Locate and Act on, or Consolidate Your Assigned SmartMart Carts

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

1. Select SU Internet Procurement
2. Select SmartMart Catalog Suppliers

1. Select Carts Assigned to me
2. Add or remove items from the shopping cart

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.

1. 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.

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:
   • 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.

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 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.

7. 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.
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

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

Verify approvers

1. Select Manage Approvals to update approvers if necessary
2. 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.

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

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

1. Select SU Internet Procurement
2. Select SmartMart Catalog Suppliers icon
3. Go to Favorites tab on the center of the page
4. Select Add New
5. Select Top Level Shared Folder
6. Name the Shared folder

Create a subfolder of a shared folder by highlighting the shared folder, selecting New, and selecting the subfolder of the selected folder.

1. If the cart was assigned to you, access it by Selecting Carts Assigned to Me
2. If the cart was previously saved, access it from Carts > Saved Carts
3. Select the cart to make it active
4. Select Create iProcurement Requisition
5. Select Shop tab in iProcurement (do not save or checkout with the shopping cart)
6. Select SmartMart Catalog Suppliers (return to retrieve additional cart)

1. Access the second cart
2. Select shopping cart icon to make it the active cart
3. Select shopping cart icon to view cart contents
4. 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.
5. Select Checkout when all SmartMart Catalog Suppliers carts have been added to the same iProcurement shopping cart

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.

1. 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.

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:
   • 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.

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 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.

7. 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.
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

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

Verify approvers

1. Select Manage Approvals to update approvers if necessary
2. 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.

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

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.

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