Purchase Request and Purchase Order (AiM)

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Sara Yilmaz
Last updated: Aug 04, 2022Version comment
8 min read

This article outlines the steps for CPFM customers to create a Purchase Request (PREQ) and for the FASS Buyer to create a Purchase Order (PO) in AiM.

See guidelines before submitting a purchase request

  • An AiM Purchase Request must be entered for every purchase to be processed by FASS Purchasing Buyers. Purchase Requisitions will be directed to the correct buyer and addressed within 2 business days.
  • Create an AiM Shopping Cart to purchase materials available in the FASS Wharehouse.
    • The inventory parts in the shopping cart will be picked from inventory by warehouse staff and available in 1 business day.
    • If the order is a priority, contact warehouse staff and it will be addressed as soon as possible.
    • Customers are welcome to visit the FASS Warehouse for immediate purchases from inventory.
  • No invoice or receipt should be submitted for purchases if not in compliance with the above methods. (Exception is Supervisor Approved employee reimbursements)

Step-by-step guide

  1. Log in to AiM

  2. Assign the Work Order and Phase

    1. From the Aim Work Desk screen select Work Management
    2. Select Work Order
    3. Select Search located in the upper left-hand corner
    4.  If you know the Work Order number
      1. Enter the work order number for the purchase then select Execute located in the upper left-hand corner

    5. 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

    6. Select the work order (make sure it is in OPEN status)
    7. Select the desired Phase in the Work Order

  3. Once in the Phase, select Purchase Request

  4. Fill in the Purchase Request information
    1. Description box
      • Brief description of item(s) to be purchased or services to be provided
      • WO-Phase #
      • Preq #
    2. Requested Delivery Date (same as desired service date)
    3. Requested By* (assign to the person who can authorize the purchase if not yourself)
    4. Deliver To*
      *To look up information regarding a field, click the spyglass associated with that field.
  5. Add Line Item(s) to the Purchase Request - select Add (located in the bottom right-hand corner) 
    1. Select Add NonStock Part or Add Service depending on the type of purchase request
       
    2.  Request Non Stock Part
      1. Enter a detailed description for the line item with all pertinent information (include website links inf applicable)
      2. Search for a UO approved vendor in the Contractor field 
        1. Address Code will auto-populate

      3. Enter Part Number -  if the part number is unknown enter the line item number

      4. Enter Part Number -  if part number is unknown enter the line item number
      5. Enter the Unit of Measure (UOM)
      6. Enter the Quantity needed
      7. Enter the Unit Cost – if cost is unknown enter .01
      8. Select Done
      9. Add additional Line Items as needed
      10. Save the Preq after all lines have been added. Status will automatically be set to Shop Approved

    3.  Add Service
      1. Enter a detailed description for the line item with all pertinent information
      2. Search for a UO approved vendor in the Contractor field
        1. Address Code will auto-populate
      3. Enter the total cost – if cost is unknown enter .01
      4. Select Done

  6. Upload Related Documents, this includes but is not limited to: quotes, email conversations, invoices, etc.

  7. Select Add then Choose Files

  8. Upload supporting documentation

  9. Select Next
  10. Assign document Type, select Next

  11. Save Related Documents
  12. Save completed Purchase Request

FASS Agent Step-by-step guide

 Click here to expand...

See Purchase Order Workflow


 Create a Purchase Order (PO) from a Purchase Request

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
  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
  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’
  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
 Create a Purchase Order (PO) WITHOUT a Purchase Request
  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
  7.  Create Line Items in PO
    1. Select Add above Line Items field
    2. Designate type of Item → Next
      1. Stock – items provided by Stores
      2. Catalog – items available in vendor catalog
      3. Non-Stock – items that must be ordered from the vendor
    3. Part specific information will need to be entered in PO Line Item - information either provided in request email or obtained directly from vendor

  8.  Populate Line Item Information
    1. Description Box:
      1. Manufacturer name, part #
      2. Description of part
      3. Location to deliver items
      4. Work order-phase number (include dash with no space)
      5. Requester name and shop
    2. Enter Vendor Part #
    3. Enter Unit of Measurement
    4. Enter Order Quantity
    5. Enter Shipping Charges if applicable
    6. Review Line Item to ensure selected sub-ledger is correct
    7. If the PO Type is P-Card, assign P-Card number
      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 return to Line Item

  9.  Disbursements Defaults
    1. Copy text in Line Item Description Box
    2. Select Number in Disbursement Defaults section
    3. Paste in Disbursement Defaults Description Box
    4. Enter WO and Phase numbers
    5. Done

  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
 Placing Order Option 1 - PO Sent to Vendor

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
  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
 Placing Order Option 2 - Place Order Directly with Vendor

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. An automatic email will notify the requester (include supervisor) via email the order has been placed

Guidelines

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. 

  • Purchase Requests authorize the purchase and are needed prior to an order being placed.

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.

  • The inventory parts in the shopping cart will be picked from inventory by Stores staff and available in 1 business day.
  • If the order is a priority, contact Stores staff and it will be addressed as soon as possible.
  • Customers are welcome to visit Stores for immediate purchases from inventory.