linear_scale How To

View the Status of a SmartMart Contract

Follow these instructions to view the status of your procurement contract request in SmartMart Contracts.

Before You Start

  1. Enter ofweb.stanford.edu in the browser
  2. Select Login
  3. As prompted, log in using SUNet ID and password

  1. Select SU Internet Procurement
  2. Select SmartMart Catalog Supplier & Contracts

  1. Hover over the Award Icon on the far left
  2. Hover over Search to be able to select Search Contracts
search contracts

 

  1. In the search page: enter the Contract Name, Contract Number or 2nd Party Name (Supplier)  

    Example of Search Results:

Contracts meeting the search criteria are included in the Contract Search Results. Click on Open Summary on the far right to identify the Contract Advisor for this contract file.

  1. View the status of the contract request or contract. Possible statuses include:
Type Status Definition
Contract Request Under Review The Request is being reviewed by the Contracts Intake Team
Contract Request Accepted The Request was accepted by the Contracts Intake Team
Contract Request Returned The Request was reviewed and returned by Contracts Intake Team for additional information or instructions. The Request needs to be resubmitted for the Contracts Intake Team to review the changes you made and complete the Request.
Contract Draft The Contract is in the process of being created/reviewed/negotiated
Contract Pending Approval

The Contract is waiting for financial approval in Oracle followed by action (review/negotiation/signature) by Contracts Team

Contract Pending Signature The Contract is ready to send for e-signature
Contract Out for Signature The Contract was sent to all Parties for e-signature
Contract Executed - Future The Contract is signed but the Effective date is in the future
Contract Executed - In Effect The Contract is signed by all parties and Effective - the workflow/process is COMPLETED

Contract

Expired The Contract has past its end date (completed the term) and was not renewed or extended
Contract Superseded The Contract File has been replaced through an Amendment

 

  1. . View the Contract Advisor on the pop up Summary
Summary of Contract

 As needed, contact the assigned Contract Advisor. See How to: Use Message Tools Within SmartMart Contracts.

  1. Within the Contract file itself, go to the Approvals section and see the current approval routing:

 

Note: If the status of the contract is Out For Signature and with the supplier, then it is recommended to contact the supplier to facilitate the eSign process. To determine the current state of the contract’s signatures, view the eSignature tab and select the info icon (to view the time stamp), as shown below:

 

 

What Happens Next?
Last Updated: Oct 18, 2023

Questions?

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