Search the SmartMart Contracts system for procurement contracts, including service agreements in which you are a stakeholder, and university-wide procurement service agreements .
Search for an Existing Procurement Contract
Before You Start
- Confirm that the contract was submitted to Procurement Services through SmartMart Contracts.
Contracts that were not requested through SmartMart Contracts will not be available in the system.
- Obtain relevant identifying information, such as the: Contract file number, PO number, or the Supplier legal name.
- Confirm that you have access to SmartMart . Learn more in the Learn About System: SmartMart Contracts.
- Confirm that you are listed as a stakeholder in the contract file. Only stakeholders have view access to contracts in the system.
Project-specific agreements only appear in your search results if you are a stakeholder, either as the original requester or added later as a stakeholder.
- Go to Oracle Financials
- Select Login
- Enter SUNet ID and password, if prompted
- Select SU Internet Procurement
- Select SmartMart Catalog Supplier & Contracts
- Select the Award icon
- Select Contracts and select Search Contracts
Search Tips
Basic Searches
- Single word: Searches for exact or partial matches (e.g., "Boulder")
- Multiple words: Searches for any of the words (e.g., "Boulder Chemistry Equipment" finds contracts with Boulder OR Chemistry OR Equipment)
Refine Your Search
- Exact phrase: Use quotes (e.g., "Fisher Scientific")
- Exclude a word: Add a minus sign (e.g., John -Johnson)
- Wildcards: Use * for unknown parts and use a space before the asterisk.
- Chemi* finds Chemistry, Chemical, etc.
- *pment finds Equipment, Shipment, etc.
- Water *plan finds "Waters Basic Assurance Plan"
Search for a contract using Quick Search or Filters, or Save Custom Searches:
Enter quick search term(s) (such as: the name, number, vendor, or summary)
Quick Filters: Select appropriate filter(s) from the side bar by choosing one of the following:
- Contract Type
- Name of the supplier (2nd Party)
- Status of the Contract
- PO Number
- End Date
Guidelines for Quick Filters:
- The sidebar allows users to toggle between two areas: Quick Filters and My Searches.
- Quick Filters provide a list of common search filters that can be applied to all currently listed contracts.
- My Searches allows users to access a list of Custom Searches they have saved. (Review Save Custom Searches section to learn more)
Use Quick Filters to narrow your search results by specific criteria. This method is ideal when you want to browse contracts by category, status, or other contract attributes.
Save frequently-used search criteria to avoid entering the same filters repeatedly. Saved searches can be accessed from the Search Contracts page, Contract Home page, dashboards, and saved search folders. You can also export saved search results as Excel or CSV files for reporting purposes.
Saved searches are created and updated from the Search Contracts page, but they are viewed and managed in the View Saved Searches page.
Create a Saved Search
If there is a set of search filters that you use regularly to keep the settings.
- Navigate to Contracts > Contracts > Search Contracts.
- Select Save As. The Save Search window opens.
- Enter a nickname for the search. This is the name that will identify the search.
- (optional) Expand the Add Description link and type a description of the search. The description can be up to 500 characters long.
Select the Personal or Shared folder where you want to save the search.
You can create a folder by selecting Add New, entering a name for the folder, and defining access to it.
- Select Save. The search is saved to the folder.
Access a Saved Search
- Access the search by navigating to Contracts > Search Contracts > My Searches. This is where you can edit saved searches, control shortcuts and manage saved search folders.
- In the left menu select the search
- Scroll through search results to locate the contract
- Select the Contract File number to open the contract file where you have access to a copy of the signed contract, all the original attachments, all the information submitted in the original request, the history, and copies of all communications.
Guidelines for Search Results:
- The contracts panel lists all the contracts with any search filters applied
- Add Filter: Apply one or more filters to narrow your results
- Include Archived: Check this box to include archived contracts (excluded by default)
- Clear All Filters: Remove all filters to view all contracts
- Configure Columns (gear icon): Choose which columns to display and their order
- Contracts Per Page: Select how many contracts to show per page (default: 20)
- Contract File numbers are structured as follows: CONTRACT NUMBER - TYPE (of contract) - FISCAL YEAR (the contract file was created).
- 1112-MATECH-2023 - University-Wide Technical Services agreement created in FY2023
- 1144-TSA-2025 - Project-specific Technical Services agreement created in FY2025
- 1155-SOW-2025 - Project-specific SOW created in FY2025 and issued under an UWA
- To review the status of your contract, learn more in the How To View the Status of a SmartMart Contract.
- If you need a new contract, learn more in the How To Submit a Contract Request
- If you need to execute a Statement of Work, ensure that a University-Wide Procurement Service Agreement is already signed between Stanford and the supplier, learn more in the How To Submit a Contract Request.
- If you need to download a copy of the signed contract, select the View Contract button in the Contract File:
Learn more in the Topic Overview: Procurement Contracts.