If your community has the Payments feature enabled, users can view and upload payment information, enhancing transparency into invoice payment statuses for both community users and suppliers.
View Payments Screen
Users with the Create Invoices, View Transactions, and/or Community Administrator roles can access the Payments screen.
Navigate: Go to the
Invoicesmodule > select Payments.
Search: From this screen, you can search for payments using criteria such as Payment Number, Supplier, Date Range, Invoice Number, and Payment Status.
Payment Status Definitions
| Status | Definition |
|---|---|
| Canceled | Payment has been canceled. |
| Failed | Payment failed. |
| Paid | Payment successfully issued. |
| Paying | Payment is in progress. |
| Delete | Payment no longer visible. |
Upload Payments
Users with the Create Invoices and/or Community Administrator role can upload payment remittance information via a CSV file.
Navigate: Go to the
Invoicesmodule > select Payments.Initiate Upload: Click More Actions > select Upload Payments.
-
Submit File: The
Upload Payment Remittancespop-up box will appear. Select Browse to upload the CSV file > click OK.Download Specification: Will explain what should be entered in the fields, on the template.
Payment Status Terms and Specifications (CSV Template)
| Term | Specifications | Type | Mandatory |
|---|---|---|---|
| Payment Number | The external payment identifier (Payment source, check run, etc...). | Text | Y |
| Transaction Date | The date the payment was made. | Date | Y |
| Payment Operation |
The payment operation: NEW, UPDATE, or DELETE.
|
Value | Y |
| Supplier | The supplier's name. | Text | N |
| Supplier Vendor ID | The supplier external vendor ID. | Text | Y |
| Payment Status |
Actual status: PAID, PAYING, FAILED, CANCELLED, DELETED.
|
Value | Y |
| Payment Method |
Used payment method: ACH_EFT, CASH, CHECK, PCARD, CREDIT_CARD, DEBIT_CARD, VIRTUAL_CARD, GHOST_CARD, WIRE, DRAFT, OTHER.
|
Value | Y |
| Card Type |
Type of card if used: AMEX, VISA, MasterCard, Discover.
|
Value | N |
| Reference | Electronic reference or check number (up to 255 characters). | Text | N |
| Comments | Comments to identify the payment (up to 255 characters). | Text | N |
| Invoice Number | External invoice identifier (typically the supplier's invoice number). | Text | Y |
| Invoice Payment Amount | The amount being paid toward the invoice. | Decimal | Y |
| Currency | Currency of the payment. | Text | Y |
| Invoice Comments | Any comments to identify the invoice. | Text | N |
Post-Upload Payment Visibility
After payments are loaded:
Detailed View: You can click into a payment for more details, including: Invoice number, Payment Date, Payment Method, Status, Amount, References, and Comments.
Invoice Linking: The payment details are posted to the invoices. You can view this by locating the desired payment number on the Payments screen and clicking the invoice number, to be routed to the invoice details.
Supplier Visibility: Suppliers are also able to view this payment information when reviewing their invoices.
Handling Duplicate Invoices:
If the payment file includes a duplicate invoice number and only one is in the Accepted or Downloaded state, that invoice is matched and used.
If neither invoice is Accepted/Downloaded, an error message is returned.
If both invoices are Accepted/Downloaded, an error message stating that multiple invoices were matched is returned.
Unimarket also offers an automatic upload feature to update payment status information. You can contact your Customer Success Manager for details on this.