Warehouse Receiving (AiM)

Owned by Sara Yilmaz
Last updated: Jun 06, 2023Version comment

These procedures create a standardized workflow to ensure all incoming packages are received, processed, and delivered to the correct recipients.

Stores Warehouse and Mail Services Business Hours
Monday–Friday; closed holidays
7:30 a.m.– 4:00 p.m.

FASS Agent Step-by-step guide

  1. Package arrives via ground freight (UPS, FedEx, vendor delivery) through receiving door
  2. Receive and sign for packages
    1. Check the address!
    2. Check the package for damage (if the package is visibly damaged, do not receive it)
  3. Retrieve the packing slip and ensure the package contents match what is listed on the slip. Check for the following
    1. Part accuracy
    2. Quantity Accuracy
    3. Note: If no packing slip is available – fill out the packing slip form with the information listed on the shipment sticker
  4. Keep the packing slip to ensure it matches the Purchase Order (PO) or DuckDepot (SQ) number in AiM (will be sent to A/P)

  5. Log on to AiM

  6. Select Purchasing (left-hand menu)

  7. Select Purchase Order (left-hand menu)

  8. Select Search in the Purchase Order page
    1. Enter the PO number (which can be found on the packing slip) in the Purchase Order search bar
    2. If there is an SQ number enter into the description field (example: SQ00057071)
  9. Select the PO number to open the specific Purchase Order page
  10. Ensure the PO and packing slip match the following:
    1. Part
    2. Quantity
    3. PO Number
  11. Review the rest of the Purchase Order
    1. Assigned (capital?) project
    2. Requester
    3. Delivery information
  12. Add Notes as necessary 
    1. Select Notes (left-hand menu)
    2. Enter serial and model numbers of any items over $5,000 or high-risk items (this can usually be found on the product packaging or the product itself)
    3. Note any discrepancies or anything out of the ordinary in this section

Receiving Package in AiM: Once the accuracy of the delivery is verified.

  1. Select Purchase Receive (left-hand menu). This will load the Purchase Receive page.
  2. Select the query icon on the warehouse search bar. A menu will show different options – select Stores.
  3. Verify the date received in the Date Received field
  4. Select "Yes" for the Packing Slip field
  5. Enter the packing slip date (the date the packing slip was printed)
  6. Select Save

Fully Received: Update Status

  1. Select the query icon on the Status bar. This will open the Purchase Receive Statuses.
  2. Select Received if the order is complete.

Partial Order Processing in AiM

  1. For lines that have been partially received:
    1. Click on Line Item
    2. Adjust Quantity to match the received quantity
    3. Click Done
  2. For lines that have not been received:
    1. Check the boxes of the Line Items that have not been delivered (keep the boxes of the line items that have been delivered unchecked)
    2. Select Remove
  3. This will go back to the Purchase Receive Page
  4. Select Notes Log (left-hand menu), Before saving 
  5. Provide an explanation for any undelivered items (if there is one)
  6. Select Done & Save
  7. Update Status to partially received
  8. Select the query icon on the Status bar
  9. This will open the Purchase Receive Statuses
  10. Select Partially Received if the order is incomplete

Label Package

  1. Write the Purchase Receive Number & package 1 of ____ (if there are multiple packages) on a sticky note or sticker.
  2. At this point, an automated message will be sent to the requester notifying them their package has been received and is ready for pickup/delivery
    1. The message will include the pickup location and the Purchase Receive Number which will serve the purpose of a confirmation number
  3. Sign and stamp the packing slip with today’s date
  4. Write the PO number on the packing slip if it is not already listed and the Purchase Recieve number


  5. To upload the packing slip to Aim, open the AiM app in the Stores iPad
  6. Search the PO number
  7. Select the Purchase Recieve entry - this will pull up the camera
  8. Take a picture of the label
  9. Upload the image
  10. File the label under the vendor name

Customer Receiving

  1. The package is ready to be received by the customer. There are 2 methods.
  2. Note: items must be delivered to customer and disbursed in AiM within 10 business days of being received by Stores.

Pickup at Warehouse

  1. Customer can find the package(s) located in the designated pickup location and labeled with the PR#
  2. Customer takes package to the front desk where a Property Specialist logs on to AiM to query the PR# and load the Purchase Receive page
  3. Ensure requester and item accuracy
  4. Select Purchase Disbursement located on the left-hand menu
    1. This will load the Purchase Disbursement transaction
    2. Ensure only items being picked up are disbursed and not all items that have been received.
  5. Select Save to disburse the order in AiM
    1. Select Notes Log (left-hand menu) and enter name of person receiving package

Courier Delivers Package to Customer

  1. Customer requests item be delivered to them via phone or email to Stores and provides PR#
  2. The Property Specialist retrieves the package(s) labeled with the PR#
  3. Log on to AiM and query the PR# to load the Purchase Receive page
  4. Ensure requester and item accuracy
  5. Item is handed off to Stores Courier who will deliver to the customer
  6. Stores Courier delivers item and while with customer, the Property Specialist logs on to AiM (using designated Surface) to query the PR# and load the Purchase Receive page
  7. Select Purchase Disbursement located on the left-hand menu
    1. Select Notes Log (left-hand menu) and enter name of person receiving package
  8. Select Save to disburse the order in AiM