In Unimarket, Organization Units (Org Units) are hierarchical structures used to mirror your institution's departments. They are primarily used for managing user visibility, spend allocation, and account code restrictions.

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.

Managing Org Units

Only users with the Community Administrator role can manage these structures. Navigate to the Administration module > Organizations to begin.

Adding an Org Unit Manually

• Action: Select More Actions > +Add Organization Unit.

• Details: Enter a Name (e.g., IT) and a Code (used for internal reporting).

• Hierarchy: If this unit sits under another department, select the Parent unit. Leave blank to make it a "top-tier" unit.

• Approvals: You can assign specific Approval Chains to the unit here if your community routes approvals by department.

• Once completed, select Add.

Important Technical Notes for CSV File Uploads

Full Replacement Warning: Importing this CSV file is a "destructive" action. The system will delete all existing organization units and replace them entirely with the contents of your file. Always export your current structure as a backup before importing a new version.

• File Format: Ensure the file is saved in CSV (Comma Separated Values) format.

• Character Limits: The Name and Parent fields are strictly limited to 255 characters.

Bulk Managing via CSV

You can download your current structure to make bulk edits.

• Export: Select More Actions > Download Org Units > click the here hyperlink.

• Update the file, utilizing the CSV Column Dictionary and Structural Requirements information below.

• Upload: Select More Actions > Upload Org Units > select Browse to upload the file and click OK.

 

CSV Column Dictionary

Column Header	Type	Mandatory	Max Length	Comments
Name	Text	Yes	255	The unique name of the organization unit (e.g., "Information Technology").
Parent	Text	No	255	Must reference the exact Name of an existing organization unit. Leave this blank to create a Top-Level (Root) unit.
Approval Chains	Text	No	N/A	The name(s) of existing approval chains. Separate multiple chains with a comma (e.g., Chain A, Chain B).

Structural Requirements

• Hierarchy Logic: To build a multi-level structure, you must ensure the "Parent" listed in your file matches a "Name" either already in the system or appearing elsewhere in your upload file.

• Approval Chains: The chains you reference in the Approval Chains column must already exist in the Unimarket system before you perform the upload. If the system cannot find a matching chain name, that specific field may fail to import.

• Top-Tier Units: These are the "roots" of your hierarchy. You can have multiple top-tier units; simply leave their Parent column empty. Remember that users cannot be assigned directly to these top-tier units.

 

Assigning Users to Org Units

Assigning users allows them to see orders within that department and ensures their spend is tracked correctly.

• Constraint: You can only assign users to Child units (those with a parent). Top-tier units cannot have users assigned to them.

1. Go to the Administration module > Select Organizations and Click the desired Org Unit Name.

2. Users tab > +Add Users > add the desired user, in the Users to Add field and select Add. 

Restricting Account Codes

Administrators can limit which GL codes appear for buyers in specific departments.

1. Go to the Administration module > Organizations > Click the Org Unit Name.

2. Account Codes tab > Uncheck Allow All Account Codes.

3. Click +Add Account Code Pattern.

4. Define the pattern using Any (wildcard), Range, or Single Value and select Add.

   • 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.

Deleting or Discontinuing Units

Deleting a child unit removes it from future reporting and filters, within Unimarket. Because of this, it is rarely recommended.

Note: Before deleting a Child Organization Unit, we recommended reaching out to your Unimarket Customer Success Manager, for further guidance.

• Recommendation: Instead of deleting, rename the unit to include the word "Discontinued" to maintain historical data while preventing future use.