Users with the Community Administrator, View Transactions, or Create Invoices role can view invoices for community Purchase Orders (POs). The community can also configure settings to allow users to view invoices linked to orders they have access to.
Viewing Invoices via the Invoices Module
Navigate: Go to the
Invoicesmodule. The Invoices screen will populate.Direct Search: If your search exactly matches an invoice number, that invoice will open directly.
Default View: By default, the screen displays invoices from the last 90 days. You can customize the date range by selecting the dropdown in the Period field.
Filters and Sorting
Filters: Click the Filters button to access additional filtering options. You can filter by: Invoice or Order number, Period, Supplier, Invoice State, Bill To, and Organization (if multiple Organizations are configured). You can use any combination of these filters. Click Hide to conceal the filters.
Sorting: By default, invoices are sorted by Created Date. You can change the sorting by clicking any of the column headers. Clicking the header again toggles the order between ascending and descending (indicated by an arrow).
Export Invoices
To export the list of invoices currently displayed based on your filters:
Click Export in the top right (next to Filters) and select Export Invoices. This creates a report with all invoices that match the current filters.
Viewing Invoices from an Order
Navigate: Go to the
Marketplacemodule > select Orders.Locate Order: In the Search Order Number field, enter the desired order number.
View Invoices: The desired order screen will populate. Select the Invoices tab to view a list of associated invoices. Click the invoice number to view the specific invoice details.
Invoice States
| State of Invoice | Definition |
|---|---|
| Downloaded | The Invoice has matched and been extracted as part of a Transaction Run. |
| Invoice Accepted | All the invoice lines have matched and the invoice is in an accepted state, ready to pay. |
| On Hold | The invoice exceeds community 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 pending 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, was placed On Hold, and subsequently reviewed and Rejected by the Community. Invoices cannot be changed from the Rejected state. |
Outstanding Receiving: Any invoices against an order that has not yet been received will appear on the Outstanding Receiving list and trigger an email notification for pending receiving to the buyer.
Invoice State Diagram
Determining How an Invoice Was Submitted
Understanding how an invoice entered the Unimarket system is essential for troubleshooting integration errors, auditing departmental spend, and verifying supplier participation. You can determine the submission method by inspecting the Creator field on the invoice record.
Interpreting the "Creator" Field
The text within this field identifies one of three submission scenarios:
Scenario A: Invoice Integration (cXML)
-
What you see:
Tenant System - Meaning: The invoice was sent electronically via an integration (cXML) directly from the supplier’s system. These invoices are automated and usually require no manual data entry by the buyer or the vendor.
Scenario B: Customer/Community User (Manual Entry)
-
What you see:
[User Name](e.g., Jane Doe) - Meaning: The invoice was created manually by a user within your institution.
Scenario C: Supplier Portal Entry
-
What you see:
[User Name] (Supplier Name)(e.g., John Smith (Supplier Inc)) - Meaning: The invoice was created manually by a user on the Supplier's side using the Unimarket Supplier Portal. The supplier name in parentheses indicates they are an external user acting on behalf of the vendor.