Purchase Request Training - Tech - Services (AiM)

Owned by LeAnna Pitts
Last updated: Aug 16, 2023
5 min read

This procedure outlines the steps for CPFM technicians to create a Purchase Request (PREQ) for a service and for FASS Buyers to create a Purchase Order (PO) in AiM.

See guidelines below before submitting a purchase request for services.

  • An AiM Purchase Request must be entered for every service 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 urgent, contact FASS Buyers 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 – Main"  and order a service.

Selecting 23125216 phase 001 

Phase 001 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 Service"

Select "Next"

Fill in the following fields for a service line item:

      • Enter a detailed description for the line item with all pertinent information (include website links inf applicable, if lengthy use extra description)
      • Search for a UO approved vendor in the Contractor field 
        • Address Code will auto-populate
      • Enter the Quantity (not required)
      • Enter the Unit Cost (not required)
      • Enter the Total – if cost is unknown enter .01

The red boxes are required.

Select "Done"

Select "Save"

Add additional Line Items as needed by following the previous steps:

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”

Example of a multi-line purchase request.  This example has two services charging the same work order and the status changed to "pending supv apv".

If you have a related document to add to the purchase request follow the same steps as the nonstock purchase request:

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