The Checkout Process allows buyers to finalize their request for goods and services. Before submitting it for approval, ensuring compliance and correct financial coding.
Shopping Cart Initiation
To begin the checkout process:
Select the Shopping cart icon, in the upper right corner.
2. Select Checkout on the relevant cart.
If your community has Cross-Supplier Checkout enabled, you can add items from multiple suppliers and select Checkout All to process them together.
Checkout Screen Sections
The Checkout screen populates with several sections, which are visible dependent upon the buyer's assigned role.
Mandatory Form fields do not require completion, for users to Save or Reassign on the Checkout screen.
Location Code Section
Bill To and Ship To: Users can update the pre-designated Bill To and Ship To (Location Codes) by selecting the dropdowns in the applicable fields. These codes are specific to your community.
Attention To: The user can update the person to whose attention the order should be directed in the Attn field.
Management Note: Location Codes are managed by users with the Community Administrators or Community Management role.
| Note: Location Codes are managed by user with the Community Administrators or Community Management role. |
Organization and Approvals Section
Organization Unit: If the user is assigned to multiple organization units, they can designate the desired unit using the dropdown. This is essential for grouping transactions.
Approval Chain: The user can select the desired approval chain from the options provided if multiple chains exist within the community.
On Behalf Of (OBO) Section: If the user has the OBO role, they can purchase goods on behalf of another user by selecting the desired user from the dropdown. This ensures approvals are routed correctly based on the selected user and their Org Unit.
| 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. |
Order Type Section
This section is usually left unchanged for a standard order.
Sensitive: If the Edit Buyer Sharing setting is enabled, checking the Sensitive box applies a sensitive label that restricts visibility of the requisition, order, and invoices from others in the user's organization unit.
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Retrofit Order: This option is used when an order needs to be created after the fact (e.g., matching a pre-existing invoice).
Checking the Retrofit Order box allows the user to select Do Not Send in the Order Submission field, preventing the order email from being sent to the supplier.
Payment Section
The user can select the desired payment method if multiple options are provided.
Product Section
This is where the financial coding and item specifics are finalized.
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Account Code: Provide an account code for each line item by entering the code or picking from a pre-defined list.
Users can clear, refresh, and copy down account codes using the account code icon .
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Split Account Codes: If enabled, users can split the cost of an item across multiple account codes:
Select the Split icon
next to the account code.
Choose to split by Amount or Percentage > click +Add Split > insert the desired account codes and amounts/percentages > 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 multiple tax rates are available, a drop-down will appear in the tax column for each item to select the correct rate.
Special Instructions: Insert any message or special instructions for the supplier, which will be included on the purchase order.
Terms and Conditions: If multiple T&Cs are configured, the user selects the desired one. This applies to the purchase and is included on the PO and supporting email.
Order Attachments: Users can attach documents for the supplier, or select Un-share and Save to attach documents for internal viewing only.
Blanket Order: To create a Release Order, select the desired Blanket Order number from the dropdown in this field. Once checked out, a Release Order is created to draw down funds.
Financial Year: The user can select the desired fiscal year from the dropdown if a default is not set.
Order Receiving: If auto-receiving is enabled for the community/supplier, users can select Receive Automatically. Otherwise, orders may default to Receive Automatically if below a certain dollar threshold.
Contract Section: If applicable, the buyer can link the requisition to an existing contract by selecting the desired contract name from the dropdown.
Justifications Section
If justifications are enabled, users can select a Justification Type, add text, and attach supporting documents. These notes and attachments are for internal approval purposes only and do not go to the supplier.
Action Options
Checkout: Submits the items to the appropriate authority for approval. If the user has self-approval authorization, the requisition will auto-approve and the PO will be sent electronically to the supplier.
Save Incomplete Requisition: If enabled, selecting Save clears the shopping cart and saves the requisition as Incomplete in the Tasks menu for later completion. If you already have outstanding tasks, the number inside the badge will increase by one.
Reassign Requisition: If enabled, the user can reassign their shopping cart to another user (e.g., a Buyer if the initiator is a Browser). The new user is notified, and the cart appears in their Tasks 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 returns the items to the Shopping Cart with no action taken.