PIP Training Version 1'0 Updated August 2006

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PIP TrainingVersion 1.0 Updated August 2006

• Texas AM University
• Famis-aid_at_tamu.edu

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Objectives

• Understand who gets PIPs why
• Define a PIP
• Learn how to check your In-box
• Learn to handle a PIP
• Learn to inquire on a PIP

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Your Goal

• To get payments made as quickly as possible and
  to avoid late charges.

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What is a PIP?

• A Purchasing Invoice Problem document
• PIPS hold the key to why a document will not pay
• Document Format PIPAMI400004
• 2 types
• FYI-For Your Information
• FYA-For Your Approval

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Payment Origin

Entry
Routing
Payment
Receiving Preliminary Assets
Invoicing
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Department Routing

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PIPs Origins

• FMO - Financial Management Operations
• Accounts Payable auditors create them once they
  have identified a problem with the document
• Routing determines who gets them

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Your In-box (Screen 910)

• Check Screen 910 daily
• You will see many different document types in
  your In-box
• Sort by PIP to check all of your PIPs first
• Only discard after you have adequately fixed the
  problem

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Screen 910
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Are you on the Creator Desk?
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Creator Desk

• A unique desk.
• Being on this desk does not allow you to create
  documents, it allows you to receive PIPs
• FYA PIPs route to all people on the Creator Desk.
• So, if the original document creator is not on
  the desk then he/she will not get the PIP!

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FYI PIP-For Your Information

• Some action may be necessary before FAMIS can pay
  the bill.
• Signer needs to sign
• No receiving
• FMO changed something

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Example of a FYI PIP

• Kevin creates L400049.
• Mary Kay, Accounts Payable auditor, audits the
  L-number voucher.
• Mary Kay sends PIPAMI400004 to Kevin.

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FYI PIP Routing
Mary Kay, creates and routes the PIP at FMO
Kevin, the original department creator, receives
the PIP
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View Screen 914 for Routing
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It ends up in Kevins in-box
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On pop-up, open PIP.
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Read PIP.
FMOFAX number is 845-9415
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Handle Discard PIP
Type DIS and press Enter to Discard from your
in-box
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View Routing Screen 914
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Creator is unavailable.
Anyone on the Creator Desk can access documents
on Screen 911.
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Summary Handling FYI PIPs

• Read the FYI PIP.
• Research/handle the problem.
• Discard the PIP from the in-box, but only after
  you have handled the problem!

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FYA PIP For Your Approval

• A document needs help.
• Accounts Payable will fix it, but with your
  approval.
• Change account number
• Need more funds approved
• Account is over budget

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Important!

• Never Never Never recall the purchase document
  and fix it.
• Always respond to the PIP
• Let the auditor in Accounts Payable fix it.

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FYA PIP Routing
Accounts Payable Creates PIP

Accounts Payable PIP Creator
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Kevin created L400050 The amount does not match
the invoice.
Creator Desk Kevin, Pat, Ed
Mary Kay Creates PIP I400005
Approver Desk Kim, Damon
Mary Kay fixes L400050
Signer Desk Kim, Damon
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PIP Goes to All Creators
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Kevin handles it
X and Press F8
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On Pop-up, open PIP
Press F6 to View PIP
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Read PIP
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Respond to PIP Type NOT and press enter to add
Notes
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NOTES

• Enter the notes-press enter-capitalizes
• Date and author at top
• Stays with the document
• Press PF4 to exit notes.

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Approve the PIP.

• Type APP and press Enter
• Type Y to Approve the PIP
• You may type REJ, and reject The PIP if
  Necessary

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FYA PIPs Routing

• through your department

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Back to Mary Kays in-box.
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Mary Kay fixes L400050 discards PIP from her
in-box.
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Handling an FYA PIP

• Read PIP.
• DO NOT recall original document.
• Place notes on PIP to tell Accounts Payable how
  to fix the problem.
• APP the PIP to send it into dept routing
• After signer signs, it goes to the Accounts
  Payable auditor, the PIP creator.
• Auditor corrects the original document.

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Inquire on a PIP

• Select L/E/P number on 350
• On 358, press F6 to read PIP

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Important

• Always, always handle any type of PIP promptly to
  avoid paying interest.
• REMEMBER The only time that you can reject a
  PIP is if the original document is not going to
  be paid.

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One last note

• Contact FAMIS Security about access and the
  Creator Desk Famis-aid_at_tamu.edu
• Sign up for Purchasing Inquiry training!
• Your Office Manager is the ONLY person who can
  put you on the Creator Desk!
• If you have questions always contact the Accounts
  Payable auditor that sent you the PIP.
• Please contact me if you have questions
• mbarnes_at_vpfn.tamu.edu