Using the VUIT Software Store

This article provides an overview of navigating the VUIT Software Store to purchase Adobe, Microsoft, and Research Software Tools using COA or POET for payment.

• Vanderbilt University Community

  • Faculty and Staff

  • Undergraduate Students

  • Graduate and Professional Students

• Must be Vanderbilt Faculty, Staff, or Student
• Must have a valid COA or POET

Visit the VUIT Software Store by clicking "Software Store" in the top navigation of the VUIT Service Portal (https://tdx.vanderbilt.edu) or by selecting the Software Store Tile from the "Frequently Requested Services" section of the VUIT Service Portal landing page. 

1. Select the desired software by hovering over the Software Description and selecting the "Order Now" button.
   
   
    
2. When the order form loads, your information will be auto-populated into the requester fields. *If entering the order on behalf of another user, you will be able to enter the license user information later in the form.
   
   
3. If you are ordering the software for yourself, select the "License will be assigned to me" check box. This will auto-populate your information as the licensed user.
    
4. If you are ordering the software on behalf of another user, enter the user information in the "Search for Licensed User" field and click "Search". Select the Licensed user from "Select from Results" field. *If ordering more than one license of the selected software, select "Add Another User" and repeat the process until all licensed users for your order are listed.
   
   
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5. Enter any additional information in the "Additional Information" field.
    
6. Select your funding source using the "What type of funding source do you intend to use?" drop down. *Must have a valid COA or POET to order. No Credit card orders for Vanderbilt Managed Licenses (Adobe, Microsoft, SPSS, SAS, GraphPad PRISM) are allowed through the VUIT Software Store.
   
   
7. If the selected software is pro-rated, the pro-rated amount will display in the "Pro-rated Amount" field. This is the amount that will be charged to the provided COA or POET. *Subscription software must be renewed annually. Subscription prices may change at renewal and will be pro-rated based on the month of the order.
    
8. Enter the required information in the COA or POET fields.
    
9. Once the COA or POET information is entered, select "Confirm COA or POET Information". Funding Source Number will be validated and confirmation will be shown.
   *If ordering for large group of users, an Excel file with Name, VUNetID, and Vanderbilt Email Address may be uploaded using the Upload Attachment found at the bottom of the order form.
    
10. Submit the Order by clicking the "Submit" button. *All orders will be sent to the Financial Unit Manager (FUM) of record for the provided COA or POET used for the order.

1. When a software order is submitted, the Financial Unit Manager (FUM) on record for the COA or POET used will receive an automatic approval email. The email will include the Requester, Licensed User Information, Cost, and COA or POET information. 
    
2. Select "VUIT Software Store Order | FUM Approval" which will open the TeamDynamix Approval Page.
   
   
    
3. Select "Approve or Reject".
   
   
    
4. Enter comments if necessary. *If rejecting the order, use the comments field to explain the reason the order is rejected. These comments will be shown to the Requester so they will know why the order was rejected. Rejecting the order will cancel the order and the Requester will need to enter a new order with corrected information.
   
   
5. If the order is approved, VUIT will process the order and assign the license.
    
6. The order will be closed with the licensed users being notified how to download and/or install their license. 

Please allow 3 - 5 business days for license purchase and assignment from the time of financial approval. Each license must be ordered and added to Vanderbilt's license portal prior to being assigned to the user.   

Should software be needed that is not listed on the VUIT Software Store page, please follow the "Submit a Request" link found on the top of the page. VUIT is happy to help you source your required software.