How To:  Create a Standard Non-Catalog Requisition

1. Go to https://ofweb.stanford.edu
2. Enter your SUNet ID and Password
3. Click SU Internet Procurement
4. Click Non-Catalog Request to begin a non-catalog requisition

1. Select Standard Blanket from the Request Type drop-down list
   
   
   Note:  Standard Blanket Orders are used for the purchase of goods or services that will be incurred over a period of time and with a Not-To-Exceed $ value.
   
   
2. Enter Item Description
3. Enter note-to-exceed Amount
4. Enter Supplier Name and tab out or click Request New Supplier. See How To: Submit Request for New Supplier.
5. Enter name of the requester in For field
6. Enter Department (optional)
7. Enter Location (optional)
8. Enter Begin Date
9. Enter End Date
10. Enter Pricing (optional)
11. Enter Supplier Reference (optional)
12. Enter names of Authorized Users (optional)
13. Enter Taxable Items (optional)
14. Enter Supersedes BLM PO (optional)
15. Answer the question – Does this Require a Contract?
16. Click Add to Cart
17. Click View Cart and Checkout. Then click Checkout

Note:  Standard Capital Equipment orders are for the purchase of capital equipment.

There is no need to create a Standard Capital Equipment order if the equipment is available in . See How To: Order Capital Equipment through SmartMart.

Before You Begin:

• Select a Capital Equipment Expenditure type (see Common Expenditure Types for Property and Equipment).
• Identify the Department Property Administrator (DPA).

1. Select Standard Capital Equipment from the Request Type drop-down list
2. Enter Item Description
3. Change Unit of Measure if appropriate
4. Enter Unit Price
5. Enter Supplier Item (part number) (optional)
6. Enter Supplier Name and tab out or click Request New Supplier. See How To: Submit Request for New Supplier.
7. Answer the question – Does this Require a Contract?
8. Enter Capital Equipment-specific information (bottom half of screen) if your DPA has provided it
   
   
   Note:  At checkout, add the DPA as the first approver on the approver routing list.
   
   
9. Click Add to Cart
   
   
   Note:  If the item will be shipped to Stanford from a foreign country, customs forms and fees, as well as freight forwarding services, will need to be provided by a customs broker.
   
   

   Follow the steps below to add a line to order a Customs Broker's service:

   • Leave the request type as Standard Capital Equipment
   • Enter Customs and Broker fees as the Item Description
   • Leave the supplier field blank
   • Enter the scope of work (can repeat the item description)
   • Enter an estimated cost (suggested amount is $100)
   • Click Add to Cart


10. Click View Cart and Checkout. Then click Checkout
    
    
    Note:  Use the same Capital Equipment expenditure type for the custom broker fees as for the equipment.
    
    

Note:  Standard Capital Project requisitions are used for the purchase of products or services that contribute to a capital project.

1. Select Standard Capital Project from the Request Type drop-down list
2. Enter Item Description
3. Enter Amount
4. Enter Supplier Name and tab out or click Request New Supplier. See How To: Submit Request for New Supplier.
5. Enter Scope of Work
6. Enter name of the Project Manager (optional)
7. Enter Project Number (optional)
8. Enter Location of Service
9. Enter Start Date (optional)
10. Enter End Date (optional)
11. Enter names of Contractor Representative (optional)
12. Answer the question – Does this Require a Contract?
13. Click Add to Cart
14. Click View Cart and Checkout. Then click Checkout

Note:  Standard Consultant requisitions are used for the purchase of consultant services.

1. Select Standard Consultant from the Request Type drop-down list
2. Enter Item Description
3. Enter Amount
4. Enter Supplier Name and tab out or click Request New Supplier. See How To: Submit Request for New Supplier.
5. Enter Scope of Work
6. Enter name of the Project Manager (optional)
7. Enter Start Date (optional)
8. Enter End Date (optional)
9. Answer question Independent Contractor (Y/N)? (optional)
10. Answer question Proposal Attached (Y/N)? (optional)
11. Answer the question – Does this Require a Contract?
12. Click Add to Cart
13. Click View Cart and Checkout. Then click Checkout

1. Select Standard Goods from the Request Type drop-down list
2. Enter Item Description
3. Enter Quantity
4. Change Unit of Measure if appropriate
5. Enter Unit Price
6. Enter Supplier Item (part number) (optional)
7. Enter Supplier Name and tab out or click Request New Supplier. See How To: Submit Request for New Supplier.
8. Answer the question – Does this Require a Contract?
9. Click Add to Cart
10. Click View Cart and Checkout. Then click Checkout

1. Select Standard Lease from the Request Type drop-down list
2. Enter Item Description
3. Enter Amount
4. Enter Supplier Name and tab out or click Request New Supplier. See How To: Submit Request for New Supplier.
5. Enter Equipment Being Lease
6. Enter Department (optional)
7. Enter Location of Equipment (optional)
8. Enter Start Date
9. Enter End Date
10. Enter Supersedes PO number (optional)
11. Answer the question – Does this Require a Contract?
12. Click Add to Cart
13. Click View Cart and Checkout. Then click Checkout

Note:  Standard Radioactive requisitions are used for the purchase of radioactive items.

1. Select Standard Radioactive from the Request Type drop-down list
2. Enter the Item Description
3. Enter Quantity
4. Change Unit of Measure if appropriate
5. Enter Unit Price
6. Enter Supplier Item (part number) (optional)
7. Enter Supplier Name and tab out or click Request New Supplier. See How To: Submit Request for New Supplier.
8. Enter the CRA Number
9. Answer the question – Does this Require a Contract?
10. Click Add to Cart
11. Click View Cart and Checkout. Then click Checkout

1. Select Standard Services from the Request Type drop-down list
2. Enter Item Description
3. Enter Amount
4. Enter Supplier Name and tab out or click Request New Supplier. See How To: Submit Request for New Supplier.
5. Enter Scope of Work
6. Enter the name of the Project Manager (optional)
7. Enter Start Date
8. Enter End Date
9. Answer the Proposal Attached (Y/N)? question (optional)
10. Answer the question – Does this Require a Contract?
11. Click Add to Cart
12. Click View Cart and Checkout. Then click Checkout

Refer to How To: Create a Subaward Rrequisition.

Each item on a quote should be entered as a separate line item on the requisition.

1. To add more than one item to a requisition, edit fields to represent the second line item. Repeat for each item.

Note:  If the item (non-Capital) will be shipped to Stanford from a foreign country, customs forms and fees, as well as freight forwarding services, will need to be provided by a customs broker. Use expenditure type 55320 for this line at checkout.

See Step 2 above for ordering customs clearance or freight forwarding for Capital Equipment.

To order shipping from a foreign country for Non-Capital Equipment, continue

1. Select the Standard Services request type
2. Enter Customs and Broker fees as the Item Description
3. Leave the supplier field blank
4. Enter an estimated cost (suggested amount is $100)
5. Enter a start and end date
   
   
   Note:  Start and end dates are required for the Standard Services request type. The start and end dates can be approximate delivery dates.
   
   
6. Click Add to Cart

1. Update Description / Business Purpose (the field auto-fills the first line item on the requisition) to provide clear explanation of the business purpose for purchase. See Guidelines for Writing a Clear Business Purpose.
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. For Standard.Capital Equipment purchases, see Common Expenditure Types for Property and Equipment.
   
   
4. Click Edit Lines as appropriate
5. Click Next to continue

When you need to use more than one Project, Task, Award (PTA) to pay for goods or services on a requisition.

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

When you need to employ different expenditure types for multi-line requisitions.

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.
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.

Note:  Add the DPA as the first approver in the routing list if using the Standard Capital Equipment category.

Manage Approvals

1. Verify approvers. Use Manage Approvers to update approvers if necessary.
2. Enter a note to approver (optional)
3. You may request a Rush Payment or Will Call Check for the supplier (optional)

Add Attachments

Note:  For orders $25,000 and over, it is required that you either attach Competitive Bids or a completed Single/Sole Source Justification form. Purchasing will reject requisitions submitted without the necessary attachments.

It is strongly recommended that you also attach Competitive Bids or a completed Single/Sole Source Justification form for orders under $25,000.

1. Click Add Attachments to attach backup documentation (doc, pdf, xls, jpeg, etc)
2. Enter a Description of the attachment (e.g., single/sole source justification form or a justification, competitive bids, confirmation of foreign shipment)
3. Select Category for attachment from drop-down list (buyer, rush payment, will-call check, or To Supplier)
   
   
   Notes: 

   • Buyers see attachments made to requisitions that are over $25,000 or require a contract. Accounts Payable can see rush payment requests, will-call check requests, and uploaded invoices that are uploaded using the Req and PO query tool.
   • The "To Supplier" attachment category should be used to note to a supplier that an "Order will be placed online; do not duplicate." This applies if an online website requires you to provide a purchase order number when using a company's website to place an order (excludes all SmartMart punchout supplier sites).
   
   
4. Choose attachment type (File, URL, or text)
5. Enter the file path, URL, or text message
6. Click Add Another to immediately add next attachment or click Apply
7. Click Next

1. Check the Price Reasonableness policy acknowledgement box
   
   
   Note:  Please click the Guidance for Ensuring Price Reasonableness link to read the policy.
   
   
2. If tax should not be applied to a particular line, override by selecting the appropriate tax exempt category from the pulldown menu. Review the Common Sales Tax Exempt Categories.
   
   
   Note:  All categories will change the tax to zero.
   
   
3. Click Submit to route request for approval
   
   
   Note:  Alternatively, click Save to store requisition with an Incomplete status for a later submittal