Transaction Runs

A Transaction Run is used to allocate matched* 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.

Creating a Transaction Run

Transaction runs can be found in the left hand menu when in the Insights module.

Firstly you'll need to select 'Create Transaction Run' from the More Actions menu on the right of the screen to open the transaction run pop-up where you configure the settings.

The transaction run filename name can be edited to suit the needs of the user and also allows a few variable terms to be used. This means the variable term you enter is automatically replaced with the matching piece of data. Please see the examples below:

• ${runDate(PATTERN)} - Transaction Run generated date, replace "PATTERN" with a date/time formatting:
  • MM-dd-yyyy_HH_mm_ss - Will be replaced with 06-01-2018_02_22_39
  • yyyy-MMM-dd-hhm - Will be replaced with 2018-Jun-01-0225
• ${runNumber} - Will be replaced with the Transaction Run number
• ${randomNumber} - Will be replaced with a random number
• ${reportName} - Will be replaced with the Transaction Run Report name

Example:
Enter name as TransactionRun_${reportName}_Date-${runDate(YY-MM-dd_hh-m-s)}
Generated as TransactionRun_ReportName_Date-18-06-16_02-46-19.csv

Transaction runs can be created with or without a date range depending on your needs:

• By using a date range - if you specify a date range for the transaction run it will pick up invoices based on what option you select in the drop down list for 'Invoice Date Type' during the creation of the run.
• Created Date - if you select this option it will pick up invoices created (entered in Unimarket) within the date range you have chosen, i.e. if you create a transaction run for 1 June-30 June it will pick up all invoices created within that date range, as long as the invoices haven't already been allocated to a transaction run.
• Invoice Date - if you select this option it will pick up invoices with an invoice date within the date range you have chosen, i.e. if you create a transaction run for 1 June-30 June it will be pick up all invoices with an invoice date within that date range, as long as the invoices haven't already been allocated to a transaction run.
• Open (i.e. no date range) - if you choose not to select any date range and leave the date fields blank when creating the transaction run it will pick up all invoices based on what option you have selected in the drop down list (Created Date/Invoice Date).
• Hybrid - you can select either a start date or an end date depending on what information you are after:

1. If you want all invoices from when you started using Unimarket until your 'year end date', leave the start date blank and enter the end date.
2. If you want all invoices from a specific date and onwards until todays date, enter the start date and leave the end date empty.

• For either of these, the system will then pick up any invoices not yet allocated to a transaction run.

The other settings that appear here are explained below:

• Supplier Access - Select either suppliers that are accessible by all customers on Unimarket (Public) or on internal use only suppliers (Internal). Leave blank to report on all.
• Supplier - There are 2 options for users to select.
  • Include: The scheduled transaction run will only contain records for the selected supplier. 
  • Exclude: The scheduled transaction run will contain records for all suppliers except for the one selected. This will be selected and blank by default. The Supplier field can be kept blank if you don't want to exclude any supplier.
• Connected Suppliers Only - Checking this box will ensure only currently connected suppliers are reported on. Leaving this unchecked will report on all.
• Organizations - Select specific organizations to report on or leave blank to report on all.
• Transaction Type - If your community uses more than one type of transaction you will need to select the type you wish to report on.

Once you have clicked OK to create the transaction run and it is complete, choose Download to save it. You can also click View to see the options selected when the transaction run was created on the Transaction Run tab or, view a list of the invoices included in it on the Invoices tab.

Scheduled Transaction Runs

Transaction runs may also be scheduled on a calendar to run as reoccurring reports to automatically run and save to a specific location.

When setting up a scheduled transaction run there are some additional settings as compared to the ones used for creating a single transaction run and these are explained below:

• Days - Select which days of the week you would like this to run on.
• Run Time - Select what time of day this should be run at.
  • Clicking the small plus symbol to the right of Run Time adds another time field. This allows it to be run more than once a day without having to create a separate scheduled run for each time.
• Endpoint - Where the report is sent to once it is done. For assistance setting up an FTP endpoint for your transaction runs, contact your Administrator.
• Email Address - Where to send report notifications after generating the transaction run. The email will have a link directly to the current report.
• Reports - Choose which reports if any you would like to use.

Transaction Runs to an sFTP

When creating a Scheduled Transaction Run, these can be automatically sent to a dedicated sFTP.  The Transaction Run itself will generate as above, but can be sent directly to the customer.

Note: if a manual Transaction Run is made between scheduled, that file will be only picking up any new changes since the last run; and is only available for manual download. It is not separately sent via sFTP.

Supplier Transaction Run

The Supplier Transaction Run indicates new suppliers, updated suppliers, and those that have disconnected from the community that haven't yet been assigned to a transaction run. 

Order Transaction Run

The Order Transaction Run indicates Open, Closed, and Cancelled orders that haven't yet been assigned to a transaction run.