Q: How do I process a Limited Tendering Exception?

To increase the total P.O. by more than 20% : complete a Limited Tendering and Non-Application Procurement Approval Briefing Note . This must be approved/acknowledged by the originating authorizer. The completed form and supporting documentation should be submitted to purchase@yorku.ca .

Q: Are there any guides or resources for the new process?

Please refer to the job aids and video guides . Please refer to the Sm@rtBuy User Guide Should you need further assistance, please contact smartbuy@yorku.ca

Question 1

What will happen to the Purchase Orders I created before this launch?

Accepted Answer

The POs created before the launch of the non-catalogue PRPO in Sm@rtBuy will continue to be processed in PeopleSoft until the PO is fully invoiced or no longer required. Existing POs and any related documents/activities including PO cancellation or closure, receiving and invoice processing, change orders etc., will not be moved over to Sm@rtBuy.

If you need to make a change to a PO that you created prior to the launch, please follow the old process. You will need to download the Purchase Requisition form for Change Orders from the strategic procurement website and send the completed form with supporting documentation, to purchase@yorku.ca

Question 2

How do I submit an invoice for a PO created prior to the Sm@rtBuy PRPO process?

Accepted Answer

Vendors and internal community should send all invoices and any related documentation to vendorinvoices@yorku.ca.
After receipt of goods, please follow the receiving instructions found on the Strategic Procurement website.
For payment to vendors outside Canada and USA, please complete the Wire Draft to Foreign Countries form. Send all forms to Accounts Payable via vendorinvoices@yorku.ca

Question 3

How do I process a Limited Tendering Exception?

Accepted Answer

To increase the total P.O. by more than 20%: complete a Limited Tendering and Non-Application Procurement Approval Briefing Note. This must be approved/acknowledged by the originating authorizer. The completed form and supporting documentation should be submitted to purchase@yorku.ca.

Question 4

Where do I find the forms I need to submit?

Accepted Answer

All forms remain where they have always been at the strategic procurement website.

Question 5

Are there any guides or resources for the new process?

Accepted Answer

Please refer to the job aids and video guides.

Please refer to the Sm@rtBuy User Guide

Should you need further assistance, please contact smartbuy@yorku.ca

Question 6

What is the difference between a catalogue and non-catalogue purchase?

Accepted Answer

Catalogue Purchase Requisitions – for quick shop items/goods that can be purchased from existing Supplier Catalogues.

Non-Catalogue Purchase Requisition – for goods or services that are not available on Supplier Catalogues.

Question 7

My vendor is not on Sm@rtBuy - how do I request vendor registration?

Accepted Answer

The following documents are required to proceed with new Supplier setup: Supplier Direct Deposit Form – completed and signed by the Supplier. The department is required to work with the Supplier and complete the Supplier Direct Deposit Form.

Supplier Void cheque or bank letter are required to set up the Supplier with EFT payment method (applies to Suppliers based in Canada only. US-based vendors are currently being paid via cheque).

Vendor quote, contract, or additional supporting documentation that proves the vendor will be engaged to provide goods/services to a specific unit(s) within York University.

All the above requirements must be sent to venreq@yorku.ca

Question 8

How do I create a PO for currency other than CAD or USD?

Accepted Answer

Other currencies must be converted to CAD or USD using OANDA currency converter. The converted amount in USD or CAD will have to be entered on the Non-Catalogue Purchase Requisition form in Sm@rtBuy. For more information please refer to the Creation to Submission Job Aid.

Question 9

What do I do if my cost centre isn't available when creating a PO?

Accepted Answer

Please send an email to smartbuy@yorku.ca for assistance.

Question 10

Can I use a PCard instead of creating a PO?

Accepted Answer

Yes. PCards can be used for low dollar value purchases, usually less than $25,000. Learn more about:

Purchasing Goods under $25K
Purchasing Services under $25K

Question 11

How do we resolve issues with orders?

Accepted Answer

Please contact your vendor first to resolve the issue. If further assistance is required, please contact smartbuy@yorku.ca.

Question 12

What do I do if the vendor requires a copy of the PO?

Accepted Answer

Please forward the request to smartbuy@yorku.ca. The downloadable copy from Sm@rtBuy is only for internal reference.

Question 13

Why was my Purchase Requisition returned and in ‘Draft’ status?

Accepted Answer

An email notification would be issued to you if your requisition has been returned and you have your notification preferences set to ‘ON’. Review the “History” tab on the requisition. Usually this is due to the cost centre not having enough funds to cover the cost you are requesting for purchase. In this case, please review your available cost centre balance in e-Reports or update the cost centre on the Purchase Requisition form.

Question 14

I am not listed as the signing authority. What do I do?

Accepted Answer

Please contact smartbuy@yorku.ca.

Question 15

Does this change apply to all P.O.s including CFI?

Accepted Answer

Yes. You will be able to create a Purchase Requisition in Sm@rtBuy using a fund 400 or 500.

Question 16

How do I reactivate my returned Purchase Requisitions?

Accepted Answer

Returned requisitions can be accessed by navigating through Shop>My Carts and Orders>View Carts>Draft Carts. Once in Draft Carts, click on the Shopping Cart Name of the returned Purchase Requisition.

Question 17

Can I still use a paper/PDF Purchase Requisition form if I have no completed training in the new process?

Accepted Answer

No, all new Purchase Requisitions will need to be completed and submitted in Sm@rtBuy. We will continue to have regular drop-in sessions for two weeks following the launch date of the new process, as well as monthly drop-in training sessions after.

A reminder to take a look at the compiled resources should you need any help with the system.

Question 18

Can I see all POs generated by my department in Sm@rtBuy?

Accepted Answer

Yes, you should be able to see all the POs in Sm@rtBuy for your department if you are a delegate of any of the cost centers.

Question 19

Can a requisitioner also be an approver?

Accepted Answer

No, a requisitioner cannot also be an approver. By default, approver roles cannot submit requisitions.

Question 20

Are facilities purchases included in the PRPO process?

Accepted Answer

There are no changes to facilities purchases. All purchases pertaining to facilities will remain the same, submitted through the Maximo system.