Frequently Asked Questions
Click the below links to jump to answers and additional information.
Do I need to keep packing slips?
How do I add a new Shell Shop User to my department?
How do I amend my Purchase Order (PO), after it has been issued?
How do I get a copy of my Shell Shop PO?
How do I information on a specific requisition or PO?
Why is [THIS PERSON] approving my requisition?
I need someone else to approve this requisition, other than myself.
I need to send an attachment with my PO
How do I know what order type to select? What are the options?
I don’t know what commodity code to use.
Where do I enter charges for shipping + handling, freight, or delivery?
I need to have something delivered off-campus
I am buying an asset -- what information do I need for my transaction?
How do I know what my team has spent this month?
I need a additional reporting details that the Order Summary does not provide.
I can’t find what I want to order in a catalog
I can’t find the supplier I want to use
I can’t find the requester I want to transfer my cart to
The punchout catalog isn’t working
I don’t know which supplier to buy from
Why isn’t Amazon on Shell Shop?
When will my supplier get the completed PO?
How do I complete a sole source requisition?
How can I get additional training on Shell Shop?
About Shell Shop
What is Shell Shop
- Shell Shop is an eProcurement System that allows users to purchase goods and services from their organization’s suppliers. Please see this video for an overview into Shell Shop.
What is a Shopper?
- Shoppers determine what they want to purchase, either by browsing punchout catalogs or creating non-catalog items. They add items to their shopping cart and then transfer the cart to a user with requester functionality. Requesters also have the ability to create shopping carts and the ability to checkout shopping carts transferred to them by Shoppers.
What is a Requester?
- Requesters have the functionality to shop, add relevant order details like account information and delivery details to complete the checkout process before submitting the request for approval.
What is an Approver?
- Approvers are determined by department representatives and have budgetary responsibility to approve requisitions that are submitted by users within their Department Group. Approvers have the functionality to shop, add relevant order details like account information and delivery details to complete the checkout process and approve orders within their assigned threshold.
Admin
Do I need to keep packing slips?
- If you are required to keep documentation related to your purchases using Grant/Sponsored Funds, you are still required to retain the information & documentation to stay compliant with your grant/sponsored funding requirements. Please refer to Sponsored Programs Accounting and Compliance (SPAC) for additional guidance.
How do I add a new Shell Shop User to my department?
- Complete the "Shell Shop User Request" form" which can be found under the 'General Information' section of the Shell Shop homepage.
How do I receive my orders
- There is no receiving functionality within Shell Shop. For POs with a 3-way match, the process remains in KFS and has not changed.
How do I amend my Purchase Order (PO), after it has been issued?
- You will need to complete a KFS Purchase Order Amendment (POA) Form and submit it directly to the Buyer who processed your order or to Delegated Procurement Team at pcard@umd.edu for delegated orders.
How do I get a copy of my Shell Shop PO?
- You can access a copy of the PO by pulling up the transaction from the Order Summary search. See "Printing a Copy of the PO" in your training guides for more information.
How do I information on a specific requisition or PO?
- You can access specific transactions from the Order Summary search. See "Viewing a previous requisition or PO" in your training guides for more information.
Approvals
Why is [THIS PERSON] approving my requisition?
- Departmental approval workflows have been built in collaboration with your CBO and appropriate department representative.
- If you feel the workflow is incorrect, click here to contact the Shell Shop Team.
- Approvals outside of your department (e.g. Procurement or Inventory Control) are set-up according to UMD policy and cannot be bypassed.
I need someone else to approve this requisition, other than myself.
- When you have reviewed the requisition, instead of clicking "Approve" you can select "Forward", and choose the person you want to forward the approval responsibility to for that individual requisition.
- If you wish to change the way approvals work within your department, click here to contact the Shell Shop Team
Checkout
I need to send an attachment with my PO
- On the checkout screen, you can add an internal or external attachment before either transfering the cart or checking it out.
How do I know what order type to select? What are the options?
- Please see the "Order Type" Cheat sheet for a list of definitions and explanations of which one to choose.
I don’t know what commodity code to use.
- Please see the "Commodity Code" Cheat sheet for a list of available commodity codes.
Where do I enter charges for shipping + handling, freight, or delivery?
- For punch-out catalogs, unless otherwise prompted to select a shipping method, shipping costs may be calculated by the vendor and automatically applied to the invoice. For Non-Catalog requests, you need to enter the Shipping / Handling / Freight / Delivery charges as a separate line item on the requisition.
I need to have something delivered off-campus
- Please select the address "Off-Campus" option from the Delivery Details section of the Checkout screen, and be sure to add the required delivery address into the External Notes section.
I am buying an asset -- what information do I need for my transaction?
- Please review the "Adding Asset Information" in the appendix of the training guide.
Reporting
How do I know what my team has spent this month?
- You can use the "Order Summary" to report on your team's transactions. Please refer to the "Order Summary Reporting" section in the training guide
I need a additional reporting details that the Order Summary does not provide.
Shopping
I can’t find what I want to order in a catalog
- You can reach out the Procurement Category Team to assist with sourcing a particular item or service. Additionally, you can create a non-catalog request. For instructions on how to do this, please refer to the "Shopping for a Non-Catalog Item" section in the training guide.
I can’t find the supplier I want to use
- You will need to request a new supplier. Complete the "Shell Shop New Vendor Request" Google form which can be found under the 'General Information' section of the Shell Shop homepage. This request will be submitted to the Shell Shop Team who will complete the vendor add process.
I can’t find the requester I want to transfer my cart to
The punchout catalog isn’t working
- Ensure you have 'Pop-Ups' enabled on your internet browser and try to launch the catalog again. If you are still having problems, please contact the Shell Shop Team.
I don’t know which supplier to buy from
- You can engage with the Procurement Category Team who can help you find the right supplier. Follow the 'Non-Catalog Item' process and select "Request for Bid" as your supplier. You request will route to Procurement who will reach out to discuss your requirement.
Can I still use my P-Card
- We encourage you where possible to use Shell Shop over your P-Card. We're making as many P-Card vendors available in Shell Shop as we can, and by buying through Shell Shop there are no transaction limits, approvals are done up-front, and there's no p-card reallocation!
Why isn’t Amazon on Shell Shop?
- We have been in discussions with Amazon for a significant amount of time regarding the functionality for an eProcurement system. We are hoping to offer them as a vendor at some point but cannot guarantee that at this time. We have many alternative suppliers who may be able to fulfill your needs. Please reach out to ShellShopTeam@UMD.edu for assistance in finding an alternative supplier.
Why isn’t eBay on Shell Shop
- At this time, we are unable to offer eBay as a vendor to purchase from on Shell Shop, as eBay deals primarily with individual sellers and therefore is not easily accommodated in an eProcurement system. We have many alternative suppliers who may be able to fulfill your needs. Please reach out to ShellShopTeam@UMD.edu for assistance in finding an alternative supplier.
When will my supplier get the completed PO?
- Once the requisition has been approved by all approvers in the workflow, the PO information is copied to KFS to create a record for payment and a Purchase Order is created in Shell Shop and emailed directly to the supplier
How do I complete a sole source requisition?
- Please complete a Sole Source Form as you would do currently, and then attach the completed form to your Shell Shop requisition as an 'Internal Note'
Training
How can I get additional training on Shell Shop?
Shell Shop FAQ - UPDATED 04.04.2019 - ShellShopTeam@umd.edu