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ShopUW+ FAQs

ShopUW+ Roles

Shopper: Everyone is a shopper by default. You can log in to ShopUW+ and add items to a cart. You will assign your cart to the appropriate requestor. Check with your department/unit on the business process you should follow including your requestor assignment.

Requester: Usually one or two people in your department are requesters. They have the ability to review requests, to submit carts and requests, and are vital to ensure funding strings are correct. Many MDS shoppers in Shop@UW are now requesters. Check with your department/unit on the business process you should follow including your requestor assignment.

Approvers: Usually department or budget managers, these vary based on the dollar amount of the item. Please keep in mind that your purchase request must go through the appropriate approval levels and purchasing.

Level Amount
Approver 1  $ 0 - $5,000
Approver 2 $5,001 - $25,000
Approver 3 Over $25,000

 

Yes. Everyone is a shopper. A Requester may also be an approver in some circumstances. Please refer to your department/unit business process for guidance.

There must be oversight in the process.

If there is a Shopper, Requester, and Approver in a request, the Shopper and Approver may be the same person. The Shopper and Requester may be the same person. The Requester and the Approver cannot be the same person.

 

You should receive a notification from the UW System or from your department manager. Your department manager worked with Business Services and Procurement to identify the right people for each role. If you have questions, contact Purchasing.

If an approver is unavailable or unable to approve their own request, the back up approver can then keep the request moving in the process.

Yes. The Department id determines the approver routing, but a requestor can use any department id. A purchase may have multiple funding departments. If multiple departments are charged, ALL of the approvers must approve before the transaction moves to the next phase.

 

As of April 21, 2021, this is the list of all requesters and approvers at level 1, 2 and 3.

The list is in SharePoint and is read only.

 

Approver

Yes*. Each Approver level must be approved separately. If there are multiple approvers, you must ASSIGN to yourself first. This action will assign only those departments in which you are an approver at that level.

Also, if you are primary at some levels and backup at others, you may want to manage your e-mail notifications so that your backup notifications do not clutter your inbox. Instructions on this are in the Canvas classroom.

*Note: This is different from the original roll out information.

The request will go through the workflow.

If Approver three has approver one and two approval authority for that funding code, then it may seem like it skipped a step or two.

If you know that you will be out of the office, you can assign your approver responsibility to another approver. You can set the assignment for a specific amount of time.

If you know that you will be out of the office, you can obtain proxy approver security for your backup. Generally it takes a few days.

If you are out unexpectedly and need to reassign your approvals, please reach out to purchasing or have someone reach out to purchasing to facilitate that reassignment.

Theer are a few Direct Payment items that will be sent out from Business Services that have multiple approvers all over campus. There is a recorded session and some information on that in the Canvas classroom.

Setting up defaults and other ShopUW+ questions

When setting up your Ship to address, there is a dropdown with two University of Wisconsin Parkside addresses. Most of campus will use the 900 Wood Road address. This is the Greenquist loading dock and where almost all deliveries should be made.

4135 University Drive is the Ranger Hall delivery address. This is for very limited use.

 

One thing you may have noticed is that if your multiple default addresses were set up using an AD HOC feature, every purchase request with that address will require Approver 2 approval regardless of the dollar amount.

When setting up your Ship to address, there is a dropdown with two University of Wisconsin Parkside addresses. Most of campus will use the 900 Wood Road address. This is the Greenquist loading dock and where almost all deliveries should be made.

Using this address, change only the NAME and save with a nickname. If you type over the address, it becomes an ad hoc address automatically, even if the address is EXACTLY the same.

The ShopUW+ branding colors are maroon and black. You can change your color theme in your profile under Language, time zone and display. In the color theme dropdown, you can choose Parkside Theme . When you save your changes, your ShopUW+ experience will be in Ranger green.

 

In your profile, you can go to Notification Presences. You can click on the Edit Section pencil in the top right corner and choose or change your presences for each type of notification.

 

The most common reason for this issue is the default setup. there are TWO areas for defaults in your ShopUW+ profile Code Favorites.

The top is Funding String. This area applies to all Purchasing forms and requests.

The second is Accounting Codes. These defaults apply to all Accounts Payable functions. Refund of Receipts is generally the only AP form that campus will use regularly.

Ensure that you have the appropriate funding string in the appropriate default area for what you want to accomplish.

 

The first step you should complete in ShopUW+ is setting up your defaults. Your default is not automatically entered. You can enter one default and other favorites. This is a great tool to allow you to split funding on commonly placed orders by default. Please note that you should always verify the split is correct.

You will also choose a default delivery address. Your ShopUW+ training should walk you through the process to set up defaults.

Accessing ShopUW+

There are two ways you can access the ShopUW+ login:

Access ShopUW+ through ShopUW+ Essentials.
On the landing page, you will see the ShopUW+ login link on the far right.     

SHUW Login

 

The link to the ShopUW+ Essentials page is on the UW Parkside logins page.

Log in using your UW Parkside credentials.

We are currently working to resolve accessibility barriers in ShopUW+. To learn about the accessibility and usability of ShopUW+, go to ShopUW+ – Accessibility and Usability Information (links to an external site)

If you need accessibility assistance, want to report an accessibility barrier, or if you are having difficulty using ShopUW+ or any of the training materials, email uwsaproblemsolvers@uwsa.edu.

ShopUW+ has FAQs and customer support.

 

Customer Support
Please explore the topics and Frequently Asked Questions (FAQs) for your solution before contacting the Customer Support Team.
 
How can we help you?
If you have questions about completing tasks in ShopUW+  
  • Review your training courses to locate the answer to your question.
  • Search the Quick Reference Guide which has instructions to more than 50 proceses.
If you have questions about accessing Canvas or ShopUW+  
  • Refer to the login instructions on the Getting Started page.
  • If you do not find your answer, contact Customer Support

Check out the Business Services Canvas Classroom for some clarifications or overviews.

Training

Training is not required.

However, completing all of your assigned training courses in order is going to help you understand the platform and help you work confidently in the quickest way possible.

You will learn how to complete common workflows and get answers to your questions as you work through the modules. You will continue to have access to the modules and Quick Reference Guide for future reference.

All ShopUW+ system training is in the UWSA Canvas classroom. The ShopUW+ Essentials Red and Black website is now available.

Course Audience

Sections and Time to complete

ShopUW+ Foundations Everyone
Section 1: 10:24 Section 2: 11:47 and a quiz
ShopUW+ Process Updates Everyone
Video is 2:25 and a quiz
ShopUW+ Shopper Skills Everyone
Quick Reference guide is available
Section 1: First Sign on and setting defaults: 12:41
Section 2:  Generating Orders: shopping, Using Carts and Requisitions: 25:50
Section 3: Documenting a Receipt of Goods or Services: 5:56
Section 4: Searching and Creating Reports 9:00,
Section 5: Special Procedures and Troubleshooting 2:25 and a quiz
ShopUW+ Requester Skills Requester, Approver, Procurement, Accounts Payable
Section 1: Submitting Requisitions, Processing Assignments and Change Requests: 4:00
Section 2: Direct Payments: 4:17
Section 3: PIR: 5:36
Section 4: Refund of Receipts
Section 5: Check action form 3:35
And the quiz
ShopUW+ Approver Skills Approver, Procurement, Accounts Payable
Processing and Assigning Approvals: 5:25 and a quiz

 

Check out the FAQs from UW System.

The training from UW System covers how to use ShopUW+. 

Business Services has training resources for UW Parkside specific training for campus. Check out the training page for the courses in Canvas.

Your department or unit may also have documentation or training specific to your business processes.

 

Purchasing Goods and Services

This may depend on what you are purchasing, your department business practices, and your role in ShopUW+.

If you are a Requester, please refer to your department business practices, the ShopUW+ training, the ShopUW+ FAQS, and the Reference guides from ShopUW+.

If you do not know if you are a requester, then you probably are not. Please refer to your department or unit for guidance.

 

It depends.

All purchases must be pre-approved through ShopUW+. Please note that if you are a shopper creating a cart in ShopUW+ or you will be requesting your department/unit Requester to purchase on your behalf, you will need lead time on purchases for those approvals. 

The time it takes to process will depend on dollar amount which determines the approval routing, item availability, shipping times, the purchase process for the specific item, and the purchasing review process.

 

Paper or electronic versions of paper Purchase Authorizations/Requisitions will no longer be accepted.

All purchase requests must be processed through ShopUW+

All invoices should be sent by the supplier to AP.Office@uwp.edu.

If the invoice should be applied to a Purchase Order for FY21, Accounts Payable staff will send you a positive approval request through BP Logix.

ShopUW+ has consolidated purchases for goods and services into one process. You may see references to PIRs in ShopUW+, but these are now a different category of payments.

What used to be a PIR should now be submitted as a Requisition for Services. Check out the training page for a recorded session and documentation on this topic.

If the individual is a sole proprietor, you will probably need an ASSA or another contract.

If your supplier is a business and will supply you with an invoice, you do not need necessarily need an ASSA.

Contracts have strict signing authority rules. When you have a contract, you will open a purchase request in ShopUW+. If you have a contract or an ASSA, please attach it signed by the supplier. Procurement will review and sign and return the document to you for distribution to the supplier.

Accounts Payable will use the document to pay the individual. Please ensure you are check the Receive Required checkbox in your request.

There is a recorded session and documentation on this process in the Canvas classroom.

Purchase requests should be submitted prior to purchase. The purchase request triggers the purchase. A purchase order is created.

Please note that sending in a Purchasing request after receiving an invoice is a non-conforming requisition*. They are considered to be out of compliance with purchasing policy.

Remember that all invoices should be submitted to AP.Office@uwp.edu.

*Please note that there is a small category of invoices received after the fact that ARE NOT non-conforming: Utilities and government payments are one of the examples. another is an invoice that requires a pre-payment, such as a subscription or membership.

It will be processed through ShopUW+.

On page 31 of the Quick Reference Guide, you can see that a pre-payment required order should be processed through the Requisition Wizard.

Paying Individuals and Companies

An introduction to Accounting: Funding Strings video is available in the Business Services Canvas classroom. Please review for general information.

Account codes are one element of funding strings and are maintained by UW System. They are four digits. The first digit will tell you the type of account. If the account code begins with a 2, it signifies travel and expenses. An account code that starts with 3 is for supplies.

The Chart of Accounts is here: https://www.wisconsin.edu/financial-administration/account-codes/.

Please note that commonly used Account Codes can be found on the J drive: J:\Campus Info\Business Services\Funding String Reference

 

Each department has its own approver routing. If your request is going to different departments, all of the approvers need to approve before it moves on to the next step.

Keep in mind that if the aggregate total is over $5,000, all Level 2 approvers must approve prior to the request being sent to purchasing review.

UW System and State of Wisconsin Purchasing policy requires specific documentation and process for paying invoices. Please follow the appropriate process.

There are three reasons why an invoice may be sent to AP without an order in ShopUW+.

1. The invoice is against a FY20 Purchase Order.

2. The invoice is non-conforming, meaning that a purchase was made prior to submission in ShopUW+ and purchasing review.

or 3. The invoice is for a prepayment item such as a membership, subscription or service agreement.

In any of these scenarios, AP will send you the invoice via BP Logix. You will then process it appropriately.

 

*Unless it meets very specific requirements, the request should be non-conforming.

All invoices should be sent to AP.Office@uwp.edu. Accounts Payable will review and route or enter the invoice in ShopUW+ for payment.

Suppliers

Suppliers have to be in the SFS system prior to submitting a requisition through ShopUW+. If your supplier is not in the system, it may cause significant delays in ordering.

You can proactively check WISER or ShopUW+ when you identify a possible supplier. If the supplier is not in the system, you can have them added before you place your order to ensure the ordering proces goes smoothly.

Check out the Business Services Canvas classroom courses on suppliers and the Supplier Information webpage.

The Business Services Canvas course also has all of the documentation that you need to send to a supplier and the process to have them added to SFS.

The Supplier Information webpage is also a great resource.  

Supplier information is entered and managed by Shared Services. We do have a shared supplier log. Until the campus has access to the log, please reach out to Accounts Payable for more information.

Receive In

When you place an order, there is a checkbox to require receiving in. Receiving in means that you will verify that the item(s) arrived or the service was performed. This is a critical element of the Accounts Payable process.

Receiving In replaces Positive Approval. This is the only communication between the department and Accounts Payable that the invoice is okay to pay.

Each department should deteremine their own business process on how to receive in items.

Receiving in is required and will automatically apply on all orders over $5,000.

The Best Practice and the highly recommended process is to check the receive in box for all items over $100.

Please note that if you have an order and the receiving in box is not checked, when the invoice comes to Business Services Accounts Payable, it will process using a two way match. The two way match process does not verify that the items have been received.

By checking the box that receiving in is required, you ensure that payment will not occur until the items are received. Please note that if the invoice is paid without receiving in, any overpayment for short deliveries may not be recoverable.

There is a training on Receiving Required and Receiving In in the Business Services Canvas classroom. 

 

One thing you may have noticed is that if your multiple default addresses were set up using an AD HOC feature, every purchase request with that address will require Approver 2 approval regardless of the dollar amount.

When setting up your Ship to address, there is a dropdown with two University of Wisconsin Parkside addresses. Most of campus will use the 900 Wood Road address. This is the Greenquist loading dock and where almost all deliveries should be made.

Using this address, change only the NAME and save with a nickname. If you type over the address, it becomes an ad hoc address automatically, even if the address is EXACTLY the same.

Purchase Orders, Contracts, and Bids

The preferred method of purchase order distribution is email. You may also determine that you do not need the PO to be distributed. If you have additional questions about Purchase Order distribution to Suppliers, please contact Purchasing.

 

A change order would be the first step. Follow the instructions on how to complete a change order.

 

If a Change Order changes a Purchase Order in a material way*, it will go through the approval workflow process.

* material way refers to changing the cost of an item or the total dollar amount of the order.

The request will go through ShopUW+. Attach the contract to the Requisition. Purchasing will review, contact you with questions, and sign when appropriate.

 

Academic Service Support Agreements should be used to contract for services that are unique, noncompetitive activities that support instruction/research/public services and should be attached to the Requisition in ShopUW+ for signature by Purchasing. 

All Requisitions for Simplified Bids should be submitted with quotes and Simplified Bid form for Purchasing approval before the purchase is made. 

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