5 Q D S D J AN Press enter you should now see the information PRAIRIE VIEW A amp M UNIVERSITY Modify an Existing Document Enter the date received carrier or NONE if unknown and the total number of a
3. Match Purchase Agreement Receiving Report Invoice PRAIRIE VIEW A amp M UNIVERSITY Questions Comments Concerns FAMIS User Manual htto www tamus edu offices famis usermanuals Procurement Office or Accounts Payable Office 936 261 1902 Irwatson pvamu edu payables pvamu edu PRAIRIE VIEW A amp M UNIVERSITY
4. ll oa Ve received ara db e Add any other additional information PRAIRIE VIEW A amp M UNIVERSITY AAE File Edit Transfer Fonts Options Tools FPE v Window Help Da a FHHH3 Record has been successfully modified 322 Receiving Item Create BRENHAM OFFICE SUPPLY SERVICE 11 22 11 11 12 PY 2812 CG PY Screen ff Doc L200001 Shipment i __ Item j __ Pg 1 of 1 Viewed Pgls Qty Accepted Total Current Item UOM Ordered Other shps f epted Shipment Qlty 1 08 FA_ 5 08 aay Receiver Accept 2 80 Desc display stands Reject a 2 0 EA 10 00 3 00 Accept 3 00 Desc speakers Reject Accept Desc Reject Accept Desc Reject Accept Desc Reject xxx End of Items List xxx Enter PFI PFB PF 3 PF PFS PF 6 4 PFT PFB PF 9 PFI D PFI PF 2 Hmenu Help EHelp Next AcScr Bkwd Frwd RNote AcAII RDesc Accepting Items Received e Tab to the Total Accepted field and enter the number of items received PRAIRIE VIEW A amp M UNIVERSITY To Reject Items e Use F5 to advance to screen 322 or enter the screen number and press enter e Tab to the Reject field and enter the lt number of items being rejected PRAIRIE VIEW A amp M UNIVERSITY y Window Help AA ee a ao File Edit Transfer Fonts Options Tools FPE 29 Ea S a a F3148 Document L200001 001 closed successfully 326 Receiving Document Close 11 22 11 11 14 FY 2012 CC PV Screen Doc L200001 Shipment 1__ of 1 Doc Sum
5. mary OFFICE SUPPLIES Rec by Dpt FADM Rec by User WATROST Date 11 19 2011 Carrier NONE Carrier Doc Pieces Total 5 Damage Current Status CLOSEDe LEnter to close Close Receiving Document Y N to Reopen if closed Cancel Receiving Document N N to reinstate if cancelled aie sie tne re near or Purchase Order Information lt lt s lt 004s lt srer5 6 ns 45 5 lt lt Dates gt gt Vendor 17427503940 BRENHAM OFFICE SUPPLY SERVICE Document 11 17 2011 Cat LP User Ref 110306 QH0008 Exp Di vry Contact Person Ph Prior Inv Forced Buyer Ph Enter PF l lt PFe Pig PFa PFP F6 PF PFEP FP o FP 10 F 1 PFI 2e Hmenu Help EHelp Next Notes Items Closing the Receiving Document za e Use F5 to advance to screen 326 or type gt screen 326 and enter the reference Ay number PO E Doc L Doc in the DOC field e Enter Y in the Close Receiving Docum rt field and press enter X j e The document is now closed and wh way match check is initiated PRAIRIE VIEW A amp M UNIVERSITY Helpful Tips e Receiving transactions are required for all purchases e Carrier Field must be completed on Screen 321 4 Ao list of Carriers can be viewed when a is typed in the carrier field g e Enterer must retain the Receiving tort CZ preferably in the Departmental Monthly oy nt Review Binder e State and University guidelines still apply PRAIRIE VIEW A amp M UNIVERSITY Three Way
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