Upload 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 loaded against a blanket order, these invoices are 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.

 

Requirements 

  • Upload Options: 

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

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

 

Supported Scenarios

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.

 

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).

 

Prepare CSV file for Upload

  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. Ensure the file is saved as a CSV file.

  3. Upload file options:

    • In Unimarket: Select Browse to upload the file > Click Process Import.

    • Via SFTP File processing: Refer to help article sFTP File Automation process. 

 

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 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.
  • 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
  • Blanket order number.
  • 255 character limit.
  Order Line   N
  • Blanket order number
  • 255 character limit and must be a whole number.
Invoice Number INV45333 Y 255 character limit.
Invoice Date 1/10/23 Y  
Invoice Subtotal 100 Y  
Invoice Total 110 Y Enter the value listed on the Release Order (excluding dollar symbol).
Invoice Tax 10 Y Enter the value listed on the Release Order (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 Release Order.
  • If there are multiple (splits) distributions, insert the value under the Line column on the Release Order.
Product Code   N
  • Can be blank.
  • 255 character limit.
Description Stainless Bolts Y 1024 character limit.
Quantity 1 Y  
UOM EA Y Enter UOM listed on Release Order.
Unit Price 100 Y Enter exact Unit Price, listed on Release Order (excluding dollar symbol).
Line Amount 100 Y Enter exact Subtotal, listed on Release Order (excluding dollar symbol).
Line Tax 10 Y

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

  • If no, Line Tax enter 0.
Distribution% 100 N Required if you have multiple distributions for one Invoice Line. If not applicable, leave blank.
AcctFormat GLN N

Account code format CODE. Must match a format in your community.

Note: If left blank, default accounting from the blanket order will be used.
AcctPart1 1 N
  • Account coding is only applicable to Blanket Orders. 
  • Must match values loaded in your community.
AcctPart2 1 N
  • Account coding is only applicable to Blanket Orders. 
  • Must match values loaded in your community.
AcctPart3 100 N
  • Account coding is only applicable to Blanket Orders. 
  • Must match values loaded in your community.
AcctPart4 18312 N
  • Account coding is only applicable to Blanket Orders. 
  • Must match values loaded in your community.