Order Capital Equipment through SmartMart Catalog Suppliers

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 SmartMart Catalog Suppliers

1. Search for the appropriate equipment and customize as needed
2. Add your item to the SmartMart Catalog Suppliers shopping cart

For more information, refer to Capital Equipment definition.

1. Select Create iProcurement Requisition
   • Or 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. Refer to How To: Assign a Cart in iProcurement for more information.
2. Select View Cart and Checkout
   When a SmartMart Catalog Suppliers shopping cart is returned to iProcurement it recognizes capital equipment items by price (at least $4,587.16 + 9% tax = $5,000) and United Nations Standard Products and Services (UNSPSC) code. A CWA Capital Equipment category is assigned to any line that satisfies both price and UNSPSC code. A capital equipment expenditure type is required for the line with the Capital Equipment category.
3. 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.

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:
   • 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.

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 category.

Verify approvers

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

4. Select attachment type (File, URL or text)
5. Enter the file path, URL or text message
6. 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.

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