Review this page to learn how to create a standard non-catalog requisition.

  • Prior to engaging any supplier, schools and units should review the Topic Overview: Selecting a Supplier, which provides best practices and considerations for the supplier selection process, including facilitating a competitive purchasing process.
  • Once a supplier is selected, schools and units should check to see if a supplier or payee is active in the Supplier Query and Request System before making a new request. If the Supplier/Payee does not have an active record, the requester should follow the process for activating an existing supplier or setting up a new supplier
  • When the purchase involves a signed agreement negotiated by two or more parties, such as when a business unit, school, or department, hires a non-Stanford, outside company or individual to perform a service of any dollar amount for Stanford, including all construction-related projects, architectural services, or leasing equipment, the purchase must follow the contract process in SmartMart Contracts. For more information, refer to Topic Overview: Contracts)
  • When purchasing any products or services with a total cost of $25,000 or greater, the requisition must include documentation verifying it has appropriately met the competition requirements (such as Competitive Bids or a completed Single/Sole Source Justification form).  Learn more in the Topic Overview: Purchase Order Process

  1. Enter ofweb.stanford.edu in the browser
  2. Click Login
  3. As prompted, log in using SUNet ID and password

  1. Select SU Internet Procurement
  2. Select Non-Catalog Request to begin a non-catalog requisition

Do not mix standard non-catalog request types with SmartMart items on a single requisition.

Standard Blanket

Standard Blanket Orders are the preferred method for placing orders which will require multiple payments over a period of time with a maximum dollar value.

  1. Select Standard Blanket from the Request Type drop-down list
  2. Enter Item Description
  3. Enter Amount
  4. Enter Supplier Name and tab out or select Request New Supplier. Refer to How To: Make a Supplier or Payee Request if you need to re-activate the supplier on the original PO.
  5. Enter name of the requester in For field
  6. Enter Begin Date
  7. Enter End Date
  8. Enter Location (optional)
  9. Enter Supplier Reference (optional)
  10. Enter Department (optional)
  11. Enter Taxable Items (optional)
  12. Enter Pricing (optional)
  13. Enter names of Authorized Users (optional)
  14. Enter Supersedes BLM PO – prior Blanket PO (optional)
  15. Select Add to Cart 
  16. Select View Cart and Checkout
Standard Capital Equipment

Standard Capital Equipment orders are for the purchase of capital equipment

There is no need to create a Standard Capital Equipment order if the equipment is available in SmartMart. For more information, refer to How To: Order Capital Equipment through SmartMart.

Before You Begin:


  1. Select Standard Capital Equipment from the Request Type drop-down list
  2. Enter Quantity
  3. Enter Item Description
  4. Change Unit of Measure if appropriate
  5. Enter Unit Price
  6. Enter Supplier Item (part number) (optional)
  7. Enter Supplier Name and tab out to validate or select Request New Supplier if the original supplier is not available
  8. Enter capital equipment-specific information (bottom half of screen) if the Department Property Administrator (DPA) has provided it At checkout, add the DPA as the first approver on the approver routing list.
  9. Select Add to Cart If the item will be shipped to Stanford from a foreign country, customs forms and fees, as well as freight forwarding services, will need to be provided by a customs broker.
  10. Select View Cart and Checkout
Standard Capital Project

Standard Capital Project requisitions are used for the purchase of products or services that contribute to a capital project. For more information, refer to Topic Overview: Capital Projects.

  1. Select Standard Capital Project from the Request Type drop-down list
  2. Enter Item Description
  3. Enter Amount
  4. Enter Supplier Name and tab out or select Request New Supplier
  5. Enter Scope of Work
  6. Enter Location of Service
  7. Enter Start Date (optional)
  8. Enter End Date (optional)
  9. Enter Project Number (optional)
  10. Enter name of the Project Manager (optional)
  11. Enter names of Contractor Representative (optional)
  12. Select Attachment to be sent to Supplier (Y/N)? (optional)
  13. Select Add to Cart
  14. Select View Cart and Checkout
Standard Consultant

Standard Consultant requisitions are used for the purchase of consultant services.

  1. Select Standard Consultant from the Request Type drop-down list
  2. Enter Item Description
  3. Enter Amount
  4. Enter Supplier Name and tab out to validate  or select Request New Supplier if the original supplier is not available
  5. Enter Scope of Work
  6. Enter Start Date 
  7. Enter End Date
  8. Select Data or System Risk Classification from drop-down menu: Assign a risk classification of High, Moderate, Low or Not Applicable
  9. Answer question Proposal Attached (Y/N)? (optional)
  10. Answer question Independent Contractor (Y/N)? (optional)
  11. Enter name of the Project Manager (optional)
  12. Select Add to Cart
  13. Select View Cart and Checkout
Standard Goods
  1. Select Standard Goods from the Request Type drop-down list
  2. Enter Item Description
  3. Enter Quantity
  4. Change Unit of Measure if appropriate
  5. Enter Unit Price
  6. Enter Supplier Item (part number) (optional)
  7. Enter Supplier Name and tab out to validate or select Request New Supplier if the original supplier is not available
  8. Select Add to Cart
  9. Select View Cart and Checkout
Standard Lease Equipment
  1. Select Standard Lease Equipment from the Request Type drop-down list
  2. Enter Item Description
  3. Enter total Amount (in dollars) for the life of the lease
  4. Enter Supplier Name and tab out to validate or select Request New Supplier if the original supplier is not available
  5. Enter Equipment Being Leased (asset – i.e., vehicle, copier, etc.)
  6. Enter Lease Term (number of months)
  7. Select Yes/No from the Does Lease include option to Extend/Renew? drop-down list
    • Select Yes/No from the If Yes, is intention to Extend/Renew? drop-down list
    • Enter the number of months to be extended in the If Yes, number of months to be extended? field
  8. Enter Location of Equipment (optional)
  9. Enter Department (optional)
  10. Enter Supersedes PO number you are replacing (optional)
  11. Enter Departmental contact name for questions regarding Lease
  12. Select the By checking this box, you acknowledge that you must attach a copy of the lease contract to the next page check box
  13. Select Add to Cart
  14. Select View Cart and Checkout
Standard Lease Real Estate
  1. Select Standard Lease Real Estate from the Request Type drop-down list
  2. Enter Item Description
  3. Enter total Amount (in dollars) for the life of the lease
  4. Enter Supplier Name and tab out to validate or select Request New Supplier if the original supplier is not available
  5. Enter Start Date
  6. Enter End Date
  7. Select Yes/No/Unsure from the Does Lease include option to Extend/Renew? drop-down list
    • Select Yes/No from the If Yes, is intention to Extend/Renew? drop-down list
    • Enter the number of months to be extended in the If Yes, number of months to be extended? field
  8. Enter Lease Location/Address
  9. Enter Lease Suite #
  10. Enter Department (optional)
  11. Enter Supersedes PO number you are replacing (optional)
  12. Enter Departmental Contact Name for Questions Regarding Lease
  13. Select the By checking this box, you acknowledge that you must attach a copy of the lease contract to the next page check box
  14. Select Add to Cart
  15. Select View Cart and Checkout
Standard Radioactive

Standard Radioactive requisitions are used for the purchase of radioactive items.

  1. Select Standard Radioactive from the Request Type drop-down list
  2. Enter the Item Description
  3. Enter Quantity
  4. Change Unit of Measure
  5. Enter Unit Price
  6. Enter Supplier Item (part number) (optional)
  7. Enter Supplier Name and tab out to validate or select Request New Supplier if the original supplier is not available
  8. Enter the CRA Number
  9. Select Add to Cart
  10. Select View Cart and Checkout
Standard Services
  1. Select Standard Services from the Request Type drop-down list
  2. Enter Item Description
  3. Enter Amount
  4. Enter Supplier Name and tab out or select Request New Supplier
  5. Enter Scope of Work
  6. Enter Start Date
  7. Enter End Date
  8. Select Data or System Risk Classification from drop-down menu: Assign a risk classification of High, Moderate, Low or Not Applicable
  9. Answer the Proposal Attached? question (optional)
  10. Enter the name of the Project Manager (optional)
  11. Select Add to Cart
  12. Select View Cart and Checkout
Standard Subaward

Visit Subaward Resources (including iProcurement Requisition Tutorial and Video) on the Office of Research Administration website.

If you receive the message, "You are not authorized to access this page", select Login from the top right of the page.

Each item on a quote should be entered as a separate line item on the requisition.

  1. To add more than one item to a requisition, edit fields while still on the Non-Catalog Request page to represent the next line item Different lines can be different requisition types (e.g., standard goods, standard services), depending on what is being purchased under that line.
    Select Add to Cart
  2. Repeat for each item
    • The shopping cart should show each new product line added before checking out.
  3. Select View Cart and Checkout

You may assign the requisition/cart to another Stanford user in iProcurement from any of the shopping applications within iProcurement: Amazon Business, Non-Catalog Requisition, CardinalTemps and SmartMart Catalog Suppliers. For more information, refer to How To: Assign a Cart in iProcurement.

  1. Review and edit information in the Description field (if necessary) Requisition Description defaults to the first line item on the requisition to provide a clear explanation of the business purpose for purchase.
  2. Add justification information in the Note to Approver field

A single shopping cart cannot have multiple delivery locations within Stanford. You can enter all the information for delivery in your Preferences to pre-populate these fields.

  1. Review/update delivery information:

In Preferences, enter all the information for billing to pre-populate these fields. You can enter several PTAs under My Allocations to allow choices from the drop-down menu.

Charge to One PTA/Expenditure Type
  1. Review/update billing information:

Alternatively, select pre-set billing information from the My Favorite drop-down menu and select Apply

Charge to Multiple PTAs

You may:

  • Change the allocation percentage
  • Add multiple PTAs to one line
  • Change the Expenditure Type for one line
  1. Scroll down to the product table below the Delivery and Billing sections
  2. Select the lines and select the Update button to change multiple lines at one time, or select the pencil icon under Update Line on the far right to make a change to an individual line
  3. Update Line Screen: Change the Description, Quantity, Unit of Measure, Unit Price or Supplier in the Update Line screen
  4. To change the allocation, select the plus sign to add a new line
  5. Replace the pre-populated PTAE information in the new line with the PTAE desired
  6. Enter the Percent, Quantity or Amount information to total 100% for lines selected Only the Percent, Quantity or Amount field needs to be entered. The other fields will populate automatically when you TAB out of the field you used. Entering percent amounts in decimal quantities is permitted, but the total percent must equal 100% before proceeding.
  7. Select the box next to Apply this Cost Allocation information to apply the allocation to all requisition lines in the shopping cart
  8. Select Apply to complete and return to the Edit and Submit Requisition page
     

  1. Review the requisition details in each line
  2. Select the box(es) of the line you want to edit
  3. Select the Update button to change the single PTA to another single PTA for all the lines selected (you can modify Need-By-Date, the Project, Task, Award or Expenditure Type).
  4. Select Copy to make exact copies of the selected lines
  5. Select Delete to delete selected lines
  6. Select the Update button or the pencil icon in the Update Line column at the far right to view the PTA information for the selected line If the Favorite you selected did not have an Expenditure Type, use the pencil icon in the Update Line column to add the Expenditure Type to a single line.
  7. If tax should not be applied to a particular line or if the Research Tax Credit should be applied, override by selecting the appropriate tax category from the Tax Category drop-down menu (for more information, refer to the Common Sales Tax Exempt Categories)
  8. Select the Guidance for Ensuring Price Reasonableness link to read the policy
  9. Select the box to acknowledge your compliance with Stanford's Price Reasonableness policy
     

Add the Department Property Administrator (DPA) as the first approver in the routing list if using the Standard Capital Equipment, Standard Lease Equipment or Standard Change Order – Equipment Lease categories.

  1. Verify approvers
  2. Select the Manage Approvals button at the far right to update approvers if necessary
  3. Select the Manage FYI Viewers button at the far right to add viewers if necessary

FYI Viewers cannot approve, reject or comment on requisitions routed to them.

All Standard Lease Equipment or Standard Change Order – Equipment Lease changes or modifications should go to Procurement Services – Purchasing Services.

All Standard Lease Real Estate and Standard Change Order – Real Estate changes or modifications should go to Land, Buildings & Real Estate.

For orders $25,000 and over:

Purchasing will reject requisitions submitted without the necessary attachments.

Under $25,000:

  • Strongly advised: Attachments of one or more Competitive Bids or a completed Single/Sole Source Justification form
     
    1. Select Add Attachments to attach backup documentation (doc, pdf, xls, jpeg, etc.)
    2. Enter a Title of the attachment (e.g., single/sole source justification form or a justification, competitive bids, confirmation of foreign shipment, lease agreement or proposal)
    3. Select Category for attachment from drop-down list (Buyer, Rush Payment, To Supplier or Will Call Check)

Buyers see attachments to requisitions that are over $25,000 but Accounts Payable cannot see these attachments to the Requisition. Rush Payment requests and Will Call Check requests are only viewed by Accounts Payable when the invoice is uploaded via Requisition and PO Query and the correct queue is designated for the invoice to be processed as a Rush or Will Call request.

The "To Supplier" attachment category should be used to let a supplier know that an "Order will be placed online; do not duplicate." This applies if an online website requires you to provide a purchase order number when using a company's website to place an order (excludes all SmartMart Catalog Suppliers punchout sites).

  1. Select attachment type (File, URL or text)
  2. Enter the file path, URL or text message
  3. Select Add Another to immediately add next attachment or select Apply 

Once Apply has been selected, you will receive a confirmation: Attachment XXX has been added successfully but not committed. It will be committed when you submit the current transaction.

 

If the item (Non-Capital) will be shipped to Stanford University from a foreign country, customs forms and fees, as well as freight forwarding services, will need to be provided by a customs broker. These fees will be paid automatically as part of the shipping costs, and you do not need to enter a separate line for shipping.

  1. Add an attachment as in the step above
  2. Enter customs information in the Title field
  3. Leave the Attachment Title field blank
  4. Select the To Supplier category
  5. Select the text attachment type
  6. Enter this information in the text field:


    SHIP TO:
    JAS (formerly TIGERS)
    800 AIRPORT BLVD., SUITE 518
    BURLINGAME, CA 94010
    PHONE 650-581-7230

When the requisition is fully approved and becomes a PO, you should receive a copy of it through your notifications. Forward a copy of the PO on to the customs broker. You can contact them at the information above.

  1. Select the Save, Submit or Return to Shopping button at the bottom or top right of the page
  2. Select Save to store requisition with an Incomplete status for a later submittal
What Happens Next?
  • If the requisition is under $25,000 (without a contract), it is routed to the department approver first. Upon department approval, the requisition becomes a purchase order with a unique 8-digit number and is auto-emailed directly to the company.I
  • If the requisition is above $25,000, it is first routed to Procurement Services to review competitive supplier selection documentation. Upon Procurement Services approval, the requisition is routed to the department approver for financial approval. After Procurement Services and department approval, the requisition becomes a purchase order with a unique 8-digit number and is auto-emailed directly to the company.  
Last Updated: Jul 5, 2022

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