The Unimarket purchasing workflow is a structured process that moves from internal request to final payment. The configuration of this process can be customized to meet specific community requirements during implementation.
Purchasing Process (High-Level Overview)
This phase covers the internal steps prior to commitment:
| Step | Description |
|---|---|
| Search & Cart | Users find desired products/services using the Marketplace's search and filtering tools and add them to their Shopping Cart. |
| Checkout | The user reviews the cart, assigns account codes (FOAPAL), selects shipping/billing information, and submits the items as a Requisition. |
| Approval | The Requisition is routed through the defined workflow for internal approval based on business rules and monetary thresholds. |
| Note: For additional information, refer to help articles Search For Products, Add Items to Cart, Checkout, and Approval Process. |
Order Generated Process
This phase begins once the internal requisition is fully approved.
| Step | Description |
|---|---|
| PO Conversion | The approved Requisition is automatically converted into a Purchase Order (PO). |
| Supplier Notification | The supplier is officially notified of the new order via email or system integration to begin processing the purchase order. |
| Invoice Preparation | Once the PO is processed by the supplier, they can send an invoice, which is then ready to be matched against the system's records. |
Receiving Process
This phase confirms the fulfillment of the order before payment can be authorized.
| Step | Description |
|---|---|
| Goods/Service Delivery | The supplier ships the goods or completes the requested service. |
| Receipt Creation | The designated user creates a Receipt in Unimarket, confirming that the items or services listed on the PO have been successfully delivered or rendered. |
| Partial/Full Receipt | The user specifies whether a full receipt (all items received) or a partial receipt (only some items received) is being processed. |
| Note: For additional information, refer to help article Receiving Orders. |
Invoice Process
This final phase focuses on payment authorization and completion.
| Step | Description |
|---|---|
| Invoice Receipt | The supplier's invoice is received by Unimarket (e.g., via email or integration). |
| 3-Way Matching | The system automatically attempts to match the Invoice against the corresponding Purchase Order (PO) and the Receipt. |
| Acceptance/Rejection | If all three documents match within tolerances, the invoice is automatically accepted for payment processing. If a match fails, the invoice is routed for manual review and reconciliation. |
| Payment | The accepted invoice is processed for final payment release to the supplier. |