Users with the Create Invoices role, can create an invoice that does not yet have a matching order in Unimarket. To do so, the Retrofit Invoices feature must be enabled by your community.
| Note: To enable Retrofit Invoices, please reach out to your Unimarket Customer Success manager. |
Creating a Retrofit Invoice
To begin creating a retrofit invoice, go to the Invoices module > select Invoices > click Enter Invoice.
In the Supplier field, click the dropdown to choose the desired supplier.
| Note: If your community has Remittance Address selection enabled, you will need to select a remittance address. |
In the Invoice Number field, enter the invoice number > in the Invoice Date field, enter the invoice date > confirm the buyer in the Buyer field. To change the buyer, click the dropdown in the Buyer field to choose the correct user.
Click on Add Invoice Item > a pop-up will appear to insert information in required fields, marked with a red asterisk. Once completed, select Add. To add additional line items select Add More.
| Note: If the Contracts module is enabled for your community, the selected supplier has at least one contract and the user creating the invoice has access to at least one of those contracts, a new Contract field will appear where you can select the contract this invoice should be linked to. |
If shipping charges are required, key information Shipping field. If shipping tax requires updating, click the pencil in Shipping Tax field to update shipping tax.
Once completed, Create. If you would like to create another invoice straight after, check the box for Create Another next to the Create button before clicking Create.
A notification will be sent to the buyer to approve/decline the invoice. The invoice will have a state of Pending Initial Acceptance.
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Note: If you select yourself as the buyer, the invoice will automatically be accepted. |
If the requisition is approved a retrofit order will automatically be created and the invoice will be matched as per the standard matching process.
If the invoice is rejected by the buyer you will be notified by email and the invoice state will change to Invoice Rejected.
Accepting/Rejecting an Invoice for a Retrofit Order
To accept/reject an invoice for a retrofit order from the task menu, select the Tasks menu (in the upper right corner) > click Invoices.
Once completed, the Accept/Reject Invoices screen will populate. The pending invoice will be awaiting acceptance or rejection. Click Accept > a pop-up box will appear to Accept, Reject, or Cancel (no action).
To Accept/Reject the invoice from the desire invoice screen, go to Marketplace > select Transactions > click View Invoices > in the search bar, enter the invoice number > select Accept/Reject. A pop-up box will appear to Accept, Reject, or Cancel (no action will occur).
If approved, an incomplete requisition will be created and you will be taken to the checkout to complete the retrofit requisition.
If rejected, a reason is required and the creator of the invoice will be notified it has been rejected.
The retrofit requisition will be routed for approval, as per the standard process. If approved, the retrofit order will be created and will be automatically associated with the invoice.
| Note: For additional information on how to create an invoice, refer to help article Creating Electronic Invoices. |