Users can view orders placed between their community and suppliers, utilizing the Orders view screen.
Additionally, users can attach documents for internal view only, once the purchase order is sent.
For Buyers, the orders viewed may be limited to orders placed by them and/or other users in their designated Organization Unit.
To learn how to change the Buyer default settings, refer to user/buyer search filter default help article.
Watch this short video on how to View and Export Orders or read below for additional details:
View Orders Screen Overview
To view the Orders screen, go to the Marketplace module > click Orders.
The Orders view screen will populate to view orders created in the last 90 days (Period filter default).
By default, the Search function is set to search by Order Number. To search for a specific item, select the dropdown next to Orders > click Items. When searching for an item, a list of related orders will appear with the item listed just below the order number.
The Created Date is defaulted to the last 90 days and can be changed, by selecting the dropdown in the Created Date field.
Additionally, your search can be customized, by clicking Filters on the right side of the screen.
Once Filters is selected, these additional fields will populate:
Supplier, Order Type, Buyer, Receiving. If applicable, Has Accepted Invoice, Organization Unit, Work Order, Order State, Payment Method.
Users can also filter the list to only show Goods Received Not Invoiced (GRNI) or Commitments orders, utilizing the Views field.
Columns on the Orders screen can also be used for Sorting.
The available columns to sort the Orders are:
- Order: Orders listed in numerical order
- Receiving: Status when order was receiving was actioned by the community, in Unimarket
- Type: By type A-Z and vice versa (e.g. Blanket first)
- Buyer: Name of the users who submitted the requisition associated with the order
- Requisition: The requisition number associated with the order
- Created: Oldest date (first or newest)
- Supplier: Name of the supplier
- Order Date: Date/Time when the order was created
- Total: the Subtotal of the order and do not include any Shipping or Tax amounts. Shipping and/or Tax amounts can be viewed on the order
View Order Details
To view the order details, go to the Marketplace module > click Orders > use the Search Order Number field, to insert the desired order number. Or customize the search utilizing the Created Date field and/or Filters.
Once the order is located, select the order number > the desired order view screen will populate, displaying details.
Order States
Order State:
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Order - Open: If the order state is open, users can create invoices against the order.
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Order - Closed: If the order state is closed, invoices can no longer be created against this order.
Receiving
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Receiving State:
- Receiving - Open: Item(s) on the order has not been received by the community and receiving actions can be taken.
- Receiving - Closed: If receiving state is closed, no further receiving actions can be made against the order and may prevent invoices from matching.
- Receiving - Partial: Multiple items on the order and some items has been received by the community, in Unimarket.
Available Actions on Orders
In the More Actions menu (in the upper right corner), users will see the below actions:
- Copy: Copies the Order to your Shopping Cart and begins the checkout process.
- Close: Closing an Order prevents any further receiving and invoicing or editing.
Dependent upon whether the community has the below enabled, users may also see:
- Cancel: Cancels the Order.
- Edit: Allows you to edit the Order.
- Receive All: Allows you to receive all the products in the Order at once.
- Create Contract: Users with the Create Contract role can create a new contract directly from an Order.
- Link Contract: Users with the Create Contract role can link the order to an existing contract for the associated Supplier.
- Resend Email: resends email confirmation to Community and Supplier.
Export Orders
Export Orders provides an array of great information for a Buyer, including Supplier Tags for reporting purposes.
To customize data to be included in the export file, select Filters > choose from the available options > click Export > select Export Orders or Export Order Lines.
The Export Orders will provide the summary/header level detail of the orders and Export Order Lines will provide a line level breakdown of orders.
| Note: Values used in exports, exclude GST & Shipping. Order Exports are available in the task/background menu for 7 days, from action date. |
Once the desired option is selected, a pop-up box will appear > select the hyperlink titled Here to proceed to the Background Jobs screen.
Once your CSV file is in a Finished state, select Download.
Bulk Change Orders
Bulk Change Orders, allow users to Close Order, Reopen Order, or Update Organization Unit.
| Note: Bill To and Ship To addresses will retain what was applied at the time of the Order, in cases where an update is made to the address. |
To bulk change certain orders, click Export and > select Bulk Change.
Attach Documents for Internal View Only
Users can attach documents for internal view only, once the PO is sent and the supplier cannot view attached documents.
To attach the document(s), go to Marketplace module > click Orders > locate the order number > click More Actions > select Edit > scroll to the bottom of the page > under Order Attachments header, select Browse > Attach desired document > click Un-share > select Save.
Note: For additional subject matter information, select the help article links below:
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