The Auto Close feature allows Community Administrators to automatically close completed purchase orders after a specified time delay, streamlining the order management process.
This article details the criteria for auto-closing, how to enable the setting, and key notes on its function.
Criteria for Auto Closure
An order becomes a candidate for automatic closure when,
All order lines are in a Closed or Manually Closed state, and
The order has been fully invoiced by quantity, after the community's chosen time delay has elapsed.
The system uses the following criteria to determine if an order can be auto-closed:
Is the order currently OPEN?
Was the order fully received at least X days ago? (Where X is the Auto Close Time Delay).
Was the order fully invoiced (by quantity) at least X days ago? (Where X is the Auto Close Time Delay).
Special Notes on Criteria:
Invoicing Only: If your community has only Invoicing enabled, Unimarket will only check if the order was fully invoiced at least X days ago.
Neither Enabled: If Invoicing and Receiving are not enabled, Unimarket will not attempt to close orders using this setting.
Enable Auto Close
Community Administrators can enable and configure the Auto Close setting in the Administration module.
Steps to Enable:
Go to the Administration module.
Select Modules.
Click Invoices.
Select the Settings tab.
Scroll down to the header titled Order Commitments.
Check the Auto Close Completed Orders box.
Once selected, two configuration fields will appear:
| Field | Description | Note |
|---|---|---|
| Auto Close Time Delay | The number of days the community wants Unimarket to wait until auto-closing. | This delay helps prevent issues if a supplier submits a late credit. |
| Maximum Orders closed per day | Sets a limit on the number of orders that can be automatically closed daily (must be set between 1 - 10,000). | A lower limit can reduce the impact on your corresponding ERP or finance system. The default is 10,000. |
Insert the desired information into both fields.
Click Save.
Note: When the setting is first enabled, older, completed orders that meet the criteria will immediately become candidates and be treated as if they became eligible on the day the setting was activated.
Scope of Auto Close
The Auto Close feature will apply to the following order types:
Standard orders
Retrofit orders
Release orders
This feature does not currently include Blanket orders or orders paid for via Credit Card or Stripe.
Reopening Orders & Auto Close
If an order is manually reopened, the system will attempt to automatically close it again the following day unless the order no longer meets the auto-close criteria.
To prevent an order from immediately auto-closing after being reopened:
The receiving process must be reversed (undone). This will exempt the order from the auto-close criteria.
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The order will become eligible for auto-closure again only after it is fully received and the specified number of days in the Auto Close Time Delay has elapsed.
Note: To reopen an order, refer to help article Close or Reopen Orders.
If an order requires reopening, the receiving must be undone. To avoid the order from auto-closing again. For additional about undo receiving, refer to help article Undo Receiving.