• New Create Invoice Screen

    From the Create Invoice Screen you can either select an order to submit an invoice against or enter an invoice directly which will then create a retrofit order if no order number is entered at the time the invoice is created.

    Note: Since this screen allows you to both submit an invoice against an order or enter an invoice directly, in turn creating a retrofit order, the Enter Invoice Screen and Invoice Order Screen will no longer be present in Production. 

     

     

    Enter the invoice details on the left side:

    Field Definition
    Preview Mode If this is toggled on, it will show the image of the attachment(s) that were loaded. If there is more than one attachment, you can click onto each attachment to view them. 
    Order Number If there is an order in the system you can enter the order number into this field. Once entered, it will pull the relevant data. 
    Supplier Enter the Supplier Name you would like to invoice in this field.
    Invoice Number Enter the invoice number.
    Invoice Date Enter the invoice date.
    Payment Due Date Enter the Payment Due Date.
    Buyer

    Confirm the Buyer. To change the Buyer on the invoice click the field to open a drop down menu from which you can search for the correct user.

    Bill To Select the Bill To address.
    Remittance Address If the supplier has more than one remittance address, you can change the remittance address. If there is only one, you cannot change this field. To view the entire address, you can hover over the i on the right side of this field.

     

    Enter your first line item with its Quantity, Unit Price, Unit of Measure and tax if applicable. If you need to add additional lines you can press the Add Lines button. Once all lines are added you can additionally add Comments, Shipping and Shipping Tax if applicable. 

     

    Note: If the Contracts module is enabled for your community, the selected supplier has at least one contract, and the user creating the invoice has access to at least one of those contracts, a new Contract field will appear where you can select the contract this invoice should be linked to.

     

    When you have completed all the required information select Submit Invoice or, if you would like to create another invoice straight after, check the box for Create Another under the Submit Invoice button before clicking Create.

  • Invoice Matching Configuration

    Invoice Matching

    Invoice matching settings can be configured by the Community Administrator. They can be found here: Administration module > Modules > Invoices

    Configuring invoice matching will determine the default invoice matching rules for the community used for all suppliers. Supplier specific matching rules can be configured on each supplier which will override the default configuration.

    Field Description
    Type The Matching Type can be set to 2-Way, 3-Way or Pass-Through:
    • 2-Way: Invoices are matched against 1) the PO Number; and 2) the PO Tolerance (header or line).
    • 3-Way: Includes the 2-way match AND matched against buyer receiving.
    • Pass-Through: Does not match. This can be used if Unimarket is used as the interface to receive supplier invoices but the matching occurs in an external system (e.g. the Finance system)
    Level

    The Level can be set to Header or Line:

    • Header: The matching is at an invoice header level. The total value of the invoice will be compared with the total value of the PO.
    • Line: The matching is at an invoice line level. The value of the individual invoice lines are compared to the value of the corresponding PO line.
    Tolerance Percentage The tolerance will be a percentage of the header or line and it will apply to values equal to or more than the percentage.
    Tolerance Minimum Minimum tolerance value. Ensures small variances less than the specified dollar value will match.
    Tolerance Maximum Maximum tolerance value. Ensures the invoice variance cannot exceed the maximum dollar value specified.
    Match on Unit Price The unit price line level matching allows for more detailed matching in addition to the line subtotal.
    Unit Price Tolerance Percentage If Match on Unit Price is selected you can enter a percentage tolerance for the unit price line level matching and it will apply to values equal to or more than the percentage.
    Match On Amount Leaving this checked will do standard matching on the total line amount. Uncheck it to do only unit price matching.
    Failed Matching Action

    Choose a behavior for invoices that do not fall within matching tolerances:

    • On Hold: Leave invoices that fail matching On Hold, waiting for manual intervention
    • Reject: Automatically reject invoices that fail matching.
    • Send for Approval: Automatically send invoices that fail matching for approval. For more on sending invoices for approval see Sending Invoices for Approval

     

    Note: Invoice approvals must be enabled for your community. If you are interested in this feature, please contact your Unimarket Account Manager.

     

    Shipping Matching

    Shipping Matching tolerances are all based on the Invoice Subtotal, and nothing is compared to the Purchase Order. 

    image (16).png

    Field Description
    Enable matching on Shipping Enable this if you would like to match the Shipping Amount using the tolerance settings below. These settings will compare the shipping amount of the invoice with the invoice total and ensure the Shipping Amount is not excessive. 
    Shipping Tolerance Percentage The shipping tolerance will be a percentage and it will apply to values equal to or more than the percentage.
    Shipping Tolerance Minimum Minimum tolerance value. Ensures small shipping variances less than the specified dollar value will match.
    Shipping Tolerance Maximum Maximum tolerance value. Ensures the invoice variance cannot exceed the maximum dollar value specified.

     

     

  • User Can't Invoice Order Troubleshooting

    If an end user with the Create Invoices Role or Buyer Create Invoices Role is not seeing the option to "Invoice Order" from the relevant order page, below are some troubleshooting steps to review.

     

    1. Check to make sure the Order State is Open. (Orders that are closed cannot be invoiced).

     

     

    Note: If the Order State is Closed, the end user will not see the Invoice Order button on the upper right corner, to submit an Invoice

     

    2. Review the suppliers State. Go to the Administration module > Suppliers > Key in the Supplier name > Check the State of the Supplier. If the Supplier is disconnected, the Invoice Order icon will not appear on the order.

     

     

     

    3. Review the Buyer Group(s) assigned to the supplier. Go to the Administration module > Suppliers > Search the supplier that the Order is with > Click the supplier name > Click the Settings tab > View the Buyer Groups assigned to supplier.

     

     

     

    4. Ensure the end users' assigned buyer group matches the supplier's buyer group. You can review this by going to the Administration module > Users > use the search bar to locate the end user > click Edit.

     

     

    Review the end user's buyer group to ensure it aligns with the supplier's buyer groups.

     

     

    Note: If the end user does not have the same buyer group as the supplier, the Invoice Order icon will not appear. A Community Administrator will need to review and decide if the End Users' buyer group or the suppliers' buyer group needs to be updated.

     

  • Invoice Module Administration

    If the community has the Invoicing module enabled this can be configured from within the Administration module > Modules > Invoices.

     

    Invoice Matching

    Invoice matching settings can be configured by the Community Administrator including passthrough, 2-way or 3-way, tolerance settings, and shipping matching options. Details can be found here: 

    https://help.unimarket.com/hc/en-us/articles/10489182800143-Invoice-Matching-Configuration 

     

    General Settings

    1. Allow Anonymous Access to Invoices - If this feature is enabled, Unimarket will generate a public URL for each invoice that can be used to view the invoice from an external system.
    2. Allow Users to View Their Own Invoices - This allows all users to view invoices linked to orders they have access to.
    3. Attachment Required - Makes it mandatory for suppliers and community users creating invoices to add at least one attachment.
    4. Allow Users to Select a Remittance Address - If this feature is enabled, it allows users to select a remittance address when entering an invoice/invoicing an order. 
    5. Allow Users to Enter Discounts - If this feature is enabled, an optional discount field will be shown on the Enter Invoice and Invoice Order screens. The discount amount will be subtracted from the invoice total.
    6. Allow Suppliers to Enter Discounts - If this feature is enabled, suppliers will be able to submit discounts via cxml invoicing if cxml invoice integration has been set up.
      Note: If Allow Suppliers to Enter Discounts is not enabled and the supplier sends an invoice with a discount, the cxml invoice will be rejected. 

       

    Approvals

    This setting allows administrators to determine whether the first step of invoice approvals routes to the requester(s) or the buyer(s) of the related order. For more on invoice approvals see Sending Invoices for Approval.

     

    Payments

    This setting allows administrators to decide if they would like to allow the upload of payment remittance information for invoice numbers that do not exist in the community. 

     

    Order Commitments

    This setting allows administrators to decide if they would like to set a timeframe in which orders can be automatically closed. If enabled, you will be required to enter your preferred number of days for the Auto Close Time Delay (the default is 30 days). More information on how this works can be found on the Auto Close Orders page. 

     

    Note: If the number of days for the Auto Close Time Delay is updated, any orders that were within the previous timeframe would then update to the new timeframe. 

     

     

    •  
  • Creating Electronic Invoices

    Invoices can be sent to the community in three ways:

    1. Suppliers send the invoice electronically via integration - directly out of their system into Unimarket (B2B).
    2. Suppliers login to Unimarket and create the invoice using Invoice Order functionality.
    3. Suppliers send the invoice using the traditional post/email/fax methods and the community AP team use the Community Invoice Order functionality to process and match the invoice.

     

    Community Invoice Order (PO Flip)

    Community Invoice Order functionality provides users (with the Create Invoice role or Create Buyer Invoice role) with the ability to create electronic invoices through the Unimarket application. Invoice Order allows the user to locate the corresponding order for an invoice they have received, then flip the order into an electronic copy of the invoice and submit it for matching.

    Note: The Create Invoices role allows users to invoice ANY order in the system.

    The Create Buyer Invoice role allows users to invoice their specific POs in which they are listed as the buyer. As a result, the invoice itself is not routed for approval, the requisition is routed for approval. (In the case of a blanket order in which the PO is already approved, a buyer created invoice would be approved automatically and go along for posting.)

    Creating an Invoice

    There are 3 different ways you can begin the Invoice Order process. See below for more:

    1. Invoice Order - From Menu

    1. Click on Invoice Order in the Invoices menu within the Invoices module.
    2. In the header section of the invoice select the desired supplier.
    3. If your community has Remittance Address selection enabled, you can select a remittance address.
    4. Enter the invoice number (from the suppliers invoice) and invoice date.
    5. In the Order Number section click on the search icon to find the order that relates to the invoice.
    6. Select the desired order and click the Add Order button. The order line details will be added to the invoice.
    Note: If your community has Consolidated Invoices enabled you can select multiple orders to invoice at the same time.

     

    order

    2. Invoice Order - From Order

    1. Locate the order you wish to invoice by selecting View Orders from the Orders menu within the Marketplace module and searching.
    2. Open the order by clicking on the order number and select Invoice Order from the top right of the page.
    3. Enter the invoice number (from the suppliers invoice) and invoice date.

    3. Invoice Order - From Non-Invoice Orders

    1. Select Orders and then  Non-Invoiced Orders from the Invoices menu and you will see all orders that do not currently have a submitted invoice against them.
    2. Locate the order you wish to invoice and select Invoice Order on the right hand side of the order in the list.
    3. Enter the invoice number (from the suppliers invoice) and invoice date.

    invoice

    Note: The system will warn you if the supplier is not set up for invoicing. All the suppliers details must be present before the invoice can be created. To setup the supplier select Setup Invoicing from the Actions menu on the top right.

     

    Creating an Invoice - Remaining Steps

    Note: Any lines that do not yet have a submitted invoice against them will have the checkbox to the left of them selected. If you need to create a partial invoice deselect any lines that do not need to be invoiced and they will appear in a lighter grey color to show they are deselected with the quantity at 0.
    • If any changes to the line item detail from the order to the invoice are necessary (e.g. submitting a partial invoice, invoicing a different amount etc.), ensure you edit the details for the lines here.
    • Add shipping charges to the invoice if applicable.
    • Click Create to submit the invoice for matching.

    Matching Status

    The View Invoice page will show a summary of the matching statuses.

    State of Invoice Definition
    Downloaded The Invoice has matched and been extracted as part of a Transaction Run.
    Invoice Accepted All the invoice lines have matched and the invoice is in an accepted state ready to pay.
    On Hold The invoice submitted by supplier exceeds the tolerances set by the community and was placed On Hold for review and further action by a user with the Create Invoice role.
    Pending Delegated Approval The invoice has been accepted by the buyer and routed for delegated approval. It is pending approval by the delegated approver.
    Pending Initial Acceptance The invoice relates to a retrofit or blanket order and is awaiting acceptance by the buyer and creation of a requisition for approval.
    Pending Order Acceptance The Invoice was placed On Hold due to matching exceptions and has been sent to the buyer or requester for review and acceptance.
    Pending Receiving The items on the order have not been received by the buyer. Once the buyer receives the item(s) the matching will reprocess.
    Canceled The invoice creator cancelled the invoice before it was approved.
    Invoice Rejected The invoice contains matching exceptions and was placed On Hold. The exceptions have been reviewed and Rejected by the Community. Invoices cannot be changed from the Rejected state.

     

    Discounts on Invoices

    If enabled, both the Enter Invoice & Invoice Order screens will now include a Gross Total, a Discount Field, and the Net Total (essentially the payable amount). 

    Once created, the discount is shown on the Invoice record and the invoice PDF.

    Note: Invoice matching and any retrofit requisitions are still based on the Gross total amount, rather than the discounted amount.

     

    Credit Invoices

    For more on credit invoices see How to Create a Credit Invoice.

    Invoices for Retrofit Orders

    For more information see Retrofit Orders & Invoices.

  • Enter Invoice

    Users can create an invoice that does not yet have a matching order in Unimarket. The Retrofit Invoices feature must be enabled by your community and the User must have the Create Invoices role. You can access the Enter Invoice Screen by going to the Invoice Module > Invoices > Enter Invoice.

    Enter Invoice

    enter

    1. Select the Supplier, enter the Invoice Number and Invoice Date
      Note: If your community has Remittance Address selection enabled, you will need to select a remittance address.
    2. Confirm the Buyer. To change the Buyer on the invoice click the field to open a drop down menu which you can search for the correct user.
    3. Click on Add Invoice Item, a popup will appear, complete the necessary details and then select Add or, Add More to add additional line items.
      add

      Note: If the Contracts module is enabled for your community, the selected supplier has at least one contract and the user creating the invoice has access to at least one of those contracts, a new Contract field will appear where you can select the contract this invoice should be linked to.
    4. When you have completed all the required information select Create or, if you would like to create another invoice straight after, click the Create Another box next to the Create button before clicking Create.

    A notification will be sent to the Buyer to approve/decline the invoice, at this point the invoice will have a state of Pending Initial Acceptance.

    Note: If you select yourself as the buyer the invoice will automatically be accepted.

     

  • How to Create a Credit Invoice

    Creating a Credit Invoice

    • Select View Orders from the Orders menu within the Marketplace module.
    • Using the search filters at the top of the page locate the order.
    • Open the order by clicking on the order number and the click Invoice Order in the top right corner.
    • Enter the new credit invoice number and credit invoice date. This credit invoice number must be unique. Duplicate invoice numbers will result in an error. If you need to use the same invoice number, we recommend appending a "C" to the end of the original invoice number, indicating the credit.
    Note: Any lines that have a submitted invoice against them will have the checkbox to the left of them deselected.
    • Select the checkbox to the left of each line you wish to credit.
    • In the quantity field, enter a NEGATIVE quantity indicating number of items credited.
    • In the unit price field, enter a POSITIVE dollar amount.

    credit.png

     

    • If you are crediting shipping as well enter the shipping amount as a NEGATIVE dollar amount in the shipping box under the invoice lines.
    • Click Create to submit the invoice.

    For more on invoices see Creating Electronic Invoices.

  • Viewing Invoices

    You can view invoices for community purchase orders if you have the Community Administrator, View Transactions or Create Invoices role assigned to your user. The community can also be configured so that users can view invoices linked to orders they have access to (see Invoice Module Administration).

    View Invoices

    Select Invoices from the Module Switcher and you will be taken to the Invoices page.

    in.png

    By default the screen will display invoices from the last 90 days and can be a Custom Date Range. If the user’s search exactly matches an Invoice Number, it will open that invoice directly. 

    Filters

    More filters are available by clicking the FILTERS button in the top right. These filters allow you to filter by the Invoice or Order number, the Supplier, Period, invoice State, and Organization (If your Community has multiple Organizations). You can use a single filter or any combination. To hide the additional filters click the Hide button in the top right.

    Sorting

    By default the invoices displayed are sorted by Created Date.

    You can change this by selecting any of the headings. Click them again to change the order between ascending and descending. The arrow will show which heading is sorted and the direction shows the order.

    IN2.png

     

    Export Invoices 

    To export the list of invoices you have currently filtered, click on Export in the top right next to Filters and select Export Invoices. This will then create a report with all invoices that match the current filters.

     

    Viewing Invoices from an Order

    • Search the Order number.
    • Open the order by clicking the order number and a list of associated invoices will be displayed at the bottom of the View Order screen on the Invoices tab.
    • To view any of the invoices click onto the invoice number.

    Invoices_8.png

    Invoice States

    State of Invoice Definition
    Downloaded The Invoice has matched and been extracted as part of a Transaction Run.
    Invoice Accepted All the invoice lines have matched and the invoice is in an accepted state ready to pay.
    On Hold The invoice submitted by supplier exceeds the tolerances set by the community and was placed On Hold for review and further action by a user with the Create Invoice role.
    Pending Delegated Approval The invoice has been accepted by the buyer and routed for delegated approval. It is pending approval by the delegated approver.
    Pending Initial Acceptance The invoice relates to a retrofit or blanket order and is awaiting acceptance by the buyer and creation of a requisition for approval.
    Pending Order Acceptance The Invoice was placed On Hold due to matching exceptions and has been sent to the buyer or requester for review and acceptance.
    Pending Receiving The items on the order have not been received by the buyer. Once the buyer receives the item(s) the matching will reprocess.
    Canceled The invoice creator cancelled the invoice before it was approved.
    Invoice Rejected The invoice contains matching exceptions and was placed On Hold. The exceptions have been reviewed and Rejected by the Community. Invoices cannot be changed from the Rejected state.

    Any invoices against an order that has not yet been received will be on the Outstanding Receiving list but also triggers an email for pending receiving to the buyer.

    Invoice State Diagram

    Invoice_States_-_P2P_Master_Data__1_.png

  • Cancel and Resubmit Invoices

    Cancel and Resubmit Invoices

    An invoice can be canceled when the invoice is entered incorrectly or when the invoice does not match. If needed, the correct invoice can then be resubmitted, and can use the same invoice number.

    In order to cancel or resubmit the invoice, the invoice cannot be in the Downloaded or Invoice Accepted states. Those with the Create Invoices, Community Administrator, and Create Buyer Invoices roles are able to cancel and resubmit invoices.

    Cancel an Invoice

    To cancel an invoice:

    1. Go to either
      1. The Marketplace module, then select Transactions and View Invoices.
      2. The Invoices module, which will take you directly to View Invoices.
    2. Select the Invoice Number you wish to make changes on or search for Invoices or Orders. Additional fields are available to narrow down the search.
    3. In the Invoice, select More Actions in the top-right corner of the screen and click Cancel.Cancel_and_Resubmit_Invoice_1.png
    4. Enter the reason for canceling this invoice, then select OK.Cancel_and_Resubmit_Invoice_2.png
    5. The invoice is now canceled.

    Resubmit an Invoice

    You can resubmit the exact same invoice or an alternative invoice by clicking More Actions and selecting Resubmit after an invoice has been canceled.

    Also, you can reuse the Invoice number once you cancel the invoice if the details are not correct. 

    To resubmit an invoice:

    1. Follow the steps above to cancel an invoice if you have not already done so.
    2. Once an invoice has been canceled, select More Actions and click Resubmit.Cancel_and_Resubmit_Invoice_3.png
    3. This will take you to the Enter Invoice page where you have the option of creating an invoice with the canceled invoice number or creating a new invoice altogether.

    For more on invoices see Creating Electronic Invoices.

  • Sending Invoices for Approval

    The Invoice Administration module can be configured to allow invoices that fall outside of the community's matching tolerances to be sent for approval manually or automatically. This would mean the buyer or requester who created or initiated the order that is being invoiced will receive a task to approve or decline the invoice and if approved it is then sent on for delegated approval based on your community's approval process.

    Note:

    • Your community must have Invoice Approvals enabled for the Send for Approval option to be available. To enable this contact us at support@unimarket.com or speak to your Account Manager.
    • The invoices can either be routed to the buyer or the requester for initial approval depending on your community invoice settings. For more on invoice settings see Invoice Administration Module.

     

    Failed Matching Action

    Within the invoice administration module this function has 3 different options: On Hold, Reject or Send for Approval. This state will be the default for any invoices that fall outside the configured tolerances and fail matching. Rejected invoices can be force matched however, as long as your community has the Invoice Approvals feature enable it is the On Hold and Send for Approval states that allow you to send them for approval.

    On Hold - Manual

    The On Hold state means the invoice is waiting for manual intervention to ensure it is processed correctly. It allows users with the Create Invoice Role to either reject the invoice, force match it or manually route the invoice for approval.

    mceclip0.png

    Send for Approval - Automatic

    The Send for Approval option will automatically put any invoices that fail matching into a state of 'Pending Order Acceptance'. This means an email notification will be sent to the buyer(s) or requester(s) (on the order) to let them know it is sitting with them to approve or decline the invoice.

    mceclip1.png

    If the user declines the invoice, it is put into a Rejected state and an email is sent to the creator of the invoice. If it's approved, it's then automatically routed for delegated approval, an email is sent to the approver to let them know and the invoice changes to a state of 'Pending Delegated Approval'. This means the invoice is now sitting with a delegated approver to be declined or approved

    Similar to the Previous step, if declined the invoice will change to Rejected but if approved, the invoice finally goes into a Submitted state meaning it has matched and can be paid. Whether declined or approved the buyer(s) or requester(s) will be notified by email.

    For information on where to find this setting see Invoice Administration Module

  • Accepting Invoices (Buyer)

    Buyers get a notification email and can view their Invoice for acceptance from their task menu (top right). From here they can accept/reject the Invoice. The invoice can also be accessed from the Invoices menu.

    Accept.png

    Access Invoice from Invoices Menu

    You can access invoices from the menu on the left.

    View_Invoices.png

    Accept/Reject Invoice

    Once you click into the invoice you will see the option to Accept or Reject the invoice. 

    Accept2.png

    Routing to Approval - Buyer to Code & Checkout

    Once the invoice is accepted, an incomplete requisition will be created from the invoice and the user is taken to the requisition/checkout screen. The user can complete the required information such as entering the accounting information and anything else that may be needed and checkout.

    Code_Check.png

    Once the requisition is checked out it will go into the Pending state since the requisition is now Pending Approval. 

    pending_approval.png

    Approval (Delegated Approver) - Approve/Reject Requisition

    Approvers can access the requisition from their Task menu (top right).

    approval.png

    If the requisition is approved a retrofit order will automatically be created and the invoice will be matched as per the standard matching process.

     

    Note: If the invoice is rejected by the buyer you will be notified by email and the invoice state will change to Invoice Rejected.

     

  • Invoice Comments

    The "Comments" tab within an Invoice is a valuable tool enabling users to include notes, post commentary and questions pertaining to the invoice and effectively manage important details. This can include invoice status, communication with supplier and other notes you'd like to have linked to the invoice.

    Add Comment in Invoice.jpg

    Any user who can see the Invoice in the Community should be able to view and add Comments for the invoice. 

    Note: Comments posted in the Invoices are only visible in the Community and are not shown on the supplier side.

     

    Invoice Comments.jpg

     

    Invoice comments created will send an email notification to the Buyer or the Invoice Creator. For any comments created by the Buyer this will send a notification to the Invoice creator. And vice versa, any comments made by the Invoice Creator notifies the Buyer with an email.

     

    Details visible in the Comments tab include:

    • Date and Time when the comment was posted
    • User who posted the comment
    • And the comment context itself
    Note: If an invoice is Supplier created or came from Invoice integration, no email notification will be sent to the supplier for any comments entered.

     

     

  • Upload Blanket Order Invoices Using a CSV

    Upload blanket order invoices in a CSV format using sFTP File Automation

    Invoices for blanket orders can be uploaded in a CSV file format to make the process of entering the invoice lines quicker and easier. This process mimics the Invoice Order flow in the UI, which you can read more about here. Once invoices are loaded against the blanket order they will be placed in the state of Pending Acceptance and need to be reviewed by the blanket order owner(s) before they are matched for payment. 

    • Invoices must be submitted for upload via the sFTP File Automation process which is outlined here
    • The CSV template can include many invoices if you want to upload multiple at once.
    • They must be invoices that relate to a blanket order.
    • In the same csv file you can have:
      • Multiple blanket orders for the same supplier and/or different suppliers.
      • You can have many invoices for a single blanket order.
      • Both invoices and credits, but they must be unique (see below)*
    • You cannot have
      • A single invoice e.g. INV123 which references more than 1 blanket order
      • A single invoice reference with both a positive and negative amount*

    *i.e. if you have Inv-123 that has line 1 of a credit amount and line 2 of a positive amount, you will need to separate this invoice into two different uploads - mixed lines against a single invoice is not supported.

    However if the credit was for Inv-123 and the positive is for Inv-144, that scenario is supported.

     

    CSV Template Details

    Please be aware that all columns are required in this file, but some values can be left blank. We have indicated Required N where you are able to submit an invoice without these.

    Field Example Required Notes
    Organisation 1020 Y Organisation Code  - must be the organisation the Blanket order sits within.
    Bill To Code 123 Y  
    Ship To Code 456 Y  
    Community Supplier ID UM0000598 Y Unimarket's unique ID for the supplier 
    Supplier ID S4534 Y

    Your supplier (vendor) ID for your ERP.

    Note: either the Supplier ID OR the Community Supplier ID are required. Both are not required unless the Supplier ID is not unique.

    Blanket Order 5665756765 Y Blanket order number
    Invoice Number INV45333 Y  
    Invoice Date 13/10/23 Y  
    Invoice Subtotal 100 Y  
    Invoice Total 110 Y  
    Invoice Tax 10 Y  
    Invoice Shipping 0 Y Can be set to 0
    Shipping Tax 0 Y Can be set to 0
    Invoice Discount 0 Y Can be set to 0
    Invoice Line 1 Y Repeat the line number if there are multiple distributions (splits)
    Product Code   N Can be blank
    Description Stainless Bolts Y  
    Quantity 1 Y  
    UOM EA Y Accepts any valid UOM
    Unit Price 100 Y  
    Line Amount 100 Y  
    Line Tax 10 Y  
    Distribution% 100 N Required if you have multiple distributions for one Invoice Line. Otherwise can be left blank.
    AcctFormat GL N

    Account code format CODE. Must match a format in your community.

    Note: If this is left blank it will have the default accounting off the blanket order.

    This will return an error if Release Order Coding is not allowed for the Blanket Order.

    AcctPart1 1 N Account code parts. Must match values loaded in your community.
    AcctPart2 1 N  
    AcctPart3 100 N  
    AcctPart4 18312 N  

     

  • Invoice Inbox - Overview

    The Invoice Inbox is a central area in Unimarket that allows suppliers and your community to submit invoices electronically via email. The Invoice Inbox will give Accounts Payable users (Create Invoices role) the ability to process invoices submitted to the inbox easily with an "invoice stub" that can be linked to the order by referencing the order number in the subject line of the email from the supplier or, manually linked after it arrives.

    Note: If Buyers Can Invoice Orders is enabled and either:
    1. An invoice arrives and is automatically linked to an order or,
    2. It is manually linked to an order or a buyer by a user with the Create Invoices role
    The buyer will receive an email asking them to review the invoice. For more see Invoice Inbox - Buyers.

     

    The Invoice Inbox will not be enabled automatically for customers that have the invoice module enabled. Contact your Unimarket account manager to request the Invoice Inbox be enabled for your community. The Invoice Inbox can be found within the Invoices module by clicking on Inbox for those users that have the Create Invoices role.

    Invoice_Inbox.png

    Key Features

    • Dedicated Invoice Inbox email address per customer - Each customer community will have a unique email address to provide to the suppliers that they wish to submit their invoices via the Invoice Inbox.
    • Linking the emailed invoice to a PO - The invoice inbox will read the subject line of the inbound emails from the suppliers to find any related POs existing in your Unimarket eProcurement system. When a PO number is found in the invoice email subject, Unimarket will link the PO to the invoice stub for quick and easy creation of the invoice using the line details from the PO.
    Note: If you have Order Versions enabled for your Community, the invoice will link to the latest version of the order. For example, if PO 251/1 and 251/2 exist, than the invoice inbox will automatically  assign invoices to 251/2. 

     

    • Supplier Email Recognition - As suppliers begin emailing their invoices into the Invoice Inbox, Unimarket will recognize the email address that a specific supplier's invoices come from and learn to link the invoice stub to that supplier if they do not enter the related PO into the email subject line.
    Note: For customers who have users from within their own community emailing invoices they have received directly from a supplier, the supplier email recognition won't automatically link emails that come from an address with the same domain as the default email set for the community within Unimarket. This prevents community users email addresses that email invoices for different suppliers from getting linked to specific suppliers.

     

    • Invoice Inbox Visibility - Invoice Inboxes can be set to visible for all users with the Create Invoices role, or specific users with that role.
    Note: If the community chooses "Specific Users", manual updates as staff changes happen. If the community selects for all users to see the inbox, any new users with the Create Invoices option will gain access to that specific inbox.

     

    • Multiple Invoice Inboxes - Communities have the option of creating multiple invoice inboxes and setting one of the inboxes as the default. For more information, check out the help article on Multiple Invoice Inboxes.
    • Filters - You can filter by State, Tag, Supplier, Date Range, and if Buyers Can Invoice Order is enabled you can also filter by assignee. 
    • Views - You can adjust your view to either Compact or Detailed. Detailed shows additional information such as Tags, Subject Line and the Attachment. 
    • Search - You can search by supplier name, supplier ID, order number, email address, email subject, attachment file name or date. 
    • Easy attachments - The invoice stub will contain any attachments from the email received plus the email message for any relevant information about the invoice or supplier. The attachments can be easily previewed in the browser (using the eye icon) individually, they can all be downloaded in one file by selecting Download All and the attachments will carry over the created invoices. You will never need to save and reattach an invoice attachment again.
    • State - The State field for the Invoice Inbox search contains the different states for an invoice stub. 
      • Ready - the invoice stub is ready to be turned into an invoice
      • Deleted - the invoice stub has been deleted. Deleted invoice stubs will not be visible in the default view and will need to be searched specifically to keep the inbox clear
      • Invoice Created - the invoice stub was turned into an invoice. A link to the created invoice will be on the invoice stub.
    • Tag - The invoice stub can be assigned Tags to help identify who within Accounts Payable is responsible for reviewing the invoice or flag any special requirements.
    • Spam Filtering - Spam filtering is automatically enabled for inbound invoice emails and administrators are able to adjust the spam threshold to ensure it filters at a level suited to the community. For more on this see Community Settings.

    When an invoice is submitted to the Invoice Inbox, the user will see the following options on the right side of each entry:

    1. Invoice Order - If the invoice has been linked to an order and the order is able to be invoiced this will take you to the Invoice Order screen to flip the order into an invoice.
    2. Review - Navigates you to the invoice Review screen to allow users to view the invoice document on screen and search for the correct supplier and/or order.
    3. Delete - Deleting an invoice stub will remove it from the standard view but can be seen if searched for the Deleted state.
    4. Add Note - Invoice Inbox users can add a note to each Invoice Stub for reference. This note will be visible to all users with access to the Invoice Inbox.
    5. Move To Inbox - If invoice Inbox users have access to multiple invoice inboxes, they can move invoices between inboxes and include a note for reference. Please refer to Multiple Invoice Inboxes help article for more information.
    Note: If your community has the feature turned on to allow Buyers to Invoice Orders, and the invoice has been assigned to you to process, you will receive an email notification advising you of this from the email address setup in the community settings under Invoicing. Please refer to the Invoice Inbox - Buyers Can Invoice Orders help article for more information.

     

    Invoice Review

    The invoice Review screen allows users to view the invoice document on screen and search for the correct supplier and/or order. Users can also reassign the buyer, un-assign from the buyer and change/edit the linked order.

    Review.png

    If you want to know more about Creating Electronic Invoices, click here.

  • Invoice Inbox - Buyers Can Invoice Orders

    The Invoice Inbox is a central area in Unimarket that allows suppliers and the community to submit invoices electronically via email. If desired, communities can also configure the inbox to allow Buyers the ability to process invoices submitted to the inbox which relate to their orders.

    The Invoice Inbox will not be enabled automatically for customers that have the Invoice module enabled. Contact your Unimarket Account Manager to request the Invoice Inbox and buyers Invoice Inbox option be enabled for your community.

    Invoice Inbox

    Each community with this feature enabled is given a unique Invoice Inbox email address, which can be found at the top of the Invoice Inbox page. 

    When an invoice is emailed into the invoice inbox, it will be automatically linked to an order if the order number is referenced in the subject line, or it can be manually linked to a buyer or order from within the inbox by someone with the Create Invoices role (Accounts Payable). Once the invoice is linked, the Buyer will receive a notification email asking them to review the invoice and a task will appear in their tasks menu under Invoice Inbox.

    When the Buyer clicks on the Invoice Inbox in their tasks menu they will be taken to the Invoice Inbox page where they can view any current invoices awaiting review. The invoices will have the option to either Invoice Order or Review.

    • Invoice Order - Starts the Invoice Order process and auto selects the order number and supplier. The attachments from the invoice stub will carry over to the invoice that is created.
    • Review - Gives the user options such as reassign the buyer, un-assign from the buyer and change/edit the linked order.
    Note: If the buyer also has the Create Buyer Invoices role, they will have the Create option, where they will be able to manually create a retrofit invoice in cases where there is no order within Unimarket.

     

    Review.png

    Once you have either selected Invoice Order or Create and created the invoice or selected Unassign/Reassign to unassign it, the task will disappear from your tasks menu and it will no longer appear on your Invoice Inbox page.

     

    For more more on the Invoice Inbox see Invoice Inbox - Accounts Payable.

  • Invoice Inbox - Export

    An Invoice Inbox Export can be created from within the Inbox menu.

    Customers are able to firstly filter the Invoice Inbox data, as applicable (using the available filters, i.e. by Supplier, Tags, State and Date range) and then export that data to a CSV file for reporting.

    Invoice Inbox Export.jpg

    Once you click to export the data, this will schedule a background job, the same as with other exports.

     

    Job Submitted.jpg

     

    The Invoice Inbox export data includes:

    • Email Address (which is the From: email)
    • Subject
    • State
    • Date Submitted (DATETIME format)
    • Supplier Name
    • Supplier ID
    • Order Number
    • Invoice Number
    • Date Invoice Created (DATETIME format)
    • Tags
    • Assignee
  • Invoice Inbox - Multiple Inboxes

    Multiple Invoice Inboxes

    Communities now have the option of creating multiple invoice inboxes and can set one of the inboxes as the default.

    To manage or create multiple invoice inboxes, users with the Community Administrator role can go to the Administration module > select Modules > select Invoices and go to the Inbox tab. To create a new inbox, select the Create New Inbox button.

    Invoice inboxes can be set to visible for all users with the Create Invoices role, or specific users with that role. 

    Note: If the community chooses "Specific Users", manual updates will be needed if access changes. If the community selects for all users to see the inbox, any new users with the Create Invoices role will gain access to that specific inbox.

     

    Multiple

     

    If the community has two or more inboxes, a user with access to two or more inboxes will be able to select from a drop-down menu.

    Multiple

    Moving Invoices between Inboxes

    To move invoices between inboxes, select the three vertical dots to the right of the invoice line and select Move To Inbox.

     

    Multiple

     

    Adding Users to an Inbox 

    To add or remove users from an inbox, you can press Actions and then Edit next to the Inbox. Next, in the Pop-up, you can be set the inbox as either visible for all users with the Create Invoices role, or visible for specific users with that role and enter their names into the Users box.

    invoice inbox.png

    Deleting an Inbox 

    If you have more than one inbox setup you will have the option to delete an inbox. If your community only has one inbox set up, you will not be able to delete it. A community Administrator can do this by taking the following steps:

    Go to Administration > click on Modules > then Invoices > go to the tab for Inbox > click Actions on the right side of the inbox and click delete > you will need to select a Replacement Inbox and press OK.

    Delete.png

     

    When deleting, you select a ‘replacement inbox’. Any items will be moved to that replacement inbox. (If there are 200+ items to move you will get an error, and you will need to move those via the Inbox menu first before deleting.)

     

  • Payment Upload & Status

    If you have the Payments feature enabled you can periodically upload your payment information into Unimarket. You can view and/or upload payment details on the Payments screen which is under the Invoices Module.

    Payment details are visible on invoices so that you can view and search the payment status of your invoices from inside Unimarket. Suppliers will also get payment information relating to their invoices which means they don’t need to follow up with your AP team for details.

    Users with the Create Invoices role will have the ability to Upload Payments. Users with the Create Invoices, View Transactions and/or Community Administrator role can view the Payments screen. To view the payments screen simply navigate to the top of your homepage and select Invoices > Payments.

    Payment_screen.png

    From the payments screen users will have the ability to search for payments by Payment Number, Supplier, Date Range, Invoice Number and Payment Status.

    Payment Status Definitions

    Canceled = Payment has been canceled

    Failed = Payment failed

    Paid = Payment successfully issued

    Paying = Payment is in progress

    Delete= Payment no longer visible

     

    Upload Payments
    More_Actions_Payments.png

    Users with the Create Invoices role will have the ability to upload payments. From the Payments screen users can select the More Actions menu and select Upload Payments. This will bring a pop-up window that will provide users with a csv template for the payment upload.  Once the template is populated with the necessary information simply choose the appropriate file and select OK.

    upload_payment.png

    NOTE: The Specification document will explain what should be entered in the fields on the Template. 

     

    Once payments have been loaded, clicking into a payment will allow for more details such as Invoice number, Payment Date, Payment Method, Status, Amount, References, and Comments.

    Payment2.png

     

    Payment Status Terms and Specifications

    Terms Specifications Type Mandatory
    Payment Number The external payment identifier (Payment source, check run, etc...). Text Y
    Transaction Date This is the date the payment was made. Date Y
    Payment Operation The payment operation, NEW if uploading a payment, UPDATE or DELETE when updating existing payment. Value Y
    Supplier The supplier's name. Text N
    Supplier Vendor ID The supplier external vendor ID. Text Y
    Payment Status Actual status of the payment; PAID, PAYING, FAILED, CANCELLED, DELETED. Value Y
    Payment Method Used payment method; ACH_EFT, CASH, CHECK, PCARD, CREDIT_CARD, DEBIT_CARD, VIRTUAL_CARD, GHOST_CARD, WIRE, DRAFT, OTHER. Value Y
    Card Type Type of card if a card has been used as a payment method; AMEX, VISA, MasterCard, Discover. Value N
    Reference Users can enter up to 255 characters. This is typically the electronic reference or the check number. Text N
    Comments Users can enter up to 255 characters. This is for any comments to identify the payment. Text N
    Invoice Number External invoice identifier; typically the invoice number provided by the supplier. Text Y
    Invoice Payment Amount This is the amount being paid toward the invoice. Decimal Y
    Currency Currency of the payment. Text Y
    Invoice Comments Any comments to identify the invoice. Text N

    After a payment has been uploaded, the payments will be posted to the invoices and will be view-able by all users within the header section of the invoice. Suppliers will also be able to view this information when reviewing their invoices.

     

    NOTE: If the file includes an invoice that is a duplicate:
    • If only one invoice is Accepted or Downloaded, that invoice will be matched and used.

    • If neither invoice is Accepted/Downloaded, we will return an error message stating this.

    • If both invoices are Accepted/Downloaded, we will return an error message stating we matched multiple invoices.

     

    Payment Status via Automatic Upload

    Unimarket also offers customers the ability to update payment status information by automatic upload. Speak to your Account Manager for further details.

     

     

  • View Spend

    The View Spend feature is available to Communities with the Invoice Module Enabled. You can access the View Spend screen by going to Marketplace > Transactions > View Spend. This feature allows you to view a list of your orders showing the value of the order received and invoiced. Users with the View Transactions and Community Administrator role can view spend across all Organization Units. Users with the Buyer Role are restricted to only orders they can access.

     

    Note: Orders NRNI as well as manually closed orders are not included.

     

    Spend.png

     

    The View Spend Screen will show a summary of spend per order.

    Column Name Description
    Order The order number.
    Supplier The name of the Supplier for the order.
    Order Date The date the order was placed.
    Order Value The total value of the line items on the order. Excludes tax and shipping costs.
    Not Received The value of the line items not received on the order. Excludes tax and shipping costs.
    GRNI (Goods Received Not Invoiced) The value of line items that have been received and not yet invoiced. Excludes tax and shipping costs.
    Invoiced The value invoiced against the order. Excludes tax and shipping costs.
    Shipping & Other Costs The value of shipping, special handing and tax on the order or invoice.
    Total Invoiced The total amount invoiced (Invoiced + Shipping & Other Costs).

     

    Filter

    You can filter which orders are displayed on the View Spend screen by Organization Unit, Created Date, Supplier, Order Type, Buyer, and Payment Method. To apply a filter click Filters and use the drop down menus to choose how you wish to filter the list than Click Apply Filter.

     

    Export

    To export the current filtered list, click Export on the top right side and select Export Spend. The Export will show each Order by Line item allowing you to easily see the spend recorded in detail.