Service Contract (AiM)

Owned by Sara Yilmaz
Last updated: Aug 04, 2022Version comment
3 min read

This procedure outlines the process to create a Service Contract (SC) in AiM

See Purchasing Service Contract Workflow

Step-by-step guide

  1. Initiate the process by creating a Purchase Request (PREQ) in AiM or by sending a request to fass@uoregon.edu 

FASS Agent Step-by-step guide

 Click here to expand...
 Update Purchase Request

Follow these steps if the service contract request is initiated with a purchase request. If the process is initiated with a Jira request, the Buyer may directly create a Service Contract rather than creating an individual PREQ first (this is up to Buyer discretion). Skip this section and go to Create Service Contract.

  1. Log on to AiM where the PREQ is listed by date needed on the Personal Query Count
  2. Select the PREQ transaction number
  3. Review and edit the PREQ description box to ensure the following information is included:
    1. Brief description of service
    2. PREQ number
    3. Work order-phase number (include dash with no spaces)
    4. Requestor name and Shop
  4. Select the individual Line Item number located at the bottom of the page
  5. Review and edit the Line Item description box to ensure the following information is included:
    1. Description of service
    2. PREQ number
    3. Work order-Phase number (include dash with no spacing)
    4. Requestor name and shop
  6. Ensure the Contractor is included and accurate
  7. Ensure the total is included and accurate

  8. Repeat for each Line Item in the PREQ

  9. Select Done once the Line Item page is complete
  10. Save the PREQ
  11. At this point, the PREQ status is ready to be updated to Request Received
    1. Select Edit
    2. update status to Request Received
    3. Save
    4. The PREQ is now in Request Received status

  12. If a service contract already exists for this service, then: 

    1. Select Edit
    2. Update the Status in the Status bar to Request Finalized
    3. Select Save
    4. Select Edit
    5. Update the Status in the Status bar to SRV Contract Created

  13. Email (from AiM PRQ) the requestor to notify that a service contract exists

  14. If necessary, the Buyer completes the PCS contracting process
  15. Notify the customer that this request will be set up as a Service Contract.
 Create Service Contract
  1. Once a contract has been completed and signed, a Service Contract can be created in AiM
  2. Log on to the AiM homepage and retrieve the PREQ that pertains to the contract (skip step if there was no PREQ submitted)
  3. Return to the AiM homepage and select Contract Administration located on left-hand menu
  4. Select Service Contract from the left-hand sub-menu
  5. Select New – a Service Contract number will be automatically assigned
  6. If applicable, replace the assigned number with the PCS contract number pertaining to the contract
  7. Enter a brief description of the service in the Service Contract Description box and include the PREQ number that initiated the Service Contract if there was a PREQ (Format: PRQ####)
  8. Assign the contractor
  9. Assign the type of transaction
  10. Select the query icon on the Type field – this will load a list
    1. Standard – a Service Contract will be sent to vendor and Accounts Payable will process an invoice after services have been received
  11. Assign the Method for obtaining the service contract
  12. The drop down menu will display three options: Bid, Negotiate, and Direct
  13. Note: the method will be determined during the PCS contracting process
  14. Enter the Award Date – date the contract was signed
  15. Enter the Start Date – date stipulated in the contract or the date the contract was signed, whichever is later
  16. Enter End Date – date stipulated in the contract
  17. Enter the award amount in the Award field – the amount is stipulated in the contract
  18. Save the Service Contract
    image2019-4-12_12-18-10.png
  19. Select Edit
  20. Select Account Setup (located in the left-hand menu)
  21. Select Add to load a Line Item on the Encumbrance Account field
  22. This will load the Encumbrance Setup page
  23. Enter Z0SSPR in the Account field
  24. Enter 23555 in the Subcode field
  25. Enter 100 in the percent field
    image2019-4-12_12-21-24.png
  26. Select Done
  27. This will go back to the Account Setup page
    1. Enter Z0SSPR in the Offset Account field
    2. Enter 23555 in the Offset Subcode field
      image2019-4-12_12-22-8.png
  28. Select Done
  29. Save Service Contract
  30. Upload a scanned copy of the Contract to the Service Contract
  31. Select Related Documents on the left-hand menu
  32. Select Add and upload related document from saved location
  33. Click Next
  34. Click the query icon on the Type bar and select Contracts as the document type
  35. Update the status of the Service Contract
  36. Select Edit
    1. Update the Status in the Status bar to Awarded
    2. Select Save
  37. Notify customer and Work Control of Service Contract creation (will line out steps)
  38. Return to PREQ (if the request was initiated with a PREQ)
    1. Select Edit
    2. Update the Status in the Status bar to Request Finalized
    3. Select Save
    4. Select Edit
    5. Update the Status in the Status bar to SRV Contract Created