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- Log in to AiM
Assign the Work Order and Phase
- From the Aim Work Desk screen select Work Management
- Select Work Order
- Select Search located in the upper left-hand corner
Expand title If you know the Work Order number - Enter the work order number for the purchase then select Execute located in the upper left-hand corner
- Enter the work order number for the purchase then select Execute located in the upper left-hand corner
Find the desired Work Order number by entering the department/unit index or name in the Description field then select Execute located in the upper left-hand corner
- Select the work order (make sure it is in OPEN status)
- From the Aim Work Desk screen select Work Management
- Description box
- Brief description of item(s) to be purchased or services to be provided
- WO-Phase #
- Preq #
- Requested Delivery Date (same as desired service date)
- Requested By* (assign to the person who can authorize the purchase if not yourself)
- Deliver To*
*To look up information regarding a field, click the spyglass associated with that field.
- Description box
- Add Line Item(s) to the Purchase Request - select Add (located in the bottom right-hand corner)
- Select Add NonStock Part or Add Service depending on the type of purchase request
Expand title Request Non Stock Part - Enter a detailed description for the line item with all pertinent information (include website links inf applicable)
- Search for a UO approved vendor in the Contractor field
- Address Code will auto-populate
Enter Part Number - if the part number is unknown enter the line item number
- Enter Part Number - if part number is unknown enter the line item number
- Enter the Unit of Measure (UOM)
- Enter the Quantity needed
- Enter the Unit Cost – if cost is unknown enter .01
- Select Done
- Add additional Line Items as needed
- Save the Preq after all lines have been added. Status will automatically be set to Shop Approved
Expand title Add Service - Enter a detailed description for the line item with all pertinent information
- Search for a UO approved vendor in the Contractor field
- Address Code will auto-populate
- Enter the total cost – if cost is unknown enter .01
- Select Done
- Select Add NonStock Part or Add Service depending on the type of purchase request
Upload Related Documents, this includes but is not limited to: quotes, email conversations, invoices, etc.
Select Add then Choose Files
Upload supporting documentation
- Select Next
- Assign document Type, select Next
- Save Related Documents
- Save completed Purchase Request
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An AiM Purchase Request needs to be entered for every purchase to be processed by FASS Purchasing Department Buyers. Purchase Requests will be directed to the correct buyer and reviewed within 2 business days.
Work Control is able to assist in entering Purchase Requests if needed. Please email workcontrolcenter@uoregon.edu and provide the work order number and quote/estimate/invoice. If a new work order is needed please provide the funding source and account code. Work Control can also provide training sessions. Contact LeAnna Pitts lpitts@uoregon.edu to set up training. PCards can still be used for purchases under the current PCard guidelines. Invoices and receipts should be submitted directly to FASS Accounts Payable. No invoice or receipt should be submitted from purchases not in compliance with the above methods. (Exception is Supervisor Approved employee reimbursements) AiM shopping cart (see Shopping Cart (AiM)) should be used to enter a request to purchase from Stores.
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