Logistics-DSM FAQs


What do I do if I don't have a user ID or password to log into the Online Warehouse?

Request your User ID to [email protected] by providing the following:

  • Your name
  • Your employee number
  • Department ID or Cost Center (not Department Code, not DPA)
  • Building name, address, and room number
  • Phone and fax
  • Campus mailbox number
  • Name of your direct supervisor
  • We'll respond with a User ID for the UCSF Logistics Online Warehouse

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How do I isolate and total charges in the Chart of Accounts (COA) Recharge Detail Report?

  • Navigate and login to MyAccess 
  • Enter your MyAccess credentials
  • Scroll down the page of links
  • Click on the UCSF Logistics Online Warehouse link (you are now in the UCSF Logistics Online Warehouse)
  • Click on Reports
  • Click on the "Select a Report" Field
  • Click on COA Recharge Detail
  • Select the correct month
  • Select the correct Department ID
  • Click "Build Report"
  • If you look at the top margin of the page a second tab (titled ASCTRac Reports) will appear along the top margin  
  • Click on that tab and you can view the report 
  • Select the CSV format
  • Click on Export
  • Click on the blue down arrow
  • Now you can open your report, save it, etc.
  • Save it on your desktop
  • Open the file
  • Now save it as a .XLS file (Excel)
  • You will now see all pages as one long page in Excel  
  • Going from .csv-to-.xls method merges all pages onto one page
  • Go line by line and delete every line that doesn’t use your chart string 
  • Other divisions of your department may share a Department ID, but locating your chart string is specific to your search
  • Total all your lines using the Excel AutoSum key

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How do I switch between Department IDs

  • Navigate and login to MyAccess
  • Enter your MyAccess credentials
  • Scroll down the page to the UCSF Logistics Online Warehouse link
  • Click on our UCSF Logistics Online Warehouse link
  • At this point you can place an order or extract a report
  • Click on the appropriate tab
  • You will notice a drop down menu appear in the upper right-hand corner
  • Click on the drop down menu
  • Select the Department ID you'd like to work in
  • Now you can select the Order or Report function required

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When I make a purchase how do I figure out the department ID and chart string?

You cannot proceed without your Department ID/Cost Center.  A Department ID or Cost Center is a six-digit number that identifies your specific department in the new "Chart of Accounts" financial system. You can read more about this on the Controller's Chart of Accounts web page

Each department has an assigned Department Champion. Please contact your Department Champion, Financial Analyst, or Manager for the correct Department ID/Cost Center. Please note that once you have an account to purchase goods or services via our website you'll need to know your chart string in order to complete each financial transaction in our system. You can validate your chart string via the Speedtype and Chartfield Validator Tool located in the “S” section of MyAccess.

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What if I need additional Department ID's for my account?

Email [email protected] and let us know which additional Department Ids/Cost Centers you'd like to have added to your account.  

When you get ready to place an order your account will default to your original “default” Department ID.  In the upper right hand side of your screen you'll notice the grey drop-down menu.  Click on the drop down. Select the appropriate Department ID/Cost CenterSelect the Order or Report process you require.

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How do I extract a DPA/fund-based report?

  • Navigate and login to MyAccess
  • Enter your MyAccess credentials
  • Scroll down the page to the UCSF Logistics online store link
  • Click on our link
  • Click on My Reports
  • Click on Reports
  • Click on the "Select a Report" drop down menu
  • Click on Fund-DPA Look-Up Report
  • Enter Fund, DPA, Invoice Period, and transaction type 
  • Click on "Build Report"

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

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How do I extract an order if I have the order number?

  • Navigate and login to MyAccess
  • Enter your MyAccess credentials
  • Scroll down the page to the UCSF Logistics-DSM online store link
  • Click on the UCSF Logistics-DSM online store link
  • Click on My Reports
  • Click on Reports
  • Click on the drop-down menu
  • Select Invoice/Order Lookup
  • Enter your order number (EX. C10017930)
  • Click on "Build Report"
  • You can now view your order
  • To download your report:
  • Click on the "Select a Format" drop down menu
  • Select your format of choice
  • Click on Export
  • Save it at the location you prefer

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