Zip Purchasing: Frequently Asked Questions

What are the features of Zip Purchasing?

• $25,000 threshold for self-service purchase requisitions
• Enhanced workflow with one-day turnarounds on POs not requiring a contract
• PO automatically transmitted to supplier with email confirmation
• No printing or faxing orders to suppliers

Is the $25,000 threshold inclusive of tax?

Yes, tax is included in the calculation when determining whether your Requisition has exceeded the $25,000 threshold. Freight is not included in this calculation.

May we pick suppliers?

Yes. Departments are empowered to source their own suppliers for requisitions under $25,000 that also do not require a contract.

However, purchasing policy provides guidelines for ensuring price reasonableness.

What happens if I print and fax or phone in my purchase order to the supplier?

Because the system automatically submits the purchase order to the supplier upon department approval, there is no need to fax, phone or otherwise notify the vendor. Doing so will very likely result in a duplicate order and double delivery. If your order is duplicated, you will then need to either cancel and return the duplicate order, or create a change order to account and pay for the duplicate.

What happened to Confirmed and Received Requisitions?

Confirmed and Received (CNR) requisition type is no longer available or needed. Purchases under $25,000 are placed with the supplier within one day after approval.

How will I know that the purchase order has been sent to the supplier?

You will receive an email confirmation when the purchase order is sent to the supplier.

What does One-Day SLA mean?

SLA stands for Service Level Agreement. With this new purchasing process, Procurement will ensure that the purchase order is sent to the supplier within one day of department approval.

Is there a way to look up a Purchase Order Number and details?

You can view the purchase order by using the Requisition and Purchase Orders Query tool. For detailed instructions, see How to View Requisitions, Purchase Orders, or Invoices.

What if I need to add a new supplier?

If you anticipate using a supplier with whom Stanford has not done business before, reference How To: Make a Suplier / Payee Request. The instructions include a search to ensure the supplier you wish to add is not already included in the Supplier Database.

Do we need to be concerned about whether suppliers have the correct insurance?

It has been determined that POs that are created below the $25,000 threshold do not constitute a significant risk to the University, and the Standard Terms and Conditions should cover issues including insurance. Requisitions over the $25,000 threshold will be processed by an advisor and insurance requirements will be examined on a case-by-case basis.

SmartMart or Zip Purchasing? What's the difference?

SmartMart is your best purchasing choice for items available in the SmartMart catalog and for custom orders created on a SmartMart supplier punchout site.

Zip Purchasing has been provided to improve the speed of your non-catalog procurement needs.

Does the requisition / order placement process differ for blanket orders?

The process for requisitioning blanket orders is the same as for all other requisition types and will route based on the $25,000 threshold. Requisitioners should include as much information as possible on the iProcurement Blanket Order template so that when a PO is automatically sent to the supplier, they have the information they need.

Why can't approvers edit the requisition?

That functionality has been disabled. It is best practice for an approver to return the requisition with comments back to the requisitioner so that all parties understand the changes.

What if they need to edit the PTA or expenditure type?

Approvers should reject the requisition with instructions so the Requestor can make the necessary changes.

How will approvers communicate what needs to be edited or included in the purchase requisition?

Approvers can enter notes before clicking "reject". The field is below the Requisition details.

Are suppliers notified to send all invoices to Accounts Payable?

Yes, these instructions are on each Purchase Order.

How do I review the invoice?

Invoices are uploaded by Accounts Payable for you to review through the Purchase Order / Requisition Inquiry tool. Any issues associated with invoices can be directed to the Financial Support Center (3-2772).