Purchasing in Sm@rtBuy
1. BEFORE PURCHASE
Catalogue items: Search for the item(s) you wish to purchase and add them to your cart.
Non-catalogue items: Complete a Non-catalogue Purchase Requisition in Sm@rtBuy.
2. PURCHASE
Your purchase will automatically move into the appropriate workflow for approval.
Once approved, a Purchase Order will automatically be issued to the vendor.
3. AFTER RECEIPT OF GOODS OR SERVICES
For purchases valued over $5,000, you will need to "receive" the goods in Sm@rtBuy before the invoice can be paid.
In most cases an electronic invoice will be sent directly to Accounts Payable via Sm@rtBuy.
If you receive a 'hard copy' Sm@rtBuy invoice, forward it to Accounts Payable (acctpay@yorku.ca).
Tip: Sm@rtBuy invoices and Purchase Orders can be identified because the invoice number starts with I000 and the Purchase Order number starts with a "P".
Sm@rtBuy Workflow
All shoppers, requisitioners, and approvers will authenticate into Sm@rtBuy through Passport York. To understand the core functions of each position, click through the tabs below
- 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
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 int he 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 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
The supplier 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 address indicated on the order. The supplier 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.
Want to Learn More?
There are a number of training and resource options to learn more about the Sm@rtBuy process.