Transaction Runs

A Transaction Run is used to allocate matched invoices (or expenses), to a specific numbered transaction Run.

Matched is the state of an invoice that has matched the original order. For additional information refer to help articles Viewing Invoices and Invoice Module Administration.

When extracting invoice information to upload into an external system for payment. The transaction run ensures:

• Invoices cannot be picked up more than once, to prevent any being paid twice and
• Will only pick up invoices that are not yet part of an existing transaction run.

Users with the Community Administrator or Create Invoices role can:

• Create a transaction run
• Review invoice information and/or
• Download all transaction runs

 

Create a Transaction Run

To create a transaction run, go to the Insights module > select Transaction Runs > click More Actions > select +Create Transaction Run.

 

The Create Transaction Run pop-up box will appear.

Each field description and details are listed below.

 

Filename Template: A filename template for the generated scheduled report. The name can be edited to suit the needs of the user and allows a few variable terms to be used. This means the variable term entered is automatically replaced with the matching piece of data. Please see the examples below:

• ${runDate(PATTERN)} - Transaction Run generated date, replace "PATTERN" with a date/time formatting:
  • • • MM-dd-yyyy_HH_mm_ss - Will be replaced with 06-01-2018_02_22_39
      • yyyy-MMM-dd-hhm - Will be replaced with 2018-Jun-01-0225
• ${runNumber} - Will be replaced with the Transaction Run number
• ${randomNumber} - Will be replaced with a random number
• ${reportName} - Will be replaced with the Transaction Run Report name

Example template:
TransactionRun_${reportName}_Date-${runDate(YY-MM-dd_hh-m-s)} -> Generated as TransactionRun_ReportName_Date-18-06-16_02-46-19.csv

 

Date From/Date To fields: Transaction runs can be created with or without a date range depending on the needs:

• By using a date range - if you specify a date range for the transaction run it will pick up invoices based on what option you select in the drop down list for 'Invoice Date Type' during the creation of the run.
• Created Date - if you select this option it will pick up invoices created (entered in Unimarket) within the date range you have chosen, i.e. if you create a transaction run for 1 June-30 June it will pick up all invoices created within that date range, as long as the invoices haven't already been allocated to a transaction run.
• Invoice Date - if you select this option it will pick up invoices with an invoice date within the date range you have chosen, i.e. if you create a transaction run for 1 June-30 June it will be pick up all invoices with an invoice date within that date range, as long as the invoices haven't already been allocated to a transaction run.
• Open (i.e. no date range) - if you choose not to select any date range and leave the date fields blank when creating the transaction run it will pick up all invoices based on what option you have selected in the drop down list (Created Date/Invoice Date).
• Hybrid - you can select either a start date or an end date depending on what information you are after:

Scenarios:

• If the user want all invoices from when the community started using Unimarket, until the Year-End date, in Date From field, leave blank > in the Date To field, select the desired end date.
• If the user want all invoices from a specific date until the current date, in the Date From field enter the desired start date > in the Date To field, leave blank.

Note: For both scenarios, the system will pick up any invoices not yet allocated to a transaction run.

 

Supplier Access - Select either suppliers that are accessible by all customers on Unimarket (Public) or on internal use only suppliers (Internal). Leave blank to report on all.

Exclude: The scheduled transaction run will contain records for all suppliers except for those selected. The filed is blank by default. 

Include: The scheduled transaction run will only contain records for the selected supplier. 

Supplier: Select a desired supplier or leave blank, if you don't want to exclude any suppliers.

Connected Suppliers Only: Checking the box will ensure only currently connected suppliers are reported on. Unchecking the box will report on all suppliers.

Organizations: Select specific organizations to report on or leave blank to report on all.

Transaction Type: If your community uses more than one type of transaction, you will need to select the type you wish to report on.

Invoice Date Type: Choose from the available options provided.

 

Once completed, select Create > a notification box will appear at the top of the screen.

 

Select Transaction Runs on the left side panel.

Click the Transaction Runs tab > once the file is in the Processed state > click Actions > select Download.

 

View/Download Previous Transaction Runs

Go to the Insights module > click Transaction Runs > in the Created Date field, select the desired range > click Actions > select View or Download.

• View will lead the user to the Transaction Run screen, to view a list of the transaction types.
• Download will allow the user to download the CSV format file.

 

Recurring Scheduled Transaction Runs

Transaction runs can be scheduled to run recurring reports, that will automatically run and save to a specific location.

To schedule a recurring scheduled transaction runs, go to the Insights module > select Transaction Runs > click More Actions > select +Schedule Transaction Run.

 

The Schedule Transaction Run pop-up box will appear to insert the desired.

Each field description and details are listed below.

 

Name: Enter the desired name of run.

Days: Select the day or days of the week that you would like this report to run. You can use this in combination with Run Time, to do something like "Every Monday & Wednesday at 8am."

Run Time: Select the time of day you would like this report to run. If you would like this report to run at multiple times of the day, select  to add additional times. 

Email Addresses: Where to send the reports notification after generating the transaction run.

Transaction Type: If your community uses more than one type of transaction, you will need to select the type you wish to report on.

Exclude: The scheduled transaction run will contain records for all suppliers except for those selected. The filed is blank by default. 

Include: The scheduled transaction run will only contain records for the selected supplier.  

Supplier: Select a desired supplier or leave blank, if you don't want to exclude any suppliers.

Connected Suppliers Only: Checking the box will ensure only currently connected suppliers are reported on. Unchecking the box will report on all suppliers.

Organizations: Select specific organizations to report on or leave blank to report on all.

Supplier Access: Select the desired option or leave blank to report on all. Public is for suppliers that are accessible by all customers and Internal are suppliers for internal user only.

 

Once completed, select +Edit Report Details > click Add Report.

 

In the Report field, select the applicable report. 

The Filename Template field, will auto-select a filename for the generated scheduled report.

In the Endpoint field, select from the available options, where to send the completed reports. Contact Unimarket Support for help getting this list updated. For assistance setting up an FTP endpoint for your transaction runs, contact your Administrator.

Select Add. To add additional reports, click Add More.

Select OK > click Add. To schedule additional transaction runs, select Add More.

 

Transaction Runs to an sFTP

When creating a scheduled transaction run, these can be automatically sent to a dedicated sFTP.

The transaction run itself will generate as mentioned above and can be sent directly to the customer, by going to the Insights module > select Transaction Runs.

Click the Transaction Runs tab > locate the desired transaction run > select Actions > click Resend.

Note: If a manual transaction run is created between scheduled transactions run, the file will only pick any new changes since the last run. And is only available on the manual download. The changes are not separately sent via sFTP.

 

Supplier Transaction Run

The Supplier Transaction Run gathers data of new suppliers, updated suppliers and those who have been disconnected from the community.

For additional information, refer to help article Supplier Transaction Run.

 

Order Transaction Run

The Order Transaction Run gathers data of Open, Closed, and Cancelled orders that has not been assigned to a transaction run. 

Note: Each order will only be sent once, so when the order is created it will be included in a transaction run. If it is later cancelled, no update will be sent.

 

Expense Transaction Run

The Expense Transaction Run gathers data of approved expense claims.