This guide details the maximum character counts for the most common fillable fields in Unimarket. These limits are designed to balance user flexibility with the database constraints of integrated ERP systems (such as Ellucian Banner).
Procurement & Checkout Fields
These fields are completed by users during the requisitioning and checkout process.
| Field Name | Character Limit |
| Attn (Ship-To/Bill-To) | 35 - 40 Characters |
| Special Instructions | 2,000 Characters |
| Non-Catalog Item Name | 255 Characters |
| Non-Catalog Item Desc. | 2,000 Characters |
| Product Code | 64 Characters |
| Manufacture Part ID | 64 Characters |
| Justification | 4,000 Characters |
| Approved/Declined Reason | 1,000 Characters |
| Reassign Note | 1,000 Characters |
Supplier Management & Profile
Constraints for onboarding new vendors and managing existing profiles.
| Field Name | Character Limit | Usage |
| Supplier Name | 255 Characters | Legal or DBA name. |
| Tax ID / EIN | 20 Characters | Financial identifier. |
| Invite Message | 1,000 Characters | Custom text in the email invitation. |
| Internal Supplier Form | 2,000 Characters | Administrator notes on the profile. |
Supplier Settings Tab
- Account Number: 64 Characters
- Description Box: 1,000 Characters
- Supplier Comments (Last Tab): 2,000 Characters
- Alert Box: 500 Characters (Pop-up alert seen by users)
Item & Catalog Details
Limits for data provided via catalogs or for non-catalog requests.
| Field Name | Character Limit | Context |
| Supplier Part ID (SKU) | 64 Characters | Unique product identifier. |
| Manufacturer Part ID | 64 Characters | OEM identifier. |
| Unit of Measure (UOM) | 32 Characters | e.g., "EA", "BOX", "REAM". |
| Item Level Comments | 2,000 Characters | .../ItemOut/Comments |
Community Created Forms
Limits for elements when building custom request or qualification forms.
| Form Element | Character Limit | Use Case |
| Form Name | 100 Characters | Title of the form. |
| Code Field | 50 Characters | Internal unique ID for the form. |
| Description Field | 500 Characters | Overview shown to users. |
| Help Text | 255 Characters | Short instructions under a field. |
| Help/Information Field | 4,000 Characters | Rich text for detailed guidance. |
| Text Field | 255 Characters | Single-line input. |
| Paragraph Text | 4,000 Characters | Multi-line text/essay input. |
Contracts Module
The Unimarket Contracts module requires specific data entry for auditing, tracking, and searching agreements. Below are the character constraints for the primary contract management fields.
Contract Header Information
These fields define the primary identity of the contract record.
| Field Name | Character Limit | Usage |
| Contract Name | 255 Characters | The primary title of the agreement. Searchability: If names are too long, they may be truncated in standard search result views, though the full data remains in the record. |
| Contract Number | 100 Characters | The unique identifier (Internal or Supplier provided). Searchability: If names are too long, they may be truncated in standard search result views, though the full data remains in the record. |
| Reference | 255 Characters | Secondary identifier or legacy system cross-reference. |
| Description | 4,000 Characters | Summary of the contract scope and purpose. |
| Supplier Name | 255 Characters | Selected from the integrated supplier database. |
Terms, Renewals & Notifications
Fields used to manage the lifecycle and automated alerts of the contract.
| Field Name | Character Limit | Usage |
| Renewal Terms | 2,000 Characters | Description of how the contract renews (e.g., "Auto-renew for 1 year"). |
| Internal Notes | 2,000 Characters | Internal-only comments (not visible to suppliers). |
| Termination Notice | 500 Characters | Brief summary of the notice period requirements. |
Workflow & Approval Fields
Comments and notes generated during the contract approval process.
| Field Name | Character Limit | Usage |
| Workflow Level Name | 100 Characters | Custom name for the approval gate (e.g., "Legal Review"). |
| Approval Comments | 1,000 Characters | Notes added by an approver during sign-off. |
| Decline Reason | 1,000 Characters | Mandatory field when a contract is sent back for edits. |
Contract Forms & Custom Fields
If your community uses Contract Forms to capture additional metadata (e.g., Insurance requirements, HIPAA compliance), the limits follow the standard Community Created Forms logic:
| Form Element | Character Limit |
| Text Field (Single Line) | 255 Characters |
| Paragraph Text | 4,000 Characters |
| Help/Information Field | 4,000 Characters (Rich Text) |
| Help Text (Under field) | 255 Characters |
Document Management
When uploading attachments (PDFs, Word Docs) to the contract record:
- Document Title: 255 Characters.
- Tags/Keywords: 100 Characters per tag (Used for search filtering).
- File Size Limit: Generally 20MB per file (Check your specific community configuration for variations).
Invoicing Module
The Invoicing module handles data from various sources (e.g. Supplier cXML, manual entry). Maintaining these character limits is essential for successful matching and payment processing in your ERP.
Invoice Header Fields
These fields define the high-level metadata for the entire invoice or credit memo.
| Field Name | Character Limit | Usage |
| Supplier Invoice Number | 50 Characters | The unique ID assigned by the vendor. |
| Unimarket Invoice ID | 20 Characters | The system-generated "I-xxxx" reference. |
| Reference Number | 50 Characters | Typically holds the Banner/ERP Invoice Number (I#). |
| Invoice Description | 1,000 Characters | General summary of the invoice contents. |
| Currency Code | 3 Characters | ISO Standard (e.g., USD, CAD). |
Invoice Line Item Fields
Constraints for specific data at the commodity or service line level.
| Field Name | Character Limit | Context |
| Item Description | 2,000 Characters | |
| Supplier Part ID (SKU) | 64 Characters | |
| Manufacturer Part ID | 64 Characters | |
| Unit of Measure (UOM) | 32 Characters | e.g., "EA", "BOX", "HOUR". |
| Line Item Comments | 2,000 Characters | Additional context per line. |
Workflow & Approval Comments
Notes generated during the invoice matching or exception approval process.
| Field Name | Character Limit | Usage |
| Approval Comment | 1,000 Characters | Added by AP or Departmental approvers. |
| Decline Reason | 1,000 Characters | Mandatory for rejected invoices. |
| Internal Notes | 2,000 Characters | Audit-only notes on the invoice record. |
Expenses Module
The Expenses module allows users to submit travel, entertainment, and out-of-pocket spend for reimbursement. Ensuring data stays within these character limits is vital for accurate financial reporting and smooth integration with the ERP's Accounts Payable and General Ledger modules.
Expense Report Header
These fields establish the general context of the reimbursement request.
| Field Name | Character Limit | Usage |
| Expense Report Name | 255 Characters | The primary title (e.g., "NAEP Conference 2024"). |
| Business Purpose | 4,000 Characters | Detailed explanation of why the expense was incurred. |
| Reference | 100 Characters | Internal tracking number or project code. |
| Description | 2,000 Characters | High-level summary of the overall claim. |
Expense Line Item Details
Constraints for specific data entered for each individual receipt or charge.
| Field Name | Character Limit | Context |
| Merchant Name | 255 Characters | The name of the vendor (e.g., "Delta Airlines"). |
| Line Description | 2,000 Characters | Specific details for the line item. |
| Receipt Reference | 100 Characters | Invoice or receipt number from the merchant. |
| Expense Type/Category | 100 Characters | The label for the category (e.g., "Lodging"). |
Approval & Workflow Comments
Notes generated during the review process by supervisors or the Finance office.
| Field Name | Character Limit | Usage |
| Approval Comment | 1,000 Characters | Justification for approving an exception. |
| Decline/Return Reason | 1,000 Characters | Mandatory explanation when a report is sent back. |
| Internal Finance Notes | 2,000 Characters | Notes added by AP/Audit during final review. |
Receipts & Attachments
Digital evidence of spend must adhere to these naming and size constraints:
- Attachment Title: 255 Characters.
- Filename: 255 Characters (Avoid special characters like
#,%, or&). - File Size: 20MB per file (typical).
- Total Report Size: Some communities enforce a 100MB total limit per report for email/integration stability.