DISTRIBUTION SERVICES

Frequently Asked Questions
and Answers

1.    Package Tracking Questions


Desktop Express allows you to track packages after they are delivered to a UAMS receiving dock.  After clicking on the “Package Tracking” link, you should get a UAMS domain logon.  Enter your UAMS username, password and UAMS for the domain.  On the following Desktop Express screen, enter "packagelookup" for UserID and "lookup" for the password.  Then click on the INBOUND STATUS button to enter a shipper's tracking number.
 

If you get an error message "You are not authorized to view this web page", this may be because you are using a proxy server.  You may be able to solve the problem by opening Internet Explorer, clicking Tools, Internet Options, Connections, LAN Settings.  If Proxy Server is checked, make sure "Bypass proxy server for local addresses" is also checked, then click the Advanced button.  Under the Exceptions section, type 144.30.3.40.  Make sure there is a semicolon (;) at the end of any prior entries.  Then click OK until all the option boxes close.
 

2.    What is our delivery day?


You can access our Delivery Days schedule by clicking on Delivery Days on the left side.  This schedule shows either your building name or department under days Monday through Friday.
 

3.    Where do I fax my order?


Faxed orders are no longer accepted and cannot be processed.  All orders must be entered via SAP.
 

4.     Why didn’t I get my order on my delivery day?


Please email Ron Raper, Warehouse Manager, raperronalde@uams.edu with your order number, fund and center number.  He will also need the day you sent the order.  He will track and email or call you within the same day.  Or, call Ron at 686-6988 with above information and he will track the order for you.
 

5.     Do you carry a certain item in the warehouse catalog? 


You can look up stock supply information in two ways.  One way is through SAP and the other way is from this web site.
  

6.     How do I find an item in the warehouse catalog?

 

  • You can look up the item in the warehouse catalog by using key words in the description of the item to find it alphabetically in the catalogs.

  • If you don’t have a warehouse catalog, you can search it directly or print it from the buttons to the left.  Under Distribution, click on Stock Supplies Catalog. 

  • Adobe Reader 4.0 or higher is required.  If you have any problems downloading the catalog you may have an old version of Acrobat Reader or may not have Acrobat Reader installed.  To download the current version of Acrobat Reader, click on the Get Acrobat Reader button.
  • If you still cannot locate the item, you can call Linda Dunavan (686-6991) or Janice Carter (686-6028) and they will help you locate the item.
     

7.     What is the difference between the satellites and the Distribution Center?


The Distribution Center is the hospital’s main receiving and distribution point for the major portion of stock and non-stock items.  The satellites are mini distribution points.  The satellites are:

Sat I            Main Hospital                            686-6216

Sat II           Out-Patient Building                 686-5600

Sat III           Bio-Med 2                                 526-7518

 

8.     Who do I contact regarding general questions related to compressed gas-in-cylinders such as:  ordering, delivery, establishing accounts, rectifying discrepancies?


Linda Dunavan (686-6991) is responsible for establishing and maintaining compressed gas accounts for monthly cylinder rental billing. 

Jenni Overstreet (686-6042) is responsible for creating PO’s to our compressed gas vendor (Nexair).   

Janice Carter (686-6028) is responsible for receiving all compressed gas purchase orders into SAP.  Departments must NEVER receive compressed gas in SAP.
 

9.     How do I get catalogues? 
 

DS no longer prints catalogues.  If you need a printed catalogue, please visit our web site and you can print a catalogue.  PLEASE NOTE:  Catalogues are updated several times a month.
 

10.  How do I send an outgoing shipment using ground transportation?
 

Fill out an Outgoing Shipment Form to send along with the package to Distribution Services calling either Sat I (686-6216), Sat II (686-5600) or Sat III office (526-7518).  Ask them to pick up the package to be delivered to DC for processing.
 

11.  What is the process for returning “non-stock” items to the vendor through Distribution Services?
 

If there is a discrepancy on the order you placed and received from the vendor, you must contact the vendor direct for rectification.  The vendor can either pickup, give you an authorization number/call tag to use for pickup, or you can fill out a UAMS Outgoing Shipment Form with your department’s account number.  Outgoing Shipment Forms (stock no. 53160) can be ordered from the Distribution Center.
 

12. The vendor I ordered from said you received the item; why haven’t I received it?
 

You can locate your package using the internal package tracking system in place.  See question 1 above.  Or:

Distribution Services has three satellite distribution points.  With Sat 1 being the largest and the home base to the other two.  They are:
 

Sat I, located in the main hospital,  services ED II, ED III, main hospital, JBSU, and CSC.  The contacts for this area are Janet Maxheimer (686-6216) and Jerry Lewis (686-6488).
 

Sat II, located in the basement of the OPC Building,  services CARTI, OPC, JEI, and ACRC.  The contact for this area is Kenneth Wainwright (686-5600).
 

Sat III, located in the Bio-Med 2 building, services Barton, Bio-Medical Buildings 1 and 2.  The contact for this area is Gary Rogers (526-7518).
 

Call the appropriate satellite, according to your service area, and ask when your package is scheduled for delivery.  Make sure they have your correct deliver to address (Building and room number) and your PO or tracking number.

Please have a tracking or purchase order number available when you call so we can expedite our search in an efficient manner. We receive hundreds of packages daily; we cannot search without this information.

13. Can you receive this PO for me?
 

Departments receiving direct delivery of purchase order items MUST receive those receipts online using SAP.   If you fail to receive the order in SAP, the vendor will not get paid.  The next time an order is placed, the vendor may refuse to ship to you or anyone else at UAMS.

Receiving cannot be completed by phone.  If security access is not available to you then you must take or forward the signed original packing slip to your satellite to be entered into SAP.
 

14.  If a PO has not been received, when should we expect it to come in?
 

First, contact your department’s buyer and check with them.  They should be able to contact the vendor and see when and how they shipped the product and attain a tracking number.  With a tracking number from the vendor, you can follow the steps outlined in Question 1 or 12 to locate your package.
 

15.  If an item was zeroed out on my order, when will I receive it?
 

Currently, we are deleting that item from the reservation.  You will need to submit another reservation for that item on your next order.
 

16.  When are we expecting product that the DC is currently out of?
 

Contact Distribution Services buyer/planner Jenni Overstreet (686-6042) or Janice Carter (686-6028).  They can assist with a status of when product is due in.
 

17.  Do you have any boxes that we could have?
 

Call Ron Raper or Shayne Finch (686-6988) and they will try to accommodate you.
 

18.  How does a department request that a material be stocked in the Distribution Center warehouse?
 

Submit a completed REQUEST FOR CHANGE IN MATERIAL STATUS form to the Director of Campus Material Management.  This form is available online through our web page, http://ss.uams.edu.  Note:  All requests from Clinical areas must first be sent to Hospital Material Management for approval.