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

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
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Do you wish to exclude all vendors with |
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Vendor Information User Manual
Page II-31