Every employee on campus is automatically a shopper. This role can:

  • Fill carts for catalog vendors and assign to a Requester
  • Initiate a requisition for a traditional PO and assign to a Requester
  • Do not need to enter a funding string but should in most cases; can attach documents and comments
  • Cannot initiate Direct Payments (DPs), Payments to Individuals (PIRs), Refund of Receipts (RORs)

You should do the training in order to set up your defaults and learn how to order in ShopUW+.

Setting up ordering Basic Details in Workday

  1. Log into Workday.
  2. Click the Menu option (top left) then Procurement & AP UW.
  3. Click on the My Requisitions link in the center of the page.
  4. On the right-hand side click on the Edit Details button – this will open a dialog window where all of your default settings for purchasing are stored.
  5. For ordering, edit the following Edit Requisition Details fields:
    • Requesting Entity
      • To order anything from MDS (i.e. paper towels, Ethanol, etc.), use “MDS Core Stock” in this field.
      • This field should be left blank if ordering from ShopUW+.
    • Deliver-To: Search “Discovery” and “room #” (example Discovery 3140 for Handelsman lab). This field is REQUIRED.
    • Ship-To: Search “330 N Orchard” if not already displayed.
    • Specify your funding WORKTAG for ordering in one of the fields (Program, Grant, Project, or Gift). If Worktag starts with PG enter it in the Program field, GR enter it in the Grant field, PJ enter it in the project field, GF enter it in the Gift field. If you use SPLIT FUNDING on all (or some) of your ordering, you can leave these fields BLANK (see setting up a funding template in Workday below). Otherwise, specify your main Worktag for supplies. [Cost Center will automatically fill based on the funding Worktag. Update to CC005441 to the WID cost center if it does not default to WID.]
    • Click the Save Changes button.

Setting up a funding Template in Workday

  1. Log into Workday.
  2. In the search bar at the top center, search Create Requisition Worktags Template and click on the Task option.
  3. Specify a Name for your template and select the Create Split Allocations Template.
  4. Once you click the Create Split Allocations Template button, the bottom of the window will now open. Click the “+” sign to add additional lines, specify the split amounts, and enter in your funding Worktag (Program, Grant, Project, or Gift).
  5. Click the OK button, confirm everything is correct, and then click the Done button (this will save the split template for use when ordering).

Editing a Workday Template

  1. Search and select Edit Requisition Worktags Template on the Workday homepage.
  2. Select the template you want to edit in Requisition Worktags Template and click OK.
  3. From here you can edit the template name, select the Inactive box, change percentage, program, cost center, fund, or location fields, add rows (plus sign), remove rows (minus sign).
  4. When updates have been made click OK and then DONE.

Ordering Supplies with Workday

  1. Log into Workday.
  2. Click the Menu option (top left) then Procurement & AP UW.
  3. Click on the BLUE WORDS below the image for either MDS Core Stock, ShopUW+ (this is for ShopUW+ OR ChemManager+), or Non-Catalog Items (note: you have to be pretty exact on where you click or it will open a random window).
  4. Ordering options:
    • ShopUW+ Ordering: (i.e. Fisher, VWR, IDT, Staples, etc.): Click the Connect button to go to the ShopUW+ website (or the ChemManager+ website).
    • MDS Core Stock Ordering: Search by MDS catalog number or description.
    • Non-Catalog Items: These are for items from non-ShopUW+ vendors – enter information in the fields, attach quotations, etc. A quote or price justification must be attached to the non-catalog requisition.
  5. Shop as you normally would for Lab Supplies, Office Supplies, Facility Supplies (Grainger, MSC Industrial), etc.
  6. Once you have finished filling your cart:
    • click the Send to Workday button (top right) (if ShopUW+) OR click the Shopping cart icon (top right)
    • then click the Checkout button.
  7. Your shopping cart will have with the Deliver-To and Ship-To addresses from your default settings (or whatever settings you used LAST) – as well as your name being listed as the “Submitted by” (aka the Ship To attention name) – see below if you need to change your address(es).
  8. Scroll down to the Goods section. All of the items from your cart will be in this area as separate line items. Confirm your default funding (if one funding Worktag was used) and addresses are correct for each line item (if you did NOT specify a funding Worktag, you can do so now for each line item).
  9. To use a Funding TEMPLATE for ALL lines of your order (if they were not specified previously, or if you want to change what was listed), click the 3 dots on the bottom of the window and select Edit Requisition Defaults.
    • Scroll down to the Default Worktags and Splits section and select Copy from Worktags Template -> Split Allocations. Select the template and press the Apply button (note: the selection will automatically switch to “Use Default Splits – don’t worry – it is using your template!).
    • Confirm your funding by going to the Goods section (if you had a split, scroll to the far RIGHT and click on the circle in the Split column; you should see this for EVERY line in the Goods section).
    • If you want to change the funding for any line item, you can do so at this time (if you want to remove a split, go back to step a and select “Use Default Worktags” then adjust as needed).

Addresses

If either of the addresses are incorrect, click the 3 dots on the bottom of the window and select Edit Address. A window will open that then allows you to choose the correct address (for either Deliver-To or Ship-To) OR you can create an Alternate Address (Ship-To only, NOTE: not available for Life Technologies orders).

To create an Alternate Address, check the Use Alternate Address box, click the Add button, then fill in the fields:

  • Address line1: 330 N Orchard Street
  • Address line 2: (attention line, other details)
  • City: Madison
  • State: WI
  • Postal Code: 53715

Click Submit when all information is correct.