Invoices can be sent to the community in three ways:
- Suppliers send the invoice electronically via integration - directly out of their system into Unimarket (B2B).
- Suppliers login to Unimarket and create the invoice using Invoice Order functionality.
- Suppliers send the invoice using the traditional post/email/fax methods and the community AP team use the Community Invoice Order functionality to process and match the invoice.
Community Invoice Order (PO Flip)
Community Invoice Order functionality provides users (with the Create Invoice role or Create Buyer Invoice role) with the ability to create electronic invoices via Unimarket. Invoice Order allows the user to locate the corresponding order for an invoice they have received, then flip the order into an electronic copy of the invoice and submit it for matching.
There are 3 different ways to create an invoice:
- From Order
- Without an Existing Order in Unimarket (resulting in, creating a retrofit order)
- From Non-Invoice Orders
| Note: For additional information regarding how to submit an invoice, please refer to help article: Create An Invoice. |
Matching Status
The View Invoice screen will show a summary of the matching statuses.
| State of Invoice | Definition |
| Downloaded | The Invoice has matched and been extracted as part of a Transaction Run. |
| Invoice Accepted | All the invoice lines have matched and the invoice is in an accepted state ready to pay. |
| On Hold | The invoice submitted by supplier exceeds the tolerances set by the community and was placed On Hold for review and further action by a user with the Create Invoice role. |
| Pending Delegated Approval | The invoice has been accepted by the buyer and routed for delegated approval. It is pending approval by the delegated approver. |
| Pending Initial Acceptance | The invoice relates to a retrofit or blanket order and is awaiting acceptance by the buyer and creation of a requisition for approval. |
| Pending Order Acceptance | The Invoice was placed On Hold due to matching exceptions and has been sent to the buyer or requester for review and acceptance. |
| Pending Receiving | The items on the order have not been received by the buyer. Once the buyer receives the item(s) the matching will reprocess. |
| Canceled | The invoice creator cancelled the invoice before it was approved. |
| Invoice Rejected | The invoice contains matching exceptions and was placed On Hold. The exceptions have been reviewed and Rejected by the Community. Invoices cannot be changed from the Rejected state. |
Discounts on Invoices
If enabled, the Enter Invoice & Invoice Order screens will include a Gross Total, a Discount Field, and the Net Total (essentially the payable amount).
Once created, the discount is shown on the Invoice record and the invoice PDF.
| Note: Invoice matching and any retrofit requisitions are still based on the Gross total amount, rather than the discounted amount. |
Credit Invoices
At times, communities may need to credit an invoice. To create a credit invoice, users must have the Create Invoices role.
| Note: For additional information on how to credit an invoice, please refer to help article How to Create a Credit Invoice. |
Retrofit Invoices
At times, communities may need to create a retrofit invoice. To create a retrofit invoice, users must have the Create Invoices role.
| Note: For additional information on how to create retrofit invoices, please refer to help article Create Retrofit Invoices. |