AggieBuy Allocator Quick Reference Guide

Transcription

1 Home Page: When logging in through SSO it should bring you to this page each time. Approvals: Click the approvals tab or Unassigned Approvals to see requisitions awaiting approval in your workflow folder.

2 Requisition: Shows you are currently viewing requisition needing approval. If you click on invoice it will show invoices needing approval. Requisition or invoice outbox shows documents already approved Approvals: After clicking on the approvals tab it brings you to the approvals home page. This will list all workflow folders and requisitions awaiting your approval. Search for: If the PR number is known is a quick way to pull up the PR for review. Change the dropdown to PR No. and input the PR number My PR Approvals: Shows requisitions in which you have assigned out of the shared folder to your folder for approval. This is done so others will not be able to approve the document or make changes to the document while you are assigning accounts, verifying ship to address and reviewing items on the requisition for approval. Shared Folder (i.e. 02-CLBA): This is a shared folder in which you have been assigned to review, adjust and approve requisitions. My PR Approvals: To open a requisition that has been assigned, click on view or the actual requisition number. Shared folder: To assign an item out of the shared folder to work, click on the box to select the requisition and then click the yellow go box or just click on the Assign in gray lettering. If you want to assign all requisitions click on the box just below Select and then click the yellow Go button.

3 Requisition plus Summary Tab: Shows a summary view of the requisition as shown below. Requisition plus: Any of the other tabs on the second row, shows a specific section of the requisition also shown on the Summary tab. For example if you want to just focus in on shipping click the shipping tab. Required Items: This box will show all items that are required in this step and will not allow it to be approved until those items are corrected or completed. Approve/Complete Step: After assigning accounts, correcting other errors and reviewing items to be purchased click on the yellow Go tab to approve Edit: To edit any values in a section, click on the edit button. Ship To: Required field in which the appropriate Ship To address should be selected. To select the appropriate address click edit and the use the search option. Cart Purpose/Description: Optional field, however if completed will want to review the purpose of the purchase. Bill To: Address should be defaulted to the address listed. FMO will now receive all invoices directly from the vendors for processing. Order Category: Required field for the shopper to complete. The allocator will need to determine if it is truly a Regular Order (PO will be distributed to vendor) or Confirming-Do not distribute (to vendor. Optional Reference Fields: User ref will be ref 4 in FAMIS if used. The other two fields will not be in FAMIS, but will be available for reporting from the data warehouse Fund Type: Required field that must be completed by selecting one of the following, Local, State, or Federal. Pre-Pay & Add: Field to be checked if the department allows the vendor to charge shipping on this particular order, but could not provide an estimate or exact shipping amount.

4 Procurement Services Related Fields: Route to Proc Serv will route the requisition no matter the dollar amount to Proc Serv for review. If the purchase is Sole Source check the Sole Source field. If there is an emergency need click the Emergency field. If there is a reference to an old contract # list it in the Blanket Order Number field. Continued View of Requisition: As you scroll down you will see further details of the requisition. Editing: Remember if you want to edit a particular field in a section of the requisition to select the edit button. Special Payment Method: Ability to select if a manual check, foreign bank draft or wire transfer is needed. Also enclosure notifications are available for selection i.e. Enclose Original or Copy, Overnight Check, etc. Asset Related Fields: If processing a requisition that will involve a trade-in select this field to automatically notify property management. If buying multiple components that will be used to build an asset select the Create Asset Manually field. If buying a component to add to existing asset, then type in the existing asset number in the Add to Asset Number field. Internal Notes and Attachments: Any notes that need to remain within Texas A&M can be written in this area. Attachments can also be added here i.e. additional documentation. Department Code: Required field that must be completed by selecting the department code that will be expensed. Account Code: Required field that must be completed by selecting the account code that will be expensed. External Notes and Attachments: Any notes that must be sent on the PO to the vendor must be in this area. Also can include attachments to send to the supplier i.e. supplier quote.

5 Continued View of Requisition: As you scroll down you will see further details of the requisition. Supplier Line Item Details: The allocator will want to review the line items to determine if the request to purchase is appropriate, if allowable on the account and from the appropriate contract vendor to help determine if the university is receiving the best value possible. If for some reason a line item is not allowable or using the wrong vendor see the Reject Selected Items box for instructions. You can also return the requisition to the creator of the document for correction by returning to the top of the document where the approve/complete box is and select Return to Requisitioner and click the yellow Go button. Reject Selected Items: To reject selected items you must first select the item that must be rejected by clicking on the check box next to the item. Once you have selected the items to reject you can then click the yellow Go button. Once that is done to complete the requisition you must go back up to the top of the page and click on the go button with approve/complete selected. To reject the entire requisition you must still reject all line items first. To do so click the box above the first line item box and it will check all line items for you. Then follow the same method as stated above.

6