How To:  Order Capital Equipment through SmartMart

Before You Start

Obtain the correct capital equipment expenditure type and the name of your Department Property Administrator (DPA).

Note:  While the DPA Screening Attestation is still required on all capital acquisitions, no backup documentation or attachments (i.e. quotes) are needed for SmartMart capital equipment orders. SmartMart pricing has been approved by Procurement – Purchasing Services.

If capital equipment is not available in SmartMart... learn more...

the department should request price quotes from at least two companies. Then, the department can create a standard purchase requisition. Standard purchase requisitions require backup documentation (price quotes and justification) to be attached to the requisition. A Procurement – Purchasing Services buyer will complete the transaction on behalf of the University.

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Step 4 – Checkout

Page 1:  Requisition Information

Charge One PTA / Expenditure Type

1. Update Description/Business Purpose
2. Enter / Update Delivery information (i.e., Requestor, Deliver-To Location, Department Name, Room, Attention)
3. Validate / Update Project, Task, Award
   
   
   Note:  To split lines between multiple PTAs, see Charge Multiple PTAs section below.
   
   
4. Enter Capital Equipment Expenditure Type
   
   
   Notes:

   1. Only qualifying lines (CWA Capital Equipment category) will be marked as capital equipment. Taxable lines with less than $4,576 should be given an expenditure code from the general list of codes (Launch Oracle, open the SU Inquiry Tools folder, select Expenditure Type Query).
   2. Select a capital equipment expenditure type from List of Common Expenditure Types Used for Property and Equipment.
   3. To apply multiple expenditure types, see Use Multiple Expenditure Types section below.
   4. You may request that lines that do not qualify as CWA Capital Equipment by Oracle, be changed to a CWA Capital Equipment category. This will enable a Capital Equipment expenditure type to be applied to those items after requisition approval by back office staff. See How To: Request an Oracle Category Change for Capital Equipment.
5. If items are purchased with federally sponsored PTAs, change Tax Code to Tax-Exempt
6. 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:  Add DPA to Approver Routing List

1. Add DPA's name to the routing list: click Manage Approvers
2. Select Add Approver, enter DPA's name. Ensure that the requisition will route to the DPA before the PTA approver. Write the approvers a note (optional).
   
   
   Note:  While the DPA Screening Attestation is still required on all capital acquisitions, no backup documentation or attachments (i.e. quotes) are needed for SmartMart capital equipment orders because the prices in SmartMart have already been approved by Procurement – Purchasing Services.
   
   
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?

• Your requisition is routed to the Department Property Administrator, then to the designated financial approver(s) before your order is placed.
• You will receive an email from the supplier confirming your order and informing you of the estimated time of arrival after the requisition is approved.