Overview: About the Internet Procurement Module of Oracle Financials

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Internet Procurement Defined

Internet Procurement, sometimes referred to as "iProcurement" or "iPO", is the web-based self-service purchasing module of the Oracle Financials System. Users across Stanford access Internet Procurement to initiate purchases of goods and services on behalf of their departments and business units.

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Roles & Responsibilities in Internet Procurement

There is only one level of access to the Internet Procurement module called SU Internet Procurement. All University employees with active SUNet IDs are automatically granted access and authority to initiate all types of purchase requisitions outlined below.

Learn more about getting access to Internet Procurement.

In addition to Internet Procurement, there are other methods of buying goods and services at Stanford. See Overview: Determine Best Purchasing Method.

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Types of Transactions


Catalog Requests

Stanford has negotiated business agreements (a.k.a. Campus Wide Agreements or CWA's) with several vendors to provide a range of products commonly used on campus. Selected vendors enter into these agreements to provide a specific commodity group, such as office or lab supplies, to the University.

Reference Overview: Campus Wide Agreement (CWA) Online Catalog and Quick Steps: Order from Campus Wide Agreement (CWA) Online Catalog.

Non-Catalog Requests: RPO

Departments may use an RPO category type (short for Rapid Purchase Order) in Internet Procurement to purchase goods and services totaling $2,500 or less, including tax but not including shipping. Rapid Purchase Orders allow department staff to deal directly with vendors in making common purchases when assistance from Central Procurement is not needed. The department is responsible for contacting the vendor, discussing price and delivery details, and placing the order.

Stanford has different rules and procedures for processing different types of purchases and payments. Request Types are used to identify the different types of RPO purchases (e.g. RPO Fabrication, RPO Goods, RPO Services, etc.). The iProcurement forms (i.e. data entry screens) and approval process may vary by Request Type. Reference Resources & Job Aids: Purchase Order Request Types, Definitions & Use.

Reference Overview: Purchasing Items Using Rapid Purchase Orders (RPO) and Quick Steps: Request Rapid Purchase Order (RPO) / Change Order.

Non-Catalog Requests: Standard

Standard category types are used for purchases from non-CWA vendors when the purchase requisition totals more than $2,500. When a standard requisition has been completed and approved by the appropriate department approver(s), it will be routed to a commodity buyer in the Central Procurement department who will source available suppliers (as needed), negotiate price/delivery terms and place the order with the supplier.

Stanford has different rules and procedures for processing different types of purchases and payments. Request Types are used to identify the different types of Standard purchases (e.g. Standard Goods, Standard Services, Standard Capital Equipment, Standard Radioactive, etc.). The iProcurement forms (i.e. data entry screens) and approval process may vary by Request Type. Reference Resources & Job Aids: Purchase Order Request Types, Definitions & Use.

Reference Overview: Purchasing Items Using Standard Purchase Orders (STD) and Quick Steps: Create or Change a Standard Purchase Requisition (STD).

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Transaction Approval Process

When a new requisition is created, Internet Procurement automatically selects appropriate approvers based on the PTAEOs entered in the requisition. The list of approvers appears on the "Review Approver & Enter Justification" screen during the checkout process.

  • If the requisition originator has sufficient authority to approve the transaction, no additional routing is required, and the requisition is considered "approved" when submitted.
  • The originator may add or delete approvers' names from list, but any changes will be verified by the system to ensure that the final list provides adequate authority to cover the transaction.
  • In certain cases the user is REQUIRED to add additional approvers; for example, for capital equipment or fabrication materials purchases a Departmental Property Administrator must be included on the routing list.
  • Approvers must approve the transaction by accessing Oracle Financials either through SU Workflow Notifications or from the To-Do List located on the Internet Procurement Home Page
  • Approvers can approve, reject, or make changes to the requisition (change PTAEO, items requested, add comments, etc.).

To learn more about the approval process, see Overview: Approving Financial Transactions in Oracle: About Workflow.

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Receiving and Invoice Processing

Departments are required to enter receiving information in Internet Procurement only for capital equipment purchases and for goods or services over $5,000. Accounts Payable cannot pay invoices for such orders until receiving information is recorded. For more information, reference Overview: About Receiving and Overview: Invoice Processing.

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Available Training

The following training is made available by the Controller's Office:

Drop-in practice labs are available every Friday (except holidays) from 9:00 AM until noon, in the IT Services Arguello Computer Labs @ 427 Arguello Way. Knowledgeable staff is on hand to answer questions about the Oracle Financial system modules. No registration is required.

Desktop Practice Environment

You can practice using Internet Procurement from your desktop by using the practice database. This allows new users to hone their skills without creating or impacting "live" production data. The practice database is a copy of the production database (updated monthly). Email notifications are not sent to approvers, and transactions approved in the practice database will not be posted to the General Ledger.

You will need a SUNet ID and password to log in. Access the Oracle Financials Practice database.

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Staying Informed

  • To receive email communications regarding changes and updates to Internet Procurement, subscribe to purch-users@lists.
  • Check Archived Bulletins to view communications distributed on or after August 1, 2007. Bulletins are organized by activity and date. See Buying and Paying for Internet Procurement communications.
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Internet Procurement Reporting Tools


Requisitions and Purchase Orders Query

Users may use the Requisition and Purchase Orders Query tool (a.k.a. Web Inquiry) to view the status of requisitions, purchase orders, and invoice payments.

To access the Requisition and Purchase Orders Query tool, launch Oracle Applications and look for the "SU Inquiry Tools" folder and link in the Navigator section of the Home page. This and other query tools can be used concurrently while using other Oracle Financial applications.

Internet Procurement Reports

Internet Procurement reports can be found in ReportMart3. For report names and descriptions, see Oracle Report Types and Uses, Buying and Paying.

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