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.
Additionally, users assigned to org units have visibility to the orders within their designated org unit(s).
Org units are created, assigned approval chains, and assigned to users from the Manage Organizations screen.
Org units can be used to drive delegated approvals.
| Note: For additional information on how approvals work or setting up approvals, refer to help article How Approvals Work and Setup & Manage Approvals. |
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.
Users with the Community Administrator role can view and manage org units.
Manually Add A New Organization Unit
To add a new organization unit, go to the Administration module > select Organizations > click More Actions > click +Add Organization Unit.
A pop-up box will appear > in the Code field, insert the desired information. The code is used for internal reporting purposes only.
In the Name field, add the desired org unit name (e.g. IT or Finance).
| Note: Parenthesis will appear around the code if the name and code are different. |
If the org unit added is a top tier unit (e.g. your Community name), leave the Parent field blank.
If the added org unit sits below a top tier, add the relevant parent org unit in the Parent field.
If the user would like to add an approval chain to the new org unit, in the Approval Chains field > add the desired option.
Once completed, select Add. To add additional org units, click Add More.
Download Current Org Units
If the Community Administrator prefers to export current org units to edit or add a new org unit, go the the Administration module > select Organizations > click More Actions > select Download Org Units.
A pop-up box will appear > select the "here" hyperlink.
The Background Jobs screen will populate > on the file is in a Finished state > click Download to receive the CSV format file.
The columns in the file are as follows:
| Column | Type | Mandatory | Length | Comments |
| Name | Text | Y | 255 | The name of the organization unit. |
| Parent | Text | N | 255 | Must reference the name of another organization unit. Leaving this blank will make this a top-level organization unit. |
| Approval Chains | Text | N | The Approval Chain must already be created in Unimarket. You can separate multiple approval chains with a comma (e.g. Approval Chain 1,Approval Chain 2). |
Upload Org Units
| Note: All existing organization units will be deleted and replaced with the content of the new upload file. |
To import org units into Unimarket > make sure the file is saved in CSV file format > go to the Administration module > select Organizations > click More Actions > select Upload Org Units.
A pop-up box will appear > click Browse > select the desired file > click OK.
Assign Users to Org Units
| Note: Only Org Units that have a parent, can have users added. Top tier Org Units cannot be assigned users. |
To assign users to an org unit, go to the Administration module > select Organizations > click the desired org unit name.
Select the Users tab > click +Add Users > a pop-up box will appear > in the Users to Add field, insert the desired user(s) > click Add.
Restrict Account Codes by Organization Unit
Communities can restrict Account Codes by organization unit to buyers.
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.
To modify the account codes, go to the Administration module > select Organizations > click the desired org unit name.
Click the Account Codes tab > uncheck the option for Allow All Account Codes > select +Add Account Code Pattern.
A pop-up box will appear > in the Type column, select Any, Range or Single Value for each part of the account code format:
- Any: (i.e. wildcard)
- Range: Letters are sorted alphabetically (e.g. A < B). Numbers are sorted smallest to largest (e.g. 500 < 600).
- Single Value: Matches a single value
Once completed, select Add. To add additional account codes, select Add More.
For picklist account codes, where users select from a supplied list of accounts. Only the accounts the user's org unit has access to will appear.
For regular expression account codes, where users must manually enter an account code. Any account code outside of their allowed range, will result in an error. Stating the user does not have access to the entered account code.
Delete Child Organization Unit
In rare cases where the Child Organization Unit is no longer in use, they can be deleted.
However, it is very important to know: when deleting the Child Organization Unit, it will be removed from future reporting and from filters, within Unimarket.
| Note: Before deleting a Child Organization Unit, we recommended reaching out to your Unimarket Customer Success Manager, for further guidance. |
As an alternative, to maintain the Child Organization Unit, while still denoting that it's no longer in use. The name of the Child Organization Unit can be changed to include the term "Discontinued."