linear_scale How To

Create a Standard Non-Catalog Requisition

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

Create a Standard Non-Catalog Requisition

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.

  1. Go to Oracle Financials
  2. Select Login
  3. Enter SUNet ID and password, if prompted

  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 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. 

  1. Enter No or allow default No in the first question, Add Funds To Existing PO
  2. Select Standard Blanket from the Request Type drop-down list
  3. Enter Item Description
  4. Enter Amount
  5. 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. 
  6. Enter name of the requester in For field
  7. Enter Begin Date
  8. Enter End Date
  9. Enter Location (optional)
  10. Enter Supplier Reference (optional)
  11. Enter Department (optional)
  12. Enter Taxable Items (optional)
  13. Enter Pricing (optional)
  14. Enter names of Authorized Users (optional)
  15. Enter Supersedes PO – prior Blanket PO (optional)
  16. 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
  17. 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:

  1. Enter No or allow default No in the first question, Add Funds To Existing PO
  2. Select Standard Capital Equipment from the Request Type drop-down list
  3. Enter Item Description
  4. Enter Quantity
  5. Change Unit of Measure if appropriate
  6. Enter Unit Price
  7. 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. 

  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 
    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). 

  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. Learn more in the Topic Overview: Capital Projects.

  1. Enter No or allow default No in the first question, Add Funds To Existing PO
  2. Select Standard Capital Project from the Request Type drop-down list
  3. Enter Item Description
  4. Enter Amount
  5. 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. 
  6. Enter Scope of Work
  7. Enter Location of Service
  8. Enter Start Date (optional)
  9. Enter End Date (optional)
  10. Enter Project Number (optional)
  11. Enter name of the Project Manager (optional)
  12. Enter names of Contractor Representative (optional)
  13. Select Attachment to be sent to Supplier (Y/N)? (optional)
  14. 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
  15. Select View Cart and Checkout
Standard Consultant

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

  1. Enter No or allow default No in the first question, Add Funds To Existing PO
  2. Select Standard Consultant from the Request Type drop-down list
  3. Enter Item Description
  4. Enter Amount
  5. 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. 
  6. Enter Scope of Work
  7. Enter Start Date 
  8. Enter End Date
  9. Select Data or System Risk Classification from drop-down menu: Assign a risk classification of High, Moderate, Low or Not Applicable
  10. Answer question Proposal Attached (Y/N)? (optional)
  11. Answer question Independent Contractor (Y/N)? (optional)
  12. Enter name of the Project Manager (optional)
  13. 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
  14. 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.

  1. Enter No or allow default No in the first question, Add Funds To Existing PO
  2. Select Standard Goods from the Request Type drop-down list
  3. Enter Item Description
  4. Enter Quantity
  5. Change Unit of Measure if appropriate
  6. Enter Unit Price
  7. Enter Supplier Item (part number) (optional)
  8. 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. 
  9. 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
  10. Select View Cart and Checkout
Standard Radioactive

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

  1. Enter No or allow default No in the first question, Add Funds To Existing PO
  2. Select Standard Radioactive from the Request Type drop-down list
  3. Enter the Item Description
  4. Enter Quantity
  5. Change Unit of Measure if appropriate
  6. Enter Unit Price
  7. 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. 
  8. Enter the CRA Number
  9. 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
  10. Select View Cart and Checkout
Standard Services
  1. Enter No or allow default No in the first question, Add Funds To Existing PO
  2. Select Standard Services from the Request Type drop-down list
  3. Enter Item Description
  4. Enter Amount
  5. 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. 
  6. Enter Scope of Work
  7. Enter Start Date
  8. Enter End Date
  9. Select Data or System Risk Classification from drop-down menu: Assign a risk classification of High, Moderate, Low or Not Applicable
  10. Answer the Proposal Attached? question (optional)
  11. Enter the name of the Project Manager (optional)
  12. 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
  13. 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.

  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.

  2. 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
  3. Repeat for each item
    1. The shopping cart should show each new product line added before checking out.
  4. Select View Cart and Checkout

The Requisition Description explains the business purpose of the purchase. It defaults to the first line item on the requisition but can be edited as needed to ensure it accurately describes the reason for the transaction.

  1. Review delivery information and update if needed:

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:
    • 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 list.

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

The allocation can be adjusted to:

  • 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 (in the Update Line column) to make a change to an individual line
  3. On the Update Line screen, change the Description, Quantity, Unit of Measure, Unit Price or Supplier as needed
  4. To change the allocation, select the plus icon 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

    Enter only the Percent, Quantity, or Amount. The other fields populate automatically after you press Tab to leave the field. Decimal percentages are permitted, but the total must equal 100% before proceeding.

  7. To apply the allocation to every requisition line in the cart, select the checkbox next to Apply this Cost Allocation information
  8. Select Apply 

  1. Review the requisition details for each line item
  2. Select the box(es) of the line you want to edit
  3. Select Update to change the PTA for all selected lines. You can modify: Need-By Date, Project, Task, Award, or Expenditure Type
  4. Select Copy to duplicate the selected lines
  5. Select Delete to remove 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 does not include an Expenditure Type, select the pencil icon in the Update Line column to add the Expenditure Type to an individual line.

  7. If tax should not be applied to a particular line or if the Research Tax Credit should be applied, select the appropriate tax category from the Tax Category drop-down list. Learn more in the Common Sales Tax Exempt Categories.
  8. Select the Guidance for Ensuring Price Reasonableness link to read the policy
  9. Select the checkbox 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 category.

Verify approvers

  1. Select Manage Approvals button at the far right to update approvers if necessary
  2. Select 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.

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: 

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 the item (Non-Capital) will be shipped to Stanford from a foreign country, JAS, formerly Tigers, must provide customs forms and fees and freight-forwarding services as Stanford’s designated customs broker. These fees are paid automatically as part of the shipping costs, so a separate shipping line is not required

  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
     
  7. Email JAS at @email with PO details so they are aware of the transaction.

  1. Select the appropriate option at the top or bottom right of the page:
    • Save to keep the requisition in Incomplete status and submit it later
    • Submit to send the requisition for approval
    • Return to Shopping to add or change items before submitting 
       
What Happens Next?
Last Updated: Jul 13, 2026
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