A Transaction Run is used to allocate matched invoices, expenses, or orders to a specific numbered run. This process is essential when extracting data to upload into an external system for payment or reporting.
The system ensures that records cannot be picked up more than once to prevent duplicate payments and will only include records not yet part of an existing run.
Prerequisites
Audience: Users with the Community Administrator or Create Invoices role.
Invoice State: Invoices must be in a Matched state (matched to the original order) to be included.
Limits & Notes
Duplicate Prevention: Invoices already allocated to a run cannot be picked up again.
Export Format: Downloaded transaction runs are provided in CSV format.
Transaction Run Types
Invoice Transaction Run: Captures matched invoices or expenses for payment processing.
Supplier Transaction Run: Gathers data on new suppliers, updated supplier details, and suppliers who have been disconnected from the community.
Order Transaction Run: Captures data for Open, Closed, and Cancelled orders not yet assigned to a run.
Note: Each order is sent only once. For example, if an order is included in a run when created and later cancelled, a cancellation update will not be sent.
Expense Transaction Run: Collects data specifically for approved expense claims.
Create a Transaction Run
Go to the Insights module > Transaction Runs (on the left side panel).
Click More Actions and select +Create Transaction Run.
Configure the fields as desired.
Click Create. A notification will appear at the top of the screen.
Downloading the Result
- Select Transaction Runs (on the left side panel) > click the Transaction Runs tab.
- Monitor the State column.
- Once the state reaches Processed, select Actions.
- View: Leads to the specific Transaction Run screen to review additional technical details and status.
- Download: Allows you to download the report in CSV format for use in Excel or your ERP.
Field Definitions
Ensure you select the correct parameters to capture the specific invoice data required for your external system.
| Field | Description |
|---|---|
| Date From/Date To | Filters invoices based on the selected Invoice Date Type. Leave these blank to capture all unallocated invoices regardless of date. |
| Invoice Date Type | Determines the date logic used for the run, such as the date the invoice was created in the system or the date listed on the invoice itself. |
| Supplier Access | Select Public for suppliers accessible by all customers or Internal for internal-use-only suppliers. Leave blank to include both. |
| Exclude/Include | Use Exclude to remove specific suppliers from the report or Include to limit the report only to the selected suppliers. |
| Supplier | Search and select a specific supplier to include or exclude. |
| Connected Suppliers Only | Check this box to restrict the report to suppliers that are currently connected to your community. |
| Organizations | Select specific organizations within your community to report on, or leave blank for all organizations. |
| Transaction Type | If your community utilizes multiple transaction types (e.g., expenses vs. invoices), select the specific type for this run. |
Key Notes on Date Ranges
Open (No Date Range): If you leave the date fields blank, the system picks up all invoices based on the Invoice Date Type that have not yet been allocated to a run.
Hybrid Range: You can enter only a Date From to get all invoices from a specific start point to the current date, or only a Date To to capture everything from the beginning of your community use up to a specific end date.
View or Download Previous Runs
Go to the Insights module > Transaction Runs.
Use the Created Date field to select a range, then click Actions
Select View to see transaction types or Download for the CSV file.
Transaction Runs to an sFTP
Scheduled transaction runs can be automatically delivered to a dedicated sFTP. While the system generates these automatically, you can manually resend a file if needed:
Navigate to the Insights module > Transaction Runs (on the left side panel).
Click the Transaction Runs tab.
Locate the desired run, click Actions, and select Resend.
Note: If you create a manual transaction run between scheduled runs, the file will capture only new changes since the last run. These manual changes are only available via manual download and are not sent via sFTP.