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

Creator

Dept 1 signer

Dept 2 signer

Central Processing

Buyer

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.tamus.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)

Your Event Here

DOCUMENT ROUTING SCREEN 914

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

• 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.BuyerE-mail: mlsimms@pvamu.eduPhone: (936)-261-1935

• Anthony M. BarnesBuyerE-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

PROCUREMENT, CONTRACTS and RECONCILIATION OFFICE