Gas and Alcohol Sales FAQ

Q: 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:
• Click Continue

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

Q: How do I match Logistics charges to MyReports?

A: 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
• 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.

Q: 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.

Q: 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.

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

A: *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.

Q: 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.

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

A: 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.

Q: 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.

Q: 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

Q: 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.