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About iProcurement: Zip Purchasing (non-catalog standard requisitions)

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What Is iProcurement?

iProcurement (Internet Procurement) provides self-service purchasing to schools and departments across Stanford, including catalog ordering through SmartMart (learn more about SmartMart) and Zip Purchasing through standard purchase order requisitions (non-catalog orders).

Zip Purchasing (non-catalog standard requisitions)

Standard requisitions are created in iProcurement to purchase goods and services when not available in SmartMart.

Workflow for requisitions under $25,000

Within 24 hours of department approval, the originator will receive a confirmation email with PO number and the purchase order will be automatically emailed to the supplier.

Note:  SLA stands for Service Level Agreement

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Workflow for requisitions $25,000 and Above

For requisitions $25,000 and above, Purchasing will work with the originator to define requirements, source the required goods or services, and negotiate pricing. 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. If desired, you can submit the requisition indicating that you would like Procurement to solicit competitive bids.

Department approvers will then have all the information they need to review and approve the requisition.

Within 24 hours of department approval, the originator will receive a confirmation email with PO number and the purchase order will be automatically emailed to the supplier.

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Purchases Requiring a Bilateral Contract

Some purchases require a bilateral contract. Originators must indicate whether or not a contract is required on all non-catalog requisitions. Help for determining when a contract is required is available within iProcurement as requisitions are created.

When originators indicate that a contract is required, the requisition routes to Purchasing for validation and review. If the purchase does not require a contract, Purchasing returns the requisition to the originator with notes explaining why a contract is not required and instructions for updating the requisition. When the purchase does require a contract, Purchasing reviews the requisition to ensure that the necessary documents are included. See How Are Stanford Contracts Processed? Purchasing will notify the originator within 24 business hours if additional documentation is required.

Once required documents are in place, the requisition routes to department approvers with all the information they need to review and approve the requisition.

Once the requisition is approved, Oracle iProcurement automatically assigns a purchase order number and routes the transaction to the Contracts Group in Purchasing with all required documents attached. The Contracts Group then prepares and executes the necessary contract with the supplier.

Once the contract is complete, the purchase order is transmitted to the supplier with the contract attached.

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