How To:  Order Capital Equipment through SmartMart

1. Go to https://ofweb.stanford.edu
2. Enter your SUNet ID and Password
3. Click SU Internet Procurement
4. Click SmartMart

1. Search / customize and add Capital Equipment item to SmartMart shopping cart.

See Capital Equipment definition.

1. Click Create iProcurement Requisition
2. Click View Cart and Checkout
   
   
   Note:  When a SmartMart shopping cart is returned to iProcurement it recognizes Capital Equipment items by price (at least $4,576 + 8.375% tax = $5000) and UNSPSC code. A CWA Capital Equipment category is assigned to any line that satisfies both price and UNSPSC code. A capital equipment expenditure type is required for the line with the Capital Equipment category (See Example section on this page below).
   
   
3. Click Checkout

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.
   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

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.

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

1. Click Submit to route request for approval
   
   
   Note:  Alternatively, click Save to store requisition with an Incomplete status for a later submittal

The example below is for purchasing a Dell computer by returning a SmartMart shopping cart to Oracle.

A Dell computer is considered one item, even though Oracle lists all the components of that computer on separate lines.

The example below shows that because Line 1 has been assigned a CWA CAPITAL EQUIPMENT category, it will require a Capital Equipment expenditure type.