Schedule a Recurring Transaction Run

  • Updated

Transaction runs can be scheduled to generate recurring reports automatically and save them to a specific location. This ensures consistent data extraction for your external payment or reporting systems while maintaining a high standard of accuracy.

 

Prerequisites

  • Audience: Users with the Community Administrator or Create Invoices role.

  • Setup: For assistance setting up an FTP endpoint for your transaction runs, contact your Community Administrator or Unimarket Support. To ensure your endpoints are updated.

 

Important Notes

  • Duplicate Prevention: The transaction run ensures invoices cannot be picked up more than once to prevent duplicate payments.

  • Order Status: Each order is only sent once; if an order is later cancelled after being included in a run, no update will be sent.

  • Manual vs. Scheduled: Manual transaction runs created between scheduled runs are only available via manual download and are not automatically sent via sFTP.

 

Schedule a Recurring Transaction Run

  1. Navigate to the Insights module > select Transaction Runs.

  2. Click More Actions > select +Schedule Transaction Run.

 

  1. Complete all required fields marked with a red asterisk. For additional details about the scheduling fields, refer to the table below.

 

Scheduling Fields

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

Choose the specific transaction type you wish to report on.

  • Invoice Transaction Run: Captures matched invoices or expenses for payment processing.

  • Order Transaction Run: Gathers data for Open, Closed, and Cancelled orders not yet assigned to a run. 

    • Note: Each order is sent only once; if an order is cancelled after its initial run, no update is sent.

  • Supplier Transaction Run: Gathers data on new, updated, or disconnected suppliers. Refer to help article Supplier Transaction Run for additional information.

  • Expense Transaction Run: Collects data specifically for approved expense claims.
Exclude/Include Choose to exclude specific suppliers (default is blank) or include only selected suppliers.
Supplier Select a specific supplier or leave blank if you do not want to exclude any.
Connected Suppliers Only When checked, only currently connected suppliers are reported.
Organizations Select specific organizations to report on or leave blank for all.
Supplier Access Filter by Public (accessible by all) or Internal (internal use only) suppliers.
Invoice Date Type Filter by Created Date or Invoice Date.
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 Where to send the reports after generating the transaction run. Contact Unimarket Support for help getting this list updated.

 

  1. Dependent upon the Transaction Type selected, click +Edit Report Details 

  2. Select +Add Report.

 

  1. In the Report field, select the applicable report type.

  2. The Filename Template field, will auto-select a name for the generated report. For additional information, refer to the table above.

  3. In the Endpoint field, select the destination where the completed reports should be sent.

 

  1. Click Add > select OK.

  2. Select Add, to submit the scheduled transaction run.

 

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.

 

Copy/Edit Recurring Transaction Run

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

 

Delete Existing Recurring Transaction Run

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