Schedule a Recurring Supplier Transaction Run

  • Updated

Scheduled Supplier Transaction Runs automate the delivery of supplier data—capturing new, updated, or disconnected records at specific intervals. This is the gold standard for institutions looking to keep their ERP Supplier Master File in sync with Unimarket data (without manual intervention).

This specific run captures three key types of activity:

  • New Suppliers: Recently added to your community.
  • Updated Suppliers: Existing records with modified details (e.g., new bank account or address).
  • Disconnected Suppliers: Vendors who are no longer authorized for business in your community.

 

Required Roles

To create or manage Supplier Transaction Runs, you must have one of the following roles:

  • Community Administrator
  • View Transactions
  • Create Invoices

 

Important Data Notes

  • Audit Trail: Every supplier record captures a "Last Updated Date," which allows you to verify when specific changes were synchronized.
  • Persistence: Each report is stored based on when it was last run. However, it is a best practice to download and archive these files if they are used for financial audits.
  • Incremental Data: Because transaction runs often focus on changes, ensure your date range overlaps slightly with your previous run to ensure no updates are missed during high-activity periods.

  • Run Behavior (for Recurring Supplier Transaction Runs): If the transaction run has never been ran. The first time, the file will be large and show all supplier updates. Going forward, the next transaction run report will show updates from the last run date. 

 

Access Schedule Transaction Run Screen

  1. Navigate to the Insights module.
  2. Select the Schedules tab.
  3. Click More Actions > +Schedule Transaction Run.

 

  1. A pop-up box will appear, to enter all fields marked with a red asterisk.
  2. Once completed, click Add.

 

Field Description
Name Enter the desired name for the recurring run.
Days Select the day(s) of the week for the report to run (e.g., Every Monday & Wednesday).
Run Time Select the time(s) of day for the report to run. You can add multiple times per day.
Email Addresses The destination for report notifications after the transaction run is generated.
Transaction Type Click the dropdown and select Supplier.
  Version Control

If your community utilizes multiple integration schemas. Select the specific data format required by your ERP. Note: Existing Transaction Runs will retain the customer's current version.

  • When Version 1 is selected, the report should not contain the Supplier State column.

  • When Version 2 is selected, the report should contain the Supplier State column.

  • When Version 3 is selected, the report should contain the Community Supplier ID and Buyer Groups columns.
  Filename Template

When creating the run, you can use variables to ensure the file name provides context about the data it contains.

Available Variables:

  • ${reportName}: Inserts the name of the Transaction Run Report.
  • ${runDate(PATTERN)}: Inserts the generation timestamp.
    • Example Pattern: YY-MM-dd_hh-mm-ss
  • ${runNumber}: Inserts the sequential number of the transaction run.
  • ${randomNumber}: Generates a unique random string (useful for avoiding filename collisions).

Example Template Logic:

TransactionRun_${reportName}_Date-${runDate(YY-MM-dd_hh-m-s)}

Result: TransactionRun_SupplierMaster_Date-25-12-24_02-46-19.csv
  Endpoint (optional) Where to send the reports after generating the transaction run. Contact Unimarket Support for help getting this list updated.

 

Best Practices for Automation

  • Aligning with ERP Jobs: Coordinate the Run Time with your ERP's import schedule. If your ERP pulls data at 2:00 AM, schedule the Unimarket Run for 1:00 AM.
  • Notification Routing: Use a shared mailbox (e.g., AP_Team@university.edu) for the Email Addresses field so the notification isn't lost if an individual is out of the office.
  • Testing the Filter: Always perform a "One-Time Transaction Run" with these exact filters before setting the schedule to ensure the output matches your ERP's requirements.
  • sFTP Delivery: If your institution uses a secure file transfer, ensure the Endpoint is set to your sFTP folder to allow for "Zero-Touch" data ingestion.

Note:

Scheduled runs are subject to the same 18-month data retention policy as manual reports. Ensure your institution is archiving these files externally if longer audit trails are required.

 

Supplier Export Data Dictionary

This data dictionary defines the structure and content of the Unimarket Supplier Export (Transaction Run). This file is typically used to sync supplier master data, tax information, and banking details. Between Unimarket and an institutional ERP or Finance system.

 

Core Identity & Status

Column Heading Description
A Unimarket ID The unique Supplier UUID (Universal Unique Identifier).
B Supplier ID The specific ID assigned to the supplier.
C Supplier State Indicates the current connection state: Connected, Pending, or Disconnected.
D Update Status Indicates the current connection state: Connected, Updated, or Disconnected.
  E Last Updated Date Date/Timestamp of the most recent modification to the supplier profile.
G Supplier Type Classification of the supplier: Lite, Registered, or Premium.
H Profile Type Categorization: Company/Organization or Individual.

 

Business & Legal Information

Column Heading Description
F Company or Trading Name Primary name (optional for individuals).
I / J First / Last Name Populates only if the profile type is Individual.
K Legal Business Name Formal legal entity name.
L Business Number NZ-specific business identifier (Max: 255 chars).
M Tax Registered Boolean indicator (Yes/No).
N Tax Identification Type US-specific (W9): SSN or EIN.
O Tax Number / ABN The specific tax or Australian Business Number (Max: 255 chars).
P Tax Rate The numerical rate (retrieved from Supplier or Community level).
Q Currency Valid 3-letter currency code (e.g., USD).
R Default Category Default UNSPSC code (Max: 8 chars).
S Default Contract Associated Contract ID.
T Supplier Tags Comma-separated list of metadata tags.

 

Contact & Communication

Column Heading Description
U Contact Person Name of the default contact.
V Contact Phone Phone number for the default contact.
W Contact Email Email address for the default contact.
X Default Email Primary system-wide email.
Y Invoicing Email Specific address for invoice-related correspondence.
Z Order Email Address where Purchase Orders are sent.
AA Remittance Email Address for payment advice/remittance notifications.

 

Address Information

The export provides three distinct address types. Lines 2 and 3 capture additional overflow data.

Remittance Address (AB - AI)

  • Used for where payments or payment advice should be directed.
  • Includes Name, Lines 1-3, City, State/Region, Zip/Postcode (Max 20 chars), and Country.

Physical Address (AJ - AP)

  • The primary physical location of the supplier.
  • Includes Lines 1-3, City, State/Region, Zip/Postcode (Max 20 chars), and Country.

Mailing Address (AQ - AW)

  • The designated postal address for the supplier.
  • Includes Lines 1-3, City, State/Region, Zip/Postcode (Max 20 chars), and Country.

 

Banking & Payment Details

Column Heading Description
AX Payment Term Code The default terms (e.g., NET30).
AY Bank Account Country The country where the bank account is held.
AZ Bank Name The name of the financial institution.
AZ Branch Address The physical address of the bank branch.
BA Bank Account Name The name registered to the bank account.
BB Bank Account Type Checking or Savings.
BC Deposit Format CCD, CTX, or Unspecified.
BD Bank Account Number The actual account number for electronic transfers.
BE Bank Account Currency 3-letter currency code for the account.
BF Bank Account Verification Indicates if verification was provided (Yes/No).
BG Bank SWIFT Code Required for international transfers (Max 255 chars).
BH Bank IBAN Code Required for international transfers (Max 255 chars).
BI Credit Card Accepted Boolean indicator (Yes/No).
BJ Stripe Enabled Indicates if Stripe processing is active (Yes/No).
BK Form Field Name Populates based on custom form fields used by the community.

 

Technical Usage Notes

  • Format: The export is a standard CSV file.
  • Character Limits: Pay close attention to columns like Zip/Postcode (20 chars) and Bank/Tax Codes (255 chars) to prevent truncation when importing into your ERP.
  • Logical Defaults: Several fields (Tax Rate, Payment Terms) will fallback to Community-level defaults if they are not specifically defined at the Supplier level.

 

Copy/Edit Existing Scheduled Supplier Transaction Run

  1. Navigate to the Insights module.
  2. Select the Schedules tab.
  3. Locate the desired existing scheduled Supplier Transaction Run.
  4. Select Actions.
  5. Click Copy or Edit.

 

Delete Existing Scheduled Supplier Transaction Run

  1. Go to the Insights module.
  2. Select the Schedules tab.
  3. Locate the desired existing scheduled Supplier Transaction Run.
  4. Select Actions.
  5. Click Delete.
  6. A pop-up box will appear, to confirm by selecting OK.