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[ Business Division : Submitting a Purchase Request ]

Created by [ Jason Amri], last modified on Jan 31, 2021

Over the past year, we've accumulated awards that we've not fully claimed, so the first step is to see if we have funding for the item you want to buy

Find possible funding sources

  1. Note: 
    1. Only funding with >$100 available or >10% remaining are shown
    2. If you are unable to find existing funding, consider filling out a funding request (see here) if the item isn’t urgent. If you need to use WATO’s cash funds, use FUN-1 as your award number and move to step 3.
  2. Go to  https://finance.watonomous.ca/funding.php.
  3. Search for the general title of you item (eg. GTX1080 -> Graphics Card) or broad terms related to it (Computer Hardware). Alternatively, click to View All available funding.
  4. Identify any matching award items. If there are none, try other search terms. Click on any hyperlink to view more information in Jira.
  5. Once you have identified funding, click “Use this funding”. Take note of the award number (FUN-#) in the pop-up. Continue to Step 2.

Fill out the form

  1. Open Jira and Click “Create”.
  2. Check that the Project is set to “Purchases”
  3. Select either “Personal Purchase” or “UW Finance Purchase”. A Personal Purchase is a request for an item which you intend to procure yourself, and get reimbursed. A UW Finance Purchase is a request for the item to be procured by UW for the team.
  4. Change the Summary to match your item's description
  5. Ensure that the Linked Issue field is set to “funded by”. In the field below, enter the award number (FUN-#) you took note of in Step 1.
    1. NOTE: Enter only one issue here, make a separate PR if funding comes from multiple sources.[{.confluence-embedded-image .image-center width=”750”}]{.confluence-embedded-file-wrapper .image-center-wrapper .confluence-embedded-manual-size}
  6. Fill out the remaining fields and click “Create”. Required fields are marked by red asterisks. Optional fields need not be filled.

Next steps

  1. Your purchase will be sent to the WATO Team Captain, WATO Finance Team, WATO Division Director, and Faculty Advisor for approval. They will ensure that your purchase benefits the team and complies with team/university policies. Feel free to contact them about the status of your PR approval.
  2. Once the purchase is approved, you will receive follow up information to your WATO email
    1. If it’s a personal purchase you will receive confirmation that you may go ahead and purchase the item. Follow the instructions in that email to get reimbursed
    2. If it’s a UW Finance purchase, you will receive updates when UW has gotten your request, when they’ve ordered and shipped it, and when it arrives. You may also be contacted directly by email by them for more information
  3. (Optional) Stop watching the issue to prevent duplicate/weird/unnecessary notifications:

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Document generated by Confluence on Dec 10, 2021 03:58

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