How To:  Buy Items Using SmartMart

Before You Start

You must set up your iProcurement preferences.

Note:  Users who intend to only prepare shopping carts and assign them to others do not need to set up iProcurement preferences.

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Step 2 – Search for Items and Add to Cart

Search in Hosted Catalog

Search Punch-out Supplier Web Site

Step 3 – Assign a Cart or Create iProcurement Requisition

Assign a Cart

Create a Requisition

Share a Cart

Step 4 – Checkout

Page 1:  Requisition Information

Charge One PTA / Expenditure Type

1. Update Requisition Description (note Requisition Description defaults to first line item on the requisition) to provide clear explanation of the business purpose for purchase
2. Enter / Update Delivery information (i.e., Requestor, Deliver-To Location, Department Name, Room, Attention To)
   
   
   Notes: 

   1. Go to the Building and Address web site to find the deliver-to (BLDG ID) code. Enter a one-time address if delivering to an address not in the Stanford table or a foreign address.
   2. A single shopping cart cannot have multiple delivery locations.
   
   
3. Enter / Update billing information (i.e., Project, Task, Award, Expenditure Type)
   
   
   Note:  See Buy / Pay Guide for a list of common expenditure types or search the Expenditure Type Lookup Tool (Launch Oracle and open the SU Inquiry Tools folder).
4. Click Edit Lines as appropriate
5. Click Next to continue

Charge Multiple PTAs

1. Enter a Description / Business Purpose, Department Name, Room number, and Attention To information
2. Click Edit Lines (to change the single, default PTA to multiple accounts or employ multiple expenditure types)
3. Click Billing
4. Click Split at the end of one line
5. Click Another Row
6. Edit the copied line to be the second PTA
7. Adjust by percent, quantity, or amount in both lines to allocate between the two PTAs as desired
   
   
   Note:  Only percent, quantity, OR amount field needs to be entered. The other fields will populate automatically after pushing Tab on keyboard. Entering Percents in decimal quantities is permitted, but the total percent must equal 100.0000 before proceeding.
   
   
8. Click Another Row to add another PTA (if desired)
9. If the allocation should apply to all of the items in the Shopping Cart, check the box next to Apply this Cost Allocation information to all applicable requisition lines
10. Click Apply to complete billing edits
11. Click Apply again to return to Requisition Information, Page 1 of Checkout

Use Multiple Expenditure Types

1. Enter a Description / Business Purpose, Department Name, Room number, and Attention To information
2. Click Edit Lines (to change the single, default PTA to multiple accounts or employ multiple expenditure types)
3. Click Billing
4. Edit each line item with the appropriate expenditure type. Consult the Buy / Pay Guide or use the Expenditure Type Query Tool (Launch Oracle and open the SU Inquiry Tools folder).
5. Click Apply to complete billing edits
6. Click Apply again to return to Requisition Information, Page 1 of Checkout. The expenditure type will display as multiple.

Page 2:  Manage Approvals

1. Verify approvers. Use Manage Approvers to update approvers if necessary.
2. Enter a note to approver (optional)
3. Click Next to continue

Page 3:  Review and Submit Requisition

1. Click Submit to route request for approval
   
   
   Note:  Alternatively, click Save. The requisition will be stored in an Incomplete status to finish and submit later.

What's Next?

• The requisition is routed to the designated financial approver(s).
• Upon approval, the order is placed with the suppliers.
• An email will be sent from the supplier confirming the order and informing you of the estimated time of arrival.