- The customer enters a request through the BOSS form
- The Budget Approver receives an email to approve the request. The Budget Approver opens the form and updates the Budget Approval status to Approved.
- Unit Coordinator or The FASS Service Center (depending on unit) designates the FASS Assignment
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- Note: automations are tied to the FASS Assignments
- If Assigned to “FASS Purchasing Assistance” then an email is sent to fass@uoregon.edu. The Service Desk assigns the reporter (requester from form), assigns the FASS Buyer, and enters the ticket number in the “Purchase Reference #” field in Dynamic View.
- The Service Desk will update the Reporter to the Requester and assign the ticket to the designated Buyer
- The Service Desk enters the Jira ticket number in the Purchase Reference number in the dynamic view details
- The Buyer receives an email from Jira and processes the request
- Link to the dynamic view and details from the BOSS request are available in the ticket description
- Click on the dynamic view link and check for budget approval before completing the purchase. If the status does not change to "Approved" within 24 hours, delete the "Requested" status, save, then select 'Requested" again and save. This will trigger another email to the budget approver to review and approve the request.
- If more information is needed or if there are questions, communicate with the customer in the Jira ticket
- Use Duck Depot, if possible to make the purchase
- Catalog Duck Depot – use 3324 BOSS DD card (store it in your profile)
- If not in Catalog Duck Depot
- Non Catalog DD, if vendor already exists or if time allows to get vendor added (use your PCard)
- If DD not an option:
- Goods more than $5000 or if the vendor requires it, create a paper PO. Use the Jira ticket # as the PO #. The account # and comm code fields can be left blank.
- If no PO required, FASSBO-XXXX is the purchase reference #.
- Purchases for services require a PO or contract – consult Heather or PCS, if questions.
- Update the Jira ticket with the purchase information (PO, receipt, ETA, etc.). Inform them their order is placed, the ETA for delivery, and instructions to reply to the ticket with the delivery date and a scan of the receipt or packing slip once their order is delivered.
- If delivery is directly to customer and not FASS Warehouse, use the “Deliver to Customer” canned language in Jira. This instructs customers to reply to the ticket with a scanned copy of the packing slip/receipt when they receive the order.
- If delivery will be to FASS Warehouse, use the “Deliver to FASS Warehouse” canned language in Jira.
- Update Dynamic View
- Attach PO, receipt, and any other associated purchase documentation to the “Attachments” tab. You can drag and drop the file or click "attach file" to browse and select a file.
- Update the Data tab with
- Purchase Method
- Deliver to Location (if not already filled in)
- Contract or PO #, if applicable
- PCard/Duck Depot Last Four, if applicable
- Notes
- Order Status to “Order Placed – Notify Requester” – do this last before saving. Once saved with this status, the line will be removed from the purchasing assistance DV (it can be restored if needed).
- Once everything is updated, update the Order Status last then click save.
- Reassign the Jira ticket to Accounting. They will be responsible for the ticket going forward.
- Reassign the ticket to Tony Miller for purchases that will be invoiced
- Reassign the ticket to Deanna Tarango for Pcard purchases
- Note: see Business Ops Matrix for questions about primary agent for each supported unit.
- Instructions to Vendors:
Email invoices to fsacctspayable@uoregon.edu or send to FASS A/P 6233 University of Oregon Eugene, OR 97403 Purchase Reference – can be PO or Purchase Reference #
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