The Invoice - All report is the most comprehensive invoicing dataset available in Unimarket. It provides a line-item level view of every invoice loaded into the system, including its accounting distribution, matching status, and variance approval history.
Purpose of the Report
This report is a "master file" for Accounts Payable and Procurement departments. It is used for:
- Full Financial Auditing: Reviewing every invoice processed within a specific timeframe.
- Variance Tracking: Identifying which invoices required manual intervention or "Force Matching" to proceed.
- Spend Analysis: Analyzing expenditure by Category, Account Code, or Supplier.
- Matching Reconciliation: Verifying the status of 3-way matching (Invoice vs. Order vs. Receipt).
- Sample report: Unimarket Invoices All Example
Report Structure and Logic
- Granularity: The report is grouped by Invoice Line Item and Account Code. If a single invoice line is split across multiple accounts, each split will appear as a separate row.
- Inclusions: Includes all invoices regardless of state (Pending, Approved, Paid, or Void).
- Source: Identifies whether the invoice was created by the community or submitted directly by the vendor via the Supplier Created flag.
Best Practices for Use
- Variance Auditing: Use the Variance columns to perform periodic spot checks. High volumes of "Force Matched" invoices may indicate a need for better receiving training for staff or better pricing accuracy from suppliers.
- Accrual Reconciliation: Cross-reference the Receiving State and Matched Date to ensure that invoices are being processed in the correct fiscal period.
- OBO Analysis: Use the On Behalf Of column to see which departments or individuals are the primary drivers of invoice volume, which can help in reallocating AP resources.
- Supplier Performance: Filter by Supplier and Matched Date to see which vendors have the highest "Clean" match rate versus those that frequently trigger variances.
Note: Due to the high volume of data in this report, it is best to run it for specific monthly or quarterly periods. To ensure the export file remains manageable in Excel.
Report Columns and Definitions
Invoice & Process Details
| Column Name | Description |
| Invoice Number | The unique identifier for the invoice. |
| Line Number | The specific line item on the invoice. |
| Order Number | The associated Purchase Order (if applicable). |
| Created / Invoice Date | When the invoice was entered vs. the date on the document. |
| Matched Date | The date the invoice successfully matched with the PO/Receipt. |
| Creator Name / User | The person who entered the invoice into the system. |
| Supplier Created | Indicates if the invoice was submitted via the Supplier Portal. |
Supplier & Product Information
| Column Name | Description |
| Supplier / Vendor ID | The vendor name and their unique ID in your ERP. |
| Product Code / Desc | The itemized details of the goods or services. |
| Category Code / Name | The UNSPSC or internal category classification. |
| Serial Numbers | Any recorded serial numbers for tracked assets. |
Financials & Accounting
| Column Name | Description |
| Quantity / Unit Price | The specific volume and price per unit. |
| Subtotal / Tax / Total | The financial breakdown of the invoice line. |
| Account Code | The General Ledger string where the expense is recorded. |
| Distribution % / Amt | The split details if the line is shared across accounts. |
Variance & Matching Audit Trail (Critical)
This section tracks exceptions where the invoice did not perfectly match the Order or Receipt.
| Column Name | Description |
| Order Variance Approved | Flag indicating if a price/quantity variance was approved. |
| Order Variance Username | The username of the person who approved the order variance. |
| Order Variance Date | The date the order variance was officially approved. |
| Receiving Variance Force Matched | Flag indicating if the invoice was matched despite receiving issues. |
| Receiving Variance Username | The administrator who authorized the force match. |
| Receiving Variance Date | The date the force match was authorized. |