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Community Administrator Guide

Talaiyah
  • Updated

Within Communities, Community Administrators have full community administrative privileges to oversee and manage, the following:

  • User Support 
  • Organization(s) 
  • Suppliers 
  • Catalogs 
  • Approvals 
  • Community Settings
  • Insights
  • Modules (if enabled)  
    • Procurement
    • Contracts
    • Sourcing
    • Expenses
    • Budgets

 

User Support Management

User Support management can be actioned by going to the Administration module and selecting Users.

 

Unimarket offers an array of user roles that can be assigned/removed at the discretion of each community. Users can be manually created, invited, edited and searched on the Manage Users screen. Additionally, users can be bulk uploaded in Unimarket. 

Community Administrators can export a list of users. This provides a list lot of user details and the export can be used as a starting template for bulk user updates. 

Buyer groups are used to determine which buyers can access which suppliers. Most communities create a General buyer group, that contains the majority of suppliers buyers frequently purchase from. Specialized buyer groups can also be create for groups such as IT, if the community desires to restrict specific suppliers to a specified buyers.

 

Organization(s) Management

Organization Units (Org Units) can be hierarchical and can be setup to mirror your organization's structure. The org units are created, assigned approval chains, and assigned to users on the desired Organization screen.

Organization(s) management abilities can be actioned by going to the Administration module,  selecting Organizations, and clicking the desired organization.

Once selected, the desired Organization screen will populate.

All users should be assigned one or more organization unit within Unimarket, on the organization's Users tab or in the user's profile to ensure the user's spend is allocated to the correct org unit. 

Child Organization Units (if applicable) can be edited/deleted on Child Organization Units tab, by selecting More Actions.

The Account Codes tab can be utilize to manage the communities' account codes, if enabled, dependent upon the community's Approval Process.

Community Administrators can add their communities Terms and Conditions to appear in all order confirmation emails on the Order Template tab.

Location Codes are selected by buyers during the checkout process, which define the Bill To and Ship To locations for the order. The Location Codes available to each buyer are based on their organization and can be added/managed on the Locations tab.

Organization specific email and printable logos can be added/managed on the Logos tab. And organization specific settings can be managed by selecting the Settings tab.

 

Supplier Management 

Supplier management abilities can be actioned by going to the Administration module and clicking Suppliers.

 

Supplier export and supplier bulk change can be actioned by selecting Export > Export or Bulk Change on Manage Suppliers tab.

Lite supplier profiles can be created manually or via upload, to be managed by the community only, on the Create Lite tab. Lite suppliers do not have access to the Unimarket supplier login page (at www.supplier.unimarket.com) to make updates. The Unimarket Support team is not permitted to update Lite supplier profiles and these are managed solely by the customer.

Community Administrators can invite suppliers manually and/or upload a list to invite suppliers to join the Marketplace, by using the Invitations tab and selecting +Invite New Suppliers. Additionally, communities have the ability to utilize the Supplier Self-Registration feature, for suppliers. 

    • Once the invitation is created, Community Supplier Administrators can resend, edit and/or cancel a supplier invitation.
    • Communities have the ability to export Community Supplier Invitation by going to the Administration module > Suppliers > Invitations tab > select dropdown in Search button.

 

Catalog Management

If the Catalog Approval feature has been enabled, Community Administrators have access to additional catalog vetting abilities, by going to the Administration module and selecting Catalogs.

 

When a supplier creates a new catalog or updates an existing catalog, users with the Community Administration role will receive an alert to review and accept/decline the catalog.

Note: To enable Catalog Approval, please reach out to your Unimarket Customer Success Manager.

 

Approvals Management

Approvals management abilities can be actioned by going to the Administration module and selecting Approvals.

 

On the General tab, Community Administrators can configure/edit general approval settings. 

Approval levels are designated to members within approval chain(s), to determine the "up-to" dollar value the member can clear for approvals. Approval levels can also be assigned within a users profile for "self approval". If the user creates a requisition that is within their self approval level, the requisition will be approved and sent to the supplier immediately.

  • Additionally, Group Self Approvals can be used if the community desires to grant users with the ability to self approve for specific account codes or projects (rather than for all). It should be used in place of the Self Approval step in the process.

Approval Groups are designed to allow multiple users to represent one step in an Approval Chain. Instead of an approval step routing to one user, it can route to 3 users (any or all; depending upon the process configured during implementation) can be required to approve.

Approval Chains are hierarchies of Approvers where requisitions are routed. The requisition will move up the chain until it reaches a user or group with an Approval Level higher than requisition dollar amount.

  • The approval chain a requisition uses will be based on the Org Unit or Account Code (depending on your community's Approval Process). When a user or group with an Approval Level above the requisition dollar amount approves the requisition, the Approval chain is cleared and requisition approved.

If your Community has been configured for approvals to be routed by Account Code. Approvals will route to a specific approval chain based on the account code approval rulesets on the Rulesets tab. Rules can be managed individually or bulk upload, by users with the Community Administrator role. 

To make adjustments to your communities Approval Process process, contact your Unimarket Account Manager.

Public Holiday Schedule allows Communities to set holidays they do not wish approvals to automatically escalate on. This ensures that approvals are not escalated to users who are out of the office on these days.

 

Community Settings Management

Community Settings can be managed by going to the Administration module and clicking Settings.

 

Community Administrators can customize their community's menu display bar, dashboard message, logos, email configuration and view integration credentials on the Community Profile tab. 

The Community Settings tab offers the ability to configures settings, for Justifications, Tasks, Account Codes, Supplier Pages, Inbound Emails, and Other (enable/disable test emails). 

The Community Management tab offers the ability to manage:

  • Account Codes: One or more, account code formats used to code requisition lines. 
  • Exchange Rates: Used to estimate community base currency value(s) of item(s) purchased in a foreign currency. To ensure requisitions will be routed to the correct delegated approver.
  • Forms: Obtain additional community targeted information, for internal usage.
  • Tax: Manage tax rates.
  • Categories: Map/Assign product categories to the Unimarket UNSPSC codes.
  • Supplier Tax Form Definition: Define criteria for US tax forms.
  • Payment Terms: Designate the agreement between community and supplier for order payment. 
  • Tags: Group suppliers with purchasing categories.
  • Guided Buying: Create and customize supplier collections displayed in the Marketplace.

Insights

The Procurement Dashboard provides strategic procurement insights around spend through a dashboard of graphs and widgets. The dashboard is visible to users with the Community Administrator, Create Invoice or View Transactions role and to community users where sharing is enabled.

The Performance Dashboard is designed to help communities monitor the performance of their procurement and approval processes. The dashboard is visible to users with the Community Administrator, Create Invoice or View Transactions role and to community users where sharing is enabled.

The Spend screen provides communities with the ability to view a summary of spend according to the organizations chart of accounts. You can use this screen to understand what a specific organization, department or school is spending, as well as spend relating to a specific project or workstream. There is also a spend breakdown by your top suppliers and method of spend by month.

Users with the Community Administrator, View Transactions or Create Invoices role will have access to Reports and can run reports on community data. To support customers with extracting data from Unimarket on a regular basis, there is the ability to generate reports to run on a schedule. 

A Transaction Run is used to allocate matched (the state of an invoice that has matched the original order) invoices or expenses to a specific numbered Transaction Run. When extracting invoice information to upload into an external system for payment. The transaction run ensures invoices cannot be picked up more than once (to prevent any being paid twice) and will only pick up invoices that are not yet part of an existing transaction run. Users with the Community Administrator or Create Invoices role have access to create these and can go back at any stage and review or download all transaction runs and their invoice information, making it easier to review payment information.

The Supplier Transaction Run indicates new suppliers, updated suppliers, and those that have disconnected from the community. You can choose to run this report as a one time query as needed or schedule it to run on a reoccurring basis. Please see Transaction Run for more information for how to set this up. 

 

Additional Module Abilities

Additional enabled Community module settings can be accessed/managed by going to the Administration module and selecting Modules and clicking into the desired module:

 

 

 

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