Non-Stock Ordering Instruction Manual
Contents
1. Channel Title JA contains x Enter your note hyperlink or other information in the Notes area ZIM te AD Ls ORDERED P25 TOOK HT VENDOR 1 Save the note by clicking on the save icon in the upper right hand side of the screen small diskette Page 19 of 20 Resource Management Central Central Stores Unit Florida AiM User s Manual For Ordering Non Stock Parts The save function will return you to the main Notes screen for that Material Request where all notes can be reviewed AN ey e E r eee an ssanizorseo namuo peers maan ansaoasson samso sumasamo NOTE Once you ve entered a note it is in the system forever You cannot edit or delete a note from the system once it has been saved Be careful with what you write Central Stores Contact Information If you have additional questions please contact one of the following team members and we will be happy to assist you Contact Office Phone Email Cheryl Sanderson 407 823 2986 cheryl sanderson ucf edu Karen Longobardo 407 823 3681 karen longobardo ucf edu Brandon Baker 407 823 4449 brandon baker ucf edu Kathy Reese 407 823 1578 kathleen reese ucf edu Lance Watkins 407 823 4082 lance watkins ucf edu Chris Rausch 407 823 3099 christopher rausch ucf edu Page 20 of 202. Add inventory Kit On the Line Item screen enter the part description in the Line Item Description box ZAM Hello ALAINA Logou Line Editor ABERNARD EditDate Jul 26 201201 33 PM Description DISCHARGE CHUTE FOR JOHN DEERE MOWER Page 7 of 20 ae Resource Management Central Central Stores Unit Florida AiM User s Manual For Ordering Non Stock Parts Enter the vendor Short Code in the Contractor box contador Bower Address Code 66 UNIVERSITY BLVD This list can be searched alphabetically or for quick reference see the following link http www fo ucf edu warehouse stores CS Vendor Codes pdf Enter the vendor part number in the Part text box and select the Unit of Measure from the UOM Box Part am128244 lg IVENTORY ITEM IS ONL Green No Class Commodity Page 8 of 20 C Resource Management Central Central Stores Unit Florida AiM User s Manual For Ordering Non Stock Parts Enter the quantity and the Unit Cost if known in the Totals section Unit Cost ooo id Total 0 00 NOTE If the actual cost is not known enter an estimate and the Central Stores buyer will update the Material Request with the actual cost when it becomes available After you ve completed entering the details for the first line item you can either click the large green plus sign to add another item
3. there will be twelve phases for this type of work order one phase for each month of the fiscal year For example July will be Phase 001 August will be Phase 002 and so forth For shop supply work orders only the current month s phase will be active To order supplies against the correct Phase you must first enter the Phase detail screen by clicking on the Phase number link on the left hand side of the screen ContatEmzil alainabomard uctodu l FACILITIES amp SAFETY WAREHOUSE 07 2012 SHOP SUPPLES 10 rs Page 4 of 20 Dorner Resource Management Central Central Stores Unit Florida AiM User s Manual For Ordering Non Stock Parts After you ve entered the Phase detail screen look for the Shopping Basket icon in the upper right hand corner of the screen Notice that if you hover the mouse key over the different icons a tip pops up that tells you what the icon does if pressed Press the basket icon to launch a new Material Request D O a e B o Hello ALAMNA Logout About anew enor seats en a C When the new Material Request screen loads the first thing to do is to enter a meaningful description of the request There is no preferred format to this other than the more information that s included the better JAM Helo ALAINA Logout Material Request Eater ABERNARD EdtDate Jul 26 201201 31 PM WE NEED A DISCHARGE CHUTE FOR A JOHN DEERE z MOWER Verify that the work
4. Material Request description Document Type Page 10 of 20 ae Resource Management Central Central Stores Unit Florida AIM User s Manual For Ordering Non Stock Parts This will bring you to the second upload screen where you can browse for the document on your computer or on the network Hello CHRISTOPHER Locout Please selact dacumert io load Use the browse button to locate your document highlight it by clicking on the name of the file once then click on the Open button on the lower right hand corner of the popup dialogue box Es a L cums 2m8 e P Organze Newfoider ue Name Date mos Gi Libraries E Documents a muse Pictures E Videos TE Projector Quote gazed iM Computer Bh Local Disk C Ge S DRIVE G SS TORVE T SS wunnreot 1119180160 2 Ga Network Filename Page 11 of 20 C Resource Management Central Central Stores Unit Florida AiM User s Manual For Ordering Non Stock Parts When the document location string has been updated to the New Document screen click the green flag in the upper right hand corner ZAM Hello CHRISTOPHER Logout Saber 6 Preas selec documento 10a t Elsericouseh Fe sioniGUMSEO 20OTE isco Oust oat Benes You will need to enter a description for your document and select the document type Helo CHRISTOPHER Loost Document Profil View
5. Te 7 Atot taic LIS Enter your description ofthe document or image here Taos Craatsd Br SYSTEM Due created Sap 10 2012 1053 a eae ijid janaa Floname Projector Quota nat Page 12 of 20 Central Florida Resource Management Central Stores Unit AiM User s Manual For Ordering Non Stock Parts If you are unfamiliar with the various document types that the AiM system will support you can click on the small magnifying glass to the right of the Type text box and a helper window will open Document Type Windows Internet Explorer FEE I Document Type Tve name CONVERTED CAD prawno WAL TEMPLATE OUTBOUND EMAL je _s a amie Beer ene Dapy 1025 o o internet Protected Mode On Records Foura a gt Aime gt Select the document type by clicking on the name blue hyperlinks on the left When the system returns you to the Document Profile page click the Save icon in the upper right hand corner to save your document to the material request Page 13 of 20 Resource Management Central Central Stores Unit Florida AiM User s Manual For Ordering Non Stock Parts After you ve saved your document click the green arrow in the upper right hand corner of the screen to return to the Related Documents page From there you can either add another document or image
6. to the request or you can click the green flag to indicate that you ve finished entering items for this request Both icons are located in the upper right hand corner of the screen o Line Type NOTE If you are entering additional line items on the request simply repeat the steps above until all items have been entered Then click the green flag icon to indicate you have finished adding items Page 9 of 20 Groves Resource Management Central Central Stores Unit Florida AiM User s Manual For Ordering Non Stock Parts Adding Related Documents and or Images to a Material Request Let s suppose that you have a digital image of the part you are ordering or perhaps you have a quote that you would like to attach to your Material Request You can do this by making use of the Related Documents feature First you will need to access the Related Documents screen by clicking on the View Select drop down box in the upper right hand corner of the screen and then by selecting Related Documents from the menu Transaction or CHRIS EdtDate Sep 18 2012 1044 AM Desmpion NEW PROJECTOR FOR PP 162 ORDERED BY DAVE NORVELL ON 97182012 Document Lisi T aunen GUD Extra Desenpton Document Type To add a new file to the system click the Add New Document icon on the tool bar in the middle of the right side of the screen In this example we are going to add a quote from the vendor to the
7. Obtain a signature from the Deliver To party verifying delivery of the materials yeep For material request orders placed on unit work orders Close the Purchase Order in AiM and bill the work order for the material Change the status of your work order from Awaiting Materials to Materials Ready Arrange for pickup or delivery of your materials to the intended party or the desired location Provide a copy of the Purchase Receive receipt for your files Obtain a signature from the Deliver To party verifying delivery of the materials nawypp Helpful Hints Adding a hyperlink on your Material Request for an external website reference If you would like to provide a hyperlink to an external website to perhaps provide the buyer with an image of the item you are seeking you can do this by adding it as a note to the Material Request s Notes Log Start at the main screen and click on the Work Management link on the left side of the screen JAM WorkDesk Menu perae 4a invemo E system Administration Page 16 of 20 Grover Resource Management Central Central Stores Unit Florida AiM User s Manual For Ordering Non Stock Parts From the Work Management screen click the magnifying glass icon to the left of the Material Request link on the left side of the screen Work Management amp phase marena Request NOTE Depending on the web browser that you a
8. ae Resource Management Central Central Stores Unit Florida AIM User s Manual For Ordering Non Stock Parts Central Stores User s Manual for AiM CMMS NON STOCK PARTS ORDERING PROCESS Version 1 1 as of 18 September 2012 ZJAM Page 1 of 20 ae Resource Management Central Central Stores Unit Florida AiM User s Manual For Ordering Non Stock Parts System Access If you need to order non stock merchandise through Central Stores you will need access to the AiM CMMS System For access to the AiM system please contact the AiM Database Administrator who is currently Joe Algee at 407 823 6278 or via email at joe algee ucf edu When making your request please ask for the Role Stores Customer which will automatically provide you with the proper access levels in the system NOTE If your shop eventually uses AiM as a work order management system you will inherit the additional roles access levels required for that purpose The Stores Customer role is intended for shops that are not currently using the AiM system for work order management Overview of Material Requisitions Within AiM The AiM Suite by AssetWorks is Facilities amp Safety s new Computerized Maintenance Management System CMMS It also acts as the inventory and purchasing management system for Central Stores All items ordered through Central Stores whether stock or non stock are requested tracked and billed through this system All billi
9. endance 1G System Administration When a buyer has taken responsibility for your order that buyer will change the status of your Material Request from Ready for Purchasing to In Procurement If you would like to know which buyer is handling your order after the status has been changed to In Procurement simply open the Material Request and look at the Editor box on the main screen The buyer s user ID will be displayed JAM Hello CHRISTOPHER Logout Material Request vi ansaction Editor CSANDERSON EditDate Jul 26 201202 10 PM esciiption WE NEED A DISCHARGE CHUTE FOR A JOHN DEERE MOWER Page 15 of 20 C Resource Management Central Central Stores Unit Florida AiM User s Manual For Ordering Non Stock Parts After the cost information has been determined and the order has been confirmed with the vendor the buyer will change the status of your Material Request from In Procurement to Finalized When your requested items arrive at the warehouse the buyer will take the following action For material request orders placed on Standing Shop Supply Work Orders Close the Purchase Order and bill the Annual Blanket Shop Supplies work order for the material Call and or email you to let you know that your parts have arrived Arrange for pickup or delivery of your materials to the intended party or the desired location Provide a copy of the Purchase Receive receipt for your files
10. have automatic queries built into their main work desks in the AiM system When you change the status of your Material Request from Open to Ready For Purchasing these queries automatically refresh and alert the entire staff that a new order is pending There is no need for individual buyer assignment in this system as the entire staff sees every available order Hello CHRISTOPHER Logout WorkDesk monu Contrat storos E Work Management 0 Work Management Work Order CRITICAL WORK ORDERS Accounts Payable 2 system Administration Administrator Messages ADMIN MESSAGES AssetManaement 0 Purchasing Purchase Order OPEN PURCHASE ORDERS Contract Administration 0 Work Management Dally Assignments DALY ASSIGNUENTS 3A customer service 8 Work management Material Request MATERIAL REQUESTS IN PROCUREMENT A Environmental Heath amp Safety 2 Purchasing Purchase Order FINALIZED PURCHASE ORDERS 4 Finance 0 Work Management Material Request NEW MATERIAL REQUESTS 5 Human Resources 92 Purchasing Purchase Order CLOSED PURCHASE ORDERS inventory 4 Work Management Mtenal Request MATERIAL REQUESTS READY FOR PURCHASING S Preventive Maintenance 0 Inventory Pick Ticket READY FOR WAREHOUSE Projecinanagement Work management Material Request FINALIZED MATERIAL REQUESTS B Property O inventory Pick Ticket FINALIZED PICK TICKETS y Purchasing Q Time an at
11. ng activities within AiM are directly linked to work orders With regard to merchandise and supplies there are two different types of work orders from which Material Requests may be launched If your shop is currently using the AiM system to manage your work orders you can launch a Material Request directly from the work order that requires the material If your shop is not currently using the AiM system or if you are ordering Shop Supplies tape bundles of wire or other items purchased in bulk and used occasionally within the shop or on jobs in small quantities you can launch a Material Request from your Standing Work Order which is assigned to your shop annually by Central Stores A listing of the Shop Supply Work Orders for the current fiscal year may be viewed online at http www fo ucf edu warehouse stores 2012 2013 BWO pdf Starting a New Material Request It does not matter in the AiM system which type of work order a Material Request is launched from as they all launch in the same manner You can launch a request for non stock materials from a Shop Supplies work order or from a work order for single instance campus maintenance or work that s been assigned to you or your shop Page 2 of 20 Groves Resource Management Central Central Stores Unit Florida AiM User s Manual For Ordering Non Stock Parts To start a new Material Request for a non stock item from the Home Page of AiM select Work Management from the menu option
12. order information is correct in the Work Order box Work Order Gee zoms d ANNUAL BLANKET WORK ORDER FOR SUPPLIES Prase bor 07 2012 SHOP SUPPLIES Shop ES LNB LANDSCAPING AND NATURAL RESOURCES Page 5 of 20 ae Resource Management Central Central Stores Unit Florida AiM User s Manual For Ordering Non Stock Parts Enter the Requested By name the Date Needed and the Deliver To under the Requestor box Requetedy l pruune P HunHRey Daenen apo aoe Donoro pam Leave the default location information in exactly as it was loaded from the work order haa d Fany AN CPUS 0 CENTRAL FLOR Poe Locaton poo Start adding line items to your Material Request by clicking on the small green plus sign in the lower right hand side of the screen rrupay jpurbe Quantity Unit Cost Subtotal Status Page 6 of 20 C Resource Management Central Central Stores Unit Florida AiM User s Manual For Ordering Non Stock Parts On the Add New Line Item screen select Add Non Stock Part then click the green forward arrow in the upper right hand corner of the screen Zj Add New Line Item JAM ut C S Please Select E Browse Catalogs C Add Stock Part by Warehouse C Add Catalog Part by Vende E Add NonStock Part F Add Equipment Rental
13. re using the icon may not appear until you hover over it with the mouse Enter your Material Request transaction number in the Transaction text box then click the Search icon in the upper right hand corner of the screen Material Request awsnow A BL bes Descition f FJ conan Te cay Provon Lossio Dererto Enty Date ta Descroten Eiba Line tems Page 17 of 20 GO Resource Management University of Central Central Stores Unit Florida AiM User s Manual For Ordering Non Stock Parts When the material request record has been loaded to the selection view click the transaction number to open it ZJAM Material Request Transaction 8 Work Order Phase Date Needed placed By Status ua 12002915 w aug 01 2012 HHUUPHREY FINALZ Click on the Edit icon in the upper right hand corner of the screen View Status FINALIZED On the View Select drop down menu in the upper right hand corner choose Notes Log Page 18 of 20 Resource Management Central Central Stores Unit Florida AIM User s Manual For Ordering Non Stock Parts On the Notes Log screen select the small green plus sign located on the right hand side of the screen about half way down the page Addto Main Workdesk No x Add to Module Workdesk No v Note Type 1 P
14. s to the left Ed worek E JAM Helio ALAINA Menu 7 w f or Messa Auminstrator Messages Work Management E inventory 1G system Administration Personal Query Count 152012 Asserworks Select the Search option from the left menu it looks like a magnifying glass and depending on your web browser may not display unless you hover over it with the mouse pointer ZAM Hello ALAINA i Work Management Work Order Phase atonal Request gt Report Listing In the Work Order text box enter either the work order that you are currently working on or enter your shop s Annual Blanket Shop Supplies work order number Hello ALAINA _ Le 2o29 Desenption Page 3 of 20 C Resource Management Central Central Stores Unit Florida AiM User s Manual For Ordering Non Stock Parts Click the Search icon in the upper right hand corner of the screen to load your intended work order to your desktop About oF When your work order has been loaded to the desktop view click the work order number on the left to enter the work order detail screen TJAM Hello ALAINA Logout fork Order Work Order Description Status Twe ou ANNUAL BLANKET WORK ORDER FOR SUPALES ORDERED FRON CENTRAL STORES SY WEVSESS OF THE OPEN STANONG snor t For this example we are using an Annual Standing Shop Supply work order Therefore
15. to the Material Request by following the steps above or click the green arrow in the upper right hand corner of that screen to return to the main screen of your Material Request After you have completed adding items to the order and all related documents have been loaded if applicable you have a choice whether you want to leave the Material Request in Open status or change it to Ready for Purchasing status If you would like to come back to this request to make changes or possibly to add items at a future point leave it in Open status and Central Stores will take no action on it If you are ready to send the order to the warehouse change the status to Ready for Purchasing by clicking the magnifying glass icon to the right of the Status text box in the upper right hand corner of the screen and then selecting it from the pop up list that appears About OPEN Material Request Status Status Description OPEN OPEN MATERIAL REQUEST READY FOR PURCHASING MATERIAL REQUEST IS READY FOR BUYERS ACTION CANCELED MATERIAL REQUEST HAS BEEN CANCELED This action will alert the Central Stores staff that a new purchase request has been submitted and someone needs to tend to the request and subsequent vendor order Page 14 of 20 C Resource Management Central Central Stores Unit Florida AiM User s Manual For Ordering Non Stock Parts All of the Central Stores buyers and supervisors
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