Organization Units (Org Units) can be hierarchical, very similar to communities departmental structure.
All users should be assigned one or more organization units (within Unimarket). So, their spend can be allocated to the correct org unit.
The assigned org unit does not impact how spend is classified within the community's ERP system.
Spend within the community's ERP system is solely based on the GL (FOAPAL) accounting string entered on the Checkout screen and on the PO lines, not the organization unit.
Other uses for Organization Units
View (Orders) Sharing (optional)
View Sharing is a feature that allows users to see all POs in their organization unit, except any marked as sensitive.
The benefit of this feature is to allow departments visibility of orders for their group. As well as, the spend data within the group. With a hierarchical structure, the departmental heads can easily see all orders from the Org Units that can be managed.
Receiving Sharing (optional)
Receiving Sharing is a feature that allows users to manage receiving on all POs in their organization unit, except any marked as sensitive.
With this feature disabled, only the Buyer or Browser can perform the receiving action on the PO.
Procurement Dashboard
Users will have access to a Procurement Dashboard within the Reports module.
An Org Unit can be chosen to view the spend data on the dashboard. If a user chooses a parent Org Unit, the child Org Units will be included in the data.
Reporting
Users can export orders for their Org Units, either individually or for all Org Units they belong to.
| Note: For additional information, refer to help article order exports. |
Shopping Lists
This feature provides users the ability to create a shopping list with commonly ordered items from Hosted Catalog Items, Roundtrip Items, and/or Non-Catalog Items. Users can share the shopping list to those user within their organization unit.
User Management
All users should be assigned one or more organization unit to allocate their spend to the correct org unit. Only Org Units that have a parent can have users added to them. So the top tier org units cannot be assigned users.
Account Code Restriction
In many cases, a community will want to limit the GL accounting codes users can see when checking out a requisition.
If Allow All Account Codes setting is disabled, Community Administrator can designate specific account codes (or a range of account codes) that buyers of each Org Unit, can access.
This feature is useful if communities desires specific departments, to utilize specific account codes.
Approvals by Org Unit (not recommended)
Approvals will be routed based on the buyer's Org Unit (this can be done for requisitions, invoices and/or expenses).
If the buyer belongs to multiple Org Units, they will select the appropriate one during the checkout process.
Each buyer is tied to an Organization or Org Unit, that Org Unit is tied to one or more approval chains containing a hierarchy of approvers (each with an approval level). If there is more than one approval chain the buyer selects the correct one when creating the requisition.
Contracts
When creating a Contract, you can assign the “owning” Org Unit. That will give all users in that Org Unit visibility to the Contract, without needing to be a member.
Communities can limit who can purchase against a contract with the Purchasing Org Units. To ensure only the specified user(s) within a selected Purchasing Org Unit, can:
- Create a requisition for the contracted supplier
- On the Checkout screen, link the contract for spend tracking and
- Enter select the Purchasing Org Unit