Import Invoices

  • Updated

Unimarket provides the ability to import standard order invoices via CSV file. That simplifies the process of entering multiple invoice lines. 

This method is supported for Standard Orders. Retrofit Orders are not supported.

Once uploaded, these invoices will follow the community's established Invoice Matching Configuration for matching and eventual payment.

 

Permissions

  • Users must have the Create Invoices, even with the Community Administrator role.

 

Requirements

  1. A valid order must exist, in Unimarket. For the invoice to post against the order.

  2. The order must be in the Open state. 

    • If the blanket order is in a Closed state. The invoice import will fail. 

 

Tax Code Application During Invoice Imports

When the Tax Amount is included on the invoice template. Unimarket will infer the Tax Code, based on the Tax Amount imported.

Sample Scenario: If you process a Invoice of $100 and Tax of $15. Unimarket will look through the Community for any Tax Rates at 15% (that are available for that type of supplier).

If there is a match, Unimarket will post the Tax Code on the applicable Invoice Line. In the example below, Unimarket matched to the ‘NZ GST’ tax rate.

 

Prepare CSV file for Import

  1. Navigate: Go to the Invoices module.

  2. Initiate Import: Click Import > the Import Invoices pop-up box will appear.

  3. Download Template: Select Download Template (Note: For upload requirements, please select Download Specifications for full details).

 

  1. Complete Template: Enter information in all required fields, utilizing the CSV Template Details below.

  2. Ensure the file is saved as a CSV file.

 

CSV Template Details

All columns in the template are required, though some values can be left blank (indicated by "N" in the Required column).

Field Example Required Notes
Organization Unimarket_ORG Y

The Organization Code, the Blanket order sits within.

Tip: To locate the Organization Code designated to the blanket order, go to the order (in Unimarket) > click on the Organization Unit name hyperlink. 

You will be routed to the Organization Unit screen. The code listed next to Hierarchy is the Organization Code (e.g. Unimarket_ORG). 
Bill To Code 123 Y
  • Listed on the order, on the Bill-to tab (e.g. [B10]). 
  • Insert the value, excluding the brackets.
  • 255 character limit.
Ship To Code 456 Y
  • Listed on the order, on the Ship-to tab (e.g. [UM103]). 
  • Insert the value, excluding the brackets.
  • 255 character limit.
Community Supplier ID UM0000598 Y Listed in the supplier's profile.
Supplier ID S4534 Y

Your supplier (vendor) ID for your ERP.

Note: If the supplier (vendor) ID is not applicable, insert the Community Supplier ID.
Order Number 5665756765 Y 255 character limit.
  Order Line    N   255 character limit and must be a whole number.
Invoice Number INV45333 Y 255 character limit.
Invoice Date 1/10/23 Y The Invoice Date inserted, must be within the Valid From and Valid To dates on the blanket order.
Invoice Subtotal 100 Y Unit Price + Line Amount of all lines for the same invoice number = Invoice Subtotal amount.
Invoice Total 110 Y Unit Price + Line Amount + Invoice Tax + Invoice Shipping + Shipping Tax + Invoice Discount of all lines for the same invoice number = Invoice Total amount.
Invoice Tax 10 Y
  • If Invoice Tax is applicable, the amount will be the same for all lines.
  • If Invoice Tax is not applicable, enter 0.
Invoice Shipping 0 Y
  • If Invoice Shipping is applicable, the amount will be the same for all lines.
  • If Invoice Shipping is not applicable, enter 0.
Shipping Tax 0 Y
  • If Shipping Tax is applicable, the amount will be the same for all lines.
  • If Shipping Tax is not applicable, enter 0.
Invoice Discount .5 N
  • Must be in decimal format
  • Can be set to 0.
Remittance Address    

Enter the Code of a Remittance Address on the Community Supplier record.

If left blank, the Supplier's default Remittance Address is used.

If none exists, the following will occur:

  • For US Customers: An error will occur.

  • For ANZ Customer: Unimarket will ignore, which aligns with the current behavior.
1099 Reporting Code    

Only applies if 1099 Reporting is enabled, within the community.

Must match a 1099 Reporting Code configured in your community. 

If enabled and left blank, the Supplier's default (from Settings tab). If there is not a Supplier's default, the Community Default will be used.

If there is not Supplier and Community Default, an error will occur.
Payment Term    

Only applies if Payment Terms are enabled, within the community.

Must match a Payment Term Code configured in your community. 

If enabled and left blank, the Supplier's default (from Settings tab). If there is not a Supplier's default, the Community Default will be used.

If there is not Supplier and Community Default, an error will occur.
Document Reference       2000 character limit.
Invoice Line 1 Y Repeat the line number if there are multiple distributions (splits).
Product Code   N
  • Can be blank.
  • 255 character limit.
Description Stainless Bolts Y 1024 character limit.
Quantity 1 Y  
UOM EA Y Accepts any valid UOM
Unit Price $100.25 Y The Unit Price, associated with the specific line (exclude dollar sign).
Line Amount $100.25 Y The Line Amount, associated with the specific line (exclude dollar sign).
Line Tax $10.50 Y The Line Tax, associated with the specific line (exclude dollar sign).
Distribution% 100 N

Required if you have multiple distributions (e.g. split lines) for one Invoice Line. 

  • Must be in decimal format.

If not applicable, leave blank.
AcctFormat GLN N

Enter the Account Code Format CODE name. Must match a format in your community.

To locate the Account Code Format CODE name, go to the Administration > Settings > Management > click the hyperlink CODE name (under the column titled CODE) > in the CODE section, copy and paste in upload template.

Note: If left this field is left blank, default accounting from the blanket order will be used.
AcctPart1 C Y, if AcctFormat included.
  • Enter the first account code part of the FOAPAL accounting string on the order (typically, this is a letter).
  • Must match values loaded in your community.
  AcctPart2 125000 Y, if AcctFormat included.
  • Enter the second account code part of the FOAPAL accounting string on the order.
  • Must match values loaded in your community.
  AcctPart3 47050 Y, if AcctFormat included.
  • Enter the third account code part of the FOAPAL accounting string on the order.
  • Must match values loaded in your community.
  AcctPart4 866 Y, if AcctFormat included and applicable.
  • Enter the fourth account code part of the FOAPAL accounting string on the order.
  • Must match values loaded in your community.
  AcctPart5 25 Y, if AcctFormat included and applicable.
  • Enter the fifth account code part of the FOAPAL accounting string on the order.
  • Must match values loaded in your community.

 

Import Prepared CSV Template

  1. Select Browse to upload the file > Click Process Import.

 

  1. The File Processing screen will appear, to view the upload results.

    • If an error occurs, click the Error Report hyperlink to review the error and resolve for re-upload.

    • The help article Invoice Import Errors will assist with troubleshooting the error.

 

View Previously Error Reports

To view previous Error Reports generated during a past invoice import.

  1. Go to the Administration module.
  2. Click File Processing (on the left side panel)
  3. Clear the Period field.
  4. In the Purpose field, select Invoices.
  5. In the State field, click Error.