Shop@UW FAQ

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MD Numbers and Passwords

How do I get an MD number?

UW-Madison Customers should visit this website to complete the appropriate form: www.bussvc.wisc.edu/shopuw/account.html. Customers outside UW-Madison should contact Customer Service to request a new account form: ShopUW@bussvc.wisc.edu or 608-497-4400.

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


2. Check your internet browser. We strongly suggest you use Internet Explorer for Shop@UW purchasing.


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 know your current password, log into Shop@UW and click the "MD# Password Page" link on the tan navigation bar on the left-hand side of the screen. If you do not know your current password, contact Customer Service at ShopUW@bussvc.wisc.edu or 608-497-4400. For security purposes, we can only give password information to an account holder.

Help, I forgot my password/MD number!

If you forgot your password or MD number, please contact Customer Service at ShopUW@bussvc.wisc.edu or 608-497-4400. For security purposes, we can only give this information to a listed account holder.

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 Preposting 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: 985061


Grainger: Visit the following website to have a catalog sent to you: https://jacksongroup.grainger.com/CatalogRequest/ExternalRequest.aspx.


VWR: Visit the following website to have a catalog sent to you: https://us.vwr.com/store/content/externalContentPage.jsp?path=/en_US/the_vwr_catalog_2009_2011.jsp.


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.


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 informaiton 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 yoru order hasn't actually arrived without your knowledge. This is especially true with purchases that appear in the Invoice Status 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.
cart print icon

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
  • 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 http://www.bussvc.wisc.edu/shopuw/links/InstructionGuides/BasicShopping.pdf.

Understanding Unique Functions on Punch-out Vendor Web Sites

EIS: Using the Search Field to Find Ink and Toner

At the top of the EIS punch-out welcome screen is a search field for finding ink and toner. If you do not see the search field when the welcome screen opens, use the browser window scroll bar and navigate to the top of the web page.Use the browser scroll bar to navigate to the top of browser window.

Type a printer manufacturer, model number, or cartridge item number in the Search box outlined below. Type a printer manufacturer, model number, or cartridge item number in the Search box.

IDT: Fill in Required Fields at Checkout

Before you can return 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

First-time User Detail Screen

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.
Qiagen availability

The "Inquire" icon provides a link that opens an information pop-up window that explains generic availability status.
Qiagen inquire popup box

(Added 9/23/2015) 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

(Added 5/31/2016) Staples: Ordering Office Supplies and Custom Stamps

  1. Custom stamps are available from the punch-out. Click on Browse Categories and look for the custom stamps in the list.
    Staples Custom Stamps

    Please review an example about ordering a custom stamp (PDF available).
  2. Are Staples favorites gone in Shop@UW? The Staples favorites that many Shop@UW shoppers had created from the hosted catalog may seem to have disappeared; but, they are still there. Click on the "Display items that are no longer available" checkbox (Figs. 1 & 2) found at the top of a personal favorites folder.
    Figs. 1 & 2
    Staples - checkbox to display items that are longer available
    Staples showing favorites that are no longer available.

    Although shoppers are no longer able to add a favorite from the Staples hosted catalog to a cart, you can use the item number from the old favorites list to create a new personal list at the Staples punch-out.
    Fig. 3
    Create a personal list on the Staples punchch-out.
  3. See the Messages link in top navigation area in the punch-out about 1% rebates on orders over $75 and blocked items.
    Staples Messages
  4. Use the Punch-out function called My Order Status to review if orders are pending, processed, shipped, etc. Please note the Order Tracking and Returns buttons.
    Staples Punch-out My Order Status
  5. Orders can also be returned from the Online Return. The My Order Status screen displays a Returns button and keeps track of the order progress.
    Staples Returned Order
  6. Recently Purchased link shows items from orders from entire organization.
    Staples Recently Purchased Products
  7. Create new personal favorites in the Your Personal Lists in the new punch-out configuration.
    Staples Your Person aLists
  8. Packing Slip Note is not used by Shop@UW.
    Staples Packing List Note
  9. View Project History link is not used by Shop@UW.
    Staples View Project History

Shipping/Returns

Do you charge for shipping?

Please refer to the Shipping Charges web page for information about shipping charges for each supplier.

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?

Please visit the Returns page for more information. To request a pickup (Madison area only), please use this online form.

How do I return my empty gas cylinder?

Madison Customers: We will pick up your empty gas cylinders and return them for you. Simply visit the following website, follow the directions and complete the form: www.bussvc.wisc.edu/shopuw/GasPickUp.html.


Please note that we cannot pick up cylinders without caps. To obtain a cap, please contact the local Airgas Representative, Alan at 608-241-1736.


Shop@UW FAQ