Invoices can reach a community through three primary methods: supplier integration (B2B), direct entry by the supplier using the Invoice Order functionality, or traditional paper/email submission processed. By the community's AP team using the Community Invoice Order functionality.
Community Invoice Order (PO Flip)
The Community Invoice Order (PO Flip) functionality allows users with the Create Invoice or Create Buyer Invoice role to generate electronic invoices by taking an existing Purchase Order (PO) and "flipping" it into an invoice format for submission and matching.
There are three ways to create an invoice in Unimarket:
From Order (PO Flip)
Without an Existing Order in Unimarket (creating a retrofit order)
From Non-Invoice Orders.
Matching Status Definitions
The View Invoice screen displays the summary of the matching process status:
| State of Invoice | Definition |
|---|---|
| Downloaded | The invoice has matched and been extracted as part of a Transaction Run. |
| Invoice Accepted | All invoice lines have matched, and the invoice is in an accepted state, ready for payment. |
| On Hold | The invoice submitted by the supplier exceeds the community's set tolerances and was placed On Hold for review and further action by a user with the Create Invoice role. |
| Pending Delegated Approval | The invoice has been accepted by the buyer and routed for delegated approval; it is currently awaiting action by the delegated approver. |
| Pending Initial Acceptance | The invoice relates to a retrofit or blanket order and is awaiting acceptance by the buyer and creation of a requisition for approval. |
| Pending Order Acceptance | The invoice was placed On Hold due to matching exceptions and has been sent to the buyer or requester for review and acceptance. |
| Pending Receiving | The items on the order have not been received by the buyer. Matching will reprocess once the buyer receives the item(s). |
| Canceled | The invoice creator cancelled the invoice before it was approved. |
| Invoice Rejected | The invoice contained matching exceptions and was placed On Hold. The exceptions have been reviewed and Rejected by the Community. Invoices cannot be changed from the Rejected state. |
Discounts and Credit Invoices
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Discounts on Invoices: If enabled, the invoice screens will display the Gross Total, a Discount Field, and the Net Total (payable amount). The discount is shown on the invoice record and PDF.
Note: Invoice matching and any retrofit requisitions are still based on the Gross Total amount, not the discounted amount.
Credit/Retrofit Invoices: Users must have the Create Invoices role to create either a Credit Invoice or a Retrofit Invoice.