Every supplier in your community (whether Registered or Lite) has individual settings that can be customized. These settings are managed by users with the Community Administrator or Community Supplier Administrator roles.
How to Edit a Supplier
Go to the Administration module and select Suppliers.
On the Manage Suppliers tab, use Filters to locate a specific supplier.
Click on the Supplier's Name to open their configuration dashboard.
Profile Tab
The Profile tab contains the foundational identity of the supplier. Click Edit to update details or override information provided by the supplier.
To make changes: Navigate to the supplier profile and click Edit in respective tabs.
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Specialized Tabs: Depending on the supplier type, you may see additional tabs:
Lite Supplier Tab: Specifically for managing vendors who do not have their own Unimarket login.
Integration Tab: Available for suppliers with active technical connections (e.g., cXML or electronic invoicing) to manage data exchange settings.
Company Details
| Field | Definition |
|---|---|
| Supplier ID | The Vendor Number from your finance system. Crucial: This must match your finance system ID to ensure successful integration. |
| Company & Trading Name | The name the supplier "does business as." |
| Legal Business Name | The officially registered legal name of the entity. |
| Business Number (NZBN) | (New Zealand Only) The unique identifier for NZ businesses. |
View Variations
If you see an exclamation mark on the Profile tab, there is a discrepancy between your community’s data and the supplier’s data.
Click View Variations to see the differences.
Click Use Supplier Data if you wish to accept and transfer their information into your records.
Tax Details & About
The Tax Details section displays the official tax registration information provided by the supplier. The information shown is specific to your community's region:
New Zealand Communities: Displays the GST Number (Goods and Services Tax).
Australian Communities: Displays the ABN (Australian Business Number).
United States Communities: Displays both the Tax Identification Type (e.g., EIN or SSN) and the Tax Identification Number (TIN).
Note: These fields will only be populated if the information has been entered by the supplier or manually added during the Lite Supplier creation process. For US-based communities, this information is critical for utilizing the TIN Validation feature to ensure compliance and prevent fraud.
The About section contains general information like UNSPSC categories, regions supplied, company URL, and purchasing agreements
More Actions Menu
The More Actions button provides quick access to high-level management tools.
| Action | Description |
|---|---|
| Supplier Store | Redirects you to the Marketplace view. Use this to verify that the supplier’s logo, description, and products are appearing correctly for your buyers. |
| Disconnect | Terminates the relationship between the supplier and your community. Once disconnected, the supplier can no longer be searched or purchased from by your users. |
| Convert to Registered | Only for Lite Suppliers: To transition a Lite Supplier to a Registered status. Administrators can invite them to register directly from their profile-Convert Lite Supplier to Registered |
Very Important Reminder Note:
Data Overrides: When you edit a field that a supplier also manages, your community's data will take precedence in your local view.
Disconnecting: Disconnecting a supplier does not delete their historical data. You can still access their past orders and invoices via the Transactions or History tabs.
Settings Tab
This tab allows you to override global community settings for a specific supplier.
Purchasing Options
The Purchasing section allows you to customize how your community interacts with a specific supplier. These settings can override community-wide defaults, providing flexibility for unique supplier relationships.
Supplier Purchasing Options
| Field | Description & Utility |
|---|---|
| Buyer Groups | Restricts supplier visibility. Only users within the assigned groups can see and purchase from this supplier. |
| Price Estimate | When enabled, buyers can submit non-catalog requests using an estimated price rather than a fixed quote. |
| Allow RFQ | Enables the Request for Quote functionality, allowing buyers to solicit formal pricing directly from the supplier. |
| Allow Non-Catalog | Permits buyers to create "free-text" orders for items not found in a hosted or punchout catalog. |
| Blanket Orders | Allows the creation of standing orders (Blanket POs) to cover recurring spend over a period of time. |
| Auto-Receiving | If enabled, the system automatically marks orders as "Received" upon approval, bypassing the manual receiving step. |
| Auto-Receive Threshold | Set a maximum dollar value. Only orders below this amount will trigger the auto-receiving function. |
| Supplier Search Terms | Custom keywords that help buyers find this supplier more easily within the Marketplace search. |
| Supplier Tags | Internal labels used to categorize suppliers or provide a "search boost" to preferred vendors. |
| Catalog Approval | When checked, any new or updated catalogs from this supplier must be manually approved by an admin. |
| Payment Term | Overrides the community default to set specific net terms (e.g., Net 30, Due on Receipt) for this vendor. |
| Account Number | Your internal account ID with the supplier. If entered, it will be printed on the PO PDF for the supplier's reference. |
| Justification Type | Assigns a specific justification form that buyers must complete when purchasing from this supplier. |
| Default Contract | Automatically links purchases to a specific existing contract record. |
| Off-Contract Spend |
Controls whether buyers can purchase items not covered by a contract. • Enable/Disable: Forces a specific rule. • Default: Follows your community’s global policy. |
| Manual Escalation | Determines if users with the Escalate Approval role can bypass standard workflows for this supplier. |
Pro-Tip: Use Supplier Search Terms strategically. If a supplier is commonly known by an acronym or a parent company name, adding those as search terms ensures your buyers always find the right profile.
Instructions, Alerts, and Links
Use the Description field to provide specific purchasing instructions that buyers will see on the supplier's Marketplace screen. You can also add custom Alerts and Links for further guidance.
Tax and Payment
The Tax and Payment section provides granular control over how financial transactions are handled for each supplier. By default, these settings align with your community-wide configuration, but they can be customized to meet specific supplier requirements.
- Tax Rate: Defines the specific tax percentage applied to all orders and invoices for this supplier.
- On Account Enabled: When toggled on, buyers are permitted to place orders against an established credit line or account profile with the supplier.
- Shared Credit Card Enabled: Allows buyers to use a pre-defined, community-managed shared credit card for purchases.
- Integrated Credit Card Enabled: This indicates that the supplier is set up for credit card integration. If enabled, secure credit card details can be transmitted directly within the order data to the supplier.
Invoice and Shipping Matching
Matching rules ensure that what you ordered, what you received, and what you are being billed for all align before a payment is authorized.
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Invoice Matching
- These rules define the "tolerance" for discrepancies between the Purchase Order and the Supplier Invoice. If the Community Default is too strict or too lenient for a specific vendor, you can define supplier-specific matching rules here.
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Shipping Matching
- Similar to invoice matching, these settings define the rules for reconciling shipping costs and quantities. Use this section to set specific thresholds for shipping variances if the global community settings do not apply.
Note: For deep-dives into setting specific tolerance percentages and automated workflows. Please refer to our dedicated help articles on Invoice matching configuration and Shipping matching configuration
Contacts Tab
The Contacts tab serves as a directory for all individuals associated with a supplier. It allows you to identify primary points of contact and maintain up-to-date communication channels.
Note: Updating the contact list does not change the email address where Purchase Orders (POs) or system notifications are sent. Routing for those documents is managed exclusively under the Emails tab.
Users with the Community Administrator or Community Supplier Administrator role can unlock deeper customization by enabling the Switch To Advanced Mode toggle.
Once Advanced Mode is active, you can:
Set a Community Default contact for the supplier.
Add or edit contact information on behalf of the supplier.
Adding a New Contact
Click Add Contact.
Fill in the required fields (indicated by a red asterisk *).
Click Add to save, or Add More to continue adding multiple contacts.
Managing Existing Contacts
Use the Actions menu next to any contact to perform the following:
Set as Default: Designate the primary person for community-wide reference.
Edit: Update names, phone numbers, or email addresses.
Delete: Remove outdated or irrelevant contact records.
Pro-tip: If a supplier is unresponsive or unable to access their profile, use Advanced Mode to ensure your internal team has the correct name and phone number for the supplier’s account manager. This keeps your records accurate without waiting for supplier action.
Emails Tab
Displays where specific Unimarket notifications (like POs) are sent.
Note: Changing contacts does not automatically change these routing emails.
Addresses Tab
The Addresses tab is the central location for maintaining a supplier's Physical, Mailing, and Remittance address information. Keeping these records accurate ensures that shipments arrive at the correct location and, more importantly, that payments are directed to the right place.
Advanced Address Management
By default, this tab displays the information provided by the supplier. However, Community Administrators and Supplier Administrators can take full control of these details by enabling the Switch To Advanced Mode toggle.
Adding Remittance Addresses
Once Advanced Mode is enabled, you can manually add specific addresses for payments:
Click Add Address.
A pop-up box will appear. Enter the required information marked with a red asterisk (*).
Click Add to save, or Add More to enter multiple payment locations.
Managing Defaults
If a supplier has multiple addresses, you can specify which one should be used by default for your community. Under the Actions menu, you can select:
Set as Default: Ensures this address is the primary selection for financial transactions.
Edit: Modify existing address lines, cities, or zip codes.
Delete: Remove obsolete address records.
The Importance of the Remittance Address Code
When adding or editing a remittance address, you will see a field for the Code. This is a unique identifier used to link the address in Unimarket to your internal records.
System Alignment: This code must match the address/location codes used in your finance or ERP system (e.g., "LOC01" or "REM-USA").
Invoice Integration: If your community uses automated invoice integration, these codes are vital for ensuring the payment data exports correctly to your finance software.
Integration Tip: If you are unsure of the required formatting for these codes, please consult with your IT/Integration team or reach out to Unimarket Support to ensure your ERP's standards are met.
Documents Tab
Business Classification Sub-Tab: This tab is used to upload details of any certifications, if your W9 business classification qualifies as a diverse organization (e.g., Minority Business Enterprise (MBE)).
Insurance Sub-Tab: This tab is used to upload the supplier's Insurance documents (e.g. COI)
Documents Sub-Tab: This tab is used to upload community-specific files (e.g. signed contracts).
Payments & Transactions Tab
The Payments tab manages bank details and credit card info. Click Edit to update required fields.
The Transactions tab provides quick access to all Requisitions, Orders, and Invoices linked to this supplier.
History Tab
The History tab is a critical tool for accountability and troubleshooting. It provides Community Administrators and Supplier Administrators with a transparent record of every modification and relationship change associated with a supplier.
Audit History Sub-Tab
The Audit History sub-tab tracks specific data changes made to the supplier’s profile by members of your community. This is especially useful for verifying when a Vendor ID was changed or who updated a remittance address.
Customizing your view to find specific entries, you can filter the audit log by:
- Select User: Filter by the specific administrator who made the change.
- From / To Date: Narrow the results to a specific timeframe.
Event History Sub-Tab
While Audit History tracks data changes, the Event History sub-tab tracks the status of the supplier relationship.
This section provides a clear log of:
- Connections: Which user officially connected the supplier to the community.
- Disconnections: Which user removed the supplier's access or ended the trading relationship.
Comments Tab
Used for communication between the community and the supplier.
Note: The email address listed for Supplier Profile Changes will receive a notification whenever the supplier updates their profile information.