View Orders

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

Access the Orders Screen

Navigation: Go to the Marketplace module > click Orders.
The screen defaults to showing orders created in the last 90 days (based on the Period filter).

Important: If the user is seeking to capture all orders, we highly recommend running the Unimarket Order Report. Opposed to removing the last 90 days filter (in the Created Date field) and selecting Search.

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. Note: If there are multiple supplier profiles, associated with the same company profile name. When using the Supplier filter, all supplier profiles will populate. Despite the supplier's profile state (i.e. pending, connected) and transactions applied/not applied against supplier profiles.
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 Header Fields

Field	Description
Order Number	Unique identifier assigned to the order.
Requisition	The source requisition used to create the order.
Buyer	User responsible for managing the order.
Originators	The user(s) who originated the requisition or order request.
Order Date*	Date/time the order was issued. *Order Date for Retrofit orders can be dynamic - see Notes.
Created Date	Date/time the order record was created, in Unimarket.
State	Displays the current order and receiving status. Note: For additional information about each state, see below.
Organization Unit	Organization and sub-organization associated with the order.
Order Submission	Indicates how the order is submitted to the supplier (for example, Send or Do Not Send).
Documents	Links to associated order documents, such as the Purchase Order PDF.
Financial Year	Fiscal year assigned to the order.
Order Receiving	Defines how receiving is managed for the order (e.g. Receive Automatically).
Retrofit Order	Indicates whether the order was created as a retrofit order (e.g. Yes or No).
Created from Invoice	Displays the invoice from which the retrofit order was generated.
Visibility	Defines which users or organizational units can view the order.
Payment Method	Payment method associated with the order.
Attachments	Supporting documents associated with the order. Note: If the order is associated with a Request for Quote. The name of the Request for Quote will appear as the line item name, on the order attachment.

*Note: For Retrofit Orders - by default the Order Date is set as the Requisition date; but Buyers have the option to change Order Date at Checkout and when this is changed the entered Order date and timestamp by the buyer will override the default requisition date.

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:

Order Tab Details

The Order screen features different tabs to organize information: Items, Invoices, Comments, and History.

Items Tab

Displays all line item details.
If applicable, users can view the account codes used to bill items by hovering over the eye icon.

Item Details: To view the item details, select Details in the desired line item

Item Details Images

Invoices Tab

The Invoices tab displays all invoices associated with an order. Use this information to review invoice status, dates, processing runs, and invoice totals.

Field	Description
Invoice Number	Unique identifier assigned to the invoice. Select the invoice number to view invoice details.
Created Date	Date and time the invoice record was created in the system.
Invoice Date	Date shown on the supplier invoice.
State	Current invoice status (e.g. Pending Delegated Approval, Invoice Accepted).
Run #	Processing run number associated with the invoice. This may represent a payment batch reference, depending the community's configuration.
Total	Total value of the invoice, including taxes and applicable charges.

Comments Tab

The Comments tab is a communication tool for users. To add a comment:

Go to the Comments tab of the desired requisition.
Click Add Comment.
Add desired users in the Mentioned users field (optional).
- Note: Please do not include the "@" symbol before the name.
Insert the desired message in the text field.
Select Send.

History Tab

Displays all actions taken on the desired order, within the community:

Available Actions on Orders

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

Action	Description
Copy	Copies the order to your Shopping Cart and creates a new requisition using the same order details.
Close	Closes the order and prevents any further receiving, invoicing, or editing against the order.
Cancel / Edit	Allows cancellation or modification of the order if enabled by community configuration and permitted by your role.
Receive All	Receives all outstanding products on the order in a single action.
Create Contract	Creates a contract from the order. Available to users with the Create Contract role.
Link Contract	Links an existing contract to the order. Available to users with the Create Contract role.
Resend Email	Resends the order confirmation email to both the buyer community and the supplier.

Attaching Documents for Internal View Only

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

Locate the order and click More Actions > select Edit.
Scroll to the bottom under the Order Attachments header.
Upload the document and click Un-share.
Select Save.

Why is the Invoice Number Greyed Out?

If the invoice number in the Created from Invoice field of the PO, is greyed out and there is no blue hyperlink (indicating the invoice is in Unimarket). The invoice number was manually entered once the Retrofit box was checked, on the Checkout screen.

Note: For troubleshooting steps and resolution, refer to help article Why Is the Invoice Number Greyed Out in the "Created from Invoice" Field, on PO?