Purchase Request Training - Tech - Nonstock Part (AiM)

This procedure outlines the steps for AiM technicians to create a Purchase Request (PREQ) for nonstock parts allowing a FASS Buyer to create a Purchase Order (PO) in AiM.

Below are guidelines for submitting a purchase request for nonstock parts:

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.

If the purchase request is a urgent, contact FASS Buyers staff and it will be addressed as soon as possible.

For training purposes, the screen shots are in AiM Test

https://fs-aim-test-app.uoregon.edu/fmax/screen/WORKDESK

Navigate to “My Work Orders” (This function is currently only available in the full version of AiM. On Anvil select the AiM icon)
Select one of “My Work Orders” queries to find the work order you want to use for a purchase request. "My Open Phase" lists all your assigned work orders together.
"My Open Phase – Admin" lists all your assigned administrative work orders. This is where you will find bench stock (consumables), PPE, minor tools and office supplies. It is important to use the correct phase due to university accounting.
"My Open Phase – Construction/Projects" lists all your assigned project work orders.
"My Open Phase – Maint" lists all your assigned corrective and preventative work orders.
"My Open Phase – Service" lists all your assigned service requests. For example, moving and delivery, hanging pictures, event support.
For this example, navigate to "My Open Phase – Admin" and order a nonstock tool.
Select ADMN0025 phase 003.
Phase 003 will open up. Navigate to "purchase request" under the "action" menu.
A new purchase request screen will open. The purchase request number (in yellow) will auto assign. What defaults? Work order number phase shop region facility property Requested delivery date (make sure to change if you need it processed sooner) Purchase request status
Fill in the required (red boxes) purchase request information: Description box Brief description of item(s) to be purchased or services to be provided Requested Delivery Date Same as desired service date, the default is a week out. If this is urgent make sure to change the date and email the buyers Requested By assign to the person who can authorize the purchase if not yourself. It has to be someone in the shop on the work order attached to the purchase request. If you aren’t in the shop make sure to list your name in the description box Deliver To It has to be someone in the shop on the work order attached to the purchase request
Add Line Item(s) to the purchase request - select "Add" (located in the bottom right-hand corner)
Select "Add NonStock Part"
Select "Next"
Fill in the following fields for a nonstock part line item: Enter a detailed description for the line item with all pertinent information (include website links if applicable, if lengthy use extra description) Search for a UO approved vendor in the Contractor field Address Code will auto-populate Enter Part Number - if the part number is unknown enter the line item number Enter Part Number - if part number is unknown enter the line item number Enter the Unit of Measure (UOM) Enter the Quantity needed Enter the Unit Cost – if cost is unknown enter .01
Select "Done"
Save the Preq after all lines have been added. Status will automatically be set to Shop Approved Some shops have a amount that changes the status to pending supervisor approval All Housing purchase requests automatically go to “pending supervisor approval”
Add additional Line Items as needed by following the previous steps. Example of a multi-line PRQ
Related Documents If you have a related document to add to the purchase request follow the below guidelines. A related document could be an image, po support document, email, pdf, invoice, estimate/quote. Select "Related Documents" under the "View" menu.
Select "Edit"

Select "Add"
Select “Choose Files” and it will browse out on your computer
The document you select on your computer will load the file name. Select “Next”
Select the document “Type” common document types for PRQ’s are images, po documents, quotes. Select “Next”
The next screen asks for permissions and this feature was never implemented. Go ahead and select “Next” again to skip this section.
The document will show in the document listing. Next, select "Save"
Select "Back"
If you were successful the “related documents” will be hyperlinked blue