Buy A&M Org Admin - Tips and Techniques

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1 Buy A&M Org Admin - Tips and Techniques Supprt Site A site has been created t prvide access t training materials, system links and Security Administratr infrmatin fr the Buy A&M system. This site will be updated as new supprt dcumentatin is released. Buy A&M Org Admin Tips and Techniques Page 1

2 Buy A&M Org Admin Tips and Techniques (cnt d) Updating Annuncements T add/update/delete an annuncement/new item that EVERY user f a specified rganizatin can see in the News tab: Lg in as an Organizatin Administratr (r Internal Administratr) Yur Current Organizatin shuld be pinting t yur campus make sure it is pinting t yur target audience. The news yu add will nly be available t thse in the current Organizatin. Select the System Cnfiguratin tab (Internal Administratrs will select Administer Agency ). Select Maintain News Nte: The display f message is cntrlled by effective dates. There is n need t remve an expired message. In fact, fr items like system upgrades, etc., yu may wish t reuse them fr the same purpse at a future date. T Add an new message, select Add New Items : Fill in the effective date, end date, categry, display t audience, title, news message, and link, if necessary. Nte that yu are limited t 250 characters in the News descriptin. Yu might want t type yur news item in an Excel cell (A1, fr example). Then, write a frmula in the next cell that says: =LEN(TRIM(A1)). The results f that cell will shw the number f characters yu have in yur descriptin. If yu are signed n t the Agency Org (AM00), yu can select Select System Wide at the Organizatin Display ptin. If yu are nt signed in at the Agency Org (AM00), yu will see an Organizatin Display checkbx. Select Save & Exit If yu need t make changes, fllw the Update an existing message instructins. T Update an existing message, select Maintain News Items : Chse the News Item yu wish t mdify by clicking n the underlined number f the item. Mdify the effective date, end date, categry, display t audience, title, news message, and link, if necessary. If yu are signed n t the Agency Org (AM00), yu can select Select System Wide at the Organizatin Display ptin. If yu are nt signed in at the Agency Org (AM00), yu will see an Organizatin Display checkbx. AM00 is available fr a selected grup f users nly. Select Save & Exit Buy A&M Org Admin Tips and Techniques Page 2

3 Buy A&M Org Admin Tips and Techniques (cnt d) Header and Navigatin Bars User Rles Primary Rles: The tabs indicate the rle the user is in when wrking in Buy A&M. When addressing questins frm users, yu will want t verify their active tab. Departmental Access prcesses departmental dcuments Basic Purchasing prcesses purchases ver the departmental limit Accunts Payable prcesses invices t facilitate feed t FAMIS fr payment Other Rles: Organizatin Administratr cmplete Org Admin tasks Internal Administratr cmplete 000 Agency level tasks, reserved fr FAMIS Services Vendr Administratr - prcess Vendr Administratr tasks Cmmn questins are I have access t.., but I cannt see that ptin. This usually happens when users with multiple rles are in the wrng rle (tab) fr the actin they are trying t take. Advanced Search: Buy A&M Org Admin Tips and Techniques Page 3

4 Buy A&M Org Admin Tips and Techniques (cnt d) Adding FPC Prject Addresses T create, mdify r inactivate a Prject address fr FPC, yu must be n the Organizatin Administratr tab. Select Administer Agency Select Department/Apprval/Users tab Select Maintain Agency Organizatins/Departments/Lcatins buttn Select Maintain Organizatin Departments buttn Select 01FAPC department hyperlink frm the list f departments Nte: Ship T Addresses have a prefix f F and Bill T Addresses have a prefix f P. Additinally, each department in BAM has a unique last character f their address cdes; fr FAPC this is B. With this in mind, the frmat fr Ship T Addresses will be FzzB and the frmat fr Bill T Addresses will be PzzB, where zz represents then next available sequence Set up Ship T Address Find the last Ship T Address assigned (zz) (It shuld be in the middle f all the addresses, s mve t a page in the middle and psitin frm there) Identify a Ship T address t that has the same prject manager as the ne being set up. This will be used t cpy infrmatin t the new address. Suggested prjects t cpy frm: 1. Bruce Karr F01B - 2. Pete Schmid F10B - 3. Randy Wipke F30B - 4. Russ Wallace F39B - Select Add Department Address at the bttm f the listing. Enter the fllwing infrmatin: 1. Department Suffix ID: Use the next Ship T address number (see step 4.a.i), it will be referred t as zz belw. Ex: F50B where 50 is zz. 2. Department Suffix Name: Fzz - Prject Accunt Part Initials Prject Name PRcc-nnnn Example: F TAMU West Campus Husing Streets & Infrastructure Pr Status: Active a. Yu may then chse t cpy the address infrmatin by selecting the eyeglasses icn t the right f Cpy frm a Department Address. Buy A&M Org Admin Tips and Techniques Page 4

5 Buy A&M Org Admin Tips and Techniques (cnt d) Chse ne f the prject manager s ther BAM addresses as listed abve, and typing the Ship T ID in the Department Suffix ID field and clicking the Find It buttn Click the radi buttn in the Select clumn and then click the Select buttn t bring the infrmatin int the new address set up. Yu are then able t change the apprpriate infrmatin as listed belw 1. Cntact Name: Attn: xxxxxx where xxxxx is Prject Manager s name frm abve (Ex: Attn: Bruce Karr) 2. Address Line 1: Part Initials cc-prject Number 3. Address Line 2-4: Street Address f Prject 4. Cuntry, City, State, Zip: Self Explanatry 5. Phne: Prject Manager s Phne Number 6. Prject Manager s Phne Select Save & Exit Buy A&M Org Admin Tips and Techniques Page 5

6 Buy A&M Org Admin Tips and Techniques (cnt d) The Ship T address has nw been created: Yu may als chse t nt t cpy frm an existing address and create the address manually Enter the apprpriate infrmatin as listed belw Cntact Name: Attn: xxxxxx where xxxxx is Prject Manager s name frm 4.a.ii. (Ex:Attn: Bruce Karr) Address Line 1: Part Initials cc-prject Number Address Line 2-4: Street Address f Prject Cuntry, City, State, Zip: Self Explanatry Phne: Prject Manager s Phne Number Prject Manager s Phne Select Save & Exit The Ship T address has nw been created: Set up Bill T Address Identify an address cde t be created. Use the same address number as was used fr the Ship T address, but prefix it with a P instead f an F. This ne will be P50B instead f F50B Identify a Ship T address t that has the same prject manager as the ne being set up. (Use the same ne used fr the Bill T address, but prefix it with a P instead f an F.) This will be used t cpy infrmatin t the new address. Suggested prjects t cpy frm: Bruce Karr P01B - Pete Schmid P10B - Randy Wipke P30B - Russ Wallace P39B - Select Add Department Address at the bttm f the listing. Buy A&M Org Admin Tips and Techniques Page 6

7 Buy A&M Org Admin Tips and Techniques (cnt d) Enter the fllwing infrmatin: Department Suffix ID: Use the next Ship T address number (see step 4.a.i) It will be referred t as zz belw. Ex: P50B where 50 is zz. Department Suffix Name: Pzz - Prject Accunt Part Initials Prject Name PRcc-nnnn Example: P TAMU West Campus Husing Streets & Infrastructure Pr Status: Active Yu may then chse t cpy the address infrmatin by selecting the eyeglasses icn t the right f Cpy frm a Department Address. Chse ne f the prject manager s ther BAM addresses as listed in 4.a.ii, and typing the Ship T ID in the Department Suffix ID field and clicking the Find It buttn Click the radi buttn in the Select clumn and then click the Select buttn t bring the infrmatin int the new address set up. Buy A&M Org Admin Tips and Techniques Page 7

8 Buy A&M Org Admin Tips and Techniques (cnt d) Yu are then able t change the apprpriate infrmatin as listed belw 1. Cntact Name: Attn: xxxxxx where xxxxx is Prject Manager s name frm abve (Ex: Attn: Bruce Karr) 2. Address Line 1. ************ ATTENTION ************ 3. Address Line 2: **** DO NOT MAIL INVOICE ****** 4. Address Line 3: *** INVOICE VIA ONLY *** 5. Address Line 4: ****** ALL BILLS BY ******* 6. Cuntry, City, State, Zip: Self Explanatry, there is n mailing address, s this just needs t valid infrmatin 7. Phne: Prject Manager s Phne Number 8. E-Builder address as listed in nte belw. Select Save & Exit The Bill T address has nw been created: Yu may als chse t nt t cpy frm an existing address and create the address manually Enter the apprpriate infrmatin as listed belw Cntact Name: Attn: xxxxxx where xxxxx is Prject Manager s name frm abve. (Ex: Attn: Bruce Karr) Address Line 1: ************ ATTENTION ************ Address Line 2: **** DO NOT MAIL INVOICE ****** Address Line 3: *** INVOICE VIA ONLY *** Address Line 4: ****** ALL BILLS BY ******* Cuntry, City, State, Zip: Self Explanatry, there is n mailing address, s this just needs t valid infrmatin Phne: Prject Manager s Phne Number E-Builder address as listed in nte belw. Select Save & Exit Buy A&M Org Admin Tips and Techniques Page 8

9 Buy A&M Org Admin Tips and Techniques (cnt d) The Bill T address has nw been created: Add a new Department Lcatin. Yu need t d this because the Bill T address must be the default fr the department/lcatin. At bttm f the Lcatin List, select Add Lcatin buttn Infrmatin filled in shuld be: Lcatin id last 4 digits f the prject number (example belw: it will be 3173) Department: Leave as 01FAPC Lcatin Name: Prject Accunt Part Initials Prject Name PRcc-nnnn (where cc-nnnn is Part-Prject Number.) Example: TAMU West Campus Husing Streets & Infrastructure Pr Ship T Department Address: Click n the Eyeglasses Icn and select the FzzB ( Bill T Address yu just added) Bill T Department Address: Click n the Eyeglasses Icn and select the PzzB ( Bill T Address yu just added) The fllwing shuld nt be changed frm checked and filled in inf: 2. Allw requisitins 3. Allw Bid/Qute 4. Allw Open Market PO 5. Open Market PO dllar limit - $0 6. Req Required 7. Add Ship-T Address Allwed Select Save and Exit The Department Lcatin has been created: Buy A&M Org Admin Tips and Techniques Page 9

10 Buy A&M Org Admin Tips and Techniques (cnt d) In Buy A&M (BAM), AP users must be given access t every department they will prcess dcuments fr, but there is nt an All Departments/Lcatins ptin. S, the last step in adding an FPC Prject t Buy A&M (BAM) is t add the new lcatin t all users with the Accunts Payable Rle. While still in the Organizatin Administratr rle, Select Administer Agency Select Department/Apprval/Users tab Select Maintain Agency Users buttn On the User Maintenance Screen, all users will be listed. T limit the display t active users with the Accunts Payable rle, select Active under Status and select Accunts Payable under User Rle then click Find It Select the first user by clicking n the hyperlink fr their Lgn ID On the User Maintenance screen, click the Edit buttn t the right f AP Lcatin Privileges t add the new lcatins. Click the Add All Dept/Lcs at the bttm f the screen t ensure all will be added, including the ne that was just created. Buy A&M Org Admin Tips and Techniques Page 10

11 Buy A&M Org Admin Tips and Techniques (cnt d) Click Cancel & Exit t return t User Maintenance screen. Click Exit t return the User Maintenance listing. Repeat steps 3a thrugh 3g fr all users with the Accunts Payable Rle. Fr SOBA users that have Departmental Access and the Accunts Payable Rle, bth Lcatin Privileges and AP Lcatin Privileges will need t be mdified t add all lcatins. i. Lcatin Privileges are added similar t AP Lcatin Privileges Buy A&M Org Admin Tips and Techniques Page 11

12 Buy A&M Org Admin Tips and Techniques (cnt d) Buy A&M Org Admin Tips and Techniques Page 12

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