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Training Topics• By the end of the session you will know how to:
-Create / Modify Requisitions
-Enter and Re-enter Notes to a Requisition
-Conduct Flag Maintenance on a Requisition (Recall)
-Track Routing of Requisitions
-Manage FAMIS In-Box
Basic Information
• Requisition = Request• Provides clear and detailed specifications• Biddable items > $5000
• Budget Approval
• Timeliness & deadlines
• Encumbers funds• Purchase Order = Authorization to
Purchase
FAMIS Screens
For each Requisition entered into the system, the following screens are required:
-250 Requisition Header-251 Shipping and Invoice Information-254 Line Item Entry-256 Close and Route
Additional screens which may be used:-253 Sole Source Justification and Information-258 Requisition Flag Maintenance
Required Information
• FAMIS Department/Sub-dept Code (Screen 068)
• All Expense Accounts
• Vendor Number/Name & Address
• User Reference (department assigned reference #)
• Shipping & Invoice Address
• Correct Object Code (http://apps.system.tamus.edu/objcodes/)
Preliminary Steps
• Use FAMIS screen 68 to identify all dept/sub-dept codes relevant to accounts to be expensed
• Use: http://apps.system.tamus.edu/objcodes to aid in assignments of correct object codes
• If vendor is not set up in FAMIS, request vendor to complete and return a W-9 form to Accounts Payable (See Business Affairs Forms Library)
Adding Notes to an Inbox Document• Select the document from your inbox (FAMIS
Screen 910)
• Press F6 to review the document Summary
• Press the F9 key to enter notes to the document
• The originator will receive notification and will be able view notes
• Documents with notes will be flagged by an asterisk (*) in your inbox
Further Processing
• The requisition is routed to a central desk, then assigned to a buyer
• Once all of the supporting documentation has been received ,the assigned buyer reviews, takes necessary actions, and transfers the requisition into a purchase order. A copy of the purchase order is forwarded to the vendor and the department
• The copy sent to the vendor places the order
Further Processing cont’d
• The goods or services are rendered by the vendor
• The vendor submits an invoice referencing the purchase order number to Accounts Payable
• Accounts Payable enters the invoice information into the system, and the payment is disbursed to the vendor by mail or direct deposit
Questions, Comments, Concerns
FAMIS User Manual:
http://www.tamus.edu/offices/famis/usermanuals/
Procurement, Contracts and Reconciliation Office http://www.pvamu.edu/procurement/
Phone: 936-261-1902
• W. Kay PeavyDirectorE-mail: [email protected]: (936) 261-1933
• Jim NelmsProcurement Supervisor & HUB CoordinatorE-mail: [email protected]: (936) 261-1932
• Marie RobinsonFinancial AssociateEmail: [email protected]: (936) 261-1934
• Richard HamiltonHUB Assistant & BuyerE-mail: [email protected]: (936) 261-1914
• Michael L. Simms, Sr.BuyerE-mail: [email protected]: (936)-261-1935
• Anthony M. BarnesBuyerE-mail: [email protected] Phone: (936) 261-1902
• Randy MillinContract Supv./Procurement SpecialistE-mail: [email protected]: (936) 261-1930
• Lashunda WatsonProcurement & Contract SpecialistE-mail: [email protected] Phone: (936) 261-1937
PROCUREMENT, CONTRACTS and RECONCILIATION OFFICE