Order Capital Equipment through SmartMart Catalog Suppliers

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

1. Select SU Internet Procurement
2. Select the SmartMart Catalog Suppliers and Contracts tile

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

Learn more about the Capital Equipment definition in the Topic Overview: Purchase and Manage Capital Equipment.

1. Select Create iProcurement Requisition
   • You can also assign the requisition/cart to another Stanford user in iProcurement from any iProcurement shopping application. Learn more in the How To: Assign a Cart in iProcurement.

2. Select View Cart and Checkout

   When a SmartMart Catalog Suppliers shopping cart is returned to iProcurement, it recognizes capital equipment items by price (after tax) 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

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:
   • Need-By Date
   • Requester
   • Deliver-To Location (learn more: How To: Change Deliver-To Location)
   • Department Name
   • Room
   • Attention To

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.

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: 

• 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 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