Overview
Frequently asked questions about creating and using a department account.
Q: What do I do if I need access to the Logistics Online Warehouse to order gases and other services?
A: If you need access to the Logistics Online Warehouse to order gases or services such as storage pickup for short-term or long-term storage, storage retrieval, surplus pickup, help with departmental moves or large equipment delivery and installation then you need an account. When access is granted, you will have access to view electronic invoices and compare the detail of the monthly recharge purchases against your department My Reports expenses for validation of spend.
Q: How do I isolate and total charges in the Chart of Accounts (COA) Recharge Detail Report?
- Navigate to the UCSF Logistics Online Warehouse (MyAccess required)
- 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
Q: How do I switch between Department IDs?
- Navigate to the UCSF Logistics Online Warehouse (MyAccess required)
- 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
Q: When I make a purchase how do I figure out the department ID and chart string?
A: 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.
Q: What if I need additional Department IDs/Cost Centers for my Logistics Online Warehouse account?
A: Should you need access to additional Department ID’s or UCSF Health Cost Centers you must be approved to make purchase against the associated COA chart string by your departments finance administrator.
When your user account is assigned with more-than-one Department ID/Cost Center you will have a drop-down menu in the upper right-hand side of the webpage, this is preset to your “default” Department ID/Cost Center. Select the appropriate Department ID/Cost CenterSelect as the first step when placing and order for goods and services.
Note: User Accounts with only one department ID assigned will not see the drop-down box with your default department.
Click here to Update / Add Dept ID or Cost Center to an existing Logistics Online Warehouse account
Q: 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