University of Wisconsin–Madison

Default Funding

Using the Default Funding Update Tool

Review the next section that contains a quick-start and screen shots and illustrates the navigation for logging on to use the Shop@UW (MDS) Default Funding Update application.

Download the User Guide (PDF with screen shots).

Getting Help with the Default Funding Update Tool

If you are experiencing problems with the Shop@UW Default Funding Update Application or have questions, please contact Customer Service at 608-497-4400 or 800-662-1727 or by e-mail at ShopUW@bussvc.wisc.edu.

Consider the Following Example

A customer changes their default funding string on their MD number first thing in the morning and then places an order to Staples. Later that same day, the customer changes their default funding string a second time and then places an order to Fisher Scientific. The Staples order and the Fisher Scientific order will both be associated with the value of the default funding string from the second change. The first funding change will be over written with the second change of the day. Whatever default funding is active in the account at the end of the day will be assigned to all purchases from that day.

Your purchases are associated with your account’s default funding string and all invoices are processed in nightly batches – NOT at the time of your purchase. It is not practical to frequently change your default funding string in attempts to associate different funding strings with different orders. Please keep in mind that the Pre-posting Allocation Tool (PAT) is available to reallocate any of your Shop@UW invoices to appropriate funding before the charges are posted to the Shared Financial System (SFS).

List of Possible Funding Errors

  • Account Code is Budgetary Only

    The account code you have entered is not valid for use. Please make sure that you have entered a valid four digit account code.

    Please contact your Dean’s Office or Division Office for questions regarding funding. UW-Madison customers may also refer to Accounting Services Coding Information for assistance.

    ChartField Error: Account Code is Budgetary Only

  • DeptID Not Valid

    The Department ID entered does not exist or a legacy UDDS (beginning with “A”) was used instead of your SFS Department ID. You must enter a valid Department ID.

    Please contact your Dean’s Office or Division Office for questions regarding funding. UW-Madison customers may also refer to Accounting Services Coding Information for assistance.

    ChartField Error: DeptID Not Valid

  • Fund Not Valid

    You must enter a valid 3 digit fund number as part of the funding string. Check the fund entered to verify that it is correct.

    Please contact your Dean’s Office or Division Office for questions regarding funding. UW-Madison customers may also refer to Accounting Services Coding Information for assistance.

    ChartField Error: Fund Not Valid

  • MSN(E03) Program Invalid for Fund/ProjectID

    This error can occur if the combination of the Department ID, fund, and Project ID is not allowed to be used together. Basically, the Department ID is not allowed to spend against the type of fund you are trying to use associated with the project ID that was entered. First verify that you have entered the Department ID, fund, and Project ID correctly.

    If you are still having difficulty, contact your Dean’s or Director’s office to determine what Project ID should be used. If you are at UW-Madison you may also contact Research and Sponsored Programs (RSP) for further assistance at 262-3822.

    ChartField Error: MSN(E03) Program Invalid for Fund/ProjectID

  • MSN(E04) Program Invalid for Fund/ProjectID

    This error can occur if the 1 digit Program Code you are trying to use is not allowed to be used with your project ID and funding source. Only certain Program Codes can be used for this type of funding. Contact your Dean’s or Director’s office to determine what Program codes are allowable with that Project ID. UW-Madison customers may also contact Research and Sponsored Programs (RSP) at 262-3822 for further assistance with Project ID issues.

    ChartField Error: MSN(E04) Program Invalid for Fund/Project

  • ORGEDIT: Fund-Program Invalid for Dept

    The department entered into the funding field is not able to use the combination of values entered into the Fund and Program fields. Certain departments have specific funds that are available to them and that can only be used with specific program codes.

    Please contact your Dean’s Office or Division Office for questions regarding funding. UW-Madison customers may also refer See Accounting Services Coding Information for assistance.

    ChartField Error: ORGEDIT Find-Program Invalid for Dept

  • Program Not Valid

    You must enter a valid Program code as part of the funding string. Check the 1 digit Program Code to verify that it is correct.

    Please contact your Dean’s Office or Division Office for questions regarding funding. UW-Madison customers may also refer to Accounting Services Coding Information for assistance.

    ChartField Error: Program Not Valid

  • Project ID Not Valid

    This error can occur if the project ID you are using does not exist yet in the system or has been entered incorrectly.

    Contact your Dean’s or Director’s office to determine what Project ID should be used. UW-Madison customers may also contact Research and Sponsored Programs (RSP) at 262-3822 for further assistance with Project ID issues.

    ChartField Error: Project ID Not Valid

  • Project is Inactive

    The Project ID you are attempting to use is not currently active. Contact your Dean or Director’s office to determine what Project ID should be used. UW-Madison customers may also contact Research and Sponsored Programs (RSP) at 262-3822 for further assistance with Project ID issues.

    ChartField Error: Project is Inactive

  • End Dates are Outside the Project Dates

    This error can occur if the project ID you are using is invalid or if the project has closed or ended and is not available. Verify that the Project ID you are entering is correct. This error can also occur if you do not enter the full 7 digit Project ID and instead enter the 4 digit Legacy Account such as HN44 instead of 144HN44. If you are still having difficulty, contact your Dean’s or Director’s office to determine what Project ID should be used. If you are at UW-Madison you may also contact Research and Sponsored Programs (RSP) for further assistance at 262-3822.

    ChartField Error: End Dates are Outside the Project Dates

  • Payment Dates Outside the Project Dates

    Today’s date does not fall within the specified dates of spending for the grant. Be sure that your funding is valid for the current fiscal year. You may not yet be authorized to spend from this project. Contact your Dean’s or Director’s office to determine what Project ID should be used. If you are at UW-Madison and you know that you should be able to spend against these funds or have been granted pre-award spending on this project, contact Research and Sponsored Programs (RSP) for further assistance at 262-3822 and ask the accountant that handles your project to make sure the dates are entered correctly to allow spending.

    Chartfield Error: Payment dates Outside the Project Dates

  • Today's Date (Jrnl Date) is Outside Project Dates

    Spending is not currently allowed on the project ID that has been entered in the funding field. Be sure that today’s date is within the project dates and that your funding is valid for the current fiscal year. Otherwise, you may not yet be authorized to spend from this project. Contact your Dean’s or Director’s office to determine what Project ID should be used. If you are at UW-Madison only and you know that you should be able to spend against these funds or have been granted pre-award spending on this project, contact Research and Sponsored Programs (RSP) for further assistance at 262-3822 and ask the accountant that handles your project to make sure the dates are entered correctly to allow pre-award spending.

    ChartField Error: Todays Date (Jrnl Date) is Outside Project Dates

  • Wrong Program for the Account

    This error is encountered if the 1 digit SFS Program Code entered is not allowable for use with the Account specified. Only certain Program Codes can be used with certain Accounts.

    Please contact your Dean’s Office or Division Office for questions regarding funding. UW-Madison customers may also refer to Accounting Services Coding Information.

    ChartField Error: Wrong Program for the Account

Quick Start Guide

  1. Use this link to access the application.
    Login to Update Default Funding button/link
  2. Choose the appropriate campus from the list and click the “Select” link. Enter your user ID and password specific to your campus to login.  At UW-Madison, this is your NetID (also used to login to My UW).
    Logon screen allow access to the tool for all UW System campuses.
  3. Read the disclaimer carefully. Once you have finished, choose “I understand” and click “Continue.”
    Acceptance screen for changing the default funding.
  4. Enter your parent account (to work with multiple accounts at once) or MD number and click “Continue” to begin.
    Enter email or MD account number.
  5. The MD number, account name, contact, UW System campus, and default funding will appear for the Shop@UW account(s) you have chosen.  To change the default funding associated with an account, check the box to the left of the MD number, enter the new valid funding string in the boxes below your account information and click “Assign Default Funding to all checked MDS Accounts.”
  6. Once the new funding is entered, the change will be reflected in the table. Be sure to check that the account was updated successfully by looking for the status shown above you MD number.
  7. To continue click on the “Enter new Parent Account or MD#”  link to choose a different account to update.
  8. For changes related to contact name or address information please contact Customer Service either by phone at 608-497-4400 (800-662-1727) or by email at ShopUW@bussvc.wisc.edu.