The Stockroom Layout
The Chemistry Stores carries many items you may find useful for your research project. These items can
be broken down into three basic categories: lab supplies and consumables; chemicals and solvents;
office products. Lab supplies entail products such as glassware, vials, culture tubes, pipettes, gloves,
syringes, etc. The chemical and solvent group is self-explanatory, also including common acids. Most of
our solvents are sold in 4 liter bottles, but some of the most commonly used are also sold in 500ml
bottles and 20 liter drums. We don’t stock many dry chemicals in Chemistry Stores as most research
groups order small quantities of what they want as they require them for their work. Office products
are again fairly self-explanatory. While most think of paper and pens, we also carry items such as surge
protectors, flash drives, and much more.
The stockroom is divided into several aisles with signs at the entrance of each aisle highlighting many of
the items there. The products are grouped by type in most instances. The solvents are kept in three
rooms, A, B and C, labeled outside of each door for easy location. There is a refrigerator in Solvent
Room A where we keep hydrogen peroxide, N-Butyllithium and Iodomethane. We store packages that
require refrigeration there temporarily until the end-user can pick them up.
There are directory signs on the counter at the main entrance to Chemistry Stores. An inventory listing
is also available in a binder on same the counter, and is also posted on the Chemistry Stores webpage.
Product locations at entrance counter
Aisle content sign
Purchasing Items
Every purchase made in Chemistry Stores has to be linked to a university account. These accounts are
created from grants or other funding through the university, or from an external funding agency. We
set up accounts in our inventory software to be charged to these accounts. After the account is loaded
into the software system, we create checkout cards with the Chemistry Stores account number on the
card. A bar code is also printed on the card so it can be scanned at the checkout computer prior to
scanning the items you wish to purchase. These cards are usually given to the PI to distribute to the
researcher, but with the professor’s approval we can give them to the researchers directly as well.
When you need to buy something from Chemistry Stores ask your PI for an account card to make your
purchase. Purchases can also be made without an account card, but then we will require an internal
requisition form which includes the grant account number.
Chemistry Stores is a self-service stockroom, meaning you help yourself in locating the items you want
and then purchase them at the self-service checkout stations. If you have any trouble finding an item,
please do not hesitate to ask for help. We are always happy to assist you!
When you are shopping in the stockroom, please note the sale unit. Some smaller items are sold in
packs, other items are sold as each. Often this is noted on the shelf, or the item itself. Tubing and lab
bench covering material is sold by the foot, and can be measured out with a provided yard/meter stick,
and cut with shears, also provided. Sometimes the item you are looking for is out of stock. Usually in
that case we will note this on the shelf, and give you an estimated date for its restocking. When you
have located the product(s) you wish to buy, take it to the checkout computers located at the main
entrance. There you can begin the self-checkout process.
Checking Out
The checkout computers run a point of sale inventory system, Atrex. They have their own login
username and password so please don’t log on to them if they are logged off. Just ask one of the
Chemistry Stores staff to log in for you.
The first thing you will do when checking out is scan your account card bar code. The scanners attached
to the computers have a trigger which must be activated to scan your card or the items being
purchased. When you scan your card, the inventory system will be able to charge your particular
account for the items you purchase. You can also manually enter your account number on the back of
the card if the bar code isn’t legible. After scanning the card, you must enter your name. Please enter it
the same way each time you purchase something in Chemistry Stores so when we run our reports every
entry will group consistently. Once you have entered your name you can begin scanning the items you
wish to buy.
Everything we stock in Chemistry Stores should have a bar code on it or a label we have applied which
includes our inventory bar code. If you don’t see one of our white labels on a product you should be
able to scan the manufacturer’s UPC code. If you find a product that does not have a bar code or label
you can always find the five digit inventory number on the shelf where it is located and type in the
number manually. There are also some commonly purchased items that don’t have a bar code attached
(such as liquid nitrogen or sand) that are referenced in a black binder on the checkout counter. Again,
the inventory stock number can be entered manually.
When you scan your items, each different product has to be scanned and quantity entered before you
can scan the next one. If you are buying more than one of a particular product, you don’t have to scan
each one- just scan it once and then manually change the quantity in the editing box that pops up for
that item. If you try and scan all of your products without stopping to enter each one, you may end up
with a bill for 52000 pencils! That may get your professor’s attention!
Once you have finished scanning all of your items you can close the small entry/edit window in the
software and check over your entries. Are the quantities correct? When you go to exit the main
selection window the software will ask you if you have entered everything you want. If you have, click
yes, and it will take you to the printer window. If you want a receipt for your purchase click yes; if not,
you can exit the window and you are finished!
Note: There is a checkout guide in a black binder beside each of the checkout computers for quick
reference.
Secondary Containment of Hazardous Materials (solvents, acids)
When purchasing hazardous chemicals or acids, secondary containment is required. It is your
responsibility to provide the container, though Chemistry Stores does sell two secondary containment
products (see photo below). If you need to buy multiple solvent bottles or the 20L cans, we also have
carts to check out so you can transport your items to your lab. There is a cart check-out white board on
the back of the door to the Receiving room. Please write down your group name and the cart number
you are borrowing. And please, bring the cart back as soon as you have finished using it!
Secondary containment options
Ordering Items
You will undoubtedly need supplies and products for your research other than the general lab supplies
you can buy in Chemistry Stores. There are several methods you are able to use to order what you
need. There are yellow paper order cards in a basket just inside the entrance door to fill out (see
below).
Yellow order card properly completed
There is also an electronic version of this card on the Chemistry Stores website that you can complete
and submit to us by email. A third option is through the university online purchasing system, eBuy.
Preferred Vendors and eBuy
The University of Iowa has contracted with many vendors to obtain more competitive pricing. Many of
these vendors also do not charge for shipping. There are at least two of these vendors, Thermo Fisher
Scientific and VWR International, which are retail distributors, meaning they carry many products from
other manufacturers. We are obligated to order from these companies first if we are able, even if we
can get them from the manufacturers themselves. Usually this saves everyone money, even if it is only
because of the shipping charges being waived. Also, since the university’s preferred vendors are preset
into the eBuy system the ordering process is more efficient, resulting in your order being approved more
quickly. We strongly encourage everyone to order through the eBuy system whenever possible. Access
to eBuy is through your Self-Service portal on the UI website, under the Administration tab. The link to
basic eBuy training is below:
http://www.uiowa.edu/ap-purchasing/files/ap-purchasing/files/Basic_eBuyProcessTrain.pdf
There is vital information we need included in your order for us to process it efficiently. Probably the
most important item you will want to include is your account number you need to charge the purchase
to. In eBuy this can be in the notes section; on the order card it should be included along the bottom in
the Account Number field. Particularly when you are new to ordering, we will need to be able to link
you to your professor, so be sure to include that information as well. If you have obtained a quotation
from a vendor, please provide us with a copy. It will need to be current (not expired) and have the
accurate shipping information on it. Our shipping address for Chemistry Stores is:
Department of Chemistry, University of Iowa, 230 N Madison Street, Iowa City, IA 52242
Receiving Packages
We only receive items from courier services and common carrier trucking companies, UPS, Federal
Express, DHL, and freight carriers. We do not handle or receive US mail. There is a US mail room on the
third floor of the Chemistry Building. If you receive something we have ordered for you please deliver
the packing slip or invoice to us. That lets us know you have received the product. Also, if you need to
have a personal item sent to the department, we will accept it, but only if you notify us in advance. That
way we will know to watch for it. If we aren’t notified there is a possibility your package could be
returned.
When packages have been received and processed we note your name on the package in black marker.
Then it is ready for you to pick it up. We try and send out notification that you have received a package,
but if you are anxious about getting something you ordered, it never hurts to come down and check to
see if it is in.
Purchasing products & services within the University community
When you need to utilize services or obtain a product somewhere on campus you will need a “blue req,”
an internal purchasing requisition form. Just let us know what it is you are buying, where it is
(department?), and the cost if you know it. You will need to provide the account number that will be
charged. We can complete the form for you, and we can send it via fax or campus mail if that is
required. Otherwise you can also take it with you when you go to purchase what you need.
Backorders, Returns, etc
After you have placed your order you may want to know if there is an approximate date for its arrival.
We print an order status report each day in Chemistry Stores that includes any estimated delivery dates
beyond the normal shipping time. Keep in mind that regular ground shipping time can run as long as
seven to ten business days. eBuy orders process more quickly so often they will arrive in a more timely
manner, though this is not always the case. Most of the time the products you order will be in stock and
can ship quickly, but occasionally you will run into a situation where you have an item backordered and
there is a considerable lead time. We try and provide you this information so you can decide to either
plan out your work and wait, or cancel the order and possibly locate a secondary vendor. We encourage
everyone to plan as best you can to include the possibility of a potential delay.
On occasion you may order something that turns out to be the incorrect part or chemical for your
project. It is important for you to know that Chemistry Stores is not certified to ship chemicals back to
the manufacturer unless the vendor is willing to accept all liability for the shipment. So in most cases we
cannot return chemicals, or any material that is classified as hazardous. Other products and supplies can
often be returned but we have to pay for the shipping costs as well as any restocking charges the vendor
may impose.
If you find you do have to process a return, you will need to contact the vendor first and see if they want
you to use a return authorization number they can provide for you (RA or RMA). If you need to provide
them the PO number or the order number we can get that to you. It is preferred if we can use the
original packaging, and it is up to you to pack the shipment as best you can. Chemistry Stores can help
provide materials such as packing peanuts and sealing tape. We also usually have some empty boxes if
you need one for repacking. If you have any questions or concerns about a return please do bring it to us
and we can help or advise you on it. Once it is ready we can process the label for it and get it shipped
back to the vendor.
We can help you ship items other than returns as well. If you need to ship a sample for analysis or to a
collaborator at another institution, we can do that for you. Just package it up and bring it down to us.
We have an information form you will be asked to complete that lets us know where it is going, how fast
it needs to get there and your contact information. The form is available either in Chemistry Stores or
online on our webpage.
Gas Cylinders & Dry Ice
For many projects you may need to use cylinder gas, such as nitrogen or argon. These are ordered
through Chemistry Stores just as you would order anything else. The university has contracted with
Praxair to supply all of the cylinder gas we need, so there is no need for you to search for a vendor for
gas.
Praxair delivers gas tanks directly to the location where they will be used, so when ordering you will
need to specify your lab number. Please be specific about the type of gas you need; if you need liquid
nitrogen but just write “nitrogen” on the order, you will most likely get regular nitrogen gas. If you
require high purity gas note that as well. Praxair part numbers are available on the Chemstores
webpage, and in a binder on the counter at the entrance. Generally gases arrive next day to your lab,
though the time of delivery varies with the driver’s schedule. Some specialty gas mixtures or irregular
cylinder sizes may take longer. When you have empty cylinders for pickup, just leave them in the lab.
Praxair will pick them up when they deliver to you next time. If by chance no one is in the lab when
Praxair delivers your cylinders, they will drop them off in W47 on the ground floor, near Chemistry
Stores. Then you will need to borrow one of the cylinder carts stored in that room and transport them
to your lab. In this case you can also bring the empties you might have back down for pickup and drop
them off. Make sure you secure them in the back corner with the chains provided!
We do not stock dry ice in Chemistry Stores but we are able to order it from General Stores. It is
delivered in fifty pound blocks to your lab. So just like gas cylinder orders, just fill out an order form
including your lab number and we can get the dry ice to you. As with gas cylinders it is also delivered
next day, usually in the morning.
Liquid Nitrogen
Chemistry Stores maintains a stock of liquid nitrogen for lab use. It is stored in two dewars across from
the ground floor building entrance 12 in room W47. The stock supply is along the back wall of the room.
Other dewars are sometimes stored there, so please only draw your product from the two designated
stock dewars.
Stock liquid nitrogen dewars in W47.
When buying liquid nitrogen you will need to provide your own dewar/container. Gloves are provided,
but you need to bring eye protection when filling. Liquid nitrogen can be a very dangerous material so
safety precautions need to be observed. It is best to limit exposed skin on arms, legs and feet when
filling your container. This is a self-service buying process so your safety is up to you!
The safest way to fill your dewar/container is to insert the hose attached to the stock dewar into your
container, then open the valve slowly. Sometimes the valve sticks so if you have trouble opening it, just
stop into Chemistry Stores and someone there can help you. After you have filled your container, make
sure the valve is turned off all of the way before you remove the hose.
Liquid nitrogen is sold by the liter so after filling you will need to check it out at the checkout computers
in Chemistry Stores just as you would any other product. The catalog number for it is 70000. It is okay
to estimate how many liters you have, though many dewars have the volume printed on them if you are
unsure of the amount.
If your research group has its own large dewar that you need filled, we do that as well. On Monday and
Wednesday afternoons we fill the larger dewars (100-200L), beginning at 10:00 AM. If you need one
filled, bring it down and leave it in W47. We will fill it and then bill your group for it. After it has been
filled you can retrieve it at any time. Since we will have already billed your group, you don’t need to do
anything else for the fill. Dewars delivered after filling is complete will not be filled until the next
scheduled fill time.
Chemistry Stores FAQs
1. Where is Chemistry Stores?
We are located on the ground floor of the west side of the Chemistry Building, accessible from entrance
12 near the loading dock, or from the southwest entrance.
2. What are your hours?
We are open Monday through Thursday 8-12, 1-5, and on Friday 8-12, 12:30-4:30. We are closed on all
university holidays.
3. Can I use cash, or my Iowa One debit card to pay for items in Chemistry Stores?
No. We only sell to customers who can provide a university associated account, with the Master File Key
number or MFK, preferably with some association to the Department.
4. Can I return something I bought in Chemistry Stores?
Yes, as long as it has not been used. If you made an error with a wrong size, material type etc, just bring
it back down and we can void your invoice so you can purchase what you need. Some items such as
chemicals cannot be returned if they have been opened. Liquid nitrogen cannot be returned after it has
been dispensed.
5. How do I place an order?
-eBuy, accessible through your Self Service portal.
-Filling out a yellow card in person in ChemStores
-Completing the new Online Order form found on ChemStores website
6. Has my item arrived?
-Check the Open Order Status document in Chemistry Stores. Is your item listed there? If no, then the
item has either already arrived (check with your group members to see if anyone else has picked up the
item) or, the order has never been placed.
-Did you receive an email saying you have a package ready for pick-up? If yes, then yes your item has
arrived and is in the receiving area for you to retrieve (assuming again, no one else from your group has
picked it up already).
-If your item is on back order, there will be an estimated time of arrival (ETA) date listed if we have one.
-Lastly, have you checked the mailroom? Some items arrive in the mailroom instead of to us directly.
This means we never mark the item as received. If the item is in the mailroom, bring down any
paperwork so we can mark the item as received, and thus get it off of the Open Order Status Report.
7. What is in the stock room? Do you have beakers?
Check the stock inventory list on ChemStores website. If it’s not there, we do not have it and you need
to place an order for it.
8. What is the stock code for the liquid Nitrogen? How do I purchase nitrogen?
70000; you purchase it just as you would with any other stock room item. You must provide your own
dewar. The stock liquid nitrogen is in room W47 in dewars at the back of the room, and is self-service.
There are step-by-step directions for check out in the binders next to the check-out computers.
9. Can I order something from eBay?
No. You also cannot order from Ace Hardware, Dollar Tree, Dollar General or any other vendor that will
charge us sales tax.