Shop@UW Top News Stories

See articles from 2016, 2015, 2014, and 2013. Scroll through the list of articles listed in the panel on the left.


Dell Warranty Extensions Now Available via Shop@UW

(November 2016)

Dell Warranty extensions are now available for purchase via shop@UW. If you have questions about how to enter a quote, please go to the KnowledgeBase, How to Access Non-Catalog Dell Quotes During a Punch-Out Session. If you have questions about products or options, please contact our Dell Sales Representative.

Shop@UW is the preferred method for purchasing all Dell products.


Toner and Other Printer Consumables

(November 2016)

The State of Wisconsin has awarded contracts for new and remanufactured toner for printers manufactured by various companies.

These contracts are mandated for use by state agencies, including the University of Wisconsin.

Please find below the information regarding these contracts and instructions for purchase through Shop@UW:

New Toner

As per mandatory contract 505ENT-M14-OFFSUPPLY-01, STATEWIDE GENERAL OFFICE SUPPLIES AND NEW TONER, your order for new toner must be placed with Staples on Shop@UW. If you have questions or special request items that are not on Shop@UW, you should contact our sales representative at:

Charlene Pleiss, charlene.pleiss@staples.com, 608-497-4409

Remanufactured Toner

As per mandatory contract 505ENT-M13-REMANTONER-01, STATEWIDE REMANUFACTURED TONER AND INK PRODUCTS, your order for Remanufactured Toner must be placed with EIS Office Solutions, on Shop@UW. If you have questions or special request items that are not on Shop@UW, you should contact our sales representative at:

Lisa Martin – Customer Representative, Lisa@eisoffice.net, 1-877-557-7300, ex.202.


Thanksgiving Holiday Hours for MDS

(November 2016)

MDS will be closed on November 24, 2016, due to the Thanksgiving holiday. Because of limited staffing on November 25, 2016, MDS will not be performing normal business deliveries to buildings. MDS will have some staff available to accept deliveries from vendors and will be preserving perishable items per vendor specifications. If you are expecting a time sensitive delivery around this time, please notify Shop@UW customer service so that the delivery can be handled appropriately.


Three New Links Added to the “Leave Shop@UW to External Links” Showcase

(October 2016)

Three new links have been added to the “Leave Shop@UW to External Links” showcase for UW-Madison: 1) UW Carbone Cancer Center; 2) B&H Photo; and 3) UW Skin Disease Research Center. External links are added to Shop@UW as a convenient way for shoppers to quickly access a site where the information or services are needed but the vendor is not currently included as a hosted or punch-out catalog.

new external links for UW-Madison


Shop for Items in Shop@UW First

(October 2016)

The most common laboratory supplies and equipment, offices supplies, computers and peripherals, toner, specialty gases, janitorial, and maintenance and repair items can be found at Shop@UW, the University’s eCommerce portal. Need more reasons to use Shop@UW?

Some punch-out vendors found in Shop@UW offer a quotes or quote-to-order function for those times when items are not found or special pricing, lot numbers, or quantities are needed. For these situations and when purchasing equipment please call the vendor sales representative who can prepare a quote so the shopper may add it to their Shop@UW cart and order. Find information about the quotes function on the Shop@UW website, at the Tutorial Index, and under the heading “Punch-out Sites: Using Quotes & Saving Favorites.”


Compressed Gas Cylinder Connections

(October 2016)

The local Airgas account manager, Mike Kahl (UW 85), and MDS staff preformed cylinder audits in four of the higher gas usage buildings on the UW-Madison campus. It was noticed that many of the connections from the regulator to the tank had Teflon tape on them (see images). This can cause contamination issues and a huge increase in potential leaks.

Regulators to tank connections are either a ball and seat or a washered connection with CO2. The threads are tapered and when Teflon tape is applied, the metal-metal seal is lost and the resulting connection will leak. The Teflon tape can also break down and be introduced into the gas stream causing havoc with expensive equipment.

Inspect your lab. Remove the regulator from any of these taped connections and carefully pick out ALL the tape from the regulator’s CGA connection. Do not forget about any residue that needs to be removed from the tank threads as well. Leak check the connections with a non-soap based solution after you reinstall the regulator. Check other areas in your lab for potential leaks. If the ball is dinged or dented, replace the CGA connection. Contact Mike Kahl at Airgas for leak check fluid and CGA parts.

gas cylinder connection image

The type of cylinder valve that is wider at the top has the seal packing at the top. Open these valves 100 percent open to reduce leaking.

remove sealing tape from threads

Special note for Helium users: Do not use rubberized or plastic tubing and carefully leak check all connections. Helium is so tiny it can escape through piping!

Let us all work together to conserve packaged gases and the environment. The diaphragms and connections can leak so replace regulators that look like they are old. For advice on the proper connections, regulators and filters, contact Mike Kahl at Airgas: phone 608-921-4755 or email Mike.Kahl@airgas.com.


Scientific Vendor Shows at UW-Madison

(October 2016)

VWR Life Science Show and Fisher Fest are at UW-Madison this fall. The dates for the shows are below:

  • VWR Life Science Show; October 18, 2016; download (PDF)
    WID Atrium, UW-Madison
  • VWR Life Science Show; October 20, 2016; download (PDF)
    VIMR Room 7001A, UW-Madison
  • Join VWR for a Halloween Vendor Show: October 31, 2016; download (PDF)
    Microbial Science (First Floor Atrium), UW-Madison
  • Fisher Fest; November 3, 2016; download (PDF)
    Union South, UW-Madison
  • Join VWR at the Local Vendor Show; November 9, 2016; download (PDF)
    F Daniels Chemistry Building, UW-Madison

Time to Review Merchandise Return Procedures

(July 2016)

Procedures for returning merchandise are outlined on the Shop@UW Return Policy webpage. The shipping address determines when following instructions under Scenario A or B. For Scenario A, within the UW-Madison MDS Merchandise Distribution and Delivery service area, review additional return instructions about Staples merchandise. Be sure to submit the additional online request form and follow the return procedure so that the MDS Merchandise Distribution and Delivery service is alerted to pick up the return package from your office or building’s truck dock.

Please note the additional information about the Staples punch-out online return function. Under the “My Account” dropdown link on the Staples punch-out, use the “Online Returns” link and then find the “Return Items” link in the order information line. Fill in the information found on the Staples punch-out webpage and click on the “Submit Return” button. The user will receive confirmation of the return. Obtain a photocopy of the information from the return confirmation and include it inside the returned package.

Old Hosted Staples Items: Do Not Copy Into a New, Active Cart

(July 2016)

Users may not copy items from an old Staples order or old shopping carts with Staples hosted item numbers into a new, active cart. When a cart that contains old hosted items is submitted, the PO will fail and Shop@UW customer service staff will contact the customer about the failed order. Customers will have to log into the Staples punch-out, search for items in the punch-out, add the items to the active shopping cart, and submit a new order.

Shoppers may want to consider using the Staples Quick Order form found on the punch-out site. Item numbers and quantities obtained from an old order or cart can quickly be entered into the form and added to the punch-out shopping cart. If the item number has become invalid, the shopper will not be able to enter it into the cart and therefore avoid a failed order.

Staples Quick Order


Create Personal Lists for Staples Punch-out Items

(July 2016)

Personal and Shared Favorites that contain items from the old Staples hosted catalog are no longer available for use in Shop@UW and therefore cannot be added into a cart. The old folders with Staples items are still there but are hidden until the user clicks on a check box in the Favorites display window. Please find the checkbox called “Display items that are no longer available.” Once the checkbox is checked, the old items are visible so users can make a note of all of the old Staples item numbers and use them to create a new Personal List on the Staples punch-out. See downloadable information about Personal Lists in a handout at http://www.bussvc.wisc.edu/shopuw/links/Staples-punchoutShopOfficeSupplies.pdf.


Ann Kimber Retirement from MDS

(July 2016)

After more than 7 years with MDS and 11 years in State service Anne Kimber has retired. Her last day with MDS was July 5, 2016. If you previously worked directly with Anne, please forward any new customer service requests you have to our shared inbox at ShopUW@bussvc.wisc.edu or call our customer service department at 608-497-4400.


Ordering Custom Stamps from the Staples Punch-out Website and Other FAQs

(June 2016)

Please review the list of FAQs about the new Staples punch-out website within Shop@UW. As a result of the Staples conversion to a punch-out supplier, shoppers are now able to order custom stamps from Staples. The “Customize” button for custom stamps allows shoppers to choose different style fonts, font sizes, and assorted ink colors.

The FAQ also provides screen shots of two features on the Staples punch-out that will not be used by Shop@UW: 1) Packing Slip Note found on the Staples cart review webpage and 2) the View Project History link on the My Order Status webpage.


Big Happenings for Staples

(June 2016)

Staples was converted from a hosted to a punch-out supplier within Shop@UW on Tuesday, May 31. The Staples punch-out website will now offer shoppers the most current item numbers which will help to greatly reduce backordered and not available items. The Staples punch-out website also provides additional online features available for shoppers such as, Shared Preferred List (formerly called the UW-Madison Preferred Products), Personal Lists, My Order Status, Online Returns, and a Check Delivery Date link for items.

Please review the changes shoppers must be aware of when searching for office supplies because of the change to ordering from Staples:

  1. When searching for office supplies from Staples, do not use the Shop & Compare search field at the top of Shop@UW. Go to the Staples punch-out to search for office supplies. Please note: the Shop & Compare search, located on the Shop@UW Shopping homepage, is only used for suppliers with a hosted supplier sticker (icon) shown in the “Shop at a Hosted Supplier Catalog” showcase.
  2. The Staples supplier sticker is now located in the “Shop at a Punch-out Supplier Site” showcase. Click on the Staples supplier sticker where the shopper is redirected to the Staples punch-out website within Shop@UW.
  3. Use the search function on the Staples punch-out website to find office supplies.
  4. The “Submit Order” button on the Staples punch-out returns the cart items to the Shop@UW shopping cart – the same as any other Shop@UW punch-out supplier.
  5. See also the how-to document (PDF) that outlines the changes.

Print Previous Monthly Statements

(June 2016)

Yes, it is getting to the end of the fiscal year and sometimes fiscal reports need to be filled out and submitted. If you need to print out previous statements to help with that task, it is very easy to do within Shop@UW’s website.

How to print statements for Primary contact person:

  1. Log into your MD account.
  2. Click on the **Transactions** button on the left hand side of your screen.
  3. Enter a date range or click the link at the top that says, "Click here to generate reports by year and month."

How to print statements for Parent Account Holder:

If you are the Parent/child account holder, simply login to your Parent/child account, double-click on the child Account you need more information on, and follow steps 1-3 above.


Top 5 Reasons Your Package Has Not Arrived

(June 2016)

  1. It’s on back-order. If the order in Outstanding Orders shows “0 shipped,” contact the vendor.
  2. It is discontinued. Check your email or packing slips for notifications that the item is never coming. If no such message is found, contact the vendor.
  3. The package is lost in shipping. If your order is invoiced and all units are shipped, allow 1-5 business days (depending on the vendor) before contacting either the vendor or Shop@UW.
  4. The package is misdelivered. If you are in the Madison area, contact Shop@UW (for Fisher, VWR, Grainger, Staples, Airgas, and MDS warehouse purchases) or the vendor (for all others).
  5. It’s on your dock. Go look! Also ask receiving staff, if your building employs any.

New Warehouse Manager
at MDS

(May 2016)

MDS is pleased to announce Kyle Smith has been hired as an Administrative Specialist Program Supervisor. Kyle’s responsibilities will include supervising the MDS warehouse, receiving and redelivery operation.

Kyle has a BS degree in Public Administration from Upper Iowa University. Since college Kyle has been working in the private sector where he has gained relevant experience in customer service, managing inventory, receipt and redelivery of products and routes and supervision.  Kyle is also a volunteer on the Belleville EMS.

Kyle’s first day with MDS was Monday, May 2nd. Please help us welcome Kyle to our organization.


Staples Improvement Coming Soon

(May 2016)

Last fall, feedback sessions were held at several UW-System institutions and around the UW-Madison campus regarding Shop@UW. The number one dislike about Shop@UW was shopping and ordering office supplies from Staples.  As a result of your feedback, the process of ordering Staples products in Shop@UW is changing.

Staples will soon be a punch-out supplier within Shop@UW. This means that you will click on the Staples icon located in the “Shop at a Punch-out Supplier Site” area of the Shop@UW site. The punch-out link will navigate you directly to the Staples punch-out website, prepared by Staples exclusively for Shop@UW customers. This change will give you the functionality to easily search for products, see real time product availability, see only current products on contract, do returns electronically, and create your own favorites list.  Staples items found within the punch-out website are State of Wisconsin contracted items at contract prices.

At the same time you gain functions, you will lose the ability to compare prices across vendors using “Shop & Compare.” All product searching will be done within the Staples punch-out.  New online tutorials and training will soon be available.  We hope to complete this rollout by the week of May 23rd.

Retirements, Comings and Goings

(May 2016)

Shop@UW accounts without a current employee assigned to them should be closed, to prevent fraudulent or erroneous purchasing activity. As the key purchaser in your area, you may be the only person asking, “What happens to my Shop@UW account after I leave?”

Please contact Shop@UW customer service about your options after you leave your post. We can either create a completely new and separate account for your successor, or transfer your account to the new person’s name.

If you have just begun your role as purchaser, similarly, you will need access to a Shop@UW account. We cannot help you gain access to an account password unless your name is on the account. Contact Shop@UW by phone (608) 497-4400 or email to find out what you need to do.

Am I Done Yet??

(May 2016)

Ever wonder if you have successfully completed all the steps necessary to send a Shop@UW order to the vendor? The last screen that will appear for all Shop@UW orders is the Shipping Information screen for your MD Account. This screen displays the address the order will ship to. Limited editing is possible. You can put notes to yourself in the optional Reference field.

You must then click the “Send Order” button. In a moment, a PVX000xxxxxx order confirmation number will appear. This indicates that you have finished placing your order!

If the website is slow to respond, please do NOT click the Send Order button repeatedly – unless you want multiples of your order!


Forward Dell Credit Memos (for Only Shop@UW Orders) to MDS Accounting

(April 2016; article is revised)

Attention Shop@UW Customers: If you receive a credit memo copy from Dell for a Shop@UW order, please forward them on to MDS Accounting; mdsaccount@bussvc.wisc.edu. Dell is not able to submit credits electronically so all credit memos need to be submitted manually at MDS.

Please note: Forward only Shop@UW order credit memos to MDS accounting staff. MDS staff will return all non-Shop@UW credit memos.


Demystifying Airgas

(April 2016)

Explaining the Invoice for Airgas Cylinders

Do you ever wonder what the invoices mean pertaining to your Airgas purchases? After you receive your Airgas order and at the first billing cycle two invoices appear:

  • AIRxxxxxxxxxx is the initial purchase of the gas
  • CYL00xxxxxxx is for the cylinder rent ($0.22/day)

The unique cylinder # will display in the Optional Accounting field on your invoice (this is stamped into the gas cylinder). You will be charged cylinder rent until the cylinder is returned to Airgas. Cylinders are scanned multiple times before arriving at your building and again when being returned to Airgas. Once returned to Airgas, the daily cylinder rent will stop.

Returning Gas Cylinders and Liquid Dewars

How to return a gas cylinder to Airgas:

How to return a liquid dewar to Airgas (Dewar rental $1.08/day):

  • For rented dewars, place an order to Airgas for the pickup of the dewar from a dock and/or room. Log into Shop@UW with your MD account number and password, click on the Airgas punch-out link, and enter the following items on the order:
         Dock pickup:
         • Use secreturndock and put the dewar(s) being returned on your dock.
         Room pickup:
         • Use secreturnroom and include the room number where the dewar is located.

**********************************************************

  • For customer-owned dewars, if your department has purchased their very own dewar (very infrequent), place an order to Airgas for the pickup of the dewar from a dock and/or room. Log into Shop@UW with your MD account number and password, click on the Airgas punch-out link, and enter the following item numbers on the order:
         Dock pickup:
         • Use secreturndockc (the c means customer-owned dewar) and put the dewar(s) being returned on your dock.
         Room pickup:
         • Use secreturnroomc (the c means customer-owned dewar) and include the room number where the dewar is located.

***Please remember to ALWAYS ORDER ALL LIQUID DEWARS ON STAND ALONE ORDERS.***

If you need to also place an order for a gas cylinder, place two separate Airgas orders.


How to Identify Punch-Out Suppliers within Shop@UW

(April 2016)

When you enter the Shop@UW ordering site, have you ever wondered whether you are using a punch-out supplier? When you use the “Shop at a Punch-out Supplier Site” supplier stickers on Shop@UW, you navigate to a website specifically for and prepared by the supplier for Shop@UW. The punch-out stickers on Shop@UW have a small icon in the upper-right corner—a small rectangle with an up arrow—indicating that the shopper will navigate to the punch-out. You can be assured that the items you find on the punch-out are State of Wisconsin and/or UW-Madison contracted items at contract prices. So, how do you know if you are shopping on a Shop@UW punch-out site rather than the supplier’s “.com” or consumer ecommerce site? Here are some tips to know if you are in a punch-out catalog.

The punch-out website contains information in the top banner that identifies the site as a punch-out. For example, the Dell Shop@UW punch-out contains several clues: 1) https://solutions.sciquest.com in the URL; 2) “Shop@UW Connection to Punch-out Supplier Web Site” in the top banner; 3) “Cancel Connection to Punch-out Supplier Web Site” button in the top banner and; 4) “University of Wisconsin Madison” indicated in the top banner of the punch-out. Please review the comparison images taken from the Dell Shop@UW punch-out (Fig. 1) and the https://www.dell.com consumer website (Fig. 2) shown below.

Fig. 1 illustrates the Dell Shop@UW Punch-out.
Dell Shop@UW Fig. 1

Fig. 2 illustrates https://www.dell.com.
Dell.com Fig. 2

One important note about the difference between Shop@UW hosted catalogs and punch-out suppliers is that items found on the punch-out websites will not show up in the Shop@UW search results window when an item number, key word description, or a manufacturer part number is entered in the Shop & Compare field in the Shop@UW shopping home page in the storefront. Shoppers that have questions about the differences between Shop@UW hosted catalogs, punch-out suppliers, and other functions should contact the Shop@UW customer service staff; see the Contact Shop@UW at http://www.bussvc.wisc.edu/shopuw/contact.html for contact information.


Using the VWR Cost Saving Alternatives Function in the Punch-out

(April 2016)

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


Are You Prepared for Fiscal Year-End 2016?

(March 2016)

As we approach Fiscal Year End 2016, please be aware of important deadlines for year-end processing.

Dates

Details

June 17, 2016

  • All purchases made through Shop@UW and the MDS Verona warehouse must be placed by end of business day on June 17, 2016, to ensure that the charges are applied to FY16 funding.
  • Please keep in mind that even if orders are placed by June 17, 2016, any potential back-orders may be delayed and could be billed in FY17.
  • Orders placed after June 17, 2016, may or may not be billed to FY16 depending on product receipt date and potential back-order status.

June 17-24, 2016

  • The billing period for orders placed between these dates is dependent on when the Shop@UW vendor sends the invoice to MDS. We will do our best to apply them in FY16.

June 24, 2016

  • All orders must be physically received by the customer and invoiced by the Shop@UW vendors by the end of the business day on June 24, 2016, in order to be applied to funding in FY16.

June 25-30, 2016

  • Orders invoiced between these dates will be applied to FY17.

June 29, 2016

  • Cut-off for Pre-Posting Allocation Tool (PAT) will be at 10:00 AM – please note this is different from the standard NOON deadline.
  • Shop@UW accounting will transmit all the campus billing files to SFS after 10:00 AM on June 29, 2016, and they will be applied to FY16. You will be able to view these transactions in WISDM after July 1.

Questions related to these dates should be directed to Shop@UW accounting staff at mdsaccount@bussvc.wisc.edu or 608-497-4400.


Staples Special Orders: When You Can’t Find an Office Supply You Need

(March 2016)

Customers frequently ask for items they would think are in the office supplies category; e.g., colored copy paper, batteries for their business cell phone, disposable cups, or even a Staples catalog. They have found the item can’t be ordered in the Shop@UW hosted catalog environment.

This is where our dedicated vendor representative, Charlene Pleiss, can assist you. There are items that can be special ordered through Charlene that are not available via the hosted catalog on the Shop@UW site. Charlene will ask that you provide three things in your request:

  1. Your MD number
  2. A recent Staples invoice number on that account
  3. The Staples or manufacturer’s item number (can sometimes be found at Staples.com) and the quantity desired

Charlene can be reached at (608) 497-4409 or Charlene.Pleiss@Staples.com.


Errors that Occur During the Final Cart Review and Send Order Process

(March 2016)

Shop@UW staff realizes that errors that are occurring during the cart checkout and send order process are frustrating and result in additional time and effort to do a simple shopping procedure. As soon as an error occurs, please assist Shop@UW customer service staff by: 1) getting a screen shot of the entire browser window with the error and 2) calling customer service staff so that the details of the error can be logged. Shop@UW is working with the system’s server development team to determine the reasons these errors occur and fixes are being slated to occur sometime in the future.

Please call Shop@UW customer service staff with these types of errors:

  • Customer is led to believe that they’ve lost an order after they click on the cart “Continue Checkout Process” button.
    • The Final Cart Review screen is empty and the customer also does not find a recently checked out cart.
    • The customer returns to the Shop@UW storefront to create a duplicate, new cart and after they’ve checked out the new cart to the Final Cart Review, they discover the original items plus the duplicate items.
  • After the customer is finished shopping, the customer may receive an error screen after clicking on either of the following buttons:
    • “Continue Checkout Process” button to access the Final Cart Review
    • “Continue to Shipping Info” button to access the Shipping Information screen
      • Customer may or may not change shipping information
    • “Send Order” button to access the Confirmation screen

Order Errors Caused when Removing Items, Adding Items, and Resending Recently Checked Out Carts

(March 2016)

Customers have several functions available to them to review order and cart activity: 1) the “My Shopping Carts” area of the Shop@UW storefront to review active, pending, and recently checked out carts and 2) the “Outstanding Orders” area of the Shop@UW store lobby. The recently checked out cart from the storefront is a cart that completes the checkout process, the final cart review, and send order function is assigned a complete PO number; e.g., MDxxxxxPVX0000000000. The completed PO number is usually assigned to a recently checked out cart and sent to the supplier to be processed and ultimately sent to the customer.

Customers have been contacting Shop@UW customer service staff about orders, with a complete PO number that show up in their “Outstanding Orders” list in the store lobby but they haven’t received order confirmation from the supplier or received the order. Follow up that occurs for the order shows it is not recorded in either the supplier’s system or the Shop@UW storefront order history.

Shop@UW customer service staff discovered that customers are altering items found in a recently checked out cart and resending the cart in an attempt to construct a new order. This action is causing an error which results in the order being rejected and it fails to be sent to the supplier. This type of error is not a system flaw but is caused by user actions.

  • Never remove, add, or change the items numbers found in a recently checked out cart in the storefront.
    Recently Checked Out Cart in storefront
  • Only use the copy function into a new, active, or pending cart from a recently check out cart in the Shop@UW storefront.
  • Please do not be confused with the “Final Cart Review” operations in the store lobby where deleting items before the Shipping Information screen is acceptable.
    Final Cart Review store lobby
  • Always complete all of the ordering steps, including clicking through the order confirmation screen, for all recently checked out carts.
  • Contact Shop@UW customer service staff with questions about orders and problems with finding item numbers in the Search & Compare function.

New Airgas Punch-out for UW-Madison Customers

(March 2016)

At the end of January 2016, Airgas rolled out a new punch-out site for ordering. Click on the “Home” and “Products” links to find all of the products available on the site. Use the “Orders” link in the top navigation menu to find “Quotes.” The new site opens in an Account Dashboard layout that highlights boxes for Top Frequent Purchases, Recent Lists, Recent Invoices, and Recent Open Orders. The dashboard is designed to show all order and customer activity within the whole UW-Madison organization so finding individual account information has proved to be cumbersome.

Favorites/templates were renamed in the layout and can be found in the “My Lists” link found in the top navigation menu. Use the “View All of My Lists” option in the dropdown to begin to find a favorites/template. For more information on finding an older favorites/template on the Airgas punch-out, go to the tutorials at http://www.bussvc.wisc.edu/shopuw/tutorials.html and under the heading, Punch-out Sites: Using Quotes and Saving Favorites. Review the Airgas tutorial directly at http://www.bussvc.wisc.edu/shopuw/links/InstructionGuides/SavingFavorites-Airgas.pdf.


New Quick Links:
Shopper Feedback and Account Setup Forms

(September 2015)

Shopper Feedback Form: We Need Your Voice!

A new Shopper Feedback Form is now available and linked on the Shop@UW homepage. Our goal is to continuously improve your shopping experience by making the purchasing process more efficient, complying with contractual purchasing rules, and providing excellent customer service. Let your voice be heard!

New Quick Link for the Account Setup Form

The Shop@UW homepage now includes an Account Setup Form quick link for new users who need to setup an account and for current users who need to update their account information.


Spam Filters Catching .com Domains

(September 2015)

The Shop@UW customer service team has been finding a moderate amount of legitimate customer and vendor email in the email spam folders. Sometimes the emails are noticed, but at other times they are just being flushed without reading because of high levels of junk mail.

  • If you are contacting Shop@UW via a Gmail account, please use your institutional email address instead. Messages ending in .com are more likely to end up in the Shop@UW email spam folder.
  • If your official email ends in .com, please keep alert for non-reply; if necessary, phone Shop@UW customer service at (608) 497-4400 to be sure.
  • If any of your mail is unanswered for two business days, please phone Shop@UW customer service to check for arrival.

Staples Large Order Discount Rebate

(July 2015)

When ordering Staples items in Shop@UW customers will receive a 1% rebate on all orders of $75 or more in total cost. Please note that the $75 only applies to Staples items that are ordered through Shop@UW. All customers will receive the rebate at end of FY 2016 in the form of a credit back to your account. Happy Shopping!


Sigma-Aldrich & Roche Diagnostics Update

(July 2015)

Sigma–Aldrich is now the easy, single source supplier of Roche's well–respected, high–quality genomics, proteomics, and cell analysis reagents and kits. Starting July 1, 2015, Roche's biochemical reagents products, which include kits and enzymes for cellular analysis, proteomics (including cOmplete and PhosSTOP) and conventional PCR applications, will only be available through Sigma–Aldrich and shoud be ordered using Shop@UW. (Other featured products include Liberase, DIG EASY HYB, X-tremeGENE, and FastStart.) Continue to order all other Roche products, including real-time PCR, sequencing, molecular diagnostic and tissue diagnostic products, directly from Roche.

IMPORTANT: After July 1st, if you have an outstanding order (backorder) with Roche for any of these products, please contact your Sigma-Aldrich Account Manager Amber Watney Johnson to ensure you receive your items (a new order may need to be placed through Sigma-Aldrich and Amber can help with this).


Airgas Missing Cylinders: New Policy

(July 2015)

Effective July 1st, customers who wish to have missing cylinders written-off will be charged a one-time fee of $125 for each missing cylinder requested for write-off. For example, if you have two missing gas cylinders $250 will be charged to your account. This fee can be reversed if you find and return the gas cylinder within two weeks of being charged the $125.


New Way to Order Products from the UW-Madison MDS Warehouse

(June 3, 2015)

There has been a change to how Shop@UW shoppers order “locally stocked products” that are warehoused at the MDS facility in Verona, Wisconsin. These locally stocked products consist of items from categories such as paper products, janitorial supplies, laboratory supplies, office supplies, maps and guides. These products are now found using the same interface as is used to shop at external suppliers. Shoppers will need to use a slightly different navigation in order to find and purchase these same products. Use the "View Favorites" link to quickly find the MDS Warehouse - Locally Stocked Products Shared Favorites folders.

Please review this web page in order to learn more about this change.


Free Chemicals (UW-Madison only): EH&S Chemical Redistribution Program

(June 3, 2015)

Shop@UW now features a new link (see image) to access the UW–Madison Environment, Health & Safety (EH&S) chemical redistribution  program. The EH&S program has a disposal team which removes unwanted chemicals from UW-Madison campus labs and takes them back to their facility for processing. Chemicals that are found to be in very good condition are made available — free of charge — to campus UW-Madison users first come, first served.

Additional information about the EH&S Chemical Redistribution program can be found at http://www.ehs.wisc.edu/chemicalredistribution.htm.


Airgas: Guide for Replacement Caps (UW-Madison only)

(April 2015)

It is the responsibility of the cylinder gas user to retain the threaded cap that comes with a cylinder. Gas cylinder caps are required by the Wisconsin Department of Transportation, DOT, when moving cylinders by truck. Furthermore, cylinder caps should be in place whenever a cylinder is moved within a lab or building. Caps are not to be removed until the cylinder is secured to prevent shearing the valve if tipped. Keep in mind the contents are under pressure and a sheared valve can create a major safety hazard for anyone in the vicinity and cause significant property damage.

If you wish to return an empty cylinder you must have the cap in place. If a cap is lost you may order a replacement from Shop@UW. Note: there are two thread configurations, coarse thread and fine thread; see below for the part numbers:

  • RAT8FRNP, Fine Thread
  • RAT8CRNP02, Coarse Thread

Hazardous gases require another cap for transportation which seals the outlet on the tank should the valve be accidently opened. Retain these caps in a safe place for cylinder returns. These caps must be in place for DOT transportation. Please contact Airgas with the serial number of the cylinder and gas type for a replacement cap.

Look for the skull and crossbones and FedEx or other carrier stickers. Call UW-Madison Environment, Health & Safety for proper return of these hazardous materials as Shop@UW cannot return them.


Shop@UW Tip: The Magic Number !

(April 2015)

A number that lets us communicate about your order with any of our vendors is the purchase order number.

Every order you complete is transmitted to the appropriate vendor using this identifier. When contacting vendors about an order status or cancellation, use the purchase order number and they should be able to locate the order in their system. Make sure you reference the purchase order number and not just an order number because each vendor has their own internal order number system which we normally don’t see.


Are You Prepared for Fiscal Year-End 2015?

(April 2015)

As we approach Fiscal Year End 15 you will need to be aware of important deadlines for year-end processing.

June 16, 2015

  • All purchases made through Shop@UW and the MDS Verona warehouse must be placed by end of business day on June 16, 2015 to ensure that the charges are applied to FY15 funding.
  • Please keep in mind that even if orders are placed by June 16, any potential back-orders may be delayed and could be billed in FY16.
  • Orders placed after June 16, 2015 may or may not be billed to FY15 depending on product receipt date and potential back-order status.

June 16-June 23, 2015

  • The billing period for orders placed between these dates are completely dependent on when the Shop@UW vendor sends the invoice to MDS. We will do our best to apply them against FY15 but there are no guarantees.

June 23, 2015

  • All orders must be physically received by the customer and invoiced by the Shop@UW vendors by the end of the business day on June 23, 2015, in order to be applied to funding in FY15.

June 24-30, 2015

  • Orders invoiced between these dates will be applied to FY16.

June 29, 2015

  • Cut-off for Pre-Posting Allocation Tool (PAT) will be at 10:00 AM – please note this is different from the standard NOON deadline.
  • Shop@UW accounting will transmit all the campus billing files to SFS after 10:00 AM on June 29, 2015, and they will be applied to FY15. You will be able to view these transactions in WISDM after July 1.

Any questions related to these dates please contact Shop@UW accounting at mdsaccount@bussvc.wisc.edu or 608-497-4400.


Eppendorf Joins Shop@UW

(February 25, 2015)

Eppendorf has joined Shop@UW as the newest supplier. Eppendorf is a life science company that develops and sells instruments, consumables, and services for liquid handling, sample handling, and cell handling in laboratories worldwide. Please review the Vendor Contact, Return, and Shipping Information web page for contact information if you have a question about products from Eppendorf.


David Nelson, Director of UW-Madison Purchasing

(February 25, 2015)

David Nelson assumed the position of Director of Purchasing Services on Monday, February 23, 2015. David brings over two decades of procurement, supply-chain management, and strategic sourcing experience. He has held leadership positions with several Wisconsin and Illinois based companies such as: Kohl’s Department Stores, American Family Insurance, CUNA Mutual, GE Healthcare, and Siemens Medical Solutions.

David holds a Bachelor's of Science in Industrial Technology from Southern Illinois University and a MBA in Operations Management from DePaul University (Chicago). He also has earned numerous professional certifications, including: Certified Six Sigma Black Belt (CSSBB); Certified Quality Manager (CQM); Certified Production & Inventory Control Manager (CPIM); Certified Purchasing Manager (CPM); and Certified Professional Supply Management (CPSM).


Newark Joins Shop@UW

(January 14, 2015)

Shop@UW is pleased to welcome Newark as a new punch-out vendor in Shop@UW. Newark is a supplier of test and measurement equipment, supplies, maintenance equipment, and other technology products.

Please review the Vendor Contact, Return, and Shipping Information web page for contact information if you have a question about products from Newark.


2015 Calendars Available for Download: State Payroll Calendar and PAT Editing Deadline Calendar

(January 14, 2015)

Shop@UW has two calendars available for download. The PAT Editing Deadline Calendar is a time-saving tool that can help those who frequently use PAT by having all monthly cut off dates in one document. The 2015 State Payroll Calendar is a free resource we create each year for customers. Enjoy!


Unisource Joins Shop@UW

November 19, 2014

Shop@UW is pleased to welcome our most recent vendor, Unisource, as a hosted catalog supplier effective November 11, 2014. Unisource will provide cleaning chemicals and janitorial supplies.

Please review the Vendor Contact, Return, and Shipping Information web page for contact information if you have a question about products from Unisource.


PAT Enables Split Funding with MDS Purchases

Novermber 19, 2014

Shop@UW customers have the ability to reallocate and split funding on purchases made through the e-commerce system before transactions are posted to your account. Customers have from the day an order is posted until the third business day at noon of the following month to reallocate/split funding as necessary.

Benefits of the PAT tool include:

  • Reduce the need to do corrective non-salary cost transfers (NSCTs) for many transactions by reallocating and changing funding before posting transactions to SFS.
  • Allow a transaction to easily be split to multiple funding sources just like using a procurement card.
  • Help reduce the number of Shop@UW accounts that a department needs to manage.
  • Help reduce the need to submit funding changes via the MD number change forms.
  • Update the way Shop@UW transactions are posted to, and viewable in WISDM.

For more information about the PAT Tool, click the link provided here.


Purchasing Supplies from Cabinets or Freezers

November 19, 2014

It recently came to our attention that end users are using MD numbers to pay for supplies withdrawn from the cabinets or freezers. With the exception of the Fisher Scientific and Promega units, we are unable to pay invoices when MD numbers are used. Please do not use your MD number for future withdrawals from any cabinet other than those owned by Fisher Scientific or Promega. We are aware that the vendors may be telling you it is okay to use MD numbers; however, we have and informed them that this practice is unacceptable.

Replenishments can only be ordered with a current valid blanket purchase order; or if you have a secure process, a procurement card may be used. If you need to set up a blanket PO, please state on the requisition that the blanket is for the replenishment of supplies withdrawn from the supply cabinet/freezer located at (name of location).

Not all Shop@UW vendors have the technology required to integrate their supply cabinets and freezers with Shop@UW. We continue to work with Shop@UW vendors and will let you know if and when MD numbers can be used.


Holiday Hours

October 15, 2014

The holiday season is right around the corner! Materials Distribution Services (MDS) for Shop@UW will be closed on the following days:

  • Thursday, November 27, 2014. Open on Friday, November 28, 2014  with limited staff.  
  • Wednesday, December 24, 2014, and Thursday, December 25, 2014. Opening on Friday, December 26, 2014.
  • Wednesday, December 31, 2014, and Thursday January 1, 2015. Open on Friday, January 2, 2015.

2015 Payroll Calendar

October 15, 2014

The 2015 payroll calendar is now available for download! Click on the link provided here or, visit the Shop@UW Help webpage and download the PDF file.


Updating the Shop@UW MD Account Number Information

October 15, 2014

It is important to notify the Shop@UW customer service department of any changes to existing MD account numbers. Please be sure to send the customer service deparment account information updates such as:

  • Primary Account Contact including name and address
  • Financial Contact including name and address
  • Shared Financial System Funding (SFS) information
  • Signatures as required on the form
  • Special Request as indicated on the form

The account setup and revision form can be found online on the Shop@UW reference website. Please click on the link provided here for the Shop@UW Account Setup & Revision infomation and forms.

To verify what is on file for an existing MD account number, contact the Shop@UW customer service department at 608-497-4400 or send your request to shopuw@bussvc.wisc.edu.


For Customers with Order Status Questions

September 19, 2014

Some customers have reported to the Shop@UW customer service team that the vendor is not able to find an order in their system. Only in very few cases is this truly a failed order. When contacting a vendor for the order status, supply the “purchase order” number and verify that the vendor is looking for a “purchase order” number in their system. The "purchase order" number is composed of a MD account number (MDXXXXX) immediately followed by the Shop@UW order number (PVX0000000000).

Use the "Outstanding Orders" link on the Shop@UW store lobby to determine a "purchase order" number; see an example below:

Find the "purchase order" number -- Unposted Transaction Status


Collapsable Showcase Function in Shop@UW

August 13, 2014

On July 20, 2014, a Shop@UW upgrade added a function that will collapse or expand the supplier sticker showcases. Users can click on the little caret icon to collapse or expand the showcase.


Quick Tip: Ordering Gas (UW-Madison Only)

August 13,2014

When ordering gas make sure to use the Airgas punch-out site. If Airgas products are purchased through other vendors in Shop@UW, Fisher Scientific for example, the vendor will cancel the order, which may cause delay in order fulfillment. Please contact customer service at ShopUW@bussvc.wisc.edu or 608-497-4400 with any questions. 


Rainin Added to UW-Madison Hosted Supplier Showcase

July 9, 2014

Shop@UW is pleased to welcome our most recent vendor, Rainin, as a hosted catalog supplier effective July 7th. Rainin will provide high quality pipettes- including the LTS, E4, and XLS lines, which are meticulously crafted for the most ergonomic experience. Rainin's wide range of single, multi-channel and adjustable channel pipettes provide an ergonomic solution to every pipetting need.

If you have a question about products from Rainin please contact Kathy Lohmeier at 815-275-5115 or Kathy.lohmeier@rainin.com.

Special Note:  When ordering from Rainin, the confirmation email contains an attachment about Rainin’s terms and conditions. These terms and conditions do not apply to purchases made through Shop@UW.  


Shop@UW ShowCase Addition: UW-Madison Chemistry Research Stockroom (for UW-Madison campus only)

May 19, 2014

The UW-Madison Chemistry Research Stockroom was recently added to the "Leave Shop@UW to External Links" showcase for the UW-Madison business unit. The external links on Shop@UW are, in some instances, unique to a business unit. Please take the time to review the external links enabled for your business unit.


Are You Prepared for Fiscal Year-End 2014?

April 24, 2014

As we approach Fiscal Year End 14 you will need to be aware of important deadlines for year-end processing.

June 27, 2014

  • Cut-off for Pre-Posting Allocation Tool (PAT) will be at 10:00 AM – please note this is different from the standard NOON deadline.
  • Shop@UW accounting will transmit all the campus billing files to SFS after 10:00 AM on June 27, 2014 and they will be applied to FY14. You will be able to view these transactions in WISDM after July 1.

Any questions related to these dates please contact Shop@UW accounting at mdsaccount@bussvc.wisc.edu or 608-497-4400.


Checking Dell Order Status

April 15, 2014

After placing an order through the Dell punch-out site in Shop@UW, users are able to view their order details, order status, and estimated delivery date directly on the Dell punch-out site. Users can click the “Order Status” link on the Dell site and using a few key pieces of information, including the PO Number, search for their orders. The procedure is detailed in the “Checking Dell Order Status” document which provides step by step instructions with screen shots of the process and is available on the Shop@UW tutorial website


Shop@UW Completes First Year of Operation

April 15, 2014

Shop@UW completed its first full year of operation on March 4, 2014. Shop@UW works with many UW-System colleges, school districts, local municipalities, and several other agencies that operate in Wisconsin. Business Units using Shop@UW include:

UW - Colleges
UW - Eau Claire
UW - Extension
UW - Green Bay
UW - La Crosse
UW - Madison
UW - Milwaukee
UW - Oshkosh
UW - Parkside

UW - Platteville
UW - River Falls
UW - Stevens Point
UW - Stout
UW - Superior
UW - System Administration
UW - Whitewater
CESA Schools

City of Madison
Dane County
Federal Agencies
Foundations-Institutes
Other Cities
Other Counties
School Districts
State Agencies
Technical Colleges

The Shop@UW project team has collected purchasing statistics and will be sharing this information over the coming months. The following information, as of March 2014, reflects the number of accounts using Shop@UW and number of orders and items that were processed:

  • MD Accounts = 6031
  • Guest Accounts (UW users only) that log in via AuthHub = 3363
  • Orders = 184,611
  • Items ordered from hosted and punch-out suppliers = 1,205,550

Average number of unique users per day:

  • Monday - Friday = 755
  • Weekends and holidays = 29

Thank you for your support!


Anixter Joins Shop@UW

April 15, 2014

Shop@UW is pleased to welcome our most recent vendor, Anixter, as a new hosted catalog supplier within the e-commerce system effective April 15, 2014. Anixter will provide customers with a full line of electrical and electronic products including specific manufacturer products. Demonstrating our continued commitment to customers’ needs by providing cost-effective and quality products, Anixter is the latest in a growing list of online vendors that offer a range of products within Shop@UW.

Please review the Contact a Vendor web page for contact information if you have a question about products from Anixter.


Requesting Campus Feedback on the UW-Madison Preferred Laptop and Desktop Computers Program

March 12, 2014

Purchasing Services is requesting campus feedback on the UW-Madison Preferred Laptop and Desktop Computers program to assist in program development. UW-Madison Shop@UW account contacts have already received an email requesting participation. If you have not yet done so, please choose your primary role in the process from the list at the following link http://www.bussvc.wisc.edu/purch/survey.html to begin the survey and provide us with your valuable feedback.  Feel free to forward the link to others in your area that may wish to provide their input as well. Thank you for your time and effort! Please contact Susanne Matschull at smatschull@bussvc.wisc.edu with any questions regarding the survey.


New Dell Laptops Added as UW-Madison Preferred Products

February 14, 2014

Under the guidance of a cross-campus team of IT experts, Purchasing Services is offering new laptop options from Dell as UW-Madison Preferred Products. The Latitude E5440 and E5540 models are available at a base price of $759, including an upgraded processor (the 4th gen Intel® Core™ i5-4300U Processor). The Latitude E7440 (14-inch) has been made available in addition to the 12-inch E7240 at the same price of $949. The thin and light E7000 series models include a standard 128GB Solid State hard drive that is also available as an optional upgrade on the E5000 series laptops. No changes have been made to the desktop products offered.

The systems are pre-configured to meet most staff computing needs and are offered at specially negotiated low prices. They can easily be ordered through Shop@UW by clicking on Dell in the Shop at a Punch-out Supplier showcase and choosing laptops or desktops listed on the main landing page. More detailed instructions are available on the UW-Madison Preferred Products ordering instructions page.


Shop@UW User Interface Upgrade

January 9, 2014

A Shop@UW interface upgrade will occur on January 14, 2014, for all users. Download and print the PDF called “Navigation Options Quick Reference Guide.”

New navigation options include:

  1. Left Navigation Bar
  2. Top Information Bar
  3. Site Navigation Bar
  4. Site Map Link

Please note that the basic search, filter, shopping, and order completion functions will not be affected and will continue to work the same as before the upgrade.

Additional information about the changes to the interface can be found on the web at http://www.bussvc.wisc.edu/shopuw/tutorials.html.

Crescent Electric Added as Hosted Supplier

December 11, 2013

Shop@UW is pleased to welcome our most recent vendor , Crescent Electric, as a new hosted catalog  supplier within the e-commerce system effective December 11, 2013. Crescent Electric will provide customers with electrical hardware and supplies including lighting, ballasts and other related products. Demonstrating our continued commitment to customers’ needs by providing cost-effective and quality products, Crescent Electric is the latest in a growing list of online vendors that offer a range of products within Shop@UW.

If you have a question about products from Crescent Electric please contact Steve Thiel at Steven.Thiel@cesco.com or 1-800-397-3900.

Santa Cruz Added as Hosted Supplier

October 14, 2013

Shop@UW is pleased to welcome Santa Cruz Biotechnology as a new punch-out supplier within the e–commerce system effective October 14, 2013. Santa Cruz will provide a complete range of reagents for research applications.  In addition to their substantial line of antibodies, Santa Cruz also offers many support products, including whole cell lysates, tissue extracts, gene silencers, and buffers.

If you have any question about products from Santa Cruz Biotechnology, contact Customer Service at (800) 457-3801 or by email at customercare@scbt.com.

DOT Scientific Hosted Supplier

October 1, 2013

Shop@UW is pleased to welcome DOT Scientific  as a new hosted supplier within the e–commerce system effective October 1, 2013. DOT Scientific is a provider of laboratory supplies and equipment with a focus on life science research.

If you have any question about products from DOT Scientific you can contact customer service at (800) 878-1785. Dave Mayur, Sales representative at DOT Scientific, can be reached via email at dave@dotscientific.com.

EIS Office Solutions for Ink and Toner Punch-out Supplier

September 16, 2013

Shop@UW is pleased to welcome EIS Office Solutions as a new punch-out supplier within the e–commerce system effective September 16, 2013. EIS Office Solutions is a provider of remanufactured ink and toner cartridges.

If you have any question about products from EIS Office solutions you can contact customer service at (877) 557-7300 or by email at customerservice@eisoffice.net.

Kranz Implemented as Hosted Catalog Supplier

September 11, 2013

Shop@UW is pleased to welcome KRANZ as a new hosted supplier vendor within the e–commerce system. KRANZ offers a full line of cleaning and janitorial supply items available through Department of Administration contracts and also has floor cleaning equipment through a UW contract.

Questions about products from Kranz can be forwarded to Customer Service at orders@kranzinc.com or call (888) 638-2201.

Integrated DNA Technologies (IDT) New Punch-Out Supplier

August 23, 2013

Shop@UW is pleased to welcome Integrated DNA Technologies (IDT) as a new punch-out supplier to the e-commerce system effective August 23, 2013. IDT will provide genetic products, specifically DNA, to help support bioscience research projects. IDT also manufactures chemical DNA synthesis machines which are designed and built in-house.

If you have any questions about products from IDT, email Customer Care at custcare@idtdna.com or tpm-support@idtdna.com or call (800) 328.2661.

Fastenal and Qiagen Inc. Newest Shop@UW Suppliers

August 15, 2013

Fastenal

Shop@UW is pleased to welcome Fastenal as a new hosted supplier vendor within the e–commerce system effective August 15, 2013. Fastenal offers a full line of MRO supplies and items available through Department of Administration contracts and, has MRO items not available from normal catalog channels.

If you have any question about products from Fastenal, contact Tyler Dieterman at (507) 313-9526 or by email at tdieterm@fastenal.com.

Qiagen Inc.

Shop@UW is pleased to welcome Quigen Inc. as a new punch-out supplier within the e–commerce system effective August 15, 2013. Qiagen Inc. is a provider of sample and assay technology for molecular diagnostics, applied testing and pharmaceutical research. Qiagen Inc. has also developed complete instrument solutions to enable full automation of laboratory procedures, from the initial sample to the final result.

If you have any question about products from Quigen Inc., contact Ben Svarczkopf at (224) 216-0320 or by email at ben.svarczkopf@qiagen.com.

Shop@UW Welcomes Promega Corportation

July 12, 2013

Shop@UW is pleased to welcome Promega to the e–commerce system effective July 12, 2013. Promega will offer products which are used by life scientists who are asking fundamental questions about biological processes as well as by scientists who are applying scientific knowledge to diagnose and treat diseases, discover new therapeutics, and use genetics and DNA testing for human identification. Promega’s products will generally cover the various fields of study including genomics, protein analysis and expression, cellular analysis, drug discovery and genetic identity.

If you have any question about products from Promega, contact David Tampa at (800) 356-9526 ext. 1632 (office) or by email at david.tampa@promega.com.

To view more contract details about Promega visit http://www.bussvc.wisc.edu/purch/contract/wp5916.html#PROMEGA.


Bio-Rad Laboratories Joins Shop@UW

July 5, 2013

Shop@UW is pleased to welcome Bio–Rad Laboratories as a new punch-out vendor within the e–commerce system effective July 5, 2013. Bio–Rad is known for playing a leading role in the advancement of scientific discovery by offering a broad range of innovative tools and services to the life science research and clinical diagnostics markets. Bio–Rad's Life Science Group develops, manufactures, and markets a wide range of laboratory instruments, apparatus, and consumables used for research in functional genomics, proteomics, and food safety.

The current Bio–Rad sales representative is Jeanette Kivlin at  (800) 876-3425 X1812 (office), (510) 493-8079 (cell), or email jeanette_kivlin@bio-rad.com.

To view more contract details about Bio–Rad visit http://www.bussvc.wisc.edu/purch/contract/wp5916.html and http://www.bussvc.wisc.edu/purch/contract/wp5540.html.


MSC Industrial Supply Co. Joins Shop@UW

June 5, 2013

The Shop@UW project team and MDS are pleased to announce that MSC Industrial Supply Co.was implemented on Shop@UW as a hosted supplier on June 5, 2013. MSC was awarded a DOA contract for Maintenance, Repair and Operations—MRO—and will be providing next day delivery service on most orders.

To view contact information for MSC Industrial Supply Co., visit the following Shop@UW web page at http://www.bussvc.wisc.edu/shopuw/contact-vendors.html.


User Feedback About Searching for Staples Products

April 25, 2013

The Shop@UW team has received much feedback concerning user frustration when searching for Staples products. The Shop@UW web application (a cloud application supported by SciQuest) presented its own learning curve but frustrations were compounded because on the same day that Shop@UW went live for MDS, Staples also implemented their own new e-commerce site.

Suppliers with hosted catalogs, such as Staples, upload their own catalogs to SciQuest within their own supplier portals. The product descriptions and part numbers that Shop@UW uses are a part of the catalog that all SciQuest clients use. The catalog items that Shop@UW searches from is a subset of the whole Staples catalog and contains approximately 32,000 contracted items along with prices.

We have heard numerous complaints from our Shop@UW users that: 1) Staples product descriptions are often abbreviated and do not, therefore, reflect keywords that the user identifies with and enters into the product search field and; 2) many of the old part numbers that were historically used are no longer used in the Staples new system. These complications all have impacted the ease of the "Shop & Compare" product search. To illustrate an example about product descriptions, a user who is searching for a three tab file folder may end up with a search that shows that the item is not available because Staples has uploaded the item description, "3TAB FILE FLDR PPL LBL." The Shop@UW team has alerted Staples about the item description issue and is working with Staples to improve it. The other most widely-heard complaint is that a user cannot find a specific part number when using the search field, even though, they have found it on the Staples consumer web site. Please keep in mind that Shop@UW correctly contains only the contracted items that Shop@UW customers may purchase as per the state contract.

As the Shop@UW team receives feedback, we continue to adjust configurable elements within the Shop@UW application to improve product search results. Please continue to provide user feedback about Shop@UW via the "Submit Search Feedback to My Administrator" link in the Shop@UW storefront, email the Shop@UW administrator at jdeutsch@bussvc.wisc.edu or, email MDS customer service at shopuw@bussvc.wisc.edu.


Are You Prepared for Fiscal Year-End 2013?

April 12, 2013

As we approach Fiscal Year End 13, here are some important deadlines for year-end processing that you need to be aware of.

June 17, 2013

  • All purchases made through Shop@UW and the MDS Verona warehouse must be placed by end of business day on June 17, 2013, to ensure that the charges are applied to FY13 funding.
  • Orders placed after June 17, 2013, may or may not be billed to FY13 depending on product receipt date and potential back-order status.
  • Please keep in mind that even if orders are placed by June 17, any potential back-orders may be delayed and could be billed in FY14.
  • If you absolutely need an expense to be charged to FY13 – ORDER EARLY.

June 17-June 26, 2013

  • The billing period for orders placed between these dates are completely dependent on when the Shop@UW vendor sends the invoice to MDS. We will do our best to apply them against FY13 but there are no guarantees.

June 27, 2013

  • All orders must be physically received by the customer and invoiced by the Shop@UW vendors by the end of the business day on June 27, 2013, in order to be applied to funding in FY13.

June 27-30, 2013

  • Orders placed between these dates will be applied to FY14.

June 28, 2013

  • Cut-off for Pre-Posting Allocation Tool (PAT) will be at 10:00 AM – please note this is different from the standard NOON deadline.
  • Shop@UW accounting will transmit all the campus billing files to SFS after 10:00 AM on June 28, 2013, and they will be applied to FY13. You will be able to view these transactions in WISDM after July 1.

Any questions related to these dates please contact Shop@UW customer service at shopuw@bussvc.wisc.edu or 608-497-4400.


Reference Field Malfunction Repaired

April 4, 2013

Business Services IT discovered and repaired a malfunction which erased data entered in the reference field within the shipping screen.

Reference Field example

Transactions with reference field data from Airgas, MDS core stock and back order items were not affected by the technical malfunction. As of today, reference field data within transactions can be viewed within PAT and WISDM. Unfortunately, we were unable to retrieve information that was entered in the reference field on completed transactions from March 18 to the end of March.

We sincerely apologize for the inconvenience.

Bradley Thomas
Shop@UW Marketing and Customer Service Supervisor


Introducing Shop@UW

February 11, 2013

We are pleased to announce a major upgrade to our e-commerce system. We are renaming the site "Shop@UW". Shop@UW's goal is to greatly enhance the customer's shopping experience by providing better tools for searching and product comparison. Shop@UW will go live on March 4, 2013. During the upgrade process the system will be unavailable from 5:00 p.m. on Friday, March 1 through noon on Monday, March 4. You will be unable to shop or place orders during that time frame.

To learn more about Shop@UW, you can register for a training session at: http://go.wisc.edu/p18e7e, or you can visit our project information page at: http://www.bussvc.wisc.edu/shopuw/about.html.

If you have additional questions, please send an email to: ShopUW@bussvc.wisc.edu.


Changes to Products Available from Grainger

January 30, 2013

Due to changes to mandatory statewide contracts required by the State of Wisconsin's Department of Administration, effective February 4, 2013, Grainger will no longer be able to provide the following product categories through MDS, or any other Grainger sales channel available to state agencies and university campuses.

If you need information about which contract vendors are available for specific items, please contact your agency or campus purchasing department for additional guidance.

MDS understands the impact on your shopping experience and appreciate your patience as we work to identify contract sources that could be made available in the future.


Training Materials

January 27, 2013

The team at Shop@UW is working hard to provide you with several modes of quality training for our new purchasing tool. We will be holding in-person training sessions for UW-Madison and many other UW schools throughout February and March. These sessions will cover a variety of topics, including: basic navigation, conducting a search, adding items to your cart and saving favorites. To view our current training schedule, click here. Register for training at UW-Madison at http://go.wisc.edu/p18e7e.

We will also be providing an extensive list of tutorials for users with both video and written instructions. Written instructions are available in PDF format and are both downloadable and printable. They will walk users through common Shop@UW processes with step-by-step instructions and detailed screenshots. Our video tutorials are available in MP4 formatting and can be viewed from all major browsers. These videos will offer clear and concise instructions which can be viewed and paused as needed. Click here for links to our PDF instructions and video tutorials.

In addition to the training, we provide help documentation in a few different formats. Our Frequently Asked Questions page provides answers to your most important Shop@UW user questions. The Desktop Requirements page lists which platforms, operating systems and browsers are most compatible with Shop@UW. Finally, our Glossary of Terms page offers both an icon grid and definitions of most commonly used terms.

Users looking for additional assistance should contact Customer Service at ShopUW@bussvc.wisc.edu or 608-497-4400.


Shop@UW to Add New Vendor

January 25, 2013

We are pleased to announce that we will be adding SHI, a leading corporate reseller of software and hardware, to our Shop@UW storefront on March 4th, 2013. SHI specializes in computer peripherals such as computer accessories, hubs and switches, input devices, monitors and memory.

To view contract information for SHI, visit the following Purchasing Services webpage: http://www.bussvc.wisc.edu/purch/contract/wp5301.html.


Upgrades to the PAT Tool

January 7, 2013

Over the past three months, our IT staff, along with several power users, gathered to discuss ways to improve the Pre-Posting Allocation Tool (PAT). As a result of the feedback from these focus groups, we are pleased to introduce new upgrades to PAT, designed specifically to improve your user experience and efficiency.

PAT's new features are easy to use and will provide you with a host of new capabilities that are sure to enhance your fund reallocation process. Please note that the use of these features is completely optional. If you so choose, you can ignore the changes and continue to use PAT as you always have.

We have developed written instructions and video tutorials to guide you through the new features. To access these documents, please visit our PAT New Features page. If you have any questions or comments regarding these upgrades, please contact MDS Customer Service at (608) 497-4400 or ShopUW@bussvc.wisc.edu.


UW-Madison Preferred Products

November 30, 2013

As part of a campus-wide initiative to continuously improve the efficiency of UW-Madison, we have recently augmented certain processes in our MDS storefront. The primary change is the addition of "UW-Madison Preferred Products." These items, denoted with a red star, have been standardized to support the work of the Administrative Excellence initiative at UW-Madison. Preferred products include common office supplies such as pens, writing pads and sticky notes. Other MDS users, including those purchasing for other UW System campuses, state agencies, etc., are also welcome to purchase these products.

We provide step-by-step instructions on how to locate UW-Madison Preferred Products here. Please note that there are different steps whether you are ordering from a vendor or directly from the MDS warehouse.

To learn more about Administrative Excellence, visit their website: http://adminexcellence.wisc.edu/.


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