The BFS Warehouse Receiving Team is one of the main hubs for both small package (UPS, FedEx, etc) and pallet-sized deliveries of material for business groups across the University of Texas Main and PRC Campuses. The Receiving Team processes dozens of POs daily ensuring all items are accurately logged, inspected, placed into stock for purchase or staged for pickup by the appropriate department or storage location.

• Our team provides fast, friendly service to walk-up customers, averaging 55 transactions per day with average wait times under 2 minutes and average total service times under 10 minutes. Additionally, material can be pre-ordered using the AiM Pick Ticket function for speedier service.
• Material Purchases over the counter from the BFS Warehouse require an active AiM Work Order for the material to be charged before any material can be released.

The BFS Warehouse Team is responsible for accurate tracking, control, and optimization of materials stored across the BFS Warehouse footprint. With over 13,000 unique part numbers in stock, and an inventory value of $3.5 million, our team ensures that essential supplies are available when and where they’re needed in support of the operational continuity of the University of Texas at Austin.

• Key Responsibilities
  • Inventory Accuracy: Conducting regular cycle counts to maintain and confirm inventory records and reduce discrepancies.
    • Stock Optimization: Monitoring usage trends and lead times to ensure optimal stock levels and minimizing unnecessary overstock or material shortages.
    • Data Integrity: Maintaining up-to-date receipt and issue records in AiM and Points Plus ensuring accuracy and transparency in both inventory and material charges to Work Orders.
    • Support Services: Collaborating with the Satellite Warehouse teams to ensure seamless material flow and availability
• Main Warehouse (FC3) Catalog (Excel)
• Main Warehouse (FC3) Catalog (PDF)
• PRC Warehouse (Bldg 25) Catalog (Excel)
• PRC Warehouse (Bldg 25) Catalog (PDF)

The Warehouse Transfer process, new to AiM, enables seamless movement of material from the BFS Hub Warehouses to any of the 20+ satellite warehouse locations across the University of Texas at Austin. This internal transfer method is designed to be fast, transparent, and efficient, eliminating the need for a Work Order to purchase material while maintaining full traceability of both quantity and cost.

• No Work Order Required: Transfers are initiated and completed without the need for a formal work order, streamlining the process for satellite warehouse teams.
  • Real-Time Inventory Control: Once materials are received at the satellite warehouse, they can issued as needed immediately.
  • Cost and Quantity Tracking: All transferred materials retain the cost and quantity data at the time of transfer ensuring accurate inventory and cost reporting in the satellite warehouses.
  • System Integration: Warehouse Transfers are processed and recorded in AiM, maintaining visibility and accountability across all warehouse locations.
  • Reduction of procard and purchase order transactions from satellite locations by direct transfer of needed materials.
• Satellite Warehouse Transfer Request Form
• Tentative Satellite Warehouse Delivery Schedule

Part Creation allows for the formal addition of new materials and a corresponding part number into the AiM Inventory system. This ensures that all stocked items – whether centrally stored or unique to a specific satellite warehouse – are properly catalogued, tracked, and available for use and allows for consistent part numbers across the full UT Austin enterprise.

• How It Works
  • New Part Request: A request is submitted to the BFS Warehouse team by an authorized department representative.
    • Part Evaluation: The request is reviewed to determine if the part already exists under an already active part number (manufacturer part number) or if it qualifies as a new addition.
    • Part Setup: If approved, a new part number is created in AiM, including:
      • Part Description
      • NIGP Commodity Code
      • Unit of Measure
      • Manufacturer and Model #
      • QR Code Scannable Bin Label
• Part Add Request Form
• New AiM Part Adds
• QR Code Bin Label Form (Main Campus)
• QR Code Bin Label Form (PRC)

The Virtual Bin service is a flexible inventory solution designed to support the unique material needs of satellite warehouses across the University of Texas at Austin. This service enables the acquisition and direct deployment of specialized, oversized, or otherwise difficult-to-store items store (e.g   4 x 8 pieces of sheet metal) without requiring stocking centrally or a work order.

• Direct Procurement: Materials are ordered as stock using the BFS Warehouse account
  • Drop Shipment: Items can be shipped directly to the satellite warehouse or picked up directly from the BFS Receiving Team.
  • Virtual Bin Assignment: Upon receipt, the material is assigned to a designated virtual bin in the BFS Hub Warehouse inventory.
  • Warehouse Transfer: Quantity and Cost are immediately transferred from the hub to the stocking satellite warehouse, ensuring accurate cost and inventory tracking.

The Kitting service provided by the BFS Warehouse department is designed to support large-scale projects by consolidating received materials from various vendors and sources into single, organized “kit”. This service ensures that all project specific parts are collected, stored, and kept together until the entirety of the project materials have arrived and the project is ready for scheduling and completion.

• Staged Collection: Materials are received and stored on a dedicated pallet, or multiple tracked bin locations until the full project ‘kit’ is ready to be installed.
• Multi-Vendor Coordination: Supports projects with staggered lead times and deliveries from multiple suppliers or shipping locations.
• Inventory Visibility: Each PO#/WO# bin location is tracked ensuring transparency, and ease of pickup by the Project groups when the kitted project is ready to proceed.