Upload blanket order invoices in a CSV format using sFTP File Automation
Invoices for blanket orders can be uploaded in a CSV file format to make the process of entering the invoice lines quicker and easier. This process mimics the Invoice Order flow in the UI, which you can read more about here. Once invoices are loaded against the blanket order they will be placed in the state of Pending Acceptance and need to be reviewed by the blanket order owner(s) before they are matched for payment.
- Invoices must be submitted for upload via the sFTP File Automation process which is outlined here.
- The CSV template can include many invoices if you want to upload multiple at once.
- They must be invoices that relate to a blanket order.
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In the same csv file you can have:
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Multiple blanket orders for the same supplier and/or different suppliers.
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You can have many invoices for a single blanket order.
- Both invoices and credits, but they must be unique (see below)*
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You cannot have
- A single invoice e.g. INV123 which references more than 1 blanket order
- A single invoice reference with both a positive and negative amount*
*i.e. if you have Inv-123 that has line 1 of a credit amount and line 2 of a positive amount, you will need to separate this invoice into two different uploads - mixed lines against a single invoice is not supported.
However if the credit was for Inv-123 and the positive is for Inv-144, that scenario is supported.
CSV Template Details
Please be aware that all columns are required in this file, but some values can be left blank. We have indicated Required N where you are able to submit an invoice without these.
| Field | Example | Required | Notes |
| Organisation | 1020 | Y | Organisation Code - must be the organisation the Blanket order sits within. |
| Bill To Code | 123 | Y | |
| Ship To Code | 456 | Y | |
| Community Supplier ID | UM0000598 | Y | Unimarket's unique ID for the supplier |
| Supplier ID | S4534 | Y |
Your supplier (vendor) ID for your ERP. Note: either the Supplier ID OR the Community Supplier ID are required. Both are not required unless the Supplier ID is not unique. |
| Blanket Order | 5665756765 | Y | Blanket order number |
| Invoice Number | INV45333 | Y | |
| Invoice Date | 13/10/23 | Y | |
| Invoice Subtotal | 100 | Y | |
| Invoice Total | 110 | Y | |
| Invoice Tax | 10 | Y | |
| Invoice Shipping | 0 | Y | Can be set to 0 |
| Shipping Tax | 0 | Y | Can be set to 0 |
| Invoice Discount | 0 | Y | Can be set to 0 |
| Invoice Line | 1 | Y | Repeat the line number if there are multiple distributions (splits) |
| Product Code | N | Can be blank | |
| Description | Stainless Bolts | Y | |
| Quantity | 1 | Y | |
| UOM | EA | Y | Accepts any valid UOM |
| Unit Price | 100 | Y | |
| Line Amount | 100 | Y | |
| Line Tax | 10 | Y | |
| Distribution% | 100 | N | Required if you have multiple distributions for one Invoice Line. Otherwise can be left blank. |
| AcctFormat | GL | N |
Account code format CODE. Must match a format in your community. Note: If this is left blank it will have the default accounting off the blanket order. This will return an error if Release Order Coding is not allowed for the Blanket Order. |
| AcctPart1 | 1 | N | Account code parts. Must match values loaded in your community. |
| AcctPart2 | 1 | N | |
| AcctPart3 | 100 | N | |
| AcctPart4 | 18312 | N |