Quick Steps: Order Items through SmartMart

Who does this?  Stanford faculty, staff, student employees, and temporary employees

When?  Ordering items (for the conduct of Stanford business) from suppliers who have special price agreements with Stanford

For a list of suppliers included in SmartMart, see SmartMart Supplier Contacts.

How?  By creating a SmartMart requisition using the Oracle iProcurement application.

 

 

Order Items through SmartMart (9 steps)

To purchase items from Stanford's SmartMart in iProcurement:

1. Launch Oracle Applications.
2. Enter your SUNet ID and password.

Note:  Get access to iProcurement

Select responsibility SU Internet Procurement.

If this is your first time using iProcurement, set up your iP Preferences.

From the iProcurement Shop page, click on the SmartMart button.

To search Hosted Catalogs:

1. Enter your search term in the Shop field at the top of the page.
2. Find your item and click Add to Cart.
3. Search for any additional Hosted Catalog items you need.

To search Punchout Catalogs:

1. Click the supplier’s icon for direct shopping from the supplier’s site.

Note:  You may mix Hosted and Punchout items in a single SmartMart shopping cart.

When you are ready to check out:

1. Click View Cart and Checkout button in the upper right section of the screen under Shopping Cart.
2. Click Checkout.

From the Checkout: Requisition Information screen:

1. The Requisition Description field defaults to the first line item on the requisition. Update the Requisition Description field to provide a clear explanation of the business purpose for the purchase.
2. Enter / Update Delivery information (i.e. Need-By Date, Requestor, Deliver-To Location, Department Name, Room, Attention).



Note 1:  How-to Set-up iProcurement Preferences (Establish default Delivery Location & Billing Accounts)

Note 2:  Items will be delivered to the Deliver-to location specified here.


3. Enter / Update billing information (i.e., Project, Task, Award, Expenditure Type).



Note:  Expenditure Type Look-up Tool


4. SmartMart items are normally taxed by California. For federally sponsored PTAs, change the Tax Code to Tax-Exempt.
5. Click Cancel, Save, or Edit Lines as required.



Note:  To split lines between multiple PTAs, read Charging Your Requisition to Multiple PTAs.


6. Click Next button to continue checkout.
7. You can click Save to save your cart at any time.

From the Checkout: Review Approver List screen:

1. Verify and Add Approvers as required.
2. Enter an optional Note to Approver.
3. Click Next.

From the Checkout: Review and Submit Requisition screen:

1. Click Save, if you wish, to save your requisition with an Incomplete status for submittal at a later date.
2. Click Printable Page to print a copy of your order.
3. Click Submit button to route your order for approval.



Note:  After approval, items will be delivered to the Deliver-to location specified in Step 6 above.

To check the approval / order status of your requisition:

1. Select Requisitions tab.
2. If your order does not have status Approved, click on the status to see which approvers are still pending.
3. To check order status, call the supplier and have your 8-digit PO number ready.

 

What Happens Next?

• Items will be delivered to the Deliver-to location specified in Step 6 above.

Questions?

• For more detailed instruction, attend FIN-0410: Purchasing Using Oracle Internet Procurement.
• If you have questions, please submit a HelpSU ticket. Select Request Category Administrative Applications and Request Type Oracle Financials.