University of Wisconsin–Madison

Shop@UW FAQ

MD Numbers and Passwords

MDS Service Assessment

  • Why am I being charged a Service Assessment?

    Historically, specific discounts from each Shop@UW vendor funded the operational costs of the Materials Distribution Services (MDS) services that support purchase of those vendor’s products through Shop@UW.   These MDS services include a single point of contact with the UW System, efficiencies from electronic order placement and invoicing, centralized customer management, prompt payment, and in some cases, centralized receiving.  All discounts for support of these services are in addition to item or category-level discounts established through competitively awarded contracts, but these specific discounts have not historically been passed on to Shop@UW customer accounts.

    To provide complete transparency to Shop@UW users, UW has decided to pass these discounts along to Shop@UW customers.  A MDS Service Assessment will also be calculated and included in the final cart review step.  The final cart review screen will clearly identify the discounts and MDS Service Assessment.  Additional details will also be available for each item by clicking on a single hyperlink.  In accordance with federal accounting standards and guidance, the service assessment is calculated to recover only the costs of the Shop@UW operation, and will be adjusted annually.

    As Shop@UW transitions to this new methodology, MDS staff and UW-Madison’s Division of Business Services appreciates your support and understanding.  We look forward to continuing to work with all of our UW customers to provide efficient order and billing for commonly purchased items.

    If you have any questions about this change, please do not hesitate to contact Shop@UW customer service at 608-497-4400 or shopuw@bussvc.wisc.edu

  • How is the Assessment calculated?

    The calculation depends on where the item is located, how the item will be shipped and who the vendor is. We are unable to give a set rate on how much the item would be prior to the final cart review step but for most vendors the assessment can vary between 2 and 7%, with the average being between 4 and 5%.

    The prices of items available for purchase from the MDS Warehouse have been lowered from suggested retail price to the base price. As a result, there is no discount for these purchases and the assessment is around 17%.

  • I have a quote from a vendor. Is the Service Assessment included?

    The Service Assessment is not included in vendor quotes. The fee would be added to your purchase because it would still be processed through Shop@UW and delivered by our MDS trucks.

  • Will my grant allow this new fee?

    Per Research and Sponsored Programs (RSP), the MDS Service Assessment costs are part of the total cost of acquisition. As a result, they are allowable direct costs on sponsored projects and should be charged to the same funding string as the purchased item.

Account Information: Parent/Child Accounts and PAT

  • What are parent/child accounts?

    Parent/child accounts are a service provided to individuals who manage multiple MD accounts for their department. The parent/child account allows one individual to make purchases and to monitor the activity of any MD account they control. This is all done without disturbing the login process for the assigned MD account holder.

    Parent/child accounts are activated and updated by Shop@UW staff. To request a parent/child account, please contact Customer Service: 608-497-4400 or ShopUW@bussvc.wisc.edu.

    Parent/Child Account Entry: http://mds.bussvc.wisc.edu/order/parent_default.asp

  • How can I split or reallocate costs between my funding?

    Use the Pre-Posting Allocation Tool (PAT) to change or split the funding for Shop@UW purchases before they are posted to WISDM. Transactions for each account are posted in PAT on a nightly basis. Department representatives may then login to PAT and adjust/allocate the funding for those transactions. On the third business day of the following month at noon, transactions will be locked and further changes will not be allowed within PAT. After the transaction has posted to WISDM, you will need to use a Non-Salary Cost Transfer to rellocate the expense.

Ordering/Order Status

  • How do I order a record storage carton?

    Log in to Shop@UW with your MD number and password. From the store lobby screen, type “record storage” into the search box in the top left corner of the screen.

  • How do I order a vendor catalog?

    Staples Advantage: Add the following item to your Staples order: 24180910

    Grainger: No longer has catalogs available

    VWR: No longer has catalogs available

    Fisher Scientific: In the Shop@UW site, type the following in the search box on the top left side of the screen: “9999”.

  • How do I check the status of my order?

    Shop@UW offers resources inside the website for order investigation. They are located in the tan navigation bar on the left-hand side of the screen when you first log in.

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    The “Outstanding Orders” page identifies pending orders. Orders appear here for one of two reasons: 1.) An item is back-ordered (Check the “Shipped” and “Ordered” columns. If the Shipped quantity is smaller than the Ordered amount, the item is back-ordered) or 2.) The order is “in transit” between the Shop@UW website and the vendor’s ordering system (this does not mean that the order is on hold).

    The “Recent Invoices” page provides a snapshot of your last 60 days of purchases. The information is presented in invoice form. Simply click on the invoice number to see a copy of the invoice.

  • Help, I haven't received my order yet!

    In all cases, we urge you to first check with the building dock to ensure your order hasn’t actually arrived without your knowledge. This is especially true with purchases that appear in the Recent Invoices page.

    If the item you’re waiting for is back-ordered, contact the vendor of that product to get a delivery estimate.

    If you still haven’t received your goods and the order has been sitting in the Order Status page for more than 2 business days, please call Customer Service at 608-497-4400.

  • How do I create a cart for a supervisor to submit?

    What is needed is commonly called “workflow” and regrettably, the modules that are currently implemented for the first phase of the Shop@UW project do not support workflow. Various ways of addressing this need–for it is a real need heard from many people–have been explored and the following outboard workflow processes are recommended.

    • If the user has a child MDS account, the cart created from the child account can be saved and then let the person with parent account approve it by being the one to send the order. For more information, see parent/child account question above.
    • If the user has a MDS account that isn’t a child account, the user will have to create a cart, add items to the cart, print off or save as a PDF, and send the print output to an admin who has an MDS account and can re-create and submit the order.
    • If the user has no MDS account, the user may log into the system as a guest, via the Guest User access point, create a cart, add items to the cart, print off or save as a PDF, and send the print output to an admin who has an MDS account and can re-create and submit the order.

  • Why does the Shop@UW search results window display "Getting LivePrice" or "Order from Supplier" instead of a price?

    Users will notice two different system display messages where the price is displayed:

    1. Getting Live Price

    • The price is obtained from the supplier’s punch-out web site.
    • “Getting LivePrice” text changes to the actual price.

    getting LivePrice in search results window

    LivePrice display in search results window

    • LivePrice shows a special icon LivePrice icon next to the price.
    • “Add to Cart” button available in the search window without leaving the Shop@UW site.

    2. Order from Supplier

    • The “Order from Supplier” text is hyperlinked and navigates directly to the item on the supplier’s punch-out web site.

    display "Order from Supplier" in search results

Understanding Unique Functions on Punch-out Vendor Web Sites

  • IDT: Fill in Required Fields at Checkout

    Before you can purchase an item from the IDT punch-out, the user will need to fill out a PI (Principal Investigator) name—both the first name and last name. If you are not ordering for a PI, please fill out the name of the person who will be receiving or using the product.

    For example, at the IDT shopping cart (shown below), press the Checkout button.
    IDT Required fields when checking out.

    IDT will not allow orders without a filled in first name and last name. If you are not ordering for a PI, please fill out the name of the person who will be receiving or using the product. To complete the order at the IDT punch-out site:

    1. Select a Spec Sheet Option.
    2. Enter a name in the PI First Name field.
    3. Enter a name in the PI Last Name field.
    4. Click on Submit.

    IDT Required fields examples.

  • Newark: First-time User Detail Screen and BOM Function

    The first time a user accesses the Newark punch-out site from Shop@UW, the user is presented a User Detail screen. There are four fields of information to enter: First Name, Last Name, Email Address, and Phone Number. Please enter information in all four required fields and click on the “Submit” button.
    First punch-out screen for Newark.

    This information is only asked for the first time the punch-out is accessed with a unique MD customer account. It is not used for contact information for the PO but to keep the MD customer account distinguishable at the punch-out.

    BOM (Bill of Materials) Function

    Users may elect to use the BOM function to upload multiple lines of items for an order from a template that can be created from an Excel format.

    Click on the “Order” dropdown menu and select “Submit BOM.”
    Dropdown menu to select Submit BOM screen shot.

    Follow the online instructions for using the BOM function.
    Submit a Bill of Materials (BOM) web page screen shot.

  • Qiagen: Checking Product Availability

    After items are added to the Qiagen shopping cart on the punch-out web site, click on the “Continue” button. The shopper is navigated to the Order transmission screen to show whether the item is available immediately or if the item will ship at a later date. If the item is available, a green “Available” icon appears in the item description field. If the item is not available, a yellow “Inquire” icon appears in the item description field.

    The “Inquire” icon provides a link that opens an information pop-up window that explains generic availability status.

  • VWR International: Cost Savings/Selecting Alternate Product Function

    VWR has enhanced the Shop@UW punch-out website with a function that shows cost saving alternatives while shopping. The cost saving alternative function is only available when shopping at the VWR punch-out that is accessed by MD accounts that login via Shop@UW.

    VWR is displaying an icon that looks like a green price tag next to the price of items if there are other exact matches (Fig. 1). If a customer adds an item to the shopping basket and it has an exact match, VWR will provide a link to another window that will show all of the items that are an exact match and the cost savings available.

    Fig. 1 illustrates the green price tag icon next to the item price.
    VWR Cost Savings Alternative review suggestions in the shopping basket

    The customer may elect to replace the lower cost item in the shopping basket while reviewing the cost saving alternatives window (Fig. 2).

    Fig. 2 illustrates the reviewing cost savings alternatives window.
    reviewing the cost saving alternatives window

Shipping/Returns