1. A Guide to Ordering

2.  How to Spend Money On and Off Campus  Ordering through Chemistry Stores  What We Sell  How to Order  Special Orders  Gas Cylinder Rental  Equipment Purchases  cyBUY Orders  Ordering Process  What to Include  P-Card Orders  What is a Purchasing Card and How to Use It

3.  All purchases made through a University business (e.g. Bookstore, Central Stores, etc.) can be purchased directly using your University fund account  Any purchase through companies off campus (e.g. Fisher, Sigma Aldrich, etc.) must go through Chemistry Stores.  Chemistry Stores is able to get quotes from vendors, make off campus purchase, process the shipment, and charge your University fund account.

4.  We have over 2,000 different stock items which are available for immediate purchase. Our inventory includes liquid nitrogen, dry ice, chemicals, solvents, enzymes, media, glassware, lab supplies and equipment, compressed gas cylinders, and convenience items. These items can be purchased and carried out of the storeroom.

5. 1. Place an order from our online catalog and ordering system or through cyBUY. Customers who have signed up for access to our online system can browse our catalog online and place orders for pick- up or delivery. 2. Visit the sales counter in 1400 Gilman and place your order in person. One of our storekeepers will be happy to take your order, make recommendations if you have any questions, and fill your order while you wait. You will be asked to fill out a sales requisition form so please have account information and proper approval from your department.

6.  Contact Melissa at msgruhn@iastate.edu if you would like to have access to our online system with the following information msgruhn@iastate.edu  Name  Department  Email Address

7. 1. Logon to AccessPlus and click the U-Business tab 2.Click on Chem Stores Catalog on the left side Tips for Searching  Type the word in the Keyword/Description field and then click the search function  Use the Search Description instead of the Browse by Keyword  Use short general terms instead of long descriptions  Do not use chemical abbreviations, instead use full chemical names

8. 1.Click on Chem Sto Ordering. 2.Click on Create Order 3.Fill in your contact information in the appropriate fields. 4.Enter a valid account number.  If your account is closed you will not be able to proceed. 5.Please indicate if this order is for delivery or pick-up in the Dlvry/Bld/Room field.  All Gilman and Hach orders are customer pick up  For pick-up, enter the words ‘Customer Pick Up’ 6.For deliveries, add any additional instructions in the Comments field. 7.Please note that all delivery orders will be delivered to the dock of your building unless you specify a room delivery in the Comments field. Delivery charges will be added to all room deliveries. 8.Click on Save.

9. 10.Click on Add Stock Items. 11.Type in the stock number. Do not use any decimal points or dashes. 12.Enter the quantity. 13.Click on Save or Add Next Item to move on. 14.Add additional stock items as needed. The system will allow up to 10 stock items per order. If you have more than 10 items to order, please create additional orders as needed. 15.After your last line item is entered, click on Save to save the order for later, or click on Finish to proceed to completing the order. 16.Please check your order for errors and then click Send. A confirmation screen should indicate that your order has been sent. * Please note the unit of sale for the item. Some items are sold in Eaches and others in Packs, or Cases. Make sure your quantity is correct. If your order quantity exceeds the number in stock, your order will be processed with the quantity of that item available. The remainder of the order will be processed when enough stock becomes available.

10.  If we do not carry an item you need, we can special order it for you. 1. Place an order from our online catalog and ordering system or through cyBUY. Customers who have signed up for access to our online system can place orders for non-stock items using the special order function. We will contact you when the item arrives and is ready to be picked up in 1400 Gilman. 2. Visit the Chemistry Stores office in 1351 Gilman. We maintain a catalog library with current catalogs from hundreds of different vendors. The sales staff can help you search for a specific item and make recommendations if you have any questions. You will be asked to fill out a sales requisition form so please have account information and proper approval from your department. We will contact you when the item is ready to be picked up in 1400 Gilman.

12. 1.From the Chem Stores Ordering menu, click on Create Order. 2.Fill in your contact information as you would for a stock item order. 3.Under Comments, type the name of the company you are ordering from. 4.Click on Add Non-Stock Item. 5.Enter the quantity and unit of sale e.g. each, case, pack, etc… 6.Enter the description of the item you wish to order. Please include the following: 1.Lines 1 and 2 - catalog number of item, name/description of item, and size of item e.g. 10 g 2.Line 3 - company telephone number or website 3.Line 4 - company address 7.If you don’t know one or more of these details, please enter as much information as you can. 8.Click on Save to proceed. 9.Enter additional non-stock items as needed. 10.After your last non-stock item, click on Save to save for later update, Finish to proceed to sending, or Delete to remove an item. 11.Review your order for errors and click on Send. A confirmation screen should indicate that your order has been sent to Chem Stores.

13.  Chemistry Stores supplies the entire university with industrial gases, high purity gases, and specialty gas mixtures. We keep industrial grade acetylene, air, argon, carbon dioxide, hydrogen, nitrogen, oxygen, argon/CO2, and O2/CO2 gases in stock. These are available from the storeroom in 1400 Gilman during normal business hours. Regulators and related equipment are also available for purchase  High purity gases and special gas mixtures can be ordered from Airgas, Praxair, Matheson TriGas, or other specialty vendor. Orders for these items should be placed with the Chemistry Stores business office in 1351 Gilman, online using the special-order function. To reduce processing time, please provide us with as much information as possible including gas purity, cylinder size, and vendor catalog number if available.

14.  Charges for gas cylinders include a one-time fee for the gas plus a daily demurrage fee for the rental of the cylinder.  We track the cylinders on campus using a barcode system. This allows us to know when a cylinder is checked out, who is renting it, and when it is returned.  To return a cylinder from Gilman or Hach to Chemistry Stores, bring the cylinder directly to the store room in 1400 Gilman. Be sure to follow all safety procedures when transporting the cylinders. We have cylinder carts available for short term use to transport cylinders between locations.  To return a cylinder from buildings other than Gilman and Hach to Chemistry Stores, place the cylinder on your dock with the manila hang tag torn off to read "Empty" and we will pick it up the next time deliveries are made to that dock. To set up a pick-up on a specific date, contact us at 294-0203. Please note that cylinders that do not say "Empty" or "return to Chem Stores" will not be picked up. Also, all cylinders must have the metal cylinder cap attached or they will not be picked up. If you have lost a cylinder cap, contact us and we will provide a replacement for a fee.  Even if a cylinder is not empty, but needs to be returned, tear the tag off to read “Empty” and place in the pick-up area.

15.  Web requisitions are used when a purchase is not appropriate for cyBUY or P-Card.  Web Requisitions are initiated by Chemistry Stores to Purchasing.  Purchases for equipment, computers, or pieces of equipment $5,000 or more, or if the vendor does not process credit card orders requires a requisition to be submitted through Purchasing.  High dollar purchases may need to be competitively bid to follow University guidelines. Guidelines can be found on the ISU purchasing website.  Visit the Chemistry Stores Office in 1351 Gilman with any pertinent information regarding the purchase and we can assist you in filling out the proper information to get a request submitted to Purchasing.

16.  This program has been designed to allow for the procurement of supplies and equipment from contracted vendors in a streamlined online marketplace available through AccessPlus.  To gain access, contact purchasing at cybuy@iastate.edu or 294-4860.cybuy@iastate.edu  Orders using Chemistry Department funds will route through Chemistry Stores for approval before being released to the vendor.  Please note that some vendors charge processing fees per order. Chemistry Stores tries to consolidate special orders to these vendors to reduce costs. Consider placing a special order to Chemistry Stores instead of direct to the vendor when ordering so we can consolidate your order.

17. 1.Click on the U-Buisness Tab in AccessPlus 2.Click on cyBUY (Shopper) on the left side column 3.Click the cyBUY logo

18. 4.Click on the desired vendors logo to be directed to their site. 5.Purchase items like you would for ordering items online. 6.When you checkout, you will be directed back to the cyBUY shopping page 7.At this point, you can still edit quantities or delete the order. 8.Fill in your business purpose Short descriptions Need more than just “Research” E.g. “Chemicals for organic synthesis” 9.Put the fund account you would like to charge the purchase to in the Fund Account/Notes section. 10.Select Update. 11.Select Create. 12.You should received a confirmation that the order was submitted. 13.At this point, the order is sent to the releaser (Chemistry Stores in most cases) for final approval before being submitted to the vendor.  We can still make changes to the order at this point if you contact us before we route it to the vendor 14.You should receive an order confirmation email form the vendor after your order is released.

19.  This program has been designed to allow for the procurement of low-dollar supplies by the end user through the use of a VISA credit card.  Contracted cyBUY vendors must be checked first before using P-Card with a non contract vendor.  Some faculty and staff have cards for purchasing outside of the contracted vendors.  Most P-Cards have a transaction limit of $4,999.00.  Only the card holder should be making purchases with the card. If your name is not on the card, you do not have the authority to use it.  All purchases should be sent to the store room  Chemistry Stores 2415 Osborn Drive 1400 Gilman Hall Ames, IA 50011  Chemistry Stores can make purchases for you using the special order process.

20.  For stock and delivery questions contact the store room  1400 Gilman Hall  515-294-0203  chemsto1@iastate.edu chemsto1@iastate.edu  For special order and billing questions contact the office  1351 Gilman Hall  515-294-4413 or 515-294-6122  fspicher@iastate.edu or sspring@iastate.edu fspicher@iastate.edusspring@iastate.edu