Purchasing services can be complex due to their variable nature and the fact that they are consumed after the order is placed. We offer multiple methods to manage service procurement, each suited to different use cases and levels of control.
Invoice Approval
This is often the simplest method, allowing the supplier to complete the service and then submit an invoice for payment.
| Feature | Description |
|---|---|
| Process | Supplier completes service and sends an invoice. The invoice is processed and approved electronically in the Invoice module. |
| Visibility/Control | Lacks upfront spend approval and visibility, but delegated electronic approval ensures compliance and tracking after the fact. |
| Mechanism | Processing and approval managed in the Unimarket Invoice module, following delegated approval chains. |
| Best Used For | Ad-hoc services, new suppliers, utility bills, or any service where simplicity outweighs the need for upfront approval. |
Blanket Orders (BOs)
Blanket Orders add control and visibility by pre-approving a specified budget amount with a supplier over a specific time period.
| Feature | Description |
|---|---|
| Process | A BO is created for the budgeted amount and duration, and is routed for approval. This pre-approves the funds and provides upfront visibility. |
| Spend Control | Upon approval, the supplier is given the BO number. They submit invoices against this number. The BO creator performs a simple accept/decline of the invoice, and the invoice value is subtracted from the available BO funds, preventing overspend. |
| Mechanism | Ensures spend stays within the intended budget by drawing down available funds. |
| Best Used For | Projects, consulting engagements, long-term supplier retainers, regular spend with a known amount, existing suppliers, or spend for a specified timeframe (e.g., Q1). |
Request for Quote (RFQ)
An RFQ is used when an organization needs to solicit a service from one or more suppliers simultaneously and receive competitive, electronic quotes through Unimarket.
| Feature | Description |
|---|---|
| Process | Community uses the RFQ tool to request a service. Suppliers submit electronic quotes back through Unimarket. |
| Spend Recognition | The approved quote amount is used to create an approved order, ensuring the spend is recognized and budgeted for upfront. |
| Invoicing | The invoice should match the approved order amount, which greatly streamlines the three-way invoice matching process. |
| Best Used For | Planned services where the scope is defined and quotes are required upfront, or purchasing scenarios where driving supplier competition (e.g., for a marketing event) is desired. |
Non-Catalog Orders
Non-Catalog Orders allow for upfront spend approval and supplier validation even for services that are difficult to quantify precisely before consumption.
| Feature | Description |
|---|---|
| Process | A Non-Catalog Order is raised, routed for approval, and uses an approved supplier. This ensures spend is approved upfront. |
| Flexibility | Unimarket allows communities to specify an amount 'range' for the order, accommodating natural flexibility when the final invoice arrives. |
| Control | If the final invoice value differs from the order, invoice matching automatically routes the invoice for additional approval. This preserves the visibility value of having a pre-approved order. |
| Best Used For | Existing suppliers, and services where you have an estimate of the cost (e.g., based on a phone quote or previous engagement). |