DoIT Departmental Tech Support - Purchase Request Form
All items must be requested through the DS Purchasing & Billing Request Form. This form ensures accurate tracking, proper approvals, and timely processing of all purchases and billing requests.
Equipment Purchasing Process
- Determine the item needed - Identify whether the item is a standard stocked item or a non-standard item requiring a ShopUW purchase
- Check availability & purchasing responsibility:
- Standard items are stocked in B202 (Dayton - Computer Science) or the Middleton building
- If the item must be purchased through ShopUW, verify whether DS Operations or the customer's department is responsible for making the purchase.
- Submit your request - Complete the DS Purchasing & Billing Request Form, including:
- Customer Information
- Name
- Payment information (Driver Worktag)
- Incident number
- Delivery Method
- Shipping (charges apply for non DoIT contracts)
- Technician pick up
- Contract partner pick up from On-Site Help Desk
- Customer Information
Purchasing & Billing Request Form Categories
Requests fall under six categories:
- Customer Hardware Purchase - Request standard inventory for a contract partner from B202/ Middleton inventory or non standard items via ShopUW
- Customer Software Purchase - Request software for a contract partner
- DEM Reader Pool Shipment - Ship equipment to a DEM remote reader
- DoIT Logistics Shipping Service - Ship equipment to or retrieve equipment from a contract partner
- DS Purchase/Office Supplies - Request an item for use by internal staff such as a desk lamp for your cube, accessories, training materials, etc. (A ticket must be created before completing the form)
- Billing - Chargeback costs to a contract partner (e.g, quote for repair or out of warranty parts)
Next Steps:
- You will receive an automated email confirmation with a summary of your request once you have submitted the form. If you do not receive an email confirmation, contact Operations.
- Review the content for accuracy and report any errors to operations
- Please allow up to 4 business hours for your order to be placed.
- Once your custom order has been placed, Operations will email you with confirmation and order details (if available).
Workday Updates
Purchase Request Form Updates
The following fields have been added or updated on the Purchase Request Form:
-
Driver Worktag (new field):
Requesters are now required to enter the customer's Driver Worktag instead of their DoIT Number. This aligns with funding sources in Workday. -
Department Name (new field):
Added to assist in validating Driver Worktag entries and cross-referencing departmental charges. This helps prevent mischarges due to typos or mismatches between name and funding. Please send an e-mail to doit-ds-ops@lists.wisc.edu if you need to add a department. - Customer Name and Email: We previously requested the customer's NetID but this is no longer relevant in Workday. We are requesting the customer's name and e-mail to include it in the stock request notes.
Purchase Request Spreadsheet Updates
The corresponding Google Sheet (which receives form responses) has been updated with the following columns:
| Column Name | Type | Description |
|---|---|---|
| Stock Request # | Existing (renamed from Order Number) |
Updated to reflect eight-digit STK number format used in stock requests. This field must only contain the Stock Request# as it is referenced in automated email notifications. |
| Dept Name | New | Used to help validate the FDM entry by checking against department names. |
| Driver Worktag | Existing (renamed from DoIt Number) | Updated to Driver Worktag to reflect Workday funding strings |
| Order Status | New |
Indicates order status (e.g., picked, canceled, in transit). This is linked to automated email notifications and should be formatted as (Picked Middleton or Picked Dayton) |
| Last Notified | New |
This field automatically records the date and time an email notification was sent for the current request. It helps prevent duplicate emails if the same status is edited multiple times. This field is locked to prevent accidental edits as manual edits may interfere with email logic. |
| Last Status Emailed | New |
This field stores the most recent status that triggered an email. It is used by the script to determine whether the current update is a repeat of a previous status. This field is locked to prevent accidental edits as manual edits may interfere with email logic. |
Automation: Email Notifications via Google Apps Script
A Google Apps Script has been implemented to enhance communication with requesters. When a value is entered in the Status column (Column D), the script will automatically send an email to the form submitter (whose email is listed in Column E).
Order Status Definitions
The Order Status column in the Purchase Request Sheet is used to track the progress of each order. Below is a breakdown of each available status and its intended meaning:
|
Status |
Definition/Use Case |
|---|---|
|
Picked |
The item(s) have been physically picked from inventory and are ready for pickup. Triggers an automated email notification to the requester. |
|
Ordered |
The item(s) have been ordered from a vendor but have not yet been received. This is used for non-stock or special-order items. |
|
In Transit |
The order is currently on its way from the vendor to campus. |
|
Canceled |
The request has been canceled by the requester or due to other issues (e.g., item not available or should be purchased by the department). |
|
Backordered |
The requested item is on backorder from the vendor. |
|
On Hold |
The request is on hold due to missing information or clarification needed from the requester. Requires action before proceeding. |
|
Shipped |
The request has been shipped to the customer. |
If you have any questions specific to your request or the status of your request, contact Shop Operations directly or by email at doit-ds-ops@lists.wisc.edu.