AiM: Purchase Request / Shop Buyer UDF

Owned by mfreel@uoregon.edu
Last updated: Jan 26, 2023Version comment
2 min read

In AiM, the buyer User-Defined Field (UDF) created at the shop level is used to associate a specific buyer with that shop. This field is validated and offers the same options as the UDF on the related purchase request. When a buyer is assigned to the shop's buyer UDF, it will automatically fill the 'Buyer' field on that shop's Purchase Request (PREQ). For housing shops, the default buyer is 'HOUSING'. If there is no buyer assigned to the shop's buyer UDF, the buyer field on the PREQ will be left blank, but a buyer can still be manually added.

Step-by-step guide


Adding New Buyer(s):

A new buyer must be added in the user defined fields manager before they can be assigned to the shop buyer UDF.  Once the buyer has been added here, they are then able to be assigned as the buyer on the shop UDF.

To add a buyer in the user defined fields manager, navigate to;


  1. System Administration -> User Defined Fields Manager -> Shop -> Custom003(buyer)
  2. Click ‘Edit’
  3. Click ‘Add’ to add the new buyer in the validation field 
  4. Click 'Save’
  5. The new buyer is now added and can be assigned to the shops buyer UDF

 


Repeat the same process for the Purchase Request UDF:

  1. System Administration -> User Defined Fields Manager -> Purchase Request-> Custom003(buyer)
  2. Click ‘Edit’
  3. Click ‘Add’ to add the new buyer in the validation field 
  4. Click 'Save’
  5. The new buyer is now added to the Purchase Request buyer listing


Adding Buyer(s) To The Shops Buyer UDF:

  1. Navigate to the shop listing in aim: 

    https://fs-aim-prod-app.uoregon.edu/fmax/screen/SHOP_DEF_BROWSE?aeLShpE.description.operator=CONTAINS

  2. Click the shop you would like to add a buyer for 
  3. Click ‘Edit’ and then select ‘User Defined Fields’


In the 'Buyer' field, select the buyer you would like to assign and click 'Done’


Back at the shop page, click 'Save', the buyer is now assigned to the shop and will autofill the ‘Buyer’ field on that shops PREQs.



Additional Resources

Tableau Reporting - Listing of active shops and the assigned buyer

https://fs-tableau.uoregon.edu/#/views/ShopBuyerUDFListing/ShopBuyerUDFListing?:iid=1