If the community has the Invoicing module enabled, users with the Community Administrator role can customize invoice configurations and manage settings.
Access the Invoice Administration Screen
To access the Invoice Administration screen, go to the Administration module > select Modules > click Invoices.
The Invoice Administration screen has 2 tabs: Settings (by default) and Inbox.
Settings Tab
(Invoice) Matching
Invoice matching is applicable to standard POs (excluding Retrofits and Blankets) and matching setting apply to the option choses in the Type and Level fields.
Configuring invoice matching will determine the default invoice matching rules, used for all suppliers. Supplier specific matching rules can be configured on each supplier's profile, which will override the default configuration.
Invoice approvals must be enabled for your community, to customize and manage matching settings, as desired. If your community is interested in the invoice matching feature, please contact your Unimarket Customer Success Manager.
Type: The matching type can be set to 2-Way, 3-Way or Pass-Through. Tax is never considered, as a part of matching.
- 2-Way: Invoices are matched against: the PO Number and the PO tolerance (header or line).
- 3-Way: Includes the 2-way match and matched against buyer receiving. When 3-way matching is selected, the Line option will be chosen in Level field.
- 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: If enabled, the buyer must receive each item. 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 percentage will compare the invoice line amount against the order line subtotal amount. It calculates the percentage difference between the invoice line amount and the order line subtotal amount (e.g. If the invoice is $110, but the order was $100. The % is 10%).
As long as the percentage difference is within the tolerance percentage, the invoice will pass matching. If the percentage difference is more than the tolerance percentage, the invoice will be placed On-Hold for overage.
Communities can use the tolerance percentage instead of using tolerance minimum and tolerance maximum.
Tolerance Minimum: The tolerance minimum will compare the invoice line amount against the order line subtotal amount. It calculates if the percentage difference is greater than the tolerance percentage (e.g. if the invoice is $1.00, but the order was $0.50. The % is 100%).
Even if the percentage difference is above the tolerance percentage and if the difference is less than the tolerance minimum, the invoice will pass tolerance.
This allows communities to ensure small dollar amount invoices pass tolerance without approval. Additionally, communities can have zero tolerance percentage but have a tolerance minimum.
Tolerance Maximum: The tolerance maximum will compare the invoice line amount against the order line subtotal amount. It calculates if the percentage difference is less than the tolerance percentage (e.g. if the invoice is $10,000, but the order was $9,800. The % is 2.04%).
Even if the percentage difference is below the tolerance percentage and if the difference is greater than the tolerance maximum, the invoice can fail tolerance.
This allows customer to ensure large dollar amount invoices are reviewed for approved. Even though the percentage might be small.
Match on Unit Price: The unit price line level matching allows for more detailed matching, in addition to the line subtotal. Can disable the match on unit price and enable the match on (subtotal) amount setting.
Unit Price Tolerance Percentage: Users 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 entered. If enabled, Unimarket will utilize the information in the Tolerance Percentage, Tolerance Minimum, Tolerance Maximum and Unit Price Tolerance Percentage fields, for invoice matching.
Match on (Subtotal) Amount: If checked, it will perform a standard matching on the subtotal line amount. If unchecked, it will only perform unit price matching.
Failed Matching Action: Choose a behavior for invoices that do not fall within matching tolerances:
- On Hold: Leave invoices that failed matching On Hold, awaiting for manual intervention
- Send for Approval: Automatically send invoices that fail matching for approval. For more on sending invoices for approval see Sending Invoices for Approval
See the chart below for additional Invoice Matching examples:
Shipping Matching
Shipping Matching tolerances are all based on the Invoice Subtotal, and nothing is compared to the Purchase Order.
- Enable matching on Shipping: Enable this if you would like to match the Shipping Amount using the tolerance settings below. These settings will compare the shipping amount of the invoice with the invoice total and ensure the Shipping Amount is not excessive.
- Shipping Tolerance Percentage: The shipping tolerance will be a percentage and it will apply to values equal to or more than the percentage.
- Shipping Tolerance Minimum: Minimum tolerance value. Ensures small shipping variances less than the specified dollar value will match.
- Shipping Tolerance Maximum: Maximum tolerance value. Ensures the invoice variance cannot exceed the maximum dollar value specified.
See the chart below for additional Shipping Matching examples:
General (Settings)
- Allow Anonymous Access to Invoices - If enabled, Unimarket will generate a public URL for each invoice to view the invoice from an external system.
- Allow Users to View Their Own Invoices - This allows all users to view invoices linked to orders they have access to.
- Attachment Required - Makes it mandatory for suppliers and community users creating invoices, to add at least one attachment.
- Allow Users to Select a Remittance Address - If enabled, it allows users to select a remittance address, when invoicing an order.
- Allow Users to Enter Discounts - If 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.
- Allow Suppliers to Submit Discounts - If 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. |
- Allow Users to Enter Receiving Date When Accepting Retrofit Release Orders - If enabled, users will be required to enter a specific receiving date for each invoice item. Leave blank if you want to use the automatic receiving date instead.
Approvals
This setting allows Community Administrators to determine whether the first step of invoice approvals, routes to the requester(s) or the buyer(s) of the related order.
| Note: For additional information regarding Invoice Approvals, please refer to help article Sending Invoices for Approval. |
Payments
This setting allows Community Administrators to allow the upload of payment remittance information, for invoice numbers that do not exist in the community.
Order Commitments
This setting allows Community Administrators to set a timeframe, in which orders can be automatically closed.
If Auto Close is enabled, the below fields can be configured:
- Auto Close Time Delay: Enter the preferred number of days to auto close. This can help avoid any issues when a supplier submits a late credit. This field will default to 30 days.
- Maximum Orders Closed Per Day: This will limit the number of orders that can be automatically closed per day and must be set between 1-10,000. A lower limit may be useful where you have a lot of older orders to close and want to reduce the impact on your corresponding ERP or finance system. This field will default to 10,000.
| Note: If the number of days for the Auto Close Time Delay is updated, any orders that were within the previous timeframe will update to the new timeframe. For additional information regarding the Auto Close Orders feature, please refer to help article Auto Close Orders. |
Once settings are configured, select Save (at the bottom of the screen).
Inbox Tab
The Invoice Inbox will not be enabled automatically for customers that has enabled the Invoice module. Contact your Unimarket Customer Success Manager to request enabling the Invoice Inbox for your community.
Create a New Inbox
To create a new Invoice Inbox, go to the Administration module > select Modules > click Invoices > select the Inbox tab > select Create New Inbox > a pop-up box will appear > in the Name field, insert the desired name > in the Email Address field, key in the desired email address.
By default All users with the Create Invoices role will have access to the inbox created. To designate specific users, select Specific Users > add the desired name(s).
Once completed, select Add. To add additional inboxes, select Add More.
Edit an Existing Invoice Inbox
To edit an existing Invoice Inbox, go to the Administration module > select Modules > click Invoices > select the Inbox tab > select Actions > click Edit.
To edit a
A pop-up box will appear, to make desired updates. Once completed, select Add.
Delete an Existing Invoice Inbox
To edit an existing Invoice Inbox, go to the Administration module > select Modules > click Invoices > select the Inbox tab > select Actions > click Delete.