RPA QUICK REFERENCE GUIDE When you receive an invoice to be processed that is not on a PO you will create a RPA document. If it is an invoice for a BAM PO or AggieBuy PO send to invoices@tamu.edu. From the Department Access tab you will select Documents, Requisitions and New
RPA General TAB ** (1) If you process for multiple System parts then be sure that you are in the correct organization Short Description (2) Required field enter description of the payment. This will be the Doc Summary/Description that you see on the account in FAMIS. Department (3) Required field This field will be prepopulated based upon default department in user s profile, if processing for another department select the department from the drop down. Location (4) Required field This field will be prepopulated based upon default department in user s profile, if processing for another department select the department from the drop down. Requisition Type (5) Select RPA in the requisition type drop down. RPA Goods Received Date (6) enter the date that you actually received the goods/services. This field is not required but must be entered on all RPA documents. This date is used in Prompt Payment Interest Calculation Special Payment Handling (7) not a required field will need to be entered for if special handling is needed (enclosure copy, pick up check, wire transfer etc.) Rush Payment (8) not a required field Only select rush if payment is due within 5 business days. Save & Continue (9) click save and continue prior to selecting another tab, otherwise information will be lost. 1 2 3 4 5 6 7 5 8 9 After you save you will receive a requisition number and the status will show In Progress. Now go to the Items tab
RPA Items TAB From the items tab select Add RPA item (1) 8 Description (2) Required field enter description of the items being paid for. Inventory items cannot be grouped Use generic terms Any notes for AP should be included in the line item description (call Sam at x-xxxx to pick up check, rush reason, etc.) Invoice # (3) Required field enter the supplier invoice number exactly has it appears on the invoice You cannot combine invoices on the line item but you can add additional items (Save & Add new) to enter additional invoices from the same vendor Invoice Date (4) Required field enter the actual invoice date Quantity (5) Required field Unit Cost (6) Required field If purchasing equipment then make sure that the quantity and unit price are per item not combined NIGP Class (7) Required field click on the magnifying glass to search for the code (see next page for detail) If you do not have any additional items/invoices to enter click Save & Exit and go to the Vendors tab Note (8) notice that under the items tab there are address, accounting and notes. This allows the end user to add accounting or notes to the line item (accounting should be entered at the header first and then come back to add line item accounting, addresses will never need to be set at the line level, notes are only for the department, no accounts payable). 1 2 3 4 5 6 7
NIGP Search You need to enter the NIGP code NIGP Keyword Search for the item that you are paying for Select the code that matches what you are paying for Scroll to the bottom of the page and Save & Exit This will pull the NIGP code to your RPA and take you back to the items tab on the RPA Go to the Vendor Tab Then select Lookup & Add Vendor to search and select a vendor that is already set up in Buy A&M If wanting to request a new pay only vendor to be set up in Buy A&M, select Add New Vendor.
2 1 Lookup & Add Vendor will open the search box so you can search for the vendor Enter the vendor name (1) and click Find It (2) Scroll to the bottom of the page to see the search results Select the vendor (3) Add Vendor (4) This will take you back to the vendors tab on the requisition. 3 4 If Add New Vendor is selected it will open a form to be completed Fill out the required fields, ones with * Scroll to the bottom of the page and select Save & Add to Requisition This will take you back to the vendors tab Attach the W-9 and direct deposit form to the requisition This will notify FMO that a new vendor needs to be created. The RPA will not be able to be submitted until the new vendor is set up in Buy A&M. Once the vendor is set up the requestor will receive notification from the vendor administrator. The vendor can then be added and requisition submitted.
1 2 4 3 Remit-to Address (1) There could be several types of address listed. Make sure that the address you select states REMIT TO and if shown choose the one that says EFT (if there is not a remit to address or the address you need is not listed contact vendorhelp@tamu.edu to have the address updated/added Payment Terms (2) Select the appropriate payment terms. You will only see terms that are available for the vendor Freight Terms (3) This is an RPA so the freight should be included in the items or have a separate line item added so you do not need to do anything with this. Note All three of the above items will default from the vendors profile, so these fields may just need review to verify accuracy. Select Save & Update Payment Due Date (4) Since you are processing a RPA you can skip the Address tab and go to the Accounting tab Click on the accounting tab and then on the magnifying glass to search for the account. The above will apply accounting at the requisition header level. If a line item needs different accounting than the header, it must be applied at the line item level. Which is under the Items tab and then select Accounting.
2 1 Account Code (1) Enter the items you want to search for. You can search for the account code, support account or department name Select Find It (2) Scroll through the results and select (3) the account you need Scroll to the bottom of the page and select (4) That will pull that account back to the RPA 3 4
1 2 When you select the account it will bring you back to the accounting tab. If you only have one account click on Save Based on Percentages (1) then click on Rebuild for All Items (2) If you have multiple accounts (split accounting) then enter the percentage or the dollar amount to be charged on this account and Save Based on Percentage (or Dollars) This will add another line so that you can enter a second account Continue adding accounts as needed When all of the accounts have been added select Save Based on Percentages (or Dollars depending on whether you are doing a percentage or amount split) then click on Rebuild for All Items Now go to the Attachments tab
ALL RPA documents should have an attachment Click Add File Then click Browse and find the invoice that you have saved to your computer and attach it. If you have multiple invoices or multiple attachments repeat for each and then click Save and Exit. Note currently BAM does not allow for the creator to record the invoice received date on the RPA request, so please be sure that is part of the attached documentation. Notes do not flow to the invoice so, any notes added are internal departmental notes If there are any special payment instructions or notes for AP then those should be included in the line item description Go to the Summary tab
From the Summary tab you can review all of the information that has been entered. Verify the information entered is correct and adjust as needed When you are ready to submit for approval, click on Submit for Approval and then OK on the pop up
After you have submitted the RPA you will see the approval path for the RPA Click Continue 1 2 The status while you were working on the document was In Progress (1) Once you have submitted it the status will change to Ready for Approval (2) Once the RPA has been approved the status will be Complete Receipt. This process will submit the invoice automatically to Accounts Payable for processing and will be worked based upon due date order. For questions about RPA documents or any Buy A&M questions, email buyhelp@tamu.edu