The Retrofit Invoices feature allows users with the Create Invoices role, to create and submit an invoice. Even if a matching Purchase Order (PO) does not yet exist, in the system.
When this invoice is approved, the system automatically generates a corresponding Retrofit Requisition and a Retrofit (retrospective) Order.
Feature Requirement: To enable Retrofit Invoices for your community, you must contact your Unimarket Customer Success Manager.
Creating a Retrofit Invoice
Navigate: Go to the
Invoicesmodule > select Invoices > click Enter Invoice.
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Select Supplier: In the Supplier field, click the dropdown to choose the desired supplier.
Remittance Address Note: If your community has Remittance Address selection enabled, you must select an address.
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Enter Header Details:
Enter the Invoice Number and Invoice Date in their respective fields.
Confirm the buyer in the Buyer field (use the dropdown to change the buyer if necessary).
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Add Line Items: Click Add Invoice Item . A pop-up will appear.
Insert information in all required fields (marked with a red asterisk).
Select Add. To add additional line items, select Add More.
Contract Note: If the Contracts module is enabled, a Contract field will appear for linking the invoice to an accessible contract.
Shipping/Tax: Key in information in the Shipping field if charges are required. To update shipping tax, click the pencil icon in the Shipping Tax field.
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Submit: Click Create.
Optional: Check the Create Another box next to the Create button if you intend to create another invoice immediately after.
Initial Acceptance and Approval Flow
After submission, the invoice goes through two main stages: initial acceptance and delegated approval.
| Stage | Process | Outcome |
|---|---|---|
| Initial Acceptance | A notification is sent to the Buyer to approve/decline the invoice. The invoice status is Pending Initial Acceptance. | If you select yourself as the Buyer, the invoice is automatically accepted. |
| Delegated Approval | Once accepted, an incomplete requisition is created, and the user is taken to the checkout screen to complete the retrofit requisition. This requisition then routes for approval as per the standard process. | If the requisition is approved, a retrofit order is automatically created and associated with the invoice. If the requisition is rejected, the invoice creator is notified, and the invoice state changes to Invoice Rejected. |
Accepting/Rejecting an Invoice for a Retrofit Order
The Buyer's acceptance or rejection of the invoice can be done in two ways:
From the Tasks Menu
Navigate: Select the
Tasksmenu (in the upper right corner) > click Invoices.
Action: The
Accept/Reject Invoicesscreen will populate with the pending invoice. Click Accept > a pop-up box will appear to select Accept, Reject, or Cancel (no action).
From the Invoice View Screen
Navigate: Go to
Marketplace> select Transactions > click View Invoices.
Search: In the search bar, enter the invoice number.
Action: Select Accept/Reject. A pop-up box will appear to select Accept, Reject (reason required), or Cancel.