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

1. Go to the Insights module > Transaction Runs (on the left side panel).

2. Click More Actions and select +Create Transaction Run.

3. Configure the fields as desired. 

4. Click Create. A notification will appear at the top of the screen.

 

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. 

 

Locating an Expense Claim's Transaction Run

1. Identify the "Downloaded" State

The first sign that an expense claim has been picked up in a Transaction Run, is the Downloaded status. The transaction run includes the specific expense claim number. And the data has been transmitted to your ERP or Payroll system for payment.

• Go to the Expenses module.
• Enter the desired expense claim number, in the Search Name/Number field.
• Click the "X", in the Period field.
• Select the Search icon.

 

2. Check the History (The Audit Trail)

The History of the individual expense claim is the most reliable place, to find the specific timestamp of a Transaction Run.

• Open the specific Expense Claim.
• Click the History hyperlink.
• In the Approval Process Instance field, select the dropdown to click the Current step.

 

• Look for last Approved action (performed by the approver) > document the date/time.

Note: The date/time of this state corresponds to the exact moment, the Expense Transaction Run was generated by Unimarket, and sent to the customer's ERP.

 

3. Locate Transaction Run

• Navigate to the Insights module > Transaction Runs.
• Look for the Transaction Run associated with the date/time the expense claim was last approved.
• Once located, select Actions > View.
• Select the Expenses tab, to confirm the expense claim is located within the specified Transaction Run.

 

View or Download Previous Runs

1. Go to the Insights module > Transaction Runs.

2. Use the Created Date field to select a range, then click Actions

3. 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:

1. Navigate to the Insights module > Transaction Runs (on the left side panel).

2. Click the Transaction Runs tab.

3. 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.

What's Next/Related

• Troubleshooting Expense File