Airgas / Cuevas Distribution

Agreement Information

Vendor Web site: http://www.airgas.com/
Agreement No: 31202777
Contract Term: 9/1/12 to 8/31/13 (with 3, 1 year options to extend)

Holiday Hours:
Airgas will be closed Novermber 22nd and 23rd, December 31st, and
January 1st. Delivers will be made before the closed dates.

General Information and Instructions for Purchase.

REGISTRATION

  • End users should contact Airgas / Cuevas service representatives to setup a new account.
  • Airgas / Cuevas Distribution service representatives will notify end user when setup is complete through e-mail.
  • Once an account is set up and approved, Department User(s) are required to login to Airgas website at  www.airgas.com and complete the online registration form.

    NOTE: Department Users will need the following information to complete online registration:
    1. Airgas Division is Central
    2. Customer Number = Account Number sent by Airgas/Cuevas Representative
    3. Company Name = UTSA-Depart of ______

    • An activation email will be sent to you when the account is ready for use.

ONLINE ORDER PROCESSING

  • Cylinder gas orders and cylinder pickup requests will be placed online at the Airgas web site at www.airgas.com.
  • If ordering gases other than Non-flammable gases including Argon, Carbon Dioxide, Helium, Nitrogen, Neon and Oxygen,  contact Environmental Health Safety and Risk Management at 458-5250 or Wendy McCoy at 458-6101.
  • Pricing reflected on the web site will be actual cost. Prices may be verified by checking against PO 2012C01594 in Point Plus. Any discrepancies need to be reported to the Purchasing Department at 458-4060.
  • A $5.00 delivery fee will apply to each order placed.  Cylinder Pickup orders should not incur charges.  If pickup charges are applied to invoice, notify the Airgas / Cuevas Account representative immediately for credit.
  • Deliveries will be shipped to the lab location designated when the account was established.  Verify accuracy of delivery address prior to order completion.
  • For cylinder pickup, please put in notes at the bottom of the order and note gas to be picked up
  • Note any special delivery instructions in the "notes". Provide any special information such as phone numbers for lab access or specific times for delivery.
  • Check "On Account" for payment method.  DO NOT USE PROCARD
  • Reference PO 2012C01594 in the "P/O  number" field.
  • Review order and click the "Checkout" button to complete and place order.
  • Record order number for future reference or to check order status.

DELIVERY AND RECEIVING

  • Gas cylinders will be delivered to lab location used for the ordering account.
  • Most deliveries will be made the next business day if placed prior to 2:00PM.
  • Ask for a delivery receipt from driver and file for payment purposes.
  • Notify delivery driver of any empty cylinders which need to be picked up. Assure that deliveries for other orders made simultaneously are credited/debited on individual accounts.

INVOICING AND PAYMENT

  • Rental charges will be invoiced using department account used for order placement once a month.
  • Invoices will be sent directly to ordering department. 
  • Upon receipt of the invoice, process for payment utilizing a VP2 in DEFINE as follows:
  • Login to DEFINE
  • Select VP2 and complete the following fields as indicated.
  • Check Distribution: U
  • UT EID:  
  • Mail code:
  • Goods/Service Received:
    Beg:___ End: ___ Enter the date that the chemicals were received. If you are paying for cylinder rental, please enter the month/time period that the rental covers, i.e., 9/01-9/30.
  • Invoice Received Date:
    Enter the date in which the invoice was received in your department
  • Requested Payment Date:
    Leave blank; upon receipt of the voucher in Disbursements, the approver will enter a payment date.
  • Voucher Description:
    Enter either chemical or rental, depending on what the invoice is for.
  • Account Number:
    UTSA department account number
  • D/C:
    D (for debit)  C (if processing a credit memo)
  • Obj:
    Use 1420 for chemical and cylinder rental
  • Amount:
    Enter the $ amount of the billing
  • PO NBR:
    Enter 
  • DTN:
    Enter your departmental Airgas / Cuevas account number
  • Inv #:
    Enter the Airgas / Cuevas invoice number.

QUESTIONS, HELP OR CUSTOMER SERVICE

458-4556              DEFINE Assistance
458-4060              Purchasing Assistance
458-4213              Disbursements Assistance
(512) 989-0085     Shannon Chavera-Kruse (Cuevas Respresentative)
(800) 328-3827     Cuevas Distribution Direct Office Line
(210) 389-3525     Tom Settle (Airgas Respresentative)
(210) 337-7255     Airgas Direct Office Line

In case of an emergency or for assistance after hours, please call 210-337-7255