Receiving Orders

  • Updated

Receiving is a critical function, when enabled, that allows Buyers to confirm the delivery of goods or services against a Purchase Order (PO). This step is integral to the 3-Way Matching process, which validates invoices from suppliers.

Note: To enable Receiving for your community, contact your Unimarket Customer Success Manager.

 

This guide details the process for buyers to record goods receipt against Purchase Orders (POs), which is crucial for the 3-Way Matching invoice validation process. For additional information, refer to help article Invoice Module Administration.

 

Receive All (via Receiving Screen)

This action is used to mark all items (on a specific order) as received, from the central Receiving screen.

Action Path & Location Steps for Execution
Receive All Marketplace > Transactions > Receiving 1. Locate desired order lines on the Receiving screen. 
2. Select Receive All. 
3. In the pop-up, enter the quantity in the Received Quantity field(s). 
4. Add a message in the Note field. (Optional)
5. Select OK.

 

Receive All (via Order Screen)

This action is used to mark all items as received, directly from the Purchase Order view screen.

Action Path & Location Steps for Execution
Receive All Marketplace > Orders  Locate PO > Order view screen 1. Select More Actions. 
2. Click Receive All. 
3. In the pop-up, enter the quantity in the Received Quantity field(s). 
4. Add a message in the Note field (Optional) 
5. Select OK.

 

Receive by Line (via Receiving Screen)

This action is used to record receipt for a single item line directly from the central Receiving screen.

Action Path & Location Steps for Execution
Receive by Line Marketplace > Transactions > Receiving 1. Locate the desired line item.
2. Select Receive. 
3. In the pop-up, enter the quantity in the Received Quantity field. 4. Add a message in the Note field. (Optional) 
5. Select OK.

 

Receive by Line (via Order Screen)

This action is used to record receipt for a single item line directly from the specific Purchase Order view screen.

Action Path & Location Steps for Execution
Receive by Line Marketplace > Orders > Locate PO > Order view screen 1. Scroll down to the desired item line. 
2. Select Receive. 
3. In the pop-up, enter the quantity in the Received Quantity field. 
4.Add a message in the Note field. (Optional) 
5. Select OK.

 

Receiving on Behalf of Other Users

Receiving Sharing allows users to manage receiving on all purchase orders within their Organization Unit (except for those marked as sensitive). If the community wishes to enable this feature, Community Administrators can do so, by referring to the help article Unimarket Sharing Guide for instructions.

Action Path & Location Steps for Execution
Filter for Buyer Marketplace > Transactions > Receiving 1. Select the encircled arrow to expand customizable Filters. 
2. Select the desired Buyer in the Buyer field. 
3. Click Search. 
4. Proceed with Receive All or Receive by Line actions (Procedures 1-4 mentioned above).

 

Manually Close Receiving (via Receiving Screen)

Buyers and Community Administrators can manually close a purchase order. Performing this manual closure prevents any further goods from being received in Unimarket and may prevent invoices from matching

This action closes receiving for specific line item(s) from the Receiving screen.

Action Path & Location Steps for Execution
Manually Close (Line Item) Marketplace > Transactions > Receiving 1. Locate item > select Receive All. 
2. In the pop-up, set the Action field to Manual Close. 
3. Insert desired message in the Note field. 
4. Select the Close box next to the applicable item(s) > OK.

 

Manually Close Receiving (via Order Screen)

This action closes receiving for the entire Purchase Order from the Order view screen.

Action Path & Location Steps for Execution
Manually Close (Full Order) Marketplace > Orders > Locate PO > Order view screen 1. Select More Actions > select Close. 
2. A pop-up appears > insert a message in the Text box. 
3. Select OK.

 

Reopen All Line Items (Via Receiving Screen)

Both Users and Community Administrators have the ability to reopen receiving for either specific individual line items or for all line items on a purchase order. Importantly, this action will not undo any receiving that has been previously recorded.

Note: If you need to reverse or negate previous receiving actions (beyond simply reopening the status), please refer to the help article  Undo Receiving for additional information.

 

Action Path & Location Steps for Execution
Reopen All (Line Items) Marketplace > Transactions > Receiving 1. Locate item > select Reopen All. 
2. In the pop-up, insert a message in the Note field. 
3. Check the Reopen boxes next to all line items > OK.

 

Reopen an Individual Line Item (Via Receiving Screen)

This reopens receiving for a single line item on an order.

Action Path & Location Steps for Execution
Reopen Individual (Line Item) Marketplace > Transactions > Receiving 1. Locate item > select Reopen. 2. In the pop-up, insert a message in the Note field > OK.

 

Reference: Receiving Statuses and Invoice Matching Outcomes

When 3-way matching is active, the quantity a supplier can invoice for is strictly controlled by the amount the buyer or browser has officially recorded as received:

Receiving State Description Invoice Matching Status
Receiving - Open Item(s) on the order have not yet been received. Pending Receiving: Matching will reprocess once receipt is recorded.
Receiving - Closed No further receipt actions can be made against the order. Impact: May prevent invoices from matching.
Receiving - Partial Some but not all items on the order have been received. Match: Invoice for the received amount passes.

 

How Receiving Relates to Invoice Matching

When 3-way matching is enabled, suppliers are limited to submitting invoices only for the quantity that has been formally recorded as received by the buyer or browser.

Invoice Matching Status Condition and Result
Match The supplier has invoiced for the received quantity/amount. The invoice passes validation and is submitted to the buying organization's finance system for payment.
Pending Receiving The items on the order have not yet been recorded as received by the buyer. Once the buyer completes the receiving action, the matching process will automatically reprocess.
On Hold The invoice submitted by the supplier exceeds the established quantity or amount tolerances set by the community. The invoice is held and routed for an exception approval process.
Rejected The line or invoice quantity and/or amount did not match the original order, and the invoice was manually rejected by Accounts Payable (AP) or the buyer during the exception approval process.