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Question List

Q1: I have not received an email from AIMS to notify me about my pending tasks. What do I do?

Q2: My requisition was rejected and I need to make amendments. How do I do it?

Q3: How do I raise a requisition for subsistence allowance through AIMS?

Q4: How do I remove a document which I uploaded by mistake?

Q5: I cannot open a .eml file document. How do I do it?

Q6: I have many items in my order but my vote does not have enough funds. Can I still proceed?

Q7: I have 1 item in my order but my vote does not have enough funds. Can I "split" the row?

Q8: I cannot add or view documents. What can I do?

Q9: I cannot save my requisition. What is the problem?

Q10: An error says "You are not authorised for...". What should I do?

Q11: I cannot approve a requisition. It says: "You must select a row". What should I do?

Q12: An error says "Illegal value entered". What does this mean?

Q13: I cannot find my supplier? Who do I contact?

Q14: I cannot find a product: Who do I contact?

Q15: Whilst trying to check the status of a requisition through a workflow enquiry, the map does not show. What do I do?

Q16: My supplier is foreign and payment is requested in the local currency. Is this possible?

Q17: Can my order have different currencies?

Q18: My requisition takes long to load. What should I do?

Q19: How do I copy report data to Excel?

Q20: How do I book for less than a full day's worth of leave?

Q21: What does "Access to menu ID is denied" mean and how to I get around it? 

Q22: I got a strange error while trying to perform Goods Receipting / Goods return. What does it mean?

Q23: How do I remove unwanted requisition lines?

Q24: Can I use a tablet or smartphone to view my payslip?

Q25: I booked for leave in summer but the screen shows 8 hours rather than 6. Why is this?

Q26: How do I modify/delete a leave transaction?

Q27: I suddenly can no longer access AIMS. What can I do?

Q28: Do I need to use AIMS for petty cash application purposes?

Q29: What is an asset and what do I need to do to raise a requisition for an asset?


Answers

Q1: I have not received an email from AIMS to notify me about my pending tasks. What do I do?

A: Email delivery can fail for various technical reasons. Email notifications should never be used as the first (or only) contact point for AIMS related tasks. It is your duty to access AIMS and action your tasks from the My Tasks menu on a regular basis.


My Tasks (new)

Simply click on the desired task and it will load. Depending on the task at hand, you may be required to approve, reject, make amendments to your requisition, etc. etc.

If you do continue experiencing AIMS e-mails not making it into your inbox, please get in touch with us.  We do have the capability to see what AIMS e-mails were sent, to whom, and the exact time any such e-mails were sent.  In the rare cases where e-mails were not, in fact, dispatched, we will be able to perform maintenance on the system to rectify the situation.

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Q2: My requisition was rejected and I need to make amendments. How do I do it?

 

A: The link provided in the email will take you to the “Reject / Approve” screen. You can use this screen to make amendments to the requisition.

 

If there is a particular element of the requisition that you are unable to change, simply go to the “Requisitions – standard” screen, and load the requisition. Go to the “Requisitions – standard” screen, click on the Open button located at the bottom of the screen, type the requisition number, press Search and single click on the desired requisition in the result, as can be seen below:

 

Requisition Load
   

 

Make any amendments as needed and save.

If you did access the "Requisitions - Standard" screen to make amendments, you may or may not need to go to your task list, locate the corresponding requisition task, and approve accordingly. This depends entirely on the nature of your changes.  For instance, if you change the price of an item, AIMS will not require you to go to your task list and approve the task, because it will automatically send your task to the first line approver, and remove the task from your list.

An example of a change which does require you to go to the task list and approve is the addition of a file / attachment to the requisition.

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Q3: How do I raise a requisition for subsistence allowance through AIMS?

A: Subsistence (per diem) allowance is applied for through AIMS. The amount needs to be split into 2, representing 70% and 30% respectively. In the below example, the payee is to be reimbursed an amount of €552.


Subsistence Requisition New AIMS Web 

Make sure you select the correct supplier code for the member of staff to be paid. You can search a person in the same way you search for a traditional supplier.


Subsistence Requisition New AIMS Web
 

 The supplier id (Resno) you choose has to also be updated in the GL Analysis area for every requisition line you enter.


Subsistence Requisition New AIMS Web

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Q4: How do I remove a document which I uploaded by mistake?

A: Send us an email here, specifying the requisition number and the name(s) of the document(s) to be deleted. Documents will only be deleted if the requisition is still in progress.

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Q5: I cannot open a .eml file document. How do I do it?

A: Kindly contact IT Services to get help on this issue

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Q6: I have many items in my order but my vote(sub-project) does not have enough funds. Can I split costs against different lines in my requisition?

A: You can assign a different vote (sub-project) against each individual line by clicking on the applicable line in the requisition details section and then updating the applicable vote (sub-project) in GL Analysis section, as long as you have access to the different sub-projects. In this way, the cost may be split amongst multiple votes in the same requisition.

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Q7: I have 1 item in my order but my vote does not have enough funds. Can I "split" the row? 

A: Yes! Create 2 lines in the order for the same item, splitting the cost amongst them by choosing the applicable vote in the GL Analysis section.  As stated in the above Q6, you need to have access to the different sub-projects you are using. In the description for the item (or in the workflow log), provide information that refers to the use of different votes within the same requisition. This will avoid misunderstandings with the supplier, who may erroneously bring more items upon delivery.

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Q8: I cannot add or view documents. What can I do?

A: Older versions of AIMS Web opened uploaded documents in a different browser window.  This technique was prone to stop you from viewing documents if your pop-up blocker interfered.  Luckily, the new AIMS web opens documents in the same window:

Documents
 


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Q9: I cannot save my requisition. What is the problem?

A: When trying to save a requisition, you may be faced with error messages.


The new AIMS Web simplifies the error messages and warning and does not require you to click to see them all.  Answer to Q10 below will indicate one such description. If you cannot understand what the message is asking of you, do contact us, sending us a screenshot of the full error list.

 Error message

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Q10: An error says "You are not authorised for...". What should I do?

A: You may have chosen a vote (sub-project) for which you do not have access to.

If the wrong vote was chosen, select the correct one.

If you believe you should have access to the chosen vote, kindly send us an email here specifying the vote you need to have access to.

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Q11: I cannot approve a requisition. It says: "You must select a row". What should I do?

A: This issue should be rectified in the new AIMS Web.  However, if you happen to encounter it, contact us on our email here and we will take the necessary steps to rectify the situation. You may need to log out of AIMS and back in, and go to the approval task once advised to do so from our office.

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Q12: An error says "Illegal value entered". What does this mean?

A: You may occasionally face an error as shown below:


Illegal value 

 

AIMS expects certain fields to be filled in precisely. Many times, these fields are accompanied with a field help button Field Help. However, one may type in directly in these fields. Should AIMS not find the item you have entered, you will be presented with this error. In this case, the error is helping you determine which field has been wrongly filled.

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Q13: I cannot find my supplier? Who do I contact?

You must fill this form and submit it to Operations Department.

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Q14: I cannot find a product: Who do I contact?

A: You must contact Procurement on ext. 2215 and ask for the addition of a new product. Procurement might also guide you to use an existing product.

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Q15: Whilst trying to check the status of an active requisition through a workflow enquiry, the map does not show. What do I do?

A: Since the new AIMS Web does not open new windows to display content, the occurrence of this issue is highly unlikely. If you do stumble upon such a problem, get in touch with us.

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Q16: My supplier is foreign and payment is requested in the local currency. Is this possible?

A: Foreign currency payments are possible. When selecting a foreign supplier, a default currency is specified. On many cases, this would be the correct currency. When it is not, you can change it. In the requisition details section of the screen, locate the following:

Currency

The field offers field help functionality (Field Help). Press the button, and search for the needed currency

Domestic (local) suppliers have a default, non-editable currency of Euro (€)

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Q17: Can my order have different currencies?

 A: No. Create a separate requisition using a different currency for the supplier selected.

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Q18: My requisition takes long to load. What should I do?

A: When creating a requisition, ensure to not exceed 25 order lines. If you have more than 25 items to be ordered, split the requisition into 2 or more requisitions. You may use the same quotes and memos. Additionally provide relevant information that the requisition is being split into multiple requisitions.

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Q19: How do I copy report data to Excel?
A: For screens that include an Export button, click on Export, and choose Browser [.xlsx]. This will produce an Excel and download / open it on your computer.

Export Report
 

For screens that do not include the Export button, here is an easy solution which seems to work for major browsers:

  • Select everything in your window by pressing Control A
  • Copy to clipboard by pressing Control C
  • In Excel, paste by pressing Control V

  This method will copy everything, perhaps including items you may not want. You only need to remove those, or copy the rows you are interested in and paste them in another sheet.

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Q20: How do I book for less than a full day's worth of leave?
A: The Absence Entry Quick Guide goes into extensive detail describing how to take less than a full day's worth of leave. It is crucial to ensure filling your post first AND pressing the TAB button on your keyboard after changing the Hours field found in the Details section of the absence entry screen

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Q21: What does "Access to menu ID is denied" mean and how to I get around it?


 Access for menu denied


A: Sometimes AIMS will inform you that "Access to menu ID XX123 (code may vary) is denied".  This means that while the system did recognize that you are the owner of the task, your account is not presently equipped with the necessary roles to action it.  In these cases, get in touch with us, and we will grant the necessary roles to your account.  You will need to log out of AIMS and log back in to see the new access we would have granted you.

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Q22: I got a strange error while trying to perform Goods Receipting / Goods return. What does it mean?

A: When specifying your purchase order number in the Goods receipt or Goods return screens and face the below error, this means that you do not have access to the purchase order you are trying to load.  If this seems to be incorrect, please get in touch with AIMS office.

Goods receipting error

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Q23: How do I remove unwanted requisition lines?

A: Once a requisition number is generated, you can only "Close" any undesired requisition line(s); lines cannot be completely deleted. Use the Close button instead of the Delete button. This will put the quantity to zero and the status of the line will show as Closed. The resulting Purchase Order will not include closed lines.

Goods receipting error

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Q24: Can I use a tablet or smartphone to view my payslip?

A: Yes. Tap on the desired document; it will be selected. Change the view as per below picture, and your payslip will download on your tablet / smartphone.  Depending on your device, you may be required to open the downloaded file or it may open automatically.

Accessing payslip with a tablet / mobile 

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Q25: I booked for leave in summer but the screen shows 8 hours rather than 6. Why is this?

A: Kindly see your leave details report.  These will show you the correct figures.

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Q26: How do I modify/delete a leave transaction?

A: Check out our leave manual which offers exhaustive information on the leave application process.

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Q27: I suddenly can no longer access AIMS. What can I do?

A: There is more than 1 possible reason why you can no longer access AIMS.  A common one is that your current contract has not yet been renewed by HR.  We may grant you temporary access (1 day) so you can do any urgent AIMS-related work.

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Q28: Do I need to use AIMS for petty cash application purposes?

A: Yes. Upon initial allocation, the department will be required to raise a requisition so as to deduct the full petty cash amount from the budgetary allocation.  The department will later receive the allocation granted in cash.  There is no need for a goods receipt.

Kindly contact Financial Planning and Control within the Finance Office for details on how this works.

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Q29: What is an asset and what do I need to do to raise a requisition for an asset?

A: An asset is defined as an object or service whose benefits are consumed over a number of years rather than within a year.  AIMS will automatically determine if the product you are buying is an asset.  You will know this by looking at the GL Analysis section.  If you see a column called Asset, which will always default to the value ANK, this means you are buying an asset.

Following a new circular issued by AMU (Asset Management Unit) on 22nd November 2018, you are no longer required to ask AMU for asset codes. You can raise a requisition as usual, and AMU will receive the requisition for approval, creating asset codes and assigning them in the approval step. You can read their circular here.

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Calendar
Notices
Online Purchases - New Order Type in AIMS

A new order type has been created to cater ...
 
 
Last Updated: 11 February 2019

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