1. Buy A&M Department Access Training

2. Table of Contents Goals and Expectations (pg. 3) BAM Benefits (pg. 4) Dates to Remember (pg. 5) Overview of Buy A&M and Navigation within the System (pg. 6-9) Requisition Types (pg. 10) Open Market Requisitions (pg. 14-30) Direct Open Market Requisitions and Conversion to Purchase Orders (pg. 32-60) Receiving (pg. 61-70) RPA (Request for Payment Authorization) (pg. 71-94) Punch-outs (pg. 96-99) Quick Buys (pg. 100-102) Advanced Search (pg. 103-106) Cloning Requisitions (pg. 107-108)

3. Goals and Expectations Our goal today is to help you become comfortable and confident navigating within the Buy A&M e-procurement system to create the documents you will use most of the time within your units. Our time together will consist of demonstrations of the Buy A&M system combined with time for you to practice. We are here to help you and we need your feedback as we move through the day. You will notice that Buy A&M looks and feels different than AggieBuy. Processes will be different than what you are used to but the Rules and Regulations have NOT changed.

4. BAM Benefits Simplified Cross Member (Split) Purchasing and Invoice Processing Consolidated Vendor File Still signing on through SSO The ability to use contracts from other system members - i.e. Tejas is set up through TAMUS Ability to enter more detail in item descriptions Departments have the ability to evaluate bids on-line

5. Dates to Remember AggieBuy will go DARK on December 30, 2015 In order to have all AggieBuy documents completed prior to December 30 no new documents will be allowed after December 4. Training for Department Access (AggieBuy: Department Allocators) will be available from September 21 – December 18. Approver training is available online through TrainTraq.

6. Getting started in the Buy A&M System After your training you will access Buy A&M through SSO

7. Buy A&M Navigation Your home screen will appear after you logon. Make sure you are in the correct Organization.

8. Slow down… STOP… Go!

9. The icons on the top right hand side of your screen are there to assist you with navigation in Buy A&M.

10. Requisition Type PurposePrimary Features Open Market Request for non-contract goods/services (Generally over $10K, FAMIS Screen 250) Creator defines goods/services being requested Routes to Purchasing for final approval and to convert to Bid or PO Purchasing can edit resulting PO before sending it to the vendor Direct Open Market Place orders for non-contract goods and services that do not route through Purchasing (Less than $10K, FAMIS L-doc) Creator defines goods/services being requested Vendor must be selected prior to submitting for approval Routes to creator to send to the vendor following approval No Purchasing involvement RPA Document purchase made outside of Buy A&M, such as emergency purchases (Voucher, Non-PO based Invoice) Creator defines items already purchased Invoice information, including vendor must be provided Following approval, PO, Receiving and Invoice are automatically created Release Request goods and services from an existing contract and the vendor will receive a Purchase Order. Creator finds on-contract items via search and adds them to the requisition After approval a Purchase Order will be created automatically and sent to the vendor RPA Release Request for Payment Authorization for goods & services on a contract purchased outside of Buy A&M Creator finds on-contract items via search and adds them to the requisition No Purchasing involvement NOT Payment Cards

11. Open Market Requisitions Routes to Procurement Services for processing When to use: Purchases greater than the delegated limit of $10,000 Purchases requiring competitive bids Standard Purchasing rules apply An agreement needs to be signed Multi-year purchase (BAM does not currently offer a multi-year option) - Procurement Services is working on how these need to be set-up. Technical or complex procurement Item is on State Contract

12. Example: Equipment Purchase From the home screen click Documents – Requisitions - NEW

13. The following screen will appear with the GENERAL tab active Enter the following information: 1. Short Description 2. Department 3. Location (Sub-dept) 4. Requisition Type – OPEN MARKET. If the purchase is a Sole Source, please select Sole Source located in Type Code drop down. Click “ Save & Continue ” 2 3 4 1 Use “Type Code” for special order processing options.

14. Your Requisition Number has been created Additional fields may be completed on the general tab such as the “Required by Date” field. Remember to click “Save & Continue” to save your selections. NEXT Click on the ITEMS header tab Leave Alternate ID Blank

15. The ITEMS Header Tab – you will notice that a set of sub-tabs appear. From the General Sub-Tab Click “Add Open Market Item”

16. A blank Item form will appear. Complete the fields as completely as possible. You will need to select an NIGP Code. Create Asset and Add to Asset works the same as in AggieBuy. Select NIGP Code. This will drive what is used for the object code. This Field is not required. Just the NIGP Class & Item

17. BAM uses NIGP Class and Item codes. You will need to search for the proper code then click “Save & Exit”. The TAMU object code will populate based on the NIGP Class and Item codes selected.

18. Once everything is filled out click “Save & Add New” to add additional items or “Save & Exit” if you are done entering items. OR

19. VENDORS Header Tab Screen – Vendors are NOT required to be included on OPEN MARKET requisitions. You can however, suggest a vendor or vendor(s) to be contacted to bid which is always a good idea.

20. Type in Vendor Name and click “Find It” Choices appear at bottom of page!!! Select the one you want and click “Save & Exit”

21. Before leaving the Vendors tab you can mark your vendor Recommended. Especially if you have more than one vendor. If you made changes click “Save & Continue”.

22. The ADDRESS Header Tab – Confirm your “Ship To” and “Bill To” addresses and apply addresses to all items. If you need to change address, then you can select from the addresses you have listed in the dropdown menu. If the address you need to use is not listed, please email your request to buyhelp@tamu.edu.

23. The ACCOUNTING Header Tab Accounting must be added for all requisitions Search for your account using the looking glass Accounting can be saved based on percentages or dollars. Percentage is preferred. Rebuild accounting for all items When purchasing Capital or Controlled Equipment with multiple accounts: The preliminary fixed asset record will be set up based on the information derived from the first account listed.

24. Accounting Search Enter in your account number, department code or account description. Click “Find It”. Select the account then click “Select” at the bottom of the page.

25. Accounting can be saved based on percentages or dollars. Be sure to “Rebuild for All Items” if you are doing accounts on the header tab. If you don’t you will receive a Red Error message.

26. The ATTACHMENTS Header Tab – to be used to attach sole source forms, quotes, etc. Attachments can be flagged for vendors to access. Click “Add File” Click “Browse” then find your file and double click on your file. Click “Save & Exit” If you do not want the vendor to see this attachment you can uncheck it. Then click “Save & Continue”

27. The NOTES Header Tab – Notes are internal not external. The procurement office will determine if the notes will be forwarded to the vendor. Enter in your note and then click “Save & Continue”.

28. The SUMMARY Header Tab Review ALL Information Description Delivering Information Notes Attachments Amounts – Unit Cost and Total Accounts NIGP Class Object Codes (sub-codes) – Review all object codes for accuracy. 9999 codes need to be replace and reported to buyhelp@tamu.edu Click “SUBMIT FOR APPROVAL” if all information is correct

30. The approval path will show up. Notice the new Status of your Requisition. Click “Continue” to send to the Approvers.

31. Tracking your requisition after it has been submitted to Procurement Services Go to your home page. From there click the “Reqs” tab and then the “Ready for Purchasing” sub-tab. You will see all your requisitions waiting for Procurement Services to work (Open Market) or waiting for you to create a Purchase Order (Direct Open Market). Click on the Requisition # to view document.

32. Direct Open Market Requisitions DOES NOT route through Procurement Services When to Use: Purchases LESS than the delegated authority limit of $10,000 Purchase orders must be sent to vendor by original requisitioner Vendors must be registered in Buy A&M and invoices will be sent directly to FMO by the vendor. Make sure you do receiving on the item(s) so that Accounts Payable can process your invoice for payment. Receiving needs to be done when the goods are delivered NOT when the invoice is received.

33. Example: Computer Again from the Home screen go to Documents- Requisition- New Direct Open Market

34. The following screen will appear with the GENERAL tab active 1 2 3 4 Enter the following information: 1. Short Description 2. Department 3. Location (Sub-Dept) 4. Requisition Type – DIRECT OPEN MARKET. Click “ Save & Continue”

35. Your Requisition Number has been created Additional fields may be completed on the general tab such as the “Required by Date” field. Remember to click Save & Continue to save your selections. NEXT Click on the ITEMS header tab

36. The ITEMS Header Tab – you will notice that a set of sub-tabs appear. From the General Sub-Tab Click Add Direct Open Market Item

37. A blank Item form will appear. Complete the fields as completely as possible. You will need to select an NIGP Code. Select NIGP Code. This will drive what is used for the object code.

38. BAM uses NIGP Class and Item codes. You will need to search for the proper code then click “Save & Exit”. The TAMU object code will populate based on the NIGP Class and Item codes selected.

39. Once everything is filled out click “Save & Exit”.

40. If you have more items to enter click “Add Open Market Item”. When finished entering your items click the Vendors tab.

41. VENDORS Header Tab Screen – A vendor IS required on DIRECT OPEN MARKET requisitions. Click “Lookup & Add Vendors”

42. Type in Vendor Name and click “Find It” Choices appear at bottom of page!!! Select the one you want and click “Save & Exit”

43. Before leaving the Vendors tab you must check “Recommended”. Click “Save & Continue”

44. The ADDRESS Header Tab – Confirm your “Ship To” and “Bill To” addresses and apply addresses to all items. If you need to change address, then you can select from the addresses you have listed in the dropdown menu. If the address you need to use is not listed, please email your request to buyhelp@tamu.edu.

45. The ACCOUNTING Header Tab Accounting must be added for all requisitions Search for your account using the looking glass

46. Accounting Search Enter in your account number, department code or account description. Click “Find It”. Select the account then click “Select” at the bottom of the page.

47. Accounting can be saved based on percentages or dollars. Repeat if you have more than one account. Be sure to “Rebuild for All Items” if you are doing accounts on the header tab. If you don’t you will receive a Red Error message.

48. The ATTACHMENTS Header Tab – to be used to attach sole source forms, quotes, etc. Attachments can be flagged for vendors to access.

49. The NOTES Header Tab – Notes are internal not external. You can send this note to the vendor once you convert the Requisition to a PO. Enter in the note and then click “Save & Continue”.

50. The REMINDERS Header Tab - use the reminders tab to send yourself or someone else a reminder about this requisition. In the beginning you might want to set a reminder for the next day to see if this requisition has been approved and is back in your box to be converted to a purchase order. Enter the date, message, whom you want to remind, Days Prior, and if you want an email sent. Click “ Save & Continue ” to save the reminder

51. The SUMMARY Header Tab Review ALL Information Description Delivering Information Notes Attachments Amounts – Unit Cost and Total Accounts NIGP Class Object Codes (sub-codes) – Review all object codes for accuracy. 9999 codes need to be replace and reported to buyhelp@tamu.edu Click “SUBMIT FOR APPROVAL” if all information is correct

53. The approval path will show up. Notice the new Status of your Requisition. Click “Continue” to send to the Approvers.

54. Once your Direct Open Market is approved, you will receive an email. Finding your Direct Open Market after it has been approved. Go to your home page. From there click the “Reqs” tab and then the “Ready for Purchasing” sub-tab. You will see all your requisitions waiting for Procurement Services to work (Open Market) or waiting for you to create a Purchase Order (Direct Open Market). Click on the Requisition # to view document.

55. Convert your Direct Open Market Requisition to a Purchase Order Scroll to the very bottom (or use the End key) and click “ Convert to PO ”

56. On a Direct Open Market, a vendor must be selected. Select a vendor; Select one of the options and click “ Convert to PO ”.

57. Once you convert to PO, you will receive a purchase order number. Click on the PO#

58. Now is the time to review the Vendor tab on the purchase order. Be sure to check the freight and payment terms. FOB destination is the preferred shipping terms of Texas A&M. If you made any changes click “Save and Continue”

59. Check over the Summary tab page. NOTE: The alternate ID is the FAMIS reference number for this purchase. THIS MUST BE PRESENT TO FEED TO FAMIS.

60. At the bottom of the Summary page Select “Send Email and Notify Vendor” then click “Save & Continue”

61. Receiving Procedures For all Open Market, Direct Open Market, and Release Purchase Orders, a receipt MUST be completed in Buy A&M for each shipment received. Completing Receipts enables Accounting to perform a 3-way match between the PO, Receipt and Invoice. This is to ensure that goods and services will NOT be paid for before they have been received. Receipts can be created when a PO status indicates: - Sent - Partial Receipt - Complete Receipt (needed for adjustments and returns) If a PO has a status of “Change Order in Progress” a receipt cannot be processed.

62. Find your PO by going to the Home page and select the Receiving Tab. You will see your purchase orders with receipts pending. You will also see all purchase orders pending receipt for your location (Sub-Dept). Click on your PO#.You can also use the Advanced Search Icon.

63. You will be on the PO Summary tab. After confirming you are on the correct PO locate the “Create Receipt” button about halfway down the page.

64. From this screen you are able to: 1.Receive all items 2.Receive a partial shipment 3.Return items

65. DO NOT USE This will CANCEL the entire PO.

66. You can attach your packing slip if you would like. Check your quantity. Buy A&M defaults to all items received. If you have not received an item uncheck this box. This will take this item off the receipt. The Receiving date is very important. This must be the date you received the good/services NOT the date of the invoice or packing slip. Select date you received the good/service.

67. The date has been changed and line two has been unchecked so it will not be received on. Click “Save & Continue”

68. As you can see line item one has been received while line item two still shows a quantity to be received. Once you have finished receiving your items, select “Submit for Approval”. If you click Save & Continue now it will receive item two. Be very careful about when to click Save & Continue. X

69. Select Automatic approval, click “Save & Continue” It now shows Approved for Invoice.

70. Your PO now reflects a status of “Complete Receipt” or “Partial Receipt”.

71. RPA Requisitions RPA = Request for Payment Authorization This will replace the Non-PO Invoices and Confirming Requisitions Known as after the fact requisitions For times you did not (or could not) use BAM to send out the requisition directly to the vendor

72. When to use an RPA Payments to another TAMUS System Part (e.g. tuition and fees, Centrex billing, etc.) Reimbursements to employees / individuals Utility payments Any time you already have the invoice and you did not process as a open market, direct open market or release in BAM.

73. Let’s get started on an RPA

74. Enter the following information: 1. Short Description 2. Department 3. Location (Sub-Dept) 4. Requisition Type – RPA 5. RPA Goods Received Date. Click “Save & Continue” 1 2 3 4 5

75. Special Payment Handling, User Ref/Ref 4 and Rush Payment are near the bottom of the General tab. User Ref/Ref 4 Complete with department reference number you want feed over to FAMIS to be able to see in the Ref 4 field. Not required Rush Payment The default is blank which means NO. Change to YES if you need the invoice rushed. On the Item Description Line enter a explanation for why it is a rush. Special Payment If you request Special Payment you will need to enter an explanation on the Item Description Line.

76. Item Tab

77. RPA Item tab continued A description, invoice # and an invoice date are needed for each item You can group like items on an RPA document ie: food can all go on the same line but room rental will need to be on a separate line. Equipment (anything that will be an asset) will need to go on a separate line. Input the Unit Cost and select unit of measure (EA, Lot, HR, etc) An NIGP Class and Class Item is required. Pick the NIGP Class and Class Item of the largest dollar item You will split out the accounts / object codes on the one item under the “accounting” tab

78. RPA Items Tab - Arrows show fields to complete or

79. Vendor Tab Review all the options available for your vendor search Generally use vendor name and click “find it” All results that meet your criteria will show at bottom of page Click on the Vendor ID to see more details about a particular vendor (it will open in a new window and will have multiple tabs you can review to confirm the address you need is listed). Select your vendor with the radio button

80. Type in Vendor Name and click “Find It” Choices appear at bottom of page!!! Select the one you want and click “Add Vendor”

81. This next screen shows payment terms. Press Save and Update Payment Due Date(s) Also check to see if there is a EFT remit to. If so use it.

82. Address Tab For an RPA, this tab is not very important as you will have the invoice and goods in hand.

83. Accounting Tab An RPA created with only ONE item but needs to be split between multiple object codes, can be accomplish on this tab. (This is not required, you can add items for each NIGP class and class item and let the object code default).

84. Accounting Search Enter in your account number, department code or account description. Click “Find It”. Select the account then click “Select” at the bottom of the page.

85. Take out the percentage and enter the dollar amount. Now click “Save Based on Dollars”. Add a second account.

86. Since this was a business meal with alcohol we need to split out the alcohol. In this example we have two accounts split by dollar amount. You will need to enter the Subcode (Object Code) for business meal and alcohol. Once the Object Code and dollar amount are added click “Save Based on Dollars” and then “Rebuild for All Items” only if you have not put accounting at the line item level.

87. Look to make sure you have no unapplied distribution amount. Make sure you have no red errors

88. Attachments Tab This is where you need to attach your invoice and any receipts / forms / important supporting documentation for payment processing. Be sure your invoice includes an invoice received date. **** State Funds - If you are paying the voucher on State funds (account starts with a 1 or 29) with an RPA, make sure you include your state documentation. **** Scan as one packet with the invoice on top and save as “vendor name” “invoice #” etc.

89. RPA attachments will not go to the vendor so you can uncheck the Show Vendor box before clicking “Save & Continue”. Click “Browse”, find and double click on your document. When your document shows up click “Save & Exit”. Uncheck “Show Vendor” and click “Save & Continue”

90. Reminder Tab Send a reminder to someone if needed using this tab

91. Summary Tab Check to make sure there are no Red error messages. If there is fix them. Remember Yellow messages will let you submit the RPA.

92. Bottom of Summary Tab Review the item information and accounting distribution. Click “Submit for Approval” if everything looks correct

93. The approval path will show up. Notice the new Status of your Requisition. Click “Continue” to send to the Approvers.

94. Gone to PO Once the RPA is approved the document will show Gone to PO and will be assigned a PO number. These numbers will look different than previous PO numbers.

95. Freight On a Direct Open Market, please add a separate line item for freight and estimate the amount. When invoice arrives at A/P, we will put in the accurate dollar amount and you will need to do receiving on that item, at that time. On State accounts, you must do this in order to pay the freight on State funds.

96. Yes, there will be Punch-out Catalogs in Buy A&M. Right now the only Punch-outs available are - TIBH - Tejas/Staples - Burgoon/Grainger Coming Soon - CT BioMedical/VWR - Summus/Dell Coming Soon !!! Punch-out's

97. Punchout's may be accessed using the shopping cart icon on the menu bar Available vendors appear in the vendor dropdown box. Complete the Department, Location and Address boxes Select Punchout You will then be taken to the vendor website to make your selections

98. After you have shopped and come back into Buy A&M you will go through each tab, complete the information, and submit for approval just like you have for Direct Open Market. The items tab will already be filled in and a common NIGP code selected. Once the Requisition has been approved a PO will automatically be created and the end user will need to send the PO to the vendor.

99. From Home, click the PO tab. Select the PO you need to send out. At the bottom of the page click Save & Continue. This will send the PO to the vendor.

100. The Quick Buy Option is used to search contracts and blankets First click “Find It” next to Quick Buy. Open the Advanced Search. Enter the Contract/Blanket number or the item description Click “Find It”.

101. The search result will show up. Enter the quantity on the line you would like to order. Then click either “Add to New Req & Exit” or select a requisition that is in progress and click “Add to Req & Exit”.

102. Go through each tab, complete the information, and submit for approval just like you have for Direct Open Market. The items tab will already be filled in and a NIGP code selected. Once the Requisition has been approved a PO will automatically be created and sent to the vendor.

103. Extra Information Another way of looking up Requisitions, Purchase Orders and Bids Cloning Requisitions Fixed Assets

104. Advanced Search Click on the magnifying glass. Select the Document Type you want to search by.

105. Fill in the sections you would like to search by. Requisition number, Requestor, Department, or Location (Sub-Dept.). Click “Find It”.

106. On the Advanced Search screen you will see the Req #, PO #, Requisition Type, Total and what Status it is in.

107. Cloning Requisitions Using the Clone Requisition will be helpful when processing repetitive requisitions. All requisition types in all status types, except In Progress, may be cloned.

108. Once a requisition is cloned click on the new document number to edit the items, invoice number, addresses, accounting, etc. Also, notice the Attachments and Notes copied over too. You will need to delete them and add new ones if needed.

109. Fixed Assets Preliminary fixed assets are created based on PO information and fed to FAMIS/Canopy - Preliminary fixed assets may be reviewed and updated on Screens 361 and 362 in FAMIS or in Canopy - An email notification will be sent to the Alt APO for the department has established in FAMIS on Screen 860 from documents whose status is “Sent to Vendor”. When using two or more accounts: - The preliminary fixed asset will be set up based on the information derived from the first account listed.

110. New Accounts New Accounts set-up in FAMIS will be available in Buy A&M the following day. Vendor Setup Send vendor setup requests to vendorhelp@tamu.edu. Do not send it to vendorhelp and Brandi and Caylan. Please send it to only one.vendorhelp@tamu.edu Be patient! Remember they are setting up vendors for all system parts. Include all of the vendor information (contact name, email address & phone number) or state that the setup is a pay only vendor. State what you are needing vendor/individual/employee/student and where it needs to be setup AggieBuy, BuyA&M or Concur. If encrypting a document do not send the password in the same email as the encrypted file. http://fmo.tamu.edu/accounts-payable/vendor-setup/

111. Review, Questions, and Wrap-up REMEMBER We will be offering Help sessions starting in January. You are not alone and we are here to help with the transition and to work on the cases that were not covered today. FAMIS Cross Reference Screen 296. You will need to enter the entire number including dashes am02-XX-XXXXXXX http://bam.tamu.edu Buyhelp@tamu.edu