Page Comparison

Finalize Purchase Request

1. Log in to AiM - PREQs are listed  on the Personal Query Count
2. Open Purchase Request Page - Individual PREQs are listed by Transaction #
3. Open desired PREQ
4. Select the Edit button, update the status to Request Received
5. Save
6. Review and edit the description box to include:
   1. Brief description of items to be purchased
   2. Location to deliver the items
   3. Work order-phase number (include dash with no space)
   4. Requester name and shop
      Image RemovedImage Added
7. Select Line Item #
8. Review and edit Line Item description box to include:
   1. Description of part
   2. PREQ number (Format: PRQ####)
   3. Where stores should deliver item to
   4. Work order-Phase number (include dash with no spacing)
   5. Requester name and shop
      Image RemovedImage Added
9. Review the following for accuracy:
   1. Contractor
   2. Address Code
   3. Enter Part Number
   4. Unit of Measure
   5. Commodity (if known)
   6. Quantity
   7. Unit Cost
10. Select Done and repeat for each Line Item in the PREQ
11. Save PREQ and update status to Request Finalized, Save again
    1. Note: PREQ > $2,500 Pending Supervisor Approval

Create Purchase Order (PO) from Purchase Request

1. AiM homepage → Purchasing → Purchase Order → New (PO # will be created)
2. Enter Contractor (found in PREQ)
3. Assign type of Transaction (Buyer discretion)
4. Type, select query icon
   1. Standard – PO will be sent to vendor and they will send invoice to Accounts Payable to process
   2. P-Card – Buyer places order directly through vendor using assigned credit card (no invoice sent to Accounts Payable)
   3. Capital - Capital Projects PO will be sent to vendor and they will send invoice to Accounts Payable to process
      • Enter Capital Project number in Capital Project field (# found in the IWA or in the email request)
   4. Capital P-Card - Buyer places order directly with vendor using assigned credit card for Capital Project Request (no invoice will be sent to Accounts Payable)
      • Enter Capital Project number in Capital Project field (# number found in the IWA or in the email request)
5. Select Load (located above Line Items section)
6. All PREQs associated with Contractor will show on Purchase Request Page - select desired PREQs
7. Select Done → PREQs are turned into Line Items in PO
8. PRQ status will be automatically update to ‘PO Created’
   Image RemovedImage Added
9. PO will auto-populate info from PREQ, review for accuracy 
   1. Review each line item to ensure the selected subledger is correct
   2. Add shipping charges in the Shipping field as appropriate
10. If the PO Type is P-Card, assign P-Card number to each Line Item
    1. Select Line Item #
    2. Load External Reference Code field (all active P-Card and DuckDepot cards listed)
    3. Select desired P-Card (listed as VISA account #)
    4. Select Done and repeat for each Line Item
11. Save PO
12. Attach Related Documentation (if applicable)
    1. Related Documents on left-hand menu
    2. Select Add and upload related documents from saved location
    3. Save document type as "PO Documents"
13. Save PO

1. Log in to AiM and proceed as follows if a PO must be created without a PREQ
2. AiM homepage → Purchasing → Purchase Order → New (PO # will be created)
3. Enter Contractor 
4. Assign type of Transaction (Buyer discretion)
5. Type, select query icon
   1. Standard – PO will be sent to vendor and they will send invoice to Accounts Payable to process
   2. P-Card – Buyer places order directly through vendor using assigned credit card (no invoice sent to Accounts Payable)
   3. Note: Capital Project POs cannot be created without PREQ
6. Update Description Box to include:
   1. Brief description of request
   2. Location to deliver items
   3. Work order-phase number (include dash with no space)
   4. Requester name and shop
      Image RemovedImage Added

7. 
   

   Expand
   title Create Line Items in PO
   Select Add above Line Items field Designate type of Item → Next Stock – items provided by Stores Catalog – items available in vendor catalog Non-Stock – items that must be ordered from the vendor Part specific information will need to be entered in PO Line Item - information either provided in request email or obtained directly from vendor Image RemovedImage Added

   
   

8. 
   

   Expand
   title Populate Line Item Information
   Description Box: Manufacturer name, part # Description of part Location to deliver items Work order-phase number (include dash with no space) Requester name and shop Enter Vendor Part # Enter Unit of Measurement Enter Order Quantity Enter Shipping Charges if applicable Review Line Item to ensure selected sub-ledger is correct If the PO Type is P-Card, assign P-Card number Select Line Item # Load External Reference Code field (all active P-Card and DuckDepot cards listed) Select desired P-Card (listed as VISA account #) Select Done and return to Line Item Image RemovedImage Added

   
   

9. 
   

   Expand
   title Disbursements Defaults
   Copy text in Line Item Description Box Select Number in Disbursement Defaults section Paste in Disbursement Defaults Description Box Enter WO and Phase numbers Done Image RemovedImage Added

   
   

10. Select Done to complete PO Line Item, repeat process for each Line Item to be created in PO
11. Save PO
12. Attach Related Documentation (if applicable)
    1. Related Documents on left-hand menu
    2. Select Add and upload related documents from saved location
    3. Save document type as "PO Documents"
13. Save PO

Standard - PO Sent to Vendor to Process Order (Invoice)

1. Assign Shipping Address
   1. Select Shipping Information
   2. If being delivered to Store: Assign Warehouse → Select Stores (Stores shipping address will auto-populate)
   3. If being delivered to location other than Store – Fill in Address fields.
   4. Done → Save
2. Create PO Document to send to Vendor
3. Select Print to open PO in new window
4. Export Report in docx format and save
5. Amend the report with the following:
   1. Mark X for commercial liability insurance
   2. Enter name and phone number of Buyer under Prepared By
   3. Include date sent out
   4. Bottom of document (blank space) – add any pertinent notes the vendor might need (highlight)
6. Save as docx and PDF
7. Email vendor and include PDF
   Image RemovedImage Added
8. Update PO Status
   1. Return to PO in AiM
   2. Update status to Order Placed, Save
   3. Automatic email will notify the requester (include supervisor) via email the order has been placed
      Image RemovedImage Added

P-Card - Buyer places order directly through vendor using assigned credit card

1. Place order directly with vendor using P-Card
2. Enter shipping information:
   1. Warehouse – University of Oregon FASS Receiving Warehouse
   2. Attention: Purchase Order Number
   3. Address 1: 1295 Franklin Blvd.
   4. Address 2: Eugene, OR 97403
3. Update PO Status
4. Return to PO in AiM
5. Update status to Order Placed, Save
6. Automatic An automatic email will notify the requester (include supervisor) via email the order has been placed
   Image RemovedImage Added