These steps explain how to find a SmartMart Catalog Suppliers cart assigned to you, update if needed, and learn how to consolidate two or more assigned carts into one requisition.
Locate and Act on an Assigned SmartMart Cart
Before You Start
You must have received an email indicating a SmartMart Catalog Suppliers cart has been assigned to you.
Multiple SmartMart Catalog Suppliers carts can be consolidated into one iProcurement requisition. Refer to How to: Combining Carts for more information.
- Enter ofweb.stanford.edu in the browser
- Click Login
- As prompted, log in using SUNet ID and password
- Select SU Internet Procurement
- Select SmartMart Catalog Suppliers
- Select Carts Assigned to me
- Add or remove items from the shopping cart
- Select shopping cart icon to view contents
- Select Assign Cart
- Search for an Assignee (by last name)
- Select user's name
- Write the assignee a note (optional)
- Select Assign
- Select Create iProcurement Requisition
- Select View Cart and Checkout
- Select 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.
- 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.
- 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 (For more information, refer to How To: Change Deliver-To Location)
- Department Name
- Room
- Attention To
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.
- Review/update billing information:
- Project
- Task
- Award
- Expenditure Type
- Refer to Stanford’s Buy & Pay Guide for a list of common expenditure types.
- Search by using the Expenditure Type Lookup Tool (Launch Oracle and select the SU Inquiry Tools and Forms link).
- For Standard Capital Equipment purchases, refer to 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
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 under Update Line on the far right to make a change to an individual line
- Update Line Screen: Change the Description, Quantity, Unit of Measure, Unit Price or Supplier in the Update Line screen
- To change the allocation, select the plus sign 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. 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.
- 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 in each line
- Select the box(es) of the line you want to edit
- 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).
- Select Copy to make exact copies of the selected lines
- Select Delete to delete selected lines
- 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.
- 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)
- 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
Add the Department Property Administrator (DPA) as the first approver in the routing list if using the Standard Capital Equipment category.
Verify approvers
- Select the Manage Approvals button at the far right to update approvers if necessary
- 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.
For orders $25,000 or greater after taxes and fees (includes additional funds added through this Change Order):
- Required: Attachments of one or more Competitive Bids or a completed Single/Sole Source Justification form.
Purchasing will reject requisitions submitted without the necessary attachments. The most current version of the Single/Sole Source Justification form must be attached using the link above. Under $25,000
- Strongly advised: Attachments of one or more Competitive Bids or a completed Single/Sole Source Justification form
Buyers see attachments to requisitions that are over $25,000 but Accounts Payable cannot see these attachments to the Requisition and these invoices 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).
- Select attachment type (File, URL or text)
- Enter the file path, URL or text message
- 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.
When Pricing Information is Fragmented Across Multiple Pages: If the requisition was created from a contract request and the pricing information (e.g., price per hour, total number of hours, price per deliverable, or lump sum pricing for the total amount of work) is fragmented across multiple pages of the proposal and/or Statement of Work, ensure all documents containing pricing information are also attached to the requisition.
- Select the Save, Submit or Return to Shopping button at the bottom or top right of the page
- Select Save to store requisition with an Incomplete status for a later submittal
- The requisition is routed to the designated financial approver(s).
- Upon approval, the order is placed with the suppliers.
- An email will be sent from the supplier confirming the order and giving the estimated time of arrival.
Consolidate Multiple Assigned SmartMart Carts
Before You Start
All of the carts must have been assigned to the same individual.
- Enter ofweb.stanford.edu in the browser
- Click Login
- As prompted, log in using SUNet ID and password
- Select SU Internet Procurement
- Click SmartMart Catalog Suppliers icon
- Go to Favorites tab on the center of the page
- Click Add New
- Select Top Level Shared Folder
- Name the Shared folder with your department name (suggested)
Create a sub-folder of a Shared folder by highlighting the Shared folder, clicking New, and selecting Subfolder of Selected Folder.
- If the cart was assigned to you, access it by Selecting Carts Assigned to Me
- If the cart was previously saved, access it from Carts > Saved Carts
- Select the cart to make it active
- Select Create iProcurement Requisition
- Select Shop tab in iProcurement (do not save or checkout with the shopping cart)
- Select SmartMart Catalog Suppliers (return to retrieve additional cart)
- Access the second cart
- Select shopping cart icon to make it the active cart
- Select shopping cart icon to view cart contents
- Select Create iProcurement Requisition If there are more carts to add to the iProcurement shopping cart, return to SmartMart Catalog Suppliers and repeat steps to add next cart to the iProcurement shopping cart.
- Select Checkout when all SmartMart Catalog Suppliers carts have been added to the same iProcurement shopping cart
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.
- 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.
- 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 (For more information, refer to How To: Change Deliver-To Location)
- Department Name
- Room
- Attention To
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.
- Review/update billing information:
- Project
- Task
- Award
- Expenditure Type
- Refer to Stanford’s Buy & Pay Guide for a list of common expenditure types.
- Search by using the Expenditure Type Lookup Tool (Launch Oracle and select the SU Inquiry Tools and Forms link).
- For Standard Capital Equipment purchases, refer to 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
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 under Update Line on the far right to make a change to an individual line
- Update Line Screen: Change the Description, Quantity, Unit of Measure, Unit Price or Supplier in the Update Line screen
- To change the allocation, select the plus sign 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. 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.
- 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 in each line
- Select the box(es) of the line you want to edit
- 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).
- Select Copy to make exact copies of the selected lines
- Select Delete to delete selected lines
- 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.
- 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)
- 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
Add the Department Property Administrator (DPA) as the first approver in the routing list if using the Standard Capital Equipment category.
Verify approvers
- Select the Manage Approvals button at the far right to update approvers if necessary
- 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.
For orders $25,000 or greater after taxes and fees (includes additional funds added through this Change Order):
- Required: Attachments of one or more Competitive Bids or a completed Single/Sole Source Justification form.
Purchasing will reject requisitions submitted without the necessary attachments. The most current version of the Single/Sole Source Justification form must be attached using the link above. Under $25,000
- Strongly advised: Attachments of one or more Competitive Bids or a completed Single/Sole Source Justification form
Buyers see attachments to requisitions that are over $25,000 but Accounts Payable cannot see these attachments to the Requisition and these invoices 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).
- Select attachment type (File, URL or text)
- Enter the file path, URL or text message
- 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.
When Pricing Information is Fragmented Across Multiple Pages: If the requisition was created from a contract request and the pricing information (e.g., price per hour, total number of hours, price per deliverable, or lump sum pricing for the total amount of work) is fragmented across multiple pages of the proposal and/or Statement of Work, ensure all documents containing pricing information are also attached to the requisition.
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 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 @email. The requester will receive an email copy of the PO when it is approved.
- Select the Save, Submit or Return to Shopping button at the bottom or top right of the page
- Select Save to store requisition with an Incomplete status for a later submittal
- The requisition is routed to the designated financial approver(s).
- Upon approval, the order is placed with the suppliers.
- An email will be sent from the supplier confirming the order and providing an estimated time of arrival.
