Periscope will be performing maintenance this weekend on Buy A&M. There may be short outages in access to Buy A&M while maintenance is being performed. We will provide further information from Periscope on the specifics of the maintenance when available.
In the Basic Purchasing role, open the PO. Check the following:
- PO cannot be in ‘Approved for Invoice’ status.
- PO must be in ‘New’ or ‘In Progress’ status.
- PO cannot be already invoiced.
In the Summary tab, scroll down to the Receipt Information section and make sure the receipt is in “Approved for Invoice” status. If not, then open receipt and click on “Submit for Approval”. This step ensures that the totals are adjusted correctly after processing the return.
While still in Summary tab and under Receipt Information section, click Create Receipt button. The following screen should appear:
In the Item Information section, mark the item by clicking the box in the first column.
Tab to the Receipt Type field and select ‘Return’ from the dropdown list.
CAUTION: Do not select ‘Cancel’ or any other option from the dropdown list. Choosing another option may cause BuySpeed to not know the current count of items and therefore not enable documents to close properly.
Tab to the Quantity field and enter the amount being returned.
Tab to the Comments field and enter a comment (required).
Click Save & Continue button at bottom of screen.
Click Submit for Approval button at bottom of screen.
Verify totals are accurate based upon return/adjustment.
WARNING: Do not use ‘Cancel All’ since this choice will cancel ALL receipts as well as the Purchase Order. This action is not reversible!
Periscope will perform maintenance on Buy A&M this weekend. No downtime is expected per Periscope: “Although the upcoming weekend is our scheduled maintenance weekend, the hosting team advises that no customer impacting scheduled maintenance tasks are necessary this weekend.”
In response to a question we received today, we would like to share this routing tip.
To catch documents that are currently being submitted into routing with the
WRONG Fiscal Year (2016), you can create a catch all path with a Priority of 1 and
route this to someone who will reject the document back to the creator
First create an Approval Type Sequence with a Priority of 1:
- Choose Organization Administrator
- Maintain Agency Approval Paths and Settings
- Click the Configure Approval Settings button at the bottom of the page
Then create an Approval Path with your 2016 review approver on the path:
The critical selection is the Approval Type – this should be the New Year Approval Sequence you created in the first step.
Once we have passed the Fiscal Year roll period in Buy A&M, you could disable this single path until next year.
This weekend, beginning at 5:00 on 9/9/2016 through potentially 9/11/2016, Buy A&M Maintenance will occur. Usual maintenance activities will potentially also include the CMBL Update which we attempted 2 weeks ago.
This update is critical to assist with HUB Reporting across all Members of the System. We will send out a notice when the system is back on-line and maintenance has been concluded.
Beginning at 6:00 pm tonight – Friday, August 26, 2016 – through possibly 11:00 am tomorrow – Saturday, August 27, 2016 – the Buy A&M System will be down for the purpose of updating Buy A&M Vendors with the CMBL Utility.
This is a necessary update to enable TAMUS Members to complete HUB reporting as required by the state. We will send out a notice to this group when the system is brought back on-line tomorrow morning.
FAMIS Services has successfully posted all held files through the Buy A&M Check Invoice Update utility. We have been holding the payment information from FAMIS to be posted into Buy A&M due to problems with the update utility in Buy A&M. Periscope released the utility for use last week, and we have been posting large catch-up files daily. As of today, we are current with these postings – EXCEPT those that received error messages. We will prepare files to send the errors again until all are successfully posted.
Periscope has provided videos demonstrating the login process and the new navigation of version 14 – Buy A&M. They discuss the look and feel changes of the new version as well. They are available on the ‘Training’ page of the Buy A&M website. Feel free to distribute and view the videos when convenient. You may view them at this link: http://it.tamus.edu/bam/training/
At approximately 12:05, maintenance will be performed on SSO that may make Buy A&M and Maestro briefly unavailable from SSO. This is only expected to be momentary and functionality should be restored within 15 minutes at an absolute maximum. We apologize for the inconvenience.
Periscope has informed us that they will restart the Training Environment at 12:00 PM today, (7/20) to apply changes. It is expected to only be down briefly during the restart.