Create & Manage an Internal Store

  • Updated

An Internal Store allows organizations to offer internally provided goods or services through Unimarket, such as redistributed office furniture, PPE, print services, or other internal offerings. Before making an Internal Store available in Production, we recommend creating and testing it in Demo first.

 

Option 1: Access Internal Store From Within the Community

Prerequisites

Requirements Details
Access to Internal Store From within the community's Demo and Prod, using the Switch function. When the Switch User Edit setting is enabled, within the community.
Premium Supplier Status The managing user must be upgrade the Internal Store to Premium, to create/manage hosted catalog(s).
Unimarket Configuration

Unimarket Support or your Unimarket Customer Success Manager must configure Internal Store, by assigning it as an Owning Community. 

Note: Once the Internal Store is designated as an Owning Community. The configuration cannot be reversed. The workaround would be to set-up a new Internal Store, using Option 2 (mentioned below). 

  • Notify the Unimarket Support team and
  • The managing user access the Internal Store, to download the current catalogs in Prod (if not applicable, in Demo). By utilizing, help article Export (Download) a Catalog File.
Permissions

A managing user must have the Community Supplier Administrator role. 

To review the access granted to Community Supplier Administrators, review help article Unimarket User Roles.

 

Step 1a: Community Administrator - Create an Internal Store in Demo

  1. Within your Demo community, a Community Administrator must create and send a supplier registration invitation. To the user who will be managing the Internal Store.

 

Step 2a: Managing User - Complete Registration for Internal Store in Demo

  1. Once you have been given the green light from the Community Administrator. Click on the registration link issued and complete the registration using this help article Registering a New Company Supplier Profile. During registration, the user should enter an appropriate supplier name (e.g. PPE Store, Office Furniture Store, or Print Services Store).
  2. Upgrade the Internal Store to Premium.
  3. Verify the Internal Store configuration, from within the Community's Demo environment.
    • Navigate to Administration module > click Suppliers.
    • Locate the Internal Store (i.e. supplier profile).
    • Click on the Internal Store's name > select More Actions.
    • Click Manage. 
      • This provides the ability to switch into the Internal store from within the community's Demo. When the Switch User Edit setting is enabled.
  1. Ask Community Administrator to reach out to Unimarket Support team.

 

Step 3a: Community Administrator - Reach out to Unimarket Support

  1. Contact the Unimarket Support team or your Customer Success Manager (Note: Please provide the exact Internal Store's profile namem in Demo). 
    • Request that the Premium Internal Store be assigned as an Owning Community on the backend.

 

Step 4a: Managing User - Add a Hosted Catalog to Demo Internal Store

  1. Within your Demo community, navigate to Administration module > click Suppliers.
  2. Locate the Internal Store (i.e. supplier profile).
  3. Click on the Internal Store's name > select More Actions.
  4. Click Manage. 
  5. Create a catalog.

IMPORTANT Note: If an error occurs at the time of uploading your file. The items will not be added to the catalog, until no errors occur. Error resolution is listed under titled named "Error Resolution" on Create a Standard (Hosted) Catalog or Create a Level 2 Catalog.

If you need to leave the catalog upload process momentarily and return. You can view error(s) that occurred by going to Catalogs > Catalogs in Progress.

  1. A Community Administrator must connect the supplier profile, review/approve the catalog and add a Buyer Group, from within the Community's Demo.
    • After the Community Administrator has completed a test order. You can view the order within the Internal Store, using help article View/Export Orders.

 

Step 5a: Community Administrator - Connect Supplier, Accept Catalog, Assign Buyer Group & Test the Hosted Catalog, in Demo

  1. A Community Administrator must connect the supplier profile, review/approve the catalog and add a Buyer Group, from within the Community's Demo.
  2. Before moving the catalog to Prod, perform a test requisition to confirm:
Validation Check Expected Result
Item Visibility Products and services appear correctly in search results.
Pricing Pricing displays as expected.
Requisition Creation Users can add items to requisitions successfully.
Approval Workflow Requisitions follow the expected approval process.
Ordering Experience End-to-end procurement process functions correctly.

 

Step 6a: Managing User - Export (Download) the Hosted Catalog from Demo to Prod

Once testing is successful and the community is ready to create an Internal Store, in Prod.

  1. Within your Demo community, navigate to Administration module > click Suppliers.
  2. Locate the Internal Store (i.e. supplier profile).
  3. Click on the Internal Store's name > select More Actions. 
  4. Select Manage.
  5. Export the Demo hosted catalog.

 

Step 7a: Community Administrator - Create an Internal Store, in Prod

Once testing is successful and the community is ready to create an Internal Store, in Prod.

  1. Within your Prod community, a Community Administrator must create and send a supplier registration invitation. To the user who will be managing the Internal Store.
  2. Contact the Unimarket Support team or your Customer Success Manager (Note: Please provide the exact Internal Store's profile name, in Demo). 
    • Request that the Premium Internal Store be assigned as an Owning Community on the backend.

 

Step 8a: Managing User - Complete Supplier Registration for Internal Store, in Prod

  1. Click on the registration link issued and complete the registration using this help article Registering a New Company Supplier Profile. During registration, the user should enter an appropriate supplier name (e.g. PPE Store, Office Furniture Store, or Print Services Store).
  2. Upgrade the Internal Store to Premium.
  3. Ask the Community Administrator if the Unimarket Support team has confirmed. The Internal Store has been configured as an Owning Community, before going to step 4.
  4. Verify the Internal Store configuration, from within the community's Prod environment.
    • Navigate to Administration module > click Suppliers.
    • Locate the Internal Store (i.e. supplier profile).
    • Click on the Internal Store's name > select More Actions.
    • Click Manage. 
      • This provides the ability to switch into the Internal store from within the community's Prod. When the Switch User Edit setting is enabled.

 

 

Step 9a: Managing User - Import (Upload) the Demo Hosted Catalog into Prod

  1. Ask your Community Administrator to connect the Internal Store, in Demo. Before proceeding forward with creating your catalog.
  2. Within your community's Prod, navigate to the Administration module > click Suppliers.
  3. Click on the Internal Store's name > select More Actions. 
  4. Click Manage.
  5. Create a catalog.
  6. A Community Administrator must connect the supplier profile, review/approve the catalog and add a Buyer Group, from within the community's Prod. To confirm products, pricing, and availability are correct. Before making the catalog available to end users, in the Marketplace.

 

Step 10a: Community Administrator - Connect Supplier, Accept Catalog & Assign Buyer Group in Prod, for Marketplace Usage by Buyers

  1. A Community Administrator must connect the supplier profile, review/approve the catalog and add a Buyer Group, from within the Community's Prod.

 

Results

After completing these steps:

  • An Internal Store is configured within your community.
  • A hosted catalog has been created and tested in Demo.
  • The catalog has been migrated to Production.
  • Internal goods and services can be ordered through standard procurement workflows.

 

Step 11a: Managing User - Update/Manage Catalog, in the Future:

 

Option 2: Access Internal Store From Supplier Login Portal

Important Note: This option if the Community Supplier Administrator role is not preferred, for the users who will manage the catalog. To review the access granted to Community Supplier Administrators, review help article Unimarket User Roles.

 

Prerequisites

Requirements Details
Access Internal Store

The managing user must access the Internal Store (Demo and Prod) from the Supplier Login Portal (external).

Login Assistance: If you need assistance with accessing your Internal Store, in Demo or Prod. Please reach out to the Unimarket Support team.

If you receive an SSO error message when attempting to access the Demo supplier login screen. Please clear cache > clear browsing history > try an Incognito/Private window to rule out stale session cookies > and access the supplier login screen using the URL above. If the issue still persists, please reach out to the Unimarket Support team.
Premium Supplier Status The user must be upgrade the Internal Store to Premium, to create/manage hosted catalog(s).
Unimarket Configuration

No Configuration is required, by Unimarket Support or your Customer Success Manager. However, we do need to be informed to ensure the Internal Store does not go on the billing list.

A Community Administrator must issue a new supplier registration link for Demo and Prod. So, the managing us can complete the supplier registration, to create a new supplier profile.
Permissions Multiple users can exist within the profile. To access the Internal Store via Supplier Login Portal (in Demo and Prod). 

 

Step 1b: Community Administrator - Create an Internal Store in Demo

  1. Within your Demo community, a Community Administrator must create and send a supplier registration invitation. To the user who will be managing the Internal Store.

 

Step 2b: Managing User - Complete Registration for Internal Demo Store

  1. Click on the registration link issued and complete the registration using this help article Registering a New Company Supplier Profile. During registration, the user should enter an appropriate supplier name (e.g. PPE Store, Office Furniture Store, or Print Services Store).

IMPORTANT Note: 2FA Set-up is not required, for Demo. To access your Internal Store in Demo, use your email address and password.

  1. Upgrade the Internal Store to Premium.
  2. If the community desires multiple managing users, this help article Create & Manage Users.

Note: The user access invitation will be sent to the users. 2FA Set-up is not required, for Demo. The users' email address and password is only required, when logging into the Demo Internal Store.

 

Step 3b: Managing User - Add a Hosted Catalog to Demo Internal Store

  1. Ask your Community Administrator to connect the Internal Store, in Demo. Before proceeding forward with creating your catalog.
  2. Login to supplier.unimarket-demo.com.
  3. Enter your email address and password.
  4. Create a catalog.

IMPORTANT Note: If an error occurs at the time of uploading your file. The items will not be added to the catalog, until no errors occur. Error resolution is listed under titled named "Error Resolution" on Create a Standard (Hosted) Catalog or Create a Level 2 Catalog.

If you need to leave the catalog upload process momentarily and return. You can view error(s) that occurred by going to Catalogs > Catalogs in Progress.

  1. A Community Administrator must connect the supplier profile, review/approve the catalog and add a Buyer Group, from within the Community's Demo.
    • After the Community Administrator has completed a test order. You can view the order within the Internal Store, using help article View/Export Orders.

 

Step 4b: Community Administrator - Connect Supplier, Accept Catalog & Test the Hosted Catalog in Demo

  1. A Community Administrator must connect the supplier profile, review/approve the catalog and add a Buyer Group, from within the Community's Demo.
  2. Before moving the catalog to Production, perform a test requisition to confirm:
Validation Check Expected Result
Item Visibility Products and services appear correctly in search results.
Pricing Pricing displays as expected.
Requisition Creation Users can add items to requisitions successfully.
Approval Workflow Requisitions follow the expected approval process.
Ordering Experience End-to-end procurement process functions correctly.

 

Step 5b: Community Administrator - Create an Internal Store, in Prod

Once testing is successful and the community is ready to create an Internal Store, in Prod.

  1. Within your Prod community, a Community Administrator must create and send a supplier registration invitation. To the user who will be managing the Internal Store.

 

Step 6b: Managing User - Complete Supplier Registration for Internal Store, in Prod

  1. Click on the registration link issued and complete the registration using this help article Registering a New Company Supplier Profile. During registration, the user should enter an appropriate supplier name (e.g. PPE Store, Office Furniture Store, or Print Services Store).
  2. Upgrade the Internal Store to Premium.
  3. Logout of your profile and log back in to setup the 2FA login method,
  4. Enter email address and password (Note: If you do not know the password, please use the Reset Password on the supplier login screen) 
  5. You will be prompted to complete the Mandatory 2FA (Two-Factor Authentication) process. To successfully log into your profile. 
  6. To set-up your 2FA, this help article will assist: Set-up Two-Factor Authentication (2FA) for Supplier Profile Access

Important Note: If you opt into receiving the one-time code via QR (within the Authenticator app) or SMS text message. That will be your preferred method going forward, each time logging into your Unimarket supplier profile.  

  

For additional information regarding Two-Factor Authentication (2FA), please refer to help articles: Receiving Two-Factor Authentication (2FA) One-Time Code via SMS message and 2FA (Two-Factor Authentication) Log-in Troubleshooting/FAQs 

 

Note: If you need assistance with resetting your 2FA, to access your Internal Store. Please reach out to the Unimarket Support team.

 

Step 7b: Managing User - Export (Download) the Hosted Catalog from Demo to Prod

  1. Login to supplier.unimarket-demo.com.
  2. Enter your email address and password.
  3. Export the Demo hosted catalog.

 

Step 8b: Managing User - Import (Upload) the Demo Hosted Catalog into Prod

  1. Ask your Community Administrator to connect the Internal Store, in Prod. Before proceeding forward with creating your catalog.
  2. Login to: Supplier Portal (US)  
  3. Enter email address and password (Note: If you do not know the password, please use the Reset Password on the supplier login screen) 
  4. You will be prompted to complete the Mandatory 2FA (Two-Factor Authentication) process.
  5. Create a catalog.
  6. A Community Administrator must connect the supplier profile, review/approve the catalog and add a Buyer Group, from within the community's Prod. To confirm products, pricing, and availability are correct. Before making the catalog available to end users, in the Marketplace.

 

Step 9b: Community Administrator - Connect Supplier, Accept Catalog & Assign Buyer Group in Prod, for Marketplace Usage by Buyers

  1. A Community Administrator must connect the supplier profile, review/approve the catalog and add a Buyer Group, from within the community's Prod.

 

Results

After completing these steps:

  • An Internal Store is configured within your community.
  • A hosted catalog has been created and tested in Demo.
  • The catalog has been migrated to Production.
  • Internal goods and services can be ordered through standard procurement workflows.

 

Step 10b: Managing User: Update/Manage Catalog, in the Future:

  1. Login to: Supplier Portal (US)  
  2. Enter email address and password (Note: If you do not know the password, please use the Reset Password on the supplier login screen) 
  3. You will be prompted to complete the Mandatory 2FA (Two-Factor Authentication) process.
  4. The help article Export (Download) a Catalog File will assist with updating the catalog.
  5. Update/Manage Catalogs:

 

Troubleshooting

Issue Resolution
Cannot access the Manage option Verify the supplier has been converted to an Internal Store. By reaching out to the Unimarket Support team.
User cannot manage the Internal Store Confirm the user has the Supplier Administrator role.
Internal Store does not appear as expected Verify the Owning Community has been assigned correctly. Reach out to the Unimarket Support team.
Catalog cannot be uploaded Confirm the catalog file format is valid and contains the required data.
Changes do not appear in Production Verify the updated catalog has been uploaded and approved, in the Production environment.