This article guides Community Administrators through managing the Procurement module settings, including features for checkout, blanket orders, receiving, and credit card management.
Prerequisites
Role: You must have the Community Administrator role.
Module: The Procurement module must be enabled for your community.
-
Visible Tabs: Features, Management (if Financial Years is enabled) and RFQ Email (if Sourcing is enabled).
Manage Procurement Administration
To access and update your procurement configurations, follow these steps:
Go to the Administration module, click Modules, and select Procurement.
After making changes in any section, scroll to the bottom of the screen and click Save.
Features Tab
General:
Configure the following options to customize your procurement workflow.
Enable Delivery Date: Allows buyers to specify delivery dates on purchase orders during checkout.
Enable Saved Requisitions: Permits users to save a requisition and finish it later.
Enable Price Estimates: Provides price estimate functionality for non-catalog orders, allowing a price range that can be overridden by supplier.
Enable Retrofit Orders & Date: Enables the creation of retrofit orders and allows buyers to specify the order date in checkout.
Non-Catalog Category Required: Forces buyers to provide a UNSPSC category for all non-catalog items.
Enable Line Copying: Allows buyers to copy and edit lines during checkout, useful for splitting lines by quantity.
Enable Reassign Requisitions: Allows buyers to reassign items to other users (within or outside their Organization Unit) during checkout.
Enable Automatic cancellation of Incomplete Requisition: Sets a periodic job to cancel requisitions left in an "Incomplete" state for over two years.
Order Submission availability in Checkout: Determines which supplier types allow the "Do Not Send" option during checkout.
Enable Compare page: Turns on the comparative, at-a-glance shopping feature in the Marketplace.
Blanket Orders
Use these settings to define how blanket orders behave across your community:
Enable Blanket Orders: This activates Blanket Orders across all suppliers, though it can be overridden for individual suppliers if needed.
Enable Release Order Coding: When enabled, this allows buyers to update the account coding for release orders during the checkout process.
-
Release Order Coding Controls: This determines how much flexibility users have with account codes:
All: Users can select any account code they have access to, even if it differs from the code designated on the original blanket order.
Limited: Users are restricted to the account codes designated on the blanket order. Though they can still allocate different codes when splitting costs across lines.
Include Shipping: Enabling this includes the release order shipping amount when deducting funds from the blanket order balance.
Include Tax: Enabling this includes the release order tax amount when deducting funds from the blanket order balance.
Note: To learn more about the Enable Release Order Coding and Release Order Coding Controls settings. Refer to the help article here.
Blanket Tolerance Settings
Use these settings to define the acceptable variance between total invoices and the Blanket Order total.
When enabled, the system will automatically validate invoices against these thresholds. Invoices within the defined limits will bypass the standard approval workflow.
Enable Blanket Order Tolerance: Activate this to apply tolerance settings that compare cumulative invoices against the Blanket Order Total. This allows small discrepancies to process automatically.
Blanket Tolerance Percentage: The percentage by which an invoice can exceed the remaining Blanket Order balance.
Blanket Tolerance Minimum: The minimum dollar value allowed for a discrepancy.
Blanket Tolerance Maximum: The maximum dollar value allowed for a discrepancy before approval is triggered.
Checkout Default Layout
The settings in this section define the initial state of the checkout interface for buyers
Terms and Conditions
Terms and Conditions are managed on a per-organization basis. The available link will redirect the user to the Organizations screen. For additional information, refer to help article Community Terms and Conditions.
Quotes
Configure the following options to automate how quotes are processed.
Once updated, buyers will receive reminders based on your defined timeframe, and quotes will process automatically if the auto-accept feature is enabled.
Auto-Accept Quotes: Enable this to allow supplier quotes to be automatically added to the buyer's shopping cart. Instead of requiring manual review and acceptance.
Reminder Period: Specify the number of hours prior to a quote's expiration, that the buyer will receive an automated reminder email.
Payment
Configure these options to manage how payments are handled during the checkout process.
Stripe is available only to Australian Communities. Please reach out to your Customer Success Manager, to discuss enabling the payment option.
Please note: This must be coordinated with suppliers that accept credit cards. The credit card payment option will only appear for those suppliers that have it enabled. If Stripe is enabled, see the settings for Stripe and how it is displayed to Buyers.
Enable Credit Card: Allows buyers to purchase from suppliers using a credit card during checkout.
Credit Card Approvals: Determines if requisitions paid via credit card require a specific approval workflow.
Enable Shared Credit Cards: Allows Community Administrators to create and manage credit cards that can be used by multiple users.
Shared Credit Card Approvals: Controls the approval requirements specifically for transactions using a shared credit card.
Default Payment Type: Sets the initial payment method displayed to buyers when they enter the checkout screen.
Receiving
Configure the following settings to manage how your community handles order receipts.
Once these settings are saved, the system will automatically manage receipt notifications, auto-receiving logic based on the thresholds and timelines you have defined.
Enable Receiving Date: Allows buyers to set a user-defined receiving date, which is useful for back-dating receipts.
Enable Auto-Receiving: Enables auto-receiving for all suppliers if selected by the buyer during checkout. This can be overridden at the individual supplier level.
Enable Auto-Receiving Threshold: Allows you to set a maximum value for automatic receiving.
Auto-Receiving Threshold: The specific dollar value where orders at or below this amount are auto-received by default.
Enable Invoice Reminder Wait time: Delays receiving reminders for orders with a "Pending Receiving Invoice" by a set number of days.
Invoice Reminder Wait Days: The number of days the system waits after the Order Created Date before sending a reminder.
Enable Open Order Reminder: Sends an email reminder for orders that remain open and are not fully received or manually closed after a set timeframe.
Open Order Reminder Days: The number of days an order must remain open before it triggers a reminder email.
Contract Spend
These settings define the default behavior for purchasing items not associated with a specific contract.
Once you click Save, the updated permissions will be applied to your suppliers. If you chose to update all existing suppliers, their individual settings will be synchronized with your community default immediately.
Allow Off Contract Spend Default: This is the global default to allow or disallow off-contract spend for your suppliers. This can be overridden at the individual supplier level.
Update all existing suppliers with the community default: Selecting this will override any existing supplier-specific settings and apply the community default across all suppliers.
Non-Catalog Settings
The chosen form will immediately apply and will be the primary option for all new non-catalog requisitions, once Save is selected.
- Default Form: Use this setting to select a default Non-Catalog Form from your list of created forms.
Management Tab
The Management tab consists of 2 sections: FYs and Shared Credit Cards.
FY (Financial Year)
If the community has the Financial Years feature enabled, Community Administrators can review and manage the Fiscal Years listed, by referring to help article Managing Financial Years (Fiscal Years) in Unimarket.
Shared Credit Cards
Once Enabled Shared Credit Cards is enabled, Community Administrators can create and manage suppliers using credit card.
To add a new shared credit card to your community, follow these steps:
Select the Management tab.
Click +Add Shared Credit Card.
-
In the pop-up box that appears, enter the required information in all fields marked with a red asterisk.
Optional: To restrict the card to a specific department, select the desired option in the Organization Units field.
Click Add to save the card, or click Add More if you need to enter additional credit cards.
RFQ Email Tab
Communities can customize the RFQ verbiage to suppliers.
Once saved, all future RFQ emails sent from your community will feature the updated text and formatting.
Formatting and Placeholders
When editing the email body, keep the following rules in mind to avoid breaking the email template:
Data Placeholders: Do not remove the
@symbols or alter the capitalized text between them (e.g.,@BUYERNAME@). These are used by the system to insert dynamic information.Markup Options: For formatting options, refer to the guide shown on the right side of the text box.
Markup Help: You can select Help under the text box to view a detailed Markup guide.