Software Distribution and Sales

Using TXShop to Purchase Products

What is TXShop?

TXShop is a secure online store at UT Austin that provides access to goods and services from a multitude of departments on the UT Austin campus, including ITS Software Distribution and Sales (SDS). You can see a listing of other TXShop stores by visiting TXShop Central.

How do I get my UT EID and why do I need it?

All students, faculty, and staff at UT Austin should already have a UT EID. In addition, some students and employees at other schools in the UT System may already have an EID that has been issued by their school, or they may have a "Guest" EID. The UT EID allows us both to identify our customers and to maintain the security of the store.

Before buying anything in TXShop, customers who have purchased software from SDS in the past should make sure that their EID is associated with their customer records in MySDS. If it is not, click on "Request access to records" in MySDS. Otherwise, you may not be permitted to purchase certain items in TXShop. For example, if you already have a SAS license but need to purchase replacement or upgrade media, you will not be able to do so unless TXShop can use your EID to find your existing license.

If you do NOT yet have a UT EID, you can create a "Guest" EID at the UT EID Self-Service Tools. Be sure to remember the password you create! If you have purchased software from SDS in the past, log in to MySDS to request access to your records. You can then purchase software in TXShop and review your licensing history and status in MySDS.

Can I register MY UT EID in MySDS for somebody else's records?

You can only use your UT EID for your own records.

When you create a UT EID, your name is registered in the EID system. The name registered with the EID MUST match the name registered in your SDS records. If, for example, you create an EID as John Doe, and then try to register it with Jane Smith's SDS records, you will create discrepancies in our system and your order WILL be delayed.

Customers must either renew their licensing online themselves or ask SDS to transfer their license history to somebody else's name.

What if I am trying to renew somebody else's license (or what if I want somebody else to renew my license)?

Software Distribution and Sales customer records are based on unique UT Electronic IDs (EIDs). Your sales history is associated with your EID, and nobody else can access it with their EID.

If you do not wish to be in charge of going online and purchasing or renewing your licenses, then you should request that your license be transferred to somebody else. They will become the new license contact and will receive all license-related information. There is currently no way to have multiple contacts for one license (e.g. one person is able to go online and purchase, another receives license codes and updates).

To transfer your license to somebody else, contact SDS requesting that your sales history be transferred. Be sure to indicate which programs you want to transfer (if, for example, you are a license holder under multiple SDS programs), as well as the full detailed contact information of the new license holder.

Is TXShop secure?

Yes. TXShop requires you to login to the UT EID authentication system before allowing you into our store. In addition, the servers that run TXShop establish secure, heavily-encrypted connections with your Web browser using industry-standard secure socket layer (SSL) technology.

In addition, the credit card transaction processor for TXShop is provided by VeriSign, one of the most established and trusted names in Internet security. When you enter your credit card in TXShop, the number is encrypted and sent to VeriSign for authorization. At no time is it sent "in the clear" nor does SDS keep a copy of the number - making TXShop far more secure than using your credit card over the telephone.

Do I have to use TXShop?

Yes. Going forward, our move to TXShop is required to improve the efficiency of our sales processes. In the end, this translates to cost savings for the University and for our customers. The overhead involved in maintaining TXShop as well as our old paper-based sales process mandates that all purchases be moved to TXShop. Beginning Fall 2004, all purchases must go through TXShop.

Is there a user guide?

Yes. SDS does have a TXShop user guide that covers the important steps of purchasing in TXShop.

How do I purchase a new license in TXShop?

To purchase a NEW license from SDS, simply browse the software and hardware available through ITS. If a product is available through TXShop, you will find a link to TXShop on the Purchasing page for that product.

PLEASE READ the product pages before attempting to purchase software licensing. There, you will find detailed information about eligibility, system requirements, licensing details, and pricing. Specifically, you should find answers to the following questions:

Am I eligible to purchase this product?
Some products are restricted and can only be purchased by students or departments, while others are open to everybody. Students at UT System schools must provide proof of enrollment before their orders can be completed.
Do I have to purchase the license and media separately?
For most programs, you have to purchase a license (the right to use the software) for each computer on which you will be installing the software. License fees do not include media, but you may purchase one or more copies of the installation media for a separate fee.
Will I be purchasing a permanent license, or will the license have to be renewed each year?
Most licenses are actually annual license leases that are valid from September 1 through August 31 of the following year. If you do not renew the annual license lease each year, you must immediately cease using the software. Please note, license fees for a fiscal year are not prorated, regardless of when in the year you purchase.

How do I renew my current licenses in TXShop?

Each summer, we send e-mail notices to our customers informing them of the availability of license renewals. You can check to see if notices have been sent for your program by looking at our News and Updates page.

Once notices have been sent, renewing customers should go to MySDS to view their license history. Any renewable licenses will be displayed differently and have a link to TXShop. Visit the MySDS page for general instructions on renewing your licenses.

How do I upgrade my current licenses to the latest version TXShop?

Most license leases available through SDS are not version specific. Therefore, there is typically no additional license fee involved in upgrading to the latest version, but you do have to pay for the installation media for the new version.

If you want to upgrade to the latest version (for example, SAS 8.2 to SAS 9.1.2), go to the relevant product page, then to the Purchasing tab, and select Buy online with TXShop. You should see the installation media item you are looking for in the product category. There should be no need to purchase an additional license just for the purpose of upgrading.

If you already have access to the latest version of a product through a classmate or colleague, you can use their CDs to upgrade your installation. It is important, however, that you notify SDS that you have upgraded to a newer version. To update your version information with SDS, click the Request changes to transactions details link on the MySDS account information page.

How much does shipping cost, and when will my software be shipped?

Only orders with media items (CD-ROMs) require shipping; for orders that just include licenses, you will receive an e-mail confirmation and license codes by e-mail (if applicable), but nothing will ship. All shipping estimates are from the date shipped, not from the date you completed your order in TXShop. Depending on when you make your purchase and our current workload, it may take anywhere from 1-5 business days for us to process your shipment. Orders that are missing information (e.g. if we have not yet received your PO, students who have not provided proof of enrollment, etc.) may take longer.

Orders that require standard shipping will go out by First Class US Mail and should arrive within 7-10 business days after shipping. At this time, there is no additional fee for standard shipping.

Customers who need expediting can purchase Optional Overnight Shipping for an additional $15. Expedited shipping is sent by DHL and should arrive during the afternoon of the day after shipping. Please note, orders shipped overnight will arrive the day after they were shipped, not necessarily the day after the order was placed online. Orders placed on Friday with optional overnight shipping will be delivered on Monday afternoon. Overnight shipping charges do NOT include Saturday delivery.

What options do departments have for managing faculty/staff licenses?

ITS provides a secure online store for ordering and managing licenses. Each current license holder will receive important information and annual renewal notices by e-mail that will direct them to MySDS, our online license management site. They can then use this site to download license codes, or as a launch pad to our online store, TXShop. There are several options that UT System departments have to manage these licenses.

Individual Option - Each faculty or staff member can receive and manage their own license purchases and renewals. They will log in with their own UT EID, receive updates and notices at their e-mail address, and can purchase new or renewal licenses online in TXShop using departmental funds.
Departmental Option - In areas where a large number of faculty or staff are licensed through SDS, the department might prefer to centrally manage the licenses. The licenses for one or more faculty or staff members could be transferred to a single administrative contact. This contact would then receive all updates and notices to their e-mail address and could purchase software online. They would then be responsible for disseminating important information to end-users and ensuring that software is installed in accordance with the total number of licenses that have been purchased.

Each department represents unique situations and may choose to employ any or all of the above options. If you are not sure of the best way to proceed, please contact Software Distribution and Sales before placing your order.

I have completed my TXShop purchase. Now what?

Completing your purchase in TXShop is just the first step. All orders must be verified by SDS staff before your order can be shipped or otherwise completed. While the specific details for each order varies, the following steps should apply for most orders.

Upon completion of your order, a receipt/invoice page will be displayed. You should print this page for your records. If this page does NOT display do not place a second order until you have contacted SDS to see if the first one went through. You will receive an automated confirmation e-mail with a link to this invoice and a link to the invoice will also be displayed in your MySDS transaction history.

Customers who are paying by purchase order should use this as an invoice to initiate payment through their Accounts Payable office. SDS will not generate any additional invoices.
Make sure you have provided SDS with all necessary documentation. Students MUST provide proof of enrollment, and customers purchasing by Purchase Order MUST fax or mail a hard copy of their PO. Failure to take either of these actions WILL result in your order being delayed.
Shortly after completing your purchase, you will receive an automated e-mail with a note that your order has been received in our system and includes a link to view your invoice/receipt online. This is just an automated response, and does not mean that your order has been processed by SDS.
```
CUSTOMER COPY

Thank you for placing your ITS Software Distribution 
and Sales  order!
Your order number is: 0CCSOFTDS2004xxxxxxxxx
Order placed (mm/dd/yy): xx/xx/xx
Order Amount: $         xx.xx
```
After SDS staff have had a chance to verify your order (typically within 3-5 business days), and assuming that everything is correct, you should receive a final e-mail confirmation. If there are any problems with your order (e.g. no proof of enrollment, lacking PO, purchased a renewal for somebody else's license, etc.), your order will be delayed while we follow up with you by e-mail.

If you purchased shippable items (see shipping note below), you should also see a shipping address confirmation and information on when your items will ship. If you purchased licenses, you will receive a confirmation of your license, and any relevant information on license codes.
Shipping Information
- Only media items are shippable. If you did not explicitly purchase CDs (licenses fees do not include media), then nothing will be shipped. If you DO need CDs, you will need to place another order in TXShop.
- All orders will ship by First Class US Mail unless you have purchased optional overnight shipping.
- Orders where optional overnight shipping was purchased will be delivered the day after they are shipped, not the day after the order was placed in TXShop. Orders placed on Friday with optional overnight shipping will be delivered on Monday afternoon. Overnight shipping charges do NOT include Saturday delivery.
If you have any questions about the status of your order, you can send e-mail to software@its.utexas.edu. Please understand that our order volume is very high each fall, and it may take us several days to get to your order.

Can I track my order once it has shipped?

For orders that include shippable items (CD-ROM media), you will be sent an e-mail providing shipping confirmation as soon as SDS staff have completed the processing of your order. Orders sent to faculty and staff on the UT Austin campus are sent by Campus Mail and should arrive in 2 to 3 business days. Orders sent off campus are shipped by First Class US Mail. There are no tracking numbers available, and you order should arrive within 7-10 business days.

Customers who have elected to purchase the optional overnight shipping fee ($15 per order) from our online store will be sent a tracking number with their shipping confirmation. Please note, orders shipped overnight will arrive the day after they were shipped, not necessarily the day after the order was placed online. Orders placed on Friday with optional overnight shipping will be delivered on Monday afternoon. Overnight shipping charges do NOT include Saturday delivery.

Are refunds available?

All sales are final. Customers are responsible for verifying eligibility and system requirement before placing their orders. No refunds will be provided.

Are license fees pro-rated?

License fees for software purchased from SDS are current for a specified fiscal year (September 1 through August 31). License fees are never pro-rated and are charged at the same rate whether the purchase is made in September or June. Customers who purchase late in the fiscal year should take this into consideration before placing their orders.

How can I pay for software in TXShop?

UT Austin customers paying with personal funds can pay by credit card. UT Austin customers paying with departmental funds (see sales tax note) can pay by InterDepartmental Transfer Voucher (IDTV) or by departmental credit card (ProCard).

UT System customers paying with personal funds can pay by credit card. Customers paying with departmental funds (see sales tax note) can pay by departmental credit card (ProCard), Purchase Order (PO) or by institutional check. If you are paying by Electronic Funds Transfer (EFT) (see sales tax note), please reference the following Automated Clearing House (ACH) number: CCS00001

What credit cards are accepted?

TXShop currently accepts all four major credit cards: Visa, MasterCard, American Express, and Discover.

Is there an additional "convenience" fee for credit card purchases?

There is no additional fee for customers paying by credit card.

UT Austin students may be used to paying a 1.75% "convenience" fee when paying tuition and fees online with their credit card. TXShop services use a completely different system and does not include this fee.

Why did I get charged sales tax?

Customers placing orders in TXShop are prompted during checkout to state whether or not they are tax exempt. If a customer indicates that they are not tax exempt, then sales tax will be charged.

Customers who are paying with departmental funds (i.e. state funds) are not subject to sales tax. Tax-exempt customers are required to complete a tax-exemption questionnaire during the checkout process, and may be required to submit a paper copy exemption certificate if one is not already on file at the University.

Why was my IDTV account rejected?

Beginning May 2005, UT Austin faculty and staff purchases on IDT accounts are no longer restricted to the authorization scheme previously in place. When you provide an IDT account number during checkout in TXShop, the account is verified only for availability of funds. A message is automatically sent by e-mail to departmental account contacts for auditing purposes.

If your IDT account number is rejected during checkout, it is likely because the account number was invalid or because there were insufficient funds for the current fiscal year.

How do I pay by Purchase Order (non-UT Austin only)?

UT System (excluding UT Austin) customers who need to pay by departmental check or Purchase Order should choose the appropriate payment method in TXShop ("Purchase Order" for POs, "PrePay" for checks) and enter the appropriate tax exemption information and PO or check number.

Once you have completed your order,

You must send us your completed Purchase Order (no purchase requisitions) by fax or mail before we will complete and/or ship your order.
You are responsible for printing your TXShop invoice/receipt and forwarding it to your institution's Accounts Payable department for payment. SDS does not invoice customers directly.

Can I purchase multiple orders in TXShop but just issue one Purchase Order (non-UT Austin only)?

Many departments find it easier to let faculty and staff manage their own licenses, but also want to be able to pay for those licenses without too much trouble. Each user in your department can place their order in TXShop using the same Purchase Order. The PO can then be issued for all of the orders.

If you absolutely must, you can have them all reference the same temporary PO number. For example, "POXXXX".

When paying for multiple orders on one PO, you must make sure that you abide by the following guidelines:

The PO MUST reference TXShop order numbers in each line item. If we receive a PO that just has five line items, each for $100, there is no way that we can know exactly which orders to match them against. Preferably, the customer TXShop receipts should be attached.
No software licenses, installation media, or license codes will be released to customers until we have received your PO or departmental check.

Any failure to abide by the above will result in delays in the processing of your order(s).

I need to pay by Purchase Order. How can I get an invoice (non-UT Austin only)?

Sometimes, departments are placed in a "Catch-22" situation where they need an invoice in order to generate a PO, but cannot get an invoice until they have completed their purchase using their PO number. In such cases, your best option is to add items to your cart and print the cart contents page. This page lists a summary of all items in your cart and a dollar amount at the bottom. There is no way for us to create any other sort of invoice for you.

If you absolutely must complete the TXShop order before you can issue a check or PO, you should enter a "temporary" check or PO number in TXShop (e.g. CXXX or POXXX) and complete your order. If you choose this route, your check or PO absolutely must reference the TXShop order number.

How does my Purchase Order get invoiced and paid (non-UT Austin only)?

When you place an order through our online store, the final step of the process is an invoice/receipt page. It is your responsibility to print this out and forward it to your business office or accounts payable office as necessary for payment. SDS will not invoice for you.

General information

In order to help ensure that software is sold only to eligible individuals, our TXShop store employs several techniques to restrict access to products based on the EID of the user who is currently logged in.

To avoid errors, please make sure you have carefully read the relevant product page and are familiar with the eligibility requirements. Individuals for whom we cannot electronically verify eligibility - UT System students for example - additional proof of eligibility may be required.

Error: The category product has no items in stock. Check back soon!

When displaying the contents of product categories, TXShop determines your roles based on your UT EID. These roles are then compared to the list of eligible roles for a given product. Only those products with matching roles will be displayed. For example, a UT Austin student who logs into the system would not be able to see products in the MATLAB category as that product is restricted to UT Austin employees.

It is also possible that the product has been discontinued or is temporarily unavailable. Please make sure you have carefully read the relevant product page before proceeding.

Error: You may only purchase product renewal licenses if you purchased a qualifying new or renewal license last year

When logged into TXShop, you can only checkout with a renewal item in your cart if YOUR UT EID was used to purchase a renewable item last year. If you are renewing software for somebody else, TXShop does not "know" that your EID is being used to renew software listed under their EID.

If software listed under your UT EID needs to be renewed by somebody else this year, you will need to request that SDS transfer your license(s) to that new individual.

Error: You may not purchase this product media without a license. Please add a qualifying license to your cart

You cannot purchase installation media (CDs) unless you (as identified by YOUR UT EID) have already purchased a license are have an appropriate license in your cart. If you are not the person who originally purchased the license, then you will need to contact the license holder and have them purchase the media using their EID.

Also, make sure that you have selected the correct installation media for your license(s). For example, if you add a NEW SAS for Windows license and SAS for Macintosh media to your cart, you will see this error.

Error: The number of renewals you may purchase cannot exceed the number of licenses you had last year (x)

Although for some products NEW and RENEWAL pricing may be the same, you cannot purchase more renewals than you had last year.

For example, if last year YOUR UT EID had 1 NEW SAS license and 5 RENEWAL SAS licenses, then this year you can purchase up to 6 RENEWAL SAS licenses. If you needed any additional licenses, you would have to purchase NEW licenses for the additional quantity.

If last year YOUR UT EID had 1 NEW SAS license and somebody else's EID had 5 RENEWAL SAS licenses, then this year you can purchase up to 1 RENEWAL SAS license.