The Unimarket General Ledger (GL) module serves as a real-time bridge between Unimarket and your institution's ERP system.
It ensures that while procurement activities (ordering and receiving) happen in Unimarket, your financial system accurately reflects your Commitments (Encumbrances) and Accruals.
How the GL Lifecycle Works
The module automates the financial entries at each stage of the procurement process:
Order Created: Unimarket sends a ledger entry to the ERP, to update the GL with Commitment information.
Item Received: When a buyer receipts an item, another entry is sent to create an Accrual in the ERP.
Invoice Matched: Once the invoice is matched, in Unimarket. The accrual is reversed and the actual AP Invoice, is sent to the ERP for payment.
GL Scenarios and Logic
Unimarket handles complex matching scenarios, to ensure the ERP reflects the correct balances:
| Scenario | Logic Applied |
|---|---|
| Standard | Invoice amount matches or varies slightly from order; the entire accrual is backed out based on quantity. |
| Part Receipt | Only the received portion is accrued; the remaining quantity stays committed. |
| Price Variance | If the invoice price is higher (e.g., via a Force Match), the original accrual is backed out, and the higher invoice amount is recorded. |
| UOM Discrepancy | If a supplier invoices "1 Drum" instead of "20 Liters," the system backs out the accrual relative to the quantity. Closing the order manually is recommended here to release remaining "phantom" accruals. |
Administrative Tools
Ledger View: Administrators can search all transactions by GL account to audit the activity between Unimarket and the ERP.
GRNI Report: The Goods Received Not Invoiced (GRNI) report summarizes accruals for month-end reconciliation, to ensure Unimarket balances match the ERP.
Closing Orders: If an order is partially filled but no further invoices are expected, administrators can Close the order. This action prevents further invoicing and immediately releases any remaining accruals or commitments.
Integration Details
This process happens in real-time, ensuring your ERP is always up to date. For specific technical mapping and field requirements, refer to the Accounting Transaction Request documentation.