To get to the checkout click on the shopping cart icon in the top right of the screen and select Checkout on the relevant cart. Alternatively, if your community has Cross-Supplier Checkout enabled, cross supplier checkout and you have items in your cart for multiple suppliers, you can select Checkout All at the bottom of the list to create a requisition which includes all items from all suppliers in your cart.
- Select the relevant Ship To and Bill To addresses from the list of locations.
- Ship To and Bill To locations can be loaded and edited by Community Administrators or users with the Community Management role.
For more information about adding Ship To and Bill To locations refer to the article on Community Management.
You do not normally need to make changes in this section if you are creating a standard order.
If your community has retrofit orders enabled, you can flag an order as retrofit in this section. Also, if your community has blanket orders enabled and you are creating a release order this section may already be flagged as retrofit.
For standard orders the Order Submission field normally defaults to Send Electronically however, if it is flagged as a retrofit order you can then choose Do Not Send which stops the order email from being sent to the supplier.
The Unimarket Sharing functionality allows users within the same organization unit to view and/or receive each other’s requisitions, orders and associated invoices. In most cases this is a handy feature, sometimes you may need to restrict access to documents because they contain sensitive information. To make this possible we have added a Sensitive flag to the checkout which makes the requisition, resulting order and associated invoices visible to only that buyer. It's also possible to change the visibility of documents at a later stage if needed.
Specify Account Codes
Provide an account code for each requisition line item. Each community will have their own account code format customized to meet their requirements. Users may either enter an account code or pick from a defined list loaded for the community.
If the community has loaded a pre-defined list of account codes the user can perform an account code search to find the values they require by clicking on the magnifying glass icon.
You can clear, refresh and copy down the account codes using the icons alongside the Account Code boxes.
For more information about adding account codes see Community Management.
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, if this option is available you will see the Split icon next to the account code boxes. If you would like to split the cost across two or more account codes select Split and then . Enter the second account code and the value to be allocated to the corresponding code. You may enter as many splits as needed. You may also copy down the splits to other lines as necessary, using the icon. The percentages will calculate automatically for you.
Notes, Order Attachments and Delivery Dates
You can add a Delivery Note and Order Attachments at the bottom of the items table, as well as individual line notes by selecting located to the top right of the list of items, clicking this will open a Notes field for each line.
You can also add Delivery Dates for each item if required.
When adding order attachments, users have the option to Share with Supplier. If you opt to un-share, the attachment will remain private and only visible by your community.
If your community has auto-receiving enabled and it is enabled for the specific supplier, you may choose to auto-receive at the time the order is approved. To do this select Receive Automatically in the Order Receiving field.
It is also possible for the community to set an auto-receiving dollar threshold (this may be overridden for certain suppliers), if this is set it means orders below the specified threshold will be set to Receive Automatically, you can change this to Receive Manually if a below threshold order does require receipt.
For more information see Receiving Orders.
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.
For more information see Tax Rates.
Your community may have justifications enabled, if so you can add justification text and/or separate justification attachments in the Justification section of the checkout.
Justification notes and attachments do not go to the supplier but stay with the requisition for the approval process.
On Behalf Of
If you are a user that has been assigned the On Behalf Of (OBO) user role, you will have the option to select from a list the user that you are purchasing the goods on behalf of. This is located within the Organization and Approvals section of the checkout. When the user is selected Unimarket will create the requisition on behalf of the selected user. If the user belongs to multiple org units, users may also choose which org unit the order will belong to. This will allow the approvals to be routed correctly for the on behalf of 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.|
Save Incomplete Requisition
If the feature is enabled for your community you can save a checkout part way through 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 you have successfully saved your shopping cart, a red badge icon will either 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.
If the feature is enabled for your community you can reassign your shopping cart to another user by selecting Reassign at the bottom of the checkout page. You can then enter the relevant 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 both be 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.|
Once checkout is complete your items will be sent to the appropriate delegated authority for approval. If you have authorization to spend the requested amount, the requisition will auto-approve. When the requisition is approved the purchase order will be automatically sent to the supplier electronically.
See the related articles below for more information on the subject: