Vendor Information User Manual - The Texas A&M University System

Vendor Information User Manual - The Texas A&M University System
Vendor Information
User Manual
Version 3.2
February 2011
FAMIS Services
The Texas A&M University System
 2011 The Texas A&M University System – All Rights Reserved
Vendor Information User Manual Page I‐2 Introduction The purpose of this manual is to assist in accessing and utilizing information in the Purchasing Vendor Information section of Financial Accounting Management Information System (FAMIS). FAMIS is an accounting system that responds to financial regulations applicable to educational institutions. All applications access a common database that allows different users to access identical information. Other applications include Financial Accounting, Accounts Payable, Accounts Receivable, Purchasing and Sponsored Research. All associated screens and processing information are included along with field descriptions. All of the required fields are marked for your convenience. By utilizing the information and guidelines contained in this manual, a user should be able to access vendor information, in order to accurately create and modify vendor information. The FAMIS User Manuals are in a constant state of revision, due to screen updates, changes in procedures, or any one of a multitude of reasons. If you would like to make suggestions or call attention to errors, please contact us at (979) 458‐6450, or copy the page with the error, note the correction or suggestion and send it to: College Station based: FAMIS Services The Texas A&M University System 1144 TAMU College Station, TX 77843‐1144 Non‐College Station based: FAMIS Services The Texas A&M University System 200 Technology Way, Suite 2180 College Station, TX 77845‐3424 Vendor Information User Manual Page I‐3 Table of Contents I Introduction M11, M21, PAGE Vendor Information Menus ............................................................ I‐6 II Vendor Information (Accounts Payable) Screen 101 Screen 102 Screen 103 Screen 120 Screen 132 Screen 143 Screen 160 Screen 162 Screen 170 Screen 173 Screen 174 Basic Concepts ................................................................................ II‐3 Vendor Numbers ...................................................................... II‐3 Vendor Names ......................................................................... II‐3 Vendor Search Process ............................................................ II‐5 FAMIS Screens ......................................................................... II‐7 Vendor Information Process .................................................... II‐7 Search Vendor ID Numbers ............................................................ II‐9 Search Vendors by Name ............................................................... II‐14 Add/Modify FAMIS Vendor Information ........................................ II‐16 Add a New Vendor Record....................................................... II‐17 Modify an Existing Vendor Record .......................................... II‐17 Add/Update Vendor Aliases ........................................................... II‐25 Add a New Alias ....................................................................... II‐25 Modify Vendor Name Aliases .................................................. II‐25 Drop a Vendor Name Alias ....................................................... II‐26 Vendor History ............................................................................... II‐27 Make 1099 Vendor Updates .................................................... II‐27 Set/Reset Vendor Flags .................................................................. II‐30 Hold Flag .................................................................................. II‐30 Freeze Flag ............................................................................... II‐31 Drop and Delete Flag Maintenance ......................................... II‐31 Delete Flag ............................................................................... II‐31 Drop Flag .................................................................................. II‐31 Exclude Vendor from HUB Process .......................................... II‐31 Invoices by Vendor Inquiry ............................................................. II‐34 Voucher Inquiry by Vendor ............................................................ II‐37 Voucher Inquiry by Alternate Vendor ............................................ II‐42 State HUB Vendor ID Search .......................................................... II‐45 State HUB Vendor Name Search .................................................... II‐48 III Vendor Information (Purchasing) Screen 201 Screen 203 Screen 204 Vendor Change Log ........................................................................ III‐3 Vendor Add / Modify ...................................................................... III‐7 Send New Setup to TINS .......................................................... III‐9 Send Changes to TINS .............................................................. III‐9 Add/Modify Purchasing Vendor Information ................................. III‐17 Add New Vendors .................................................................... III‐18 Temporary Vendors ................................................................. III‐18 Comments on the Vendor Address .......................................... III‐18 Vendor Information User Manual Page I‐4 Table of Contents (cont’d) PAGE Screen 205 Screen 206 Screen 207 Accounts Payable Vendor Information .......................................... III‐26 Add a New Vendor Record....................................................... III‐27 Modify an Existing Vendor Record .......................................... III‐27 Vendor Ownership Information ..................................................... III‐34 Vendor ACH Information ................................................................ III‐38 New Fields ................................................................................ III‐39 Prenotes ................................................................................... III‐39 Security .................................................................................... III‐40 Delete ....................................................................................... III‐40 IV Vendor on Hold Screen 171 Screen 172 Screen 175 Screen 209 V TINS VI Appendix Basic Concepts ................................................................................ IV‐3 File Processing ......................................................................... IV‐3 Check Cycle Processing ............................................................ IV‐3 State Voucher Cycle ................................................................. IV‐4 Screen Changes ........................................................................ IV‐4 Vendor Search Windows ......................................................... IV‐4 State Hold Vendor ID Search .......................................................... IV‐5 State Hold Vendor Name Search .................................................... IV‐8 Vendors Held by Agency ................................................................ IV‐11 State Vendor Hold Maintenance .................................................... IV‐14 Place on Hold ........................................................................... IV‐14 Release from Hold ................................................................... IV‐15 FAMIS Interface with TINS .............................................................. V‐3 User Process ............................................................................. V‐3 Feed to State ............................................................................ V‐3 FAMIS Processing of Online Screen Entry ................................ V‐4 Error Reports from State ......................................................... V‐4 FAMIS Screens & Screen Changes ........................................... V‐4 Instructions ..................................................................................... VI‐3 Standard PF Keys ............................................................................ VI‐8 Vendor Screens List ........................................................................ VI‐16 Glossary .......................................................................................... VI‐18 Vendor Information User Manual Page I‐5 Vendor Menus Menu M11 ‐ Accounts Payable Inquiry and Vendor Menu M11 Accounts Payable Inquiry and Vendor Menu
Screen: ___
Vendor: ___________
Voucher: _______
*------- Vendor Information ------*
M21 Vendor Information Menu
171
172
173
174
175
06/15/09 10:45
FY 2009 CC 02
State Hold ID Search
State Hold Name Search
State HUB ID Search
State HUB Name Search
Vendors Held by Agency
*------- Batch Information -------*
124 Session/Batch Header List
127 Transaction Inquiry by Batch
*------- Voucher Inquiry ----------*
160 Invoices by Vendor Inquiry
161 Voucher Inquiry by Voucher Nbr
162 Voucher Inquiry by Vendor
163 Voucher Inquiry by Acct, Dept Ref
164 Voucher Inquiry by PO Number
165 Outstanding Voucher Inquiry
166 Pending Voucher Inquiry
167 Voucher Inquiry by Dept. Ref
168 Voucher Total Inquiry
169 Voucher Line item Inquiry
170 Voucher Inq. by Alt. Vendor
178 Vouchers by Reconciliation Bank
*------- Check Inquiry -----------*
177 Check List
*--------- Other Menus ----------*
185 Outstanding Check List
M18 1099/W2 Menu
186 Vouchers by Check Inquiry
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Menu M21 ‐ Vendor Information Menu M21 Vendor Information Menu
06/15/09 10:46
FY 2009 CC 02
Screen: ___
* --------- Vendor Information -------------- *
201 Vendor Change Log
203 Vendor Add/Modify
204 Vendor Purchasing Create
205 Vendor Payables Create
206 Vendor Ownership Information
207 Vendor ACH Information
209 State Vendor Hold Maintenance
143
101
102
120
132
Vendor
Vendor
Vendor
Vendor
Vendor
Flag Set/Reset
Number Search
Name Search
Alias Maintenance
History
173 State HUB ID Search
174 State HUB Name Search
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Vendor Information User Manual Page I‐6 Section II
Vendor Information
Accounts Payable
Vendor Information User Manual
Page II-2
Vendor Basic Concepts
Vendor Numbers
•
FAMIS Vendor ID numbers are necessary to process a voucher and are comprised of
three parts:
o
o
o
•
Single digit (1 through 6)
Federal ID number, SSN, or UIN
Mail Code
State Vendor ID numbers are the State Comptroller IDs used by the Fiscal Department
to send vouchers to the State of Texas for payment. These IDs are not necessary for a
departmental voucher.
Vendor Names
The following guidelines should be used by all users authorized to enter vendors. These
guidelines will insure consistent data and provide better results for name searches.
Before entering a new vendor, the vendor file should be searched to see if the vendor already
exists on file. To search for a vendor, enter part of the name in the vendor ID field. If there is
only one vendor that meets the criteria, that vendor will automatically be selected. If more than
one vendor meets the criteria, a window will pop up listing the vendors. To scroll forward, press
the ENTER key.
Function keys are listed at the bottom of the pop-up window to list addresses associated with
each vendor.
If the vendor you are looking for is not found, look for it using any aliases that might be used. If
you have the vendor number, use Screen 101 to try and locate the vendor information.
After you have exhausted all possibilities and still cannot find the vendor, add the vendor on
Screen 103.
In order to assure correct searches and alphabetizing, the system utilizes the '*' to manipulate
the name. The following examples illustrate this function.
Vendor Information User Manual
Page II-3
Vendor Basic Concepts (cont’d)
Individual Names
The name of an individual whose name is 'John Jones' should be entered as:
John*Jones
For name searches and sorting, the system will flip the information following the '*'. Therefore,
the system will display the name as:
Jones John
When searching for names, search for ‘John Jones’ in case the '*' was not entered.
'The', 'A', and 'An'
Business names beginning with 'The', 'A', or 'An' should be entered with the most important
portion of the name following the '*'. For example, the name 'The Apothecary Shop', should be
entered as:
The*Apothecary Shop
For name searches and sorting, the system will display the name as:
Apothecary Shop The
Periods and Commas - Do not use periods and commas
These affect sorting and cause problems when they are not used consistently.
The '%' (in care of) - Never use the '%' sign for 'Care of'
This is a special reserved character to the programming language and causes severe problems.
If you wish to use the ‘%’ sign in a field, you must precede it with a blank.
c/o (in care of) - Never type ‘c/o’ for 'Care of'
If you wish to use the ‘c/o’ in a field, you must precede it with a blank. The ‘/’ causes the
following message to display:
DFHTP4103 Attempting to PURGE, COPY or CHAIN, but no pages are currently
connected to this terminal.
Name Changes and Aliases
Whenever the name of a vendor is changed, the old name becomes an alias and is still available
for name searches. The aliases for a vendor may be viewed on Screen 120.
Screen 120 can also be used to create aliases for vendors. If you wish to see 'IBM' in name
searches but prefer the name to print The IBM Corporation on checks and purchase orders, use
Screen 120 to create an alias of IBM.
Screen 120 may be used to delete an alias if there was a mistake in the original name when it
was created.
Vendor Information User Manual
Page II-4
Vendor Basic Concepts (cont’d)
Same Federal ID#, Different Name, Different Address
Vendors with the same federal tax ID but a different name or multiple addresses must have a
separate vendor ID. This is done by changing the last character of the vendor ID. This character
is known as the mail code. The mail code may be either numeric or alphabetic. For example:
Tom Padgitt Co
1741731720
Padgitt Communications
1741731721
First Digit of the Vendor ID
The first digit of the vendor ID indicates that it is a company or an individual.
Companies begin with a '1'. Individuals begin with a '2'.
If more than 36 mail codes are needed, add 3 to the first digit of the vendor ID and keep the
next nine the same as the original. Therefore, companies will start with '1', '4', and '7'.
Individuals will start with '2', '5' and '8'.
Vendor Search Process
Any screen with a Vendor: field can be used to search for a specific vendor. Type at least one
letter of the vendor’s name in the Vendor: field or part of the vendor’s identification number to
access a list of vendors that match the letter(s) or number(s) entered. Any portion of the
vendor’s name or ID can be included. Press <ENTER> to view matching vendors in a pop-up
window.
For example:
To view all vendors beginning with ‘A’, type this in the Vendor: field.
If you know a vendor's ID number begins with “12” but do not know the remaining
numbers, you can type this in the Vendor: field and a list of vendors with ID numbers
that match will be displayed.
You may also type an ‘*’ to view a list of all vendors, sorted.
Search Type
FAMIS assumes you are doing a vendor number search when the vendor’s name begins with a
number. You can search for vendors with names that begin with a number, without setting up
an alias in alpha, by doing the following:
Type in the name you want to search for and press enter, such as “360”. The Vendor Search will
produce a list defaulted to Search by Vendor "V" (Vendor Number).
Vendor Information User Manual
Page II-5
Vendor Basic Concepts (cont’d)
+----------------------------------------------------------------------------+
F0043 Mark Vendor with an 'X' to select
Screen: ___ Search: 360_________________ Type: V (N,V)
Include Frz/Del Vendors: N
_
_
_
_
_
TEXAS
TEXAS
TEXAS
TEXAS
TEXAS
Vendor Name
DEPARTMENT OF
DEPARTMENT OF
TOLLWAYS CSC
DEPARTMENT OF
DEPARTMENT OF
Vendor ID
Alias Frz Del SHld HUB
TRANSPORTA 360vvvvvvvC
N
N
N
TRANSPORTA 360vvvvvvvG
N
N
N
360vvvvvvvI
N
N
N
TRANSPORTA 360vvvvvvvJ
N
N
N
TRANSPORTA 360vvvvvvv8
N
N
N
** End of List - 5 Campus 02 Vendor(s) Found **
PF4=Exit PF9=Bid PF10=Remit PF11=Order PF12=Main
+----------------------------------------------------------------------------+
Hmenu Help EHelp
HUB
Stats NxVn
Order Left Right
To change the search type, tab over and change the type to "N" (Vendor Name) and press
<ENTER> to refresh the display to vendors that match. Type “Y” in the Include Frz/Del Vendors
to include them in the displayed list.
+-----------------------------------------------------------------------------+
| F0043 Mark Vendor with an 'X' to select
|
|
Screen: ___ Search: 360_________________ Type: N (N,V)
|
|
Include Frz/Del Vendors: Y
|
|
|
|
Vendor Name
Vendor ID
Alias Frz Del SHld HUB
|
| _ 360 ART SERVICES LLC
1vvvvvvvvv0
N
N
N
|
| _ 360 COMMUNICATIONS
1vvvvvvvvv2
N
Y
N
|
| _ 360 COMMUNICATIONS
1vvvvvvvvv2
N
Y
N
|
| _ 360 COMMUNICATIONS
1vvvvvvvvv3
N
Y
N
|
| _ 360 COMMUNICATIONS
1vvvvvvvvv0
N
Y
N
|
| _ 360 COMMUNICATIONS
1vvvvvvvvv0
N
Y
N
|
| _ 360 ROTATOR SERVICE
2vvvvvvvvv0
N
Y
N
|
|
|
|
|
|
|
|
|
|
|
|
|
|
** End of List - 7 Campus 02 Vendor(s) Found **
|
|
PF4=Exit PF9=Bid PF10=Remit PF11=Order PF12=Main
|
+-----------------------------------------------------------------------------+
Hmenu Help EHelp
HUB
Stats NxVn
Order Left Right
Select Vendor from Pop-Up Window
After searching through the list displayed, if the desired vendor is located, tab to the space next
to the vendor’s name, type an ‘X’ and press <ENTER>. This will pass the information back to the
screen for further action.
Press PF4 to exit the pop-up window without selecting a vendor.
Vendor Information User Manual
Page II-6
Vendor Basic Concepts (cont’d)
Additional Vendor Information on Pop-Up Screen
Alias
Frz
Del
SHld
HUB
Indicates if an alias exists for the vendor.
Shows whether or not the vendor has been frozen from future activity.
Identifies if the vendor has been deleted from the system.
If the vendor has been placed on hold by the State, a ‘Y’ will be
displayed.
A ‘Y’ indicates this is a HUB vendor.
FAMIS Screens
Position the Display
To advance the list displayed to a specific vendor, type the vendor's identification number in the
Vendor: field and press <ENTER>.
Vendor Information Process
Add New Vendors to the System
The system will display the message “Vendor number not found – enter modifications to add”
when you type a vendor ID number on the Action Line that is not currently found on the system.
You should enter the vendor name, address, and type. Then press <ENTER> to record the new
vendor ID on the system.
If there is a vendor with the same Social Security number or Federal Employer Identification
number as the vendor ID that you enter on the Action Line, FAMIS will automatically pull in
some of the vendor information. You may find this happens when you enter information for a
vendor that is found in multiple cities. Typically, the only difference between the vendors will
be the mailing address and the mail code (the 11th digit of the vendor ID number).
Temporary Vendors
FAMIS allows you to set up a temporary vendor ID for those times when you do not have the
state ID or tax ID number for your vendor at the time your order has been placed. To do this
type ‘T0’ in the Vendor field on the Action Line and the system will automatically assign a
temporary ID number for your vendor. When you receive the state ID and/or the tax ID for the
vendor you can return to this screen and add the number as a note to the vendor’s on-line
information.
Vendor Information User Manual
Page II-7
Vendor Basic Concepts (cont’d)
Comments on the Vendor Address
You may use the space provided for the vendor’s address to enter the reason that action has
been taken on a selected vendor (i.e. if they have been frozen).
If you wish to enter a comment about the vendor, type an exclamation point (!) as the first
character of the vendor address and then enter your comment.
Entering a ‘!’ as the first character of the vendor address is a communication
tool. This should not be used as a substitute for freezing or deleting a vendor
as is relies strictly on manual procedures.
Vendor Information User Manual
Page II-8
Search Vendor ID Numbers
Vendor numbers are used extensively throughout the accounts payable and purchasing sections
of FAMIS. In order for a vendor to be paid, they must first be assigned a vendor ID number on
the system.
However, you may have problems deciding which vendor ID to use when there is more than one
vendor with the same ID number entered on the system. When this happens, you may use
Screen 101 to distinguish between the vendors. Often, separate IDs are assigned when two
vendors of the same name are found in different cities.
Screen 101 - Vendor Number Search
101 Vendor Number Search
XENON CORP
06/15/09 10:56
FY 2009 CC 02
Screen: ___ Vendor: 1vvvvvvvvvJ State: N
Vendor
Chk/Mail Cd/PIN ACH
Vendor Name
City
ST
1vvvvvvvvvA 4025-1vvvvvvvv0 Y
XENON CORPORATION
CHICAGO
IL
1vvvvvvvvvB 4-1vvvvvvvv0
XENON DIRECT
CHICAGO
IL
1vvvvvvvvvC 4-1vvvvvvvv0
XENON CORPORATION
SAINT PETERSB FL
1vvvvvvvvvD 4080-1vvvvvvvv0 Y
XENON
DALLAS
TX
1vvvvvvvvvE 4080-1vvvvvvvv0
XENON CORP
MCLEAN
VA
1vvvvvvvvvF 4080-1vvvvvvvv0
XENON CORP
SANTA ANA
CA
1vvvvvvvvvG 4030-1vvvvvvvv0 Y
XENON CORPORATION
DALLAS
TX
1vvvvvvvvvH 4080-1vvvvvvvv0 Y
XENON CORP
DALLAS
TX
1vvvvvvvvvI 4080-1vvvvvvvv0 Y
XENON ADMINISTRATION
SAINT PETERSB FL
1vvvvvvvvvJ 4-1vvvvvvvv0
Y
XENON CORP
PHILADEPHIA
PA
1vvvvvvvvvK 4005-1vvvvvvvv0
XENON CORP
DALLAS
TX
1vvvvvvvvvL 4080-1vvvvvvvv0
UNIPC
LANHAM
MD
1vvvvvvvvvM 4168-1vvvvvvvv0 Y
XENON CORPORATION
PHILADELPHIA PA
1vvvvvvvvvN 4080-1vvvvvvvv0
XENON CORPORATION
ROCHESTER
NY
1vvvvvvvvvP 4080-1vvvvvvvv0 Y
XENON CORPORATION
PASADENA
CA
** More Entries **
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Addr NxVn
_
_
_
_
_
_
_
_
_
_
_
_
_
_
_
Basic Steps
•
•
•
•
•
Advance to Screen 101.
Type the valid Vendor ID number, if known, on the Action Line.
If the Vendor ID number is not known, type the vendor’s name, a portion of the
vendor’s name, or an '*' on the Action Line to activate the vendor search and select.
Select a vendor and press <ENTER> to return the ID number to the Action Line.
Press <ENTER> to display the FAMIS ID numbers for all vendors of the same name,
beginning with the vendor whose ID number is on the Action Line.
Type an ‘X’ next to a vendor ID and press <ENTER> to select that vendor. This ID will be
carried with you to the next vendor screen that you visit.
Vendor Information User Manual
Page II-9
Screen 101 – Vendor Number Search (cont’d)
Vendor Number Search Process
Screen 101 – Search Pop-Up Window
+-----------------------------------------------------------------------------+
| F0043 Mark Vendor with an 'X' to select
|
|
Screen: ___ Search: C &_________________ Type: N (N,V)
|
|
Include Frz/Del Vendors: N
|
|
|
|
Vendor Name
Vendor ID
Alias Frz Del SHld HUB
|
| _ C & C LAWN SERVICE
2vvvvvvvvv0
N
N
N
|
| _ C & C METALLICS
1vvvvvvvvv0
N
N
N
|
| _ C & E SPECS
1vvvvvvvvv0
N
N
N
Y
|
| _ C & F TRENDS INC
1vvvvvvvvv0
N
N
N
Y
|
| _ C & H DISTRIBUTION
1vvvvvvvvv5
N
N
N
|
| _ C & H INDUSTRIALS
2vvvvvvvvv0
N
N
N
|
| _ C & H SALES CO
1vvvvvvvvv0
N
N
N
|
| _ C & H SALES CO
1vvvvvvvvv1
N
N
N
|
| _ C & J FOOD SERVICE
1vvvvvvvvv0
N
N
N
|
| _ C & J FOOD SERVICE
1vvvvvvvvv1
N
N
N
|
| _ C & J FOOD SERVICE
1vvvvvvvvv2
N
N
N
|
| _ C & L CONSTRUCTION
1vvvvvvvvv1
N
N
N
|
| _ C & L NUTS AND BOLTS
1vvvvvvvvv0
N
N
N
|
|
** More Vendors - Press <Enter> to View **
|
|
PF4=Exit PF9=Bid PF10=Remit PF11=Order PF12=Main
|
+-----------------------------------------------------------------------------+
Hmenu Help EHelp
Addr NxVn
This window will display a list of vendors and their ID numbers beginning with the name
entered. At the far right of the vendor search screen is a column that indicates if a vendor is on
state hold (SHld). This pop-up window also displays additional address information using the PF
keys. You can see the addresses for bids (PF9), sending payments (PF10), or placing an order
(PF11).
Screen 101 – Search Window PF9 Bid To Pop-Up Window
+-----------------------------------------------------------------------------+
| F0043 Mark Vendor with an 'X' to select
|
|
Screen: ___ Search: C &_________________ Type: N (N,V)
|
|
Include Frz/Del Vendors: N
|
|
---------- Bid to ------------------|
|
Vendor Name
Address Line
City
St Df SH Hub |
| _ C & C LAWN SERVICE
PO BOX 7222
BRYAN
TX R
|
| _ C & C METALLICS
2523 NORTH AVE
CONROE
TX R
|
| _ C & E SPECS
17043 GRAMM DRIVE
HOUSTON
TX R
Y |
| _ C & F TRENDS INC
7652 OLD RD
COLLEGE STA TX R
Y |
| _ C & H DISTRIBUTION
22133 NETT PLACE
CHICAGO
IL R
|
| _ C & H INDUSTRIALS
PO BOX 777707
HOUSTON
TX R
|
| _ C & H SALES CO
1308 SOUTH ST
WAGONER
OK R
|
| _ C & H SALES CO
109 S JACKSON
WAGONER
OK R
|
| _ C & J FOOD SERVICE
1010 S TEXAN AVE
BRYAN
TX R
|
| _ C & J FOOD SERVICE
4304 HARLEY ROAD
COLLEGE STA TX R
|
| _ C & J FOOD SERVICE
105 SOUTH ST
COLLEGE STA TX R
|
| _ C & L CONSTRUCTION
1753 N FREEWAY
BRYAN
TX R
|
| _ C & L NUTS AND BOLTS
2529 PINE CT
BRYAN
TX
|
|
** More Vendors - Press <Enter> to View **
|
|
PF4=Exit PF9=Bid PF10=Remit PF11=Order PF12=Main
|
+-----------------------------------------------------------------------------+
Vendor Information User Manual
Page II-10
Screen 101 – Vendor Number Search (cont’d)
Screen 101 – Search Window PF10 Remit To Pop-Up Window
+-----------------------------------------------------------------------------+
| F0043 Mark Vendor with an 'X' to select
|
|
Screen: ___ Search: C &_________________ Type: N (N,V)
|
|
Include Frz/Del Vendors: N
|
|
---------- Remit to ----------------|
|
Vendor Name
Address Line
City
St SH Hub
|
| _ C & C LAWN SERVICE
PO BOX 7222
BRYAN
TX
|
| _ C & C METALLICS
2523 NORTH AVE
CONROE
TX
|
| _ C & E SPECS
17043 GRAMM DRIVE
HOUSTON
TX
Y
|
| _ C & F TRENDS INC
7652 OLD RD
COLLEGE STATI TX
Y
|
| _ C & H DISTRIBUTION
22133 NETT PLACE
CHICAGO
IL
|
| _ C & H INDUSTRIALS
PO BOX 777707
HOUSTON
TX
|
| _ C & H SALES CO
1308 SOUTH ST
WAGONER
OK
|
| _ C & H SALES CO
109 S JACKSON
WAGONER
OK
|
| _ C & J FOOD SERVICE
1010 S TEXAN AVE
BRYAN
TX
|
| _ C & J FOOD SERVICE
4304 HARLEY ROAD
COLLEGE STATI TX
|
| _ C & J FOOD SERVICE
105 SOUTH ST
COLLEGE STATI TX
|
| _ C & L CONSTRUCTION
1753 N FREEWAY
BRYAN
TX
|
| _ C & L NUTS AND BOLTS
2529 PINE CT
BRYAN
TX
|
|
** More Vendors - Press <Enter> to View **
|
|
PF4=Exit PF9=Bid PF10=Remit PF11=Order PF12=Main
|
+-----------------------------------------------------------------------------+
Screen 101 – Search Window PF11 Order From Pop-Up Window
+-----------------------------------------------------------------------------+
| F0043 Mark Vendor with an 'X' to select
|
|
Screen: ___ Search: C &_________________ Type: N (N,V)
|
|
Include Frz/Del Vendors: N
|
|
---------- Order From --------------|
|
Vendor Name
Address Line
City
St Df SH Hu |
| _ C & C LAWN SERVICE
PO BOX 7222
BRYAN
TX R
|
| _ C & C METALLICS
2523 NORTH AVE
CONROE
TX R
|
| _ C & E SPECS
17043 GRAMM DRIVE
HOUSTON
TX R
Y |
| _ C & F TRENDS INC
7652 OLD RD
COLLEGE STATI TX R
Y |
| _ C & H DISTRIBUTION
22133 NETT PLACE
CHICAGO
IL R
|
| _ C & H INDUSTRIALS
PO BOX 777707
HOUSTON
TX R
|
| _ C & H SALES CO
1308 SOUTH ST
WAGONER
OK R
|
| _ C & H SALES CO
109 S JACKSON
WAGONER
OK R
|
| _ C & J FOOD SERVICE
1010 S TEXAN AVE
BRYAN
TX R
|
| _ C & J FOOD SERVICE
4304 HARLEY ROAD
COLLEGE STATI TX R
|
| _ C & J FOOD SERVICE
105 SOUTH ST
COLLEGE STATI TX R
|
| _ C & L CONSTRUCTION
1753 N FREEWAY
BRYAN
TX R
|
| _ C & L NUTS AND BOLTS
2529 PINE CT
BRYAN
TX B
|
|
** More Vendors - Press <Enter> to View **
|
|
PF4=Exit PF9=Bid PF10=Remit PF11=Order PF12=Main
|
+-----------------------------------------------------------------------------+
Type an ‘X’ to the left of the desired vendor and press <ENTER> to select the vendor and return
to Screen 101. Press PF4 to return to Screen 101 without selecting a vendor.
Vendor Information User Manual
Page II-11
Screen 101 – Vendor Number Search (cont’d)
Press the PF9 key to access a pop-up window displaying all the addresses for a specified vendor.
Type an ‘X’ next to the desired vendor address and press <ENTER> to pass the indicated vendor
identification number back to Screen 101. The address selected will be displayed on the screen.
Screen 101 – PF9 Address Pop-Up Window
+--------------------------------------------------+
|
Address Line 1
City/State
|
| _ 22133 NETT PLACE
CHICAGO
|
| _ PO BOX 53333
MILWAUKEE
|
| _ BOX 88000
MILWAUKEE
|
| _ BOX 88333
MILWAUKEE
|
| _ PO BOX 44449
MADISON
|
| _ 22133 NETT PLACE
CHICAGO
|
| _ 770 SOUTH STREET
MILWAUKEE
|
| _ !USE 1vvvvvvvv8
WAGONER
|
| _
|
| _
|
+--------------------------------------------------+
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Vendor:
State:
11 digits
Enter a valid Vendor ID.
1 character
Indicate how the state vendor numbers are to be displayed:
Y = vendor IDs will be listed in state vendor number order
N = vendor IDs will be listed in FAMIS number order
Screen Information
Vendor:
11 digits
Provides the FAMIS identification number of the selected vendor.
Chk/Mail Cd/PIN:
14 digits
Displays the check number/state mail code that identifies the address where
payments will be mailed, and shows the Social Security number or Federal
Employer Identification number (personal identification number) of the
selected vendor.
ACH:
1 character
‘Y’ indicates that this vendor receives payment by ACH (Automated Clearing
House) transactions.
Vendor Name:
25 characters
Provides the vendor’s name.
City:
12 characters
Indicates the name of the city in which the selected vendor is located.
ST:
2 characters
Identifies the state in which the vendor is located.
Vendor Information User Manual
Page II-12
Screen 101 – Vendor Number Search (cont’d)
Additional Functions
PF KEYS
See the Appendix for explanation of the standard PF Keys.
PF9
Addr
Address
Displays the address of the specified vendor.
PF10
NxVn
Next Vendor
Gets the next available vendor mail code.
Vendor Information User Manual
Page II-13
Search Vendors by Name
Before payment can be processed on-line, vendors must first be assigned a FAMIS ID number.
You can check to see if a vendor exists on the system by searching for their name on Screen 102.
Since both the purchasing and accounts payable offices may add vendors to the system, it is
always a good practice to verify whether or not a vendor exists on-line before attempting to add
it to the system.
Screen 102 - Vendor Name Search
102 Vendor Name Search
Screen: ___
06/15/09 11:12
FY 2009 CC 02
Vendor: XENON______
Name
Vendor
Drop Alias
City
State
XENON
1vvvvvvvvvD N
N
DALLAS
TX
XENON ADMINISTRATION
1vvvvvvvvvI N
N
SAINT PETERSB
FL
XENON BUSINESS SERVICES
1vvvvvvvvv5 N
N
AUSTIN
TX
XENON CORP
1vvvvvvvvvJ N
N
PHILADEPHIA
PA
XENON CORP
1vvvvvvvvvK N
N
DALLAS
TX
XENON CORP
1vvvvvvvvv0 N
Y
CHICAGO
IL
XENON CORP
1vvvvvvvvv6 N
N
PLANO
TX
XENON CORP
1vvvvvvvvvF N
N
SANTA ANA
CA
XENON CORP
1vvvvvvvvvH N
N
DALLAS
TX
XENON CORP
1vvvvvvvvvX N
N
AUSTIN
TX
XENON CORP
1vvvvvvvvvE N
N
MCLEAN
VA
XENON CORP
1vvvvvvvvvC N
Y
SAINT PETERSB
FL
XENON CORP
1vvvvvvvvvY N
N
BRYAN
TX
XENON CORP
1vvvvvvvvvT N
Y
CHICAGO
IL
XENON CORP
1vvvvvvvvvV N
N
BELTON
TX
** More Entries **
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Addr
_
_
_
_
_
_
_
_
_
_
_
_
_
_
_
Basic Steps
•
•
•
•
•
Advance to Screen 102.
Type the name, or a portion of the name of the vendor on the Action Line.
Press <ENTER> to display an alphabetical listing of all vendors containing the name you
entered on the Action Line.
You may press the PF9 key to access a pop-up window displaying the addresses of the
displayed vendors.
Type an ‘X’ next to a vendor ID and press <ENTER> to select that vendor. This ID will be
carried with you to the next vendor screen that you visit.
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Vendor:
11 digits
Enter the vendor’s identification number, or name of vendor.
Screen Information
Name:
30 characters
Displays the full name of the selected vendor.
Vendor Information User Manual
Page II-14
Screen 102 – Vendor Name Search (cont’d)
Vendor:
11 digits
Provides the FAMIS vendor ID number for the selected vendor.
Drop:
1 character
‘Y’ indicates the vendor has been dropped from the system.
Alias:
1 character
‘Y’ shows the vendor name shown on the left is an alias.
City:
13 characters
Identifies the city in which the vendor is located.
State:
2 characters
Displays the abbreviation for the state or province in which vendor is located.
Additional Functions
PF KEYS
See the Appendix for explanation of the standard PF Keys.
PF9
Addr
Address
Pop-up window showing additional addresses for specified vendor.
Vendor Information User Manual
Page II-15
Add / Modify FAMIS Vendor Information
Before you can process payment to a vendor, they must first have an ID number associated with
them on the system. FAMIS uses this number to track the payments you make to the vendor as
well as credits given to your institution by the vendor.
General information about the ownership of a vendor, including the vendor type, the gender
and ethnic makeup of the vendor, and any associated discount agreements is entered on Panel
2 of Screen 103. This may be accessed by pressing PF11 to scroll right. This information was
previously entered on Screen 100, which has now been combined with Screen 103.
A detailed explanation on vendor file names is available in the Appendix.
Screen 103 - Vendor Add/Modify (Panel 1)
103 Vendor Add/Modify
Screen: ___
11/15/10 15:42
FY 2011 CC 99
Page: 1 <More>>>>
DALE MARKETING LP
Vendor: Vvvvvvvvvv0
Name: DELL MARKETING LP_________________________________ PIN: V7vvvvvvvv0 ___
Send New Setup to TINS: _
Send Changes to TINS: N
Tax-ID: 7vvvvvvv5
*------- Purchasing Bid To -----------* *------ Accounts Payable Remit To ----*
Address: ONE DALE WAY__________________ Address: PO BOX 676021_________________
ATTN: ERIN EINSTEIN___________
!UPDT RMT PER VND/LTR 3/15/04_
!ERIN REPLACES JANE 11-5-07___
!NO DEPTS-VENDOR USES MUTILPL_
!CUSTOMER # 4144447___________
!DEPTS WITH SAME PO BOX_______
City: ROUND ROCK__________ State: TX
City: DALLAS______________ State: TX
Zip: 78682 0325
Country: __
Zip: 75267 6021
Country: __
Phone: 800-222-7777
Ext: ____
Phone: ____________
Ext: ____
FAX: 512-333-4444
FAX: ____________
Zone:
Contact: ERIN EINSTEIN(EXT 5155555)
Contact: _________________________
------------------------------------------------------------------------------Vendor Type: BU
Ownership cd: P
1099: P
W9 Date: 04/14/2010 Hold: N
Disadv: _
Ethnic Orig: ___ Gender: _ TAMUS Part: __
Freeze: N
Bus size: _ TAMUS Employee: N Ck Limit: 0 Retain Mths: 0_
Delete: N
Established: 02/15/1995 By: Kxxxxxx2
Modified: 04/14/2010 By: SxxxxxP
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
HUB
Stats NxVn
Order Left Right
Screen 103 - Vendor Add/Modify (Panel 2)
103 Vendor Add/Modify
Screen: ___
DALE MARKETING L P
Vendor: 1vvvvvvvvvI
** ACH VENDOR **
06/15/09 14:11
FY 2009 CC 02
Page: 2 <<<<More>
Name: DALE MARKETING L P
Vendor Type: BU
Texas Company: _
Employ Agency: ___
Ownership Code: P
SIC: ____
Security: _
Charter Nbr: __________
Busn Desc: ___
-------- Sole Proprietor/Partnership Data ------SSN/FEI: 2xxxxxxxxx8 Name: 0_________________________________________________
SSN/FEI: 2xxxxxxxxx8 Name: 0000000___________________________________________
Email Addr: US_WIRE/[email protected]____________
---------------- Discount Terms -------------------Percent: ______ Disc Days: ___ Ind: N Pay Days: 30_ FOB: DP
Established: 02/15/1995 By: Kxxxxxx2
Modified: 04/14/2010 By: SxxxxxP
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
HUB
Stats
Left Right
Vendor Information User Manual
Page II-16
Screen 103 – Vendor Add/Modify (cont’d)
Basic Steps
Add a New Vendor Record
•
•
•
•
•
•
•
Advance to Screen 103.
Type the new vendor number on the Action Line and press <ENTER>. When a new
vendor is being added the system will respond, "Vendor number not found -- enter
modifications to add."
Press <ENTER> to confirm that you wish to add this new vendor to the system.
Type the vendor name and address in the space provided.
Indicate the vendor type and type additional data in the available fields, as desired.
Press PF11 to enter the vendor ownership data.
Press <ENTER> to add the vendor information to the system.
Modify an Existing Vendor Record
•
•
•
Advance to Screen 103.
Type the vendor number on the Action Line and press <ENTER> to display current
vendor information.
Type valid data in the available fields, as desired, and press <ENTER> to record the
changes to the vendor’s information on-line.
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Vendor:
11 digits
Enter a valid vendor ID number.
Screen Information
Panel 1
 Name:
50 characters
Add or modify the name of the vendor.
 PIN:
14 digits
Include the State Vendor Personal Identification Number. The last 3 digits are
the state mail code.
 Send New Setup
to TINS:
1 character
Indicate if the setup information for a vendor is to be sent to TINS. This field
will become blank again after processing a new mail code.
 Send Changes
to TINS:
1 character
Indicate if changes for the vendor should be sent to TINS. This value remains
until a manual change has been made.
Vendor Information User Manual
Page II-17
Screen 103 – Vendor Add/Modify (cont’d)
 Tax ID:
Purchasing Bid To
Address:
9 digits
Enter the vendor's tax identification number, which is used to support 1099
payments and reporting.
4 lines – 30 characters/digits each
Provides the postal address to which all purchasing bid correspondence should
be sent, as entered by the purchasing office.
City:
20 characters
Displays the city, as entered by the purchasing office, to which all purchasing
bid correspondence should be sent.
State:
2 characters
Indicates the abbreviation for the state or province in which vendor is located,
as entered by the purchasing office.
Zip:
9 digits
Signifies the zip code to which all purchasing bid correspondence should be
sent, as entered by the purchasing office.
Country:
3 characters
Identifies the country in which the vendor is located, if it is a foreign county.
For example:
AB = Armenia
AC = Antigua & Barbuda
The country name is spelled out when a check is cut or a 1099 is printed.
Phone:
10 digits
Provides the area code and telephone number at which the vendor can be
reached, as entered by the purchasing office.
Ext:
4 digits
Indicates the telephone extension number at which the vendor can be reached.
FAX:
10 digits
Provides the area code and number at which the vendor can receive FAX
transmissions, as entered by the purchasing office.
Contact:
20 characters
Indicates the name of the person(s) to contact regarding purchasing bid
correspondence.
Accounts Payable Remit To
 Address:
4 lines - 30 characters/digits each
Identify the mailing address to which payments should be remitted.
 City:
20 characters
Indicate the city in which the vendor is located.
Vendor Information User Manual
Page II-18
Screen 103 – Vendor Add/Modify (cont’d)
 State:
Help 2 characters
Enter the abbreviation for the state or province in which the vendor is located.
Zip:
9 digits
Provide the zip code to which all payments should be mailed.
Country:
Help 3 characters
Type the abbreviation for the country in which the vendor is located, if the
address is for a foreign country. Valid values include:
AB = Armenia
AC = Antigua & Barbuda
Phone:
10 digits
Indicate the area code and telephone number at which vendor may be
reached.
Ext:
4 digits
Provide the telephone extension number of the vendor.
FAX:
10 digits
Indicate the area code and number at which the vendor may receive FAX
transmissions.
Zone:
3 digits
Displays the TINS region zone code designated by the State.
Contact:
20 characters
Include the name of the person(s) to contact regarding payment remittance.
 Vendor Type:
Help 2 characters
Enter the type code that defines general characteristics for the vendor. Valid
values are:
Blank = Not valid on-line (batch only)
BU
= Business
EM
= Employee
FA
= Federal Agency
FC
= Foreign Corporation
FG
= Foreign Government
FI
= Foreign Individual
FY
= Foreign Partner Yes
IN
= Individual
LO
= Local Area Business
NP
= Non-Profit Organization
OP
= Other Public Entities
SA
= Texas State Agency
ST
= Student
UN
= Unknown
US
= United States Vendor
Vendor Information User Manual
Page II-19
Screen 103 – Vendor Add/Modify (cont’d)
Ownership cd:
 1099:
Help 1 character
Include the ownership code that defines the type of individual(s) that own the
selected vendor. If “L”, the Texas Charter Number Nbr: field is required. Valid
values include:
A
= Professional Association
Blank = Not Specified
C
= Professional Corporation
E
= State Employee
F
= Financial Institution
G
= Government Entity
I
= Individual (Not Owning a Business)
L
= Texas Limited Partnership
N
= Other, Limited Partnership, J
O
= Out-of-State Corporation
P
= Partnership
R
= Foreign
S
= Sole Proprietorship
T
= Texas Corporation
U
= State Agency/University
Help 1 character/digit
‘Y’ indicates all vouchers should be pulled for 1099 purposes or whether (if left
blank) 1099 codes will come from vouchers. Examples are:
Blank = Do Not Report
C
= Corporation
E
= Employee
F
= Foreign Individual
I
= Individual
M
= Medical/Health Corporation
N
= Non-Profit Corporation
O
= Other
P
= Partnership
R
= Real Estate
S
= Sub-Chapter S Corp
Y
= 1099
2
= 1042
W9 Date:
8 digits
Include the date the W9 was received/updated.
Hold:
1 character
State whether the vendor is on hold with the State of Texas. If ‘Y’ it will keep
the system from processing process checks or State vouchers for payment to
the vendor.
N
= No Hold
Y
= No Payments
Blank = Not Specified
Vendor Information User Manual
Page II-20
Screen 103 – Vendor Add/Modify (cont’d)
Disadv:
Help 1 character
Show whether or not the vendor is certified as a disadvantaged vendor. Values
are:
Blank = Not Hub/Not Specified
N
= Not HUB
S
= Self Declared HUB Business
Ethnic Orig:
Help 3 characters
Provide information about the ethnic origin of the vendor, where applicable.
For example:
ASP
= Asian Pacific
Blank = Not Specified
BLK
= Black
CAU
= Caucasian
HSP
= Hispanic
IND
= American Indian / Native American
OTH
= Other
Gender:
Help 1 character
Identify the gender of the owner:
Blank = Not Specified
M
= Male Owned
W
= Woman Owned
TAMUS Part:
2 digits
Enter the campus code part number associated with the selected vendor if it is
a member of the A&M University System. For example:
01 = Texas A&M University System
02 = Texas A&M University
Freeze:
1 character
‘Y’ indicates the vendor has been frozen from any new activity.
Bus Size:
Help 1 character
Type the code indicating the size of the vendor's business:
Blank = Not Specified
L
= Large Business
S
= Small Business (Just Right)
TAMUS Employee:
1 character
Type ‘Y’ if the vendor is an employee of the A&M University System. Valid
values are:
Y
= Yes
N
= No
Blank = No
Ck Limit:
Help 1 digit
Type a user-defined code to limit the amount on a single check paid to a
vendor. This is used to help prevent large dollar keying errors. NOTE: Check
limit codes are maintained on Screen 807.
Vendor Information User Manual
Page II-21
Screen 103 – Vendor Add/Modify (cont’d)
Retain Mths:
2 digits
Enter the number of months a vendor is retained on file after its last activity. If
left blank, it will default to an 18-month retention.
Delete:
1 character
‘Y’ indicates the vendor has been flagged for deletion.
Established:
8 digits
Shows the date vendor was established.
By:
7 characters/digits
Provides the FAMIS user ID of the person who established vendor.
Modified:
8 digits
Shows the date the vendor’s information was last modified.
By:
7 characters/digits
Indicates the FAMIS user ID of the person who last modified the vendor’s
information.
Panel 2
Name:
 Vendor Type:
Ownership Code:
50 characters
Provide the name of the vendor whose ownership information you are viewing.
Help 2 characters
Describe the general type characteristics of the selected vendor. Valid values
include:
Blank = Not valid on-line (batch only)
BU
= Business
EM
= Employee
FA
= Federal Agency
FC
= Foreign Corporation
Help 1 character
Enter ownership code for the type of owner associated with the vendor.
If “L”, the Texas Charter Number Nbr: field is required. Valid values include:
A
= Professional Association
Blank = Not Specified
C
= Professional Corporation
E
= State Employee
F
= Financial Institution
G
= Government Entity
I
= Individual (Not Owning a Business)
L
= Texas Limited Partnership
N
= Other, Limited Partnership, J
O
= Out-of-State Corporation
P
= Partnership
R
= Foreign
S
= Sole Proprietorship
T
= Texas Corporation
U
= State Agency/University
Vendor Information User Manual
Page II-22
Screen 103 – Vendor Add/Modify (cont’d)
Texas Company:
Help 1 character
Indicate if this vendor is a Texas company. Valid values include:
Y
= Yes
N
= No
Blank = No
SIC:
Help 4 digits
Specify the Standard Industry Code for this vendor. For example:
Blank = No Code Specified
9901
= State Employees
9902
= Nonprofit Organization
9903
= Direct Deposit of Bills
9904
= State Publication
9905
= Refunds
Charter Nbr:
10 digits
Provide the Texas charter number for vendors that are corporations.
Required if Ownership Code is “L”.
Employ Agency:
3 digits
Type the state agency code. This is required if Ownership Code is ‘E’. For
example: “710” for SAGO.
Security:
1 digit
TINS security code indicating who can change the vendor set up. Valid values
are 0, 1, or 2.
Busn Desc:
3 digits (currently not used)
Enter the business description code.
Sole Proprietor/Partnership Data
SSN/FEI:
11 digits
Specify the Social Security Number or Federal Employer Identification number
for a member of the partnership.
Name:
50 characters
Include the name of the person associated with the specified SSN/FEI.
Email Addr:
50 characters/digits
Enter the vendor's E-mail address, if available.
Terms - Vendor/Payment
Disc Perct:
5 digits
Identify the standard discount percentage given by the vendor.
Days:
3 digits
Specify the number of days in which the payment must be made in order to
receive the discount.
Vendor Information User Manual
Page II-23
Screen 103 – Vendor Add/Modify (cont’d)
Ind:
Help 1 character
Include any special indicators for the discount. Valid values are:
I
= As Invoiced
N
= Net
P
= Prox
Blank = Not Specified
Pay Days:
3 digits
Identify the vendor net pay days.
FOB:
Help 2 characters
Define the Freight on Board specifications for the vendor. For example:
Blank = Not Specified
CL
= Freight Collect
DA
= Destination Frt Prepaid and Add
DP
= Destination Frt Included
PU
= Pickup No Frt Charged or Paid
Established:
8 digits
Date the vendor was established.
By:
7 characters/digits
Provides the FAMIS ID of the person who originally entered the vendor
information.
Modified:
8 digits
Indicates the date the vendor information was last modified.
By:
7 characters/digits
Identifies the FAMIS ID of the person who last modified the vendor
information.
Additional Functions
PF KEYS
See the Appendix for explanation of the standard PF Keys.
PF5
HUB
HUB
View State Hub Vendor Data.
PF6
Stats
Statistics/Audit Information
Provides vendor statistics and audit information.
PF7
NxVn
Next Vendor
Gets the next available vendor mail code so you can create a new address for
the vendor. The information for the original vendor stays on the screen so that
only modifications for the new mail code need to be made.
Only available on Panel 1
PF9
Order
Order
Shows the purchase order information.
Only available on Panel 1
Vendor Information User Manual
Page II-24
Add and Update Vendor Aliases
An alias is a common name for a vendor other than the formatted name that prints on the
check. These aliases can help locate the vendor through a name search. Each vendor may have
several aliases.
EXAMPLE: “IBM” can be searched by looking up
or
or
IBM
IBM
IBM CORPORATION
Screen 120 - Vendor Name Alias Maintenance
120 Vendor Name Alias Maintenance IBM E AND I PROJECT OFFICE
Screen: ___
06/15/09 14:14
FY 2009 CC 02
Vendor: 1vvvvvvvvv0
Vendor Name: IBM E AND I PROJECT OFFICE
Drop
Vendor Alias: I B M______________________________ _
IBM________________________________ _
IBM CORPORATION____________________ _
___________________________________ _
___________________________________ _
___________________________________ _
___________________________________ _
___________________________________ _
___________________________________ _
___________________________________ _
___________________________________ _
___________________________________ _
___________________________________ _
___________________________________ _
___________________________________ _
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Basic Steps
Add a New Alias
•
•
•
•
•
Advance to Screen 120.
Type the FAMIS vendor ID on the Action Line and press <ENTER> to display any existing
aliases for the vendor.
<TAB> to one of the lines provided and type in the new vendor name alias.
You may add up to 16 aliases for a vendor.
Press <ENTER> to record those names.
Modify Vendor Name Aliases
•
•
•
•
Advance to Screen 120.
Type the FAMIS vendor ID on the Action Line.
Press <ENTER> to display all existing aliases for the vendor.
Type over the old alias and press <ENTER> to record your changes.
Vendor Information User Manual
Page II-25
Screen 120 – Vendor Name Alias Maintenance (cont’d)
Drop a Vendor Name Alias
•
•
•
•
Advance to Screen 120.
Type the FAMIS vendor ID on the Action Line and press <ENTER> to display all of the
existing aliases for the vendor.
<TAB> to alias you would like to remove from the system.
Type a ‘Y’ in the drop column to the right of the alias and press <ENTER> to remove the
alias from the system.
Vendor Name Alias Process
Create a New Vendor Alias
You may create a new vendor alias by entering it here on Screen 120. The system will also
automatically create a new vendor alias when you modify the vendor name on Screen 103. By
changing the vendor name, you instruct the system to send both the old name and the newly
modified name of the vendor to the vendor alias file.
Drop a Vendor Alias
You may drop a vendor name alias by typing a ‘Y’ in the Drop field on Screen 120. Also, FAMIS
will automatically drop all aliases that have been created for a vendor, when that vendor is
dropped from the system using Screen 143.
No vendor data is lost when an alias is dropped.
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Vendor:
11 digits
Enter the ID number of the vendor.
Screen Information
Vendor Name:
50 characters
Enter vendor’s full name to be printed on checks.
Vendor Alias:
35 characters
An alias is a common name for a vendor other than the name that prints on the
check. You may enter up to 16 such names for your vendor.
Drop:
1 character
Type ‘Y’ to drop the alias from the system.
Additional Functions
PF KEYS
See the Appendix for explanation of standard PF Keys.
Vendor Information User Manual
Page II-26
Vendor History
Vendors are moved to the History File once the Drop Flag has been set to "Y" on Screen 143. If
there is any voucher activity for a specified vendor during the current or previous Fiscal Year,
vendor information is sent to the History file for 1099 reporting.
A vendor who qualifies to be reported to the IRS on form 1099-MISC is referred to as a 1099
vendor. This vendor is also called a payee in the tax reporting process. The payer is the
institution making the payments to the vendor.
Screen 132 - Vendor History
132 Vendor History
Screen: ___
TIMELY ELECTRICAL SERVICE
06/15/09 14:20
FY 2009 CC 02
Vendor: 1vvvvvvvvv8
Vendor Name: TIMELY ELECTRICAL SERVICE_____________________________
Remit To Address: 1888 CANDY LANE_______________
______________________________
______________________________
______________________________
City: AUSTIN______________
State/Province: TX
Zip/Postal Code: 78758____
Country: __
Telephone: ___ ___ ____ ____
1099: _
Tax ID: 1xxxxxxx5
Drop Info.
Operator
Date
Time
Reinstate Vendor (Y/N): _
K702WD
07/07/1994
10:53 AM
Last Activity: 11/20/1992
Comment: ADDRESS CHANGED
Note: This Screen is intended for use as part of the Federal Government
1099-misc tax reporting process. The information displayed should
be verified for accuracy. Correct any errors and supply missing
information to avoid IRS penalties.
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Basic Steps
•
•
•
•
Advance to Screen 132.
Type an existing vendor number on the Action Line. You may also enter an asterisk (*)
or partial vendor number and select from a list of matching vendors.
Press <ENTER> to display the vendor history information.
You may correct errors in the fields displayed by typing over the existing data and press
<ENTER> to save the modified vendor information.
Vendor History Process
1099 Vendor Updates
It is important to have correct vendor information for 1099 purposes. Your institution may be
subject to IRS penalties if incorrect information is sent to the government. Screen 132 is
provided for you to update 1099 information for vendors that have been dropped from the
system.
You should use Screen 103 to update 1099 information for a current vendor.
Vendor Information User Manual
Page II-27
Screen 132 – Vendor History (cont’d)
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Vendor:
Help 11 digits
Enter the vendor’s ID number to view history information.
Screen Information
Vendor Name:
50 characters
Displays the name of the vendor as it will appear on a check. Make changes, if
needed.
Remit To Address:
4 lines - 30 characters/digits
Identifies the vendor’s mailing address where remittance will be sent.
City:
20 characters
Shows the city where vendor is located.
State/Province:
Help 2 characters
Displays the abbreviation for the state or province in which vendor is located.
Zip/Postal Code:
9 digits
Indicates the zip/postal code for the vendor’s address.
Country:
Help 3 characters
Identifies the foreign country in which the vendor is located, if applicable.
Telephone:
10 digits
Provides the area code and telephone number at which the vendor may be
reached.
1099:
Help 1 character/digit
‘Y’ indicates all vouchers should be pulled for 1099 purposes. If left blank, 1099
codes will come from vouchers. Valid values are:
Blank = Not Specified
C
= Corporation
E
= Employee
F
= Foreign
I
= Individual
N
= Not for Profit
O
= Other
P
= Partnership
R
= Real Estate
Y
= 1099
2
= 1042
Tax ID:
9 digits
Provides the tax identification number the vendor uses for tax purposes.
Vendor Information User Manual
Page II-28
Screen 132 – Vendor History (cont’d) Reinstate Vendor: Drop Info. Operator: 1 character ‘Y’ indicates this vendor is to be reinstated to an active state where vouchers may be processed against it. 7 characters/digits Displays the FAMIS operator’s user ID who instructed the system to drop the vendor. Date: 8 digits Indicates the date vendor was dropped from the system. Time: 6 digits Provides the time vendor was dropped. Last Activity: 8 digits Identifies the date on which the last activity was processed by the system for this vendor. Comment: 35 characters Displays comments stating the reason the selected vendor was removed from the system. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Vendor Information User Manual Page II‐29 Set / Reset Vendor Flags
Vendor activity is controlled in FAMIS by a series of vendor flags. These flags include freezing
the vendor from future activity, holding payments to the vendor, and removing the vendor from
the system. Screen 143 is used to set and reset these vendor activity flags. These flag settings
determine the types of transactions that may be processed against your vendor.
A flag has been added to this screen that can be set to exclude ALL expenditures for the
specified vendor to be excluded from the HUB process. This includes the monthly reports, as
well as the extract for the Governor's semi-annual report.
Screen 143 - Vendor Flag Set/Reset
143 Vendor Flag Set/Reset
Screen: ___
XENON CORPORATION
06/15/09 14:22
FY 2009 CC 02
Vendor: 1vvvvvvvvv0
Vendor Flags
Comment:
N - HOLD Payment
N - FREEZE Activity
ADDRESS NOW GOOD
N - DELETE this Vendor
N - DROP this Vendor
_ - Exclude Vendor from HUB Process
Hold Info.
Freeze Info.
Delete Info.
Drop Info.
Operator:
WxxxxxP
Date:
06/27/2000
Time:
03:51 PM
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Warns
Basic Steps
•
•
•
•
Advance to Screen 143.
Type a valid vendor ID number on the Action Line and press <ENTER> to display current
vendor flag settings.
Change the values of the flags as necessary to determine the types of transactions that
you will allow to be processed by the system for this vendor. The possible values are:
‘Y’ (on) indicates that the action will occur
‘N’ (off) indicates that the action will not occur
Provide the reason for which you are changing the current flag setting. and press
<ENTER> to record the change.
Vendor Flag Set/Reset Process
Hold Flag
The Hold Payment flag will hold any payments (both checks and state vouchers) to the vendor.
However, this flag does not prevent new payment requests or Purchase Orders from being
entered.
The check override will supersede the ‘ON’ setting of this flag.
Vendor Information User Manual
Page II-30
Screen 143 – Vendor Flag Set/Reset (cont’d)
Freeze Flag
The freeze flag may be used to restrict voucher activity against a vendor. When ‘on’, it prevents
all new entries from being entered for the vendor. Also, no new requests for payment will be
accepted for the specified vendor.
Drop and Delete Flag Maintenance
In order to drop or delete a vendor, FAMIS performs several checks. There cannot be any
outstanding vouchers, purchase orders, encumbrances, or unpaid invoices on file referring to
this vendor.
The difference between a drop and a delete is that if there are no vouchers for the vendor, a
dropped vendor is removed from the database immediately. The vendor must be deleted
before the record can be dropped.
Turning on the delete flag instructs the system to perform the above checks for activity against
the vendor. This must be done before the vendor may be dropped. Turning on the drop flag is
different in that it instructs the system to immediately drop the vendor from the database.
Delete Flag
The delete flag marks a vendor for deletion or for dropping from the file. The system checks the
current fiscal year and the previous fiscal year for unpaid vouchers. In addition, the system will
check for purchase orders that have not been completed and for vendor commodity
relationships that are not deleted.
Drop Flag
The drop flag will drop the vendor from the searches. Setting the drop flag requires that the
delete flag be set first. If the vendor has no vouchers, the vendor will be physically deleted
from the file. If there were vouchers for the vendor, the vendor will be purged to the ‘Vendor
History’ file. The history information is available on Screen 132.
The delete flag must be ‘ON’ before the drop flag can be set to ‘Y’ (ON).
Exclude Vendor from HUB Process
When this new HUB flag is changed, a pop-up window will appear asking “Do you wish to
exclude all vendors with the same State PIN number?” If you enter “Y”, all FAMIS vendors on
your campus that have the same State ID will also be changed. These changes will be logged
and can be viewed on Screen 201.
Screen 143 - HUB Flag Pop-Up Window
+-----------------------------------------------+
|
|
|
Do you wish to exclude all vendors with |
|
the same State PIN number? _
|
|
|
+-----------------------------------------------+
Vendor Information User Manual
Page II-31
Screen 143 – Vendor Flag Set/Reset (cont’d)
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Vendor:
11 digits
Identify the desired vendor’s identification number whose flags are to be
set/reset.
Screen Information
Comment:
50 characters
When activating the vendor flags, you will be prompted to provide a reason
why you are modifying the current setting. This reason will be displayed in this
space.
Vendor Flags
HOLD Payment:
Help 1 character
Type ‘Y’ to hold payment (both checks and state vouchers) made to the vendor.
This flag does not prevent new payment requests or Purchase Orders from
being entered.
The check override flag on the voucher screens will supersede the ‘Y’ setting of this flag.
FREEZE Activity:
Help 1 character
Enter ‘Y’ to restrict (freeze) all new activity or new requests for payment
against this vendor. Valid values are:
N
= Vouchers Processed
Y
= No 14X or 15X Transactions Processed
Blank = Not Specified
DELETE this Vendor: Help 1 character
Type ‘Y’ to identify this vendor is to be deleted.
N
= Process Vouchers
Y
= No vouchers or Maintenance Processed
Blank = Not Specified
DROP this Vendor:
Help 1 character
Enter ‘Y’ to have the vendor physically removed (dropped) from the database.
Setting the drop flag requires that the delete flag be set first.
If there were completed vouchers for the vendor on file, the vendor will be
purged to the “Vendor History” file (see Screen 132).
N
= Active Vendor
Y
= Vendor Dropped, History Saved
Blank = Not Specified
Exclude Vendor
from HUB Process:
Help 1 character
Used to exclude all expenditures for a specified vendor from the HUB process,
including monthly reports and extract for Governor's semi-annual report.
Y
= all FAMIS vendors on your campus that have the same State ID
will also be changed
N
= do not exclude all vendors from the HUB process.
Vendor Information User Manual
Page II-32
Screen 143 – Vendor Flag Set/Reset (cont’d)
Hold, Freeze, Delete, and Drop Info
Operator:
7 characters/digits
Provides the FAMIS operator’s user ID of the person responsible for
setting/resetting the selected vendor flag.
Date:
8 digits
Identifies the date on which the selected flag was modified by the user.
Time:
4 digits
Indicates the time of day at which the selected flag was modified by the user.
Additional Functions
PF KEYS
See the Appendix for explanation of the standard PF Keys.
PF12
Warns
Warnings
Displays any FAMIS warning messages.
Vendor Information User Manual
Page II-33
Invoices by Vendor Inquiry
Screen 160 displays all invoices that are on file for a specific vendor.
If the vendor number starts with “T”, it is a “temporary” vendor. Invoices for these
temporary vendors do not appear on this screen.
Press PF11 to scroll right and view the Bank Trace information. The bank trace number is
created from the first 8 digits of the originating depository financial institution (ODFI) and the
last 7 digits are sequentially assigned by FAMIS.
Press PF10 to return to the previous panel.
Screen 160 - Invoices by Vendor Inquiry (Panel 1)
160 Invoices by Vendor Inquiry
DALE COMPUTER CORPORATION
Screen: ___ Vendor: 1vvvvvvvvvF Invoice Nbr: ______________
06/15/09 14:23
FY 2009 CC 02
All: N
*------------ Invoice -----------* Vchr
PO
*-- Check/State Voucher --*
Number
Amount
Date
Number Number Number
Amount
Date St
A62437075
143.68 072504
Z413127
P
A719797
97.43 040307 1807267 A719797 A425716
97.43 043007 E
A77958459
353.03 080604
Z414838
P
CXJJXP21
255.60 031108
A810795
P
C78103213
1,481.88 010505
L536914
P
H70289964
71.99 100505 5150119 L609098 2254432
71.99 121905 C
J64382609
2,825.26 120805 5161411 L626580 2268909
2,825.26 012006 C
J65948134
314.10 121905
L630697
P
J65948134
131.32 121905 5160876 L626580 2277000
131.32 013006 C
XCKRT4359
119.80 041408 5105999 A819598 A542126
119.80 042408 E
XCKW279X8
175.00 041508 5112659 A819889 A545473
175.00 050808 E
XCKXRPFN4
4,590.74 041708 5109526 A819829 A543884
4,590.74 050108 E
XCK5YT1C3
104.94 032708
A814573
P
XCTJMD28
76.99 082708 5167276 Z814894 A596587
76.99 090908 E
*** Press <ENTER> to view more vouchers ***
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Addr Left Right
Screen 160 - Invoices by Vendor Inquiry (Panel 2)
160 Invoices by Vendor Inquiry
DALE COMPUTER CORPORATION
Screen: ___ Vendor: 1vvvvvvvvvF Invoice Nbr: ______________
06/15/09 14:25
FY 2009 CC 02
All: N
*------------ Invoice -----------* Vchr
PO
Bank
M
Number
Amount
Date
Number Number Number
Trace
C
A62437075
143.68 072504
Z413127
F
A719797
97.43 040307 1807267 A719797 A425716 091000010999999
F
A77958459
353.03 080604
Z414838
F
CXJJXP21
255.60 031108
A810795
F
C78103213
1,481.88 010505
L536914
F
H70289964
71.99 100505 5150119 L609098 2254432
F
J64382609
2,825.26 120805 5161411 L626580 2268909
F
J65948134
314.10 121905
L630697
F
J65948134
131.32 121905 5160876 L626580 2277000
F
XCKRT4359
119.80 041408 5105999 A819598 A542126 091000010999999
F
XCKW279X8
175.00 041508 5112659 A819889 A545473 091000011999999
F
XCKXRPFN4
4,590.74 041708 5109526 A819829 A543884 091000011999999
F
XCK5YT1C3
104.94 032708
A814573
F
XCTJMD28
76.99 082708 5167276 Z814894 A596587 091000011999999
F
*** Press <ENTER> to view more vouchers ***
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Addr Left Right
Vendor Information User Manual
Page II-34
Screen 160 – Invoices by Vendor Inquiry (cont’d)
Basic Steps
•
•
Advance to Screen 160.
Type a vendor number in the Vendor: field. A list of invoices and pertaining information
will be provided for the specified vendor.
Invoice File List Process
•
•
•
Type a vendor number in the Vendor: field for a specific vendor, or an asterisk (*) or
part of the vendor name for a pop-up window of all vendors. Press <ENTER> to access
the information.
In the pop-up window, typing an ‘X’ beside the vendor will pass the information back to
Screen 160 where the vendor invoices will be shown.
The Invoice Nbr: field can be used to position the display. Entering a specific invoice
number will position the inquiry information to begin with this invoice number.
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Vendor:
11 digits
Enter the vendor identification number.
Invoice Nbr:
14 digits
Type an invoice number to place it at the top of the displayed list.
All:
1 character
Enter ‘Y’ to display all invoices for the vendor.
Screen Information
Panel 1
Invoice
Number:
14 digits
Shows the unique invoice number for a voucher.
Amount:
8 digits
Displays the amount of invoice.
Date:
6 digits
Indicates the date entered on the invoice header (Screen 240) in purchasing or
as entered on the voucher in Accounts Payable.
Vchr Number:
7 digits
Identifies the voucher number used for invoice payment.
PO Number:
7 character/digits
Shows the number assigned to the purchase order, if used.
Vendor Information User Manual
Page II-35
Screen 160 – Invoices by Vendor Inquiry (cont’d)
Check/State Voucher
Number:
7 digits
Shows the check or state voucher number.
Amount:
8 digits
Indicates the amount of check or state voucher.
Date:
6 digits
Displays the date check was processed or state voucher was printed.
St:
1 character
Indicates the status of this invoice, in the overall flow through the process.
Values are:
P = in Purchasing (not yet passed to A/P)
A = in A/P - not yet paid
M = in A/P - entered as a prepaid
C = in A/P - check has been written by the System
There is no update to indicate whether a check has been reconciled through the bank reconciliation
process.
Panel 2
Bank Trace:
15 digits
Shows the bank trace number on the transaction.
MC:
1 character
Shows the vendor’s mail code for the voucher.
Additional Functions
PF KEYS
See Appendix for explanation of standard PF Keys.
PF9
Addr
Address
View vendor's address information.
Vendor Information User Manual
Page II-36
Voucher Inquiry by Vendor
To view all the vouchers posted for a particular vendor, use Screen 162. Type ‘Y’ in the All: field,
to search for all mail codes for the selected vendor. The information displayed on this screen is
in summary form, and is viewed in voucher number order.
Inquiries default to the current fiscal year, but previous fiscal years may be searched by typing a
different year in the Fiscal Year: field.
To see only outstanding vouchers for a specific fiscal year, use Screen 165.
•
•
•
•
If a voucher is outstanding the status column will read (OUT).
When a voucher has entered the check or state voucher cycle, the status column will
display (CYCL).
If a check or state voucher has already been printed, the status will read (PAID).
If a voucher has been reconciled it will read (RECN).
Screen 162 - Voucher Inquiry by Vendor (Panel 1)
162 Voucher Inquiry by Vendor
06/15/09 14:27
XENON
FY 2009 CC 02
Screen: ___ Vendor: 1vvvvvvvvvD Voucher: _______ Fiscal Yr: 2009 All: _
Include Only: Acct: ______ _____ Dept Ref: _______
Pg 1__ of
6 Pg(s)
Vch
First
Batch M
S Voucher Lns
Account
Description
Stat Net Amount
Date
C
- ------- --- ------------ --------------------- ---- ------------- -------- _ 0007869
1 289010-17000 ANNUAL MAINTENANCE RE PAID
137.74 05/07/09 D
_ 1000806
1 290993-30000 LEASE XENON DC440 STA RECN
227.06 09/10/08 D
_ 1001475
1 210670-00000 XENON DC535 COPIER LE PAID
155.55 09/15/08 D
_ 1001476
1 210510-00000 XENON DC 432 A/SUB: D PAID
155.55 09/15/08 D
_ 1002136
1 210670-00000 XENON DC535 COPIER LE PAID
155.55 09/16/08 D
_ 1005686
1 241190-00000 XENON DC 535
PAID
342.77 09/24/08 D
_ 1010273
1 300460-00000 COPIER RENTAL
PAID
1,831.41 10/08/08 D
_ 1014965
1 290993-30000 LEASE XENON DC440 STA RECN
227.06 10/10/08 D
_ 1019763
1 240901-10000 MONTHLY RENEWAL FEE F PAID
107.32 10/22/08 D
_ 1024344
1 289010-17000 ANNUAL MAINTENANCE RE PAID
137.74 11/03/08 D
_ 1031219
2 241203-00000 XENON
PAID
1,018.37 11/14/08 D
_ 1034167
1 241190-00000 XENON DC 535
PAID
342.77 11/19/08 D
In Process:
Paid:
4,838.89
Total:
4,838.89
*** Press <ENTER> to view more vouchers ***
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Bkwd Frwd Addr Left Right
Vendor Information User Manual
Page II-37
Screen 162 – Voucher Inquiry by Vendor (cont’d)
Screen 162 - Voucher Inquiry by Vendor (Panel 2)
162 Voucher Inquiry by Vendor
06/15/09 14:28
XENON
FY 2009 CC 02
Screen: ___ Vendor: 1vvvvvvvvvD Voucher: _______ Fiscal Yr: 2009 All: _
Include Only: Acct: ______ _____ Dept Ref: _______
Pg 1__ of
6 Pg(s)
Vch
First
Dept
Check
Check
S Voucher Lns
Account
Description
Ref
Nbr
Date
Net Amount
- ------- --- ------------ ------------- ------- ------- -------- -----------_ 0007869
1 289010-17000 ANNUAL MAINTE 17000
05/08/09
137.74
_ 1000806
1 290993-30000 LEASE XENON D 0
STVCHR 09/11/08
227.06
_ 1001475
1 210670-00000 XENON DC535 C 0000
09/16/08
155.55
_ 1001476
1 210510-00000 XENON DC 432 0000
09/16/08
155.55
_ 1002136
1 210670-00000 XENON DC535 C 0000
09/17/08
155.55
_ 1005686
1 241190-00000 XENON DC 535 0000
09/25/08
342.77
_ 1010273
1 300460-00000 COPIER RENTAL 9323
10/09/08
1,831.41
_ 1014965
1 290993-30000 LEASE XENON D 0
STVCHR 10/13/08
227.06
_ 1019763
1 240901-10000 MONTHLY RENEW 20023
10/23/08
107.32
_ 1024344
1 289010-17000 ANNUAL MAINTE 17000
11/04/08
137.74
_ 1031219
2 241203-00000 XENON
#0564
11/17/08
1,018.37
_ 1034167
1 241190-00000 XENON DC 535 0000
11/20/08
342.77
In Process:
Paid:
4,838.89
Total:
4,838.89
*** Press <ENTER> to view more vouchers ***
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Bkwd Frwd Addr Left Right
Basic Steps
•
•
Advance to Screen 162.
Type a vendor number in the Vendor: field. A list of vouchers and pertaining
information will be provided for the specified vendor.
Voucher Inquiry by Vendor Process
•
You can search vendor files by typing a portion of the vendor name in the Vendor: field.
A pop-up window will appear with a listing of all vendors on file with the specified
characters in their name. An example would be entering ‘TWIN’ and receiving the
following information in the pop-up window. Selecting a vendor will take the
information directly to Screen 162.
+-----------------------------------------------------------------------------+
| F0043 Mark Vendor with an 'X' to select
|
|
Screen: ___ Search: XENON_______________ Type: N (N,V)
|
|
Include Frz/Del Vendors: N
|
|
|
|
Vendor Name
Vendor ID
Alias Frz Del SHld HUB
|
| _ XENON
1vvvvvvvvvD
N
N
N
|
| _ XENON ADMINISTRATION
1vvvvvvvvvI
N
N
N
|
| _ XENON CORP
1vvvvvvvvvJ
N
N
N
|
| _ XENON CORP
1vvvvvvvvv0
Y
N
N
|
| _ XENON CORP
1vvvvvvvvvH
N
N
N
|
| _ XENON CORP
1vvvvvvvvvX
N
N
N
|
| _ XENON CORP
1vvvvvvvvvT
Y
N
N
|
| _ XENON CORPORATION
1vvvvvvvvv0
N
N
N
|
| _ XENON CORPORATION
1vvvvvvvvvA
N
N
N
|
| _ XENON CORPORATION
1vvvvvvvvvG
N
N
N
|
| _ XENON CORPORATION
1vvvvvvvvv3
N
N
N
|
| _ XENON CORPORATION
1vvvvvvvvv1
N
N
N
|
| _ XENON CORPORATION
1vvvvvvvvv2
N
N
N
|
|
** More Vendors - Press <Enter> to View **
|
|
PF4=Exit PF9=Bid PF10=Remit PF11=Order PF12=Main
|
+-----------------------------------------------------------------------------+
Vendor Information User Manual
Page II-38
Screen 162 – Voucher Inquiry by Vendor (cont’d)
•
•
•
•
Type an asterisk (*) in the Vendor: field and press <ENTER> will access an alphabetical
listing of all vendors.
The Voucher: field can be used to position the screen display.
The Fiscal Year: field allows you to select the fiscal year in which the voucher was
posted.
Vendor information can be accessed by using the PF9 key. A pop-up window will appear
providing the vendor’s address, date the account was established, and other
information for the selected vendor.
Screen 162 - PF9 Pop-up Window
+----------------------------------------------------------------------------+
|
|
| XERON
|
| PO BOX 655551
Established: 08/18/1995 Disc:
Retn: 18 |
|
Last Active: 06/11/2009 Limit:
Com:
|
| DALLAS
TX 752650361
YTD Paid:
450,895.96 Type: BU Hold: N |
|
|
+----------------------------------------------------------------------------+
•
•
Type an ‘X’ in the S (Select) field beside the voucher and press <ENTER> to pass the
voucher information to Screen 168 (FAMIS Voucher Total Inquiry). This will allow you to
view detailed information for the voucher. (See Screen 168 section for more
information.)
On Screen 168, type an ‘X’ in the S (Select) field beside the voucher line item and press
<ENTER> to pass the voucher information to Screen 169 (FAMIS Voucher Line Item
Inquiry) where detailed line item information is provided. (See section on Screen 169 for
more information.)
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Vendor:
11 digits
Enter the vendor identification number.
 Voucher:
7 digits
Type the FAMIS voucher number to be displayed at the top of the list.
 Fiscal Yr:
4 digits
Indicate the fiscal year the voucher was posted.
All:
Include Only:
Acct:
Dept Ref:
1 character
Type ‘Y’ - to display all mail codes pertaining to the vendor. For example: IBM
would list all vouchers for IBM regardless of address.
11 digits
Enter a FAMIS account number to limit the display.
7 digits/characters
Indicate a reference number used by the department to limit the display.
Vendor Information User Manual
Page II-39
Screen 162 – Voucher Inquiry by Vendor (cont’d)
Pg _ of _ Pg(s):
2 digits
Indicate the page number of the total number of pages to be displayed
Screen Information
Panel 1
S:
1 character
Type an ‘X’ to select the vendor information.
Voucher:
7 digits
Displays the FAMIS voucher number.
Vch Lns:
3 digits
Indicates the number of line items on a voucher.
First Account:
11 digits
Shows the first account number paying for this voucher.
Description:
21 characters
Displays a description of items purchased.
Stat:
4 characters
Shows the status of the voucher. Valid values are:
CYCL
= In Check Cycle or State Voucher Cycle
DROP = Dropped before payment - acctg reversed
PAID
= Paid (after printing or Prepaid)
PEND = Pending voucher - no acctg. Posted
P-CN
= Pending cancelled before acctg. Posted
P-OP
= Pending voucher - open (no acctg. posted)
P-CL
= Pending closed - closed but not posted; should post overnight and
enter into CYCL otherwise there may be a problem
OUT
= Outstanding (after being posted but before entering the check or
state voucher cycle
RECN = Reconciled (Cleared Bank or State Comp)
VOID
= Check or State voucher voided
Net Amount:
8 digits
Shows the net amount of the voucher, after discount.
Batch Date:
6 digits
Indicates the batch session date when transaction was processed.
MC:
1 character
Shows the vendor’s mail code for the voucher.
Panel 2
Dept Ref:
7 digits/characters
Indicates the reference number used by the department.
Check Nbr:
7 digits
Identifies the check number issued when payment was made.
Vendor Information User Manual
Page II-40
Screen 162 – Voucher Inquiry by Vendor (cont’d)
Check Date:
6 digits
Indicates the date the check was processed.
Net Amount:
8 digits
Identifies the net dollar amount of the voucher.
In Process:
12 digits
Displays the net amount in process to be paid.
Paid:
12 digits
Shows the net amount paid.
Total:
12 digits
Displays the total amount of the vouchers displayed on the screen.
This total does not include amount of dropped, cancelled or voided
vouchers displayed.
Additional Functions
PF KEYS
See Appendix for explanation of standard PF Keys.
PF9
Addr
Address
Displays the vendor’s address and provides additional vendor information.
Vendor Information User Manual
Page II-41
Voucher Inquiry by Alternate Vendor
Screen 170 is used to search for vouchers using the name of the alternate vendor. To view all
vouchers for the alternate vendor, type ‘Y’ in the All: field on the Action Line.
Screen 170 - Voucher Inquiry by Alt Vendor (Panel 1)
170 Voucher Inquiry by Alt Vendor
06/15/09 14:37
#0444 LANDS INN SUITES
FY 2009 CC 02
Screen: ___ Alt Vndr: 1vvvvvvvvv1 Voucher: _______ Fiscal Yr: 2009 All: Y
Include Only: Acct: ______ _____ Dept Ref: _______
Pg 1__ of
1 Pg(s)
Vch
First
Batch M
S Voucher Lns
Account
Description
Stat Net Amount
Date
C
- ------- --- ------------ --------------------- ---- ------------- -------- _ 1105141
2 421125-00000 HOTEL STAY FOR JANIS RECN
70.08 05/06/09 2
_ 1105147
2 421125-00000 HOTEL STAY FOR MORRIS RECN
75.56 05/06/09 2
** Vendor Total **
145.64
*** End of voucher list for vendor ***
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Bkwd Frwd Addr Left Right
Screen 170 - Voucher Inquiry by Alt Vendor (Panel 2)
170 Voucher Inquiry by Alt Vendor
06/15/09 14:39
#0444 LANDS INN SUITES
FY 2009 CC 02
Screen: ___ Alt Vndr: 1vvvvvvvvv1 Voucher: _______ Fiscal Yr: 2009 All: Y
Include Only: Acct: ______ _____ Dept Ref: _______
Pg 1__ of
1 Pg(s)
Vch
First
Dept
Check
Check
S Voucher Lns
Account
Description
Ref
Nbr
Date
Net Amount
- ------- --- ------------ ------------- ------- ------ -------- ------------_ 1105141
2 421125-00000 HOTEL STAY FO 9293
673006 05/07/09
70.08
_ 1105147
2 421125-00000 HOTEL STAY FO 9293
673006 05/07/09
75.56
** Vendor Total **
145.64
*** End of voucher list for vendor ***
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Bkwd Frwd Addr Left Right
Voucher Inquiry by Alt. Vendor Process
Type the alternate vendor's identification number, and any other criteria to be used in searching
and displaying the desired information. If you type part or all of the alternate vendor's name, in
the Alt Vndr: field, you will be given a pop-up window from which to select the desired vendor.
You may also type an asterisk (*) in the Alt Vndr: field to view a pop-up list of alternate vendor's
and select the vendor's number from the list by typing an ‘X’ in the Sel: field. Press <ENTER> to
“pass back” the number to the field on Screen 170.
Vendor Information User Manual
Page II-42
Screen 170 – Voucher Inquiry by Alternate Vendor (cont’d)
Basic Steps
•
•
•
Advance to Screen 170.
Type a valid alternate vendor's identification number in the Alt Vndr: field and press
<ENTER>. If there are vouchers for the specified vendor they will be displayed.
You may enter a specific voucher number, account number, and/or department
reference code to narrow the search and advance to a specific item.
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Alt Vndr:
11 digits
Enter a valid alternate vendor identification number. The vendor’s name will
appear above this field.
Voucher:
7 digits
Include the desired voucher number to display.
Fiscal Year:
4 digits
Identify the fiscal year to begin the search.
All:
1 character
Type ‘Y’ to include all vouchers in the displayed list.
Include Only
Account:
11 digits
Enter an account number to limit the search.
Dept Ref:
7 digits/characters
Indicate the department reference number.
Pg _ of _ Pg(s):
4 digits
Identify a page number to advance through the list of vouchers displayed.
Screen Information
Panel 1
S:
1 character
Type an ‘X’ to select an item and advance to Screen 168 to view voucher detail.
Voucher:
7 digits
Displays voucher number(s) that match the inquiry data entered on the Action
Line.
Vch Lns:
3 digits
Shows the number of line items on the voucher.
Vendor Information User Manual
Page II-43
Screen 170 – Voucher Inquiry by Alternate Vendor (cont’d)
First Account:
11 digits
Identifies the first account number on voucher.
Description:
20 characters
Displays the description entered on the voucher.
Stat:
4 characters
Shows the status of the voucher. For example:
CYCL
= In Check Cycle or State Voucher Cycle
DROP = Dropped before payment - acctg reversed
PAID
= Paid (after printing or Prepaid)
PEND = Pending voucher - no acctg. Posted
P-CN
= Pending cancelled before acctg. Posted
P-OP
= Pending voucher - open (no acctg. posted)
P-CL
= Pending closed - closed but not posted; should post overnight and
enter into CYCL otherwise may be a problem
Net Amount:
10 digits
Shows the net amount of the voucher, after discount.
Batch Date:
6 digits
Indicates the batch session date when transaction was processed.
MC:
1 digit
Shows the vendor’s mail code for the voucher.
Vendor Total:
10 digits
Shows total dollar amount paid to the vendor.
Panel 2
Dept Ref:
7 digits/characters
Shows the department reference number.
Check Nbr:
6 digits
Identifies the check number issued when payment was made.
Check Date:
6 digits
Indicates the date the check was processed.
Net Amount:
10 digits
Identifies the net dollar amount of the voucher.
Vendor Total:
10 digits
Shows the total dollar amount paid to the vendor.
Additional Functions
PF KEYS
See the Appendix for an explanation of the standard PF Keys.
PF9
Addr
Address
Shows detail address information for the vendor.
Vendor Information User Manual
Page II-44
State HUB Vendor ID Search
To view a list of State HUB vendors, use Screen 173. To narrow the displayed list, type a
vendor's identification number or name in the Vendor: field and press <ENTER>. Typing a partial
vendor ID number will result in a list of all State HUB vendors that have a similar vendor
identification number. A name search is available by typing an asterisk (*) or alpha character in
the Vendor: field.
The list of vendors displayed will also show a ‘Y’ in the SHld: field if a vendor is on State Hold.
In addition to producing a list of vendors, this screen also provides additional detail necessary
for identifying the HUB status of a vendor.
The State HUB file will be updated weekly.
Screen 173 - State HUB Vendor ID Search
173 State HUB Vendor ID Search
Screen: ___
06/15/09 14:41
FY 2009 CC 02
Vendor: 1vvvvvvvvv1
Ethn
Tx Sm
Vendor ID
Vendor Name
Gndr Cd QISV Off Bus
1vvvvvvvvv7 TRIPLE T TRAINING SUPPLIES, INC
F
WO
Y
1vvvvvvvvv3 QQQ SERVICES
F
HI
Y
1vvvvvvvvv2 COOLANT INDUSTRIES
F
WO
Y
1vvvvvvvvv6 ALLIED AMBULANCE
F
WO
Y
1vvvvvvvvv4 A.A. AMAZING AUTOS
M
HI
1vvvvvvvvv3 TECH TRENDS TRAINING
M
AS
Y
1vvvvvvvvv2 METRO MAPS
M
BL
Y
1vvvvvvvvv3 A.H.I. SERVICES
M
HI
Y
1vvvvvvvvv1 TTT CONSULTANTS
M
AS
1vvvvvvvvv9 BLANKET BUNTING CO.
M
HI
Y
1vvvvvvvvv1 INSTANT GRAPHICS
F
WO
Y
1vvvvvvvvv6 PORTLAND PORTALS
F
WO
Y
1vvvvvvvvv4 PERMAN CONSULTANTS
F
WO
Y
1vvvvvvvvv5 INTELLIGENT SURROUND TECHNOLOGY
F
HI
Y
Y
Y
1vvvvvvvvv1 NEWSOME IDENTIFICATION SERVICES
F
WO
Y
Press <ENTER> For More Entries
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Dtl
Basic Steps
•
•
•
Advance to Screen 173.
Type a valid vendor's identification number in the Vendor: field on the Action Line and
press <ENTER>.
Place cursor on a vendor's name and press PF6 to view additional State HUB vendor
data.
State HUB Vendor ID Search
Place the cursor on a specific vendor ID or name and press PF6 to see if the FAMIS
vendor is on the STATE HUB file. If so, detailed data for the vendor will be displayed.
Press PF4 from this pop-up window to return to Screen 173.
Vendor Information User Manual
Page II-45
Screen 173 – State HUB Vendor ID Search (cont’d)
Screen 173 - PF6 State Hub Data Pop-Up Screen
+-------------------------------------------------------+
|
|
|
State Hub Vendor Data
|
|
|
| State ID: 1vvvvvvvvv7 Cert: 54076 Dt Off: 03/27/2012 |
|
Vndr: TRIPLE T TRAINING SUPPLIES, INC.
|
|
2257 ROSES LANE .
|
|
|
|
CLENTON TX 76033
|
| Foreign:
|
|
Phone: 817-777-1111
County: JOHNSON
|
|
Fax: 817-555-2222
|
| Contact: VP- Elsa Engleman
|
|
Desc: Complete concrete construction-turn-key,
|
| Internet: [email protected]
|
|
|
|
Gndr: F
Ethnic: WO
Lone Star:
|
|
QISV:
Sm Bus: Y
Texas Off:
|
|
|
|
Press <PF4> to Exit
|
+-------------------------------------------------------+
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Vendor:
11 digits
Enter a valid vendor identification number.
Screen Information
Vendor ID:
11 digits
Displays the state vendor identification number of the vendor listed.
Vendor Name:
30 characters
Identifies the name of the vendor associated with the vendor identification
number listed.
Gndr:
1 character
Shows the gender code for the vendor displayed. Valid values are:
Blank = Not Specified
M
= Male Owned
W
= Woman Owned
Ethn Cd:
2 characters
Identifies the state’s ethnic code for the vendor. For example:
Blank = Not Specified
BL
= Black
HI
= Hispanic
AS
= Asian Pacific
QISV:
1 character
‘Y’ indicates the vendor is a Qualified Information System Vendor.
Tx Off:
1 character
‘Y’ identifies this as a Texas Office.
Vendor Information User Manual
Page II-46
Screen 173 – State HUB Vendor ID Search (cont’d)
Sm Bus:
1 character
‘Y’ signifies this vendor is a small business.
Additional Functions
PF KEYS
See the Appendix for an explanation of the standard PF Keys.
PF6
Dtl
Detail
Detail information on the HUB vendor.
Vendor Information User Manual
Page II-47
State HUB Vendor Name Search
To search for State HUB vendors by name, use Screen 174. You may type a vendor's name or
identification number in the Vendor: field and press <ENTER>.
The list of vendors displayed will also show a ‘Y’ in the SHld: field if a vendor is on State Hold.
In addition to producing a list of vendors, this screen also provides additional detail necessary
for identifying the HUB status of a vendor.
The State HUB file will be updated weekly.
Screen 174 - State HUB Vendor Name Search
174 State HUB Vendor Name Search
Screen: ___
06/15/09 14:42
FY 2009 CC 02
Vendor: ___________________________________
Ethn
Tx Sm
Vendor ID
Vendor Name
Gndr Cd QISV Off Bus
1vvvvvvvvv1 A & A CONSTRUCTION
F
HI
Y
1vvvvvvvvv2 A & A TECHNICS INC
M
HI
Y
Y
1vvvvvvvvv0 A & F ENERGY
F
AS
Y
1vvvvvvvvv4 A & G INSTITUTE
F
HI
Y
Y
1vvvvvvvvv2 A & J DRAINAGE
M
HI
Y
1vvvvvvvvv4 A & J FENCING SUPPLY
M
HI
1vvvvvvvvv6 A & J PAINTERS RESOURCE
M
HI
Y
1vvvvvvvvv9 A & L MECHANICS SERVICE
M
HI
Y
1vvvvvvvvv7 A & L PAINTS AND MORE
M
HI
Y
1vvvvvvvvv5 A & L TELECOMMUNICATIONS
M
HI
Y
1vvvvvvvvv0 A & M ELECTRIC SERVICE
M
AS
Y
Y
Y
1vvvvvvvvv7 A & M LAND INITIATIVE
M
HI
Y
1vvvvvvvvv5 A & P RENTALS
M
BL
Y
1vvvvvvvvv1 A & R CONTRACTING SERVICES
M
HI
Y
1vvvvvvvvv7 A & R CONSTRUCTION MANAGEMENT
M
HI
Press <ENTER> For More Entries
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Dtl
Basic Steps
•
•
•
Advance to Screen 174.
Type a valid vendor's name in the Vendor: field on the Action Line and press <ENTER>.
You may type in a partial name, or vendor identification number to view a list of
possible matches from which to select.
Place cursor on a vendor's name and press PF6 to view additional State HUB vendor
data.
State HUB Vendor Name Search
Place the cursor on a specific vendor and press PF6 to see if the FAMIS vendor is on
the STATE HUB file. If so, detailed data for the vendor will be displayed. Press PF4
from this pop-up window to return to Screen 174.
Vendor Information User Manual
Page II-48
Screen 174 – State HUB Vendor Name Search (cont’d)
Screen 174 - PF6 State Hub Data Pop-Up Screen
+-------------------------------------------------------+
|
|
|
State Hub Vendor Data
|
|
|
| State ID: 1vvvvvvvvv2 Cert: 45740 Dt Off: 10/30/2011 |
|
Vndr: A & A TECHNICS INC
|
|
19999 WITTS END
|
|
|
|
SAN ANTONIO TX 78256
|
| Foreign:
|
|
Phone: 210-699-8888
County: BEXAR
|
|
Fax: 866-888-5555
|
| Contact: Owner / Arlis Anderson
|
|
Desc: Computer products & Services; computer n
|
| Internet: [email protected]
|
|
|
|
Gndr: M
Ethnic: HI
Lone Star:
|
|
QISV: Y
Sm Bus: Y
Texas Off:
|
|
|
|
Press <PF4> to Exit
|
+-------------------------------------------------------+
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Vendor:
11 digits
Enter a valid vendor identification number.
Screen Information
Vendor ID:
11 digits
Displays the state vendor identification number of the vendor listed.
Vendor Name:
30 characters
Identifies the name of the vendor associated with the vendor identification
number listed.
Gndr:
1 character
Displays the gender code for the vendor. Valid values are:
Blank = Not Specified
M
= Male Owned
W
= Woman Owned
Ethn Cd:
2 characters
Shows ethnic code for the vendor. For example:
Blank = Not Specified
BL
= Black
HI
= Hispanic
AS
= Asian Pacific
QISV:
1 character
Indicates whether the vendor is a Qualified Information System Vendor. Valid
values are:
Y
= Yes
N
= No
Vendor Information User Manual
Page II-49
Screen 174 – State HUB Vendor Name Search (cont’d)
Tx Off:
1 character
‘Y’ signifies this is a Texas Office.
Sm Bus:
1 character
‘Y’ identifies this vendor is a small business.
Additional Functions
PF KEYS
See the Appendix for an explanation of the standard PF Keys.
PF6
Dtl
Detail
Detail information on the HUB vendor.
Vendor Information User Manual
Page II-50
Section III
Vendor Information - Purchasing
Vendor Information User Manual
Page III-2
Vendor Change Log
Changes that have been made to a FAMIS vendor record on Screen 203, Screen 103 or Screen
207 may be viewed on Screen 201. This screen also shows the date and time a change was
made.
On this screen you may flag changes that need to be sent electronically to TINS, and view
whether the changes have been sent.
If you did not set the TINS flag on Screen 203, you may change the ‘N’ to ‘Y’ in the
Send TINS: field. However, if there is already a ‘Y’ in this field, you may not change it
back to ‘N’.
To ensure that new setup fields are sent to TINS, you must type “Y” in the Send TINS: field for
the following:
ACH ROUTING NBR
ACH ACCT TYPE
ACH ACCT NBR
The ACH ROUTING NBR is the most important field that needs to be sent to TINS.
Additional fields of information are displayed on Panel 2 and Panel 3. Press the PF11 key to
scroll right and view these panels.
Update access to this screen should be restricted.
Only the field names will be displayed if the user does not have the proper access.
Screen 201 - Vendor Change Log (Panel 1)
201 Vendor Change Log
A & A ELEVATORS INC
06/15/09 14:49
FY 2009 CC 02
Screen: ___ Vendor: 1vvvvvvvvvv0 Order: N Field: _______________________
Panel: 01 More>>
Send Sent
Date
Date Pulled
Tins Tins
Field Name
New Field Value
Changed
for TINS
---- ----------------------------------------------------N
CHARTER NBR
1
12/15/2008
N
BID ZIP
774772911
12/15/2008
N
BID STATE
TX
12/15/2008
N
BID ADDRESS
4254 BLUEBERRY DR
12/15/2008
N
ADDRESS
4254 BLUEBERRY DR
12/15/2008
N
1099 CODE
N
12/15/2008
N
ZIP CODE
774772911
12/15/2008
N
REMIT FAX
12/15/2008
N
PHONE
12/15/2008
N
OWNER CODE
T
12/15/2008
N
CITY
STANLEY
12/15/2008
N
BID CITY
STANLEY
12/15/2008
**** Press ENTER to continue ****
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Audit
Left Right
Vendor Information User Manual
Page III-3
Screen 201 – Vendor Change Log (cont’d)
Screen 201 - Vendor Change Log (Panel 2)
201 Vendor Change Log
A & A ELEVATORS INC
06/15/09 14:50
FY 2009 CC 02
Screen: ___ Vendor: 1vvvvvvvvv0 Order: N Field: _______________________
<<More
Panel: 02 More>>
Date
Time
Field Name
New Field Value
Old Field Value
Changed Changed
--------------------------------- ------------------ ---------- ------CHARTER NBR
1
12/15/2008 13:25:17
BID ZIP
774772911
12/15/2008 13:25:17
BID STATE
TX
12/15/2008 13:25:17
BID ADDRESS
4254 BLUEBERRY DR
12/15/2008 13:25:17
ADDRESS
4254 BLUEBERRY DR 6222 CHERRY LANE
12/15/2008 13:25:17
1099 CODE
N
12/15/2008 13:25:17
ZIP CODE
774772911
77036
12/15/2008 13:25:17
REMIT FAX
7137775555
12/15/2008 13:25:17
PHONE
7137775666
12/15/2008 13:25:17
OWNER CODE
T
12/15/2008 13:25:17
CITY
STANLEY
HOUSTON
12/15/2008 13:25:17
BID CITY
STANLEY
12/15/2008 13:25:17
**** Press ENTER to continue ****
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Audit
Left Right
Screen 201 - Vendor Change Log (Panel 3)
201 Vendor Change Log
A & A ELEVATORS INC
06/15/09 14:51
FY 2009 CC 02
Screen: ___ Vendor: 1vvvvvvvvv0 Order: N Field: _______________________
<<More
Panel: 03
Date
Time
Field Name
New Field Value
Userid
Changed Changed
-------------------------------------------------- ------CHARTER NBR
1
TxxxxxP
12/15/2008 13:25:17
BID ZIP
774772911
TxxxxxP
12/15/2008 13:25:17
BID STATE
TX
TxxxxxP
12/15/2008 13:25:17
BID ADDRESS
4254 BLUEBERRY DR
TxxxxxP
12/15/2008 13:25:17
ADDRESS
4254 BLUEBERRY DR
TxxxxxP
12/15/2008 13:25:17
1099 CODE
N
TxxxxxP
12/15/2008 13:25:17
ZIP CODE
774772911
TxxxxxP
12/15/2008 13:25:17
REMIT FAX
TxxxxxP
12/15/2008 13:25:17
PHONE
TxxxxxP
12/15/2008 13:25:17
OWNER CODE
T
TxxxxxP
12/15/2008 13:25:17
CITY
STANLEY
TxxxxxP
12/15/2008 13:25:17
BID CITY
STANLEY
TxxxxxP
12/15/2008 13:25:17
**** Press ENTER to continue ****
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Audit
Left Right
Basic Steps
•
•
•
•
•
•
•
Advance to Screen 201.
Type a valid vendor's identification number or name in the Vendor: field.
Enter the sort preference in the Order: field. Use “O” (oldest) or “N” (newest).
If you want to show only a specific field name, enter it in the Field: field and press
<ENTER>.
Place cursor on a field name and press PF7 to view the audit information for the change.
Press PF11 to view additional data in Panel 2 and 3 of this screen.
Press PF10 to return to Panel 1.
Vendor Information User Manual
Page III-4
Screen 201 – Vendor Change Log (cont’d)
Vendor Change Log Process
Indicate the sort order to view information by either the oldest or newest date by typing ‘O’ or
‘N’ in the Order: field.
There are three panels of information included on this screen. Press the PF11 key to view
additional columns of information to the right, and return to the original panel by pressing PF10.
Additional audit information may be viewed by placing the cursor on a line of information
displayed on the screen and pressing PF7.
Screen 201 – PF7 Audit Pop-Up Window
+--------------------------------------------------------------+
|
|
|
**** Audit Information ****
|
|
|
|
Vendor: 1vvvvvvvvv0
|
|
Field Name: BID ADDRESS
|
|
|
|
Date Modified: 12/15/2008
Time Modified: 13:25:17
|
|
Modified By: TxxxxxP
THORP, TERESA T
|
|
|
|
|
|
PF3= Back to 201 PF4=Exit
|
|
|
|
|
|
|
+--------------------------------------------------------------+
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Vendor:
11 digits
Enter a valid vendor identification number.
 Order:
Help 1 character
Designate the order in which the information displayed is to be sorted:
0 = Oldest Date
N = Newest Date
Field:
Help 23 characters
Leave this field blank to view all changes, or type a valid field name. For
example:
ACH Acct Nbr
ACH Acct Type
ACH Email
ACH Override
ACH Prenote
ACH Prenote Date
ACH Prenote Override
ACH Routing Nbr
ACH Send TINS
Vendor Information User Manual
Page III-5
Screen 201 – Vendor Change Log (cont’d)
Screen Information
Panel 1
Send Tins:
1 character
Type ‘Y’ if this change is to be sent to TINS.
Sent Tins:
1 character
‘Y’ identifies that the change was sent to TINS.
Field Name:
16 characters/digits
Identifies the current field name.
New Field Value:
17 characters/digits
Shows the changed field value.
Date Changed:
8 digits
Identifies the date the field change was made.
Date Pulled for
TINS:
8 digits
Displays the nightly processing date for sending the change to TINS.
Panel 2
Old Field Value:
18 characters/digits
Identifies the old value used for this field, prior to the change.
Time Changed:
6 digits
Shows the time the field value change was entered.
Panel 3
Userid:
7 characters/digits
Identifies the FAMIS User ID of the person who made the change.
Additional Functions
PF KEYS
See the Appendix for an explanation of the standard PF Keys.
PF7
Audit
Audit
View the audit information for the selected change.
Vendor Information User Manual
Page III-6
Vendor Add/Modify
Screen 203 is used to add a new vendor to FAMIS and to make changes to existing vendors.
Due to the TINS rules, Screen 203 and the old Screen 206 were combined into
one screen (Screen 203 with two panels). The information on Screen 203 needed to
be entered and edited with the information on Screen 206.
Panel 2 provides more vendor attributes. Additionally, two flags, “Send New Setup to TINS” and
“Send Changes to TINS.” Setting TINS flags will initiate sending new vendor information to TINS.
If a vendor is on hold at the state, the message ** ON STATE HOLD ** will appear under the
Vendor: field.
Update access to this screen should be restricted.
Screen 203 - Vendor Add/Modify (Panel 1)
203 Vendor Add/Modify
03/09/10 09:43
AC BIO INC
FY 2010 CC 02
Screen: ___ Vendor: 1vvvvvvvvv0
Page: 1 <More>>>>
** ON STATE HOLD **
Name: AC BIO INC_ _________________
_______________ PIN: 19xxxxxxxx4 002
Send New Setup to TINS: _
Send Changes to TINS: N
Tax-ID: 9xxxxxxx7
*------- Purchasing Bid To -----------* *------ Accounts Payable Remit To ----*
Address: ______________________________ Address: 200 CENTER AVE STE 100________
______________________________
______________________________
______________________________
______________________________
______________________________
______________________________
City: ____________________ State: __
City: PISCO_______________ State: NJ
Zip: _____ ____
Country: __
Zip: 08854 3950
Country: __
Phone: ____________
Ext: ____
Phone: ____________
Ext: ____
FAX: ____________
FAX: ____________
Zone:
Contact: _________________________
Contact: _________________________
------------------------------------------------------------------------------Vendor Type: BU
Ownership cd: O
1099: N
W9 Date: 06/30/2003 Hold: N
Disadv: _
Ethnic Orig: ___ Gender: _ TAMUS Part: __
Freeze: N
Bus size: _ TAMUS Employee: _ Ck Limit: 0 Retain Mths: 18
Delete: N
Established: 06/20/2001 By: WxxxxxP
Modified: 08/31/2007 By: TxxxxxP
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
HUB
Stats NxVn
Order Left Right
The PIN: field will default to the vendor ID number. If you wish to have a different value in this
field other than the vendor ID you will need to enter it manually.
If you use the automatically generated vendor number, the PIN number and Tax ID number will
not default in, it must be manually entered. This feature will assist FAMIS in moving away from
the use of identifiable information in the Vendor ID.
Vendor Information User Manual
Page III-7
Screen 203 – Vendor Add/Modify (cont’d)
Screen 203 - Vendor Add/Modify (Panel 2)
203 Vendor Add/Modify
AC BIO INC
Screen: ___ Vendor: 1vvvvvvvvv0
** ON STATE HOLD **
Name: AC BIO INC
Vendor Type: BU
Texas Company: _
Employ Agency: ___
Ownership Code: O
SIC: ____
Security: _
03/09/10 09:45
FY 2010 CC 02
Page: 2 <<<<More>
Charter Nbr: __________
Busn Desc: ___
-------- Sole Proprietor/Partnership Data ------SSN/FEI: ___________ Name: __________________________________________________
SSN/FEI: ___________ Name: __________________________________________________
Email Addr: __________________________________________________
---------------- Discount Terms -------------------Percent: ______ Disc Days: ___ Ind: _ Pay Days: ___ FOB: __
Established: 06/20/2001 By: WxxxxxP
Modified: 08/31/2007 By: TxxxxxP
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
HUB
Stats
Left Right
Basic Steps
•
•
•
•
•
•
Advance to Screen 203.
Type a valid vendor's identification number or name in the Vendor: field and press
<ENTER>. If the vendor exists, add additional vendor data, or modify existing
information and press <ENTER> to record. If new, add all required vendor data and
press <ENTER>.
Set the “Send xxxx To TINS” flag, if appropriate.
Press PF11 to view additional data in Panel 2 of this screen.
Press PF10 to return to Panel 1.
Press the other PF keys provided to view additional detail information for this vendor.
Vendor Add/Modify Process
You can use Screen 205 when you only want to enter the “Remit To” address. This screen is
identical to Screen 203, except that the “Bid To” address is protected and you will not have to
tab through those fields. You will not be able to update the “Purchasing Bid To” information on
this screen. Use the following PF Keys for the desired process:
PF5
PF6
PF9
PF11
View HUB data if this is a HUB vendor
View additional vendor statistics and audit information
Make desired changes to the “Purchasing Order From” address
Scroll to Panel 2
Vendor Information User Manual
Page III-8
Screen 203 – Vendor Add/Modify (cont’d)
Fields:
Send New Setup to TINS: Values ‘Y’ or ‘N
• Set this flag to ‘Y’ whenever a new mail code needs to be sent to TINS.
•
This flag must be set BEFORE you make changes to the fields.
If you fill out the screen and then change the flag, it WILL NOT feed to the state.
However, you can change the flag using Screen 201 and the changes will be sent.
•
The system will use this flag to log the mail code a special way in order to send the setup
to the state.
•
This flag is changed to blank after a successful update or ADD.
Send Changes to TINS: Values ‘Y’ or ‘N’
•
This flag must be set BEFORE you make changes to the fields.
If you fill out the screen and then change the flag, it WILL NOT feed to the state.
However, you can change the flag using Screen 201 and the changes will be sent.
•
This flag will remain set until it is changed by the user.
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Vendor:
11 digits
Enter a valid vendor identification number.
Screen Information
Panel 1
 Name:
50 characters/digits
Add/ modify the name of the vendor.
 PIN:
14 digits
Include the vendor's personal identification number.
 Send New Setup
to TINS:
1 character
Type ‘Y’ if the setup information for a vendor is to be sent to TINS.
This field will become blank again after processing a new mail code.
 Send Changes
to TINS:
1 character
Type ‘Y’ if this added/modified information for the vendor is to be sent to TINS.
This value will remain until a manual change has been made.
Vendor Information User Manual
Page III-9
Screen 203 – Vendor Add/Modify (cont’d)
 Tax-ID:
Purchasing Bid To
 Address:
9 digits
Enter the vendor's tax identification number.
4 lines, 30 characters/digits
Type the vendor's bid mailing address.
 City:
20 characters
Include the name of the city for the bid mailing address.
 State:
Help 2 characters
Enter vendor's state code for the bid mailing address.
 Zip:
9 digits
Identify the zip code for the bid mailing address.
 Country:
Help 3 characters
Type the country code for the vendor's bid mailing address.
Phone:
10 digits
Enter the phone number for the vendor's bid mailing address.
Ext:
4 digits
Include the phone extension for the bid mailing address.
FAX:
10 digits
Type the FAX number for the bid mailing address.
 Contact:
25 characters
Indicate the name of the contact person at the vendor's bid mailing address.
Accounts Payable Remit To
 Address:
4 lines, 30 characters/digits
Type the vendor's billing address.
 City:
20 characters
Include the name of the city for the billing address.
 State:
Help 2 characters
Enter vendor's state code for the billing address.
 Zip:
9 digits
Identify the zip code for the billing address.
 Country:
Help 3 characters
Type the country code for the vendor's billing address.
 Phone:
12 digits
Enter the phone number for the vendor’s billing address.
Vendor Information User Manual
Page III-10
Screen 203 – Vendor Add/Modify (cont’d)
Ext:
4 digits
Include the phone extension for the vendor’s billing address.
FAX:
10 digits
Type the FAX number.
Zone:
3 digits
Displays the TINS region zone code designated by the State.
 Contact:
25 characters
Indicate the name of the contact person at the vendor's billing address.
 Vendor Type:
Help 2 characters
Enter a valid vendor type: For example:
Blank = Not specified
BU
= Business
EM
= Employee
FA
= Federal Agency
FC
= Foreign Corporation
FG
= Foreign Government
FI
= Foreign Individual
FY
= Foreign Partner Yes
 Ownership cd:
Help 1 character
Type a valid ownership code.
If “L”, the Texas Charter Number Nbr: field is required. Valid values are:
A
= Professional Association
Blank = Not Specified
C
= Professional Corporation
E
= State Employee
F
= Financial Institution
G
= Government Entity
I
= Individual (Not Owning a Business)
L
= Texas Limited Partnership
N
= Other, Limited Partnership, J
O
= Out-of-State Corporation
P
= Partnership
R
= Foreign
S
= Sole Proprietorship
T
= Texas Corporation
U
= State Agency/University
1099:
Help 1 character/digit
Include a valid 1099 code:
BLANK = Not Specified
C
= Corporation
E
= Employee
F
= Foreign
I
= Individual
N
= Not For Profit
Vendor Information User Manual
Page III-11
Screen 203 – Vendor Add/Modify (cont’d)
O
P
R
Y
2
=
=
=
=
=
Other
Partnership
Real Estate
1099
1042
W9 Date:
8 digits
Include the date for the mailing/return of the W9 form from a vendor.
Hold:
1 character
Displays ‘Y’ (Yes) if this vendor is on hold with the State of Texas.
Disadv:
Help 1 character
Include the disadvantage code. For example:
Blank = Not Hub/Not Specified
C
= Certified HUB Business
H
= HUBZONE (Labor Surplus Area)
N
= Not HUB
S
= Self Declared HUB Business
Ethnic Orig:
Help 3 characters
Enter a valid ethnic origin code:
Blank = Not Specified
BLK
= Black
CAU
= Caucasian
HSP
= Hispanic
IND
= American Indian / Native American
Gender:
Help 1 character
Indicate the gender code for the vendor:
Blank = Not Specified
M
= Male Owned
W
= Woman Owned
TAMUS Part:
Help 2 digits
Enter the TAMUS Member Part number this vendor information belongs to.
For example:
01
= System & General Offices
02
= Texas A&M University
Freeze:
1 character
Displays ‘Y’ (Yes) if a freeze has been placed on the vendor.
Bus size:
Help 1 character
Include the code indication the size of the vendor's business:
Blank = Not Specified
L
= Large
S
= Small
Vendor Information User Manual
Page III-12
Screen 203 – Vendor Add/Modify (cont’d)
TAMUS Employee:
Help 1 character
Specify if the vendor is an employee of The Texas A&M University System:
Y
= Yes
N
= No
BLANK = No
Ck Limit:
Help 1 digit
If previously set up, select a limit amount for the check from the pop-up
window, or enter ‘0’if no limit is needed.
Retain Mths:
2 digits
Identify the number of months to retain the information on the vendor after
the last activity.
Delete:
1 character
Displays ‘Y’ (Yes) if this vendor has been deleted.
Established:
8 digits
Shows the date the vendor was added to FAMIS.
By:
7 characters/digits
Displays FAMIS user ID of person who added the vendor information to FAMIS.
Modified:
8 digits
Shows the date the vendor information was modified.
By:
7 characters/digits
Displays the FAMIS user ID of the person who modified the vendor information.
Panel 2
 Vendor Type:
Help 2 characters
Enter a valid vendor type: For example:
Blank = Not specified
BU
= Business
EM
= Employee
FA
= Federal Agency
 Ownership Code:
Help 1 character
Type a valid ownership code.
If “L”, the Texas Charter Number Nbr: field is required. Valid values are:
A
= Professional Association
Blank = Not Specified
C
= Professional Corporation
E
= State Employee
F
= Financial Institution
G
= Government Entity
I
= Individual (Not Owning a Business)
Vendor Information User Manual
Page III-13
Screen 203 – Vendor Add/Modify (cont’d)
L
N
O
P
R
S
T
U
=
=
=
=
=
=
=
=
Texas Limited Partnership
Other, Limited Partnership, J
Out-of-State Corporation
Partnership
Foreign
Sole Proprietorship
Texas Corporation
State Agency/University
Texas Company:
Help 1 character
Type ‘Y’ if this vendor is a Texas company:
SIC:
Help 4 digits
Specify the Standard Industry Code for this vendor. For example:
BLANK = No Code Specified
9901
= State Employees
9902
= Nonprofit Organization
9903
= Direct Deposit of Bills
9904
= State Publication
9905
= Refunds
Charter Nbr:
10 digits
Enter the Texas charter number for the business.
Required if Ownership Code is “L”.
Employ Agency:
3 digits
Type the state agency code. For example: “710” for SAGO.
This is required if Ownership Code is ‘E’.
Security:
1 digit
Include the TINS security code indicating who can change the vendor you set
up. Valid values are 0, 1, or 2.
Busn Desc:
3 digits (currently not used)
Enter the business description code.
Sole Proprietor/Partnership Data
SSN/FEI:
11 digits
Include the vendor's Social Security number or Federal Employer Identification
number.
If ownership code is ‘S’ this number must be the same as the PIN on Panel 1.
Name:
50 characters/digits
Identify the name of the sole proprietor/partnership.
Email Addr:
50 characters/digits
Include the vendor's E-mail address, if available.
Discount Terms
Percent:
5 digits
Specify the discount percent given by the vendor.
Vendor Information User Manual
Page III-14
Screen 203 – Vendor Add/Modify (cont’d)
Disc Days:
3 digits
Indicate the number of days allowed in the payment agreement.
Ind:
Help 1 character
Enter the indicated vendor terms: Valid values are:
I
= As Invoiced
N
= Net
P
= Prox
Blank = Not Specified
Pay Days:
3 digits
Indicate the number of pay days in the payment agreement.
FOB:
Help 2 characters
Specify the vendor's freight terms. Valid values are:
AC
= Air/Collect
AP
= Air/Prepaid
Blank = Not Specified
DA
= Dest/Add
DC
= Dest/Collect
DP
= Dest/Prepaid
EA
= Reg/prepaid/Add
EC
= Reg/Collect
SA
= Ship Point Frt Prepaid and Added
Established:
8 digits
Shows the date the vendor was added to FAMIS.
By:
7 characters/digits
Indicates the FAMIS user ID of the person who added the vendor information
to FAMIS.
Modified:
8 digits
Shows date the vendor information was last modified.
By:
7 characters/digits
Displays the FAMIS user ID of the person who modified the vendor information.
Additional Functions
PF KEYS
See the Appendix for an explanation of the standard PF Keys.
PF5
HUB
HUB
Displays State HUB Vendor Data.
PF6
Stats
Statistics/Audit Information
View additional vendor statistics and audit information.
Vendor Information User Manual
Page III-15
Screen 203 – Vendor Add/Modify (cont’d)
PF7
NxVn
Next Vendor Only available on Panel 1
Gets the next available vendor mail code so you can create a new address for
the vendor. The information for the original vendor stays on the screen so that
only modifications for the new mail code need to be made.
PF9
Order
Order Only available on Panel 1
View/add/modify the “Purchasing Order From” information.
Vendor Information User Manual
Page III-16
Add/Modify Purchasing Vendor Information
As you know, vendors must be entered on-line and assigned a FAMIS ID number before their
payments may be processed by the system. There are several screens in FAMIS that will allow
you to enter vendor information on-line. Screen 204 is one of these screens. It is used by
employees of the purchasing/procurement offices to add or update vendor information on-line.
This screen is limited in that it will not allow users to update the Accounts Payable Remit To
information.
If a vendor is on hold at the state, the message ** ON STATE HOLD ** will appear under the
Vendor: field.
Screen 204 - Vendor Purchasing Add/Create (Panel 1)
204 Vendor Purchasing Add/Create
02/21/11 09:5
AZ BIOWARES INC
FY 2011 CC 0
Screen: ___ Vendor: 1vvvvvvvvv0
Page: 1 <More>>>>
** ON STATE HOLD **
Name: AZ BIOWARES INC___________________________________ PIN: 1xxxxxxxxx4 002
Send New Setup to TINS: _
Send Changes to TINS: N
Tax-ID: 9xxxxxxx7
*------- Purchasing Bid To -----------* *------ Accounts Payable Remit To ---Address: ______________________________ Address: 200 CENTURYL AVE STE 111_____
______________________________
_____________________________
______________________________
_____________________________
______________________________
_____________________________
City: ____________________ State: __
City: PISCA______________ State: NJ
Zip: _____ ____
Country: __
Zip: 08854 3950
Country: __
Phone: ____________
Ext: ____
Phone: ____________
Ext: ____
FAX: ____________
FAX: ____________
Zone:
Contact: _________________________
Contact: _________________________
-----------------------------------------------------------------------------Vendor Type: BU
Ownership cd: O
1099: N
W9 Date: 06/30/2003 Hold:
Disadv: _
Ethnic Orig: ___ Gender: _ TAMUS Part: __
Freeze:
Bus size: _ TAMUS Employee: _ Ck Limit: 0 Retain Mths: 18
Delete:
Established: 06/20/2001 By: WxxxxxP
Modified: 08/31/2007 By: TxxxxxP
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-Hmenu Help EHelp
HUB
Stats NxVn
Order Left Right
Check limit codes are maintained on Screen 807.
Screen 204 - Vendor Purchasing Add/Create (Panel 2)
204 Vendor Add/Modify
AZ BIOWARES INC
Screen: ___ Vendor: 1vvvvvvvvv0
** ON STATE HOLD **
Name: AZ BIOWARES INC
Vendor Type: BU
Texas Company: _
Employ Agency: ___
Ownership Code: O
SIC: ____
Security: _
02/21/11 09:54
FY 2011 CC 02
Page: 2 <<<<More>
Charter Nbr: __________
Busn Desc: ___
-------- Sole Proprietor/Partnership Data ------SSN/FEI: ___________ Name: __________________________________________________
SSN/FEI: ___________ Name: __________________________________________________
Email Addr: __________________________________________________
---------------- Discount Terms -------------------Percent: ______ Disc Days: ___ Ind: _ Pay Days: ___ FOB: __
Established: 06/20/2001 By: WxxxxxP
Modified: 08/31/2007 By: TxxxxxP
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
HUB
Stats
Left Right
Vendor Information User Manual
Page III-17
Screen 204 – Vendor Purchasing Add/Create (cont’d)
Basic Steps
•
•
•
•
Advance to Screen 204.
Type the new vendor number in the Vendor: field on the Action Line and press <ENTER>.
When a new vendor is added, a message will respond, "Vendor number not found -enter modifications to add." Include all required vendor data and press <ENTER
If a vendor number already exists, type the number or vendor's name in the Vendor:
field on the Action Line and press <ENTER>. Add additional vendor data, or modify
existing information and press <ENTER> to record.
Press the other PF keys provided to view additional detail information for this vendor.
Vendor Entry Process
Add New Vendors to the System
The system will display the message “Vendor number not found – enter modifications to add”
when you type a vendor ID number on the Action Line that is not currently found on the system.
You should enter the vendor name, address, and type. Then press <ENTER> to record the new
vendor ID on the system.
If there is a vendor with the same Social Security Number or Federal Employer Identification
number as the vendor ID that you enter on the Action Line, FAMIS will automatically pull in
some of the vendor information. You may find this happens when you enter information for a
vendor that is found in multiple cities. Typically, the only difference between the vendors will
be the mailing address and the mail code (the 11th digit of the vendor ID number).
Temporary Vendors
FAMIS allows you to set up a temporary vendor ID for those times when you do not have the
state ID or tax ID number for your vendor at the time your order has been placed. To do this
type ‘T0’ in the Vendor field on the Action Line and the system will automatically assign a
temporary ID number for your vendor. When you receive the state ID and/or the tax ID for the
vendor you can return to this screen and add the number as a note to the vendor’s on-line
information.
Comments on the Vendor Address
You may use the space provided for the vendor’s address to enter reasons that actions have
been taken on a selected vendor (i.e. when they have been frozen). If you wish to enter a
comment about your vendor, type an exclamation point (!) as the first character of the vendor
address and then enter your text.
This process should not be used as a substitute for freezing or deleting a vendor
as it relies strictly on manual procedures.
Vendor Information User Manual
Page III-18
Screen 204 – Vendor Purchasing Add/Create (cont’d)
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Vendor:
11 digits
Identifies the ID number of the vendor whose information you would like to
add to or modify on the system.
Screen Information
Panel 1
 Name:
PIN:
50 characters
Displays the name of the vendor whose information you would like to add to or
modify.
14 digits
Provides the State Vendor Identification number for the vendor whose
information you would like to add to or modify.
 Send New Setup
to TINS:
1 character
Indicate if the setup information for a vendor is to be sent to TINS.
This field will become blank again after processing a new mail code.
 Send Changes to
TINS:
1 character
Indicate if this modified or additional information for the vendor is to be sent
to TINS.
This value will remain until a manual change has been made.
Tax ID:
Purchasing Bid To
 Address:
9 digits
Identifies the vendor's tax ID number that is used to support 1099 payments
and reporting.
4 lines/30 characters each
Provides the postal address to which all purchasing bid correspondence should
be sent, as entered by the purchasing office.
 City:
20 characters
Displays the city, as entered by the purchasing office, to which all purchasing
bide correspondence should be sent.
 State:
2 characters
Indicates the abbreviation for the state or province in which vendor is located,
as entered by the purchasing office.
Zip:
9 digits
Signifies the zip code to which all purchasing bid correspondence should be
sent, as entered by the purchasing office.
Country:
3 characters
Identifies the country in which the vendor is located, if it is a foreign county.
Vendor Information User Manual
Page III-19
Screen 204 – Vendor Purchasing Add/Create (cont’d)
Phone:
10 digits
Provides the area code and telephone number where the vendor can be
reached, as entered by the purchasing office.
Ext:
4 digits
Indicates the phone extension number at which the vendor can be reached.
FAX:
10 digits
Provides the area code and number at which the vendor can receive FAX
transmissions, as entered by the purchasing office.
Contact:
20 characters
Indicates the name of the person(s) to contact regarding purchasing bid
correspondence.
Accounts Payable Remit To
Address:
4 lines/30 characters each
Identifies the mailing address to which payments should be remitted. If you do
not type an address, this field will default to the address entered in the
purchasing bid to field.
City:
20 characters
Indicates the city in which the vendor is located. If you do not type a city, this
field will default to the city entered in the purchasing bid to field.
State:
2 characters
Displays the abbreviation for the state or province in which the vendor is
located. If you do not type a state code, this field will default to the state
entered in the purchasing bid to field.
Zip:
9 digits
Provides the zip code to which all payments should be mailed.
Country:
3 characters
Displays the abbreviation for the country in which the vendor is located, if the
address is for a foreign country.
Phone:
10 digits
Indicates the area code and telephone number at which vendor may be
reached.
Ext:
4 digits
Provides the telephone extension number of the vendor.
FAX:
10 digits
Indicates the area code and number at which the vendor may receive FAX
transmissions.
Zone:
3 digits
Displays the TINS region zone code designated by the State.
Vendor Information User Manual
Page III-20
Screen 204 – Vendor Purchasing Add/Create (cont’d)
Contact:
20 characters
Indicates the name of the person(s) to contact regarding payment remittance.
 Vendor Type:
Help 2 characters
Displays the type code that defines general characteristics about the selected
vendor. Valid values are:
BU = Business
EM = Employee
FA = Federal Agency
FC = Foreign Corporation
FG = Foreign Government
FI = Foreign Individual
FY = Foreign Partner Yes
IN = Individual
LO = Local Area Business
NP = Non-Profit Organization
OP = Other Public Entities
SA = Texas State Agency
ST = Student
UN = Unknown
US = United States Vendor
Ownership cd:
 1099:
Help 1 character
Shows the ownership code that defines the type of individual(s) that own the
selected vendor.
Help 1 character
‘Y’ indicates all vouchers should be pulled for 1099 purposes. If blank, the 1099
codes will come from vouchers.
W9 Date:
8 digits
Date the W9 was received/updated.
Hold:
1 character
‘Y’ signifies you wish to hold the system from processing process checks or
State vouchers for payment to the vendor.
Disadv:
Help 1 character
Show whether or not the vendor is certified as a disadvantaged vendor. Values
are:
Blank = Not HUB/Not Specified
C
= Certified HUB Business
N
= Not HUB
S
= Self Declared HUB Business
Vendor Information User Manual
Page III-21
Screen 204 – Vendor Purchasing Add/Create (cont’d)
Ethnic Orig:
Help 3 characters
Provides information about the ethnic origin of the vendor, where applicable.
Values are:
ASP
= Asian Pacific
Blank = Not Specified
BLK
= Black
CAU
= Caucasian
HSP
= Hispanic
IND
= American Indian / Native American
OTH
= Other
Gender:
Help 1 character
Signifies whether the selected vendor’s gender is male (M) or woman (W).
TAMUS Part:
2 digits
Displays the campus code part number associated with the selected vendor if it
is a member of the A&M University System.
Freeze:
1 character
‘Y’ indicates the vendor has been frozen from any new activity.
Bus size:
Help 1 character
Indicates whether this vendor is considered a large (L) or small (S) size business.
TAMUS Employee:
1 character
‘Y’ identifies the vendor as an employee of the A&M University System.
Ck Limit:
Help 1 digit
Displays a user-defined code that is used to limit the amount on a single check
paid to a vendor. This is used to help prevent large dollar keying errors.
Check limit codes are maintained on Screen 807.
Retain Months:
2 digits
Shows the number of months a vendor is retained on file after its last activity.
If left blank, it will default to an 18 month retention.
Delete:
1 character
‘Y’ identifies that the vendor has been flagged for deletion by the system.
Established:
8 digits
Indicates the date vendor was established on the system.
By:
7 characters/digits
Provides the FAMIS user ID of the person who established vendor.
Modified:
8 digits
Displays the date the vendor’s information was last modified.
By:
7 characters/digits
Indicates the FAMIS user ID of the person who last modified the vendor’s
information.
Vendor Information User Manual
Page III-22
Screen 204 – Vendor Purchasing Add/Create (cont’d)
Panel 2
 Vendor Type:
Help 2 characters
Describe the type of vendor. Valid values include:
Blank = Not valid on-line (batch only)
BU
= Business
EM
= Employee
FA
= Federal Agency
FC
= Foreign Corporation
Ownership Code:
Help 1 character
Indicate the type of owner associated with the selected vendor. Types are:
A
= Professional Association
Blank = Not specified
C
= Professional Corporation
F
= Financial Institution
G
= Government Entity
J
= Joint Venture
L
= Limited Partnership
N
= Other
O
= Out-of-State Corporation
P
= Partnership
R
= Foreign
S
= Sole Proprietorship
T
= Texas Corporation
U
= State Agency/University
Texas Company:
Help 1 character
Indicate if this vendor is a Texas company. Valid values include:
Y
= Yes
N
= No
Blank = No
SIC:
Help 4 digits
Specify the Standard Industry Code for this vendor. For example:
Blank = No Code Specified
9901
= State Employees
9902
= Nonprofit Organization
9903
= Direct Deposit of Bills
9904
= State Publication
9905
= Refunds
Charter Nbr:
10 digits
Provide the Texas charter number for vendors that are corporations.
Employ Agency:
3 digits
Type the state agency code. This is required if Ownership Code is ‘E’. For
example: “710” for SAGO.
Security:
1 digit
Include the TINS security code indicating who can change the vendor you set
up. Valid values are 0, 1, or 2.
Vendor Information User Manual
Page III-23
Screen 204 – Vendor Purchasing Add/Create (cont’d)
Busn Desc:
3 digits (currently not used)
Enter the business description code.
Sole Proprietor/Partnership Data
SSN/FEI:
11 digits
Specify the Social Security Number or Federal Employer Identification number
for a member of the partnership.
Name:
50 characters
Include the name of the person associated with the specified SSN/FEI.
Email Addr:
50 characters/digits
Enter the vendor's E-mail address, if available.
Terms - Vendor/Payment
Disc Perct:
5 digits
Identify the standard discount percent given by the vendor.
Days:
3 digits
Specify the number of days in which the payment must be made in order to
receive the discount.
Ind:
Help 1 character
Include any special indicators for the discount. Valid values are:
I
= As Invoiced
N
= Net
P
= Prox
Blank = Not Specified
Pay Days:
3 digits
Identify the Vendor’s net pay days.
FOB:
Help 2 characters
Define the Freight on Board specifications for the vendor. For example:
Blank = Not Specified
CL
= Freight Collect
DA
= Destination Frt Prepaid and Add
DP
= Destination Frt Included
PU
= Pickup No Frt Charged or Paid
Established:
8 digits
Date the vendor was added.
By:
7 characters/digits
Provides the FAMIS ID of the person who originally entered the vendor
information.
Vendor Information User Manual
Page III-24
Screen 204 – Vendor Purchasing Add/Create (cont’d)
Additional Functions
PF KEYS
See the Appendix for explanation of the standard PF Keys.
PF5
HUB
HUB
Displays the State Hub Vendor Data.
PF6
Stats
Statistics/Audit Information
View additional vendor statistics and audit information.
PF7
NxVn
Next Vendor
Gets the next available vendor mail code so you can create a new address for
the vendor. The information for the original vendor stays on the screen so that
only modifications for the new mail code need to be made.
Only available on Panel 1
PF9
Order
Order
View/add/modify the “Purchasing Order From” information.
Only available on Panel 1
Vendor Information User Manual
Page III-25
Accounts Payable Vendor Information
Vendors must be entered on-line and assigned a FAMIS ID number before their payments may
be processed by the system. Several screens in FAMIS allow you to enter vendor information
on-line. Screen 205 is one of these screens. It is used by employees of the Accounts Payable
offices to add or update vendor information on-line.
Use Screen 205 when you only want to enter the “Remit To” address. This screen is identical to
Screen 203, except that the “Bid To” address is protected and you will not have to tab through
those fields. You will not be able to update the Purchasing Bid To information on this screen.
If a vendor is on hold at the state, ** ON STATE HOLD ** will be displayed.
Screen 205 - Vendor AP Add/Create (Panel 1)
205 Vendor AP Add/Create
11/15/10 16:18
A-Z GLASS PRODUCTS
FY 2011 CC 02
Screen: ___ Vendor: 1vvvvvvvvv0
Page: 1 <More>>>>
** ON STATE HOLD **
Name: A-Z GLASS PRODUCTS________________________________ PIN: 1vvvvvvvvv2 ___
Send New Setup to TINS: _
Send Changes to TINS: N
Tax-ID: 1vvvvvvv6
*------- Purchasing Bid To -----------* *------ Accounts Payable Remit To ----*
Address: 311 ROSS AVE._________________ Address: PO BOX 9999___________________
______________________________
______________________________
______________________________
______________________________
______________________________
______________________________
City: HUNTSVILLE__________ State: TX
City: HUNTSVILLE__________ State: TX
Zip: 77320 ____
Country: __
Zip: 77342 ____
Country: __
Phone: 936-222-0000
Ext: ____
Phone: ____________
Ext: ____
FAX: ____________
FAX: ____________
Zone:
Contact: _________________________
Contact: _________________________
------------------------------------------------------------------------------Vendor Type: BU
Ownership cd: T
1099: N
W9 Date: 08/16/2006 Hold: N
Disadv: _
Ethnic Orig: ___ Gender: _ TAMUS Part: __
Freeze: N
Bus size: _ TAMUS Employee: _ Ck Limit: 0 Retain Mths: 18
Delete: N
Established: 08/17/2006 By: ExxxxxP
Modified: 08/31/2006 By: TxxxxxP
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
HUB
Stats NxVn
Order Left Right
Check limit codes are maintained on Screen 807.
Screen 205 - Vendor AP Add/Modify (Panel 2)
205 Vendor Add/Modify
A-Z GLASS PRODUCTS
Screen: ___ Vendor: 1vvvvvvvvv0
** ON STATE HOLD **
Name: A-Z GLASS PRODUCTS
Vendor Type: BU
Texas Company: _
Employ Agency: ___
Ownership Code: T
SIC: ____
Security: _
11/15/10 16:21
FY 2011 CC 02
Page: 2 <<<<More>
Charter Nbr: __________
Busn Desc: ___
-------- Sole Proprietor/Partnership Data ------SSN/FEI: ___________ Name: __________________________________________________
SSN/FEI: ___________ Name: __________________________________________________
Email Addr: __________________________________________________
---------------- Discount Terms -------------------Percent: ______ Disc Days: ___ Ind: _ Pay Days: ___ FOB: __
Established: 08/17/2006 By: ExxxxxP
Modified: 08/31/2006 By: TxxxxxP
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
HUB
Stats
Left Right
Vendor Information User Manual
Page III-26
Screen 205 – Vendor Accounts Payable Add/Create (cont’d)
Basic Steps
Add a New Vendor Record
•
•
•
•
•
•
•
Advance to Screen 205.
Type the new vendor number in the Vendor: field on the Action Line and press <ENTER>.
When a new vendor is being added the system will respond, "Vendor number not found
-- enter modifications to add."
Press <ENTER> to confirm that you wish to add this new vendor to the system.
Type the vendor name and address in the space provided.
Indicate the vendor type.
Type additional data in the available fields, as desired.
Press <ENTER> to add the vendor information to the system.
Modify an Existing Vendor Record
•
•
•
•
•
Advance to Screen 205.
Type the vendor number in the Vendor: field on the Action Line.
Press <ENTER> to display current vendor information.
Type valid data in the available fields, as desired.
Press <ENTER> to record the changes to the vendor’s information on-line.
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Vendor:
11 digits
Identifies the ID number of the vendor whose information you would like to
add to or modify on the system.
Screen Information
Panel 1
 Name:
PIN:
50 characters
Displays the name of the vendor whose information you would like to add to or
modify on the system.
14 digits
Provides the State Vendor Identification number for the vendor whose
information you would like to add to or modify on the system.
 Send New Setup
to TINS:
1 character
Indicate if the setup information for vendor is to be sent to TINS.
This field will become blank again after processing a new mail code.
 Send Changes to
TINS:
1 character
Indicate if this modified or additional information for the vendor is to be sent
to TINS. This value will remain until a manual change has been made.
Vendor Information User Manual
Page III-27
Screen 205 – Vendor Accounts Payable Add/Create (cont’d)
Tax ID:
Purchasing Bid To
Address:
9 digits
Identifies the vendor's tax ID number that is used to support 1099 payments
and reporting.
4 lines/30 characters each
Provides the postal address to which all purchasing bid correspondence should
be sent, as entered by the purchasing office.
City:
20 characters
Displays the city, as entered by the purchasing office, to which all purchasing
bid correspondence should be sent.
State:
2 characters
Indicates the abbreviation for the state or province in which vendor is located,
as entered by the purchasing office.
Zip:
9 digits
Signifies the zip code to which all purchasing bid correspondence should be
sent, as entered by the purchasing office.
Country:
3 characters
Identifies the country in which the vendor is located, if it is a foreign county.
Phone:
10 digits
Provides the area code and telephone number at which the vendor can be
reached, as entered by the purchasing office.
Ext:
4 digits
Indicates the phone extension number at which the vendor can be reached.
FAX:
10 digits
Provides the area code and number at which the vendor can receive FAX
transmissions, as entered by the purchasing office.
Contact:
20 characters
Indicates the name of the person(s) to contact regarding purchasing bid
correspondence.
Accounts Payable Remit To
 Address:
4 lines/30 characters each
Identifies the mailing address to which payments should be remitted. If you do
not type an address, this field will default to the address entered in the
purchasing bid to field.
 City:
20 characters
Indicates the city in which the vendor is located. If you do not type a city, this
field will default to the city entered in the purchasing bid to field.
Vendor Information User Manual
Page III-28
Screen 205 – Vendor Accounts Payable Add/Create (cont’d)
 State:
2 characters
Displays the abbreviation for the state or province in which the vendor is
located. If you do not type a state code, this field will default to the state
entered in the purchasing bid to field.
Zip:
9 digits
Provides the zip code to which all payments should be mailed.
Country:
3 characters
Displays the abbreviation for the country in which the vendor is located, if the
address is for a foreign country.
Phone:
10 digits
Indicates the area code and telephone number at which vendor may be
reached.
Ext:
4 digits
Provides the telephone extension number of the vendor.
FAX:
10 digits
Indicates the area code and number at which the vendor may receive FAX
transmissions.
Zone:
3 digits
Displays the TINS region zone code designated by the State.
Contact:
20 characters
Indicates the name of the person(s) to contact regarding payment remittance.
Vendor Type:
Help 2 characters
Displays the type code that defines general characteristics about the selected
vendor. Valid values are:
BU = Business
EM = Employee
FA = Federal Agency
FC = Foreign Corporation
FG = Foreign Government
FI = Foreign Individual
FY = Foreign Partner Yes
IN = Individual
LO = Local Area Business
NP = Non-Profit Organization
OP = Other Public Entities
SA = Texas State Agency
ST = Student
UN = Unknown
US = United States Vendor
Ownership cd:
Help 1 character
Provides the ownership code that defines the type of individual(s) that own the
selected vendor.
Vendor Information User Manual
Page III-29
Screen 205 – Vendor Accounts Payable Add/Create (cont’d)
 1099:
Help 1 character
‘Y’ indicates all vouchers should be pulled for 1099 purposes. If blank, 1099
codes will come from vouchers.
W9 Date:
8 digits
Date the W9 was received/updated.
Hold:
1 character
‘Y’ signifies you wish to hold the system from processing checks or State
vouchers for payment to the vendor.
Disadv:
Help 1 character
Show whether or not the vendor is certified as a disadvantaged vendor. Values
are:
Blank = Not HUB/Not Specified
C
= Certified HUB Business
N
= Not HUB
S
= Self Declared HUB Business
Ethnic Orig:
Help 3 characters
Provides information about the ethnic origin of the vendor, where applicable.
Values are:
ASP = Asian Pacific
Blank = Not Specified
BLK = Black
CAU = Caucasian
HSP = Hispanic
IND = American Indian / Native American
OTH = Other
Gender:
Help 1 character
Signifies whether the selected vendor’s gender is male (M) or woman (W)
owned.
TAMUS Part:
2 digits
Displays the campus code part number associated with the selected vendor if it
is a member of the A&M University System.
Freeze:
1 character
‘Y’ indicates the vendor has been frozen from any new activity.
Bus Size:
Help 1 character
Indicates if this vendor is considered a large (L) or small (S) size business.
TAMUS Employee:
1 character
‘Y’ identifies the vendor as an employee of the A&M University System.
Ck Limit:
Help 1 digit
Displays a user-defined code that is used to limit the amount on a single check
paid to a vendor. This is used to help prevent large dollar keying errors.
Check limit codes are maintained on Screen 807.
Vendor Information User Manual
Page III-30
Screen 205 – Vendor Accounts Payable Add/Create (cont’d)
Retain Mths:
2 digits
Enter the number of months a vendor is retained on file after its last activity.
If left blank, it will default to an 18 month retention.
Delete:
1 character
‘Y’ indicates the vendor has been flagged for deletion by the system.
Established:
8 digits
Indicates the date vendor was established on the system.
By:
7 characters/digits
Provides the FAMIS user ID of the person who established vendor.
Modified:
8 digits
Displays the date the vendor’s information was last modified.
By:
7 characters/digits
Indicates the FAMIS user ID of the person who last modified the vendor’s
information.
Panel 2
 Vendor Type:
Ownership Code:
Help 2 characters
Describe the general type characteristics of the selected vendor. Valid values
include:
Blank = Not valid on-line (batch only)
BU
= Business
EM = Employee
FA
= Federal Agency
FC
= Foreign Corporation
Help 1 character
Indicate the ownership code for owner associated with the selected vendor.
Types are:
A
= Professional Association
Blank = Not specified
C
= Professional Corporation
F
= Financial Institution
G
= Government Entity
J
= Joint Venture
L
= Limited Partnership
N
= Other
O
= Out-of-State Corporation
P
= Partnership
R
= Foreign
S
= Sole Proprietorship
T
= Texas Corporation
U
= State Agency/University
Vendor Information User Manual
Page III-31
Screen 205 – Vendor Accounts Payable Add/Create (cont’d)
Texas Company:
Help 1 character
Indicate if this vendor is a Texas company. Valid values include:
Y
= Yes
N
= No
Blank = No
SIC:
Help 4 digits
Specify the Standard Industry Code for this vendor. For example:
Blank = No Code Specified
9901 = State Employees
9902 = Nonprofit Organization
9903 = Direct Deposit of Bills
9904 = State Publication
9905 = Refunds
Charter Nbr:
10 digits
Provide the Texas charter number for vendors that are corporations.
Employ Agency:
3 digits
Type the state agency code. For example: “710” for SAGO.
This is required if Ownership Code is ‘E’.
Security:
1 digit
Include the TINS security code indicating who can change the vendor you set
up. Valid values are 0, 1, or 2.
Busn Desc:
3 digits (currently not used)
Enter the business description code.
Sole Proprietor/Partnership Data
SSN/FEI:
11 digits
Specify the Social Security Number or Federal Employer Identification number
for a member of the partnership.
Name:
50 characters
Include the name of the person associated with the specified SSN/FEI.
Email Addr:
50 characters/digits
Enter the vendor's E-mail address, if available.
Terms - Vendor/Payment
Disc Perct:
5 digits
Identify the standard discount percent given by the vendor.
Days:
3 digits
Specify the number of days in which the payment must be made in order to
receive the discount.
Vendor Information User Manual
Page III-32
Screen 205 – Vendor Accounts Payable Add/Create (cont’d)
Ind:
Help 1 character
Include any special indicators for the discount. Valid values are:
I
= As Invoiced
N
= Net
P
= Prox
Blank = Not Specified
Pay Days:
3 digits
Identify the vendor’s net pay days.
FOB:
Help 2 characters
Define the Freight on Board specifications for the vendor. For example:
Blank = Not Specified
CL
= Freight Collect
DA
= Destination Frt Prepaid and Add
DP
= Destination Frt Included
PU
= Pickup No Frt Charged or Paid
Established:
8 digits
Date the vendor was added.
By:
7 characters/digits
Provides the FAMIS ID of the person who originally entered the vendor
information.
Modified:
8 digits
Indicates the date the vendor information was last modified.
By:
7 characters/digits
Identifies the FAMIS ID of the person who last modified the vendor
information.
Additional Functions
PF KEYS
See the Appendix for explanation of the standard PF Keys.
PF5
HUB
HUB
Displays the State Hub Vendor Data.
PF6
Stats
Statistics/Audit Information
View additional vendor statistics and audit information.
PF7
NxVn
Next Vendor
Gets the next available vendor mail code so you can create a new address for
the vendor. The information for the original vendor stays on the screen so that
only modifications for the new mail code need to be made.
Only available on Panel 1
PF9
Order
Order
View/add/modify the “Purchasing Order From” information.
Only available on Panel 1
Vendor Information User Manual
Page III-33
Vendor Ownership Information
The new Screen 206 allows some ownership information that is interrogated for HUB reporting
to be updated. This screen will assist the HUB Coordinators to maintain required information
without affecting other vendor information. This screen also includes the “Exclude from HUB
reporting” flag found on Screen 143.
All changes made to the fields on this screen are logged and the
change information is displayed on Screen 201.
Screen 206 – Vendor Ownership Info
206 Vendor Ownership Info.
MICROMANAGE SERVICES
Screen: ___ Vendor: 1vvvvvvvvv2
06/15/09 16:05
FY 2009 CC 02
Name: MICROMANAGE
Vendor Type: BU
Disadvantaged: _
Business Size: _
Employ Agency: ___
Gender: _
Ethnic Orig: ___
Texas Company: Y
TAMUS Employee: _
Charter Nbr: 01xxxxxxx0
Busn Desc: ___
* -------------------------------------------------------------------------Exclude Vendor from HUB Process: N
* -------------------- Vendor Change Information ----------------------------*
Established: 06/16/1999
Added by: WxxxxxP
Last Modified: 07/15/2006
Modified by: TxxxxxP
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Basic Steps
•
•
•
•
•
Advance to Screen 206.
Type a valid vendor's identification number or name in the Vendor: field and press
<ENTER>.
Add required data, or modify existing information.
To exclude vendor from HUB process, type ‘Y’ in the field provided.
Press <ENTER> to record the information.
Vendor Change Log Process
Enter the required information in the fields provided, or modify existing data. If the
vendor is to be excluded from the HUB process, type ‘Y’ in the field provided. This flag
is used to exclude vendor payments from being included in the pull for HUB reports
and extracts. The changes made on this screen are recorded and displayed on Screen
201.
Vendor Information User Manual
Page III-34
Screen 206 – Vendor Ownership Information (cont’d)
Screen 201 – Vendor Change Log
201 Vendor Change Log
MICROMANAGE SERVICES
06/15/09 15:09
FY 2009 CC 02
Screen: ___ Vendor: 1vvvvvvvvv2 Order: N Field: _______________________
Panel: 01 More>>
Send Sent
Date
Date Pulled
Tins Tins
Field Name
New Field Value
Changed
for TINS
---- ----------------------------------------------------N
ADDRESS
07/15/2006
N
ADDRESS
!USE 1vvvvvvvvv4
07/15/2006
N
VN-W9-DT
20031205
07/07/2004
N
VN-W9-DT
20030626
07/07/2004
N
OWNER CODE
C
07/07/2004
N
1099 CODE
N
12/02/2003
N
EXCLUDE FROM HUB
N
05/12/2003
N
TEXAS COMPANY
Y
01/10/2003
N
CHARTER NBR
01xxxxxxx0
01/10/2003
N
OWNER CODE
T
01/10/2003
N
EXCLUDE FROM HUB
Y
08/27/2001
********** End of Data **********
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Audit
Left Right
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Vendor:
11 digits
Enter a valid vendor ID number.
Screen Information
Name:
30 characters
Displays the name of the vendor associated with the identification number
entered on the Action Line.
Vendor Type:
Help 2 characters
Include the type of vendor. For example:
Blank = Not Valid On-Line (Batch Only)
BU
= Business
EM = Employee
FA
= Federal Agency
 Gender:
TAMUS Employee:
Help 1 character
If the business is coded as disadvantaged, this field is required. Indicate the
gender code for the vendor:
Blank = Not Specified
M
= Male Owned
U
= Unknown
W
= Woman Owned
Help 1 character
Type ‘Y’ if the vendor is an employee of the A&M University System.
Vendor Information User Manual
Page III-35
Screen 206 – Vendor Ownership Information (cont’d)
Disadvantaged:
 Ethnic Orig:
Help 1 character
The vendor can be certified disadvantaged by the Department of Commerce or
self-reported as such. Include the disadvantage code:
B
= Historically Black Colleges &
Blank = Not Hub/Not Specified
C
= Certified HUB Business
D
= Service Disabled Veteran Owner
H
= HUBZONE (Labor Surplus Area)
N
= Not a HUB Business
S
= Self Declared HUB Business
V
= Veteran Owned
Help 3 characters
If the business is coded as disadvantaged, this field is required. Enter a valid
ethnic origin code:
ASP = Asian Pacific
Blank = Not Specified
BLK = Black
CAU = Caucasian
HSP = Hispanic
IND = American Indian / Native American
UNK = Unknown/Not Specified
Charter Nbr:
10 digits
Enter the Texas charter number for the business.
Business Size:
Help 1 character
Include the code indication the size of the vendor's business:
Blank = Not Specified
L
= Large Business
S
= Small Business
Texas Company:
Help 1 character
Indicate if vendor is a Texas company:
Y
= Yes
N
= No
Blank = No
 Employ Agency:
3 digits
Type the state agency code. For example: “710” for SAGO.
This is required if Ownership Code is ‘E’.
Busn Desc:
3 digits (currently not used)
Enter the business description code.
Exclude Vendor
From HUB Process:
1 character
Used to exclude vendor payments from
being included in the pull for HUB reports and extracts. Enter ‘Y’ to indicate the
vendor is to be excluded from the HUB process.
Vendor Information User Manual
Page III-36
Screen 206 – Vendor Ownership Information (cont’d)
Vendor Change Information
Established:
8 digits
Shows date vendor was added.
Added By:
7 characters/digits
Indicates the FAMIS user ID of the person who added the vendor information.
Last Modified:
8 digits
Date vendor information was modified.
Modified By:
7 characters/digits
Displays the FAMIS user ID of the person who modified the vendor information.
Additional Functions
PF KEYS
See the Appendix for an explanation of the standard PF Keys.
Vendor Information User Manual
Page III-37
Vendor ACH Information
Screen 207 is used to maintain the vendor ACH information. This screen is used to enter ACH
information for both local and state vendors.
If the vendor is a state vendor, and the “Send to TINS” flag is set to ‘Y’, then the information will
be sent to TINS when added. Any changes to the information will also be passed to TINS if the
flag is set to ‘Y’.
Screen 201 may be used to send the information to TINS if the flag was not set to ‘Y’ before
entering the date.
TAMUS Member Parts that are not using the Purchasing Module will need to use Screen 207.
New screens will not be added in the 100 range to replicate Screen 207.
Update access to this screen should be restricted.
Screen 207 - Vendor ACH Information
207 Vendor ACH Information
Screen: ___
06/15/09 15:15
FY 2009 CC 02
Vendor: 1vvvvvvvvv1 K & Z SPECIALISTS
PIN: 1vvvvvvvvv3 000
Send to TINS: _
Routing Number: 111111882
Note: Last Digit is computed according to
NACHA rules & may be changed by FAMIS.
Account Number: 000777777________
Prenote Sent Dt:
ACH Start Dt: 09/23/2003
Account Type: C
Prenote Override: Y
ACH Override: _
Trans Type: CCD+
Dt: 09/23/2003
Email Addr: [email protected]________________________________
* ------------------ Vendor Change Information ----------------------------- *
Established: 04/24/1996
Added By: SxxxxxP
Date Modified: 07/01/2008
Modified By: TxxxxxP
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Vendor ACH Data Process
Type a valid vendor identification number or name in the Vendor: field and press <ENTER>. You
may also type an ‘*’ in this field to view a list of vendors. Select the desired vendor’s name by
typing an ‘X’ in the field to the left of the vendor’s name and press <ENTER>.
Vendor Information User Manual
Page III-38
Screen 207 – Vendor ACH Information (cont’d)
New Fields
Send to TINS
Values ‘Y’ or ‘N’
This flag works similarly to the two ‘Send xxxx to TINS’ flags on
Screen 203, but is a different field. It may be set differently
from the ones on Screen 203.
Example: if you have ACH set one way at the state for state
payments, but want local payments sent to different ACH
routing. A different mail code should be set up for state and for
local.
Routing Number
ACH bank’s number used for routing
Account Number
agency account number with ACH bank
Account Type
C
S
Trans Type
ACH codes: Commercial vs. Personal
=
=
CCD
CCD+
CHECKING ACCOUNT
SAVINGS ACCOUNT
=
=
PMT TO COMMERCIAL VNDRS
PMT TO COMMERCIAL VNDRS
The invoice number will be included in the addenda record for
type CCD.
PPD
PPD+
=
=
PMT TO PERSONAL ACCT
PMT TO PERSONAL ACCT
Always choose between the CCD and the PPD. FAMIS
currently sends the ‘+’ on all records. The ‘+’ indicates that
additional information is sent to the bank.
Prenotes
A ‘Prenote’ is a zero-dollar ACH record that FAMIS sends to the ACH system as a test of the bank
routing and account data. When routing information is entered for a vendor, this triggers the
sending of a Prenote. FAMIS will not send any actual ACH records within 14 days of sending the
test Prenote. The default for Prenote testing is to ‘Send’ the data. You have the ability to
override the sending of the Prenote data by using the override fields as described.
If you change the Routing Number, Account Number, Account Type or Trans Type, the Prenote
Sent Date will be reset and you must manually put the override back on for continued ACH
processing.
Vendor Information User Manual
Page III-39
Screen 207 – Vendor ACH Information (cont’d)
If the Prenote Override field is not ‘Y’ and the Prenote Sent Date is not set, or one of the four
fields above are changed, you will also get a pop-up confirmation window asking if you want to
send a Prenote to the bank.
Prenote Sent Date:
reflects the date a Prenote was sent
Prenote Override:
‘Y’ to override the default of sending a Prenote
Dt: (Override Date):
Date the Override was set
ACH Start Dt:
reflects the first date that vouchers pulled into cycle will be
eligible to be sent by ACH.
ACH Override:
‘Y’ to override the sending of ACH for a vendor – keeps the
routing information available. Checks will be created for the
vendor until reset.
Email Addr:
Email address for the vendor – not currently used.
Security
Screen 207 data is controlled by element security.
Unless element security #8, ACH Information, is ‘A’ (update access), you will only see blank
fields. This is to protect critical bank routing data from being visible unless specific security
clearance is granted through use of element security #8. A user must also have update access to
modify data on Screen 207. If a user needs inquiry access to Screen 207, they must have ‘A’ on
element #8 and inquiry access to Screen 207.
Security access to data on Screen 207 affects user access to Screen 201 also. However, if
security access to Screen 201 is more restrictive, then the more restrictive prevails.
Delete
To delete any information on Screen 207, blank out the fields.
Basic Steps
•
•
•
Advance to Screen 207.
Type a valid vendor's name in the Vendor: field and press <ENTER>.
Include bank processing information in the fields provided and press <ENTER> to record.
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Vendor:
11 digits/30 characters
Enter a the desired vendor identification number. The vendor’s name will also
be displayed.
Vendor Information User Manual
Page III-40
Screen 207 – Vendor ACH Information (cont’d)
PIN:
11 digits
Shows vendor's personal identification number.
Screen Information
Send to TINS:
1 character
Type ‘Y’ or ‘N’ to indicate this is to be fed electronically to TINS.
Routing Number:
9 digits
Include the bank's ACH routing number.
The last digit is computed according to NACHA rules and may be changed by FAMIS.
Account Number:
17 digits
Identify the agency account number with the ACH bank.
Account Type:
1 character
Specify the account type to be used for processing the payment.
C
= Checking Account
S
= Savings Account
Trans Type:
4 characters
Enter the payment transaction type:
CCD = Pmt to Commercial Vndrs
CCD+ = Pmt to Commercial Vndrs
PPD = Pmt to Personal Acct
PPD+ = Pmt to Personal Acct
Invoice number is included in the addenda record for type CCD.
Always choose between the CCD and the PPD.
FAMIS currently sends the ‘+’ on all records. The ‘+’ indicates that additional
information is sent to the bank.
Prenote Sent Dt:
8 digits
If a prenote is sent, displays the date it was sent to the bank.
Prenote Override:
1 character
Type ‘Y’ to override the default of sending a prenote.
Dt:
8 digits
Displays date the prenote override flag was set.
ACH Start Dt:
8 digits
Shows the ACH (Automated Clearing House) date pulled into cycle. This is the
first date that vouchers pulled into cycle will be eligible to be sent by ACH.
ACH Override:
1 character
Enter ‘Y’ to override the sending of ACH (Automated Clearing House) for a
vendor. This keeps the routing information available.
Checks will be created for the vendor until reset.
Vendor Information User Manual
Page III-41
Screen 207 – Vendor ACH Information (cont’d)
Email Addr:
50 characters/digits
Displays the vendor's email address. This is not currently used.
Vendor Change Information
Established:
8 digits
Shows the date the vendor was added to FAMIS.
Added By:
7 characters/digits
Indicates the FAMIS user ID of the person who added the vendor information.
Date Modified:
8 digits
Shows the last date the vendor information was modified.
Modified By:
7 characters/digits
Displays the FAMIS user ID of the person who last modified the vendor
information.
Additional Functions
PF KEYS
See the Appendix for an explanation of the standard PF Keys.
Vendor Information User Manual
Page III-42
Section IV
Vendor on Hold
Vendor Information User Manual
Page IV-2
Vendor on State Hold Basic Concepts
State law prohibits a State Agency from making payments to anyone indebted to the State of
Texas (TEX. GOV’T CODE ANN. Section 403.055).
File Processing
The file of vendors on state hold will be transferred from the state on a daily basis. The file is
not currently available until after midnight. This means that our process will always be a day
behind. If vendor “XYZ” is put on state hold on a Monday, FAMIS will not receive the file until
after midnight on Monday. Therefore, checks will be printed for vendor “XYZ” on Monday night
when the FAMIS check cycle is run. If this vendor also has a check in the Tuesday night check
cycle, the check will not be printed until the vendor is removed from state hold.
If a vendor does not have a state ID, the state ID will be generated using the Tax ID or the FAMIS
vendor ID. It is very important that the Tax ID and the FAMIS ID be correct. The state ID will be
generated and updated by a program for any vendor who does not currently have a state ID.
Any new vendors to be entered into FAMIS will have the state ID automatically generated if it is
not entered. With this change, all programs have been changed to require a state mail code in
order to pay a state voucher.
The state hold file may contain the same vendor multiple times. A vendor may be put on the
hold file for multiple reasons by multiple state agencies. Each reason will appear on the FAMIS
state hold file.
Each time a vendor is put on hold or released from hold, FAMIS will record the information. This
information will be displayed on two new FAMIS screens, 171 and 172. Screen 171 will display
vendors on state hold in “state vendor ID” order. Screen 172 will display the state hold file in
“vendor name order”. Screen 172 uses the name that appears on the state hold file. Therefore,
there is no name rotation that is currently available in FAMIS. A pop-up is available on both
screens to see a detail history of the vendor hold record. On both Screens 171 and 172, there is
an option to select a vendor. If the vendor is selected the user will be advanced to Screen 162
to view all vouchers for that vendor ID, if there are any.
The vendor hold file also contains the records of any vendor that was held and subsequently
released. The released vendors are also displayed on Screens 171 and 172 by changing a flag on
the screen.
Check Cycle Processing
Every night when checks are processed, each vendor will be verified against the state hold file.
This verification will be done using the state ID that was either entered by a user or derived by
FAMIS from the Tax ID or the FAMIS ID. If the vendor ID is shown to be on hold, the voucher line
items for the vendor will be written to a separate file for reporting and history. The vouchers for
a vendor on hold will not enter the check cycle. No check will be printed for a vendor on hold.
Vendor Information User Manual
Page IV-3
Vendor on State Hold Basic Concepts (cont’d)
A report of the voucher items for vendors on hold will be produced nightly from the check cycle.
This report will show all voucher items for each vendor on hold. In addition, a form letter may
be printed for each vendor detailing any new vouchers on hold. The reasons from the state hold
file will appear on this letter. Once a voucher item is reported for the letter, it will not be
reported in the future. Only new vouchers will be reported for a vendor on hold.
State Voucher Cycle
The state voucher cycle will not check for vendors on state hold. Vouchers will be sent to the
state to be held by the Comptroller’s Office. The one exception to this is revolving vouchers. If
a vendor on a revolving voucher is on state hold, the state side of the revolving voucher will not
be sent to the state until the vendor is no longer on hold. This is to prevent requesting
reimbursement until the local check can be printed.
Screen Changes
Screen 105 has had a State Hold Override flag added. This will allow the state hold to be
overridden on a voucher by voucher basis. The userid of the person entering the override as
well as the date is recorded. The status of this change can also be seen on the bottom of the
second panel of Screen 169.
Vendor Search Windows
The vendor search window also shows a flag if a vendor is on state hold.
Vendor Information User Manual
Page IV-4
State Hold Vendor ID Search
Use Screen 171 to find vendors who have been put on hold and/or released from hold by the
State. State law prohibits a state agency from making payments to anyone indebted to the
State of Texas (TEX. GOV’T CODE ANN. Section 403.055).
This screen allows you to search for a vendor by the vendor ID number. This screen displays a
list of all vendors on hold and/or released, and shows the reason they were placed on hold on
Panel 2. Type ‘X’ to select a vendor and advance to Screen 162.
Use the PF6 and PF7 keys at the bottom of this screen to view the hold history and the reason a
vendor was placed on hold. Use PF11 to view the second panel of this screen.
The vendor on hold file from the State is downloaded every night except Saturday and Sunday.
Screen 171 - State Hold Vendor ID Search (Panel 1)
171 State Hold Vendor ID Search
Screen: ___
Vendor: ___________
06/15/09 15:16
FY 2009 CC 02
Hold/Release(H/R): _
Hold Hold
Vendor Name
Vendor ID
Src Rsn
_ BELMONT BUSINESS SCHOOL INC
1vvvvvvvvv5 320 455
_ LINDMANN POSTAL INC
1vvvvvvvvv5 320 455
_ XENA IMPROVEMENT COMPANY
1vvvvvvvvv5 320 455
_ PROFESSIONAL DISTRIBUTORS INC
1vvvvvvvvv5 304 013
_ JOE J JENSON
1vvvvvvvvv7 320 160
_ JOHN J JIMENEZ
1vvvvvvvvv1 320 160
_ CLARK CORPORATION
1vvvvvvvvv0 304 013
_ SPENCE PRIME SOURCE INC
1vvvvvvvvv3 304 013
_ FOXY FOTOS
1vvvvvvvvv9 582 390
_ WRIGLEY ENTERPRISES
1vvvvvvvvv9 304 013
_ SECURITY ACTION SERCVICES LLC
1vvvvvvvvv0 304 026
_ SHED INVESTMENTS INC
1vvvvvvvvv2 304 013
_ MDTRSH TOWING MANAGEMENT INC
1vvvvvvvvv4 304 013
_ MDTRSH TOWING MANAGEMENT INC
1vvvvvvvvv4 304 026
_ MDTRSH TOWING LP
1vvvvvvvvv1 304 026
Press <ENTER> For More Entries
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Hist HSrc
Left Right
Screen 171 - State Hold Vendor ID Search (Panel 2)
171 State Hold Vendor ID Search
Screen: ___
Vendor: ___________
06/15/09 15:17
FY 2009 CC 02
Hold/Release(H/R): _
Hold Hold
Src
Rsn
Hold Reason
320 455 UNPAID WAGES PER PAY DAY LAW
320 455 UNPAID WAGES PER PAY DAY LAW
320 455 UNPAID WAGES PER PAY DAY LAW
304 013 FRANCHISE TAX
320 160 UNEMPLOYMENT INSURANCE TAX LIA
320 160 UNEMPLOYMENT INSURANCE TAX LIA
304 013 FRANCHISE TAX
304 013 FRANCHISE TAX
582 390 NON PAYMENT OF FEES
304 013 FRANCHISE TAX
304 026 SALES TAX
304 013 FRANCHISE TAX
304 013 FRANCHISE TAX
304 026 SALES TAX
304 026 SALES TAX
Vendor Name
BELMONT BUSINESS SCHOOL INC
LINDMANN POSTAL INC
XENA IMPROVEMENT COMPANY
PROFESSIONAL DISTRIBUTORS
JOE J JENSON
JOHN J JIMENEZ
CLARK CORPORATION
SPENCE PRIME SOURCE INC
FOXY FOTOS
WRIGLEY ENTERPRISES
SECURITY ACTION SERVICES LLC
SHED INVESTMENTS INC
MDTRSH TOWING MANAGE
MDTRSH TOWING MANAGE
MDTRSH TOWING LP
Press <ENTER> For More Entries
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Hist HSrc
Left Right
_
_
_
_
_
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_
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Vendor Information User Manual
Page IV-5
Screen 171 – State Hold Vendor ID Search (cont’d)
Basic Steps
•
•
•
•
Advance to Screen 171.
To advance the display to a specific vendor, type the vendor's identification number in
the Vendor: field and press <ENTER>.
Type an ‘H’ or ‘R’ in the Hold/Reason: field to view specific vendors that have either
been placed on hold with the State, or who have been released from being held.
Type ‘X’ to select a vendor and advance to Screen 162.
State Hold Vendor ID Search Process
To advance the list displayed to a specific vendor, type the vendor's identification number in the
Vendor: field and press <ENTER>.
If you type part or the vendor’s entire name in the Vendor: field, you will be given a pop-up
window from which to select the desired vendor. You may also type an ‘*’ in this field to view a
pop-up list of vendor's and select the vendor's number from the list by typing an ‘X’ in the Sel:
field. Press <ENTER> to “pass back” the number to the field on Screen 170.
Type ‘H’ (Hold) or ‘R’ (Release) in the Hold/Reason (H/R): field to view vendor's who have either
been placed on Hold with the State or have been released from being on hold.
Press PF11 to scroll right and view the text describing why the vendor was placed on hold with
the State.
To view the date and reason why a vendor was put on hold and/or released, place your cursor
on a line item and press PF6.
Press PF7 to look up the reason code and view the Hold Source.
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Vendor:
11 digits
Enter a valid vendor identification number to advance the display to a specific
vendor.
Hold/Release (H/R): 1 character
Type ‘H’ or ‘R’ to restrict the display to vendors who are on hold, or that have
been released from being placed on hold with the State.
Screen Information
Panel 1
Vendor Name:
50 characters
Displays the name of the vendor on hold with the State.
Vendor Information User Manual
Page IV-6
Screen 171 – State Hold Vendor ID Search (cont’d)
Vendor ID:
11 digits
Shows the vendor's identification number.
Hold Src:
3 digits
Identifies the hold source code that shows that placed the vendor on hold with
the State. For example:
302 = Attorney General
304 = Comptroller of Public Accounts
310 = Treasury Department
322 = Texas Employment Commission
Hold Rsn:
3 digits
Includes the code number for the reason the vendor was placed on hold.
Panel 2
Hold Reason:
30 characters
Displays the text describing the reason the vendor was placed on hold with the
State.
Additional Functions
PF KEYS
See the Appendix for an explanation of the standard PF Keys.
PF6
Hist
History
Displays the hold history for the selected vendor.
PF7
HSrc
Hold Source
Shows the hold source code and description.
Vendor Information User Manual
Page IV-7
State Hold Vendor Name Search
Screen 172 may be used to search for all vendors who have been put on hold and/or released
from hold by the State. This screen allows you to search for a vendor by name. This screen not
only displays a list of all vendors on hold and/or released, but also shows the reason they were
placed on hold on Panel 2.
Select a vendor to advance to Screen 162 and view vendor’s vouchers.
Using the PF6 and PF7 keys at the bottom of this screen you may view the hold history and the
explanation of the code used for the reason a vendor was placed on hold. The second panel of
this screen can be viewed by pressing the PF11 key.
The vendor on hold file from the State is downloaded every night except Saturday and Sunday.
Screen 172 - State Hold Vendor Name Search (Panel 1)
172 State Hold Vendor Name Search
Screen: ___
Vendor: ACE___________________________
06/15/09 15:18
FY 2009 CC 02
Hold/Release(H/R): _
Hold Hold
Vendor ID
Src Rsn
2vvvvvvvvv0 010 330
2vvvvvvvvv8 010 330
3vvvvvvvvv4 304 026
1vvvvvvvvv4 304 013
2vvvvvvvvv5 302 350
1vvvvvvvvv1 304 013
1vvvvvvvvv1 304 026
1vvvvvvvvv7 304 026
1vvvvvvvvv2 304 089
3vvvvvvvvv4 304 013
1vvvvvvvvv4 304 013
1vvvvvvvvv3 304 026
2vvvvvvvvv7 320 159
3vvvvvvvvv0 304 013
1vvvvvvvvv2 304 013
Vendor Name
ACE
C COLEMAN
ACE
G GREGORY
ACE ACETONE INC
ACE ADVERTISEMENT INC
ACE ALLYN
ACE ASBESTOS SIDING
ACE AUTO REPAIR
ACE AUTO
ACE AUTOMOBILES INC
ACE AUTOMOTIVE SERVICE
ACE BRAKES
ACE BRICK LAYERS
ACE C CHANCE IV
ACE CAPITOL INC
ACE CARPET SUPPLY
Press <ENTER> For More Entries
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Hist HSrc
Left Right
_
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_
_
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Screen 172 - State Hold Vendor Name Search (Panel 2)
172 State Hold Vendor Name Search
06/15/09 15:19
FY 2009 CC 02
Screen: ___ Vendor: ACE___________________________ Hold/Release(H/R): _
Hold Hold
Vendor Name
Src
Rsn
Hold Reason
_ ACE
C COLEMAN
010 330 DEFAULT OF TGSLC STUDENT LOAN
_ ACE
G GREGORY
010 330 DEFAULT OF TGSLC STUDENT LOAN
_ ACE ACETONE INC
304 026 SALES TAX
_ ACE ADVERTISEMENT INC
304 013 FRANCHISE TAX
_ ACE ALLYN
302 350 DELINQUENT CHILD SUPPORT
_ ACE ASBESTOS SIDING
304 013 FRANCHISE TAX
_ ACE AUTO REPAIR
304 026 SALES TAX
_ ACE AUTO
304 026 SALES TAX
_ ACE AUTOMOBILES INC
304 089 MOTOR VEHICLE SALES AND USE TA
_ ACE AUTOMOTIVE SERVICE
304 013 FRANCHISE TAX
_ ACE BRAKES
304 013 FRANCHISE TAX
_ ACE BRICK LAYERS
304 026 SALES TAX
_ ACE C CHANCE IV
320 159 UNEMPLOYMENT BENEFITS OVERPAYM
_ ACE CAPITOL INC
304 013 FRANCHISE TAX
_ ACE CARPET SUPPLY
304 013 FRANCHISE TAX
Press <ENTER> For More Entries
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Hist HSrc
Left Right
Vendor Information User Manual
Page IV-8
Screen 172 – State Hold Vendor Name Search (cont’d)
Basic Steps
•
•
•
•
Advance to Screen 172.
To advance the display to a specific vendor, type the vendor's name in the Vendor: field
and press <ENTER>.
Type an ‘H’ or ‘R’ in the Hold/Reason (H/R): field to view specific vendors that have
either been placed on hold with the State, or who have been released from being held.
Select a vendor to advance to Screen 162.
State Hold Vendor Name Search Process
To advance the list displayed to a specific vendor, type the vendor's name in the Vendor: field
and press <ENTER>.
If you type part or the vendor’s entire name in the Vendor: field, the list will begin with the
characters you entered in this field. To view all vendors beginning with ‘A’, type this in the
Vendor: field. You may also type an asterisk (*) in this field to view a list of all vendor's.
Type ‘H’ (Hold) or ‘R’ (Release) in the Hold/Reason (H/R): field to view vendor's who have either
been placed on Hold with the State or have been released from being on hold.
Press PF11 to scroll right and view the text describing why the vendor was placed on hold with
the State.
To view the description for the Hold Source press PF7. To see the vendor's hold history, code,
place your cursor on a line item and press PF6.
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Vendor:
30 characters
Enter the desired vendor’s name to advance the display to a specific vendor.
Hold/Release(H/R): 1 character
Type ‘H’ or ‘R’ to restrict the display to vendors who are on hold, or that have
been released from being placed on hold with the State.
Screen Information
Panel 1
Vendor Name:
50 characters
Displays the name of the vendor on hold with the State.
Vendor ID:
11 digits
Shows the vendor's identification number.
Vendor Information User Manual
Page IV-9
Screen 172 – State Hold Vendor Name Search (cont’d)
Hold Src:
3 digits
Identifies the hold source code that shows that placed the vendor on hold with
the State. For example:
302 = Attorney General
304 = Comptroller of Public Accounts
310 = Treasury Department
322 = Texas Employment Commission
Hold Rsn:
3 digits
Includes the code number for the reason the vendor was placed on hold.
Panel 2
Hold Reason:
30 characters
Displays the text describing the reason the vendor was placed on hold with the
State.
Additional Functions
PF KEYS
See the Appendix for an explanation of the standard PF Keys.
PF6
Hist
History
Displays the hold history for the selected vendor.
PF7
HSrc
Hold Source
Shows the hold source code and description.
Vendor Information User Manual
Page IV-10
Vendor Held by Agency
To view a list of vendors that have been placed on hold by an agency, use Screen 175. Like the
other vendor hold screens, this shows the reason the vendor was placed on hold, but also
provides additional detail about the hold status.
Press PF11 to scroll right and view the second panel of information, which describes the agency
that placed the vendor on hold, the date it became effective and the dollar amount owed by the
vendor.
If the information for a vendor needs to be updated, type an ‘X’ next to the vendor's name and
press <ENTER> to advance to Screen 209.
Screen 175 - Vendors Held by Agency (Panel 1)
175 Vendors Held by Agency
Screen: ___
08/14/09 13:34
FY 2009 CC 15
Vendor: ___________
Hold
Panel: 01 More>>
Vendor Name
Vendor Id
Rsn
Hold Reason Description
--------------------------------------- -------------------------_ SALLY SUE*SMITH
2vvvvvvvvv0
454
OVERPAYMENT TO VENDOR
_ NOLAN*NORRIS
2vvvvvvvvv0
639
DEL PAYMENTS OF INCIDENTAL
_ PAM P*PALMER
2vvvvvvvvv0
454
OVERPAYMENT TO VENDOR
_ ROGER*REESE
2vvvvvvvvv0
639
DEL PAYMENTS OF INCIDENTAL
_ IMA INEZ*INOLA
2vvvvvvvvv0
639
DEL PAYMENTS OF INCIDENTAL
_ DON*DONALDSON
2vvvvvvvvv0
639
DEL PAYMENTS OF INCIDENTAL
_ JERRY JIM*JONES
2vvvvvvvvv0
605
STUDENT DEF ON EMERG LOAN
_ RODNEY*ROMAN
2vvvvvvvvv0
639
DEL PAYMENTS OF INCIDENTAL
_ THOR DATA SYSTEMS
2vvvvvvvvv0
639
DEL PAYMENTS OF INCIDENTAL
_ DARYN D*DENNISON
2vvvvvvvvv0
639
DEL PAYMENTS OF INCIDENTAL
_ BROWN BONO*BOOKMAN
2vvvvvvvvv0
639
DEL PAYMENTS OF INCIDENTAL
_ ELLA E*ENGLISH
2vvvvvvvvv0
639
DEL PAYMENTS OF INCIDENTAL
_ PAUL*PAULSON
2vvvvvvvvv0
639
DEL PAYMENTS OF INCIDENTAL
_ STANLEY SIMON*SHONEY
2vvvvvvvvv0
639
DEL PAYMENTS OF INCIDENTAL
**** Press ENTER to continue ****
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Agncy
Dload Left Right
Screen 175 - State Hold Vendor ID Search (Panel 2)
175 State Hold Vendor ID Search
08/14/09 13:34
FY 2009 CC 15
Screen: ___ Vendor: ___________
<<More
Hold
Panel: 02
Vendor Name
Rsn
Agency
Hold Date
Liability Amt
----------------------------- --------------- -------------_
SALLY SUE*SMITH
454
760
01/07/2003
2881.90
_
NOLAN*NORRIS
639
760
02/24/2009
100.00
_
PAM P*PALMER
454
760
01/08/2003
4823.80
_
ROGER*REESE
639
760
10/22/2008
5.00
_
IMA INEZ*INOLA
639
760
02/23/2009
100.00
_
DON*DONALDSON
639
760
02/25/2009
525.00
_
JERRY JIM*JONES
605
760
03/03/2009
3740.07
_
RODNEY*ROMAN
639
760
07/31/2002
5.00
_
THOR DATA SYSTEMS
639
760
06/17/2003
35.00
_
DARYN D*DENNISON
639
760
03/29/2005
5809.50
_
BROWN BONO*BOOKMAN
639
760
05/20/2003
20.00
_
ELLA E*ENGLISH
639
760
02/04/2005
1216.39
_
PAUL*PAULSON
639
760
07/31/2002
5.00
_
STANLEY SIMON*SHONEY
639
760
12/14/2004
40.00
**** Press ENTER to continue ****
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Agncy
Dload Left Right
Vendor Information User Manual
Page IV-11
Screen 175 – Vendors Held by Agency (cont’d)
Basic Steps
•
•
•
Advance to Screen 175.
To advance the display to a specific vendor, type the vendor's name or vendor
identification number in the Vendor: field on the Action Line and press <ENTER>.
If the hold status information needs to be modified, type an ‘X’ next to the vendor's
name and press <ENTER> to advance to Screen 209.
Vendor Hold by Agency Search Process
Press PF11 to scroll right and view the text describing the agency that placed a vendor on hold,
the date it was effective, and the amount of money owed by the vendor.
To view description for the reason the agency placed the vendor on hold, press PF6.
Type an ‘X’ to the left of the desired vendor and press <ENTER> to add or change the hold status
information.
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Vendor:
11 digits
Enter a valid vendor identification number to advance the display to a specific
vendor.
Screen Information
Panel 1
Vendor Name:
26 characters
Displays the name of the vendor that has been placed on hold by agency.
Vendor ID:
11 digits
Shows the vendor's identification number.
Hold Rsn:
3 digits
Identifies the code number for the reason the vendor was placed on hold.
Hold Reason
Description:
30 characters
Includes the description of why the vendor was placed on hold.
Panel 2
Agency:
3 digits
Displays the name of the agency that placed the vendor on hold.
Hold Date:
8 digits
Shows the date the vendor was placed on hold status.
Vendor Information User Manual
Page IV-12
Screen 175 – Vendors Held by Agency (cont’d)
Liability Amt:
13 digits
Identifies the liability amount owed by the vendor.
Additional Functions
PF KEYS
See the Appendix for an explanation of the standard PF Keys.
PF6
Agncy
Agency
Displays information about the hold status: the reason, agency code and name
that placed the vendor on hold.
PF9
Dload
Download
Download the data using Entire Connection.
Vendor Information User Manual
Page IV-13
State Vendor Hold Maintenance
If a vendor owes money to a TAMUS System Part, and that vendor's name is not on the State
Vendor Hold list, you may use Screen 209 to submit the vendor's information to the State for
inclusion on their Vendor State Hold list.
Once the vendor has paid the money owed, use this screen once again to submit a release
request to the State to remove the vendor's name from the Vendor State Hold list. Type ‘Y’ in
the Release: field, the effective date the vendor's name is to be removed from the State Vendor
Hold list, and include any pertinent notes that would explain why the vendor should be
released.
You may only use a Hold Reason code for which you are authorized to submit.
This screen automatically sends the hold and release information to TINS. To place a hold on a
vendor that has never been sent to TINS, type ‘Y’ in the Send New Setup to TINS: field. This will
send a vendor setup to TINS as well as the state hold information.
Screen 209 - State Vendor Hold Maint
209 State Vendor Hold Maint AARON A*AABERG
06/15/09 15:23
FY 2009 CC 15
Screen: ___ Vendor: 2vvvvvvvvv0 DWAYNE D*DORMAN
Send New Setup to TINS: _
PIN: 2vvvvvvvvv4 000
Hold: Y
Hold Reason: 639
Effective Date: 12/10/2004
+--------------------------+
| All changes, except the |
| NOTE field, are sent to |
| TINS
|
+--------------------------+
Liability Amount: 35.00__________
Release: _
Release Date: __________
Note: BURSAR____________________________________________
* ------------------ Vendor Change Information ----------------------------- *
Established: 08/01/1995
Added By: KxxxxT
Date Modified: 12/10/2004
Modified By: AxxxxxP
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Basic Steps
Place a vendor on “Hold” status:
•
•
•
•
•
•
•
Advance to Screen 209.
Type a valid vendor's identification number in the Vendor: field and press <ENTER
Enter ‘Y’ in the Hold: field.
Include the Hold Reason Code explaining why a vendor is being placed on hold. Type ‘?’
in this field, or press PF2, to view allowable codes.
Type the effective date that the Hold is to become effective.
Include the amount of money owed in the Liability Amount: field.
Add additional information in the Note: field.
Vendor Information User Manual
Page IV-14
Screen 209 – State Vendor Hold Maintenance (cont’d)
Vendor Hold Maintenance Process
Release a vendor from “Hold” status:
•
•
•
Type ‘Y’ in the Release: field.
Enter the date the vendor is to be released.
Include an explanation in the Note: field.
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Vendor:
11 digits
Enter a valid vendor identification number. After entering the number, the
name will also be displayed, along with the vendor's PIN number.
Send New
Setup to TINS:
1 character
Indicate if the setup information for a vendor is to be sent to TINS. ‘Y’ will send
a vendor setup to TINS as well as the state hold information.
This field will become blank again after processing a new mail code.
PIN:
14 digits
Include the State Vendor Personal Identification Number.
Screen Information
Hold:
1 character
Type ‘Y’ to request that a vendor be placed on hold with the State.
Hold Reason:
3 digits
Include the code designating the reason the vendor is being placed on hold.
For example:
450 = Unpaid Travel Advance
451 = Overpymt of Employee Comp
454 = Overpayment to Vendor
Effective Date:
8 digits
Indicate the date the hold is to become effective.
Liability Amount:
14 digits
Identify the amount of money the vendor owes.
Release:
1 character
Type ‘Y’ to submit a request to the State that the hold be released from the
specified vendor.
Release Date:
8 digits
Indicate the date the hold on the vendor is to be released.
Note:
50 characters
Include any documentation notes needed to explain the release.
Vendor Information User Manual
Page IV-15
Screen 209 – State Vendor Hold Maintenance (cont’d)
Vendor Change Information
Established:
8 digits
Shows the date the vendor was added to FAMIS.
Added By:
7 characters/digits
Indicates the FAMIS user ID of the person who added the vendor information.
Date Modified:
8 digits
Shows the date the vendor information was modified.
Modified By:
7 characters/digits
Displays the FAMIS user ID of the person who modified the vendor information.
Additional Functions
PF KEYS
See the Appendix for an explanation of the standard PF Keys.
Vendor Information User Manual
Page IV-16
Section V
TINS
(Texas Identification Number System)
Vendor Information User Manual
Page V-2
FAMIS Interface with TINS
(Texas Identification Number System)
Background
All vendors paid with state funds must have a valid record in TINS, the State’s Texas
Identification Number System. In addition, the State now requires that all requests for (1)
creation of new vendor records, (2) modifications to records of existing vendors and (3) vendor
hold updates be processed electronically.
User Process
To create a new vendor at the State, you must logon to TINS and find the next available TIN mail
code for the vendor. Then, log onto FAMIS and proceed to create a vendor in FAMIS using the
TIN and the new state mail code.
If the vendor exists on FAMIS and not on TINS, set the “Send New Setup to TINS Flag” and add
the state mail code to Screen 103 / 203.
Issue / Problem:
As with the paper TINS setup, timing issues may arise – the next state mail code cannot be
‘reserved’ at the State. So between the time you identify the next mail code and process the
new vendor through FAMIS, someone else could ‘grab’ that same mail code and process a
transaction prior to the FAMIS feed to State. This situation will create an error record on the
State error report. It is conceivable that this circle could continue a couple of times before a
unique record is added at the State.
If this happens, change the mail code on FAMIS to the next mail code and set the “Send New
Setup to TINS” flag.
Feed to State
FAMIS sends one (1) daily batch feed to State with the all Parts’ TINS records. This will be done
in job F13FTTIN.
The State won’t accept a vendor setup record and an ACH record for the same vendor
on the same day.
In this case, FAMIS will automatically delay sending the ACH data for one day. Therefore, if
voucher is sent to State the same day as a new vendor Setup record, the state will create a
warrant as the ACH request will not be sent until the following day.
Vendor Information User Manual
Page V-3
FAMIS Interface with TINS (cont’d)
FAMIS Processing of Online Screen Entry
All changes to fields on Screen 203 (including panel) get logged to a separate FAMIS file. Only a
subset of this file will actually be sent to TINS, based on the setting (‘Y’) in the ‘Send New Setup
to TINS’ and ‘Send Changes to TINS’ fields.
Two types of records are sent to TINS:
Setup record - creates and sends a new vendor mail code.
If the vendor does not exist at all on TINS, a Master level Setup must be created.
A Master level record is setup with a mail code of ‘000’.
If the vendor exists on TINS, but the address is different, a new mail code must
be setup.
Change record - sends change data for an existing FAMIS mail code.
Error Reports from State
The State will print error reports at the designated printers for each Agency. The printer setup
and connection will be the responsibility of the Agency and problems will be resolved with the
State. FAMIS Services will not have access to the TINS error reports.
FAMIS Screens & Screen Changes
Screen 206 will be disabled and the functionality included in Screen 203.
Screen 203 - Vendor Add/Modify including one panel
Navigation Aids
Press <ENTER> to view Panel 2 information
PF10 ‘Next Vendor’ was moved to PF7
PF10 and PF11 are ‘Left’ and ‘Right’ movement of panels
Screen and Field Edits
New edits on Screen 203 are activated when the user inputs a value of ‘000’ in the State
Mail Code field and the ‘Send Changes to TINS’ flag is set to ‘Y’.
ZIP:
Zip code must be entered and must match US Postal Service ‘city, state, ZIP’.
Vendor Information User Manual
Page V-4
FAMIS Interface with TINS (cont’d)
Ownership Code:
P (Partnership)
S (Sole Proprietor)
=
=
E (State Employee)
=
both ‘Sole Proprietor/Partnership Data’ fields are required
only the first ‘Sole Proprietor/Partnership Data’ field is
required
only the first ‘Employ Agency’ field is required
Charter Nbr:
For certain values, the ‘Charter Nbr’ field is required.
Fields:
Send New Setup to TINS: Values Y or N
Set this flag to ‘Y’ whenever a new mail code needs to be sent to TINS.
This flag must be set BEFORE you make changes to the fields.
If you fill out the screen and then change the flag – it WILL NOT feed to the state –
however, you can change the flag using Screen 201 and the changes will be sent.
The system will use this flag to log the mail code a special way in order to send the setup
to the state.
This flag is changed to blank after a successful update or ADD.
Send Changes to TINS: Values Y or N
This flag must be set BEFORE you make changes to the fields.
If you fill out the screen and then change the flag – it WILL NOT feed to the state –
however, you can change the flag using Screen 201 and the changes will be sent.
This flag will remain set until it is changed by the user.
SIC:
Standard Industry Code – codes are loaded from State
(Note: what you see is what you get)
(Note: IAFRS-VN-SC-SIC-CD is an 899 table)
Charter Nbr:
Business charter number required for certain ownership codes.
Employ Agency:
Required if ownership code is ‘E’ state employee.
Security:
Values = 0, 1, 2. These are TINS values that are tied to ability to
change vendor that another agency has set up.
(not currently used – may be removed)
Busn Desc:
Vendor Information User Manual
Page V-5
FAMIS Interface with TINS (cont’d)
Screen 207 - Vendor ACH Information
This screen is to maintain ACH data for local vendors.
Fields:
Send to TINS: Values Y or N
This flag works similarly to the two ‘Send xxxx to TINS’ flags on Screen 203, but is a
different field. It may be set differently from the ones on Screen 203.
Example: if you have ACH set one way at the state for state payments, but want local
payments sent to different ACH routing – set the Send to TINS flag on Screen 207 to ‘N”
and enter the local routing information.
Routing Number:
ACH bank’s number used for routing
Account Number:
agency account number with ACH bank
Account Type:
C
S
=
=
CHECKING ACCOUNT
SAVINGS ACCOUNT
Trans Type:
TINS codes:
Commercial vs. Personal
CCD = PMT TO COMMERCIAL VNDRS
CCD+ = PMT TO COMMERCIAL VNDRS
PPD = PMT TO PERSONAL ACCT
PPD+ = PMT TO PERSONAL ACCT
Prenotes
A ‘Prenote’ is a zero-dollar ACH record that FAMIS sends to the designated bank as a
test of the bank routing and account data. When routing information is entered for a
vendor, this triggers the sending of a Prenote. FAMIS will not send any actual ACH
records within 14 days of sending the test Prenote. The default for Prenote testing is to
‘Send’ the data. You have the ability to override the sending of the Prenote data by
using the override fields as described.
If you change the routing number, account number, account type or trans type and a
Prenote was previously sent, you will get a pop-up window that asks you to confirm that
you want to send the Prenote.
Prenote Sent Date:
Reflects the date a Prenote was sent
Prenote Override:
‘Y’ to override the default of sending a Prenote
Vendor Information User Manual
Page V-6
FAMIS Interface with TINS (cont’d)
Dt: (Override Date): Date the Override was set
ACH Start Dt:
Reflects the first date that vouchers pulled into cycle
will be eligible to be sent by ACH.
ACH Override:
‘Y’ to override the sending of ACH for a vendor – keeps
the routing information available. Checks will be
created for the vendor until reset.
Email Addr:
Email address for the vendor – not currently used.
Security
Screen 207 data is controlled by element security. Unless element security #8, ACH
Information, is ‘A’ (update access), you will only see blank fields. This is to protect
critical bank routing data from being visible unless specific security clearance is granted
through use of element security #8.
Security access to data on Screen 207 affects user access to Screen 201 also. However,
if security access to Screen 201 is more restrictive, then the more restrictive prevails.
Deletes
To delete any information on Screen 207, blank out the fields.
Screen 201 - Vendor Change Log
This screen displays a log of all changes for most fields on Screens 203 and 207.
If you forget to set the ‘Send Setup (or Changes) to TINS’ flag on Screen 203 before
you change the data, you may change the flags here on Screen 201, assuming you
have the proper security. Once you have changed the flag, the flag is protected and
no further changes can be made to the flag on this screen. These ‘Send xxxx to TINS’
flags may only be changed from ‘N’ to ‘Y’ – and may not be reversed.
Action Line Fields
Vendor:
Order:
Field:
Vendor Information User Manual
Vendor Number
O = OLDEST DATE
N = NEWEST DATE
Type in the field whose changes you wish to see; you will get a
pop-up window and on that pop-up screen, you can use
partials, ‘?’ or ‘*’ to find the field you want.
Page V-7
FAMIS Interface with TINS (cont’d)
Fields:
Panel 1
Send TINS:
Values Y, N or blank
Sent TINS:
Values Y, N or blank
Field Name:
The name of the field that changed
New Field Value:
Value the field was changed to
Date Changed:
Date of the change to the field
Date Pulled for TINS:
Date the data was pulled to be sent to TINS
Panel 2 (only the newly displayed fields)
Old Field Value:
Value of the field before the change on the date displayed
Time Changed:
Time of the change to the field
Panel 3 (only the newly displayed fields)
Userid:
FAMIS userid of the person making the change
PF7 will display audit information for the record where you have placed the cursor. This
is a view of the audit information for one record.
Security
Screen 207 changes will not be shown on this screen unless the user has both update to
Screen 207 and element security #8 has been set to an ‘A’. Screen 201 security then
controls access to the data shown on Screen 201.
Screen 209
State Vendor Hold Maintenance
This screen is to submit vendor information to the State for inclusion on their Vendor State Hold
list.
Fields:
Action Line Field
Vendor:
PIN:
Vendor Information User Manual
Name or ID of the FAMIS vendor you want to include on the
State Vendor Hold list.
Displays the state vendor ID number from FAMIS.
Page V-8
FAMIS Interface with TINS (cont’d)
Screen Fields
Hold:
A ‘Y’ to request the vendor be placed on State hold.
Hold Reason:
A code designating the reason the vendor is being placed on
State hold.
Effective Date:
The date that the State hold is to become effective.
Liability Amount:
The amount of money that the vendor owes. (new amount
steps on original amount)
Release:
A ‘Y’ submits a request to the State that the State hold be
removed from the specified vendor.
Release Date:
The date the State hold on the vendor is to be removed.
Notes:
Space for documenting the State hold.
Technical Notes
1. Identification of FAMIS jobs and programs:
FAMIS job VUTIN (run for each Part):
VBDR087
CREATES FILE OF TINS TRANSACTIONS FOR A CAMPUS CODE &
CREATES A SECOND FILE TO FEED TO VBDU088. PRODUCES A
REPORT OF TRANSACTIONS SENT TO TINS.
VBDU088
UPDATES RECORDS, INDICATING THEY WERE PULLED AND SENT
TO TINS. CHANGES THE TINS FLAG BACK TO 'N'. USES WORKFILE FROM VBDR087.
FAMIS job (UNNAMED):
VBDU085
PULLS PRENOTE VENDOR RECORDS AND CREATES TWO WORK
FILES BASED ON PRENOTE FUNCTIONS. DOES NOT PRODUCE A
REPORT
VBDU086
READS WORK FILE FROM VBDU085 AND UPDATES PRENOTE
DATE
2. FAMIS Parts not using Purchasing can still use Screens 203 through 209 as a
Purchasing control record is no longer required.
Vendor Information User Manual
Page V-9
FAMIS Interface with TINS (cont’d)
Vendor Information User Manual
Page V-10
Section VI
Appendix
Vendor Information User Manual
Page VI-2
Instructions
Listed below are general instructions that will make your job easier as you use FAMIS to input or
view document information. Please become familiar with the information in this reference as it
can make your navigation in FAMIS more efficient.
3270 Emulation Keys
Special keys and key combinations must be used when working with FAMIS. These keys are
known as 3270 emulation keys and may be defined differently by each 3270 terminal or PC
emulation software that you are using. Contact your computer support person if you do not
know how to identify the following keys on your computer.
PF Keys
When a key is listed as PFn , PF represents Program Function. Many PCs use the function keys
labeled Fn for these PF keys. Others have special combinations of keys to represent the PF keys,
for example, on a Memorex emulation, a combination of the ALT key and the number 1 will
represent the PF1 key.
At the bottom of the FAMIS screens, there are PF keys listed that can assist in the use of the
screen. For example, on Screen 104, Voucher Create, the bottom of the screen shows the PF7
with the word ‘Bkwd’ under it. This means that by pressing the PF7 key, the screen listing will
scroll backwards.
TAB and BACKTAB Keys
Use the TAB and BACKTAB keys on a 3270 terminal to move from field to field. This will position
the cursor at the start of each field. Most PCs have a key labeled TAB, while the BACKTAB is a
combination of the SHIFT/TAB keys.
Using the arrow keys, instead of the TAB keys, to move around the screen may lock the
computer keyboard. Use the RESET key, then the TAB key, to position the cursor and unlock the
keyboard.
CLEAR Key
The CLEAR key on many PC keyboards is the PAUSE key. This key is often used to clear, or
refresh, the screen before typing.
RESET Key
After pressing <ENTER> to process data information, note the status bar at the bottom of the
screen. When the system is processing information, the symbol "X ( )" or  will appear. You
cannot enter additional information until the system is finished processing. If any other symbols
appear, press your RESET key -- often the ESCAPE key on a PC.
Vendor Information User Manual
Page VI-3
Appendix – Instructions (cont’d)
ERASE END OF FIELD Key
To erase all the information in a field with one stroke, the ERASE EOF key on a 3270 keyboard is
helpful. For example, a vendor name is held in context when moving from screen to screen. To
change to a different vendor, use this key and the current vendor name in the Action Line will be
removed. Now the new vendor name can be input. On most PCs, the correct key to use is the
END key on the numeric keypad.
HOME Key
From anywhere on the screen, the most efficient way to take the cursor back to the Screen: field
on the Action Line is by pressing certain keys. For the 3270 terminals, the correct combination is
the ALT/RULE keys. On most PCs, the HOME key on the numeric keypad will work.
Protected Area
The Protected Area is the area of the screen that will not allow the user to enter information.
Typing information in the protected area may freeze the screen. Use your reset key and then
tab key to release your system when it freezes.
Action Line/Context
The Action Line is usually the first line of information on each screen. The Screen: field is used
to navigate from screen to screen by entering the number of the screen desired. Fields such as
screen, vendor, voucher number, account, etc. are often found on the Action Line.
Data that is entered on the Action Line will be carried in ‘context’ from screen to screen until
changed. For example, the GL account number 032365 is entered on the Action Line of the
screen below. That account will be carried in ‘context’ until the user keys a different account in
the field.
The <ENTER> key must be pressed after entering Action Line data. If a user does not follow this
step, all information entered on the screen may be lost and must be re-entered. After pressing
<ENTER>, a message will be given at the top of the screen asking for modifications or providing
further processing instructions.
F0002 Record has been successfully added
002 GL 6 Digit
Screen: ___ Account: 032365 ____
03/03/94 14:56
FY 1994 CC AA
NAVSO, INC.
Account Title: NAVSO, INC.________________________
Vendor Information User Manual
Page VI-4
Appendix – Instructions (cont’d)
Message Line
The line above the Action Line is used to display messages to the user. These messages may be
error messages or processing messages, such as the one below.
F6537 Please enter a valid six digit GL account
002 GL 6 Digit
01/20/92 11:26
Scrolling Through Data
Pressing the <ENTER> key will scroll through information listed on a screen. On some screens,
there are PF keys to use to scroll forward, backward, left and right. These PF keys are displayed
at the bottom on the screens with that function.
Help
HELP functions are available for many screen fields in FAMIS. Placing a "?" in the blank beside
the desired field and hitting <ENTER> will access a pop-up window with specified field
information. Another way is to place your cursor in the desired field and press the F2 key.
To get out of the HELP function, either select a value and press <ENTER> or hit the PF4 key. The
distinction on which key to use will normally be designated in the pop-up window (EX: PF4 =
Exit).
Escaping from a Pop-Up Window
When in a pop-up window, pressing PF4 will usually take you back to the original screen. There
are a few screens when pressing <ENTER> will take you back to the original screen.
Vendor Information User Manual
Page VI-5
Appendix – Instructions (cont’d)
Field Help Using the F2 Program Function Key
On selected fields, additional information can be displayed using the PF2 key. This HELP
information is accessed by moving the cursor to the field in question and pressing the F2 Key.
Screen 002 - GL 6 Digit
002 GL 6 Digit
Screen: ___ Account: 010100 ____
02/16/04 10:12
FY 2004 CC 02
ED & GEN INCOME-TUITION
Account Title: ED & GEN INCOME-TUITION____________
Resp Person: 5uuuuuuu4 MASON, MARY M
Old Acct: NA_____________
Year-end Process: F
Reclassify: _ Reporting Group: __ Aux Code: ___
AFR Fund Group: 10 Fund Group: FG Sub Fund Group:
Sub-Sub: __
Function: __
Default Bank: 03000 Override: Y
SL Mapped Count: 18
Alternate Banks: ***** _____ _____ _____ _____
Security: ______
Dept
Primary: REV__
Secondary: VTEA_
S-Dept Exec Div
_____
UN
AD
_____
AA
CD
Coll Mail Cd Stmt
C6000
N
VM
C4457
Y
Fund Source: __ ________________________________________
Long Title: EDUCATIONAL AND GENERAL INCOME - TUITION
________________________________________
Account Letter: Y
Setup Date: 08/26/1991
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Next
A help screen may appear first describing the field. Press <ENTER> to display the valid
values for the field.
DESCRIPTION: AN INSTITUTIONALLY DEFINED CODE THAT GROUPS CURRENT FUND
EXPENDITURES ACCORDING TO THE PURPOSE FOR WHICH COSTS WERE INCURRED.
+------------------------------------------------------------------+
|
|
|
*** D I C T I O N A R Y - H E L P ***
|
|
|
| VALUES
MEANING
|
| -------------------------------- ----------------------------- |
| BLANK
NOT SPECIFIED
|
| 10
INSTRUCTION
|
| 15
RESEARCH
|
| 20
PUBLIC SERVICE
|
| 25
ACADEMIC SUPPORT
|
| 30
STUDENT SERVICE
|
| 35
INSTITUTIONAL SUPPORT
|
| 40
OPERATION & MAINT OF PLANT
|
|
|
| Lookup Value / . Menu ________________________________
|
| Rule : IAFRS-FG-FS-PURP
Default value is:
|
| View : IAFRS-GENERAL-SUBSIDIARY-LEDGER
|
| Field: FG-FS-PURP
|
|
|
| PF1=Menu PF4=Exit
|
+------------------------------------------------------------------+
Vendor Information User Manual
Page VI-6
Appendix – Instructions (cont’d)
Question Mark (?) Help
FAMIS also provides information about selected fields through the Question Mark (?) Help
facility. This HELP information may be accessed by typing a question mark (?) in the field in
question and pressing the <ENTER> key.
A pop-up window is displayed with the valid values for the field. By typing an ‘X’ next to the
desired value, that value is passed to the main screen. This is the Passback feature.
Screen 002 - GL 6 Digit
002 GL 6 Digit
Screen: ___ Account: 010100 ____
02/16/04 10:12
FY 2004 CC 02
ED & GEN INCOME-TUITION
Account Title: ED & GEN INCOME-TUITION____________
Resp Person: 5uuuuuuu4
MASON, MARY M
Old Acct: NA_____________
Year-end Process: F
Reclassify: _ Reporting Group: __ Aux Code: ___
AFR Fund Group: 10 Fund Group: FG Sub Fund Group:
Sub-Sub: __
Function: __
Default Bank: 03000 Override: Y
SL Mapped Count: 18
Alternate Banks: ***** _____ _____ _____ _____
Security: ______
Dept
Primary: REV__
Secondary: VTEA_
S-Dept Exec Div
_____
UN
AD
_____
AA
CD
Coll Mail Cd Stmt
C6000
N
VM
C4457
Y
Fund Source: __ ________________________________________
Long Title: EDUCATIONAL AND GENERAL INCOME - TUITION
________________________________________
Account Letter: Y
Setup Date: 08/26/1991
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Next
Screen 002 - GL 6 Digit - Fund Group ?-Help Pop-Up Window
+------------------------------------------------------------------+
|
|
|
*** D I C T I O N A R Y - H E L P ***
|
|
|
| VALUES
MEANING
|
| -------------------------------- ----------------------------- |
| AP
AUXILIARY PLEDGED
|
| AX
AUXILIARY NON-PLEDGED
|
| BLANK
NOT SPECIFIED
|
| DF
DESIGNATED FUNCTIONAL & GENER |
| DS
DESIGNATED SRVC-PROF FEES & S |
| IA
ANNUITY - INCOME ACTIVITY
|
| IP
INVESTMENT IN PLANT
|
| LF
LOANS - UNIVERSITY FUNDS
|
|
|
| Lookup Value / . Menu ________________________________
|
| Rule : IAFRS-FG-FS-SUB-FUND-GR
Default value is:
|
| View : IAFRS-GENERAL-SUBSIDIARY-LEDGER
|
| Field: FG-FS-SUB-FUND-GR
|
|
|
| PF1=Menu PF4=Exit
|
+------------------------------------------------------------------+
Vendor Information User Manual
Page VI-7
Standard PF Keys
PF Keys are used in the purchasing module of FAMIS to access additional information.
Wherever possible the same assignment has been given to the same PF key, such as PF9 always
being the key used for NOTES. Occasionally this has not been possible and a different
assignment has been made.
The following list is to help you identify the functionality behind the PF keys that you will see on
the many screens in Routing & Approvals.
Many screens have extended information windows assigned to various function keys that are
designated at the bottom of each screen or pop-up window. Placing the cursor (using the cursor
arrow keys) on a particular line and pressing the extended information function key will display
the pop-up window information for the document or item on that line.
Exiting a pop-up window is done by pressing <PF4> to return to the previous window or inquiry
screen. If multiple windows have been opened pressing <PF3> will return you directly to the
screen where you started.
From within many of the pop-up window an additional set of extended function keys may
appear to further inquire on the document or item.
Extended Function Keys
Accts
Accounts
Displays a window of all responsible accounts and their portion of the total
order.
+------------------------------------------------------------------+
|
F5628 End of accounts on document
|
| P P600026
*** Account Distribution ***
||
|
|
CC FY
Account
Description
Amount
|
|
-- ---- ----------------- -------------------- --------------- |
|
AM 1996 330001-00000-4050 TOM’S PC REPAIR
48.64 |
|
AM 1996 330001-00000-4010 ALLADIN PEST CONTROL
11.23 |
|
Total all Accounts *
59.87 |
|
|
|
|
|
|
|
PF3= Back to 280 PF4=Exit PF5=BBA
|
+------------------------------------------------------------------+
Vendor Information User Manual
Page VI-8
Appendix – Standard PF Keys (cont’d)
AdDept
Additional Departments
Displays all departments that have approval and accounts on this document.
+--------------------------------------------------------------+
|
Additional Departments/SubDepartments
|
| Doc: P400013
|
|
Dept
SubDept
|
|
----------|
|
CHEM
|
|
MISP
|
|
PURS
|
|
|
|
|
|
Press <PF4> to Exit
|
+--------------------------------------------------------------+
Addr
Address
Used to include more lines of address information.
+-------------------------------------------+
|
|
| Addr: 11409 WASHINGTON BLVD_________
|
|
SUITE 909_____________________
|
|
ATN: WAYNE WILSON____________
|
|
______________________________
|
|
|
+-------------------------------------------+
AdFFX
Additional Fixed Asset Information
Provides additional information for a particular fixed asset record.
+---------------------------------------------------------------------+
|
** Additional Fixed Asset Information **
|
|
|
|
Purchase Order
|
|
Number: P550039
PO Line: 001
|
|
Account Number: 186666666666635
Acq Method: PO
|
|
|
|
Vendor
|
|
Number: 1vvvvvvvvv0
|
|
Name: AXLE COMPUTERS
|
|
|
|
Alt APO
|
|
Name: RODGERS, RHONA
|
|
Number: 5uuuuuuu4
|
|
Exec Level: AA
|
|
Division: CD
|
|
School: BA
|
|
Dept: CLBA
|
+---------------------------------------------------------------------+
Vendor Information User Manual
Page VI-9
Appendix – Standard PF Keys (cont’d)
BBA
Budget Balance Available
Show any over budget messages that may pertain to a particular account on the
document.
+-------------------------------------------------------------+
|
5628 End of accounts on document
|
| P P400013
*** Budget Balance Available ***
|
|
|
|
CC FY
Account
Over Budget Message
|
|
-- ---- ----------------- ------------------------------ |
|
02 1994 133502-00000-8435
|
|
|
|
PF4=exit |
+-------------------------------------------------------------+
Bkwd
Backwards
Returns to the previous screen or scrolls one page back for a particular item.
Ddesc
Damage Description
Used to provide information about any goods that were damaged.
+-------------------------------------------------------------------+
|
|
|
Dmg Description: 10 OF THE 12 DRUMS OF CONTAINING POLY- ______ |
|
ACRILAMIDE GEL FOR P.A.G.E. ANALYSIS ________ |
|
HAD BEEN CRUSHED BY HEAVIER SUPPLIES AND_____ |
|
WERE LEAKING UPON ARRIVAL.___________________ |
|
_____________________________________________ |
|
NEW DRUMS HAVE BEEN REQUESTED FROM THE ______ |
|
VENDOR AND SHOULD ARRIVE W/IN 10 DAYS________ |
|
_____________________________________________ |
|
|
+-------------------------------------------------------------------+
Frwd
Forward
Advances to the next screen or scrolls one page forward for a particular item.
Header
Document Header
Accesses a window of document header information. From within this window
you can view multiple windows of document information.
+-----------------------------------------------------------------------------+
|
|
|
**** Document Header Extended Information ****
|
|
|
| Document: A000021
Doc Year: 2000
Total: 25.00
|
| Summary: TVMDL
|
|
Vendor: 3vvvvvvvvv0 TEXAS ANIMAL CONTROL
|
|
<< Dates>>
|
| Document: 12/01/99 Cat: LP User Ref: 144013-TVMDL
Req:
|
| Required:
Contact:
Ph:
|
|
Start:
Buyer:
Ph:
|
|
End:
Research:
Type Funds:
Type Order:
|
|
Change:
No:
Print Doc: Y
|
|
Dept: VTEA SubDept:
Route Status: FN Cat/Order:
|
| PCC Code:
LDT Code: VT
|
|
PF3= Back to 280 PF4=Exit
PF5=AdDept PF6=Ship
|
|
PF7=Sug. Vndr
PF8=Accts PF9=Notes
PF10=Sole/Emer. PF11=Items
|
+-----------------------------------------------------------------------------+
Vendor Information User Manual
Page VI-10
Appendix – Standard PF Keys (cont’d)
Frwd
Forward
Advances to the next screen or scrolls one page forward for a particular item.
Header
Document Header
Accesses a window of document header information. From within this window
you can view multiple windows of document information.
+-----------------------------------------------------------------------------+
|
|
|
**** Document Header Extended Information ****
|
|
|
| Document: A000021
Doc Year: 2000
Total: 25.00
|
| Summary: TVMDL
|
|
Vendor: 3vvvvvvvvv0 TEXAS ANIMAL CONTROL
|
|
<< Dates>>
|
| Document: 12/01/99 Cat: LP User Ref: 144013-TVMDL
Req:
|
| Required:
Contact:
Ph:
|
|
Start:
Buyer:
Ph:
|
|
End:
Research:
Type Funds:
Type Order:
|
|
Change:
No:
Print Doc: Y
|
|
Dept: VTEA SubDept:
Route Status: FN Cat/Order:
|
| PCC Code:
LDT Code: VT
|
|
PF3= Back to 280 PF4=Exit
PF5=AdDept PF6=Ship
|
|
PF7=Sug. Vndr
PF8=Accts PF9=Notes
PF10=Sole/Emer. PF11=Items
|
+-----------------------------------------------------------------------------+
Idesc
Item Description
More detailed item descriptions can be entered by pressing PF11.
+-------------------------------------------------------------------+
|
|
| Item Description: MACINTOSH QUADRA 650 WITH 500 MB HARD DISK___ |
|
8 MB RAM, 1 MB VRAM, INTERNAL CD ROOM 300I___ |
|
PART NO: M2104LL/B___________________________ |
|
_____________________________________________ |
|
_____________________________________________ |
|
_____________________________________________ |
|
_____________________________________________ |
|
_____________________________________________ |
|
|
+-------------------------------------------------------------------+
Items
Document Items
Provides a window showing all document items. From within this window you
can view multiple windows of item information.
+---------------------------------------------------------------------------+
|
F2999 End of line items on file
|
| R R400007
**** Document Item Inquiry ****
|
|
PANEL: 01MORE>>
|
| Nt Item
Description
Quantity PCd UOM
Extended
|
| -- ----- ------------------------------ -------- --- ---- --------------- |
|
1.0 1.6 GB FORMATTED (USEABLE) FAS
1.00 X EA
1,515.00 |
|
|
|
|
|
PF3= Back to 280
PF4=Exit
PF5=More Desc
PF6=Itm Ext
|
|
PF8=Itm Accts
PF9=Itm Notes
PF10=Left
PF11=Right
|
+---------------------------------------------------------------------------+
Vendor Information User Manual
Page VI-11
Appendix – Standard PF Keys (cont’d)
Itm Accts
Accounts on a Document
Displays the responsible accounts for the particular document item and their
portion of the item total.
+----------------------------------------------+
|
5628 End of accounts on document
|
| R R400007
*** Account Distribution *** |
|
|
|
CC FY
Account
Amount
|
|
-- ---- ----------------- --------------- |
|
02 1994 511060-00000-8435
1,515.00
|
|
|
|
|
|
PF4=exit PF5=BBA |
+----------------------------------------------+
Itm Ext
Item Extended Information
Show detail information about the specific item ordered (i.e., quantity, unit of
measure, unit price and commodity code).
+-------------------------------------------------------------------------+
|
**** Document Item Extended Information ****
|
|
|
| Document:
R400007 1.6 GB FORMATTED (USEABLE) FAST SCSI-2 DISK
|
| Item:
1.0
|
|
Date Created: 09/22/93
|
| Quantity:
1.00
Last Modified: 10/06/93
|
| UOM:
EA
|
| Unit Price:
1,515.0000
Commodity:
20534
|
| Extended Price:
1,515.00 Tax:
|
| Prc Cd:
X
Print:
|
|
|
|
PF4=Exit |
+-------------------------------------------------------------------------+
Itm Notes
Item Notes
Displays notes that have been added to a particular document item. Use the
Position at Line: field to start the text at a particular line. The Page (F/B/E):
field scrolls Forward, and Backwards through the text, or End to exit the
window.
+-------------------------------------------------------------------+
|
7468 Note not found on file
|
| R400007
1.0
Position at line: ___
|
|
Line
******** Note Text ********
|
|
PROGRAM DIRECTOR, MARTHA M MALLARD REQUESTS__
|
|
TO REVIEW ALL MATERIAL ORDER UPON ARRIVAL.___
|
|
_____________________________________________
|
|
MS MALLARD WILL BE RESPONSIBLE FOR DISPERSAL_
|
|
AMONG CONFERENCE ATTENDEES___________________
|
|
_____________________________________________
|
|
PF4=Exit
Page (F/B/E): E
|
|
|
+-------------------------------------------------------------------+
Vendor Information User Manual
Page VI-12
Appendix – Standard PF Keys (cont’d)
Left
Scroll Left
Some window are made up of several adjacent panels. These will be designated
by the word Panel: ## appearing in the window. Pressing this key scrolls the
panel to the left.
More Desc
More Description
Displays complete description text for a document or an item.
+--------------------------------------------------------------+
| R R400007
**Document Item Inquiry **
|
| Item:
1.0
|
|
|
| Line
Descriptions
|
| -----------------------------------------------|
|
1
1.6 GB FORMATTED (USEABLE) FAST SCSI-2 DISK
|
|
2
DRIVE FOR SGI INDIGO WITH INTERNAL MOUNTING
|
|
3
BRACKET, 10 MS ACCESS TIME, FORMATTED AND
|
|
4
TESTED PRIOR TO SHIPPING, MODEL SEAGATE
|
|
5
OR EQUIVALENT. 5 YEAR OR GREATER.
|
|
|
|
** End of description List **
|
|
|
|
Press <PF4> to Exit
|
+--------------------------------------------------------------+
Next
Next Screen
Advances to the next screen required.
Notes
Displays any notes attached to the document header. Use the Position at Line:
field to start the text at a particular line. The Page (F/B/E): field scrolls Forward,
and Backwards through the text, or End to exit the window.
+------------------------------------------------------------------+
|
F0013 Please enter desired modifications
|
| P600026
1.0
Position at line: ___
|
|
Line
******** Note Text ********
|
|
1
>>Notes Entered 10/12/95 BY CARSON, COLE C___
|
|
2
THE DEPARTMENT REQUESTS TO REVIEW ALL BIDS___
|
|
3
PRIOR TO THE AWARD.__________________________
|
|
4
_____________________________________________
|
|
5
CONTACT DR. JULIE J. JONES FOR FURTHER_______
|
|
6
DETAILS/CLARIFICATION ABOUT THE REQUESTED____
|
|
7
ITEMS._______________________________________
|
|
8
_____________________________________________
|
|
9
_____________________________________________
|
|
10
_____________________________________________
|
|
11
_____________________________________________
|
|
12
_____________________________________________
|
|
PF4=Exit PF7=PItem PF8=NItem
Page (F/B/E): _
|
+------------------------------------------------------------------+
Vendor Information User Manual
Page VI-13
Appendix – Standard PF Keys (cont’d)
Pdesc
Purchasing Document Description
Additional description for purchasing document items may be seen by pressing
this PF Key.
+-------------------------------------------------------------------+
|
|
| ITEM Description: yellow sticky note pads______________________ |
|
assorted sizes, including:___________________ |
|
15 2 1/2 in X 2 1/2 in pads__________________ |
|
9 2 1/2 in X 1 in pads______________________ |
|
9 3 1/2 in X 4 in pads______________________ |
|
_____________________________________________ |
|
_____________________________________________ |
|
_____________________________________________ |
+-------------------------------------------------------------------+
Rdesc
Receiving Item Description
Displays a window where additional receiving item descriptions may be
added/modified.
+-------------------------------------------------------------------+
|
|
| ITEM Description: ONLY 1/2 OF EXPECTED ORDER ARRIVED WITH THIS_ |
|
SHIPMENT.____________________________________ |
|
PLEASE NOTIFY MS. MARTHA MALLARD AS SOON_____ |
|
AS REMAINING SUPPLIES ARE RECEIVED SO THAT___ |
|
THEY MAY BE DISTRIBUTED TO DEPARTMENT HEADS._ |
|
_____________________________________________ |
|
_____________________________________________ |
|
|
+-------------------------------------------------------------------+
Right
Scroll Right
Some windows are made up of several adjacent panels. These will be
designated by the word Panel: ## appearing in the window. Pressing this key
scrolls the panel to the right.
Ship
Shipping Address
Displays the Ship To and Invoice To addresses for the document.
+-----------------------------------------------------------------------------+
|
**** Required Shipping and Text Information ****
|
|
|
| Document
P400013
|
|
|
| Ship To
Address Nbr:
Invoice To
Address Nbr:
|
| Name: DEPARTMENT OF CHEMISTRY
Name: DEPARTMENT OF CHEMISTRY
|
| Addr: ATTN: EDGAR EBERT
Addr: ATTN: EDGAR EBERT
|
|
|
| City: COLLEGE STATION
State: TX City: COLLEGE STATION
State: TX |
|
Zip: 778433255
Country:
Zip: 778433255
Country:
|
|
PH:
FAX:
PH:
FAX:
|
|
|
|
Press <PF4> to Exit
|
+-----------------------------------------------------------------------------+
Vendor Information User Manual
Page VI-14
Appendix – Standard PF Keys (cont’d)
Sole
Sole Source
Displays Sole Source and Emergency purchase reasons.
+-----------------------------------------------------------------------------+
|
**** Sole Source and Emergency Information ****
|
|
|
|
Document:
R400007
|
|
|
|
Sole Source (Y/N): N Reason:
|
|
|
|
Emergency (Y/N): N Reason:
|
|
|
|
Press <PF4> to Exit
|
+-----------------------------------------------------------------------------+
Track
Document Tracking
Displays a document tracking window identifying all types of action that have
gone against this document. From within this window you may track any of the
related documents by placing the cursor on any of the window lines and press
<PF12> again.
+----------------------------------------------------------+
| P P600026
Document Tracking
|
|
|
|
Class Document Item
Action
Date
Time
|
|
----- -------- ------ -------- --------- ------ |
|
To
CREATE
10/05/95 16:15 |
|
To
CLOSED
10/12/95 10:30 |
|
To
REOPEN
10/13/95 14:33 |
|
To
CLOSED
10/13/95 14:35 |
|
To
REOPEN
10/13/95 14:42 |
|
To
CLOSED
10/13/95 14:49 |
|
To
REOPEN
10/13/95 14:49 |
|
To
CLOSED
10/13/95 14:51 |
|
|
|
PF3= Back To 280 PF4=Exit PF12=Track |
+----------------------------------------------------------+
Vndr
Suggested Vendors
Displays all suggested vendor sources for a particular document.
+-----------------------------------------------------------------------------+
|
**** Suggested Vendors Information ****
|
|
|
| Document:
R400007
|
|
|
|
VID:
or FEI: 6xxxxxxx1
VID:
or FEI: 8xxxxxxx0
|
|
FALCO INDUSTRIES
LEGACY SUPPLIERS
|
| Addr: 5555 ROSA CIRCLE
Addr: 1000 WALNUT HILL
|
|
SACRAMENTO CA 95842
BLOOMINGTON IN 77777
|
|
|
|
PH: 800-333-0000 FAX: 916-333-1111
PH:
FAX:
|
|
|
|
Press <PF4> to Exit
|
+-----------------------------------------------------------------------------+
Vendor Information User Manual
Page VI-15
Vendor Screens List
M11
PAGE
AP Inquiry and Vendor Menu ............................................................................................................... I-6
Lists all the available inquiry screens to use the Accounts Payable application functions.
M21
Vendor Information Menu ................................................................................................................... I-6
Provides a list of all the screens available to process vendor information.
101
Vendor Number Search ....................................................................................................................... II-9
Entering a vendor identification number will search for vendor name.
102
Vendor Name Search ........................................................................................................................ II-14
Entering either a complete or partial vendor name will bring up a listing with all vendors
containing the entered data.
103
Vendor Add/Modify .......................................................................................................................... II-16
Used to set up a new vendor or make modifications to an existing vendor.
120
Vendor Name Alias Maintenance ...................................................................................................... II-25
Lists all aliases for a specified vendor.
132
Vendor History .................................................................................................................................. II-27
Provides history information on a specified vendor.
143
Vendor Flag Set/Reset....................................................................................................................... II-30
Used to freeze, drop, delete, or hold a vendor. These settings determine the types of
transactions that may be processed against each vendor.
160
Invoices by Vendor Inquiry ................................................................................................................ II-34
View invoices and vouchers issued to a specified vendor.
162
Voucher Inquiry by Vendor ............................................................................................................... II-37
Lists voucher information for a particular vendor.
170
Voucher Inquiry by Alternate Vendor ................................................................................................ II-42
Used to view vouchers for an alternate vendor.
171
State Hold Vendor ID Search ..............................................................................................................IV-5
Search for vendors that are on hold with the State using the vendor identification number.
172
State Hold Vendor Name Search ........................................................................................................ IV-8
Used to find vendors that are on hold with the State when the vendor identification number is
not known.
173
State HUB Vendor ID Search.............................................................................................................. II-45
Locate HUB vendors.
174
State HUB Vendor Name Search ........................................................................................................ II-48
Displays the State’s HUB vendors in vendor name order. (Will be deleted and replaced through
Screen 173 functionality.)
175
Vendors Held by Agency .................................................................................................................. IV-11
Search for vendors that have been put on hold by an agency.
201
Vendor Change Log ............................................................................................................................ III-3
Used to view changes that have been made to a FAMIS vendor.
Vendor Information User Manual
Page VI-16
Appendix – Vendor Screen Information (cont’d)
203
PAGE
Vendor Add/Modify .......................................................................................................................... III-7
Used to set up a new vendor or make modifications to an existing vendor.
204
Vendor Purchasing Add/Create ........................................................................................................ III-17
Used for entry of the Purchasing Bid to address for a vendor.
205
Vendor AP Add/Create ..................................................................................................................... III-26
Used for entry of the Remit To address of the vendor.
206
Vendor Ownership Information ....................................................................................................... III-34
Used to maintain a subset of Vendor Ownership Information – in particular those things that
may be designated as “HUB sensitive”. These fields are also maintainable on Screen 203.
207
Vendor ACH Information .................................................................................................................. III-38
Used to set up bank ACH information for a vendor.
209
State Vendor Hold Maintenance ...................................................................................................... IV-14
Maintain hold status information for vendors.
Vendor Information User Manual
Page VI-17
Glossary
A
ABR
See Automatic Budget Reallocation.
ABR Pool Table
A user-defined table assigning rules for budget pools and the subcode ranges participating in each pool.
Account
A functional unit, identified by an account ID that serves a particular accounting purpose where one person
has primary responsibility for it. Accounts include balance sheets (GL) and revenue/expenditure accounts
(SL). A building (in the Plant Funds area) is an example of a General Ledger account and the President’s
Office is an example of a Subsidiary Ledger account.
Account Control
The last four digits in the ten-digit account number for a General Ledger account. The account control
designates a specific asset, liability, fund balance, fund addition, fund deduction or summary control.
Account ID
A 6-digit identification number for an account.
Account Number
A 10-position ID within the master file of the Financial Records System. The first 6 positions identify the
specific account while the last four positions identify the account control for a balance sheet account (GL)
and the object code for a revenue or expenditure account (SL).
Accounts Payable
An application of the Financial Records System (FRS). AP processes vendor payments and keeps track of
financial activity involving vendors.
Action/Context Line
The screen line (usually fourth from the top) or lines where the screen to be accessed and the key of the
data to be addressed are input and displayed.
Alias
A commonly used name for a vendor, other than the formal customer name (primary name) that prints on
the check. The Purchasing System also offers a commodity alias name and permits you to define any
number of alias names, once a vendor has been created.
AP
See Accounts Payable.
Attributes
Descriptive data associated with a record. Examples are school, department, function, name and
responsible person. Attributes support a variety of sophisticated reporting techniques.
Automatic Budget Reallocation (ABR)
When transactions are entered, a process by which the system automatically transfers budget dollars from
predefined budget pools to specific object codes.
B
Bank Transfer
A movement of cash from one bank account to another. This allows expenditures at specific object codes to
share in a single pool of money.
Vendor Information User Manual
Page VI-18
Appendix – Glossary (cont’d)
Batch/Session
A collection of related transactions entered into the system with a header record and control totals, usually
prepared by one person or subsystem feed.
Batch Interface
A type of interface where one system generates transactions to be batched for input into another system.
BBA
See Budget Balance Available.
Budget
A plan of revenue and expenditures for an accounting period expressed in monetary terms.
Budget Balance Available (BBA)
That portion of budget funds that is unspent and unencumbered.
Budget Pool
A budget summarized at significant levels of revenue or expense. A single pool of money defined for use by
specific object codes.
C
Cash
Coins, currency, checks, and anything else a bank will accept for immediate deposit.
Cash Disbursement
A non-vouchered payment for goods received, services rendered, reduction of debt or purchase of other
assets.
Cash Receipt
Cash received from cash sales, collections on accounts receivable and sale of other assets.
Chart of Accounts
A listing, at the 6-digit level, of all account numbers within FAMIS. Sometimes the COA defines the accounts
at the 10-digit level as well.
Check Override
The capability to bypass, on an individual-voucher basis, controls that were previously set for all vouchers.
Claim-On-Cash
The share of ownership that an account has in the institution’s money.
Clearing Account
A temporary summary account (such as a payroll account) which is periodically set to zero.
COA
See Chart of Accounts.
Compound Journal Entry
A two-sided transaction that posts debits and credits.
Context
The information that identifies the record being displayed or to be displayed by the system.
Credit Memo
The reduction of a payable previously paid or still open. A credit memo may result from overpayment,
overbilling, or the return of goods.
Vendor Information User Manual
Page VI-19
Appendix – Glossary (cont’d)
Currency Code
A code that identifies a record in the Tax Currency Table. This record provides the factor to calculate foreign
currency conversion costs or gains and the liability account used. The code is translated through a table into
a conversion rate.
Cycle
Two or more programs that are run in a specific sequence.
D
Data
Data are representations, such as characters, to which meaning might be assigned. They provide
information and can be used to control or influence a process. This term is not synonymous with
information. Information is data to which meaning has been assigned.
Database
The collected information that is accessible to the computer for processing.
Data Control
The tracking of input, processing and output, and the comparing of actual results to expected results in
order to verify accuracy.
Data Element HELP
An on-line feature that assists the user by providing immediate information about any particular field on a
screen.
Data Entry
A means for adding information into the system.
Default
The value that the system will assign if no other value is entered.
Delete Flag
A data element whose condition signifies that a document will be permanently removed from the database
during the next archive cycle.
Demand Voucher
Voucher to be paid during the next Check Cycle.
Diagnostic Message HELP
An on-line feature that assists the user with data entry by providing an explanation of a message and the
appropriate action to take.
Diagnostics
The messages that describe the results of processing. These messages may indicate an error and provide
information about a process by noting what action to take to correct the error.
Digit 3 of TC
The third digit of the Transaction Code (Entry Code) which specifies the type of transaction.
Discount Account
The account credited for discounts taken by the system when a check is written.
Discount Table
A table containing user-defined values representing discount terms for vendors.
Dollar Data
A record of the dollar amount and the type of financial transactions posted to an account.
Vendor Information User Manual
Page VI-20
Appendix – Glossary (cont’d)
Dollar Limit
A code used in Accounts Payable to specify a check amount. If the amount of a vendor’s check is greater
than this value, the check will not be generated.
Drop Flag
A data element whose condition signifies that a document is to be removed from the database
immediately.
E
Encumbrance
An obligation incurred in the form of a purchase order or contract. Also referred to as an open
commitment.
Endowment
Funds received by an institution from a donor who specifies the condition that the principal not be spent.
Endowment Income
The income generated by investing the principal of an Endowment Fund.
Entry Code
The initial three-digit code on a transaction that denotes the transaction type. This code, which is
mandatory for all FRS transactions, is predefined by the system. It is also known as the Transaction Code.
F
FA
See Financial Accounting.
Feed
Transactions from other systems that are transferred to the FRS.
Field
That part of a control record, transaction or established for displaying or entering information.
File
A storage area established within a computer system or database for organizing similar kinds if data.
Financial Accounting (FA)
A Financial Records System application that balances the General and Subsidiary ledgers while providing a
complete audit trail of all transactions.
Financial Records System (FRS)
A system that supports the financial record-keeping and reporting of a college or university.
Financial Transaction
An entry made to the system to record information.
Flag
A data element used to set controls or conditions on a process or program.
Freeze Flag
A data element whose condition signifies that new transactions cannot be posted. This includes no feeds or
invoice postings for this document.
FRS
See Financial Records System.
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Appendix – Glossary (cont’d)
Fund
An accounting entity (a 6-digit GL account) with a self-balancing set of 10-digit accounts for recording
assets, liabilities, a fund balance and changes in the balance.
Fund Balance
The equity of a fund (the difference between assets and liabilities).
Fund Group
A related collection of funds (6-digit GL accounts). Examples include Current Unrestricted, Current
Restricted, Loan, Endowment, Annuity and Life Income, Plant, and Agency.
Fund Group ID
A one-digit identification number representing the fund group with which an account is associated.
Fund Transfer
A movement of dollars from one fund balance to another.
G
General Ledger (GL)
A balance sheet account for the institution. All GL account numbers begin with “0” (zero).
GL
See General Ledger.
GL/SL Relationships
User-defined structures relating Subsidiary Ledger (SL) revenue/expense accounts to General Ledger (GL)
fund accounts.
Global Subcode Edit (GSE)
A system edit that checks each new 10-digit account against a table that specifies valid combinations of 6digit accounts and subcodes.
GSE
See Global Subcode Edit.
H
Header
That portion of a Purchasing document containing basic information such as the document’s number, the
date and amount.
HELP
An online feature which accesses PREDICT in order to supply descriptions, valid values and suggested
actions.
I
Indirect Updating
The automatic posting of real dollar activity to a GL Balance Sheet account as a result of a direct transaction.
Inquiry Screen
A screen which only displays information and cannot be used for entering data.
Interface
A communication link between data processing systems or parts of systems that permits sharing of
information.
Interfund Borrowing
The transfer of an asset or liability from one fund to another.
Vendor Information User Manual
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Appendix – Glossary (cont’d)
J
JCL
See Job Control Language.
Job Control Language (JCL)
A problem-oriented language, used in IBM that expresses the statements of a processing job. It is also used
to identify the job or describe its requirements, usually to an operating system.
Journal Entry
A non-cash transfer of dollars between two or more accounts.
L
Ledger
A collection of account records for an organization. FRS contains two ledgers: the GL (balance sheet) and
the SL (revenue and expense). See also General Ledger and Subsidiary Ledger.
Liability Account
In AP, a GL account that is credited for the liability when a voucher is processed. Any GL account that
accepts a transaction creating a liability.
M
Map Code
A five-digit attribute code in an SL account indicating the GL Fund ID to which it relates.
Memo Bank Account
An account that represents the balances of demand deposits for operating accounts.
Menu
A screen containing a list of available processes, screens or other menus.
N
Name Rotation
A feature that allows users to print a vendor name in one format on checks and then rotate it to another
format for sorting on reports.
O
Object Code
A four-digit number identifying specific items of revenue/expense or attribute records.
P
Parameter
A variable that is assigned a constant value for a specific purpose or process. It provides the user with
defined choices for report selection, processing or output requirements.
R
Regular Order
A type of purchase order that denotes a typical order.
Remit-To Address
The address to which the check for goods and/or services rendered will be sent.
Requisition
A type of document that internally requests goods and/or services to be acquired. It must be authorized
before being converted to a purchase order.
Retention Months
A data element defined when creating a vendor. This indicates the number of months a vendor is to be
maintained on file after all outstanding items have been paid or reconciled.
Vendor Information User Manual
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Appendix – Glossary (cont’d)
Run Parameter
A parameter from a control record or a program control transaction (as opposed to a file maintenance
transaction).
S
6-Digit Account
For GL: An entity that consists of a self-balancing set of 10-digit accounts.
For SL: An entity of revenues and/or expenses
Screen HELP
An on-line feature that assists the user with data entry by providing information on the purpose and
operation of a particular screen.
Secondary Vendor
The vendor record holding the multiple addresses that are used periodically, as opposed to the primary
address.
Session
A control mechanism to track real-time posting of a group of financial transactions in order to provide an
audit trail.
SL
See Subsidiary Ledger.
Split Encumbrance
An encumbrance which applies to several accounts.
Standing Order
A type of purchase order used for (recurring) services like those provided by the telephone and electric
companies.
Subcode
Four digits appended to the account ID to identify attributes and dollar records within an account.
Subsidiary Ledger
Revenue and expenditure accounts for the institution. All SL account numbers begin with a ledger number
of 1 through 9.
Suspense Account
A GL clearing account reflecting real dollar activity directed to the Suspense File.
T
1099 Vendor
A vendor (usually a consultant or professional service hired by an institution) whose payments must be
reported to the IRS on Form 1099.
1099 Voucher
A voucher that must be reported to the IRS on Form 1099.
The six-digit account ID combined with the four-digit subcode, i.e. an account control or object code.
Tax Code
A code that identifies a record in the PO Tax Table (for the Purchasing System) and in the Tax Currency
Table (for Accounts Payable). The code must be the same for both tables. This record contains the tax
percentage and the tax liability account to be used.
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Appendix – Glossary (cont’d)
10-Digit Account Tax ID
A Social Security Number or Federal Employer Identification Number that is available for 1099 report
preparation.
Taxes
An additional charge on the acquisition of goods that is imposed by the taxing authority and should be paid
with the invoice.
Temporary Vendor
A vendor from whom only one purchase or service is required. No further transactions, for this vendor, are
expected.
Transaction Code
A three-digit code that uniquely identifies a transaction type and determines editing criteria and dollar
fields to be updated.
U
Update Screen
A screen that allows a user to enter data for updating the files.
V
Valid Value
A value of a data element that has been defined for input.
Value-Based
A mechanism used to restrict operator access to information by comparing operator security authorization
with the value stored in the field.
Vendor
A provider of goods and/or services.
Vendor Addresses
See Order-From Addresses and Remit-To Addresses.
Vendor Automatic
A feature that automatically assigns a specific Number Assignment to the vendor in the Action/Context Line.
Vendor Commodity
A good or service purchased from a specific vendor.
Vendor File
A record of all attributes, dollar data, and control information for all vendors.
K:\FA\DOC\WRKNPRCS\Vendor\VendorcurrNF.docx
Last Revised: 2/21/2011 2:53 PM
Vendor Information User Manual
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Appendix – Glossary (cont’d)
Vendor Information User Manual
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