How To - Full Book

Facilities Operations Administrative Assistant
Standard Operating Procedure Guide

March 2018

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Primary Purpose of Position - The primary purpose of this position is to provide journey level administrative support for Facilities Operations in
the areas of work order management, ordering materials and supplies, process purchase orders, and other duties as needed. The Administrative
Support Associate provides support to the Facilities Operations unit. Duties include, but are not limited to:

 Essential Duties Summary –
1.Answer phone calls, enter data, order of materials, file paperwork, maintain spreadsheets, and other professional requirements
in an office setting.
2. Work with all personality types to accomplish business needs.
3. Interact with supervisors and others from multiple departments.
4. Maintain supply inventory and order office supplies.

 Other Work Responsibilities
1. Maintain and file reports and forms which include Work Requests, Purchase Orders and Project Tracking.
2. Resolve customer and employee issues by adhering to established Facilities Operations policies and procedures.
3. Respond and meet requests for budget information within set time frames.
4. Perform other related duties as assigned and/or delegated.

 Departmental Preferred Experience, Skills, Training/Education
1. Three years’ administrative support experience preferred.
2. Ability to multi-task and remain calm and composed in high-stress situations.
3. Working knowledge of Archibus and FortyNiner Mart preferred.
4. Ability to effectively communicate the English language (reading, writing, interpretation and comprehension) required.
5. Effective skills in verbal, written and interpersonal communications.
6. Computer literacy is required.
7. Knowledge and skill with Google Chrome, Microsoft Office Suite and willingness to learn new programs.
8. Ability to effectively work/interact with persons from different backgrounds and cultures.109. Ability to foster and create an
atmosphere of teamwork.
9. Selected candidate must have the mental and physical capabilities to perform the essential functions of the position with or
without reasonable accommodations.

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Table of Contents

Introduction ............................................................................................................................................................................................................................................ 1
Job Description..................................................................................................................................................................................................................................... 3
Table of Contents ............................................................................................................................................................................................................................... 5
Zone Maintenance Contact Numbers .................................................................................................................................................................................................. 7
Utilities Contact Numbers ................................................................................................................................................................................................................. 8

SDI ............................................................................................................................................................................................................................................................?
Stock Items............................................................................................................................................................................................................................................?
Non Stock Items ...................................................................................................................................................................................................................................?

Creating an Over 30 Day Report .............................................................................................................................................................................................................?
49er Mart .................................................................................................................................................................................................................................................?

Ordering Uniforms ..............................................................................................................................................................................................................................?
Non Catalog Items ................................................................................................................................................................................................................................?
Punch Out Items ..................................................................................................................................................................................................................................?
Customer Service line .............................................................................................................................................................................................................................?
Elevator Procedures ...............................................................................................................................................................................................................................?

**Page numbers are not correct, will update when all modifications have been made.

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SDI
Stock Items

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SDI Stock Item Pink Slip Procedure Checklist

Note- Make sure to use Google Chrome, will not work in Internet Explorer
 Step 1: Log on to Archibus. (My UNCC, Bottom of the page)
 Step 2: Click on building Operations Management > Building Operations > Supervisor/PA
 Step 3: On the left hand side of the page in the green area, under parts, click Add Parts to Work Request.
 Step 4: Under Work Request Search Results find Work Request Code – Type in the work order number which can be found at the top of
the pink slip. Ex. 2018017494
 Step 5: Click on the blue highlighted number once it appears.
 Step 6: Where it says SDI Parts look to the far right – Assign Stock Part. Click that.
 Step 7: Where it says Part Code click the three dots in blue.
 Step 8: In the new screen type in the item number that appears on the pink slip under part code.
 Step 9: Click the correct code, it will bring you back to the screen seen in Step 7.
 Step 10: Enter the quantity under Quantity Estimated using the information on the pink slip.
 Step 11: Hit Save.
 Step 12: If you need to add more hit Assign Stock Part again and repeat the process.
 Step 13: When all items are put in the system you will click Export to SDI, a new screen will populate, hit Close at the bottom right and you
are finished.

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SDI – Stock Item Pink Slips

This is where you find the work order
number used in step 4.

This is the item number, used in step
8.

This is the quantity, used in step 10.

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Step 1: Log on to Archibus.

Step 2: Click on building Operations Management > Building Operations >
Supervisor/PA

Step 3: On the left hand side of the page in the green area, under parts, click Add
Parts to Work Request.

2

The yellow stars are designed to 3
show you where to click on the Page | 11
screen and they indicate the
number step that you are on.
Follow the stars for success!!

4
5

6

Step 4: Under Work Request Search Results find Work Request Code – Type in the work order number which can be found at the top of
the pink slip. Ex. 2018017494
Step 5: Click on the blue highlighted number once it appears.
Step 6: Where it says SDI Parts look to the far right – Assign Stock Part. Click that.

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SDI – Stock Item Pink Slips

7
10

11

Step 7: Where it says Part Code click the three dots in blue.
Step 7: Where it says Part Code click the three dots in blue.
8 Step 8: In the new screen type in the item number that appears on the
pink slip under part code.
Step 9: Click the correct code, it will bring you back to the screen seen in
step 7.
Step 10: Enter the quantity under Quantity Estimated using the
information on the pink slip.
Step 11: Hit Save.

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SDI – Stock Item Pink Slips

13

12

Step 12: If you need to add more hit Assign Stock Part again and repeat the process.
Step 13: When all items are put in the system you will click Export to SDI, a new screen will populate, hit Close at the bottom right and you are
finished.

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SDI
Non Stock Items

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SDI – Non Stock Procedures Checklist

Note- If it is a Non Stock Item to be ordered it will say on the order form sent by the zone supervisor. Check that before beginning process. Make
sure you sign the bottom of the form in the google sheet so the other Administrative Assistants know you are completing it.

 Step 1: Log on to Archibus.
 Step 2: Click on Building Operations Management > Building Operations > Supervisor/PA
 Step 3: On the left hand side of the page in the green area, under Parts, click Add Parts to Work Request.
 Step 4: Under Work Request Search Results find Work Request Code – Type in the work order number which can be found at the top of

the Facilities Operation Order Form. Ex. 2018017494
 Step 5: Click on the blue highlighted number once it appears.
 Step 6: Where it says SDI Non-Stock Parts look to the far right – Assign Non-Stock Part. Click that.
 Step 7: A new box will populate. Under Non Stocked Item type in the Part # listed on the Facilities Operation Order Form.
 Step 8: Type in the Manufacturer using the Facilities Operation Order Form, it will be listed under Manufacturer/Vender.
 Step 9: Under Non Stocked Item Description type in the Item Description found on the Facilities Operation Order Form.
 Step 10: Under Estimated Cost type in the Cost Each number found on the Facilities Operation Order Form.
 Step 11: Under Quantity Estimated type in the information found on the form in the QTY column.
 Step 12: Hit Save.
 Step 13: If you need to add more hit Assign Stock Part again and repeat the process.
 Step 14: When all items are put in the system you will click Export to SDI, a new screen will populate, hit Close at the bottom right and you

are finished.
 Step 15: At the top right of the order form write the zone number, the date, and SDI Non Stock.

Follow up steps – done about after the order is placed.

 Step 16: About 24-48 hours later you will receive an email from SDI, you will need to approve the purchase. Make sure all items and prices
match SDI’s information and hit approve.

 Step 17: When the items arrive you will receive another email from SDI stating the items are ready for pick up. Forward this email to the
zone supervisor, second in charge and technician who placed the order to let them know their items are here!

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Adding SDI Non-Stock items to Work Orders

Step 1: Log on to Archibus.
Step 2: Click on Building Operations Management > Building Operations >
Supervisor/PA
Step 3: On the left hand side of the page in the green area, under Parts, click Add
Parts to Work Request.

2

The yellow stars are designed to 3
show you where to click on the Page | 18
screen and they indicate the
number step that you are on.
Follow the stars for success!!

4
5

6

Step 4: Under Work Request Search Results find Work Request Code – Type in the work order number which can be found at the top of
the Facilities Operation Order Form. Ex. 2018017494
Step 5: Click on the blue highlighted number once it appears.
Step 6: Where it says SDI Non-Stock Parts look to the far right – Assign Non-Stock Part. Click that.

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7 12 Step 7: A new box will populate. Under
8 9 10 11 Non Stocked Item type in the Part #
listed on the Facilities Operation Order
9 Form.
10
Step 8: Type in the Manufacturer using
11 the Facilities operation Order form, it
will be listed under
78 Manufacturer/Vender.

Step 9: Under Non Stocked Item
Description type in the Item
Description found on the same form.

Step 10: Under Estimated Cost type in
the Cost Each number found on the
Facilities Operation Order Form.

Step 11: Under Quantity Estimated type
in the information found on the form in
the QTY column.

Step 12: Hit Save.

This sheet will be received via email
from the zone supervisor. All of this
information is used to fill in the SDI
Non-Stock Parts box that shows up in
Archibus, as seen at the top of the
screen.

**When you receive this form from
supervisor, put your initials at the
bottom to indicate that you have
received it.

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14

13

Step 13: If you need to add more hit Assign Stock Part again and repeat the process.
Step 14: When all items are put in the system you will click Export to SDI, a new screen will populate, hit Close at the bottom right and you are finished.

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Follow up Steps – to be done after the order is placed.

Step 16: About 24-48 hours later you will receive an email from SDI, you will need to approve the purchase. Make sure
all items and prices match SDI’s information and hit approve.
Step 17: When the items arrive you will receive another email from SDI stating the items are ready for pick up. Forward
this email to the zone supervisor, second in charge and technician who placed the order to let them know their items
are here!

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Creating an Over
30 Day Report

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Creating 30 Day Reports Procedure Checklist

 Step 1: Log on to Archibus.
 Step 2: Click on building Operations Management > Building Operations > Supervisor/PA
 Step 3: On the left hand side of the page in the green area, under Reports , click Search WR 14 and 30 Days Old.
 Step 4: In the Yellow box next to Days Old, using the drop down arrow click on 30 Days.
 Step 5: Once 30 days is selected hit the orange box that says Search now.
 Step 6: At the bottom of the screen there is going to be a green bar, you will use that bar to scroll over until you see Shop/Zone Code.
 Step 7: You will filter by the zone your running the report for. For example: MOZ01 (Zone 1). So type in the zone abbreviation in the box

and hit enter.
 Step 8: Once you have the correct information filtered out click the green box in the upper right hand corner XLS, this will export the

information to an excel spreadsheet so it can be modified.
*See Attached Sheet –

This is an example of what the finished product should look like. To create this you may need to delete some columns of information, rename the
titles to fit in the box, and resize the spreadsheets to fit on one page.

To delete columns - Click on the letter at the top of the column. Once the column is selected, right click on the letter. Once you’ve right clicked a
drop down menu will appear. At this point you are going to click Delete, and it will remove the column from the spread sheet.

**Columns to delete include - Index/Fund Code, Banner Account Code, Sub-Department Code, Department Code, Requested for, Ready for
Billing?, Date to Perform, Requested Completion Date, Shop Completion Date, Floor Code, Room Code, Problem Location, Actual Labor Hours, Cost
of Labor, Other Costs, Total Cost of Parts, Estimated Total Cost, Estimated Cost of Labor, Estimated Other Costs, Estimated Cost of Parts, and
Estimated Cost of Shop Stock,

Resizing columns – Click on the letter at the top of the spreadsheet, once it is highlighted hover your curser on the line between columns. Once the
curser appears click and hold and drag the arrows in either direction to move the column.

Renaming Columns- To rename a column double click on the writing and modify as needed. Once it says what you want you can click off of that
box.

 Step 11: Save the spreadsheet with a title such as December 30 Day report 2017 and email to zone supervisor, second in charge, Paul Taylor
and Sandy Mullins.

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Creating a 30 Day Report

Step 1: Log on to Archibus.
Step 2: Click on building Operations Management > Building Operations >
Supervisor/PA
Step 3: On the left hand side of the page in the green area, under Reports , click
Search WR 14 and 30 Days Old.

2

The yellow stars are designed to 3
show you where to click on the Page | 26
screen and they indicate the
number step that you are on.
Follow the stars for success!!

45 78

6

Step 4: In the Yellow box next to Days Old, using the drop down arrow click on 30 Days.
Step 5: Once 30 days is selected hit the orange box that says Search now.
Step 6: At the bottom of the screen there is going to be a green bar, you will use that bar to scroll over until you see Shop/Zone Code.
Step 7: You will filter by the zone your running the report for. For example: MOZ01. So type in the zone abbreviation in the box and hit enter.
Step 8: Once you have the correct information filtered out click the green box in the upper right hand corner XLS, this will export the information to an excel spreadsheet so
it can be modified.

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This is an example of what the finished product should
look like. To create this you may need to delete some
columns of information and renaming the titles to fit in the
box and resizing the spreadsheets to fit on one page.

To delete columns - click on the letter at the top of the
column. Once the column is selected, right click on the
letter. Once you’ve right clicked a drop down menu will
appear. At this point you are going to click Delete, and it
will remove the column from the spread sheet.

**Columns to delete include - Index/Fund Code, Banner
Account Code, Sub-Department Code, Department Code,
Requested for, Ready for Billing?, Date to Perform,
Requested Completion Date, Shop Completion Date, Floor
Code, Room Code, Problem Location, Actual Labor Hours,
Cost of Labor, Other Costs, Total Cost of Parts, Estimated
Total Cost, Estimated Cost of Labor, Estimated Other
Costs, Estimated Cost of Parts, and Estimated Cost of Shop
Stock,

Resizing columns – Click on the letter at the top of the
spreadsheet, once it is highlighted hover your curser on
the line between columns. Once the curser appears click
and hold and drag the arrows in either direction to move
the column.

Renaming Columns- To rename a column double click on
the writing and modify as needed. Once it says what you
want you can click off of that box.

Step 11: Save the spreadsheet with a title such as
December 30 Day report 2017 and email to Zone
supervisor, second in charge, Paul Taylor and Sandy
Mullins

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Cover page bottom for Uniforms.

Ordering Uniforms
49er Mart Punch Out

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Uniform Order Procedures Checklist

 Step 1: Log on to 49er Mart
 Step 2: Once logged on click on the punch out under the Specialty tab that says Fligels Uniform Co.
 Step 3: A box will pop up once you click on Fligels Uniform Co. Click the magnifying glass to go to the site.
 Step 4: Once you are on the purchasing page, type in the part that you are looking for in the search bar, example SC40, then Hit Go.
 NOTE: These some items have the same item number however they have different sizes. 2x- 3x sizes are more expensive. Make sure you

are ordering under the correct size range.
 Step 5: Type in the Quantity of items you need in the box.
 Step 6: Click on Add to Cart and continue shopping.
 Step 7: Once you have finished adding items to your cart and you have completed shopping in the upper right corner of the screen click on

the dollar total / shopping cart image.
 Step 8: A preview of your cart will show up below it. Click on View My Cart.
 Step 9: Once your cart shows up, make sure all the items you need are there. Then you need to rename your cart. For uniform orders it

should be The Zone / New Employee / Employee Name.
Ex. Zone6/NewEmployee/JDoe
 Step 10: Click Update.
 Step 11: Verify the price matches your order form and click Proceed to Checkout
 Step 12: After you proceed to check out, a new screen will populate. Click on the word Shipping at the top in the green bar.
 Step 13: Make sure the shipping address is correct. If you want to include the Zone or the employee name next to yours you can hit the Edit
button and add it in. Example: J.Doe Z6 / Mary Hajtovik
 Step 14: Once shipping is correct you can move down the green header and click on Internal Notes and Attachments.
 Step 15: Under Internal Notes and Attachments Click on Add Attachment
 Step 16: A new box will populate, Click on Select Files…
 Step 17: Find your saved digital copy of the order form. (You may have to scan it and save to computer). Click on Save Changes.
 Step 18: Under Internal Notes and Attachments click Edit.
 Step 19: Once you click Edit a new box will show up. You are going to type * FO Uniform Fund, New Employee*.

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 Step 20: Click Save
 Step 21: Click on External Notes and Attachments on the Green bar at the top of the page.
 Step 22: Under External Notes and Attachments Click on Add Attachment
 Step 23: A new box will populate, Click on Select Files…
 Step 24: Find your saved digital copy of the order form. (You may have to scan it and save to computer). Click on Save Changes.
 Step 25: Under External Notes and Attachments click Edit.
 Step 26: Once you click Edit a new box will show up. You are going to type * New Employee / Employee Name* Example: New

Employee/J.Doe.
 Step 27: Click Save
 Step 28: Now you are going to edit each individual item. Click Edit in the Est. Price column.
 Step 29: A box will populate, it should say External Info. In this box you will include the Color and Size of the item you are purchasing.

**Color and fabric may vary by position and zone, if you’re unsure, ask. **
Example: Color- Khaki, Size- Large
 Step 30: Once you have input the Size and Color, hit Save.
 Step 31: You can hit Final Review at the top along the green bar. Make sure all of your work matches and makes sense.
 Step 32: Click Assign Cart.
 Step 33: Once you click Assign Cart a new screen will appear. Using the Drop down menu- Select From Profile Values, Select Addie Davis.
(This is Monique)
 Step 34: Under Note To Assignee – You can copy the cart name - Zone6/NewEmployee/JDoe
 Step 35: Click Save
 Step 36: Once you save it a Requisition Summary will appear. This is an important number. Print this page and attach it to the paper copy
of you order form.

After Order Has Arrived

 Step 37: Once the materials come in, scan the packing slip and send an email that all items have been received to Sonia Perez in Facilities
Management.

 Step 38: Then attach the packing slip to the Requisition Summary and Original Order form and then you can file it away.

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Ordering Uniforms for Employees

This is the form that Quantity information is
the process starts with, used in Step 5 .
this example is already
filled out. Will either Size information is
be sent digitally or used in Step 5 to
hard copy. If it’s a hard choose the item, then
copy scan it and save again in Step 29 to
to computer for Step identify the size
17 and 25.
The total should match
Customer’s name and or be within a few
zone information. dollars of Step 11.
Used in Step 9.
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Style information is
used in Step 3.

Step 1: Log on to 49er 1
Mart
Step 2: Once logged on 2
click on the punch out Page | 33
under the Specialty tab
that says Fligels Uniform
Co.

The yellow stars are designed to
show you where to click on the
screen and they indicate the
number step that you are on.
Follow the stars for success!!

Step 3: The box to the left will pop up once you click on Fligels Uniform Co. Click the
magnifying glass to go to the site.

3

Step 4: Once you are on the purchasing page, type in the part that you are looking for,
example SC40, then Hit Go.

NOTE: These two items have the same item number however they have different sizes. 2x-
3x sizes are more expensive. Make sure you are ordering under the correct size range.

Step 5: Type in the Quantity of items you need in the box.

Step 6: Click on Add to Cart and continue shopping.

4
NOTE

56

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7 Step 7: Once you have finished adding items to your cart and you have completed
shopping in the upper right corner of the screen click on the dollar total / shopping cart
9 image.
10
8

Step 8: A preview of your cart will show up below it. Click on View My Cart.
Step 9: Once your cart shows up, make sure all the items you need are there. Then you
need to rename your cart. For uniform orders it should be The Zone / New Employee /
Employee Name.
Ex. Zone6/NewEmployee/JDoe

Step 10: Click Update.
Step 11: Verify the price matches your order form and click Proceed to Checkout

11

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12 14

13

Step 12: After you proceed to check out, your screen will look like the one above. Click on the word Shipping at the top in the green bar.
Step 13: Make sure the shipping address is correct. If you want to include the Zone or the employee name next to yours you can hit the Edit button and add it in. Example:
J.Doe Z6 / Mary Hajtovik
Step 14: Once shipping is correct you can move down the green header and click on Internal Notes and Attachments.

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21 Step 15: Under Internal Notes and
18 Attachments Click on Add Attachment
Step 16: A new box will populate, Click on
15 Select Files…
Step 17: Find your saved digital copy of
16 the order form. ( You may have to scan it
17 and save to computer). Click on Save
Changes.
Step 18: Under Internal Notes and
Attachments click Edit.
Step 19: Once you click Edit a new box will
show up. You are going to type * FO
Uniform Fund, New Employee* as seen in
the example.
Step 20: Click Save
Step 21: Click on External Notes and
Attachments on the Green bar at the top
of the page.

19

20

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Step 22: Under External Notes and
Attachments Click on Add Attachment
Step 23: A new box will populate, Click
on Select Files…
Step 24: Find your saved digital copy of
the order form. ( You may have to scan
it and save to computer). Click on Save

25 Changes.
22

Step 25: Under External Notes and
Attachments click Edit.
Step 26: Once you click Edit a new box
will show up. You are going to type *
New Employee / Employee Name* as
seen in the example.
Step 27: Click Save

26
23

27
24

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31 32

29 Step 28: Now you are going to edit each
30 individual item. Click Edit in the Est. Price
column.
Step 29: A box will populate, it should say
External Info. In this box you will include the
Color and Size of the item you are purchasing.
**Color and fabric may vary by position and
zone, if you’re unsure, ask. **
29a 29a – Color- Khaki, Size- Large
29b 29b – Color-Navy, Size-34 X 34
29c 29c – Color- Navy, Size- Large
Step 30: Once you have input the Size and
Color, hit Save.
Step 31: You can hit Final Review at the top
along the green bar. Make sure all of your
work matches and makes sense.
Step 32: Click Assign Cart.

Page | 39

33 Step 33: Once you click Assign Cart a new
34 screen will appear. Using the Drop down
35 menu- Select From Profile Values, Select
Addie Davis. (This is Monique)
36 Step 34: Under Note To Assignee – You can
copy the cart name -
Zone6/NewEmployee/JDoe
Step 35: Click Save
Step 36: Once you save it a Requisition
Summary will appear. This is an important
number. Print this page and attach it to the
paper copy of you order form.
Once the materials come in, attach the
packing slip to the Requisition Summary and
Original Order form and then you can file it
away. You also need to scan and send a copy
of packing slip to Sonia Perez.

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49er Mart
Non Catalog Items

Page | 41

Ordering through 49er Mart – Non Catalog Item Procedure Checklist

Note- If item is to be ordered through 49er Mart it will say on the order form sent by the zone supervisor via email. Check that before beginning process. Make
sure you sign the bottom of the form in the google sheet so the other Administrative Assistants know you are completing the order.
Note – Non Catalog Items are items that cannot be found on the 49er Mart home page on the punch out list.

 Step 1: Log on to 49er Mart
 Step 2: Once logged on click on non-catalog item under the Shop bar at the top of the page.
 Step 3: A new box will pop up, the first thing you will do is enter a supplier. This will be found under the Manufacture/Vendor column on the Order

Form. A list of close matches should automatically generate when you start typing. Click the one that matches what is on the form.
 Step 4: Once you have selected a supplier make sure the Fulfillment Address matches the one on the quote provided by the supervisor. Note-

Supervisor may not always provide a quote.
 Step 5: Under Short- Product Description type in the Item Description found on the Facilities Operation Order Form.
 Step 6: Under Catalog No. type in the Part # listed on the Facilities Operation Order Form.
 Step 7: Leave Product size blank and skip over to Quantity. Under Quantity type in the information found on the form in the QTY column.
 Step 8: Under Price Estimate type in the Cost Each number found on the Facilities Operation Order Form.
 Step 9: Under Packaging put the number 1.
 Step 10: If there is another item you would like to add hit Save and Add Another. If you are finished adding all of your items click Save and Close.
 Step 11: Once your cart shows up, make sure all the items you need are there. Then you need to rename your cart. The cart name should be: The Zone /

WR# / Reimbursable or Non Reimbursable/ Zone Supervisor. Example: Zone6/2018021879/NR/JLoder
 Step 12: Click Update.
 Step 13: Verify the price matches your order form and click Proceed to Checkout at the top right in blue.
 Step 14: After you proceed to check out, a new screen will populate. Click on the word Shipping at the top in the green bar.
 Step 15: Make sure the shipping address is correct. If you want to include the Zone or the employee name next to yours you can hit the Edit button and

add it in. Example: J.Doe Z6 / Mary Hajtovik
 Step 16: Once shipping is correct you can move down the green header and click on Internal Notes and Attachments.
 Step 17: Under Internal Notes and Attachments Click on Add Attachment
 Step 18: A new box will populate, Click on Select Files…
 Step 19: Find your saved digital copy of the order form, if applicable. (You may have to scan it and save to computer). Click on Save Changes.
 Step 20: Under Internal Notes and Attachments click Edit.
 Step 21: Once you click Edit a new box will show up. You are going repeat the cart name: The Zone / WR# / Reimbursable or Non Reimbursable/ Zone

Supervisor. Example: Zone6/2018021879/NR/JLoder. If the order includes shipping you can write “Okay to pay shipping” in the box too. These notes are
for campus use only.
 Step 22: Click Save
 Step 23: Click on External Notes and Attachments on the Green bar at the top of the page.

Page | 42

 Step 24: Under External Notes and Attachments click on Add Attachment.
 Step 25: A new box will populate, Click on Select Files…
 Step 26: Find your saved digital copy of the order form, if applicable. (You may have to scan it and save to computer). Click on Save Changes.
 Step 27: Under External Notes and Attachments click Edit.

 Step 28: Once you click Edit a new box will show up. You are going repeat the cart name: The Zone / WR# / Reimbursable or Non Reimbursable/ Zone

Supervisor. Example: Zone6/2018021879/NR/JLoder. If the order includes shipping you can write “Okay to pay shipping” in the box too. These notes are
for the vendor to see.
 Step 29: Click Save
 Step 30: Click Final Review at the top along the green bar. Make sure all of your work matches and makes sense.
 Step 31: Click Assign Cart.
 Step 32: Once you click Assign Cart a new screen will appear. Using the Drop down menu- Select from Profile Values, Select Addie Davis. (Monique)
 Step 33: Once you save it a Requisition Summary will appear. This is an important number. Print this page and attach it to the paper copy of your order
form.
 Step 34: Log on to Archibus. (My UNCC, Bottom of the page)
 Step 35: Click on building Operations Management > Building Operations > Supervisor/PA
 Step 36: On the left hand side of the page in the green area, under External Charges, click WR External Charges.
 Step 37: Under Work Request find Work Request Code – Type in the work order number which can be found at the top of the Order Form. Ex.
2018017494
 Step 38: Click on the Work Request number, it should be a blue color.
 Step 39: Find the green button that says Add New to the right of Select External Charge, click it.
 Step 40: A new box will populate. Next to Charge Type, use the drop down arrow to select Purchase Order.
 Step 41: Next to Cost Estimated, type in the total cost of the purchase.
 Step 42: In the bottom box you are going to type in the Vendor Name / Requisition Number / Purchase Order Number. Example:
Granger/975634/PO1815463. You will be able to type in the vendor name and the requisition number however you will have to wait until the
purchasing department issues a PO #. When you get the PO number simply go back and add it in.
 Step 43: Click Save.

After the order has been placed:

 Step 44: When you receive the PO number (generally emailed to you or you can check 49er Mart) go back into Archibus and add it in the same place you
added the Vendor name and Requisition number.

 Step 45: Once the materials come in, scan the packing slip and send an email that all items have been received to Sonia Perez in Facilities Management.
 Step 46: Then attach the packing slip to the Requisition Summary and Original Order form and then you can file it away.

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Example of a Non Catalog Order Form for 49er Mart

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Ordering Through 49er Mart – Non Catalog Item

Step 1: Log on to 49er 1
Mart

Step 2: Once logged on
click on non-catalog item
under the Shop bar at the
top of the page.

2

The yellow stars are designed to
show you where to click on the
screen and they indicate the
number step that you are on.
Follow the stars for success!!

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Step 3: A new box will pop up, the first thing you will do is enter a supplier. This will be found under the Manufacture/Vendor column on the Order
Form. A list of close matches should automatically generate when you start typing. Click the one that matches what is on the form.
Step 4: Once you have selected a supplier make sure the Fulfillment Address matches the one on the quote provided by the supervisor. Note-
Supervisor may not always provide a quote.
Step 5: Under Short- Product Description type in the Item Description found on the Facilities Operation Order Form.
Step 6: Under Catalog No. type in the Part # listed on the Facilities Operation Order Form.
Step 7: Leave Product size blank and skip over to Quantity. Under Quantity type in the information found on the form in the QTY column.
Step 8: Under Price Estimate type in the Cost Each number found on the Facilities Operation Order Form.
Step 9: Under Packaging put the number 1.
Step 10: If there is another item you would like to add to the order, hit Save and Add Another. If you are finished adding all of your items click Save
and Close.

3

4 6 7 89
5

10
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11
13
12

 Step 11: Click on the shopping cart in the upper right corner of the page. Once your cart shows up, make sure all the items you
need are there.

 Step 12: Then you need to rename your cart. The cart name should be: The Zone / WR# / Reimbursable or Non Reimbursable/
Zone Supervisor. Example: Zone6/2018021879/NR/JLoder. Click Update.

 Step 13: Verify the price matches your order form and click Proceed to Checkout at the top right in blue.

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14 16

15

 Step 14: After you proceed to check out, a new screen will populate. Click on the word Shipping at the top in the green bar.
 Step 15: Make sure the shipping address is correct. If you want to include the Zone or the employee name next to yours you can

hit the Edit button and add it in. Example: J.Doe Z6 / Mary Hajtovik
 Step 16: Once shipping is correct you can move down the green header and click on Internal Notes and Attachments.

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2 18
3. 19

20 21
17 22

Step 17: Under Internal Notes and Attachments Click on Add
Attachment
Step 18: A new box will populate, Click on Select Files…
Step 19: Find your saved digital copy of the order form, if
applicable. (You may have to scan it and save to computer). Click
on Save Changes.
Step 20: Under Internal Notes and Attachments click Edit.
Step 21: Once you click Edit a new box will show up. You are going
repeat the cart name: The Zone / WR# / Reimbursable or Non
Reimbursable/ Zone Supervisor. Example:
Zone6/2018021879/NR/JLoder. If the order includes shipping you
can write “Okay to pay shipping” in the box too. These notes are
for campus use only.
Step 22: Click Save
Step 23: Click on External Notes and Attachments on the Green
bar at the top of the page.

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25 31
. 30 .

26 27
. 24 .
.
28
. Step 24: Under External Notes and Attachments Click on Add
29 Attachment
. Step 25: A new box will populate, Click on Select Files…
Step 26: Find your saved digital copy of the order form, if applicable.
(You may have to scan it and save to computer). Click on Save Changes.
Step 27: Under External Notes and Attachments click Edit.
Step 28: Once you click Edit a new box will show up. You are going
repeat the cart name: The Zone / WR# / Reimbursable or Non
Reimbursable/ Zone Supervisor. Example:
Zone6/2018021879/NR/JLoder. If the order includes shipping you can
write “Okay to pay shipping” in the box too. These notes are for the
vendor to see.
Step 29: Click Save
Step 30: Click Final Review at the top along the green bar.
Step 31: When you are in Final Review makes ure all of your work
matches and makes sense then click Assign Cart.

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