Upload Invoices Using a CSV

  • Updated

Unimarket provides the ability to upload standard order invoices in a CSV format through the User Interface (UI), which simplifies the process of entering multiple invoice lines. This method is supported for Standard Orders and Blanket Orders, but Retrofit Orders are not supported.

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

Role Requirement: Users must have the Create Invoice or Community Administrator role to view the import option.

 

Requirements for CSV Upload

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

  2. The order must be in the Open State (the upload will fail if the order is Closed).

 

Procedure to Upload Invoices

  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: Populate all required and applicable fields in the template.

  2. Upload File: Ensure the file is saved as a CSV file > select Browse to upload the file.

  3. Process: Click Process Import.

 

  1. Monitor Status: The status of the upload can be tracked by navigating to the Administration module > select File Processing.

 

CSV Template Details

The template requires all columns, but some values can be left blank (indicated by "N" in the Required column).

Field Example Required Notes
Organization Unimarket_ORG Y

Organization Code.

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

You will be routed to the Organization Unit screen. The code (e.g. Unimarket_ORG) listed next to Hierarchy is the Organization Code. 
Bill To Code 123 Y

Listed on the order, on the Bill-to tab (e.g. [B10]). 

Insert the value, excluding the brackets.
Ship To Code 456 Y

Listed on the order, on the Ship-to tab (e.g. [UM103]). 

Insert the value, excluding the brackets.
Community Supplier ID UM01234 Y Listed in the supplier's profile.
Supplier ID S4444 Y

Your supplier (vendor) ID for your ERP.

Note: If the supplier (vendor) ID is not applicable, insert the Community Supplier ID.
Order Number 566777 Y Standard order number the invoice is posted against.
Order Line 1 Y Required when invoicing a standard order; this is the PO line number.
Invoice Number INV987 Y  
Invoice Date 16/01/24 Y  
Invoice Subtotal 100 Y  
Invoice Total 110 Y Enter the value listed on the PO (excluding dollar symbol).
Invoice Tax 10 Y Enter the value listed on the PO (excluding dollar symbol).
Invoice Shipping 0 Y Can be set to 0.
Shipping Tax 0 Y Can be set to 0.
Invoice Discount 0 Y Can be set to 0.
Invoice Line 1 Y

The value entered under the Line column, on the PO.

If there are multiple (splits) distributions, insert the value under the Line column on the PO.
Product Code   N Can be blank.
Description Stainless Bolts Y  
Quantity 1 Y  
UOM EA Y Enter UOM listed on PO.
Unit Price 100 Y Enter exact Unit Price, listed on PO (excluding dollar symbol).
Line Amount 100 Y Enter exact Subtotal, listed on PO (excluding dollar symbol).
Line Tax 10 Y

Enter exact Line Tax, listed on PO (excluding dollar symbol).

If no, Line Tax enter 0.
Distribution% 100 N Required only for multiple distributions for one Invoice Line.
AcctFormat GLN N Account coding is only applicable to Blanket Orders.
AcctPart1 1 N Account coding is only applicable to Blanket Orders.
AcctPart2 1 N Account coding is only applicable to Blanket Orders.
AcctPart3 100 N Account coding is only applicable to Blanket Orders.
AcctPart4 18312 N Account coding is only applicable to Blanket Orders.

Consolidated Invoicing

The upload file supports the processing of consolidated invoices, defined as a single invoice attributed to more than one purchase order, provided the community has this feature enabled.

The file format is consistent and can contain both Blanket Orders and Standard Orders within a single file.

 

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