Gas and Alcohol Sales FAQs


If I have an unopened case of ethanol, how do I go about returning it?

  • Navigate and login to MyAccess
  • Sign in with your MyAccess credentials
  • Scroll down the page of links to the UCSF Logistics Online Warehouse.
  • Click on Service Requests
  • Click on Return-to-Vendor
  • Select whom you want to return the item(s) to "Return to Whom”
  • In the Product field – select “43196115 - Ethyl Alcohol 24 pints per cs 200 proof" for example
  • Select your reason for returning the item(s) in the “Reason for return” section
  • Input the description of problem in the Description of Problem section
  • Click on Add Item to RMA
  • Fill out the Mandatory fields and any others that pertain to your order on the common information page:
    • Date requested
    • Contact
    • Contact Phone Number
    • Building
    • Room
    • Business Unit (SFBCP, SFCMP, SFFPO, SFLPH, or SFMED)
    • Enter your Fund
    • Enter your Project ID
    • Enter your Function
  • Click Continue

Make a note of your RMA number in case you have a question later.

 Back to top


How do I match Logistics charges to MyReports?

How to view, export and summarize Chart of Accounts (COA) Recharges from UCSF Logistics Online Warehouse website:

  • Navigate to UCSF MyAccess and sign in using your User ID and Password
  • Locate the UCSF Logistics Online Warehouse link (hint, save to your favorites)
  • Click on UCSF Logistics Online Warehouse
  • Click on Reports
  • Click Reports
  • Click on Select a Report dropdown
  • Select COA – Recharge Detail 
  • Select from the Dept ID dropdown the department to be viewed
  • Select from the Invoice Period dropdown to view the recharge month period
  • Click Build Report
    • The report will populate in a new tab (must have pop-ups enabled)
    • Or, click on the new tab to view the report (depending on the browser)  
  • To export report for use in Excel
    • At top of the report, click on Select a format 
    • Select the CSV (comma delimited) format
  • Click on Export
    • Browsers can be set to auto-save to your computer
    • Or, you may see a pop-up dialog box asking to “Save File”, click OK
  • Locate the COA3PLRechargeDetail.csv file (usually found in your download folder or desktop)
  • Open the file
    • Double click to view file
    • Or, Import into a new Excel Worksheet (recommended)
  • Remove the top three rows to move the report header up into row 1
  • Save file in Excel XLS or XLSX file format, do not save as a CSV file
  • Use the Total_Line_Recharge column to summarize the total recharge using the Excel Autosum key

Note: This file represents detailed recharge transactions for the department selected. Some departments utilize many different COA chart-strings. You will need to review the recharge detail lines that are specific to your COA chart-string. This may require the removal of some rows of information that do not pertain to the COA summary to balance and compare to summarized recharges found in MyReports.

Back to top


How do I extract a Demurrage (gas cylinder rental) Report?

  • Navigate and login to MyAccess
  • Sign in with your MyAccess credentials
  • Scroll down the page of links to the UCSF Logistics Online Warehouse.
  • Click on My Reports
  • Click on Reports
  • Click from the Drop-Down Menu
    • Select "COA-Gas Cylinder Inventory Report"
  • Select the appropriate Department ID or Cost Center
  • Select the correct Date Range
  • Click Build Report

You can now download the report on a number of formats.

Back to top


How do I locate my old department code/fund/DPA on gas cylinder rentals?

  • Navigate and login to MyAccess
  • Sign in with your MyAccess credentials
  • Scroll down the page of links to the UCSF Logistics Online Warehouse.
  • Click on Reports
  • Click on My Reports
  • Click on COA Gas Cylinder Inventory Report
  • Verify that your Department ID is correct
  • Click on Build Report

You can now view the results and download the report in a number of different formats

If you look left to right across the report, you'll see the old department code string in pink off to the right.

Back to top


How do I order Ethanol?

  • Navigate and login to MyAccess
  • Sign in with your MyAccess credentials
  • Scroll down the page of links to the UCSF Logistics Online Warehouse
  • Click on Order
  • Click on Warehouse Stores
  • Click on Alcohol
  • Click on 43196115 (for example)
  • Select quantity
  • Click “Add to Cart”
    • Repeat if you are ordering multiple items clicking “Continue Shopping”
  • Fill out the Mandatory fields and any others that pertain to your order on the "common information page":
    • Date requested
    • Contact
    • Contact Phone Number
    • Building
    • Room
    • Business Unit (SFBCP, SFCMP, SFFPO, SFLPH, or SFMED)
    • Enter your Fund
    • Enter your Project ID
    • Enter your Function
  • Agree to the Terms and Conditions
  • Click Submit Order

Make a note of your Order Number in case you have questions later.

Back to top


How do I order gases?

  • Navigate and login to MyAccess
  • Sign in with your MyAccess credentials
  • Scroll down the page of links to the UCSF Logistics Online Warehouse
  • Click on Order
  • Click on Warehouse Stores
  • Click on Gases
  • Select the appropriate type
  • Select the correct gas
  • Select the correct quantity
  • Click “Add To Cart”
    • Repeat if you are ordering multiple items clicking “Continue Shopping”
  • Fill out the Mandatory fields and any others that pertain to your order on the "common information page":
    • Date requested
    • Contact
    • Contact Phone Number
    • Building
    • Room
    • Business Unit (SFBCP, SFCMP, SFFPO, SFLPH, or SFMED)
    • Enter your Fund
    • Enter your Project ID
    • Enter your Function
  • Agree to the Terms and Conditions
  • Click Submit Order

Make a note of your Order Number in case you have questions later.

Back to top


How do I place a special gas order?

  • Navigate and login to MyAccess
  • Sign in with your MyAccess credentials
  • Scroll down the page of links to the UCSF Logistics Online Warehouse
  • Click on Order
  • Click on Custom Orders
  • Fill out the Description field with accurate information of the cylinder (cylinder size, composition of the gas, its use, etc.)
  • Click Continue
  • Fill out the Mandatory fields and any others that pertain to your order on the "common information page":
    • Date requested
    • Contact
    • Contact Phone Number
    • Building
    • Room
    • Business Unit (SFBCP, SFCMP, SFFPO, SFLPH, or SFMED)
    • Enter your Fund
    • Enter your Project ID
    • Enter your Function
  • Agree to the Terms and Conditions
  • Click Submit Order

Make a note of your Order Number in case you have questions later.

Back to top


If I want to order a regulator, what information do I need to provide for a single or dual stage?

Please provide the following information:

  • Pressure Range
    • 0-200psi covers a lot of uses, but you may need something finer like 0-50 psi.
  • CGA Fitting
    • This is the CGA fitting number that must correspond with the CGA number listed on the threaded fitting on the gas cylinder.  It will look like ""CGA-XXX"" with a 3-digit number that corresponds with the cylinder.  It's important to get this right otherwise it will not fit if it isn't a perfect match.
  • Fitting
    • Let us know if you'll need a "barbed fitting" to push 1/8" or 1/4" tubing onto or if you have a special requirement like 1/8" NPT threads, etc.

Back to top


How do I order a Regulator?

  • Navigate and login to MyAccess
  • Sign in with your MyAccess credentials
  • Scroll down the page of links to the UCSF Logistics Online Warehouse
  • Click on Order
  • Click on Custom Orders
  • Fill out the field with an accurate description of the regulator (single or dual stage?  Pressure range? CGA fitting? Output fitting, if any?)
  • Click Continue
  • Fill out the Common Information Page with Chart String information, Location, Contact Information, etc.
  • Click Continue

Make a note of the Order number in case you have a question later.

Back to top


If I want to cancel my gas order, how do I locate my order?

  • Navigate and login to MyAccess
  • Sign in with your MyAccess credentials
  • Scroll down the page of links to the UCSF Logistics Online Warehouse
  • Click on My Reports
  • Click on Order Status
  • Select the ""Open Orders"" tab
  • Click on Search
  • You will now see all of your open orders
  • Click on the line of the order you'd like to cancel
  • You'll now see that order in isolation with a red X next to it
  • Click on the X

Back to top


How do I return an empty gas cylinder?

  • Navigate and login to MyAccess
  • Sign in with your MyAccess credentials
  • Scroll down the page of links to the UCSF Logistics Online Warehouse
  • Click on Service Requests
  • Click on Return to Vendor
  • Select Return to Warehouse
  • Click Continue
  • You'll now be taken to the Return entry page
  • Select the type of product
  • Select RTV- Received with Damage
  • Enter "Cylinder received empty" in the description
  • Click "Add Item to RMA"

Once we've received the item we'll credit you for the cost of the item. Please place an order for the replacement cylinder before 2 p.m. of a normal business day and we'll deliver it the following business day.

Back to top