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Purchase Goods in SmartMart Catalog Suppliers

SmartMart Catalog Suppliers allows Stanford users to search hosted catalogs and supplier websites, add items to a shopping cart, and create iProcurement requisitions or assign carts to others.

Buy Items Using SmartMart Catalog Suppliers

Consider setting up iProcurement preferences before creating a requisition. Preferences can prepopulate frequently used delivery locations, allocations, and approvers. This step is optional for users who only prepare shopping carts and assign them to others.

  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

Search
  1. Enter search term in the search field at the top of the page
  2. Find the item(s) and select Add to Cart or Order from Supplier
  3. If the supplier website opens in a new window, select Add to Cart
  4. Order any additional items as needed 
  5. When shopping is complete, select the shopping cart icon to view the cart
  6. Select Proceed to Checkout or Create Requisition
  7. Select Create iProcurement Requisition or Assign Cart
Search Punch-out Supplier Website
  1. Select a supplier's site to shop or customize items
  2. Find an item and add it to the supplier shopping cart
  3. Continue through the supplier's checkout until the item(s) are returned to SmartMart Catalog Suppliers' shopping cart
  4. Search for any additional items as needed
  5. Select shopping cart icon to view the cart (Users may need to return from supplier punch-out sites to finalize the cart in SmartMart)

Assign a Cart in SmartMart Catalog Suppliers
  1. Select View My Cart
  2. Select Assign Cart
  3. Select Search for an Assignee and search by last name
  4. Select the user's name
  5. Enter a note for the assignee (optional)

  6. Select Assign (Assignee receives an email notification) 

    For more information, assignees may refer to How To: Locate and Act on Your Assigned SmartMart Catalog Suppliers Cart.

Create a Requisition
  1. Select Checkout

  2. Select Create iProcurement Requisition

    Selecting Create iProcurement Requisition transfers the cart to iProcurement and exits SmartMart Catalog Suppliers. To return to SmartMart, select SmartMart Catalog Suppliers from the iProcurement shopping applications. Do not rely on the browser’s Back button.

Share a Cart
  1. Select the Share my cart with others checkbox
  2. Select the group name from the drop-down list
  3. Select Update to save and view the cart or, if the cart was previously locked, make it available to other group members.

  4. Select Update and then Unlock  

    The shared cart automatically unlocks after 15 minutes if no action is taken. Coordinate with the group to determine who will complete the cart, who will create the iProcurement requisition, and when the order will be placed. A requisition or cart can be assigned to another Stanford user from Amazon Business, Non-Catalog Requisition, CardinalTemps, or SmartMart Catalog Suppliers. 

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.

 Invoices for SmartMart purchases must not be attached to the Requisition, but should be routed directly through the invoice upload tool designated by Accounts Payable.

  1. Select Add Attachment
  2. Select the attachment type : file, URL or text
  3. Enter a Title of the attachment, such as a single or sole source justification form, justification, competitive bids, confirmation of foreign shipment, or proposal.
  4. Select the attachment Category from drop-down list 
  5. Select Browse,  select the file to attach, then select Open
  6. Add another attachment or select Apply 
    1. Once Apply is selected, a confirmation states that the attachment was added successfully but is not yet committed. The attachment is committed when the transaction is submitted.

Accounts Payable cannot see any attachments to the Requisition and if an invoice is attached here, it 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 requested, the correct queue is designated for the invoice to be processed as a Rush or Will Call request.

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?
  • The preparer receives a confirmation email after the order is submitted.
  • After the requisition is approved, the order is placed with the supplier or suppliers.
  • The supplier sends an order confirmation email that includes the estimated arrival time.
  • Suppliers electronically send invoices for purchases made through Stanford's SmartMart catalogs to Accounts Payable. The department does not need to submit these invoices.
Last Updated: Aug 13, 2026
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