Computer Ordering in TopShop

Issue/Question

How do I order a computer with WKU funds?

Resolution

Reminder: Computers are asset-tagged regardless of price and must always be ordered through TopShop requisition/PO process.

Computers are NOT approved as Pcard Purchases.

If you are purchasing a computer using Foundation funds, computer must still meet IT standards to be supported and utilize university resources (e.g., software).

Note: If you would like a custom quote made for you, please contact the ITS Service Desk or submit a service request by clicking the Request Service button.

All Employees

  1. Log into TopShop.
  2. Locate either Apple, Inc. or Dell Marketing L.P..
  3. Click Catalogs.
  4. Click Visit Supplier.
  5. Review available models and customize configurations as needed:
    Note: The configurations must meet standards detailed on https://www.wku.edu/its/support-standards/.
    • For Dells:
      1. Click model Name.
      2. Click Customize & Buy.
      3. Configure computer as needed.
    • For Macs:
      1. Hover over Mac in top-left corner of window and select desired model.
      2. Filter model's choice by hardware specifications in left column.
      3. From remaining choices, click Configure.
      4. Configure computer as needed. 
  6. Once customized as needed, add device(s) to your cart:
    • ​​​​​​For Dells:
      1. Click Add to Cart.
      2. Click Cart in top-right corner of window.
      3. Click Create Order Requisition.
      4. Click Continue Securely.
      5. Click Submit Order Requisition.  You will return to TopShop.
    • For Macs:
    1. Click Add to Cart.
    2. Add AppleCare+.
      Note: AppleCare+ must be added to all devices.  For all MacBook models, ITS recommends choosing either "no service fees" plan.
    3. Click Send Proposal.
    4. Click Submit.
    5. Click Continue.  You will return to TopShop.
  7. Upon returning to TopShop, access your cart, if not already there, by clicking (Cart) in top right corner of window.
  8. Check-mark products added from Order Requisition/Proposal.
  9. Click Checkout.
All computer purchases must be entered by an area's authorized purchaser (often an office associate/coordinator/etc).  If you are not authorized, you can reassign requisition to your area's purchaser:
  1. Scroll to bottom of page.
  2. Click Reassign.
  3. If My Orgunits Only is check-marked, click to un-check it.
  4. In Assign To field, enter name or NetID of your area's Authorized Purchaser.
  5. Click OK.  The selected person will receive an email to complete purchase.

Authorized Purchaser

  1. Access Checkout page, from either  (Cart), as detailed above, or  (Tasks > Incomplete Requisitions) if a purchase was reassigned to you. 
  2. Set Bill To as TopShop Accounts Payable.
  3. Set Ship To as (211) Tech Support Serv-Endpoint Services.
  4. Under Product section:
    • For computer(s) listed:
    1. Set COAS as W - WKU.
    2. INDEX as your area's Banner index number.
    3. COMMODITY as either 250510 for Laptops or 250520 for Desktops.
    4. For Macs, AppleCare+ warranty(ies) are listed separately.  The COMMODITY should be set as 250020 (Computers - Service Maintenance).
  5. Under Justification section, select Yes when asked if transaction includes software or computer(s) for employees/classroom, and enter Name(s) and/or Location(s) that will be associated with computer(s).
  6. Click Checkout to initiate approval process.
  7. Once approved, Dell/Apple will process order, and ship machine(s) once ready to ITS.  TSS will then prepare computer(s) for use and will notify you when ready.
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