Import Blanket Order Invoices

  • Updated

Invoices for blanket orders can be uploaded in a CSV file format, within Unimarket or via sFTP File Automation (streamlines the entry of invoice lines).

Once the invoice(s) are applied, against a blanket order:

  • The invoice(s) is placed in the Pending Acceptance state and 

  • Must be reviewed by the blanket order owner(s), before matching and payment.

 

Permissions

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

 

Import Options

 

Requirements 

  • Batching: The CSV template supports uploading multiple invoices, at once.

  • Order Type: All invoices in the file, must relate to a blanket order.

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

  • The blanket order must be in the Open state. 

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

 

Supported Scenarios

Within a Single CSV File

  • Multiple blanket orders for the same supplier and/or different suppliers.

  • Multiple invoices for a single blanket order.

  • Both invoices and credit invoices are supported, but they must be unique (see below).

Not Permitted

  • A single invoice (e.g., INV123) that references more than one blanket order.

  • A single invoice reference containing both a positive and negative amount (i.e., mixed lines against a single invoice).

Credit/Debit Note Handling: If an invoice (e.g., Inv-123) has a credit line and a positive amount line, it must be separated into two different uploads.

 

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.
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.