This article explains the buyer's process for accepting an invoice, which often includes a simultaneous action to complete the receiving of items, particularly when an invoice requires their initial approval.

Accepting an Invoice with Receiving

When a buyer is presented with an invoice to approve (either for initial approval or in the Pending Order Acceptance state), selecting the Accept/Reject option prompts a crucial action pop-up.

Completing Receiving at Acceptance

When you select Accept/Reject, a pop-up box will appear.

1. Look for the Checkbox: If receiving for the order has not yet been completed, the checkbox labeled I have received these items will be visible.

2. To Receive All Items: To confirm receipt of all goods and accept the invoice simultaneously, ensure the I have received these items box is checked.

3. Finalize Action: Select Accept.

Once this is completed, the goods will be marked as received along with the acceptance of the invoice.

Note on Approval Workflow:

• Your community must have Invoice Approvals enabled for the Send for Approval option to be available. Contact your Unimarket Customer Success Manager or support@unimarket.com to enable this.

• Depending on your community's Invoice settings, invoices may be routed to either the buyer or the requester for initial approval. For additional information about Invoice settings, refer to help article Invoice Administration Module.

Auto-Receiving Notification (Pending Order Acceptance)

When an invoice fails the system's matching process (falls outside the community's configured tolerances), it moves into the Pending Order Acceptance state. This triggers a notification to the buyer.

Buyer Action Steps

1. Receive Notification: The buyer will receive a notification alerting them that the invoice is waiting for an approve or decline action.

2. Access Invoice: Access the invoice by going to the Tasks menu.

3. Accept/Reject Action: Select Accept/Reject on the invoice.

4. Confirm Receipt: In the pop-up box, check the I have received these items box to receive all goods along with accepting the invoice.

5. Save: Select Save.

After the buyer accepts the invoice, it will be routed according to the community's established delegated approval process.