FAMIS Requisition Entry

Office of Procurement, Contracts, and Reconciliation

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

Requisition Routing

Dept 1 signer Dept 2 signer Central Processing Buyer Creator Purchase Order

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.tam

us.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)

DOCUMENT ROUTING SCREEN 914 Your Event Here

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

PROCUREMENT, CONTRACTS and RECONCILIATION OFFICE • • • •

W. Kay Peavy

Director E-mail: [email protected]

Phone: (936) 261-1933

Jim Nelms

Procurement Supervisor & HUB Coordinator E-mail: [email protected]

Phone: (936) 261-1932

Marie Robinson

Financial Associate Email: [email protected]

Phone: (936) 261-1934

Richard Hamilton

HUB Assistant & Buyer E-mail: [email protected]

Phone: (936) 261-1914 •

Michael L. Simms, Sr.

Buyer E-mail: [email protected]

Phone: (936)-261-1935 • •

Anthony M. Barnes

Buyer E-mail: [email protected]

Phone: (936) 261-1902 •

Randy Millin

Contract Supv./Procurement Specialist E-mail: [email protected]

Phone: (936) 261-1930

Lashunda Watson

Procurement & Contract Specialist E-mail: [email protected] Phone: (936) 261-1937