In spring 2022, Stanford Financial Management Services will launch a new feature within SmartMart called Contracts (previously referred to as the CLM system) to manage procurement contracts. Through a pilot stage, some departments have already transitioned to the new system. For more information about the system implementation and timeline, review the Contract Lifecycle Management (CLM) Project news page.
SmartMart, a system within iProcurement which is a part of Oracle Financials, offers two primary features:
- Contracts is used for most purchases of goods and services that require Stanford signature, regardless of dollar amount, including zero dollar agreements.
- Catalog Suppliers is used for purchasing goods from suppliers that have special pricing provided to Stanford.
About
When the purchase of goods and services requires a signed agreement between the supplier and Stanford, a contract request is initiated in SmartMart Contracts. Suppliers must be active in the Stanford supplier database. Review Topic Overview: New Supplier and Payee Records. SmartMart Contracts interfaces with iProcurement, which allows users to complete PTA allocations and approvers. Once the contract and purchase order are fully approved, work can begin and invoices may be processed.
When to Use SmartMart Contracts
Prior to submitting a contract request to Procurement Services through SmartMart Contracts, review the Topic Overview: Contracts to learn about goods and services that require a contract and the contract request process.
Access
Currently, access to SmartMart Contracts has been granted to a limited number of pilot users. In March 2022, the SmartMart Contracts system will be available to all employees as noted below. For users who do not yet have access to SmartMart Contracts, utilize the non-catalog order process described on the Topic Overview: Contracts.
Gaining Access to SmartMart in iProcurement
All university employees with active SUNet IDs are automatically granted access to iProcurement. There is only one level of access in iProcurement, which includes access to SmartMart Catalog Suppliers and SmartMart Contracts.
Non-employee students require sponsorship by a Stanford employee. To request access, please submit a Support Request.
Browser Requirements
For important information on which browsers are authorized for iProcurement (including SmartMart), review the Administrative System Browser Requirements.
Learning
New users are strongly encouraged to explore these materials to support using SmartMart Contracts:
- New Introduction to Contracts STARS course (coming March 2022)
- SmartMart Contracts (CLM) Learning Supplements
- SmartMart Contracts User Guide
How To
| Category | How-to Instructions |
|---|---|
| SmartMart Contracts | The following how to instructions will be available starting March 2022:
|
| Non-Catalog Purchase Requisitions |
The SmartMart Contracts system will initiate an iProcurement non-catalog requisition and notify the preparer when it is time to add allocations and approvers to contract requisitions. For other iProcurement related instructions, see Learn About iProcurement Non-Catalog Requests. |
- Step-by-step instructions for transaction approvers are available at:
- Step-by-step instructions for viewing and requesting suppliers are available at:
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.
