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 “Requestor” user role, however “Shoppers” can complete all the steps and then assign their cart at the end.
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’s complete. You can click on the name of the step to view the detail behind it.
Quick Checkout
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:
- Proceed to Checkout by clicking the blue “Proceed to Checkout” button if you are in the Cart View screen or by selecting “My Cart” (on the upper right hand corner of the screen) and then clicking on the blue “Checkout” button.
- Add accounting codes (see below).
- Click on “Final Review” (last step in the arrow) and review the order to make sure everything looks correct.
- Click on the “Submit Requisition” button (or the “Assign Cart” button if you are assigning the order to someone else).
In most cases that’s all there is to it, making the checkout process quick and efficient.
Detailed Instructions
Listed below is information on each of the steps.
- General – Shows general information (cart name, prepared by, etc.) about the requisition and lists the products being purchased.
- Shipping (required) – Displays the shipping address. It is highly recommended that you set a default shipping address so you don’t need to complete this section every time you place an order. You can modify the shipping address by clicking on “Shipping” and then clicking on the “edit” button next to the displayed shipping address.
- Billing (required) – Displays the billing address. This should be set to default to Clark’s standard billing address. There should be no need to change this.
- Accounting Codes (required) – 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 “Edit” button below the extended price for the line item. Please see Assigning Accounting Codes in SmartBuy Plus for more information.
- Internal Notes and Attachments – 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.
- External Notes and Attachments – 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 – slowing down the order.
- Final Review – Provides a summary screen of all the order information. It’s a good way to scan over the order to make sure everything looks complete and accurate.
Once you have completed the above, click on the blue “Submit Requisition” button located at the upper-right hand of the screen (or the “Assign Cart” button if you are assigning the order to someone else).