More Information about Sm@rtBuy | More Information About Purchasing

This page includes more information about how to purchase goods and services in Sm@rtBuy. Included below is a summary of the different Sm@rtBuy roles and responsibilities, a list of Sm@rtBuy training opportunities and a list of Sm@rtBuy suppliers.

Roles and Responsibilities

All York staff with a Passport York Account can shop using Sm@rtBuy and can:

Review and update selected user profile items
View all vendors and products available in Sm@rtBuy
Create, update, edit and withdraw their own shopping carts
Review and assign chartfields to shopping carts (optional for shoppers)
Create chartfield favorites and assign defaults
Add notes and attachments to carts
Assign and un-assign shopping carts to requisitioners
Check the approval status of a requisition
Create favorites or routinely ordered items
Create system receipts for orders (under $5000 is optional)
View all their invoices and payment history in Sm@rtBuy

For Shoppers/Purchasers involved with the processing of Non-PO Invoices through Sm@rtBuy, please visit the Non-PO Invoice Processing Instructions page.

Procurement Services manages which Sm@rtBuy users are granted a requisitioner role.

To become a Sm@rtBuy requisitioner a Requisitioner Application form must be completed, approved and submitted to Procurement Services for processing. Requisitioners have all the same access as a shopper, plus they can:

Review, push back, approve, or reject shopping carts assigned to them
Assign and un-assign substitute requisitioners to approve carts
Review and submit their own cars for processing
View the status of all requisitions, purchase orders and approvals for all shopping carts assigned to them or initiated by them

IT reviewers have been designated within each IT department and were selected by IT Directors (or representatives) in consultation with IT Council. IT reviewers become engaged in the workflow when an order of $500 or more is placed with one of the four IT vendors (Dell, Lenovo (Data Integrity), Compugen (HP), and Apple.

IT reviewers have the same access as a shopper, plus they will:

Assist shoppers and requisitioners with their IT purchases
Help ensure that IT internal policies and procedures are followed in regards to asset management, support, warranty, etc.

Approvers are determined by the workflow model. The approver roster is managed and maintained in PeopleSoft and fed into the Sm@rtBuy system. All users designated as a signing authority for the Sm@rtBuy system will automatically be granted an approver role. Approvers have all the same access as a shopper, plus they can:

Review, push back, approve or reject shopping carts
Assign and un-assign substitute approvers to approve requisitions
View the status of all requisitions, purchase orders and approvals for all shopping carts assigned to them and take action as required
Put invoices on hold
View all invoice and payment history that is stored in Sm@rtBuy

For Approvers involved with the processing of Non-PO Invoices through Sm@rtBuy, please visit the Non-PO Invoice Processing Instructions page.

The vendor will receive a purchase order via the Sm@rtBuy system and they are responsible for completing the order and shipping the goods to the shipping address indicated on the order. The Vendor is instructed to send all invoices directly to the Accounts Payable Department. No invoices should be sent to the faculty or department where the goods are shipped. Doing so will result in payment delays.

Training and Suppliers

Training Opportunities

There are a number of training options available to help you when using Sm@rtBuy.

Learn More

Sm@rtBuy Suppliers List

Supplier catalogue pricing and product offering are updated by Procurement Services in conjunction with the supplier.

Learn More

How to reach us

4747 Keele Street Unit 1
Toronto, ON M3J2N9

Office Hours:
Monday to Friday
8:30AM - 4:30PM

Telephone: 416 736 5857 (Ext. 55857)

Email: purchase@yorku.ca

Fax: 416 736 5630

Staff Email and Phone Directory