The Invoice Inbox is a central Unimarket feature, that allows suppliers and communities to submit invoices electronically via a dedicated email address. This capability provides Accounts Payable (AP) users with the Create Invoices role, the ability to process invoices easily by linking invoices to an order. Either, automatically (by referencing the order number in the email subject) or manually.
Feature Note: The Invoice Inbox is not enabled automatically; communities must contact their Unimarket Customer Success Manager to request enablement.
Setting Insight: If Buyers Can Invoice Orders is enabled and either:
- An invoice arrives and is automatically linked to an order; or
- It is manually linked to an order or a buyer by a user, with the Create Invoices role
The buyer will receive an email asking them to review the invoice. For more additional information refer to help article Invoice Inbox - Buyers.
Invoice Inbox Overview and Access
Users with the Create Invoices role can access the Inbox by navigating to the Invoices module and selecting Inbox.
Key Features of the Invoice Inbox
| Feature | Description |
|---|---|
| Dedicated Email Address | Each customer receives a unique email address for suppliers to send their invoices. |
| Linking to a PO | The system reads the email subject line for an existing PO number and links the "invoice stub" to it, facilitating quick invoice creation. If no PO is found, Unimarket may assign the last supplier used from the email address. |
| Order Versions | If Order Versions are enabled, the invoice will link to the latest version of the order (e.g., PO 251/2). |
| Supplier Email Recognition | Unimarket learns to recognize the email address a supplier uses and will automatically link the invoice stub to that supplier, even if the PO number is missing. |
| Invoice Inbox Visibility | Inboxes can be set to be visible to all users with the Create Invoices role, or to specific users with that role (requiring manual updates as staff changes). If the community chooses "Specific Users", manual update as staff changes happen. If the community selects for all users to see the inbox, any new users with the Create Invoices option will gain access to that specific inbox. |
| Multiple Inboxes | Communities can create multiple invoice inboxes and set one as the default. |
| Spam Filtering | Spam filtering is automatically enabled, and administrators can adjust the spam threshold. |
Search, Filter, and Views
Filters: You can filter by State, Tag, Supplier, Date Range. If Buyers Can Invoice Order is enabled, you can also filter by assignee.
Search: Search is supported by supplier name, supplier ID, order number, email address, email subject, attachment file name, or date.
Views: You can adjust the display to Compact or Detailed. Detailed view shows extra information like Tags, Subject Line, and the Attachment.
Invoice Stub States
The State field defines the status of an invoice stub:
Ready: The invoice stub is ready to be converted into an invoice.
Deleted: The invoice stub has been deleted (and is not visible in the default view).
Invoice Created: The invoice stub was successfully turned into an invoice (a link to the created invoice is retained).
Actions Available in the Invoice Inbox
For each entry, the following options are available on the right side:
Create Invoice: Takes you to the Invoice Order screen to submit an invoice against a PO. Provided the stub is linked to an order that is ready to be invoiced.
More Actions: Navigates to a menu of additional actions (see details below).
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Split: Allows manual splitting of entries with two or more attachments (if Automatically Split Attachments is disabled). A second inbox entry is created for the split attachment.
If your community has the feature turned on to allow Buyers to Invoice Orders, and the invoice has been assigned to you to process, you will receive an email notification advising you of this from the email address setup in the community settings under Invoicing.
More Actions Sub-Menu
| Action | Description |
|---|---|
| Reassign | Allows users to reassign invoice stubs to other users in the Community. |
| Manage Tags | Used to add Tags to the invoice stub to help manage entries (e.g., assigning AP review responsibility). |
| Allocate Supplier | Allows assignment of a supplier if the stub arrived without PO information. This is not available if a PO is already assigned. |
| Add Note | Allows users to add a note to the Invoice Stub for reference, visible to all users with Inbox access. |
| Delete | Deletes the invoice stub, moving it to the Deleted state (requires specific search to view). |
| Move to Inbox | Allows users with multiple inbox access to move invoices between them, including a note for reference. |
Invoice Inbox Attachments Rules
The following rules apply to attachments received in the Invoice Inbox:
Attachments must be over 30 KB (for DOC, XLS, XLSX, DOCX, and PDF file extensions).
Files over 50 MB will be automatically deleted and will not be visible in the Inbox, regardless of file extension.
Files smaller than 30 KB will be automatically deleted and will not be visible, unless they are one of the accepted file extensions listed above.
Dangerous files will be quarantined and removed.