The Checkout Process consists of many great features to maximize the Buyer's shopping experience, within Unimarket.
Shopping Cart
To land on the Checkout screen, select the Shopping cart icon (in the upper right corner) > select Checkout on the relevant cart.
If the Community has Cross-Supplier Checkout enabled, the user can add items from multiple suppliers into their cart and checkout all items, by selecting Checkout All.
Once completed, the Checkout screen will populate. The following sections will be seen, dependent upon the buyer's assigned role:
- Location Code
- Organization and Approvals
- Order Type
- Payment
- Product
- Justifications
- Action Options
Location Code Section
Users can select the dropdown located in the applicable fields to update, if desired.
The Bill To and Ship To (Location Codes) options are designated to your assigned community.
If desired, the user can update the attention to person in the Attn field.
If you desire to hide the fields in this section, once selected option are verified and correct, select the encircled arrow.
| Note: Location Codes are managed by user with the Community Administrators or Community Management role. For additional information about adding/editing Location Codes, refer to help article community management. |
Organization and Approvals Section
Users can designate the desired organization unit from the options provided (if desired), by selecting the dropdown in the Organization Unit field. Multiple options will be provided, if the user is assigned to multiple organization units in their user settings.
Users can designate the desired approval chain from the options provided (if desired), by selecting the dropdown in the Approval Chain field. Multiple options will be provided, if the are multiple approval chains within the community.
On Behalf Of Section
If the user is assigned the On Behalf Of (OBO) role, the user can purchase goods on behalf of another user.
To select the applicable user, go to the On Behalf Of field > select the dropdown, to choose the desired user.
If the user belongs to multiple Org Units, the OBO user may also choose which Org Unit the Order will belong to. This will allow the approvals to be routed correctly for the Requisition.
When a user is selected, the requisition is created on behalf of the selected user.
| Note: The initiator and the Buyer who the requisition is created on behalf of, will both be cc'd into the Order email that is sent out if the requisition is approved. |
If you desire to hide the fields in this section, once selected option are verified and correct, select the encircled arrow.
Order Type Section
Typically, users do not need to make changes in the Order type section when creating a Standard Order.
Sensitive
If the Edit Buyer Sharing setting is enabled within your community, this is a handy feature to utilize when the user need to restrict access to documents (due to sensitive information).
When the Sensitive box is checked, a sensitive label will be applied and restricted visibility from others in the user's organization unit. It will also update any associated transactions (requisitions, order and invoices). It's also possible to change the visibility of documents at a later stage, if needed.
Below is a sample of where the Sensitive status is shown on the requisition once checkout is completed:
Retrofit Order
For Standard Orders, the Order Submission field normally defaults to Send Electronically. However, if it is flagged as a Retrofit Order you can choose Do Not Send. Which stops the order email from being sent to the supplier.
If your community has Retrofit Orders enabled, users can assign an order as Retrofit by selecting the Retrofit Order box > if applicable, insert the related invoice number, in the Related Invoice Number field > select desired option, in the Order Submission field.
Also, if your Community has Blanket Orders enabled and you are creating a Release Order this section may already be flagged as Retrofit.
If you desire to hide the fields in this section, once selected option are verified and correct, select the encircled arrow.
| Note: For additional information, refer to help articles Create Retrofit Order or Blanket Orders. |
Payment Section
If multiple options are provided, the user can select the desired payment method for order.
If you desire to hide the fields in this section, once selected option are verified and correct, select the encircled arrow.
Product Section
Provide an account code for each requisition line item, by entering an account code or pick from a defined list loaded for the community.
Each community has their own account code format customized to meet their requirements. Users may
If the community has loaded a pre-defined list of account codes, the user can perform an account code search to find the values required. By clicking the applicable portion of the account code > selecting magnifying glass icon.
Users can clear, refresh and copy down the account codes by selecting icon.
| Note: For additional information about adding account codes, refer to Community Management help article. |
Split Account Codes
If the feature has been enabled, it allows users to split the cost of an item across more than one account code.
To split the item amongst multiple account codes, select the Split icon next to the desired account code.
A pop-up box will appear > select +Add Split > Add the desired account codes to each split field > insert the desired amount to each amount field > once completed, select OK.
Additionally, the user can copy down the splits to other lines as necessary, using the icon and percentages will automatically calculate.
Tax
The tax codes and rates are configured within your community.
If more than one tax rate is available for your purchase you will see a drop-down in the tax column for each of your items and you can select the correct tax rate from the options provided.
| Note: For additional information about tax rates, refer to help article Tax Rates. |
Special Instructions
Users can insert a message or special instructions for the supplier. The supplier will also receive message on the order when sent.
Order Attachments
Users can attach send additional documents to the supplier, by going to the Order Attachments header, select Browse > Attach desired document.
If the user would like to attach documents for internal viewing purposes only (the supplier cannot view the documents), click Un-share > select Save.
Blanket Order
To create a release order, select the dropdown in the Blanket Order field > insert the applicable Blanket order number or select from the options provided.
Once the requisition is checkout, a release order will be created to draw down the funds from the selected Blanket Order.
Financial Year
Typically, communities set a default Financial Year for all buyers.
If the user has a dropdown in the Financial Year field, they can choose the desired fiscal year by selecting the dropdown in the Financial Year field.
Order Receiving
If your community has auto-receiving enabled and it is enabled for the specific supplier, users can choose to auto-receive at the time the order is approved. To select this option, go to the Order Receiving field > select Receive Automatically.
It is also possible for the community to set an auto-receiving dollar threshold (this can be overridden for certain suppliers). If this is enabled, orders below the specified threshold will be set to Receive Automatically, and you can change this to Receive Manually.
If the order is below threshold, the order does require receipt.
| Note: For additional information about receiving orders, refer to help article Receiving Orders. |
Justifications Section
Your community may have justifications enabled.
If so, users can select the applicable justification form in the Justification Type field. Additionally, justification text can be added to the Justification field.
If the user would like to attach applicable justification documents, go to the Justification Attachments field and select Browse.
Justification notes and attachments do not go to the supplier and remain with the requisition for the approval process.
Action Options
Checkout
Once Checkout (at the bottom of the screen) is selected, the items will be sent to the appropriate delegated authority for approval.
If the user has authorization to spend the requested amount, the requisition will auto-approve. Once the requisition is approved, the purchase order will be automatically sent to the supplier electronically.
Save Incomplete Requisition
If the feature is enabled by the Community, the user can save and complete it later.
To do this during the checkout process, select Save at the bottom of the screen. The Requisition will be saved as Incomplete.
Once successfully saved:
- The user's shopping cart will clear and
- A red badge icon will appear over the Task menu icon (in the top right of the screen) or if you already have outstanding tasks, the number inside the badge will increase by one.
Reassign Requisition
If the feature is enabled for your Community, users can reassign their shopping cart to another user by selecting Reassign at the bottom of the checkout screen.
A pop-up will appear to select the applicable user and add a note. The user will be notified and the cart will appear in their Task menu under Incomplete Requisitions.
| Note: The Initiator and the Buyer who the Requisition is created on behalf of, will cc'd into the Order email that is sent out if the Requisition is approved. Users with the Browser role will not have the Checkout option. As this role only allows them to find product, reassign the Requisition to users with the Buyer role to submit for approval. |
Cancel
Selecting Cancel, will create an Incomplete order. Once the order is assigned Incomplete status, users can copy or cancel the order.
| Note: See the related articles below for more information: Viewing Requisitions & Orders and Approving or Declining a Requisition |