Supplier Management Process | Vendors of Record

For internal York University employees only.

Supplier Management portal in Sm@rtBuy stores information on suppliers with which York University conducts business. Each supplier has a record (i.e. supplier profile), which is required when issuing PO or processing payment through the University’s financial system.

If the selected supplier does not have a profile with the University, a Supplier request form will need to be submitted by the department through the “Suppliers” section in Sm@rtBuy, with a quotation, invoice or contract/written agreement from the supplier, and any additional documentation.

Are You A Supplier?

Please see our supplier-related resources
and FAQs for more information.

Supplier Resources & FAQs

Requesting a New Supplier

No vendor profile exists and,
A Purchase Order (PO) or invoice payment is to be issued.

Perform a supplier search to ensure there is no existing supplier profile in the system
If no supplier profile is found, obtain a supplier quote, invoice, or contract/written agreement (required for all new supplier requests or reactivations)
Follow the instructions to add a new supplier.

Updating Supplier Information

Perform a supplier search to ensure supplier profile exists in the system
If the supplier profile is found and an update is required, obtain supporting documentation (e.g., a quote, invoice, or written agreement) that reflects the supplier's current information and the requested change.
Follow the instructions to update supplier information.