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 BG@100 FAQ's
FMS Specific FAQ's
HCM Specific FAQ's
Applicant Tracking FAQ's
| The following FMS Procedure Update FAQ is provided as a quick go-live reference to document procedures in addition to those
previously covered in published FAQ documents and training manuals. |
Enter a Budget Transfer Procedure Update
Denied Requisition Procedure Update
Multiple DCC Procedure Update
Recycling a Req Procedure Update
Special Category Procedure Update
Unauthorized DCC Procedure Update
Requisition Cancellation Procedures
| Q: I am a requester in the FMS system. Will I ever receive a worklist or will only approvers receive these? |
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A: Requesters will receive a worklist in their accounts in several situations. They include:
1. When a requisition is created with a Special Category Item (such as a computer) and the dollar amount is less than $1500.
- Once the special category approver approves the requisition, FMS will then send a Worklist Notification to the original requester.
The requester must access the Worklist, click the link to the requisition, then save the Requisition Amount Approval Page,
which is the final approval step in the process. This will remove the requisition link from the Worklist.
2. When a requisition is denied by an approver.
- Once the approver denies the requisition, FMS will send an e-mail and a Worklist Notification to the original requester. The
requester must access the Worklist and click on the "Mark Worked" button next to the requisition link or the denied requisition.
This will remove the requisition link from the worklist.
3. When a requisition is recycled by an approver.
- Once the approver recycles a requisition, FMS will send an e-mail and a Worklist Notification to the original requester. Both
the e-mail and the Requisition Amount Approval page will contain a comment about the corrections that the requester must make.
The requester should make the corrections and save and budget check the requisition. He or she must then access his/her
Worklist, click the link to the requisition, change the Approval Action from Recycle to Approve and then save the Requisition
Amount Approval page. This will remove the requisition link from the Worklist.
4. When a requester creates a requisition that charges the cost of the purchase or two or more Department Cost Centers. In
this case, the Department Cost Centers will share the cost of the purchase.
- When the requisition enters the workflow process, a Worklist Notification will be sent to the requester(s) associated with
the Department Cost Center(s) that the initiating requester does not have security access for. This requester who received
this Worklist Notification must access his or her Worklist, click the link to the requisition, and save the Requisition Amount
Approval page. This will remove the requisition link from the Worklist. The workflow routing will continue according to
the rules set for the Department Cost Centers involved.
5. Will my budget be updated immediately when a requisition is denied?
- The dollars will not be released and made available immediately. There will be a process run nightly to identify requisitions
that have been denied and to make the dollars that were encumbered available again to the proper Department Cost Center.
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| Q: Will I receive any e-mail related to the requisitions that I have processed? |
| A: E-mails are sent to the requester at the time when a requisition is completely approved, denied, or recycled back to
them. The recycle and deny e-mails will also display any comments entered when the approver took that action.
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| Q: Can I recycle a worklist charged in part or in total to a grant? |
| A: Due to system limitations with grants workflow processing, the recycle function should not be used. If there is an issue found by an approver with the requisition that needs to be corrected, the approver should
select the Deny Approval Action. The requester will receive an e-mail and Worklist notification. He or she can easily create
a new requisition using the Copy From function, make the necessary changes, and save and budget check the requisition. This
new requisition will then continue through workflow as usual.
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| Q: What happens if a Worklist Notification is sent to a user's account but does not get acted on? |
| A: Any Worklist that is not acted on within three days will generate an e-mail to both the user as a reminder and also to
the FMS workflow administrator. Only one e-mail will be sent per Worklist Notification.
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| Q: How will Institutional Memberships be routed for approvals? |
| A: Institutional membership processing will follow a unique workflow routing path. Once the requisition is entered, no
matter the dollar amount, it will be routed directly to the Senior Administrator associated with the Department Cost Center
entered on the distribution lines. The membership should be the only item entered on this type of requisition.
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| Q: What will happen if my requisition is less than $1500 and I don't change the Origin to LOW? |
| A: If the requisition has an Origin of ONL, the requisition will not be immediately approved and sourced to a purchase order.
This requisition will be routed through workflow approvals. You must remember to change the Origin to LOW for requisitions
under $1500. That way you are the final approver and the requisition will be sourced to a purchase order and dispatched (quite
often the very same day). Remember if it is LOW, it will GO!
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| Q: What will happen if my requisition does not receive a valid budget check? |
| A: Your requisition cannot be processed or sourced to a purchase order. If a requisition fails budget checking, your Commitment
Control Appropriation Operating Budget has an Available Balance of $0 dollars or is in the negative. When you get funds,
you can use the Copy From function to copy this requisition to a new requisition.
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| Q: Why don't my Chartfields come down to my distribution lines after I enter them in header defaults? |
| A: After you enter chartfields in header defaults, you must enter descriptions, unit of measure, price and click REFRESH.
This will bring down all the defaults from header defaults.
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| Q: Why am I getting Match Exception emails (multiple emails for one requisition)? |
| A: This means that your requisition was made available for 3 way match and a Receipt is needed to complete the 3 way match
process and to produce a payment
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| Q: I tried to send an email notification in FMS and got a message "STMP sendMail failed" message. Why did I get this? |
| A: When you enter each email address, separate each email by a semi-colon with no spaces between email addresses. |
| Q: How can I find the status of my Requisition? |
| A: Under the menu item Purchasing >Requisition >Review Requisition Information >Document Status and enter the Requisition
number. This will give you status of your Requisition and any other associated document information.
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| Q: How can I find the status of my Purchase Order? |
| A: Under the menu item Purchasing >Purchase Order > Review PO Information >Document Status and enter the Purchase Order
number. This will give you status of your Purchase Order and any other associated document information.
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| Q: How can I find the status of my Voucher? |
| A: Under the menu item Accounts Payable >Review Accounts Payable Info >Vouchers >Document Status and enter the Voucher number.
This will give you status of your Voucher and any other associated document information.
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| Q: What are the procedures to be completed after you enter a Quick Invoice? |
| A: After you enter a Quick Invoice you must write the Quick Invoice Voucher ID on the receipt and send it to Central Scanning,
301 Hayes Hall. They will scan the receipts and input the voucher ID listed on the receipt. The voucher will be finalized
and the check will be prepared and sent to the vendor. If you are reimbursing a student or employee, the check will be sent
to that person.
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| Q: What is to be done after a requisition is entered? |
| A: For all requisition types, you will need to get the PO (Purchase Order ID) that will be assigned when the requisition
is sourced to a purchase order. People used to get an email stating that the requisition was sourced to a purchase order.
Presently, that is not happening for all types of requisitions. If the requisition is a LOW origin (under $1500, you will
not receive an email). For that type of requisition you can find the PO ID by going to Document Status (Requisition Information/Review
Requisition Information/Document Status).
After the requisition is dispatched to the vendor, the next step is to receive the merchandise using Add/Update Receipts.
You can find out what is ready to receive by entering the PO ID or even searching by Vendor. The Vendors will send their invoices
to 301 Hayes Hall for scanning. It says right on the Purchase Order to send vendor invoices to Hayes Hall. When the invoice
is scanned you will be able to view it online. Next the matching process runs. FMS looks for three document IDs.....a PO ID,
a Receiver ID, and a Voucher ID. If one of these documents is not in the system, the match process will fail. The most common
failure will be when the department does not enter a receiver when it receives the merchandise. In this case, you will receive
an email stating that you need to enter a receipt for the PO ID. Only when this is done will the Business Office prepare the
check and send to the vendor. This is to be sure that items paid for have been ordered through an FMS purchase order, received
by the department, and a voucher created by the Business Office.
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| Q: What do you do after you enter a CNF? |
| A: A CNF is used when you do not have a requisition or PO in FMS. You just have an invoice that needs to be paid. After
you enter the CNF, you must get the PO ID and write it on the vendor invoice. Send the vendor invoice to Hayes Hall. You will
also need to receive the goods. You should be able to receive the goods when the PO status is approved. In other cases, you
will not be able to receive until the PO status is dispatched.
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| Q: Which requisitions require Receivers and which do no require? |
| A: All requisitions require receivers. |
| Q: How do you reimburse an employee for conference expenses in FMS? |
| A: There are several options, depending on the circumstances.
If the expenses are $100 or less and this is in fact a reimbursement (employee has already attended the conference), you can
process a Quick Invoice (unless the expenses are to be recorded against a project/grant). You cannot use a Quick Invoice to
process this type of expenses because the document is not routed for approvals. Grant PI's and the Grants Accounting Office
must review all grant related expenses. Project managers and the Purchasing Department must review all project related expenses.
If the expenses are over $100 and the employee has already attended the conference, you will enter a CNF requisition. Only
the CNF requisition should be used for "after the fact purchasing". Select the origin of CNF on the Maintain Requisitions
page and begin the Description with CNF. When the requisition is converted to a Purchase Order, write the PO# on the conference
invoice and send to Central Scanning. When the PO has a status of dispatched, you will need to receive this purchase order
through Add/Update Receipts. If you do not receive the PO, you will receive an email message asking you to put in a receipt.
After that, a voucher will be created and the check will be prepared and mailed to the employee. If you want to pick up
the check, you will need to add a header comment in your requisition. With FMS, the 3 way match is needed to pay the vendor:
a Purchase Order, a Receipt, and a Voucher.
If the expenses are over $100 but under $1500 and the employee has not attended the conference, you can put in a LOW requisition.
This requisition is approved by you and will bypass purchasing and automatically be sourced to a purchase order which will
be dispatched to the vendor (the conference vendor). The conference vendor will then submit the invoice (charge for conference)
to Central Scanning in 301 Hayes Hall. You can then add a receipt for the purchase order. The voucher will then be created
and the check will be sent to the conference vendor.
If the expenses are over $1500 and the employee has not attended the conference, a ONL requisition can be used.
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| Q: What happens if a requisition fails budget checking? |
| A: A requisition that fails budget checking cannot proceed any further in the process until money is transferred into the
appropriate DCC budget or Grant account to cover the expense. An ongoing batch job continually budget checks requisitions
so the requester does not need to do anything else to the requisition. Once the money has been transferred into the DCC budget
or Grant account, the requisition will pass budget checking when the next batch job is run. It will then continue on in the
workflow process. A requisition does not need to be re-entered simply because it failed budget checking. The only time a
requisition would need to be re-entered is if it has been denied.
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| Q: How do you pull up the budget loads for a particular DCC? |
| A: If you are looking for original budget loads, transfer adjustments, transfers from original, etc., go to Commitment control/Review
Budget Activities/Budgets Overview/Find an Existing Value and search for the budget inquiry you desire. Click Search. At Budget
Overview Results, click on the icon with the magnifying glass (Show Budget Transaction Types). You will need to click this
icon for Operating, Personnel, etc. This will show the original budget loads.
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| Q: How do you get a list of all the budget inquiries that you have created? |
| A: Go to Commitment Control, Review Budget Activities, Budget Overview, at the Find a New Value tab, click Search. You should
see all your inquiries and their descriptions. You can sort by Inquiry Name or Description just by clicking on the heading.
If you want to delete an inquiry, just click on the Inquiry you want to view from the Search Results Table, then click the
Trash Can icon at the top right of the Budgets Inquiry Criteria page.
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