You can take the below steps to update your Demo environment to match your Production environment. The only piece that you will need to request that Unimarket update will be the Process on the Approvals tab if your Demo environment does not currently match your Production environment. Once all of the other areas have been updated, please let us know and we can request that your account manager update the process on the backend.

 

1. Update the Account Code Format

• Export your Account Code Format from Production by going to the Administration Module
• Click on Settings
• Click on Management
• On the Account Codes tab click into the account code
• Click on the More Actions button in the top right and press download
• Once you have the file log into Demo
• Go into the Administration Module
• Click Settings
• Click Management
• On the Account Codes tab click into the account code
• Click the More Actions button in the top right and press Upload

 

2. Update the Organizations

• Export from Production by going to the Administration Module
• Click Organizations on the left side menu
• Click More Actions on the top right
• Click on Download Org Units
• Once you have the file log into Demo
• Go to the Administration Module
• Click Organizations on the left side menu
• Click More Actions on the top right
• Click on Upload Org Units

 

3. Update the Buyer Groups

• Update the buyer groups by going to the Administration Module
• Click on Users from the left side menu
  Click on the tab for Buyer Groups
• Click +Add Buyer Group to add any buyer groups that need to be added
• Click Delete on the right side of any buyer group on the list that needs to be removed

 

4. Update the Users

• Export the Users from Production by going to the Administration Module
• Click on Users on the left side menu
• Stay on the Users tab and press the Export button on the right hand side
• Once the file has been exported, log into Demo
• Go into the Administration Module
• Click on Users from the left side menu
• Go to the Upload Users tab
• Press Browse and find and attach your csv file
• In the Missing User Action box you will want to select either Disable or Ignore

Disable- Disable users that are present within Unimarket but not present within the upload file.

Ignore- Ignore users that are not present within the upload file.

 

5. Approvals

• Go to the Administration Module
• Press Approvals from the left side menu

5a. Levels

• Go to the Administration Module
• Press Approvals from the left side menu
• Click on the tab for Levels
• Review the levels in Prod vs Demo to determine if any need to be added or removed

Note: If any levels need to be added, it is best to delete these and start fresh and you will want to add from the lowest level and work your way up to the highest level.

 

5b. Groups

• Go to the Administration Module
• Press Approvals from the left side menu
• Click on the tab for Groups
• Click on the three dots on the right hand side
• Press Download Groups
• Log into Demo
• Go to the Administration Module
• Press Approvals from the left side menu
• Click on the tab for Groups
• Click on the three dots on the right hand side
• Press upload Groups

5c. Chains 

• Go to the Administration Module
• Press Approvals from the left side menu
• Click on the tab for Chains
• Click on the three dots on the right hand side
• Press Download Chains
• Log into Demo
• Go to the Administration Module
• Press Approvals from the left side menu
• Click on the tab for Chains
• Click on the three dots on the right hand side
• Press upload Chains

5d. Rulesets 

• Go to the Administration Module
• Press Approvals from the left side menu
• Click on the tab for Rulesets
• Check to make sure all the Ruleset names in Prod match the Ruleset names in Demo. If they are not all listed in Demo, you will want to add them by pressing the Add Ruleset button
• Next, click into the Ruleset names one by one in Production
• Press More Actions on the right hand side
• Press Export Rules. Do this under each Ruleset.
• Log into Demo and go to the Administration Module
• Press Approvals from the left side menu
• Click on the tab for Rulesets
• Click into each Ruleset Name
• Press the More Actions button on the right hand side
• Press Import Rules and attach the appropriate Ruleset

Note: If the Process for Approvals needs to be updated - Reach out to Support and they will have your Account Manager update this.

 

 

Administrators can manage the community receiving options from Administration > Modules > Procurement. The below options are available and define the global settings for all community users. 

Setting	Definition
Enable Receiving Date	Allows buyers to set a user-defined receiving date. This can be used if the community has a need to back-date receiving.
Enable Auto-Receiving	Allows auto-receiving for all suppliers if the buyer selects it during checkout. This can be overridden for individual suppliers.
Enable Auto-Receiving Threshold	If enabled, allows a threshold to be specified. All orders not over that value will have auto-receiving enabled by default. This can be overridden for individual suppliers.
Auto-Receiving Threshold	Where the auto-receiving threshold value should be entered.
Enable Invoice Reminder Wait time	If enabled, allows the receiving reminder for an order that has a Pending Receiving Invoice to be delayed by a number of days after the Order Created Date.
Invoice Reminder Wait Days	This is the number of days after the Order Created Date that the system will wait before sending a receiving reminder for an order that has a Pending Receiving Invoice.
Enable Open Order Reminder	If enabled, allows a reminder email to be sent for orders that are not fully received (or manually closed) and are still open after a specified number of days.
Open Order Reminder Days	Where you specify the number of days an order has to be open before it is included in the reminder email.

 

The Community Management tab is in the Administration menu under Settings. The Community Management settings can be managed by users with the Community Administrator or Community Management role.

There you can find the following management features:

Account Codes - one or many account code formats that are used to code requisition lines.

Exchange Rates - used to estimate the community base currency value of an item purchased in a foreign currency to ensure a requisition will be routed to the correct delegated approver.

Forms - allow additional community-defined information to be captured.

Tax - manage tax rates.

Categories - map product categories to the Unimarket UNSPSC codes.

Supplier Tax Form Definition - defines criteria for US tax forms.

Payment Terms - allow a Community to define the agreement that they have with specific suppliers for payment of orders. 

Tags - group suppliers with purchasing categories.

Guided Buying - defines Collections which provide more control over the suppliers that display. 

The Settings management tab can be found by clicking on the Administration Module > select Settings from the drop down then select the Settings Tab.

 

The Settings page allows administrators the ability to enable and disable various features. The Community Settings can be managed by users with the Community Administrator or Community Features role. 

Justifications

Setting	Definition
Enable Justifications	Allows buyers to specify justification text and attachments which are sent to approvers with requisitions.
Justification on all Order Types	If this is enabled, justification can be completed for No Approval Needed Orders (Some Credit Card & Release Orders).
Justification Text Required	Makes the Justification Text a required field during checkout.
Justification Type Required	For communities using Justification Forms. This makes the Justification Type a required field during checkout.
Default Justification Type	For communities using Justification Forms. Determines the default option for the Justification Type during checkout. (You can set a Justification Type per supplier by going into the specific suppliers settings.)

 

Tasks

Setting	Definition
Enable Task Digest Email	Enables a regular task digest email to be sent to all users with outstanding Unimarket Tasks.
Task Digest Frequency	Determines how often the email is sent out - Daily (excludes weekends), Mon/Wed/Fri, Weekly (each Monday) or Custom.
Days	Displays when Custom is selected for Task Digest Frequency. Determines the weekday(s) on which the email is sent (from Monday to Friday).
Run time	Displays when Custom is selected for Task Digest Frequency. Determines the time of day at which the email is sent (up to 6 times a day).

 

Account Code

Setting	Definition
Default Account Code	Determines the default account code behavior during checkout. The options are: None (no default) Remember last used - Remembers the last account code used by the buyer User Default - uses the buyers default account code populated on their user account

 

Supplier Pages

Setting	Definition
Supplier Profile Form	Supplier Forms will be available for selection to apply to the community supplier profile.

 

Community User Settings

Setting	Definition
Enable users to request suppliers	Allows buyers to request suppliers from a Supplier Administrator. They will also be able to browse the Unimarket Directory. If enabled you can set a Supplier Request form(optional)
Request Supplier Form	If User to Request Suppliers is Enabled, this drop down will let you select a Supplier request Form to be included in the supplier requests sent.

 

Inbound Emails

Setting	Definition
Enable Inbound Spam Filtering	Enables spam filtering for the inbound email invoices sent to your Invoice Inbox if it's enabled (Defaults to enabled).
Spam Threshold	Used to set your preferred spam threshold. We recommend starting high (15+) and lowering it as you go. Messages that do not meet this threshold will not be processed by Unimarket.
Total Accepted (last 7 Days)	The total amount of emails that have passed the spam filter and been accepted over the last 7 days.
Total Blocked (Last 7 Days)	The total amount of emails that have not passed the spam filter and have not been processed because of this over the last 7 days.

The Community Profile can be found in the Administration Module menu under Settings. The Profile page is designated for administrators to customize their community. The Community Profile can be managed by users with the Community Administrator or Community Profile role. The sections available on this page allow the community to customize the community, configure emails and view integration credentials.

Customization

Setup your community name, description, color scheme and banner.

Field	Purpose
Name	Used to define the Community Name. This will be used in communications (e.g. on Purchase Orders).
Display Name	This is the name that will be displayed on your community dashboard. the Display Name is generally used if you name the site something internally. The community name will be used if this is not provided. The Display Name is not used on POs or any communications to suppliers.
Community Code	The community code used during integration and for the site url.
Banner	The graphical banner is used to customize the look of the community and appears at the top of all community pages. The banner must be a JPEG/PNG image 50 pixels high and a maximum of 500 pixels wide.
Menu Color	The color scheme allows the community to choose a color scheme for the menus that fit with their banner and branding.
Currency	States the currency of your community.

 

Description

The Description can be used to specify text that will appear at the top of the community homepage. This is often used to display a welcome message or key information for buyers.

An Alert can be specified which displays highlighted text at the top of the community homepage. This is often used if there are special instructions that buyers need to see.

Links (URLs) can be specified. These are displayed on the homepage and can be used to provide links to documents or webpages such as 'Purchasing Guidelines' or internal support.

Logos

The Community can define different logos for that are included in the communications sent via Unimarket.

A Printable Logo which appears on all printable documents such as purchase orders.

An Email Logo that is displayed on emails.

A Public Logo which is used on the public supplier registration page.

Email

Configure emails for your community. These define where notifications are sent during purchasing, approvals, invoicing and more. The help bubbles next to each email address explain how it is used.

You can chose to have one default email address that will be the email for all notifications OR you can have specified email addresses for the different notifications (see below).

• Default: The value used when a more specific email is not specified for the below email fields.
• Approvals: The email address all approval requests are sent from. It's sent to the approver when there is a requisition waiting for their action.
• Invoicing: The email address invoice error and receipting notifications are sent from. The email would be sent to the suppliers' invoice contact if the invoice that was created came in and was not submitted (i.e. rejected). A notification email would be sent to the buyer if an invoice came in for an order that has not been received.
• Lite Suppliers Default: The email address that orders will be sent to if the lite supplier has not been specified with an order email address in the Lite Supplier setup.
• Supplier Profile Changes: The email address that receives notifications of changes to Supplier information. 
• Orders: The email address community orders are sent from. Email is sent to the supplier and the buyer when the order is created (requisition is fully approved).
• Supplier Forums: The email address that supplier invitations for registration and comments to the supplier are sent from (other than RFx communication). This is also the email that comments posted by the supplier and notifications when suppliers complete their registration are sent to.
• Integration: The email address that will be sent notifications if the integration web service messages cannot reach the endpoint due to any connection issues. 

Integration

Provides an overview of the integration credentials for your community. These are used to identify the community when integrating with an external system. The Integration Username and the Community UUID are system generated identifiers. The Integration Password is set by the community and encrypted for security.

Users with the Community Administrator role can add their communities Terms and Conditions so they will appear in all order confirmation emails. 

 

NOTE: Changing the Organizations Terms and Conditions will apply the change to the future purchase orders and the historical orders will retain the older terms and conditions that they were issued under.

 

To add Terms and Conditions navigate to your Administration module and then choose Organizations. Next choose your Organization and click on the tab for Order Template. 

The content Editor will allow Community Administrators to enter Texts, URL Links and signature images (where required) for the Community Terms and Conditions

 

The Terms & Conditions will show at the bottom of Purchase Order confirmations (PDF and Email):

 

 

 

Assigning users to Organization units

Organization Units (Org Units) are very similar to Departments within an Organization. They can be hierarchical so that they can be setup to mirror your organization's structure. All users should be assigned one or more organization units within the Unimarket user profile so their spend can be allocated within the Unimarket application to the correct org unit.

Note that the assigned Org Unit does not impact how spend is classified within the Organization's ERP. Spend within the ERP is solely based on the GL Accounting information on purchase order lines, rather than the organization unit.

Other uses for Organization Units

View Orders Sharing (optional) - Sharing is a feature in Unimarket that allows users to access orders within the same Organization Unit. The benefit of this feature is to allow departments visibility of orders for their group, as well as spend data within the group. With a hierarchical structure, the department heads can easily see all orders from the Org Units that they manage.

Receiving Sharing (optional) - Receiving Sharing is an optional addition to the feature which allows members of the Org Unit to receive any order for their department. With this option disabled, only the Buyer or Browser can perform the receiving action on the order.

Procurement Dashboard - Users will also have access to a Procurement Dashboard within the Reports module. An Org Unit can be chosen for what spend data will appear in the dashboard. If a user chooses a parent Org Unit, the child Org Units will be included in the data.

Reporting - Users can also export orders for their Org Units, either individually or for all Org Units they belong to. To report on a specific Org Unit, select that Org Unit before clicking Search and then choosing an Export option on the View Orders page.

Shopping Lists - This feature provides the user with the ability to create a shopping list with commonly ordered items from Hosted Catalog Items, Roundtrip Items, and/or Non-Catalog Items. You can then share the selected list with other users by Organization Unit.

User Management – All users should be assigned one or more organization unit within Unimarket so their spend can be allocated to the correct org unit. To assign users to the org unit, go to the org unit and navigate to the Users tab, click on Add User and begin typing the user's name, once you have found the correct user click on their name to add them to the Users to Add field, you can add multiple users in one go. Only Org Units that have a parent can have users added to them, so top tier Org Units cannot be assigned users. Administrators can easily filter by user Org Unit in the Admin/Manage User screen.

Account Code Restriction - In many cases, a community will want to limit the GL accounting codes users can see when checking out a requisition. Once this feature is activated for your community, you may select specific codes or a range of codes that the members of each Org Unit are able to access. This allows admins to limit the visibility of codes available to only some departments.

Approvals by Org Unit (not recommended) – Approvals will be routed based on the buyer's Org Unit; this can be done for requisitions, invoices and/or expenses. If the buyer belongs to multiple Org Units, they will select the appropriate one during the checkout process. Each buyer is tied to an Organization or Org Unit, that Org Unit is tied to one or more approval chains containing a hierarchy of approvers, each with an approval level. If there is more than one approval chain the buyer selects the correct one when creating the requisition

Contracts – When creating a Contract, you can assign the “owning” Org Unit which gives all users in that Org Unit visibility of the Contract without needing to be a member. You can also limit who can buy off that contract with the Purchasing Org Units so that only the users in a selected Purchasing Org Unit can select that contract for a supplier in the checkout screen, linking the order to the contract for spend tracking. If your contract is assigned to an Org Unit, you can filter the contracts by the Org Units on the View Contracts page.

 

Organization Units (Org Units) can be hierarchical so that they can be setup to mirror your organization's structure. All users should be assigned one or more organization unit within Unimarket so their spend can be allocated to the correct org unit. The org units are created, assigned approval chains, and assigned to users from these tabs.

Org units can be used to drive delegated approvals, for more information on how approvals work or setting up approvals see How Approvals Work and Setup & Manage Approvals.

Add New Organization Unit

1. Go to Administration module > Organizations
2. Select Add Organization Unit from the More Actions menu on the right.
   
   
3. If the organization unit you are adding is a top tier unit (e.g. your Community name) then leave the Parent field blank, if this is an org unit that sits below another, add the relevant parent org unit in the Parent field.
4. Give the org unit a name (e.g. IT or Finance) and then select Add or if you want to add more select Add More.

Note: Parenthesis will appear around the code if the name and code are different.

 

Download and Import Org Units

If you prefer to export (download) your organization units to edit them or add new ones, you can do that by selecting Download Org Units from the More Actions menu on the right. The org unit information will be exported via a standard CSV file.

The columns in the file are as follows:

Column	Type	Mandatory	Length	Comments
Name	Text	Y	255	The name of the organization unit.
Parent	Text	N	255	Must reference the name of another organization unit. Leaving this blank will make this a top-level organization unit.
Approval Chains	Text	N		The Approval Chain must already be created in Unimarket. You can separate multiple approval chains with a comma (Eg: Approval Chain 1,Approval Chain 2).

 

Once you have the file you can edit or add to the org units as needed. Once you are happy with the spreadsheet, select Upload Org Units from the More Actions to load them back into Unimarket.

Note: All existing organization units will be deleted and replaced with the content of the new upload file.

 

Assigning Users to Org Units

To assign users to the org unit, open the org unit by clicking its name and navigate to the Users tab. Click on Add User.

Once you have found the correct user click on their name to add them to the Users to Add field, you can add multiple users at once.

 

 

Note: Only Org Units that have a parent can have users added to them, so top tier Org Units cannot be assigned users.

 

Users may also have a self approval level which defines the spend level (i.e. $200) that they have authority to spend without the need for workflow to a delegated approver. If Self Approval is left blank then all the user's requisitions will be sent for delegated approval, see Edit User above.

Restrict Account Codes by Organization Unit

If required you can limit the Account Codes available to your buyers by Organization Unit. If this feature is enabled for your community, you may select specific account codes or a range of account codes that the members of each Org Unit are able to access. This allows admins to limit the visibility of account codes available to only the departments using those codes.

To configure an org unit for specific account codes, click on the relevant org unit and navigate to the Account Codes tab.

Uncheck the option for Allow All Account Codes and then click on Add Account Code Pattern. The options to modify the account codes available for members of the Org Unit will appear. You may set exact values, ranges of values or allow any (wildcard) for each part of the account code format. For ranges, letters are sorted alphabetically and numbers are sorted smallest to largest (e.g. A < B or 500 < 600).

Once satisfied with your newly created rule, click Add or Add More if you would like to add additional rules. You can then view any rules you have set up. You may set up as many as you like.

For picklist account codes (where users select from a supplied list of accounts), only the accounts the user's org unit has access to will appear. For regular expression account (where users must manually enter an account code), any account code outside of their allowed range will result in an error explaining they do not have access to the entered account code.

Delete Child Organization Unit

In rare cases where the Child Organization Unit is no longer in use, they can be deleted. However, it is very important to note that by deleting the Child Organization Unit would remove it from future reporting and from filters within the portal. 

As an alternative, to maintain the Child Organization Unit in the portal while still denoting that it's no longer in use,  the name of the Child Organization Unit can be changed to include the term "Discontinued".

Note: Before Deleting a Child Organization Unit, it's recommended to reach out to your account manager for further guidance.

 

 

The Bulk update of Buyer on Purchase Orders allows Community Administrators to manage staff movements and allocate orders for 'User A' to be reassigned to 'User B'.

From the View Orders page, you can identify the purchase orders by using the Buyer filter of those orders you would like to Bulk update.

Note: The system will let you bulk update up to 200 purchase orders at a time.

 

Select the orders from the list that you wish to Close or you can choose Select All from the bottom of the list.

Once you have completed your selection, scroll to the bottom of the page and click Continue.

Select Update Buyer and click Continue.

You will then be prompted with a dropdown menu of available new Buyers for selection, and a mandatory Note for the reassign reason. Upon clicking Continue a confirmation of the Orders that will be Bulk updated will be asked. Click on Finish upon review and confirmation. 

A confirmation that the Bulk Change has been successfully completed and, the update to Buyer will be shown in the History of the Order.

From the View Orders page, you can identify the purchase orders you would like to Bulk Close. The system will let you bulk close up to 200 purchase orders at a time.

 

Note: You can use the filters on the View Orders page to filter down to the orders you want to close. Common settings are Order Status = Open and Receiving Status = Closed. You can also use the filter for Has Received Invoice = Yes.

 

Select the Orders menu within the Marketplace module. (Use the search filters if needed to return the list of orders desired in the search results, then click Apply Filters.) Once you are happy with your selections, click the Export button and select Bulk Change.

Select the orders from the list that you wish to Close or you can choose Select All from the bottom of the list.

 

Once you have completed your selection, scroll to the bottom of the page and click Continue.

Select Close Order and click Continue.

 

Review the orders that were selected to be closed and if correct, scroll to the bottom of the page and click Finish to close the orders.

 

Note: You can Bulk Reopen orders by taking the above steps and selecting orders that have been closed.

 

 

 

If your community is using Org Units (Organization Units) for approvals, transaction or receiving sharing, users will be assigned an Org Unit in their user profile to select at Checkout, which links the requisition and subsequent order and invoice to the Org Unit.

The Bulk Change function allows Community Administrators the ability to tidy up historical order data by bulk changing the Org Unit on orders.

Note: This only allows users to select and bulk change the orders they would normally be able to edit directly.

 

Bulk Change

Select the Orders menu within the Marketplace module. (Use the search filters if needed to return the list of orders desired in the search results, e.g. choose the organization you want to change from, then click Apply Filters.) Once you are happy with your selections, click the Export button and select Bulk Change.

Select the orders from the list that you wish to change or you can choose Select All from the bottom of the list.

 

Once you have completed your selection, scroll to the bottom of the page and click Continue.

Select Update Organization Unit if not already selected and click Continue.

Select the org unit you wish to change the orders to and click Continue.

Review the orders that were selected to be changed and once you are happy scroll to the bottom of the page and click Finish to update the orders.

Accounts codes can be found in the the Administration module > Settings > Management tab > Account Codes tab. The community can configure one or many account code formats that are used to code the requisition lines (also known as GL account codes). These should match the format used in the organizations Financial System (ERP). Codes can either be loaded as a Regular Expression, which requires the user to enter the code, or as a Picklist, which allows the community to upload a list of pre-defined codes that users will select. Multiple formats can be loaded if required. For example, a community may want to code requisitions against GL Codes and against Project Codes. If multiple formats are loaded the user will select which format during the checkout process (at a line by line level).

Creating Account Code Formats

• Go to the Administration module > Settings > Management tab > Account Codes tab and click Add Account Code Format.
• Provide a code and a name for the format. Users will select the name if there are multiple formats created.
• Define the account code Parts. This determines the number and format of the boxes displayed in the checkout process. Each part can be defined as a Regular Expression or a Picklist (see above). Check Optional if entry of data into this field is optional for users.
• Use the Depends On fields to set dependency between Parts e.g. a selection in Part A filters the available options in Part B .

Note: The format of the uploaded values must also reflect any dependency.

 

Account codes can be used to route approvals, for information on how this works and how to set it up see How Approvals Work and Setup and Manage Approvals.

It is also possible to limit access to account codes based on the organization units the user is a member of, for information on how to set this up also see Setup and Manage Approvals.

To see how to filter or restrict Account Codes by Organization Unit, see the Org Unit help article

Exporting Current Account Codes

The Community Administrator and Community Management roles have access to the Community Management pages.

• Go to Administration Module > Settings > Management.
• Go to Account Codes tab.

• Click on an existing code or name of the Account Code format ('code' in the screenshot above).
• Click More Actions and select Download. This downloads an .CSV file to your default downloads folder.

Adding / Editing Account Code Information

• Open downloaded .CSV file
• The following columns are found in the file:

Column	Type	Mandatory	Length	Comments
Part	Text	Y	255	Must reference the name of a Part defined in the account code format Part Element examples: Banner: COAS, INDEX, FUND, ORGN, ACCOUNT, PROG, ACTV, LOCN Oracle: FUND, FUNCTION, DIVISION, DEPARTMENT, SUB CODE, USER CODE, PROJECT Datatel: FUND, DEPT, OBJECT, PROJECT, CATEGORY PeopleSoft: ACCOUNT, FUND, DEPARTMENT, PROGRAM. CLASS, PROJECT, GRANT Great Plains: UNIT, OBJECT, FUND, PLANT BlackBaud: FUND, DEPT, ACCT, PROJECT
Parent	Text	N	25	This indicates a Parent dependency for the part on line. In Unimarket, the GL account value will only be available if the value in the Parent field has been selected. Must reference a Value from another row in the CSV.
Value	Text	Y	25	The short code for the account code that will be used as the value in the account code string.
Description	Text	N	100	A description of this value. This is used when searching for parts and is shown in tooltips on completed account codes (eg when viewing an order).

 

• Add any new account codes or change any existing account codes.
• Save the excel account code template as a .CSV file by clicking Save or Save as.
• You will be notified by Excel that there are formatting restrictions, click Ok.
• Save the file to a folder or location on your computer that you will be able to find the file for uploading. Saving the file does not automatically update the information in Unimarket. See the next section for uploading instructions.

Note: If leading zeros are required: Highlight all cells where one or more leading zeros need to be added. Right click and select Format Cells. Under the number tab, select the Custom Type. Under Type, enter in a string of zeros that match the length of the account code segment (For example, if the Object should be a 6 digit number, enter 6 zeros). Click OK. Once you are happy with the changes to the spreadsheet, save it in a place where you will easily find it. A window will pop up asking if you would like to continue saving as a .CSV document. Select Yes.

Uploading Account Codes

• Return to Manage Account Code page in Unimarket.
• Click Upload.
• Click Choose File and locate the recently saved .CSV file.
• Once you have made your selection, click Upload.

Note: Uploading a new account code file will overwrite all existing accounts in Unimarket but existing requisitions and orders will not be affected.

The update can take a few minutes based on the size of the file. When it is complete, you will receive the message Account Code Uploaded.

Note: If you are routing approvals using account codes, make sure to add a mapping to any new accounts that have been loaded to ensure that requisitions using the new accounts are routed to the expected approval chain. If you have account code rules set up for organization units (to restrict access) you may need to update the relevant organization unit patterns accordingly.

 

Uploading Account Codes via Automation

Unimarket also offers customers the ability to update account code data by automatic upload. Speak to your Account Manager for further details.

Community users are able to view their account details and set up preferences from the My Account selection under the User icon in the top right side of their screen. 

 

You can read below to find out more information on User Account Settings or watch this short video:

Out of Office

You can set yourself as unavailable for a set timeframe from the Out of Office tab. Users that are away will display with an away icon and return date in all user-selection menus including the requisition reassign function, invoice assignment and anywhere a user is selected. See Approvers - Out of Office, Unavailable & Assigning Proxy on for more information. 

 

 

Note: When you set yourself as unavailable, your name will be greyed out and will only show upon returning when reassigning a requisition or order.

 

Settings

User Details

On the Settings tab, under the User Details section, community users can edit their First Name, Last Name, Phone Number and Email. 

 

 

Note: Username is defaulted and cannot be modified.

 

Default Account Code

If your community allows users to set a default account code, it will determine the account code behaviour during checkout. Each user's default account code can be configured in My Account > Settings.

 

 

Landing Page

Under the My Settings section, users are able to select the page they will see upon logging in to their account. The available options can be viewed from the Set Login Landing Page drop-down menu. 

Default Attention

The default Attention To field is 'blank' and purchase orders will apply the user's First Name & Last Name as the default Attention To. In cases where users would like to have a different Attention To text other than their First & Last name, this default text can be set in this field.

Default Location (Ship To Address)

Community users can now choose their preferred default Ship To address under their account settings. The Ship To that is selected will be defaulted whenever the user creates a new requisition. On the check out screen the Ship To can still be edited to any of the users available Ship To locations as needed.

For more information on locations, see Locations (Billing & Shipping).

Click the Save button at the bottom of the page after editing your account details or settings to ensure changes are saved.

 

 

 

 

 

The Edit and Pause Requisition functions allows Approvers and Buyers to edit line items in a Requisition that is Pending Approval or Pause the Requisition to review it in-depth. To have this function enabled for your Community you will need to reach out to your Account Manager to discuss further.

The Edit Requisition function allows Approvers or Buyers to amend information in the Requisition instead of the Approver declining the Requisition. 

The Pause Requisition function allows Approvers to pause the Approval process and review the Requisition and/or communicate with the Buyer.

 

Configure Edit Requisition

If the Edit Requisition function has been enabled by your Account Manager you can enable/disable who can use the Edit function.

Administrators can find these settings by going to the Administration Module and selecting Approvals from the left side menu. Under the Requisition Editing Settings you'll find the following options:

• Allow Requisition details to be edited during Approval - this enables Approvers to edit Requisitions that are delegated to them for Approval.
• Allow Buyers to Edit Pending Requisitions - this allows Buyers to edit Requisitions during the approval process.

 

Configuring Pause Approvals

Approval and Community Administrators can disable or enable the Pause Requisition function as well as update the time period for which a Requisition can be paused.

Administrators can find these settings by going to the Administration Module and selecting Approvals from the left side menu. Check Allow approvers to pause escalation to enable the Pause Requisition function. The Pause Time sets how long the Requisition will stay paused before the approval process is automatically resumed.

Note: The pause time excludes weekends and public holidays.

For more information on how to pause or edit Requisitions please see our Pause Requisition and Edit Requisitions articles.

If the community has the Procurement module enabled this can be configured from the Administration menu under Procurement in the Modules section.

 

Note: If you have the Financial Years feature enabled there will be a Settings tab, which includes what you see below, and a Management tab where you manage your financial years (fiscal years). For more on Managing Financial Years (Fiscal Years) click here.

 

General

Setting	Definition
Enable Delivery Date	Allows delivery dates to be specified on purchase orders during checkout.
Enable Saved Requisitions	Allows users to save a requisition and continue with it at a later point.
Enable Price Estimates	Enables the price estimate functionality for non-catalog orders. This allows the buyer to specify a price range. This can be overridden for individual suppliers.
Enable Retrofit Orders	Enables the ability to create retrofit orders. This option will appear in the checkout.
Enable Retrofit Date	Enables the ability for buyers to specify the order date when creating a retrofit order.
Non-Catalog Category Required	If enabled, buyers must provide a UNSPSC category for all non-catalog order items.
Enable Line Copying	Allows buyers to copy and edit lines during checkout. This can be used if the buyer needs to split the line by quantity.
Enable Reassign Requisitions	Allow buyers to reassign their items to other users during the checkout process.
Enable Reassign Requisitions Outside Organization Units	Allow buyers to reassign their items to other users outside the organization unit during the checkout process.
Enable Automatic cancellation of Incomplete Requisition	A periodic job will run to Cancel any Requisition that is sitting in Incomplete state for more than 2 years.

 

Blanket Orders

Setting	Definition
Enable Blanket Orders	Enables Blanket Order Across all Suppliers (can be overridden for individual Suppliers).
Enable Release Order Coding	If enabled allows buyers to update the account coding for release orders during checkout.
Include Shipping	Include release orders shipping amount when deducting funds from blanket orders.
Include Tax	Include release order tax amount when deducting funds from blanket order.

 

Checkout Default Layout

These settings define which sections of the checkout are expanded or collapsed by default.

 

Terms and Conditions

Terms and conditions are managed on a per-organization basis. The link available here will redirect you to the organizations page. You can find more information on setting the Terms and Conditions on our dedicated help article.

Quotes

Setting	Definition
Auto-Accept Quotes	Enables the ability for supplier quotes to be automatically added to the buyers shopping cart rather than reviewed and accepted.
Reminder Period	Defines the number of hours prior to a quotes expiry that the buyer will be sent a reminder.

 

Payment

Enables the ability for community buyers to purchase from suppliers using credit card. Please note that this must be coordinated with suppliers that accept credit cards. The credit card payment option will only appear for those suppliers that have it enabled. If Stripe is enabled you find the settings for Stripe and how it is displayed to your Buyers.

Note: Stripe is available only to Australian Communities. Please reach out to your Account Manager to discuss enabling this payment option

 

Receiving

 

Setting	Definition
Enable Receiving Date	Allows buyers to set a user-defined receiving date. This can be used if the community has a need to back-date receiving.
Enable Auto-Receiving	Allows auto-receiving for all suppliers if the buyer selects it during checkout. This can be overridden for individual suppliers.
Enable Auto-Receiving Threshold	If enabled, allows a threshold to be specified. All orders not over that value will have auto-receiving enabled by default. This can be overridden for individual suppliers.
Auto-Receiving Threshold	Where the auto-receiving threshold value should be entered.
Enable Invoice Reminder Wait time	If enabled, allows the receiving reminder for an order that has a Pending Receiving Invoice to be delayed by a number of days after the Order Created Date.
Invoice Reminder Wait Days	This is the number of days after the Order Created Date that the system will wait before sending a receiving reminder for an order that has a Pending Receiving Invoice.
Enable Open Order Reminder	If enabled, allows a reminder email to be sent for orders that are not fully received (or manually closed) and are still open after a specified number of days.
Open Order Reminder Days	Where you specify the number of days an order has to be open before it is included in the reminder email.

 

Contract Spend

Setting	Definition
Allow Off Contract Spend Default	The default setting to Allow or Disallow off contract spend for suppliers. Can be overridden at individual supplier level.
Update all existing suppliers with the community default	Note this will override any existing supplier specific settings.

 

Non-Catalog Settings

Setting	Definition
Default Form	Select a default Non-Catalog Form from your list of created forms. The form selected will then be the one defaulted on the Non-Catalog screen for Buyers to use, unless they choose an alternate from the drop-down list (where there is more than one form).

 

When defining an Account Code format it is possible to specify additional Option Attributes against 1 or many of the account code parts in a format. The flexible Attributes allow the community to store additional values against the account code Part. When a user selects account codes in the checkout the system also records the associated Attribute value(s) against an account code part for use within reporting or the customer ERP (see examples).

Note: End users cannot view or select attributes. It is only additional data captured when they code accounting on requisitions.

Example

This example Account Code has the Parts: Cost Centre and Account. 

Cost Centres have different tax classifications so the community creates an Option Attribute of Tax_Class (see below). An additional column will appear in the Account Code upload template and the community then uploads the different tax classifications against each Cost Centre in the Tax_Class column.

When the Cost Centre '2' (Charitable Trust) is selected, the Tax_Class of 'FREE' is also recorded. This can then be used in the customer ERP to determine how they apply tax against this Cost Centre.

Other examples

Option Attributes can be used for anything, however a common use is to identify CAPEX versus OPEX expenditure. To do this an Attribute of CAPEX could be added to the appropriate account code part and the community would upload their account codes with a CAPEX Y/N flag to easily record if spend was classified as CAPEX. This removes the need for end users to have knowledge of CAPEX/OPEX items.

 

Defining Option Attributes

Add an Option Attribute in the Account Code Part definition and give it a Name. There can be many for an Account Code Part.

 

Upload the Option Attribute values as part of the Account Code upload. 

Part	Parent	Value	Description	Tax_Class
Cost Centre		1	Business	FULL
Cost Centre		2	Charitable Trust	FREE
Account		A	Products
Account		B	Services

 

Users with the Community Administrator role have the ability to delete attachments from Requisitions, Orders, Invoices and more. The attachment will be removed and no longer accessible within Unimarket. However a history of the original attachment, who attached and who deleted the file will be recorded, date/time stamped and available for auditing.

Note: If an invoice was created by the supplier, the attachments can only be removed by the supplier themselves.

Administrators will see the (red trashcan icon) next all uploaded attachments.

To delete, select the trash icon and place the reason for deletion in the pop-up window.

Once deleted, hover over the corresponding (i) icon to see that attachment's history.

The size limit for all attachments on a single requisition, invoice, or order is 50 MB. 

 

This feature allows users with the Community Administrator or Community Features role to enable a regular task digest email to be sent to all users with outstanding Unimarket tasks from the last 3 months. This includes:

• outstanding receiving tasks
• invoices that need acceptance tasks
• incomplete requisitions tasks
• requisition and invoice approval tasks
• expense tasks
• supplier requests tasks
  

Note: The Digest email will only include order numbers and supplier, not lines and is limited to the 10 newest orders based on the created date.

 

Enable Task Digest Email

From the Module Switcher select the Administration menu and then select Settings from the Hamburger menu. On the Settings Tab, you can scroll to the Tasks section and you will see an Enable Task Digest Email checkbox option. Once checked you will then be allowed to select how often this email will be sent out to your users from the Task Digest Frequency drop down menu below. The emails are triggered at 6am (in the community's time zone) and the frequency options are:

• Daily - send the digest email every day (excludes weekends).
• Mon/Wed/Fri - send the digest email on Monday Wednesday and Friday.
• Weekly - send the digest email on Monday only.
• Custom - schedule for the digest email to be send any days from Monday to Friday, up to 6 times a day.

Sharing is a feature in Unimarket that allows users to access orders within the same Organization Unit (Org Unit). This feature allows users in an Org Unit visibility of orders for their Org Unit and spend data within the group. "Receiving Sharing" is an optional additional feature which allows members of the Org Unit to receive any order for their Org Unit.

How Does It Work?

Org Units are organized into a hierarchy in Unimarket. This hierarchy gives a parent/child relationship between Org Units. A member of a parent Org Unit has visibility of child Org Units, children do not have visibility of the parents.

In the example below, members of the 'Construction' Org Unit would have access to orders within their Org Unit, however a member of 'Facilities' would have access to orders within all three child Org Units.

For more information on creating and managing Org Units, see our Organization Units help page.

How to view orders within your Org Unit

By default, the View Orders page will filter to only the user's orders. By clicking Filters, users can remove their name from the Buyer filter to see all orders they have access to.

Users can also view orders specific to an Org Unit they have access to by selecting the Org Unit in the Organization Unit field and clicking Apply Filter.

Order Export and Reporting

Users can export orders for their Org Units as a CSV file, either individually or for all Org Units they have access to. To report on all parent and child org units they belong to, users should leave the Organization Unit field blank, click Export and choose an Export option.

To report on a specific Org Unit, Filter the orders by that Org Unit, click Export and choose an Export option.

The options from this menu are:

• Export Orders gives a user header level order data, exported into a spreadsheet.
• Export Order Lines gives a user line level order data, exported into a spreadsheet.
• Bulk Change is an option for making bulk changes to your filtered orders.

For more information on the Bulk Change feature, see PO Organization Unit Bulk Change.

Procurement Dashboard

Users will also have access to a Procurement Dashboard on the main Insights page. An Org Unit can be selection in the dropdown in the top left corner for what spend data will appear on the dashboard.

If a user chooses a parent Org Unit, the child Org Units will be included in the data.

Turning on Sharing

To manage the receiving sharing settings as a Community Administrator, you can to to the Administration Module > Organizations > click into the organization you would like to enable this for > click on the Settings tab

Here you will be able to amend 4 Sharing settings:

1. View Sharing [on]: Allows users to see all Purchase Orders in their Organization Unit except any marked as sensitive.
2. Receiving Sharing [on]: Allow users to manage receiving on all Purchase Orders in their Organization Unit except any marked as sensitive.
3. Edit Buyer Sharing [on]: Allows users to edit the buyer on all Purchase Orders in their Organization Unit except any marked as sensitive.
4. Sensitive Transactions [on]: Allows users to indicate a Requisition or Purchase Order is sensitive and exempt from Sharing.

Financial Years (also known as Fiscal Years) can be assigned to orders within Unimarket when the Financial Year functionality is activated. This will allow your community to track orders to a specific year's budget. The functionality allows the community to designate overlap time, to make forward or backdating orders during the Financial Tear transition as easy as possible.

Configuring Financial Years

The Financial Year functionality is configured within the Procurement Modules settings. To find this, navigate to the Administration > Module > Procurement and choose the Management tab.

Note: Within the Procurement Module there is another tab called Features where you can manage other procurement features.

On this screen you can see the dates configured for your Financial Years. The Configurable dates for financial years are: 

• Activation Date - the date new orders will be assigned to this Financial Year by default upon checkout (may be earlier than the Start Date)
• Start Date - the date the Financial Year begins
• End Date - the date the Financial Year ends

 

Adding a new Financial Year

Selecting Add Financial Year will prompt users to fill out information for the next Financial Year they wish to configure. They must name the Financial Year and choose the appropriate dates.

Editing or disabling a Financial Year

To update the details in financial year click Edit to the right of the year you wish to update.

You can modify the Name, Code and Dates on a Financial Year.  If the year is no longer in use, simply uncheck the Enabled option and the year will be disabled.

 

Location Codes are selected by Users during the checkout process which define the Bill To and the Ship To locations for the order. The Location Codes available to each User are based on their Organization.

 

Note: Unimarket will default to each user's last used ShipTo location when they create a new requisition, UNLESS they are copying a requisition, in which case it will copy those same details for the original document they are copying.

 

Location Codes can be found in the Administration Module by selecting Organizations, clicking on the Organization and selecting the Locations tab. 

• Billing Tab - here you can view and manually update your Billing locations
• Shipping Tab - here you can view and manually update your Shipping locations
• Upload Tab - here you can upload a new list of your Billing and Shipping locations
• Download Tab - here you can download the Billing and Shipping locations

Export Location Codes

You are able to export your current locations in a CSV file which you can open in your preferred spreadsheet application. The spreadsheet contains the fields in the table below.

To download an export go to the Download tab under the Locations tab and select Download.

Column	Definition	Mandatory	Length
Code	A unique identifier for the Location Code.	Yes	255
Name	The name of the recipient for the address.	Yes	255
Display Name	The name visible in the dropdown menu for your Buyers when selecting an address.	Yes	255
Attention	Used to direct to a specific person or team. If this blank it will show the Buyer on the order.	No	255
Bill To	Indicates if the address is a Bill To address. Enter as Y or N for Yes or No.	Yes	1
Ship To	Indicates if the address is a Ship To address. Enter Y or N for Yes or No.	Yes	1
Default Bill To	Defines the default Bill To Address. Enter Y or N for Yes or No. You may only have one default Bill To Address per Organization.	Yes	1
Default Ship To	Defines the default Ship To Address. Enter Y or N for Yes or No. You may only have one default Ship To Address per Organization.	Yes	1
Address Line 1	The first line for the address.	Yes	200
Address Line 2	The second line for the address.	No	200
Address Line 3	The third line for the address.	No	200
City	The City for the address.	Yes	200
Region Or State	The Region Or State for the address.	Yes	255
Zip	The Zip or postcode for the address.	Yes	20
Country	The Country for the address.	Yes	255

 

Note: The Display Value is what users will select on screen during checkout. Make this easy to distinguish.

 

Bulk Update Location Codes

You can download the Location Codes Template or a Location Codes Export to add or update multiple location codes at once by following the below steps:

1. Download a locations export or the Location Codes Template.
2. Open this in your preferred spreadsheet application.
3. Edit or add to the org units as needed.
4. Once the spreadsheet is ready save it as a CSV file.
5. Go to the Upload tab within the Locations tab, browse and select the CSV file.
6. The 'Delete Existing Locations' check will delete and replace all locations with the contents of the new upload file if checked. Otherwise new Location Codes in your upload will be added, and existing codes will be updated.
7. Once ready click Upload.

 

Add Location

You can add a single location by clicking Add Location on the Billing or Shipping tabs. 

This will generate a pop-up where you can enter the details of the address. Once you have entered all the required details click Save to add the address to your Organization.

 

Editing an Address

If only a single address needs to be updated you can do this by following the below steps.

1. Under Administration module, go to Organizations tab.
2. Select the desired Organization.
3. Go to the Locations tab, followed by the Billing or Shipping tab depending on the type of address you need to update.
4. Search for the address you need to update.
5. Click Edit to the right of the Address to open the Edit Location pop-up. To remove an address from a location click Delete
6. Update the Location details with the information required.
7. Click Save to apply the update to the Location Code.

 

Note: If the location in the user's last used default is edited in the system settings (for example renaming a location or making changes to the address), the system will set any users that had that location to the default. This is because a changed location is a new database entry, so Unimarket will not recognize the newly edited location as being the same as their original location.

Downloadable Template

The Payment Terms allows the Community to define specific payment terms on the payment due date of invoices from the Invoice Date. This can be Enabled by users with the Community Administrator or Community Management roles within the Administration module > Settings > Management > Payment Terms tab.

When the "Enable Payment Terms" ticked, payment terms are enabled for the community. The community then has the option to select a Payment Term from a drop-down menu when creating invoices.  If there are a number of Payment Terms defined, the Default Community Payment Term will be the default payment term when creating an invoice. If a supplier creates an invoice for your community from the Unimarket Supplier Portal, the Payment Due Date will no longer be an option for the Supplier to enter when creating an invoice. The Payment Term set by the Community will dictate the Payment Due Date.

 Adding a New Payment Term

Navigate to the Payment Terms tab and click Add Payment Term.

A pop-up box will appear with the following options:

Field	Description
Code	A code that represents the payment term, such as '30'. Must be unique and should represent the payment term in your ERP depending on your invoice integration method.
Term Type	If payment is due on a specific day of the month, then use the following or current month options. If you use a set number of days, such as 'Net 30', use day(s) after the invoice date. (The term type Immediately sets the pay in number of days to 0.)
Number of Days	This will depend on the "Term Type". See the below list and Number of Days meanings: Day(s) after the Invoice Date- The Number of Days from the Invoice Date to the desired Payment Due Date. Of the Current Month- The calendar day of the current month. If the calendar day has already passed, some integrations will then set the Payment Due Date to the next available day.  Of the Following Month- The calendar day of the next month. Immediately- Defaults Number of Days to "0".
Description	Enter a description of the payment term if needed.
Discount	A discount percentage that can apply to the invoice total if the payment term is realized. The invoice total will not change in Unimarket as the payment term is realized when the payment is issued within the ERP or payment system.
Discount Days	Payment must be made before this number of days for the for the Discount to apply.

 

The "Active" checkbox at the bottom of the popup will add this new Payment Term to the dropdown list when creating an invoice.

 

Setting a Payment Term per Supplier

When the Payment Terms have been set-up, the Community can then assign a specific Payment Term to each Supplier from Administration > Suppliers > select a specific Supplier > Settings Tab.

If a supplier creates an invoice for your community from the Unimarket Supplier Portal, it will follow the  Payment Term set here.

 

Note: Supplier invoices will take on the Community settings of the Payment Terms. If Payment Terms have been disabled in the Community, Payment Due Date can then be entered manually.  If Enabled - it will use the Community Default Payment Terms or the defined Payment Terms set in the Suppliers settings.

 

Selecting a Payment Term on an Invoice

Where an Invoice is created within Unimarket for your Community, it will now default to your Default Payment Term. However, the Create Invoice role user will be able to select another Payment Term from a drop-down menu. This applies when you invoice an order or entering an invoice.

Viewing the Payment Term

Once the Invoice has been created, the Payment Term will display as part of the View screen. The Payment Due Date is also calculated based on the Number of Days of the selected Payment Term.

 

Note: In case details of the Payment Term change, the information will retain as it was at the time of the Invoice. eg: If a discount of 10% applied for Invoice ABC on 01-07, but later in the year (01-10) the discount was changed to 15%, Invoice ABC would always show 10% for the historical data. This would also apply in cases where the Payment Term is deleted.

The Unimarket General Ledger module is designed to integrate Unimarket directly with the general ledger of your finance system. This means orders and receipts can remain in Unimarket but the finance system still accurately reflects Commitment and Accrual information.

How it Works

Each time an order is created in Unimarket, the GL module sends a ledger entry via integration to your finance system so the GL is updated. When buyers receipt items in Unimarket, another ledger entry is sent to the finance system which creates an accrual. Finally, when an invoice is matched in Unimarket the accrual is reversed and the AP invoice is entered into the finance system for payment. This process happens in real-time so the finance system is always accurate.

Viewing the Ledger

The GL module provides screens to allow the administrator to view and search all the ledger transactions by GL account. This provides visibility of what transactions have taken place between Unimarket and the finance system. When viewing an order the administrator can also choose to view the related ledger entries created for the order, receipt and invoice.

GRNI Accrual Reconciliation Report

The GRNI report has been designed to provide a summary of the accruals in Unimarket so that they can be easily compared to those in the finance system. This process is typically done at month-end as an audit check. The GRNI Accrual Reconciliation report is designed to work in the same way as the GL Module so the results are the consistent.

Scenarios

Below are some scenarios and how they are handled by the GL module.

• Standard scenario

Order: 1 x $10.50 ($10.50 committed)

Receive: 1 x $10.50 ($10.50 accrued)

Invoice: 1 x $10.25 ($10.25 invoiced and the entire accrual of $10.50 is backed out as it is based on QTY)

• Part receipt

Order: 2 x $10.50 ($21 committed)

Receive: 1 x $10.50 (10.50 remains committed, 10.50 accrued)

Invoice: 1 x $10.50 ($10.50 invoiced, accrual of $10.50 is backed out. Qty of 1 remaining to be received and invoiced)

• Invoice amount greater but the quantity is the same

Order: 1 x $10.50 ($10.50 committed)

Receive: 1 x $10.50 ($10.50 accrued)

Invoice: 1 x $18 ($18 invoiced and the entire accrual of $10.50 is backed out as it is based on QTY)

Note: This case would only occur if there was a Force Match in Unimarket.

• Invoice quantity is less than the received quantity (but the amount is greater)

Order: 20 x $2 ($40 committed)

Receive: 20 x $2 ($40 accrued)

Invoice: 1 x $47

In this case $47 is invoiced for 1 item but the amount is greater than the total accrual of $40 for 20 items. The accrual is then backed out to the total accrued value ($40) - it is not placed in negative. An example of when this might happen is when the person ordering does not know the correct unit of measure to order in e.g. they order 20 litres of Oil @ $2 per litre ($40). The supplier invoices 1 x 20l Drum @ $47. The total accrual of $40 is backed out but there are 19 items remaining to be invoiced on the order.

In this case the user can Close the order in Unimarket (see below) which ensures no further invoices can be processed against the remaining 19 items.

• Invoice quantity is less than the received quantity (and its the last invoice)

Order: 20 x $2 ($40 committed)

Receive: 20 x $2 ($40 accrued)

Invoice: 1 x $32

In this case $32 is invoiced for 1 item and the amount is less than the total accrual of $40 for 20 items. The accrual is then backed out to the invoiced value ($32) - leaving $6 accrued. As above, an example of when this might happen is when the person ordering does not know the correct unit of measure to order in e.g. they order 20 litres of Oil @ $2 per litre ($40). The supplier invoices 1 x 20l Drum @ $36. This leaves 19 items that could be invoiced, and $6 still accrued.

In this case the supplier has submitted their final invoice so the user can Close the order in Unimarket (see below) which ensures no further invoices can be processed against the remaining 19 items and it releases the remaining $6 accrual.

• Closing Orders

The GL module provides administrators with the ability to Close any outstanding orders where no further invoices are expected. This process stops any further invoicing against the order and releases any remaining accrual. Closed orders can also be reopened if needed.

Integration and Technical Information

For technical details of the GL integration see Accounting Transaction Request (General Ledger Integration)

We have many change requests from customers that seek new Unimarket functionality or require a solution to a specific business requirement. To best manage customer requirements we have formalized the process for requesting new changes. Outlined below is a summary of the process to request changes or any specific (e.g. integration) work you would like our development team to complete.

Customer

• Go to the Change Request form, found here.
• Provide a summary of your change focusing primarily on the business problem you are trying to address. This helps us understand the best approach.
• Email the form to: support@unimarket.com

Unimarket

• We will review the change and determine if it is something we are able to add to the product.

Note: Unimarket is a 'Software as a Service' product meaning the changes we make to the product are made for all customers. We do not make product customizations for specific customers.

• We will determine the desired approach and solution together with an estimate and cost.

Note: If we have already scheduled the change as part of a release it will not attract a cost. If you request a change that requires business analysis to fully scope and specify the change, then we will provide you with an estimate including the required analysis.

• The updated Change Request and Estimate will be attached to the Unimarket Helpdesk ticket and sent back for customer review.

Customer

• Review the Change Request and any associated costs.
• Discuss and agree delivery time-frames with Unimarket.
• Authorize the change request and provide Unimarket with a Purchase Order.

Unimarket

• Schedule the change as part of a release (time-frames agreed with the customer).

 

Communities have the ability to map product categories to the Unimarket UNSPSC codes. This means that variances between UNSPSC code versions can be mapped and customers receive a consistent category value for reporting. It also means that communities using another category system can maintain a mapping table so that their categories can be mapped back to the UNSPSC standard. Categories can be found in the Administration module > Settings > Management tab > Categories tab

Communities can choose to manually add mapping from within their community settings or to upload mapping via the supplied CSV template.

Note: When mapping between UN versions, only the exceptions need to be mapped. For example, if a code in UN version 9 is the same as in UN version 14 then no mapping is required. If the code is different then the supplier needs to set up a mapping.

 

Manual Mapping

• Navigate to the Categories management tab. From there you will be able to add or modify mapping.
• Click Add Product Mapping and a pop up box will appear.
• Enter the External Category and select a field for the UNSPSC category. The External Domain field is optional.

• Click Add to create the category mapping or Add More if you wish to create additional mappings.

Note: When setting the domain please ensure that it matches the external category source you are using. You can also choose to leave the domain blank and Unimarket will look for a matching mapping rule and ignore the domain.

 

Upload Mapping via CSV

You can upload mapping using a CSV file by adding mapping information into the category template, which can also be found by clicking Download Category Mappings.

Fields available within the category template are:

Column	Name	Description	Mandatory
A	External Code	Category code that needs to be mapped back to Unimarket UNSPSC standards	Y
B	External Domain	What the external code is	N
C	Unimarket Code	Unimarket UNSPSC code	Y

Browse for your CSV file and click Upload.

Set default mapping

Communities have the ability to set a default UNSPSC category for when a category value that is not recognized (or is blank) is passed through and there is no mapping setup for that value.

• In the Categories tab, enter the UNSPSC category you would like to select as your default.

• If you are unsure which category to select, click the magnifying glass icon to bring up a UNSPSC category tree view where you can drill into the categories.
• Once you have found the correct category, click Select to set as default.

Note: If no default is setup and a value is not recognized then the system will display 'NA' in the category.

 

For users with the Community Administrator, View Transactions or Create Invoice role you may find that when searching on the View Orders, Requisitions, Receiving, Requests For Quote or Bid Requests pages that the search results only display your own data. As these users have the ability to view all transaction data within the community, the results will need to be expanded to users other than themselves at times and there are two ways of doing this.

Change Buyer/User Search Filter

The Buyer or User search filter may default to yourself, meaning the results show only your own transaction data. One way of showing the data for all users is to manually remove your name from that search filter.

Note: Users that don't have the Community Administrator, View Transactions or Create Invoice role will not have a Buyer or User search filter, as they are only allowed to view their own transaction data, unless the View Sharing feature is enabled. For more on View Sharing see Organization Units and scroll to the Organization Unit Based Sharing section.

• Once logged in, navigate to whichever page you are wanting to search on.
• Click Filters on the right side of the page.

• Some new search filters will appear and one of them will currently be populated with your name.

• You will need to remove your name by clicking the small X just to the right of it and then click Apply Filters.

Change Data View Setting

Another way to see all user data is to change your user account settings so that the search automatically defaults to include data from all users instead of just your own.

• Once logged in, go to My Account from the User menu in the top right-hand corner of the screen.
• Click the Settings tab.
• Under My Settings change the Data View Settings field to Community Data instead of Your Data and then click Save.

Note: This will also change the view in the users dashboard to display community data instead of just their own.

Exchange Rates can be found in the Administration module under Settings > Management tab > Exchange Rates tab. Exchange rates are used to estimate the community base currency value of an item purchased in a foreign currency. The estimation is used to ensure the requisition will be routed to the correct delegated approver.

Override Rates

Users with the Community Management or Community Administrator role can set an override for the exchange rate for each currency. To set or change the Override Rate click Edit Override.

You can then enter a new exchange rate in the Override Rate field and click Save to apply this rate to the currency.

Once you have saved the Override this will apply on all further purchases. You can remove the Override by clicking Delete Override to the right or update it by clicking Edit Override.

Note: The exchange rates are not used to calculate the final value of the item in the communities base currency. They are just an estimate for approvals. The purchase order will be created using the currency it was purchased in and the final conversion will occur at the point of invoice or within the customers finance system.

Each night the exchange rates are updated using the openexchangerates.org feed.

Tax Rates can be found in the the Administration module > Settings > Management tab > Tax Rates tab where you will be presented with your current tax rates. These can be managed and changed to suit your needs.

Adding a New Tax Rate

Navigate to the Tax Rate management tab and click Add Tax rate.

A pop-up box will appear with the following options:

Field	Description
Type	Composite: Combine multiple tax rates into a single user-selectable option, such as County tax plus State tax. Date-based: A rate that changes based on the transaction date. Predefined: A tax code to use when products have tax predefined. Simple: A simple fixed rate.
Code	The short name will appear in the list shown to buyers.
Name	A descriptive name.
Account Code	Customers using order integration will receive this account code with the associated tax amount.
Rate	The tax rate percentage.

 

Selecting a Tax Rate at Checkout

At the checkout stage of processing a requisition, the default tax rates for the product and the shipping will display. To change the tax rate, select the appropriate tax code from the relevant drop-down box. Ensure you have the correct tax rate for both the product and the shipping.

Below is a list of all emails Unimarket sends out to customers and suppliers, the wording, what triggers them and who sends/receives them:

Purpose - Trigger	Sender		Recipients
APPROVAL APPROVED - An expense claim that was submitted has been approved "Subject: Expense Claim Approved Expense Claim 5 for Demo Buyer has been approved Expense Claim Approval Summary Expense      Description             Supplier             Amount Approval      5            Expense Name       Demo Supplier             $50.00 Reason: Approval reason. Total: $50.00 For full approval details please view the expense in Unimarket."	Community	Email set up in community email settings: Approvals	Community	User who submitted expense claim
APPROVAL APPROVER NOT REQUIRED - A requisition which was assigned to a user for approval has been approved by another user "Subject: Approval No Longer Required Demo Community Requisition 196 (Demo Supplier) for Demo Administrator: No further action required. Your approval is no longer required because the requisition has already been Approved or Cancelled. The approval task has been removed from your approval queue. Description Supplier Account Code Qty Distribution Percentage Unit Price   Subtotal Subtotal                                                                                                                      $0.00 Shipping                                                                                                                     $0.00 Tax                                                                                                                              $0.00 TOTAL                                                                                                                        $0.00"	Community	Email set up in community email settings: Approvals	Community	Approver who doesn't need to approve the requisition anymore
APPROVAL APPROVER REMINDER - A requisition that was sent to a user is still awaiting approval (the default reminder period can be set in the community approval settings) "Subject: Approval Required Demo Community Requisition 197 (Demo Supplier) for Demo Buyer Description   Supplier          Account Code  Qty  Distribution  Percentage Unit Price  Subtotal   Product4     Demo Supplier    101001­1­753       1      $40.00         (100.00%)      $40.00       $40.00 Subtotal                                                                                                                                    $40.00 Shipping                                                                                                                                   $0.00 Tax                                                                                                                                            $6.00 TOTAL                                                                                                                                       $46.00 Please login to approve or decline this requisition."	Community	Email set up in community email settings: Approvals	Community	User who has an approval waiting
APPROVAL APPROVER REQUIRED - A requisition has been sent to a user for approval "Subject: Approval Required Demo Community Requisition 195 (Demo Supplier) for Demo Administrator Description  Supplier     Account Code   Qty  Distribution  Percentage  Unit Price  Subtotal Product3   Demo Supplier 101001­1­753        25       $750.00      (100.00%)      $30.00       $750.00 Subtotal                                                                                                                               $750.00 Shipping                                                                                                                               $0.00 Tax                                                                                                                                        $112.50 TOTAL                                                                                                                                  $862.50 Please login to approve or decline this requisition."	Community	Email set up in community email settings: Approvals	Community	Approver(s)
APPROVAL DECLINED -  A requisition that was submitted has been declined "Subject: Requisition Declined Requisition 193 for Demo Buyer has been declined Requisition Approval Summary Description            Unit Price              Subtotal                 Approval    Product4                $40.00                    $40.00                   Declined Reason: Reason here. Shipping: $0.00 Total: $46.00 For full approval details please view the requisition in Unimarket."	Community	Email set up in community email settings: Approvals	Community	Buyer who created requisition
APPROVAL MIXED - A requisition that was submitted has some lines that were approved and some were declined (this applies to requisitions that have multiple suppliers also) "Subject: Requisition 191 has been part Declined Demo Community, Some lines on this requisition were declined. Approved lines have been ordered. Requisition Approval Summary Description  Unit Price   Subtotal   Approval   Product5      $50.00          $50.00     Approved   Product9      $90.00          $90.00     Approved   Product4      $40.00          $120.00    Declined Shipping: $0.00  Total: $299.00 For full approval details please view the requisition in Unimarket."	Community	Email set up in community email settings: Approvals	Community	Buyer who created requisition
BACKGROUND JOB - A background job (data export) has been completed and is ready for download for either the supplier or the community	Unimarket	support@unimarket.com	Community, Supplier	User who initiated background job
BLANKET ORDER ALERT AMOUNT - A blanket order has reached the alert amount set by the blanket order buyer "Subject: Blanket Order Budget Notification Blanket Order 173 ­ Demo Blanket Order Name for Demo Supplier has fallen below your specified alert amount $900.00; only $100.00 is left. Invoices submitted which exceed the amount will be rejected. Please login and View Orders to review the Blanket Order status."	Community	Email set up in community email settings: Orders	Community	User who created Blanket Order
BLANKET ORDER ALERT DATE - A blanket order has reached the alert date set by the blanket order buyer "Subject: Blanket Order Expiry Notification Blanket Order 173 ­ Demo Blanket Order Name for Demo Supplier will expire on 21/06/2017. Invoices submitted after the date will be rejected. Please login and View Orders to review the Blanket Order status."	Community	Email set up in community email settings: Orders	Community	User who created Blanket Order
BLANKET ORDER APPROVAL REQUIRED - An invoice has been created against a blanket order and requires approval "Subject: Unimarket blanket order invoice requires approval Invoice 510981980484 for Demo Supplier has been submitted against your blanket order 173 ­ Demo Blanket Order Name. This invoice requires your approval. Please click here to login and view the invoice."	Unimarket	no-reply@unimarket.com	Community	Blanket order creator and users who blanket order is available to
BLANKET ORDER INVOICE APPROVED - An invoice submitted against a blanket order was approved "Subject: Unimarket blanket order invoice accepted Dear Demo Admin 2, Your invoice 510981980484 for the blanket order 173 ­ Demo Blanket Order Name has been accepted. Click here to login and view this invoice."	Community	User who created Blanket Order	Community	Blanket order creator, users available to and user who created invoice
BLANKET ORDER INVOICE DECLINED - An invoice submitted against a blanket order was declined "Subject: Unimarket blanket order invoice declined Dear Demo Admin 2, Your invoice sd5v4 for the blanket order 173 ­ Demo Blanket Order Name has been declined. The reason given was: Decline reason here. Click here to login and view this invoice."	Community	User who created Blanket Order	Community, Supplier	Blanket order creator, users available to and user who created invoice
BLANKET ORDER SUBMITTED - A blanket order has successfully been submitted  "Subject: Demo Community ­ Demo Supplier Blanket Order: 173 Demo Community Demo Supplier Blanket Order 173 Created Date: 20/06/2017 4:09 PM This order was not sent to the supplier. Supplier                                           Bill To Demo Supplier                                  Attn: Accounts Payable [Bill To 1] 1 Fake court                                      1 Fake Street Nowhere                                            Nowhere New Zealand                                     New Zealand supplier@supplier.com                        Demo Blanket Order Name Description here. Valid From                     Valid To                            Limit         Buyer Contact 20/06/2017 12:00 AM      21/06/2017 11:59 PM    $1,000.00    Demo Manager                                                                                                    email@email.com This Blanket Order was issued under the following Terms and Conditions www.tsandcs­demo.co.nz Terms and Conditions Text here.."	Community	Email set up in community email settings: Orders	Community, Supplier	If the blanket order was sent for approval - Blanket order creator, if they selected to send it to the supplier - email set up in supplier email settings: Orders and available to users CC'd in
CATALOG SUBMITTED BY [SUPPLIER]- Alerts customer of a new catalog or an update to an existing catalog.  "Subject: Catalog Submitted by [Supplier]" Unimarket Catalog Submitted Supplier X has submitted catalog [Catalog Title] for review. To view the catalog click here. You will need to approve the catalog and ensure Buyer Groups have been added before Buyers are able to purchase from it.	Unimarket	support@Unimarket.com	Community	Supplier Comments email address, users with the Catalog Reviewer role
CATALOG APPROVED - A catalog has been approved. "Subject: Catalog Approved by "Customer Name" Community "Community Name Here" has approved your catalog "Catalog Name Here".	Unimarket	Support@Unimarket.com	Supplier	Creator of the catalog, Supplier default
CATALOG DECLINED BY [CUSTOMER]- Alerts supplier of a declined catalog. "Subject: Catalog Declined by [Customer]" Community [Customer] has declined your catalog. You can view comments posted here.	Unimarket	support@Unimarket.com	Supplier	Creator of the catalog, Admin/Default contact on the supplier account
COLLABORATOR CANCELLATION - A bid request was cancelled "Subject: Request for Quote ­ Collaboration Cancelled: Demo Bid Request Name The request for quote "Demo Bid Request Name" has been canceled. Please contact Demo Buyer (example@customer.com) if you have any queries."	Community	User who created Bid Request	Community	All collaborators
COLLABORATOR INVITATION - An invitation to collaborate with the creator on a bid request "Subject: Bid Request ­ Invitation to Collaborate: Demo Bid Request Name Dear Demo Manager, You have been invited to join a Bid Request by Demo Buyer (example@customer.com) for "Demo Bid Request Name". Please click here to login and view the details."	Community	User who created Bid Request	Community	All collaborators
COMMUNITY REQUEST SUPPLIER DECLINED - A supplier request that was submitted has been declined "Subject: Supplier Request Declined Your supplier request for access to ABC Supplier has been declined by Demo Admin 2 for the following reason: Decline reason here.."	Community	Supplier Request Admin that declined the request	Community	User who requested supplier
COMMUNITY REQUEST SUPPLIER COMPLETED - A supplier request that was sent has now been accepted and the supplier is now available to trade with "Subject: Supplier Request Approved Your supplier request has been approved. You can now trade with ABC Limited and they are available in your list of suppliers."	Community	Supplier Request Admin that accepted and completed the request	Community	User who requested supplier
COMMUNITY USER INVITATION - An invitation to finalise the creation of a user login "Subject: Become a member of Demo Community Dear Demo, Welcome to the Demo Community Online Purchasing Portal. You have been assigned a user account. Click the link below, and then log in with the provided user­name and temporary password. On first login, please check your account details and change the assigned password. Also, ensure that you keep your login information secure at all times. Please login: here Thanks, Unimarket Username: DUsr, Password: h8cxTzjM"	Community	Email set up in community email settings: Default	Community	Email of user specified by user who sent invite
FORUM POST CREATED - A comment has been added to a requisition, the Supplier/Community forum or Workgroup forum for a Bid Request "Subject: Comment added to 'Community/Supplier Forum for Demo Community and Demo Supplier' by 'User Name' Demo forum post. This message was added by 'Demo Admin 2' to 'Community/Supplier Forum for Demo Community and Demo Supplier' comments. Please click HERE to respond to this comment."	Community, Supplier	Email of user, email set up in community or supplier email settings: Supplier or Community Forums	Community, Supplier	Email set up in community or supplier email settings: Supplier or Community Forums or user who created Bid Request
GENERIC_INTEGRATION_PROBLEM - An integration message has an error in it which has caused it to fail (only sent if 'Email on Failure' is checked on integration point) "Subject: Problem sending integration message for ORDER Unimarket encountered an error while trying to send an integration message with the following details: Created: 2017­06­19T23:31:39.000Z Purpose: ORDER The encountered error is fatal and Unimarket will not attempt to automatically re­deliver this message."	Unimarket	support@unimarket.com	Community, Supplier	Email set up in community or supplier email settings: Default
GENERIC DOCUMENT SUBMITTED IN THE COMMUNITY - A new Generic Document has been uploaded in the Community by a Community/Supplier Administrator. "Subject: User has submitted a new Generic Document in Unimarket for Supplier" User has recently submitted a Generic Document in Unimarket for Supplier (Example Document). Log into Unimarket and view the Suppliers Documents tab to view the document.	Unimarket	support@unimarket.com	Community	Supplier Comments email address, users with the Supplier Administrator role
GENERIC DOCUMENT SUBMITTED BY THE SUPPLIER - The Supplier has uploaded a Generic Document in their supplier account for a Customer. "Subject: Supplier has submitted a new Generic Document Document in Unimarket Supplier has recently submitted a new Generic Document Document in Unimarket. Log into Unimarket and view the supplier's Generic Document tab under Certificates and Documents to view the document.	Unimarket	support@unimarket.com	Community	Supplier Comments email address
INVOICE BUYER APPROVAL REQUIRED - An invoice that is outside tolerance has been sent to the buyer for approval "An invoice has been received from a supplier and assigned to you for acceptance. Please login to review and accept the invoice. If it is not your invoice please assign back to the central invoice inbox."	Unimarket	no-reply@unimarket.com	Community	Buyer who created the order that the invoice is against
INVOICE RECEIPTING REQUIRED - An invoice has been submitted against an order which has not been marked as received yet "Subject: Reminder: Receiving Required Demo Community An invoice has been received from Demo Supplier for the following Order lines. The invoice will be placed on hold until the lines are received in the system. Once the items are delivered by the supplier, please login to Unimarket to receive the order lines so that the invoice can be processed. Order Number     Description    Qty Ordered   Qty Received   Status       172                 Product4               1                         0              Open Please login to receive the items."	Community	Email set up in community email settings: Invoicing	Community	Email of buyer who created order
INVOICE REJECTION - An invoice that was submitted against a blanket order was declined by an approver "Subject: Unimarket Invoicing Issue Dear Demo Admin 2, The following Invoice Item(s) have not been sent to Demo Community: Invoice sd5v4, line 1 Rejected by user Contact Demo Manager for further information."	Community	Email set up in community email settings: Invoicing	Supplier, Community	Email of user that created invoice, email set up in supplier settings: Invoices or email set up in community settings: Invoices
INVOICE RETROFIT APPROVED - A retrofit invoice was approved by the buyer "Subject: Invoice cds46c154c5 approved Retrofit order 177 has been approved and created for invoice cds46c154c5 for Demo Supplier. The invoice and order will now be processed by matching. Please login to review the invoice and associated order."	Community	User who created the invoice	Community	Buyer selected when creating retrofit invoice
INVOICE RETROFIT CANCELLED - A retrofit invoice that had been submitted has now been cancelled by the creator "Subject: Invoice 45561056 canceled Invoice 45561056 for Demo Supplier has been canceled by the creator and no longer requires your action. It has been removed from your task list. The reason given was: Cancellation reason here."	Community	User who created the invoice	Community	Buyer selected when creating retrofit invoice
INVOICE RETROFIT INVOICE RECEIVED - A retrofit invoice has been sent to a buyer to approve "Subject: Invoice 45561056 received Invoice 45561056 has been loaded and assigned to you for approval. Please login to review the invoice. If accepted, the invoice items will be placed in an incomplete requisition to create a retrofit order for checkout, coding and approval. Invoice Number 45561056 Supplier Demo Supplier Creator Demo Admin 2   Item        Code          Qty    Unit Price    UOM    Subtotal Product    Demo249     12      $12.00         Each     $144.00 Please login to review the invoice."	Community	User who created the invoice	Community	Buyer selected when creating retrofit invoice
INVOICE RETROFIT INVOICE REJECTED - A retrofit invoice has been declined by the buyer "Subject: Invoice D5454654 declined Invoice D5454654 for Demo Supplier has been declined by Demo Administrator. The reason given was: Reject reason here. Please login to cancel, amend and resubmit the invoice if required."	Community	Buyer selected when creating the retrofit invoice	Community	User who created invoice
INVOICE STUB BUYER REVIEW REQUESTED - An invoice has been emailed into the Community Invoice Inbox and has been assigned to a buyer to process Subject: New incoming Invoice has been assigned to you An invoice has been received from a supplier and assigned to you for acceptance. Please login to review and accept the invoice. If it is not your invoice please assign back to the central invoice inbox."	Community	Email set up in community email settings: Invoicing	Community	Buyer selected when reassigning the invoice stub.
ON HOLD INVOICE - Lists suppliers that have invoices on hold Subject: Unimarket Invoices On Hold Reminder The following suppliers have invoices on hold that require attention. Stationary Supplier Click here to view these invoices.	Unimarket	support@unimarket.com	Community	Email set up in community email settings: Invoicing
ORDER CANCELLED - An order has been cancelled by the buyer Subject: CANCELLED ­- Demo Community ­- Demo Supplier Purchase Order: 168 Order 168 has been cancelled Demo Community Demo Supplier Purchase Order 168 Created Date: 31/05/2017 2:37 PM Supplier                     Ship To                                     Bill To Demo Supplier            Attn: Demo Admin 2                  Attn:Accounts   1 Fake court               Head Office 2 [Ship To 2.0]        Payable [Bill To 1]  Nowhere                     2 Fake Street                             1 Fake Street New Zealand              Nowhere                                     Nowhere       supplier@supplier.com            New Zealand                               New Zealand Buyer Contact                    Terms                  Currency               Shipping Demo Admin 2                   On Account          Default NZD     Manual Order Delivery supplier@supplier.com Line      Item                Qty            Price               Total   1        Product3            2          $30.00 / Each     $60.00             Code: Product3                 2        Product5            1         $50.00 / Each      $50.00             Code: Product5   3        Product7            1         $70.00 / Each      $70.00              Code: Product7   4        Product8            1         $80.00 / Each      $80.00             Code: Product8 Subtotal                                                               $260.00 Shipping                                                               $0.00 Tax                                                                         $39.00 TOTAL                                                                   $299.00 This Purchase Order was issued under the following Terms and Conditions www.tsandcs­demo.co.nz Terms and Conditions Text here.."	Community	Email set up in the community email settings: Orders	Community, Supplier	Email set up in supplier email settings: Orders and Buyer CC'd in
ORDER SUBMITTED - An order has been successfully submitted to the supplier Subject: Demo Community - Demo Supplier Purchase Order: 183 Demo Community Demo Supplier Purchase Order 183 Created Date: 5/07/2017 11:42 AM Note: PAID This order has been paid using a PCard with card number xxxx-xxxx-xxxx-1234 will be included if payment was via PCard.   Supplier                         Ship To                                 Bill To Demo Supplier                Attn: Demo Browser              Attn: Accounts 1 Fake court                   Head Office 2 [Ship To 2.0]    Payable [Bill To 1] Nowhere                        2 Fake Street                        1 Fake Street New Zealand                   Nowhere                               Nowhere supplier@supplier.com              New Zealand                         New Zealand Contact                                   Payment                     Currency          Shipping Requester: Demo Browser       On Account - Default     NZD                 Manual Order Delivery DemoBrowser@email.com Buyer: Buyer Person DemoBuyer@email.com Line                              Item                                     Qty            Price                  Total 1        Heraeus Flextime Xtreme 2 Correct Flow 12    2           $10.00/Each        $20.00 Subtotal                                                                                                                 $20.00 Shipping                                                                                                                $0.00 Tax                                                                                                                        $3.00 TOTAL                                                                                                                  $23.00 This Purchase Order was issued under the following Terms and Conditions www.tsandcs-demo.co.nz Terms and Conditions Text here.."	Community	Email set up in the community email settings: Orders	Community, Supplier	Email set up in supplier email settings: Orders, Buyer and Browser (if applicable) CC'd in
PENDING SUPPLIERS - There are new  suppliers who are waiting to be connected to the community via the supplier management page Subject: Pending Suppliers Dear Demo Community, The following suppliers have signed up to Unimarket and wish to trade with you. 3M (AU$) Arrow Uniforms Demo Bid Request Supplier Ecobags Please login to Unimarket and decide if you wish to connect with them."	Community	Email set up in community settings: Supplier Forums	Community	Email set up in community settings: Supplier Forums
QUOTE CLOSURE - A supplier initiated quote has reached the community specified reminder time before the quote expires e.g. 2 hours before quote expires "Subject: Reminder for Quote: Quote Name Dear Demo Admin 2, Your Quote is due to expire at 23/06/2017 11:45 AM. Please login to Unimarket to review and check out your quote or contact your delegated approver to ensure approval is complete."	Unimarket	support@unimarket.com	Community	User that quote was sent to
QUOTE CREATED - A supplier creates a quote for a customer outside of a bid request or RFQ "Subject: New quote from Demo Supplier for you. Dear Demo Admin 2, Demo Supplier has sent you a quote 'Demo Supplier Quote Name'. It has been added to your Quotes page. Please login to Unimarket to check the details."	Unimarket	support@unimarket.com	Community	User who was selected when quote was created with quote creator CC'd in
REQUISITION ABANDONED - A user has cancelled a requisition that was assigned to them  "Subject: Requisition 174 Canceled Your Requisition 174 has been canceled by Demo Buyer (Email address here). Please submit a new requisition or contact the buyer for details."	Community	Email set up in the community email settings: Default	Community	User who created and reassigned the requisition
REQUISITION ASSIGNMENT - A user has reassigned a requisition to buyer to checkout "Subject: Requisition 174 Assigned Demo Admin 2 has assigned a requisition to you for action. They included the note: Reassignment reason here. The requisition can be reviewed by clicking on Tasks ­> Incomplete Requisitions"	Community	Email set up in the community email settings: Default	Community	User who requisition was assigned to
REQUISITION COMMENT ADDED - Buyer and/or Approvers have commented on a Requisition   Subject: Comment added to 'Requisition RXXXXXX’ by 'User Name' (This will be whatever the comment is) This message was added by [this message was added by user that submitted comment] to 'Requisition R422604' comments.	Community	Email set up in the community email settings: Default	Community	Buyer and Approvers that the approval is sitting currently with
RFQ ACCEPTED - A supplier has accepted and provided a quote for a bid request "Subject: Accept Bid Request Demo Bid Request Name Here Dear Demo Buyer, Demo Supplier has accepted your Bid Request: "Demo Bid Request Name Here"."	Unimarket	support@unimarket.com	Community	User who created Bid Request
RFQ DECLINE - Supplier has declined the Bid Request or RFQ "Subject: Decline Bid Request Demo Bid Request Name Here Dear Demo Buyer, Testing 123 has declined your Bid Request: "Demo Bid Request Name Here". The reason they gave was: Decline reason."	Unimarket	support@unimarket.com	Community	User who created Bid Request
RFQ INVITATION - A community user has created an RFQ or Bid Request "Subject: Bid Request: Demo Bid Request Name Dear Demo Supplier, Demo Community is inviting suppliers to provide quotations for Demo Bid Request Name. Suppliers should ensure that their Bid is submitted no later than 21/06/2017 5:00 PM. All queries regarding this Bid Request should be directed to the sender. Please click the link below to view and respond to the requirements for Demo Bid Request Name. Respondents are required to complete the Unimarket online registration or login to their existing account. Bid responses should then be submitted electronically via your Unimarket account. View the Bid Request If you have questions or require technical assistance please contact support@unimarket.com Yours sincerely Demo Buyer chloe.stubbs@unimarket.com Please Note  Demo Community reserves the right to not accept the lowest price or any bid; and change, suspend or cancel (in whole or in part) any aspect of this bid process at any time. Information in this Bid Request is provided for the sole purpose of preparing and submitting a bid, and the information will be kept confidential and will not be used for any other purpose. The respondent's Bid must allow for all obligations in providing the product or service. Demo Community's expectation is that the prices are the total price payable. View the Bid Request. Terms & Conditions www.tsandcs­demo.co.nz Terms and Conditions Text here.."	Community	User who created RFQ	Supplier, External	Email set up in supplier email settings: RFQs or email specified by RFQ or Bid Request creator when inviting supplier not in Unimarket
RFQ QUOTE - Supplier has accepted and quoted for the Bid Request or RFQ "Subject: Created a quote for Bid Request Demo Bid Request Name Here Dear Demo Buyer, You have received a quote from Demo Supplier for your RFQ: "Demo Bid Request Name Here". Please click here to login and view the quote details."	Unimarket	support@unimarket.com	Community	User who created Bid Request or RFQ
RFQ WON - The Bid Request or RFQ has been awarded and the user awarding it has selected to notify the suppliers "Subject: Request for Quote WON: Demo Bid Request Name Dear Demo Supplier Administrator, Thank you for your response to the Request for Quotation for "Demo Bid Request Name". We intend to accept all or part of the quotation "Demo Bid Request Name", offered by your company. Expect to receive a purchase order reflecting the final award details shortly. If you have any queries, please do not hesitate to contact the undersigned. Yours sincerely, Demo Buyer	Community	User who created Bid Request or RFQ	Supplier	Email set up in supplier email settings: RFQs
SFTP File Processing Error - Problem processing file ‘FILENAME’  Subject: “Problem processing file ‘FILENAME’” Unimarket encountered an error while trying to process a file with the following details Created: DATETIME Filename: FILENAME Community: COMMUNITY NAME The encountered error is fatal and Unimarket will not attempt to automatically reprocess this file.	Unimarket	Support@Unimarket.com	Customer	Community “Integration” email (or Default if none setup)
SUPPLIER CONNECTED - Customer has connected to supplier Subject: Connected to Customer You have been connected as a supplier to (Customer Name) via the Unimarket Marketplace. Our records have been automatically updated with the details you provided during registration. If you require further information please add a comment to (Customer Name) through the Comments menu or via the contact details below. To use the Comments menu, log into the Unimarket supplier portal (https://supplier.unimarket.com) and select the Profile menu. You can then select (Customer Name) and choose the Comments tab.	Unimarket	Support@Unimarket.com	Supplier	Default Contact
SUPPLIER DISCONNECTED- Customer has disconnected supplier Subject: Disconnected from X Community Community X has removed you from their community and online trading has been disabled. If you require further information please contact Community X through the comments feature under the Profile/Customers section of your Unimarket account.	Community	Supplier Comments Email address on File in Community Settings.	Supplier	Default Contact
SUPPLIER LITE- Customer has added a new Lite Supplier Subject: Unimarket E-procurement Notification on behalf of (Community Name) Dear Lite Supplier Name, Community Name uses the Unimarket eProcurement solution. Purchase orders created through Unimarket will be sent to the Order Email address listed below. Please confirm your order email and contact details and add this email address to your safe senders list. If any of your details are incorrect or you have any questions, please contact us at: LiteSupplierDefault@AdminSettings.com Order Email (where your orders will be sent): order@sendhere.com Name Lite Supplier Name Address City State/Region Zip/Postcode Country Contact Email orders@sendhere.com	Community	Lite Supplier Default Email address on File in Community Settings.	Supplier	Lite Supplier Contact Email Address entered when Lite Supplier is created
SUPPLIER PROFILE CHANGES - To alert customer of changes on supplier profiles "Subject: [Supplier] details have been Changed Changes have been made to the supplier 106 Grill LLC. To prevent any fraudulent activity you have been notified of the below changes. The following supplier profile information has been changed: Addresses Contacts Emails	Unimarket	support@unimarket.com	Customer	Supplier Profile Changes email address
SUPPLIER BANK ACCOUNT CHANGED - A supplier has changed their bank account information in their Company Profile "The Unimarket supplier profile bank account details for DemSup were changed by Demo Supplier Administrator. Bank account security is important so please review the details within your Unimarket account to ensure they are correct. The new details will be sent to all your connected customers. Old bank account details: Bank: Bank Name Account name: Account Name Account number: 00­4005­1456106­510 New bank account details: Bank: Bank Name Account name: Account Name Account number: 00­4005­1456106­500"	Unimarket	support@unimarket.com	Community	Email set up in supplier email settings: Invoicing
TASK DIGEST - If the community has the Task Digest enabled, any users with tasks showing on their Outstanding Receiving page will receive an email advising them of the order details (max 10 orders) and the frequency of the email is set by a community admin "Subject: Unimarket Tasks Outstanding Outstanding Tasks Approvals Date                                                Task                                               Description 01/08/2023 04:35 PM   Requisition REQ3254    Requisition REQ3254 (Demo                                                                         Supplier) for Demo Buyer                                                                         is awaiting your approval.                                                                         The total to be approved                                                                         is $55.00. This Requisition                                                                         is for multiple items, please                                                                         log in to view the details.  01/08/2023 04:29 PM   Requisition REQ3251    Requisition REQ3251 (Demo                                                                         Suppliers) for Demo Buyer                                                                          is awaiting your approval.                                                                          The total to be approved                                                                          is $15.95. This Requisition                                                                          is only for Item1. 31/07/2023 04:31 PM   Invoice 987654            Invoice 987654 has been                                                                         received and is waiting                                                                         your approval. View all your Approvals tasks. Invoice Acceptance Date                                           Task                                              Description 31/07/2023 2:50 PM    Invoice 515461546        Invoice 515461546 for Blanket                                                                                   order 144 requires your                                                                                               acceptance. 14/06/2023 10:13 PM   Invoice 1                       Invoice 1 for Blanket Order 52                                                                                   requires your acceptance. 14/01/2023 10:13 PM   Invoice 87981651          Invoice 87981651 has been                                                                                      loaded and requires your                                                                                           acceptance to create a retrofit                                                                                    order. View all your Invoice Acceptance tasks. Outstanding Receiving Date                                          Task                                            Description 3/05/2023 10:28AM    Order 152                     Order 152 has pending invoices.                                                                                Please receive if appropriate. 3/02/2023 12:19PM    Order 68/2                    Order 68/2 has pending invoices.                                                                                Please receive if appropriate. 16/12/2022 2:50PM    Order 93                       Order 93 has pending invoices.                                                                                  Please receive if appropriate. View all your Outstanding Receiving tasks."	Community	Email set up in community email settings: Default	Community	Any users that have outstanding receiving tasks
Transaction Run - A scheduled Transaction Run has been created and an email address has been entered to send the report notification after the transaction run has been generated. "Subject: Unimarket Report is ready Your scheduled Unimarket Transaction Run is ready. View your report here Use the link above to be taken directly to your report, or login and navigate to the Insights module / Transaction Runs.	Unimarket	Support@Unimarket.com	Community	User who's email address was added when scheduling the transaction run
WORKFLOW TASK - A contract creator has created a workflow task for a contract "There is a Purchasing Review task for Contract 5 - Testing for 12 Stones Media Group LLC for you to complete."	Community	User who created the workflow task	Community	User who task has been assigned to

 

(search terms: emails, emails sent, alert emails)

The Forms administration page is located in the Administration module under Settings in the Management tab. If enabled for your community forms allow additional community-defined information to be captured, some examples include Travel Forms, Sole Source forms, Contract for Services etc.

The Community can define custom forms for use with:

• Non-Catalog Item
• Request For Quote (RFQ)
• Justification (internal forms)
• Supplier Requests
• Expense Types
• Contract Types (refer note below)
• Supplier Profile

Add a Form

To add a form select Add Form and give the form a name and optionally a description that will show in the help bubble text next to the form. Then you can begin adding fields to your form.

Adding Form Fields

To define the fields that will be included on the Form, select Add Field. This pop-up will allow you to configure the field for your form to request relevant details to be provided by your users.

• Type:  Defines the details required and how the information is requested from your users. Some Field Types such as Picklist, will cause an Add Option button to appear.
• Name: Display Name.
• Code: The code acts as an identifier for reporting. The fields must all have unique codes. Codes will not be visible to users. 
• Description: Longer description. This will display below the form field if Show Description is ticked.
• Show Description: Displays the description on the page below the field, if not selected the Description is shown in a help bubble next to the field.
• Mandatory: Requires the user to take action on the field question. You can select Yes, No, or Conditional. If Conditional is selected you will then have a box to chose the Field (from the other fields available on the form you are working on) that it is conditional based on and another box for the Type (either Blank or Not Blank).
• Visible: This can either be yes or conditional (based on a previous answer entry).
• Help Text: A message to help users with their entry.
• Default Value: A value set to automatically appear in the entry that can be changed by the user if needed. This would be used if the answer 9 times out of 10 will be Yes, then you can set the default value to Yes.

Field Types

You can find the various options for the Type of field available listed below:

• Checkbox: Allows the user to check the box or leave unchecked for a Yes/No answer or as a mandatory checkbox, the user is required to check the box confirming that they have read the information.
• Date: Provides a calendar to select a date.
• Date/Time: Provides a calendar to select a date and time format fields to define a time.
• Decimal Number: Allows for decimal numbers (i.e. 1.5).
• Help/Information: Opens up the field for Content/Type as a mandatory field on your form.
• Hyperlink: Opens a mandatory field where you can enter a hyperlink on your form.
• Money: Formats the field to currency and requires numbers to be entered.
• Multiselect: Add Option will appear.
• Number: Requires numbers to be entered.
• Paragraph Text: Allows for free form text.
• Picklist: Add Option will appear.
• Radio button: A group of Radio buttons 
• Text: Allows for free text to be entered (limited to 255 characters)

Using Conditional Fields

Form fields can be made conditionally visible, meaning dependent on previous fields. To use this feature, under Visible choose the value of 'Conditional'. You can then select the Conditional Field, meaning the field the visibility is dependent on. You would then choose how the Conditional Field must be populated to make your new field visible in the Type and Value fields. 

The example below shows that Form Field 2 will be visible if on Form Field 1 the user selects the value Yes. If the user selects the value as No then Form Field 2 will not appear.

 

Configure Usage

Once you have created a form you will need to configure usage to determine where it should be used. 


You can select where it will be used by clicking More Actions and selecting Configure Usage allows for the form to be used on non-catalog Items, RFQs, or the justification section of the checkout screen. Please see below for information on how to use the form for Expense Types and Contract Types.

 

Note:  When configuring a Form to use with Contracts, the form field names cannot be exactly the same as Contract fields, otherwise your export will error - e.g. "Contract Type" exists in the contract data/fields in the UI, and so if you need to use that field again, you will have to name it slightly different (lower case works).

 

Additional Actions

You can find the more ways to manage your forms by selecting the More Actions button these options are:

• View Forms: Returns you back to the View Forms page to view all forms.
• Copy: Allows for copying the existing form if a change needs to be made to an existing form.

Note: an existing form that has been used cannot be edited. The previously used form can be copied with a unique name (edited date is suggested) then the old form can be deleted and replaced with the new version.

• Delete: Deletes the form but will not delete the form data that exists in the history of the system.
• Edit: Will only show if the form has not been used yet.
• Preview: Allows for a preview of the form and functional usage. The layout of the form will be determined by the location in the system where it will be used. For example, if the form is added to an RFQ, the fields will be horizontally arranged, if the form is used in the Justification section of Checkout the fields will be arranged to fit appropriately vertically and horizontally in the checkout screen.
• Configure Usage: Allows for the form to be used in the RFQ, Non-Catalog item data or the Justification section of the checkout screen.

Non-Catalog Item Form

If Non-Catalog order forms are defined within community then the buyer must select a Non-Catalog Item Type on the Create Non-Catalog Item page. This displays a list of the forms and when an Item Type is selected the associated form fields are displayed alongside the standard fields. Buyers complete the details and all the information is passed to the supplier as part of the order. The additional information can be viewed on the requisition by approvers.

RFQ Form

As with the Non-Catalog order process, if there are associated RFQ forms then the buyer must select an RFQ Type on the Create RFQ page. This displays a list of the forms and when an RFQ Type is selected the associated form fields are displayed alongside the standard RFQ fields. Buyers complete the details and all the information is passed to the supplier(s) as part of the RFQ and can be viewed on the Form tab when viewing the RFQ. 

Justification Form

If the community has defined justification forms, then a Justification Type pick-list will display within the Justification section of the Checkout and the Create Blanket Order pages. This displays a list of the forms and when a Justification Type is selected the associated form fields are displayed alongside the standard justification fields. Buyers complete the details and all the information is passed internally to approvers, visible on the Justification tab when viewing the requisition. Suppliers do not see the justification information.

Communities can make the Justification Type required and/or select the Default Justification Type, this is setup under the Community's Settings (Administration module > Settings > Settings tab > Justification section).

Supplier Request Forms

You can read below to find out more information on Supplier Request Forms or watch this short video:

Creating a supplier request form will add the form to the supplier requests sent to administrators by users. This allows each community to configure specific important fields to gather information when a user requests a new supplier.

Once the form is created, it can be assigned to the Supplier Request window under Admin module > Settings > Settings > Community Users Setting

Expense Types

To configure a form for Expense Types, create the form as per the above process then navigate to the Expenses Administration page (Administration module > Modules > Expenses > Expense Types tab). When creating a new expense type, select the relevant form in the Form dropdown. If the community has defined Expense Type forms, an Expense Type picklist will display when a user is adding an expense line to a claim. This displays a list of the forms. When an Expense Type is selected the associated form fields are displayed alongside the standard expense fields. Users complete the details and all the information is routed internally to the appropriate approvers.

Contract Types

To configure a form for Contract Types create the form as per the above process then navigate to the Contract Administration page (Administration module > Modules > Contracts > Contract Types tab). When creating a new contract type select the relevant form in the Form dropdown.

 

Note:  When configuring a Form to use with Contracts, the form field names cannot be exactly the same as Contract fields, otherwise your export will error - e.g. "Contract Type" exists in the contract data/fields in the UI, and so if you need to use that field again, you will have to name it slightly different (lower case works).

If the community has defined Contract Type forms then a Contract picklist will display on the Leadsheet tab when a user is creating a new contract in Unimarket. This displays a list of the forms and when a Contract Type is selected the associated form fields are displayed alongside the standard Leadsheet fields. Users complete the details and the form information is displayed when viewing the Leadsheet.

 

Supplier Profile Form

Communities can now record additional information against a supplier by creating a Supplier Form. Suppliers do not have access to view the form or information entered on the form. Users with the Community Admin role can create a Supplier Form. For more information on how to set up your Supplier Profile Form please click here.