CREATING AN ELECTRONIC REQUISITION R DOCUMENT

Transcription

1 CREATING AN ELECTRONIC REQUISITION R DOCUMENT IN THE FAMIS PURCHASING MODULE AT TEXAS A&M UNIVERSITY-KINGSVILLE 1

2 CREATING AN ELECTRONIC REQUISITION (CAP LOCK FOR FAMIS ACTIVITY) 1. Access screen 68 to secure necessary information to prepare the electronic requisition: If you know the accounts to use, enter at the account field. If you do not know the accounts,but do know the department, enter the dept code at the dept field and select the proper accounts to use. 2. Department and Sub Department names are required in order to create and route a requisition and they must match the account number. 3. See the Blue rectangle-write down the account/support account/department/sub-dept name. 4. If you intend to charge this purchase to more than one account be sure to secure this information for each account. 2

3 HEADER PAGE, SCREEN 250 HEADER PAGE, SCREEN Go to screen 250. Enter 250 in the screen field and press the ENTER key. See screen 250 above. 6. Use the tab key to tab to the DOC: field. In the DOC field, type the letters R0 (zero) and press the ENTER key. 7. A message will be display at the top document number will be created automatically. 3

4 HEADER PAGE, SCREEN Today s date will automatically be populated: 9. Tab to the CAT field (Category of order) and type the letters RO (alpha character O)-this identifies this purchase as a regular order. 10. At the USER REF field: Type the account number of one of the accounts you will be using most often it is suggested you select the account that you will be using for supplies. Follow the number with your initials. You do not need to enter the dash-it will populate automatically. The account you select is not critical-this identifier is used to research documents that you have created. 4

5 11. Tab to the CONTACT PERSON field: Enter the person that has the relevant information about this purchase. Who should the purchaser call if additional information is needed regarding this purchase. This is the person who can answer questions pertaining to the specifications and use of the purchased items. 12. Tab to the PH field: Enter the Contact Person s phone number. Enter the Area Code and full 10 digit number. No spaces or dashed are necessary-they will auto fill. 13. Tab to the RESEACH (Y/N) field: Type Y if you are using research funds/account. If not, type N. 14. Tab to the DEPT field: This field should have automatically populated your dept when you pressed ENTER earlier in the screen-this is populated from the access profile that the Security Coordinator assigned you and the routing profile set for you by Strategic Sourcing. 15. If you will be using several accounts to pay for this purchase refer to the information you gathered at step 4 and recorded. Press the function key, F11 key at the top of your keyboard A popup up window will appear. In the left column, beneath your department, type each dept, sub dept that applies to the accounts you will be using. Press ENTER- the information will be displayed and the campus code will automatically populate. Press the ENTER key again and the screen will return to screen 250. See screen above. 16. If you are not using mutiple departments, you do not need to use the F11 key. Tab to the SUBDEPT field and enter this information, if it is applicable. If not, leave the field blank. 5

6 17. Tab to ATTACHMENTS: If you have attachments, enter Y. If not, leave the field blank or type N. This is paper documentation information that you will be forwarding to Strategic Sourcing, such as a quote or specifications. You will be sending these via campus mail, fax or possibly Tab to DOC SUMMARY: This is a short description of the item being purchased. The field is limited, so enter the most descriptive information first,such as, furniture, desk, table, chair. This is an example of what not to enter: This is a purchase for a new position in our department, Mr. Brown, He needs a desk, chair, table. When this is printed, or this screen is accessed at a later time, the actual items being purchased probably will not be displayed. 19. Tab to SOLE SOURCE Y/N: Usually type N -If Y is entered, you will be prompted to complete the next screen justifying the sole source purchase. Even a sole source purchase does not relieve Strategic Sourcing from completing the bid procedure. 20. Tab to the EMERGENCY Y/N field: If it is an emergency, enter(y) and you will be prompted to explain the nature of the emergency. Usually this will be (N). Remember, lack of planning by a department does not constitute an emergency. 21. Tab to CATALOGUE ORDER (Y/N). Enter (N) 22. Tab to the VN ID field: If you know the name of the vendor from which you wish to purchase, enter the first few letters of the vendor name and press the ENTER key. 6

7 23. The above pop up window will appear. Search for the appropriate Vendor Name and Address. Use the F9 key to display additional address information. Place an X beside the correct vendor and press ENTER. The vendor information will populate on the 250 screen. 7

8 24. The completed screen will appear as above. The electronically system generated requisition number is displayed at the top of the screen. If is is not, there will be an error message at the top of the page and the cursor will blink at the field requiring additional data. 25. IT IS RECOMMENDED THAT YOU NOT LEAVE THIS PAGE UNTIL AN R NUMBER IS DISPLAY AT THE TOP OF THE PAGE. IF YOU LEAVE THIS PAGE BEFORE SECURING THE R NUMBER, ALL INFORMATION WILL BE LOST AND MUST BE REENTERED. 8

9 26. The final item to enter, if applicable, are notes furnishing additional information about the purchase. These notes do not appear on the printed purchase order and will not be seen by the vendor. The notes are used to exchange internal information between the creator, approver, signer and Strategic Sourcing. Do not repeat in the notes the item information that will be entered on screen 254. Press F9 to display the notes popup window. Type the information relative to the order or special handling instructions. After completing the note, press ENTER. A time/creator footnote will be added to the notes document. Press F4 to return to screen

10 SHIPPING/INVOICING PAGE, SCREEN 251 We are now ready to go to the next screen to specify the shipping and invoicing addresses. 27. Type 251 in the screen field or press the F5 key and it will open screen Tab to the SHIP TO: ADDR NBR. Usually we will use number 002. This is the address for the Central Receiving department. The code for the System Center in San Antonio is 013. The cursor will automatically move to the INVOICE TO: ADDR NBR. field. Type the numerals 001. This is the address for the Strategic Sourcing office. For San Antonio use 013. When ENTER is pressed the complete name and address are filled. Tab to the ADDITIONAL TEXT LINES area. Enter the source of your price-a quote via fax or . A catalog price or website price is not a valid quote. Enter the quote number or if none is provided, use the date of the quote. If you have the name of the person providing the quote, enter it also. 10

11 LINE ITEM CREATE, SCREEN Press the F5 key to move forward to screen 254. Or, 254 can be typed in the screen field to move forward. The blank screen will appear as below: 30. Tab to the QUANTITIY field. Type the number of items you desire to purchase. 31. Tab to the UOM (Unit of Measure) field. Type the Unit of Measure that is applicable to your purchase. If you are unsure of what UOM abbreviation to use, type? at the beginning of the field and press ENTER. A pop-up table with numerous UOM abbreviations will appear. Type the letter X beside the desired UOM. Press the ENTER key. See the screens below: 11

12 12

13 32. We have selected EA for each. Now we will complete the screen as follows: 13

14 33. Tab to the UNIT PRICE field. Type the price per unit. In our example above we have decided to buy (1) at $3,700. each. Do not enter dollar signs or commas in the price. The decimal must be indexed if other than 00 pennies is desired. The system will calculate the total price-you cannot type in that field. 34. Tab to the DESC field. (At the current time we do not use the other codes: Commodity, Proc Cd, Cost Ref, Part Nbr:) Type the description of the item we are buying. Remember this what the vendor will see. Always enter the part number first because this is how the vendor identifies the item in his inventory system. Then enter a description of the item. We want to enter both number and description so that it is clear to the vendor what we are ordering. If the number and description do not match, we would expect the vendor to notify us for clarification. PLEASE NOTE: The system does not automatically wrap the word at the end of the line. It will not break words at syllable breaks as we would expect. The break must be entered manually by tabbing to the next line at the break you desire. 14

15 35. Tab to the ACCOUNT LINE field. There are several parts on this line. Type the fiscal year, if it does not default. The Campus Code will automatically default-training is AI, production is 17. In the first account field, type the account number. THIS IS WHY WE REFERRED TO SCREEN 68 AT THE VERY BEGINNING OF OUR PURCHASE. WE DID THAT TO ASSURE THAT THE ACCOUNT WE ARE USING MATCHES THE DEPARTMENT/SUBDEPARTMENT CODE AS SET UP IN FAMIS. In the middle field type the support account number. This was determined when we checked screen 68 in step one. You may want to look back at screen 68 at the first step of this exercise. In the third field, type the 4 digit expenditure object code (blue card). If you are using multiple accounts, we will complete the lines that follow. In most cases, you will probably be using only one account. 36. The cursor will automatically tab to the PCT field-percentage. If you are using only one account, enter 100. The system will add the zeros following the decimal. If you are using more than one account, enter the dollar value in the last column for one of the accounts and 100 in the percent column for the other account. This tell the system to charge the fixed amount that you have entered to the first account and 100% of the remaining amount to the other account. Press ENTER. Your screen should now look like the one above. 37. If there is another item to be entered, press ENTER. The system will open a blank 254 screen. An example of the second item after completon, is below. 15

16 38. If the account # to be used is the same as on item # 1, it is not necessary to retype the account line information. Pressing F10 will copy the account information from item # 1 to item # If you have an estimate of freight from the vendor, it is suggested that the freight be identified on the next item screen. An example of the third item after completon, follows: 40. Use FRT as the UOM for shipping costs. The blue object code card lists a code for FREIGHT-5650-IT IS USED INFREQUENTLY. ALWAYS USE THE SAME OBJECT CODE FOR FREIGHT AS YOU USED FOR THE ITEMS BEING PURCHASED. In this example, freight would be charged to o/c 5750, the same as the desk and chair. Freight code 5650 is used when freight is the only item being purchased, such as overnight delivery services- FEDEX, UPS. 16

17 DOCUMENT CLOSE AND ROUTE, SCREEN After entering the last item on screen 254 and pressing ENTER, to complete the screen, press F5 or type screen 256 in the SCREEN field. This will open the Close Document screen. 42. Tab to the CLOSE DOCUMENT field at the bottom and type Y, to close the document. Press ENTER. 43. A pop-up window will ask if you want to submit the document to routing. Type Y to route, leave blank the question to submit to ADDITIONAL ROUTING. Press ENTER. 17

18 18

19 44. The finished document should look like the screen above with the message at the top stating Document is now at desk SIGNER DSK in Office PALOALTO on campus AI. The office/desk will vary depending on how many offices are sharing in the payment and where it is in the electronic routing/approval process. 19

20 45. Enter screen 914 in the SCREEN field to locate the document in the routing process. THE END 20