Create a Standard Non-Catalog Requisition

Stanford employees can use iProcurement to create a standard non-catalog requisition.

Create a Standard Non-Catalog Requisition

Prior to engaging any supplier review the Topic Overview: Selecting a Supplier or Independent Contractor, for the supplier selection process.
Ensure the supplier is active in the Supplier Query and Request System.
- 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 purchasing any products or services, the department needs to include documentation verifying it has appropriately met the competition requirements (such as Competitive Bids or a completed Single/Sole Source Justification form).
- Procurement Services is required to validate competitive supplier selection over a threshold that is dependent on the funding source:
  - Federal funding source: When any portion of the purchase is $50,000 or greater.
  - Any funding source: When the total purchase is $250,000 or greater.
If additional funds need to be added to an existing Non-Catalog Purchase Order (PO), refer to How To: Add Funds to a Non-Catalog Purchase Order (Create Change Order).

When the purchase involves a signed agreement negotiated by two or more parties, such as when a Stanford business unit, school, or department, hires a non-Stanford, outside company or individual to perform a service of any dollar amount for Stanford, the purchase must follow the contract process in SmartMart Contracts. Learn more in the Topic Overview: Procurement Contracts.

Go to Oracle Financials
Select Login
Enter SUNet ID and password, if prompted

Select SU Internet Procurement
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 Capital Equipment

Standard Capital Project

Standard Consultant

Standard Goods

Standard Radioactive

Standard Services

Standard Subaward

Standard Blanket

Standard Blanket purchase orders should be limited to very specific cases such as recurring deliveries or if the school or unit needs to frequently place complex orders directly through a supplier's website and a blanket PO would be more efficient.

Enter No or allow default No in the first question, Add Funds To Existing PO
Select Standard Blanket from the Request Type drop-down list
Enter Item Description
Enter Amount
Select the search icon to search for the supplier and then select the correct supplier. If the supplier is not found, use the Supplier Query and Request tool in Oracle Financials to find, add, or update suppliers.
Enter name of the requester in For field
Enter Begin Date
Enter End Date
Enter Location (optional)
Enter Supplier Reference (optional)
Enter Department (optional)
Enter Taxable Items (optional)
Enter Pricing (optional)
Enter names of Authorized Users (optional)
Enter Supersedes PO – prior Blanket PO (optional)
Select Add to Cart
- Clear All: Clears current fields, nothing added to cart
- Add to Cart and Next: Adds current request to cart and field entries remain for entering additional lines to cart
- Add to Cart and New: Adds current request to cart and clears fields for entering additional lines to Cart
Select View Cart and Checkout

Standard Capital Equipment

Standard Capital Equipment orders are for the purchase of capital equipment.

If the equipment is available in SmartMart that is the preferred purchasing method. Learn more in the How To: Order Capital Equipment through SmartMart.

Before You Begin:

Select a Capital Equipment Expenditure type. Learn more in the Common Expenditure Types Used for Property and Equipment.
Identify the Department Property Administrator (DPA).

Enter No or allow default No in the first question, Add Funds To Existing PO
Select Standard Capital Equipment from the Request Type drop-down list
Enter Item Description
Enter Quantity
Change Unit of Measure if appropriate
Enter Unit Price
Select the search icon to search for the supplier and then select the correct supplier. If the supplier is not found, use the Supplier Query and Request tool in Oracle Financials to find, add, or update suppliers.
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.
Select Add to Cart
1. Clear All: Clears current fields, nothing added to cart
2. Add to Cart and Next: Adds current request to cart and field entries remain for entering additional lines to cart
3. Add to Cart and New: Adds current request to cart and clears fields for entering additional lines to Cart
  If items will be shipped to Stanford from a foreign country, customs forms and fees, as well as freight forwarding services, must be provided by a customs broker. Learn more in the: Topic Overview: Purchase Services ( Shipping, freight, importing, and customs services).
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. Learn more in the Topic Overview: Capital Projects.

Enter No or allow default No in the first question, Add Funds To Existing PO
Select Standard Capital Project from the Request Type drop-down list
Enter Item Description
Enter Amount
Select the search icon to search for the supplier and then select the correct supplier. If the supplier is not found, use the Supplier Query and Request tool in Oracle Financials to find, add, or update suppliers.
Enter Scope of Work
Enter Location of Service
Enter Start Date (optional)
Enter End Date (optional)
Enter Project Number (optional)
Enter name of the Project Manager (optional)
Enter names of Contractor Representative (optional)
Select Attachment to be sent to Supplier (Y/N)? (optional)
Select Add to Cart
- Clear All: Clears current fields, nothing added to cart
- Add to Cart and Next: Adds current request to cart and field entries remain for entering additional lines to cart
- Add to Cart and New: Adds current request to cart and clears fields for entering additional lines to Cart
Select View Cart and Checkout

Standard Consultant

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

Enter No or allow default No in the first question, Add Funds To Existing PO
Select Standard Consultant from the Request Type drop-down list
Enter Item Description
Enter Amount
Select the search icon to search for the supplier and then select the correct supplier. If the supplier is not found, use the Supplier Query and Request tool in Oracle Financials to find, add, or update suppliers.
Enter Scope of Work
Enter Start Date
Enter End Date
Select Data or System Risk Classification from drop-down menu: Assign a risk classification of High, Moderate, Low or Not Applicable
Answer question Proposal Attached (Y/N)? (optional)
Answer question Independent Contractor (Y/N)? (optional)
Enter name of the Project Manager (optional)
Select Add to Cart
- Clear All: Clears current fields, nothing added to cart
- Add to Cart and Next: Adds current request to cart and field entries remain for entering additional lines to cart
- Add to Cart and New: Adds current request to cart and clears fields for entering additional lines to Cart
Select View Cart and Checkout

Standard Goods

If the goods are available in SmartMart or Amazon Business, then that is the preferred purchasing method. Learn more in the How To: Order Capital Equipment through SmartMart.

Enter No or allow default No in the first question, Add Funds To Existing PO
Select Standard Goods from the Request Type drop-down list
Enter Item Description
Enter Quantity
Change Unit of Measure if appropriate
Enter Unit Price
Enter Supplier Item (part number) (optional)
Select the search icon to search for the supplier and then select the correct supplier. If the supplier is not found, use the Supplier Query and Request tool in Oracle Financials to find, add, or update suppliers.
Select Add to Cart
- Clear All: Clears current fields, nothing added to cart
- Add to Cart and Next: Adds current request to cart and field entries remain for entering additional lines to cart
- Add to Cart and New: Adds current request to cart and clears fields for entering additional lines to Cart
Select View Cart and Checkout

Standard Radioactive

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

Enter No or allow default No in the first question, Add Funds To Existing PO
Select Standard Radioactive from the Request Type drop-down list
Enter the Item Description
Enter Quantity
Change Unit of Measure if appropriate
Enter Unit Price
Select the search icon to search for the supplier and then select the correct supplier. If the supplier is not found, use the Supplier Query and Request tool in Oracle Financials to find, add, or update suppliers.
Enter the CRA Number
Select Add to Cart
- Clear All: Clears current fields, nothing added to cart
- Add to Cart and Next: Adds current request to cart and field entries remain for entering additional lines to cart
- Add to Cart and New: Adds current request to cart and clears fields for entering additional lines to Cart
Select View Cart and Checkout

Standard Services

Enter No or allow default No in the first question, Add Funds To Existing PO
Select Standard Services from the Request Type drop-down list
Enter Item Description
Enter Amount
Select the search icon to search for the supplier and then select the correct supplier. If the supplier is not found, use the Supplier Query and Request tool in Oracle Financials to find, add, or update suppliers.
Enter Scope of Work
Enter Start Date
Enter End Date
Select Data or System Risk Classification from drop-down menu: Assign a risk classification of High, Moderate, Low or Not Applicable
Answer the Proposal Attached? question (optional)
Enter the name of the Project Manager (optional)
Select Add to Cart
- Clear All: Clears current fields, nothing added to cart
- Add to Cart and Next: Adds current request to cart and field entries remain for entering additional lines to cart
- Add to Cart and New: Adds current request to cart and clears fields for entering additional lines to Cart
Select View Cart and Checkout

Standard Subaward

Visit Subaward Resources (including Initiating a Subaward Requisition) on the Office of Research Administration website.

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

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
1. Clear All: Clears current fields, nothing added to cart
2. Add to Cart and Next: Adds current request to cart and field entries remain for entering additional lines to cart
3. Add to Cart and New: Adds current request to cart and clears fields for entering additional lines to Cart
Repeat for each item
1. The shopping cart should show each new product line added before checking out.
Select View Cart and Checkout

You can assign the requisition or cart to another Stanford user in iProcurement from any iProcurement shopping application. Learn more in the How To: Assign a Cart in iProcurement.

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

Review/update delivery information:
- Need-By Date
- Requester
- Deliver-To Location
- Department Name
- Room
- Attention To

The delivery location for your Amazon iProcurement Requisition is your default Ship-To Location selected in Accounts Preferences. If a default location does not appear, a location may be selected. Learn more in the How To: Set Up iProcurement Preferences for Deliver-To Location, Allocations and Approvers.

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

Charge to Multiple PTAs

Charge to One PTA/Expenditure Type

Review/update billing information:
- Project
- Task
- Award
- Expenditure Type
  - Search by using the Expenditure Type Lookup Tool (Launch Oracle and select the SU Inquiry Tools and Forms link).
  - For Standard Capital Equipment purchases, learn more in the Common Expenditure Types for Property and Equipment.
- Expenditure Item Date

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

Scroll down to the product table below the Delivery and Billing sections
Select the lines and select the Update button to change multiple lines at one time, or select the pencil icon (in the Update Line column) to make a change to an individual line
Update Line Screen: Change the Description, Quantity or Amount, Unit of Measure, Unit Price, or Supplier in the Update Line screen
To change the allocation, select the plus icon to add a new line
Replace the pre-populated PTAE information in the new line with the PTAE desired
Enter the Percent, Quantity or Amount information to total 100% for lines selected
Only the Percent, Quantity or Amount field needs to be entered for the PTAE. 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.
If desired, select the box next to Apply this Cost Allocation information to apply the allocation to all requisition lines in the shopping cart
Select Apply to complete and return to the Edit and Submit Requisition page

Review the requisition details for each line item
Select the box(es) of the line you want to edit
Select Update to change the PTA for all selected lines. You can modify: Need-By Date, Project, Task, Award, or Expenditure Type
Select Copy to duplicate the selected lines
Select Delete to remove selected lines
Select Update or the pencil icon (in the Update Line column) 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.
To override tax settings for a line item or apply the Research Tax Credit, select the appropriate category from the Tax Category drop-down menu. Learn more in the Common Sales Tax Exempt Categories.
Select the Guidance for Ensuring Price Reasonableness link to read the policy
Select the box to acknowledge your compliance with Stanford's Price Reasonableness policy

When using the Standard Capital Equipment category, add the Department Property Administrator (DPA) as the first approver in the routing list.

Verify approvers

Select Manage Approvals to update approvers if necessary
Select Manage FYI Viewers to add viewers if necessary

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

Orders pending approval will appear in Your Orders with the status This order is pending approval. These orders have not been sent to Amazon for fulfillment.

Pending orders remain in your order history for seven days while awaiting the approved PO from the procurement platform. If the approved PO is not received within seven days of checkout, the order will be automatically canceled.

Procurement Services is required to validate competitive supplier selection over a threshold that is dependent on the funding source:

Federal funding source: When any portion of the purchase is $50,000 or greater.
Any funding source: When the total purchase is $250,000 or greater.

Required: For these orders above the threshold, one or more Competitive Bids or a completed Single/Sole Source Justification form should be attached to the requisition.

For all requisitions:

Strongly advised: Attachments of one or more Competitive Bids or a completed Single/Sole Source Justification form

Accounts Payable cannot see attachments to the Requisition and any invoices attached there, will not be processed and paid. Invoices including Rush Payment requests and Will Call Check requests, can only be viewed by Accounts Payable when the invoice is uploaded via Requisition and PO Query and when needed, 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).
a. Select attachment type (File, URL, or text)
b. Enter a Title for the attachment
c. Select Category for attachment from drop-down list (Buyer, Rush Payment, To Supplier or Will Call Check)
d. Add another 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.)

When Pricing Information is Fragmented Across Multiple Pages: If the requisition was created from a contract request and the pricing information is fragmented across multiple pages of the proposal or Statement of Work, attach all documents containing pricing information to the requisition.

If items 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 JAS (formerly Tigers), which is Stanford’s designated 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.

Add an attachment as in the step above
Enter customs information in the Title field
Leave the Attachment Title field blank
Select the To Supplier category
Select the text attachment type
Enter this information in the text field:

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

Email a copy of the PO to the customs broker at US-STANFORDU@jas.com. The requester will receive an email copy of the PO when it is approved.

Select the Save, Submit, or Return to Shopping button
Select Save to store requisition with an Incomplete status for a later submittal

What Happens Next?

Approved non-catalog purchase orders (PO) are delivered to the supplier directly via email. To review any aspects of the PO, users may access the Requisition and Purchase Order Query tool, which is one of the SU Inquiry Tools and Forms in Oracle Financials.
Learn more in the Resource: Purchase Order Terms and Conditions for detailed terms.

How To

Create a Standard Non-Catalog Requisition