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Invoice Administration Module

Ngan
  • Updated

If the community has the Invoicing module enabled this can be configured from within the Administration module > Modules > Invoices.

 

Matching

The default invoice matching setting defines the matching rules used for all suppliers unless there are supplier specific rules (override) set on a supplier.

Field Description
Type The Matching Type can be set to 2-Way, 3-Way or Pass-Through:
  • 2-Way: Invoices are matched against 1) the PO Number; and 2) the PO Tolerance (header or line).
  • 3-Way: Includes the 2-way match AND matched against buyer receiving.
  • Pass-Through: Does not match. This can be used if Unimarket is used as the interface to receive supplier invoices but the matching occurs in an external system (e.g. the Finance system)
Level

The Level can be set to Header or Line:

  • Header: The matching is at an invoice header level. The total value of the invoice will be compared with the total value of the PO.
  • Line: The matching is at an invoice line level. The value of the individual invoice lines are compared to the value of the corresponding PO line.
Tolerance Percentage The tolerance will be a percentage of the header or line and it will apply to values equal to or more than the percentage.
Tolerance Minimum Minimum tolerance value. Ensures small variances less than the specified dollar value will match.
Tolerance Maximum Maximum tolerance value. Ensures the invoice variance cannot exceed the maximum dollar value specified.
Match on Unit Price The unit price line level matching allows for more detailed matching in addition to the line subtotal.
Unit Price Tolerance Percentage If Match on Unit Price is selected you can enter a percentage tolerance for the unit price line level matching and it will apply to values equal to or more than the percentage.
Match On Amount Leaving this checked will do standard matching on the total line amount. Uncheck it to do only unit price matching.
Failed Matching Action

Choose a behavior for invoices that do not fall within matching tolerances:

  • On Hold: Leave invoices that fail matching On Hold, waiting for manual intervention
  • Reject: Automatically reject invoices that fail matching.
  • Send for Approval: Automatically send invoices that fail matching for approval. For more on sending invoices for approval see Sending Invoices for Approval

 

Note: Invoice approvals must be enabled for your community. If you are interested in this feature, please contact your Unimarket Account Manager.

 

UI

  1. Allow Anonymous Access to Invoices - If this feature is enabled, Unimarket will generate a public URL for each invoice that can be used to view the invoice from an external system.
  2. Allow Users to View Their Own Invoices - This allows all users to view invoices linked to orders they have access to.
  3. Attachment Required - Makes it mandatory for suppliers and community users creating invoices to add at least one attachment.
  4. Allow Users to Select a Remittance Address - If this feature is enabled, it allows users to select a remittance address when entering an invoice/invoicing an order. 
  5. Allow Users to Enter Discounts - If this feature is enabled, an optional discount field will be shown on the Enter Invoice and Invoice Order screens. The discount amount will be subtracted from the invoice total.
  6. Allow Suppliers to Enter Discounts - If this feature is enabled, suppliers will be able to submit discounts via cxml invoicing if cxml invoice integration has been set up.
    Note: If Allow Suppliers to Enter Discounts is not enabled and the supplier sends an invoice with a discount, the cxml invoice will be rejected. 

     

Approvals

This setting allows administrators to determine whether the first step of invoice approvals routes to the requester(s) or the buyer(s) of the related order. For more on invoice approvals see Sending Invoices for Approval.

 

Payments

This setting allows administrators to decide if they would like to allow the upload of payment remittance information for invoice numbers that do not exist in the community. 

 

Order Commitments

This setting allows administrators to decide if they would like to set a timeframe in which orders can be automatically closed. If enabled, you will be required to enter your preferred number of days for the Auto Close Time Delay (the default is 30 days). More information on how this works can be found on the Auto Close Orders page. 

 

Note: If the number of days for the Auto Close Time Delay is updated, any orders that were within the previous timeframe would then update to the new timeframe. 

 

 

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