Learning Resources

FMS Tips and Tricks


Training Documentation

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End User UPK ONLINE training documents

Additional FMS training documentation

       General Users

        Requisitioning

       Approving

        Budgets


End User Role Descriptions

Each role consists of permissions enabling the user to perform appropriate business processes.  An individual user may be assigned more than one role depending on their job at the University.

General Ledger and Budget Roles

  • GL Department Manager– Enter and submit budget and actual revenue and expense journals forapproval, view reports in the Report Manager, and view tree structures in the Tree Manager. This position defaults to the Department Manager listed in FMS.
  • Department Administrator – Enter and submit budget and actual revenue and expense journals forapproval, view reports in the Report Manager, and view tree structures in the Tree Manager. This position supports the Department Manager role.
  • Budget Overview – This role can view a summary of the budget, actual revenues and expenses,encumbrances, and balances by department and other Chart Field criteria. This position defaults tothe Department Manager listed in FMS. It can be assigned to other individuals with the approval ofthe Department Manager.
  • Budget AdHoc Approver – Assigned to the individual that manages the budget. The Budget Analyst(Budget office staff member) will determine if an additional approval is needed on a budget entryand can push it to this role for approval. An example of a budget entry that would require anadditional approval is when it involves two departments or divisions.

Procure to Pay (P2P) Roles

  • Procurement Requisitioner – Create purchase requisitions up until the point of approval, view all thedetails of the requisitions and purchase orders, confirm receipt of merchandise or services, and view supplierinformation and item lists.
  • Procurement Requisition Approver Principal Investigator (PI) – When a purchase requisition is on aGrant or Contract, the PI can create the requisition and it will workflow to Grant Accounting for finalapproval. The PI can manage requisition approvals and view all the details of the requisition and purchaseorder.
  • Procurement Requisition Approver GL Department Manager – Approve purchase requisitions andchange requests, view all details of the requisition and purchase order, and view supplier information anditem lists. This position defaults to the Department Manager listed in FMS.
  • Procurement Requisition Approver IT Buyer – When a purchase requisition is a predefined technologypurchase, the workflow of the requisition will need an approval by the Information Technology division. TheIT Buyer can manage requisition approvals and view all the details of the requisition, view the IT item list, andview supplier information.
  • Procurement Requisition Approver - Communications Admin – When a purchase requisition is apredefined printing purchase, the workflow of the requisition will need an approval by the UniversityCommunications Department. The Communications Admin can manage requisition approvals and view allthe details of the requisition.
  • Receiver – The Department Manager needs to identify the Requisitioners that Receivers can also receive goods and/or services for in lieu of the Requisitioner. The Receiver must sign into FMS and receive the goods or services by line item on the Purchase Order to create the second part of the three-way match(Purchase Order, Receipt, and Invoice or Voucher) b efore the supplier/vendor can be paid.

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