{"id":132,"date":"2026-03-06T10:41:11","date_gmt":"2026-03-06T15:41:11","guid":{"rendered":"https:\/\/www.clarku.edu\/business-and-financial-services\/?page_id=132"},"modified":"2026-03-09T10:18:42","modified_gmt":"2026-03-09T14:18:42","slug":"checkout-process","status":"publish","type":"page","link":"https:\/\/www.clarku.edu\/business-and-financial-services\/operations-services\/purchasing\/smartbuy-plus\/training-topics\/checkout-process\/","title":{"rendered":"Checkout Process"},"content":{"rendered":"\n<div class=\"wp-block-columns sidebar is-layout-flex wp-container-core-columns-is-layout-28f84493 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:45rem\">\n<details id=\"assigning\" class=\"wp-block-details is-layout-flow wp-block-details-is-layout-flow\"><summary>Assigning accounting codes<\/summary>\n<p>Before any order can be placed in SmartBuy Plus, accounting codes must be assigned to the order. Both shoppers and requestors (see SmartBuy Plus User Roles) can assign accounting codes, however the requestor must have the authority in Banner to charge the accounting codes or else the order will be returned. Shoppers are not required to add accounting codes \u2013 they can assign their carts without any accounting codes attached. Multiple accounting codes can be assigned to an order, provided the requestor has the authority to charge all the accounting codes in the order (see below).<\/p>\n\n\n\n<p>Accounting codes are added as a part of the Checkout process. It is generally very helpful to set up default accounting codes for both Fund and Organization (ORG). For instructions on how to set up accounting code defaults, please see the \u201cHow to Set Up Defaults and Code Favorites\u201d page. It is strongly recommended that you do not set a default for the \u201cAccount\u201d code as this will usually change depending on the nature of the order being placed and it could lead to errors if you forget to change the default setting.<\/p>\n\n\n\n<p>Assuming you have set the Fund and ORG defaults, when you proceed to checkout, you should see a screen similar to the one below. At this point, you can click on the \u201cRequired field\u201d link under the Account field to bring up the accounting code entry form.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"898\" height=\"381\" src=\"https:\/\/www.clarku.edu\/business-and-financial-services\/wp-content\/uploads\/sites\/126\/selecting-accounting-codes.avif\" alt=\"\" class=\"wp-image-162\" srcset=\"https:\/\/www.clarku.edu\/business-and-financial-services\/wp-content\/uploads\/sites\/126\/selecting-accounting-codes.avif 898w, https:\/\/www.clarku.edu\/business-and-financial-services\/wp-content\/uploads\/sites\/126\/selecting-accounting-codes-300x127.avif 300w, https:\/\/www.clarku.edu\/business-and-financial-services\/wp-content\/uploads\/sites\/126\/selecting-accounting-codes-768x326.avif 768w\" sizes=\"auto, (max-width: 898px) 100vw, 898px\" \/><\/figure>\n\n\n\n<p>On the Accounting Codes entry form, you have several options for adding the codes:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>If you know the code you are charging, you can type in the value in the appropriate entry box.<\/li>\n\n\n\n<li>You can click on the \u201cSelect from profile values\u201d link to see a list of accounts you have saved in your profile.<\/li>\n\n\n\n<li>You can click on \u201cSelect from all values\u201d to select from any of the account codes. When you select this option, you will be presented with a \u201cCustom Field Search\u201d form with field for Value and Description. If you know the value of the field you can type it in and click search to verify you have the correct one. You can also enter the first character of the account and then click search \u2013 for example, typing \u201c2\u201d in the value field and then clicking search will give you a list of all accounts beginning with \u201c2\u201d. If you search by description, you can also use the \u201c*\u201d character as a wild card \u2013 for example, typing \u201c*chem*\u201d and then clicking \u201cSearch\u201d will result in a list of all chemistry related funds\/orgs\/account.<\/li>\n\n\n\n<li>You can also select from a list of \u201cCode Favorites\u201d by clicking on the drop-down box next to the words \u201cSelect from your code favorites\u201d. Code favorites are a great way of setting up lists of fund\/org\/account combinations that can be quickly retrieved. Please see the section on setting up account code defaults for instructions on creating code favorites.<\/li>\n\n\n\n<li><strong>Please note \u2013&nbsp;<\/strong>Fund, Organization and Account codes are required for all transactions. Program, Activity and Location should only be completed if you are instructed to do so by the accounting office. Please see&nbsp;Understanding Accounting Codes&nbsp;for more information.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-splitting-account-codes\" style=\"padding-top:var(--wp--preset--spacing--20)\">Splitting Account Codes<\/h3>\n\n\n\n<p>Orders in SmartBuy Plus can be split among multiple account codes, provided the requestor has the appropriate authority in Banner to charge all of the accounts. There are two different methods for splitting account codes and it\u2019s important to understand the difference:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Splitting at the Header Level<\/strong>&nbsp;\u2013 When splitting at the \u201cheader level\u201d, the account code split applies to all of the items in the order. For example, if you have three different items in your order and you apply a 50\/50 split in the header level, the split will apply to each of the line items.<\/li>\n\n\n\n<li><strong>Splitting at the Line Level<\/strong>&nbsp;\u2013 with line level splitting, you assign one or more accounts to each individual item in the order. This is generally the preferred way to split accounts if your order contains more than one item.<\/li>\n\n\n\n<li><strong>Combination<\/strong>&nbsp;\u2013 You can assign accounting codes at both the header and the line item levels. This makes sense if you have several items to be charged to one account and then only one or two to be charged to a different account. You can assign the primary account number in the header and then assign a different account for the lines that are an exception.<\/li>\n<\/ul>\n\n\n\n<p>The method you choose will depend on the type of order you are placing. Here are a couple of examples:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>You are placing an order that includes pens ($10), paper ($20), and cleaning supplies ($30) and you want to charge the cleaning supplies to Operating Supplies (7385) and the other items to Office Supplies (7380). If you do this at the header level, SmartBuy Plus and Banner will ultimately determine the percentage you have assigned to each account and apply that percentage to each line item. In this example, 50% of the total order is being assigned to Office Supplies and 50% to Operating Supplies so SmartBuy Plus\/Banner will assign 50% of the cost of the pens and 50% of the cost of the paper to Cleaning Supplies (along with 50% of the cost of the cleaning supplies). The better way to handle this type of order is to assign separate accounts for each line item. That way, Banner and SmartBuy Plus will assign the full cost of the pens and paper to Office Supplies and the full cost of the cleaning supplies to the Cleaning Supplies account.<\/li>\n\n\n\n<li>You are placing an order that includes pens ($10) and paper ($20) and need to split the cost between two different grants. In the case, it\u2019s easier, and more appropriate, to do the split at the header level since you are splitting the cost of each item equally between the grants.<\/li>\n\n\n\n<li>You are ordering eight different products. Six of them need to be charged to account 7380 and two of them need to be charged to account 7385. Instead of assigning account numbers to all eight line items separately, you can add account number 7380 to the header level and then assign account 7385 at the line level for the two items that need it.<\/li>\n<\/ul>\n\n\n\n<p>To assign account codes at the header level, you enter the accounting codes in the \u201cAccounting Codes\u201d area, located at the top of \u201cAccounting Codes\u201d section of the \u201cRequisition Tab\u201d (see image above). You will note that it states \u201cThese values apply to all lines unless specified by line item\u201d.<\/p>\n\n\n\n<p>To assign account codes at the line item level, click the \u201cEdit\u201d button that appears underneath the extended price for each line item (this is also in the \u201cAccounting Codes\u201d section of the \u201cRequisition Tab\u201d).<\/p>\n\n\n\n<p>When assigning accounting codes using either method, you can create a split by clicking on the \u201cAdd split\u201d link to the right of the accounting code entry form. When splitting accounts, you have the choice between \u201c% of Price\u201d, \u201c% of Quantity\u201d, \u201cAmount of Price\u201d, or \u201cAmount of Quantity\u201d. If you need more than two splits, you can keep clicking the \u201cAdd Split\u201d link.<\/p>\n<\/details>\n\n\n\n<details id=\"checkout\" class=\"wp-block-details is-layout-flow wp-block-details-is-layout-flow\"><summary>Checkout steps<\/summary>\n<p>The checkout process is common to all SmartBuy Plus transactions (hosted catalogs, punch-outs, contract item, forms, non-catalog POs, etc.). There are four required steps and two optional ones as discussed below. In order to fully complete the checkout process and submit a requisition, the user must have a \u201cRequestor\u201d user role, however \u201cShoppers\u201d can complete all the steps and then assign their cart at the end.<\/p>\n\n\n\n<p>When you begin the checkout process, you will see each of the steps listed at the top of the page, with a symbol next to it to show whether or not it\u2019s complete. You can click on the name of the step to view the detail behind it.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"648\" height=\"40\" src=\"https:\/\/www.clarku.edu\/business-and-financial-services\/wp-content\/uploads\/sites\/126\/external-notes-attachments.avif\" alt=\"\" class=\"wp-image-163\" srcset=\"https:\/\/www.clarku.edu\/business-and-financial-services\/wp-content\/uploads\/sites\/126\/external-notes-attachments.avif 648w, https:\/\/www.clarku.edu\/business-and-financial-services\/wp-content\/uploads\/sites\/126\/external-notes-attachments-300x19.avif 300w\" sizes=\"auto, (max-width: 648px) 100vw, 648px\" \/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-quick-checkout\" style=\"padding-top:var(--wp--preset--spacing--20)\">Quick Checkout<\/h3>\n\n\n\n<p id=\"h-\">While there are additional options that are needed in certain cases, most of the routine orders you process with SmartBuy Plus can be quickly accomplished in a few steps:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Proceed to Checkout by clicking the blue \u201cProceed to Checkout\u201d button if you are in the Cart View screen or by selecting \u201cMy Cart\u201d (on the upper right hand corner of the screen) and then clicking on the blue \u201cCheckout\u201d button.<\/li>\n\n\n\n<li>Add accounting codes (see below).<\/li>\n\n\n\n<li>Click on \u201cFinal Review\u201d (last step in the arrow) and review the order to make sure everything looks correct.<\/li>\n\n\n\n<li>Click on the \u201cSubmit Requisition\u201d button (or the \u201cAssign Cart\u201d button if you are assigning the order to someone else).<\/li>\n<\/ul>\n\n\n\n<p>In most cases that\u2019s all there is to it, making the checkout process quick and efficient.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-detailed-instructions\" style=\"padding-top:var(--wp--preset--spacing--20)\">Detailed Instructions<\/h3>\n\n\n\n<p>Listed below is information on each of the steps.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>General \u2013 Shows general information (cart name, prepared by, etc.) about the requisition and lists the products being purchased.<\/li>\n\n\n\n<li>Shipping (required) \u2013 Displays the shipping address. It is highly recommended that you set a default shipping address so you don\u2019t need to complete this section every time you place an order. You can modify the shipping address by clicking on \u201cShipping\u201d and then clicking on the \u201cedit\u201d button next to the displayed shipping address.<\/li>\n\n\n\n<li>Billing (required) \u2013 Displays the billing address. This should be set to default to Clark\u2019s standard billing address. There should be no need to change this.<\/li>\n\n\n\n<li>Accounting Codes (required) \u2013 If you have set a default Fund and Org code, they will be entered automatically. You then have to enter an Account code (it is strongly recommended not to default an Account code). If you need to assign separate accounting codes for individual lines items, you should set the codes at the line item level by clicking the \u201cEdit\u201d button below the extended price for the line item. Please see&nbsp;Assigning Accounting Codes in SmartBuy Plus&nbsp;for more information.<\/li>\n\n\n\n<li>Internal Notes and Attachments \u2013 These are optional and are only seen internally (not sent to the vendor). They can be used to provide helpful documentation to an approver or the accounting office.<\/li>\n\n\n\n<li>External Notes and Attachments \u2013 These are optional and are sent to the vendor when the order is placed. They can also be seen internally so there is no need to add the same notes\/attachments to both the internal and external notes\/attachment sections. Examples of external notes and attachments are special instructions to the vendor or an attached price quote. It is not recommended to add external notes or attachments to punch-out orders since the vendors have automated processes to handle such orders and adding attachments or notes may cause an exception \u2013 slowing down the order.<\/li>\n\n\n\n<li>Final Review \u2013 Provides a summary screen of all the order information. It\u2019s a good way to scan over the order to make sure everything looks complete and accurate.<\/li>\n<\/ul>\n\n\n\n<p>Once you have completed the above, click on the blue \u201cSubmit Requisition\u201d button located at the upper-right hand of the screen (or the \u201cAssign Cart\u201d button if you are assigning the order to someone else).<\/p>\n<\/details>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\"><?xml encoding=\"utf-8\" ?><nav class=\"is-vertical wp-block-navigation is-content-justification-stretch is-layout-flex wp-container-core-navigation-is-layout-2c14e10a wp-block-navigation-is-layout-flex\" aria-label=\"Training Topics Submenu\"><ul class=\"wp-block-navigation__container  is-vertical wp-block-navigation\"><li class=\" wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\" href=\"https:\/\/www.clarku.edu\/business-and-financial-services\/operations-services\/purchasing\/smartbuy-plus\/training-topics\/approvals\/\"><span class=\"wp-block-navigation-item__label\">Approvals<\/span><\/a><\/li><li class=\" wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\" href=\"https:\/\/www.clarku.edu\/business-and-financial-services\/operations-services\/purchasing\/smartbuy-plus\/training-topics\/checkout-process\/\"><span class=\"wp-block-navigation-item__label\">Checkout process<\/span><\/a><\/li><li class=\" wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\" href=\"https:\/\/www.clarku.edu\/business-and-financial-services\/operations-services\/purchasing\/smartbuy-plus\/training-topics\/forms\/\"><span class=\"wp-block-navigation-item__label\">Forms<\/span><\/a><\/li><li class=\" wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\" href=\"https:\/\/www.clarku.edu\/business-and-financial-services\/operations-services\/purchasing\/smartbuy-plus\/training-topics\/receiving-your-orders\/\"><span class=\"wp-block-navigation-item__label\">Receiving your orders<\/span><\/a><\/li><li class=\" wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\" href=\"https:\/\/www.clarku.edu\/business-and-financial-services\/operations-services\/purchasing\/smartbuy-plus\/training-topics\/shopping-and-placing-orders\/\"><span class=\"wp-block-navigation-item__label\">Shopping and placing orders<\/span><\/a><\/li><li class=\" wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\" href=\"https:\/\/www.clarku.edu\/business-and-financial-services\/operations-services\/purchasing\/smartbuy-plus\/training-topics\/user-profile\/\"><span class=\"wp-block-navigation-item__label\">User profile<\/span><\/a><\/li><\/ul><\/nav>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"","protected":false},"author":7,"featured_media":0,"parent":109,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-132","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.2 (Yoast SEO v27.3) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Checkout Process | Business and Financial Services | Clark University<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.clarku.edu\/business-and-financial-services\/operations-services\/purchasing\/smartbuy-plus\/training-topics\/checkout-process\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta 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