View Orders & Export

  • Updated

This document serves as a comprehensive guide for Buyers and other authorized users, detailing how to access, search, filter, export, and perform specific actions on Purchase Orders (POs) using the Orders View screen.

 

Viewing and Managing Orders

The Orders view screen provides users with comprehensive visibility into Purchase Orders (POs) placed between the organization and its suppliers.

 

Accessing the Orders Screen

  • Navigation: Go to the Marketplace module > click Orders.

 

Default View: The screen defaults to showing orders created in the last 90 days (based on the Period filter).

 

Searching and Filtering Orders

You can customize your search using various criteria and filters, by selecting Apply Filter:

Feature Default Setting / Function How to Use
Search Field Defaults to searching by Order Number. To search for a specific item, select the dropdown next to Orders > click Items. Related orders will appear with the item listed below the number.
Created Date Defaults to the last 90 days. Use the dropdown to change the date range.
Filters Accesses advanced filtering options. Click Filters on the right side. Additional fields include: Supplier, Order Type, Buyer, Receiving, Organization Unit, Order State, Payment Method, etc.
Views Allows filtering by key status conditions. Filter the list to show only Goods Received Not Invoiced (GRNI) or Commitments orders.
Buyer Limitation Buyers may be restricted to viewing only orders placed by them or users within their designated Organization Unit. Refer to the user/buyer search filter default help article for changing default settings.

Sorting and Columns

The available columns on the Orders screen can be used for sorting. 

Headers Sorting Criteria
Order Numerical order.
Receiving Status of when the receiving action was logged, in Unimarket.
Type Alphabetical (e.g., Blanket Order first).
Buyer Name of the user who submitted the associated requisition.
Created Oldest date first or newest date first.
Total

The subtotal of the order. 
 

Note: The Total excludes shipping and tax amounts because the subtotal is used for requisition approval and shipping/tax are only finalized during the Invoicing process.

If applicable, Has Accepted Invoice, Organization Unit, Work Order, Order State, Payment Method will be visible:

 

Order States

Status Type State Definition
Order State Order - Open Invoices can still be created against this order.
Order State Order - Closed Invoices can no longer be created against this order.

Sample of a PO in an Open State:

Sample of a PO in an Closed State:

 

Receiving States

Status Type State Definition
Receiving State Receiving - Open Item(s) on the order have not been received; receiving actions can still be taken.
Receiving State Receiving - Closed No further receiving actions can be made, which may prevent invoice matching.
Receiving State Receiving - Partial Some, but not all, items on the order have been received.

 

Sample of a PO with a Receiving - Open State:

 

Sample of a PO with a Receiving - Closed State:

 

Sample of a PO with a Receiving - Partial State:

 

Available Actions on Orders

The More Actions menu (upper right corner) provides several options (availability may depend on community configuration and user role):

  • Copy: Copies the Order to your Shopping Cart to begin a new requisition.

  • Close: Prevents any further receiving, invoicing, or editing against the Order.

  • Cancel / Edit: (If enabled; Depend on community configuration and user role) Allows cancellation or modification of the order.

  • Receive All: Allows all products in the order to be received with a single action.

  • Contract Actions: Create Contract or Link Contract (Available to users with the Create Contract role).

  • Resend Email: Resends the order confirmation email to both the community and the supplier.

 

Exporting Orders for Reporting

You can export data for reporting purposes, including Supplier Tags.

  1. Click Filters and choose your desired search criteria.

  2. Click Export > select either Export Orders (summary/header level detail) or Export Order Lines (detailed line-level breakdown).

    • Note: The exported file excludes GST & Shipping

  3. The Job Submitted pop-up box will appear, to select the here hyperlink.

  4. Exports are processed as Background Jobs and are available for 7 days for download (in CSV format).

 

Bulk Change Orders

This feature allows users to perform administrative actions on multiple orders at once:

  • Available Actions: Close Order, Reopen Order, or Update Organization Unit.

  • Access: Click Export > select Bulk Change.

 

Attaching Documents for Internal View Only

You can attach documents to an order that the supplier cannot view:

  1. Locate the order and click More Actions > select Edit.

  2. Scroll to the bottom under the Order Attachments header.

  3. Upload the document and click Un-share.

  4. Select Save.

 

What's Next/Related