How can I send orders to various addresses/individuals after November 1st?
All orders must be shipped to a pre-approved address. Use the Account Revision Request form to add an additional ship-to address. Notify individuals on the approval route prior to submitting the request to ensure timely approval.
The contact name and reference field will remain editable. If possible, utilize these fields rather than adding an entirely new address.
How can I update the funding on my account after November 1st?
Use the Account Revision Request form to request an update to your funding prior to making your purchase. Please note that the request must be approved and processed before the change will reflect on your account.
If you are unable to update the funding prior to placing the order, use the Pre-Posting Allocation Tool (PAT) to re-allocate the funds after the order has been invoiced.
I am a parent account user. How can I make purchases after November 1st?
Create an MD account specifically for “Parent” purchases, using the Pre-Posting Allocation Tool (PAT) to re-allocate funds after the order has been invoiced. Otherwise, you may make purchases directly through a Child Account.
Is the Reference # listed in the Shipping Information included on the shipping label?
The reference number should be on the label most of the time. However, at times our vendors utilize a 3rd party vendor and we cannot guarantee they will have the reference number on their shipping labels.
Why does my application seem to require duplicate information?
The form uses conditional logic which populates the page with questions based on the check boxes selected. It is possible you’ve selected an option that uses the same questions as another option.
For example, when selecting Re-activate an MD account, the form requests the Primary Contact Information to be inputted. Therefore, it is not necessary to also select Update Primary Contact when re-activating an account.
How long will it take for my request to be processed?
The approval process will depend on the Manager and CFO on the approval route. If you have not received an automated email informing you the application has been approved, please follow-up with those individuals.
Once the application is approved, Shop@UW customer service receives a notification to process the request. Please note that processing times are averaging 3 business days at this time.
If you would like a status update on your application at any time, please contact Shop@UW customer service at (608) 497-4400 or ShopUW@bussvc.wisc.edu.
I am a current Shop@UW customer. Will I have to complete the mandatory training after December 1st?
Yes, all customers with an active Shop@UW account will be required to complete the upcoming mandatory training. However, there will be a time-frame established for you to complete it without having the account inactivated. More information on Phase 3 will be released at a later date.
MD Numbers and Passwords
How do I get an MD number?
Please complete the new account set-up form for your campus. New accounts require both a departmental (chair) and division (dean) level signature, and the persons signing cannot be named on the account.
The form may be faxed, scan/emailed, or mailed back to Shop@UW. Once we receive a completed form, the account will be set up and ready within one to two business days.
Contact Customer Service at ShopUW@bussvc.wisc.edu or 608-497-4400 if you have any questions.
I have an MD number but I can't connect to the Shop@UW site!
1. Are you entering your MD number correctly? The format is MD12345
3. Still no luck? Contact Customer Service at ShopUW@bussvc.wisc.edu or 608-497-4400.
How do I change my Shop@UW password?
If you are able to log in to your MD account, there is a link to the Password Update page in the Store Lobby.
If you are unable to log into your MD account, contact Customer Service at ShopUW@bussvc.wisc.edu or 608-497-4400 to request a password reset.
Help, I forgot my password/MD number!
Contact Customer Service at ShopUW@bussvc.wisc.edu or 608-497-4400 to obtain your MD number or request a password reset. For security purposes, we can only give this information to a listed account holder.
MDS Service Assessment
Why am I being charged an assessment on my Shop@UW orders? What changed?
The MDS (Shop@UW) operation is classified as a major auxiliary unit on the UW Madison campus and therefore it is an entirely self-supported unit. MDS does not receive any central funding, it does not receive any portion of the indirect cost rate charged to sponsored dollars, and it is not part of the central service assessment. Historically, MDS had utilized discounts we receive from Shop@UW vendors to help fund the operational costs of Materials Distribution Services (MDS). These discounts are the result of certain benefits our vendors realize from being on Shop@UW including central customer management, prompt payment, a single point of contact for receivables, electronic invoicing, and in some cases centralized receiving. A recent review of this practice by the Federal Government resulted in a change to our funding model. To ensure compliance with our campus’s most recent federal disclosure statement and to provide complete transparency these discounts are now passed along to our Shop@UW customers. As a result, the MDS Service Assessment was implemented as the sole means to recover the operational costs of MDS.
The MDS Service Assessment on my order is seems high.
The MDS Service Assessment varies by vendor depending on the level of service MDS provides to that vendor and is assessed as a percentage of your total order. Therefore, larger orders are charged a higher assessment. We evaluated various options for determining the amount of the MDS Service Assessment on an order and it was decided that calculating the assessment based on a percentage of the total order was the most equitable option. Please note that the MDS Service Assessment is designed to only recover the costs of the Shop@UW portion of the MDS operation and that it will be adjusted every two years at a minimum to prevent over/under recovery of expenses from year to year.
How is the MDS Service Assessment calculated?
There are two components in the calculation of the MDS Service Assessment, the discount and the MDS Service Assessment itself. (see Q1 for discussion of what the discount is) Both the Discount and the MDS Service Assessment vary by vendor depending on the level of service MDS provides to the vendor and both are calculated as a percentage of your total order. The MDS Service Assessment is always calculated after the discount is taken. So for example if a customer places a $100 order with XYZ vendor and the discount from XYZ vendor is 2% and the MDS Service Assessment is 3% then the net price the customer would pay on that orders is $100.94.
Discount: $2 ($100 x 2%)
MDS Service Assessment: $2.94 ($98 x 3%)
Grand Total: $100.94 ($100 – $2 + $2.94)
My order is being shipped directly from the supplier, MDS isn’t delivering it, why do I still have to pay the MDS Service Assessment?
MDS provides a number of services to the Shop@UW vendors and Shop@UW customers beyond re-delivery to campus. For example, our vendors benefit from MDS serving as a central point of contact for campus, we provide central customer management, we are a single point of contact for receivables and we offer electronic order submission and receipt of invoices. Our customers benefit from consolidated billing and a central point of customer service for all Shop@UW vendors. MDS processes and prepares over 250,000 vendor invoices for payment annually.
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.
Where can I get tracking information for my order?
Please contact the vendor directly to obtain shipping estimates or tracking information. Refer to the Vendor Information page for contact information.
Do you charge for shipping?
Shipping charges depend on the vendor. Please refer to the Vendor Information page to see what vendors charge for shipping.
Why does my ship-to address say Verona? (Madison area customers only)
Madison area customers will see the correct street address and wrong city-state-zip showing on their orders. The “Verona, WI 53593” address lines directs vendors to deliver product to our Verona warehouse for distribution to customers’ local street addresses.
How do I return a product?
Returns depend on the vendor. Please refer to our Returns page to learn more about how to request a return.
How do I return my empty gas cylinder?
**Madison Customers Only** Airgas will pick up your empty gas cylinders and return them for you. Simply follow the directions and complete the Gas Cylinder Pick-up Request Form.
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.
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 for the parent account user to review, approve, and send the order. For more information, see parent/child account section below.
- 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.
- LivePrice shows a special 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.
- Add item to cart on the punch-out site.
- Click on the punch-out site “check out” button or link and, continue clicking through the punch-out site to return the order to the Shop@UW shopping cart.
- Review documentation about punch-out suppliers at https://shopuw.wiscweb.wisc.edu/wp-content/uploads/sites/63/2018/06/BasicShopping.pdf
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.
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 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:
- Select a Spec Sheet Option.
- Enter a name in the PI First Name field.
- Enter a name in the PI Last Name field.
- Click on Submit.
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.
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.”
Follow the online instructions for using the BOM function.
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.
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.
Am I using the recommended version of my browser?
Internet Explorer (IE) – Only Version 11
Edge – latest version with Windows 10
Chrome – latest version – automatically updated by Google
Firefox – latest version – automatically updated by Mozilla
Safari – 4.0 and higher
Firefox – latest version – automatically updated by Mozilla
Safari – embedded browser within the iPad
*Although Safari is supported, not all Supplier punch-out sites support this browser.
**Although iPad is supported, not all Supplier punch-out sites support use of this device.
How do I clear my browser cache and cookies?
Please see instruction found in the UW KnowledgeBase for clearing browser cache and cookies.