A Supplier Transaction Run is the primary mechanism for extracting supplier master data from Unimarket to sync with your institutional ERP or Finance system. 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.

Create a One-Time Supplier Transaction Run

If you need an immediate export of supplier data outside of a recurring schedule, follow these steps:

1. Navigate to the Insights module.
2. Select Transaction Runs on the left-hand panel.
3. Click More Actions in the upper right corner and select +Create Transaction Run.

4. Configure the filters (Date range, Supplier access, etc.) and set your Filename Template, utilizing the information below.
5. Select Create. A notification will appear at the top of the screen confirming the job has started.

Filename Templates Field

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

Date Range Parameters

• Date From / Date To: Defines the specific window of time for the data extraction. For recurring schedules, these are often replaced by "Relative" dates (e.g., Last 24 Hours or Last 7 Days) to capture only the most recent updates.

Supplier Access Field

• Supplier Access:
  • Public: Includes suppliers available to the entire Unimarket network (standard vendors).
  • Internal: Includes suppliers created specifically for your community's internal use only.
  • Note: Leave blank to report on both types.
• Connected Suppliers Only:
  • Checked: Only reports on suppliers that currently have an active connection with your community.
  • Unchecked: Reports on all suppliers in your directory, regardless of their connection state.

Supplier Filtering Logic

You can control the scope of the report using either a "Blacklist" or "Whitelist" approach:

Organizations & Transaction Type Fields

• Organizations: Filter the report to only include suppliers associated with specific sub-organizations within your institution. Leave blank to capture the entire community.
• Transaction Type: If your community utilizes multiple data schemas or integration formats, use this field to select the specific "Supplier Update" or "Transaction" type required for your endpoint.

Downloading the Result

1. On the Transaction Runs (on the left side panel), click the Transaction Runs tab.
2. Monitor the State column.
3. 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.

Schedule a Supplier Transaction Run

Scheduled 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.

Access and Navigation

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

4. A pop-up box will appear, to enter all fields marked with a red asterisk.

Schedule Settings

These fields define the frequency and notification path for your automated data export:

Technical & Connection Filters

These fields define which supplier records are pulled into the file.

• 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: This field will auto-select a name for the generated report.

• Endpoint: Select the destination where the completed reports should be sent. Refer to information below under title Best Practices for Automation.

5. Once completed, click Add.

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

Business & Legal Information

Contact & Communication

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

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.