SU Internet Procurement, also referred to as iProcurement, is used to facilitate the purchasing of goods and services through a suite of connected systems including: Stanford’s Amazon Business account, SmartMart Catalog Suppliers, Non-Catalog Requests and SmartMart Contracts.
Use Non-Catalog Requests to purchase goods and services not available through Amazon Business or SmartMart Catalog Suppliers. Use SmartMart Contracts for purchases of goods and services that require Stanford signature, regardless of dollar amount, including zero dollar purchases.
About
A non-catalog purchase requisition, also called a non-catalog request, is a purchasing method accessed through iProcurement that is used to purchase services or goods. Before initiating a new non-catalog purchase requisition, Stanford purchasers should review goods offered by Amazon Business and SmartMart Catalog Suppliers, which offer a streamlined and efficient ordering process.
To review the purchase order process, including required documentation and requirements for certain transactions, refer to Topic Overview: Purchase Order Process.
Purchases Requiring a Contract
- A contract is required for most purchases of goods and services that require Stanford signature, regardless of dollar amount, including zero dollar agreements.
- New and amended contract requests of any or no dollar amount are submitted to Procurement Services through the SmartMart Contracts system within iProcurement.
- To learn more about that contracts process at Stanford, refer to Topic Overview: Contracts.
Access
Gaining Access to iProcurement
Effective February 20, 2023, new users of the iProcurement suite will need to:
- Have your school/department grant you "SU iProcurement" authority privilege using the Authority Manager application. For help determining who can grant authority in your organization, refer to Topic Overview: View Financial Authority Assignments.
- Complete required online training. Click on the course links below to review course objectives and access an express link to enroll in STARS.
Students and Post-Grads require an additional set-up. To request student access to Oracle Financials, please submit a support request.
March 2023, FMS reached out to individuals who received automatic access to iProcurement prior to 2/20/23 and provide instructions on the need to complete the above required training within a 90 day period to retain their current iProcurement access. For more information, see news announcement Change to iProcurement Access: New Course Supports Preferred Purchasing at Stanford.
Browser Requirements
For important information on which browsers are authorized for iProcurement, review the Administrative System Browser Requirements.
Learning
The following online course is available to help members of the Stanford community select the most appropriate purchasing methods for their transactions, recognizing why one method is better than another and what risks and benefits are associated with using one method as opposed to another. Successful completion of the course is recommended for all individuals involved in the purchasing process and required for those who need access to iProcurement.
For step-by-step instructions, refer to the How To section of this page.
How tos
| Category | How-to Instructions |
|---|---|
|
Oracle Basics |
|
| iProcurement Basics |
|
| New Non-Catalog Requests |
|
| Equipment Loans and Purchases | |
| Change/Cancel/Close Purchase Orders | |
| Receiving and Returns | |
| Invoices | |
| Payment Options | |
| Status |
- Step-by-step instructions for transaction approvers are available at:
- Step-by-step instructions for viewing and requesting suppliers are available at:
Resources
- Buy & Pay Guide
- Expenditure Type Query (Launch Oracle and open SU Inquiry Tools and Forms folder)
- Expenditure Types and Suppliers Exempted from Sales Tax
- Definitions and Examples of Common Tax Exempt Categories
- Single/Sole Source Justification Form
- Subaward Resources on the DoResearch website
- Common Browser Issues and Resolutions
Reporting
- For information about purchase requisitions, purchase orders, AP invoices, suppliers and supplier payments reporting, use:
Refer to OBI Financial Reporting system for more information.
- For information about pending transactions, refer to Oracle Financials Inquiry Tools: Pending Transactions.
