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.

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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.

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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.

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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.

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How do I order Ethanol? (UCSF Health Catalog ONLY)*

*UCSF campus departments must purchase Ethanol through Bearbuy.

  • 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.

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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.

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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.

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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.

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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.

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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

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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.

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