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.
SmartMart offers two features:
- Catalog Suppliers is used for purchasing goods from suppliers that have special pricing provided to Stanford.
- SmartMart Contracts is used for services that require Stanford signature, regardless of dollar amount, including zero dollar agreements.
About
When to Use SmartMart Catalog Suppliers
SmartMart Catalog Suppliers is Stanford's online catalog ordering system, available through iProcurement, which includes specially-priced products offered by pre-negotiated suppliers.
Amazon Business and SmartMart Catalog Suppliers are the recommended and preferred purchasing methods at Stanford. While both options offer a range of products, SmartMart Catalog Suppliers provides a wider selection of Lab and Medical products.
Use SmartMart Catalog Suppliers to:
- Purchase goods from suppliers offering special pricing to Stanford
- Search for items across multiple catalogs simultaneously
- Shop specific supplier sites or customize products
- Access a wide selection of lab and medical products
SmartMart Catalog Suppliers currently includes suppliers selling:
- Lab supplies and chemicals
- Computer software and hardware
- Compressed gases and capital equipment
- Tax-free alcohol
- Industrial supplies and electrical components
- Radioactive materials
Invoices for purchases made through SmartMart Catalog Suppliers are electronically sent by the supplier to Accounts Payable for payment and do not need to be submitted by the department.
Prerequisites
Before using SmartMart Catalog Suppliers, users must:
- Obtain "SU Internet Procurement" authority privilege through Authority Manager
- Complete the required online training courses (FIN-PROG-0020: Financial Stewardship Expectations and FIN-0420: Preferred Purchasing Methods )
Access
Gaining Access to iProcurement
New users of the iProcurement suite will need to:
- Have your school/department grant you "SU Internet Procurement" 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. Select 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. A Stanford staff member can request student access to Oracle Financials by submitting a support request.
Browser Requirements
For information on browser recommendations for the iProcurement system, review the Browser Requirements page.
Learning
The following online course is available to help Stanford community members select appropriate purchasing methods for their transactions and understand the risks and benefits of each method. Course completion is recommended for all individuals involved in the purchasing process and required for those who need access to iProcurement.
For instructions, refer to the How Tos section of this page.
How tos
| Category | How-to Instructions |
|---|---|
| Oracle Basics | |
| iProcurement Preferences | |
| SmartMart Favorites |
|
| New SmartMart Orders |
|
| Assign Shopping Carts in SmartMart |
|
| Assign SmartMart Requisitions During iProcurement Checkout | |
| Share Shopping Carts in SmartMart |
|
| Change/Cancel/Close Purchase Orders | |
| Receiving and Returns |
|
| Status |
|
- Step-by-step instructions for transaction approvers are available at:
Resources
- SmartMart Supplier Contacts and Shipping Information
- 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
- Research Alcohol Purchase Authorization Form
- Common Browser Issues and Resolutions
Reporting
- Purchase Order and Requisition detail reporting can be performed using the OBI Procure to Pay Dashboard. Use the dashboard to report on purchase requisitions, purchase orders, AP Invoices, Suppliers and Supplier Payments.
- Additionally, to search for requisitions and POs, and to view details and invoices, use the Requisition and Purchase Orders Query tool.
- Preparers and approvers can view the status of pending iProcurement transactions using the Pending Transactions Query tool.
For information about OBI, refer to OBI Financial Reporting.