FAMIS Requisition Entry

1. FAMIS Requisition Entry Office of Procurement, Contracts, and Reconciliation

2. 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

3. Basic Information • Requisition = Request • Provides clear and detailed specifications • Biddable items > $5000 • Budget Approval • Timeliness & deadlines • Encumbers funds • Purchase Order = Authorization to Purchase

4. Requisition Routing Creator Dept 1 signer Dept 2 signer Central Processing Buyer Purchase Order

5. 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

6. 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/) Required Information

7. 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)

13. Your Event Here DOCUMENT ROUTING SCREEN 914

18. 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

20. 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

21. 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

22. 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

23. PROCUREMENT, CONTRACTS and RECONCILIATION OFFICE • W. Kay PeavyDirectorE-mail: wkpeavy@pvamu.eduPhone: (936) 261-1933 • Jim NelmsProcurement Supervisor & HUB CoordinatorE-mail: janelms@pvamu.eduPhone: (936) 261-1932 • Marie RobinsonFinancial AssociateEmail: bmrobinson@pvamu.eduPhone: (936) 261-1934 • Richard HamiltonHUB Assistant & BuyerE-mail: rwhamilton@pvamu.eduPhone: (936) 261-1914 • Michael L. Simms, Sr. • Buyer • E-mail: mlsimms@pvamu.edu • Phone: (936)-261-1935 • Anthony M. Barnes • Buyer • E-mail: ambarnes@pvamu.edu • Phone: (936) 261-1902 • Randy MillinContract Supv./Procurement SpecialistE-mail: rlmillin@pvamu.eduPhone: (936) 261-1930 • Lashunda WatsonProcurement & Contract SpecialistE-mail: lrwatson@pvamu.edu Phone: (936) 261-1937