Blanket Order Credits

  • Updated

The Blanket Order Credits feature allows communities to apply a credit (a negative amount) to a Blanket Order (BO), which increases the BO's Available Funds. This feature must be explicitly enabled for the community by contacting the Unimarket Customer Success Manager.

Important Note: The Blanket Order Credit setting must be enabled before a credit is created against a BO. to ensure the funds are correctly included in the Available Funds.

If a community has an existing BO and desires credit funds to be included. A new version of the BO must be created (by copying or recreating the BO with the same details).

 

Create Blanket Order Credit

Users with the Create Invoices role, can create a credit invoice against a Blanket Order.

  1. Locate the Blanket Order:

    • Go to the Marketplace module > select Orders.

    • In the Search Order Number field, enter the desired Blanket Order number. Or use Filters > select Order Type: Blanket > click Apply Filter.

 

  1. Initiate Invoice: Once the BO is located, select the Invoice Order icon in the upper right corner.

 

  1. Enter Credit Details:

    • The Invoice screen will populate. In the Invoice Number field, enter a new, unique credit invoice number. If using the same number as an original invoice, it is recommended to append a "C" (e.g., INV123C).

    • Insert the date in the Invoice Date field.

 

  1. Enter Negative Amounts:

    • In the Item field, insert the item being credited.

    • In the Quantity field, enter a NEGATIVE quantity.

    • In the Unit Price field, enter a POSITIVE dollar amount.

    • If crediting shipping, enter the shipping amount as a NEGATIVE dollar amount in the Shipping field.

  2. Submit: Select Submit Invoice. The submitted credit will go into a Pending Initial Acceptance state, awaiting the "Available To" users to accept it.

 

Accept/Reject Blanket Order Credit

The Available To users of the Blanket Order will receive an Invoice Acceptance task to Accept or Reject the credit.

  1. Navigate to Tasks: Go to the Tasks menu > select the Tasks tab > click Invoices.

 

  1. Locate Credit: The Accept/Reject Invoices screen will populate. Locate the invoice number or customize the search using the Blanket Order Number field. Once located, select Accept/Reject.

 

  1. Apply Credit and Action:

    • The specific credit screen will populate. In the Order Search field, select the dropdown to choose the Release Order to credit (a by-product of the credit).

    • In the Reason field, insert the desired message.

    • Select Accept, Reject, or Cancel (no action will occur).

 

Available Funds Update Logic

Upon acceptance, Unimarket updates the Available Funds based on the following logic:

Community Setting Credit Applied to Available Funds
If the Invoice Total is negative (i.e., a credit) Available Funds on the Blanket Order will increase.
If Include Shipping and Include Tax are enabled Unimarket credits the Invoice Total.
If Include Shipping is enabled and Include Tax is disabled Unimarket credits the Invoice Subtotal and the Shipping value.
If Include Shipping and Include Tax are disabled Unimarket credits the Invoice Subtotal only.

Maximum Limit: The Available Funds cannot exceed the original Blanket Order approved amount. If a credit is greater than the amount needed to reach the original limit, the Available Funds will be capped at the original amount (e.g., if BO amount is $10,000, and available funds are $8,000, a $3,000 credit will set the Available Funds to $10,000).

 

Order Export Visibility

Users can view the Blanket Order's Available Funds using the Order Export feature. The Blanket Order report includes the requisition number and the list of enabled and disabled users in the BO's Available To field.