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 (or 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 0101 Y Organization Code.
Bill To Code 123 Y .
Ship To Code 456 Y .
Community Supplier ID UM01234 Y Unimarket's unique ID for the supplier. Note: Either this OR Supplier ID is required.
Supplier ID S4444 Y Your supplier (vendor) ID for your ERP. Note: Either this OR Community Supplier ID is required.
Order Number 566777 Y Standard order number the invoice is posted against.
Order Line 1 N 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 .
Invoice Tax 10 Y .
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 Repeat this line number if there are multiple distributions (splits).
Product Code   N Can be blank.
Description Stainless Bolts Y .
Quantity 1 Y .
UOM EA Y Accepts any valid UOM.
Unit Price 100 Y .
Line Amount 100 Y .
Line Tax 10 Y .
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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