Managing Invoices

Learn how Invoices work within Unimarket including how you can create and view invoices.

  • Create Retrofit Invoices

    Users with the Create Invoices role, can create an invoice that does not yet have a matching order in Unimarket. To do so, the Retrofit Invoices feature must be enabled by your community.

    Note: To enable Retrofit Invoices, please reach out to your Unimarket Customer Success manager. 

     

    Creating a Retrofit Invoice

    To begin creating a retrofit invoice, go to the Invoices module > select Invoices > click Enter Invoice.

     

    In the Supplier field, click the dropdown to choose the desired supplier. 

    Note: If your community has Remittance Address selection enabled, you will need to select a remittance address.

     

    In the Invoice Number field, enter the invoice number > in the Invoice Date field, enter the invoice date > confirm the buyer in the Buyer field. To change the buyer, click the dropdown in the Buyer field to choose the correct user.

     

    Click on Add Invoice Item > a pop-up will appear to insert information in required fields, marked with a red asterisk. Once completed, select Add. To add additional line items select Add More.

    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.

     

    If shipping charges are required, key information Shipping field.  If shipping tax requires updating, click the pencil in Shipping Tax field to update shipping tax.

     

    Once completed, Create. If you would like to create another invoice straight after, check the box for Create Another next to the Create button before clicking Create.

     

    A notification will be sent to the buyer to approve/decline the invoice. The invoice will have a state of Pending Initial Acceptance.

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

     

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

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

     

    Accepting/Rejecting an Invoice for a Retrofit Order

    To accept/reject an invoice for a retrofit order from the task menu, select the Tasks menu (in the upper right corner) > click Invoices.

     

    Once completed, the Accept/Reject Invoices screen will populate. The pending invoice will be awaiting acceptance or rejection. Click Accept > a pop-up box will appear to Accept, Reject, or Cancel (no action).

     

    To Accept/Reject the invoice from the desire invoice screen, go to Marketplace > select Transactions > click View Invoices > in the search bar, enter the invoice number > select Accept/Reject. A pop-up box will appear to Accept, Reject, or Cancel (no action will occur).

     

    If approved, an incomplete requisition will be created and you will be taken to the checkout to complete the retrofit requisition.

    If rejected, a reason is required and the creator of the invoice will be notified it has been rejected.

     

    The retrofit requisition will be routed for approval, as per the standard process. If approved, the retrofit order will be created and will be automatically associated with the invoice.

    Note: For additional information on how to create an invoice, refer to help article Creating Electronic Invoices.

     

     

     

  • Create An Invoice Using The New Create Invoice Screen

    Users with the Create Invoices or Create Buyer Invoice role, can create the following invoices on the New Create Invoice screen, by:

    • Selecting a PO number, to submit an invoice against 
    • Creating an invoice when there is not an existing PO number in Unimarket. Once submitted, a retrofit order will be created or
    • Creating an invoice from Non-Invoice Orders

     

    Note: Since the New Create Invoice screen allows users to submit an invoice against a PO or enter an invoice directly without a PO number (creating a retrofit order). The Enter Invoice Screen and Invoice Order Screen will no longer be present in Production. 

     

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

    The Create Buyer Invoice role allows users to invoice POs the user is listed as the buyer. The invoice will not routed for approval. But the requisition is routed for approval. As for a blanket order in which the PO is already approved, a buyer created invoice would be approved automatically and posted.

     

    Watch this short video on how to create an invoice on the New Create Invoice Screen or read below for instructions:

     

     

    Create Invoice With an Existing PO number

    To create invoice with an existing PO number, go to Marketplace > select Orders > click the PO number or use filters to search by supplier, order type, buyer, etc. > select on the PO number.

     

    Once completed, the desired PO screen will populate > click Invoice Order.

     

    You will land on the Create invoice screen > the PO number will populate in the Order Number field, to being invoicing.

     

    For additional field details, refer to the information below:

    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.

     

    Insert information in the required fields, marked with a red asterisk.

    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, hover over the encircled "i" on the right side of Remittance Address field.

    Enter the first line item with its Quantity, Unit Price, Unit of Measure and tax (if applicable). To add additional lines select Add Lines. 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.

     

    Once completed, Submit Invoice. If you would like to create another invoice straight after, check the box for Create Another under the Submit Invoice button before clicking Create.

     

     

    Create Invoice Without an Existing PO number

    To create an invoice without an existing PO number in Unimarket, go to Invoices module > select Create Invoice and you will land on the Create invoice screen. Once the invoice is submitted, a retrofit order will be created. 

     

    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.

     

    Insert information in the required fields, marked with a red asterisk.

    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, hover over the encircled "i" on the right side of Remittance Address field.

    Enter the first line item with its Quantity, Unit Price, Unit of Measure and tax (if applicable). To add additional lines select Add Lines. 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.

     

    Once completed, Submit Invoice. If you would like to create another invoice straight after, check the box for Create Another under the Submit Invoice 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.

     

    Create Invoice from an Non-Invoice Order

    To create an invoice from a non-invoice order, go to Marketplace > select Orders > click Non-Invoiced Orders and you will land on the Non-Invoiced Orders screen. Select +Invoice Order to the right of the desired order. 

    invoice

     

    Note: The system will warn, 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 More Actions > Setup Invoicing.

     

    The Invoicing screen will populate > in the Invoice Number field, enter the invoice number (from the suppliers invoice) > in the Invoice Date field, enter the invoice date. 

    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. If desired, you can add Comments, insert Shipping and Shipping Tax if applicable. 

      

    Once completed, Submit Invoice. 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 Module Administration

    If the community has the Invoicing module enabled, users with the Community Administrator role can customize invoice configurations and manage settings.

     

    Access the Invoice Administration Screen

    To access the Invoice Administration screen, go to the Administration module > select Modules > click  Invoices.

     

    The Invoice Administration screen has 2 tabs: Settings (by default) and Inbox.

     

    Settings Tab

    (Invoice) Matching

    Invoice matching is applicable to standard POs (excluding Retrofits and Blankets) and matching setting apply to the option choses in the Type and Level fields.

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

    Invoice approvals must be enabled for your community, to customize and manage matching settings, as desired. If your community is interested in the invoice matching feature, please contact your Unimarket Customer Success Manager.

     

    Type: The matching type can be set to 2-Way, 3-Way or Pass-Through. Tax is never considered, as a part of matching. 

    • 2-Way: Invoices are matched against: the PO Number and the PO tolerance (header or line).
    • 3-Way: Includes the 2-way match and matched against buyer receiving. When 3-way matching is selected, the Line option will be chosen in Level field.
    • 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: If enabled, the buyer must receive each item. 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 percentage will compare the invoice line amount against the order line subtotal amount. It calculates the percentage difference between the invoice line amount and the order line subtotal amount (e.g. If the invoice is $110, but the order was $100. The % is 10%).

    As long as the percentage difference is within the tolerance percentage, the invoice will pass matching. If the percentage difference is more than the tolerance percentage, the invoice will be placed On-Hold for overage.

    Communities can use the tolerance percentage instead of using tolerance minimum and tolerance maximum. 

    Tolerance Minimum: The tolerance minimum will compare the invoice line amount against the order line subtotal amount. It calculates if the percentage difference is greater than the tolerance percentage (e.g. if the invoice is $1.00, but the order was $0.50. The % is 100%).

    Even if the percentage difference is above the tolerance percentage and if the difference is less than the tolerance minimum, the invoice will pass tolerance.

    This allows communities to ensure small dollar amount invoices pass tolerance without approval. Additionally, communities can have zero tolerance percentage but have a tolerance minimum.

    Tolerance Maximum: The tolerance maximum will compare the invoice line amount against the order line subtotal amount. It calculates if the percentage difference is less than the tolerance percentage (e.g. if the invoice is $10,000, but the order was $9,800. The % is 2.04%).

    Even if the percentage difference is below the tolerance percentage and if the difference is greater than the tolerance maximum, the invoice can fail tolerance.

    This allows customer to ensure large dollar amount invoices are reviewed for approved. Even though the percentage might be small.

    Match on Unit Price: The unit price line level matching allows for more detailed matching, in addition to the line subtotal. Can disable the match on unit price and enable the match on (subtotal) amount setting.

    Unit Price Tolerance Percentage: Users 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 entered. If enabled, Unimarket will utilize the information in the Tolerance Percentage, Tolerance Minimum, Tolerance Maximum and Unit Price Tolerance Percentage fields, for invoice matching.

    Match on (Subtotal) Amount: If checked, it will perform a standard matching on the subtotal line amount. If unchecked, it will only perform unit price matching.

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

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

    See the chart below for additional Invoice Matching examples:

     

    Shipping Matching

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

     

    • 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.

    See the chart below for additional Shipping Matching examples:

     

    General (Settings)

    • Allow Anonymous Access to Invoices - If enabled, Unimarket will generate a public URL for each invoice to view the invoice from an external system.
    • Allow Users to View Their Own Invoices - This allows all users to view invoices linked to orders they have access to.
    • Attachment Required - Makes it mandatory for suppliers and community users creating invoices, to add at least one attachment.
    • Allow Users to Select a Remittance Address - If enabled, it allows users to select a remittance address, when invoicing an order.
    • Allow Users to Enter Discounts - If 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.
    • Allow Suppliers to Submit Discounts - If 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. 
    • Allow Users to Enter Receiving Date When Accepting Retrofit Release Orders - If enabled, users will be required to enter a specific receiving date for each invoice item. Leave blank if you want to use the automatic receiving date instead. 

     

    Approvals

    This setting allows Community Administrators to determine whether the first step of invoice approvals, routes to the requester(s) or the buyer(s) of the related order.

    Note: For additional information regarding Invoice Approvals, please refer to help article Sending Invoices for Approval.

     

    Payments

    This setting allows Community Administrators to allow the upload of payment remittance information, for invoice numbers that do not exist in the community. 

     

    Order Commitments

    This setting allows Community Administrators to set a timeframe, in which orders can be automatically closed.

    If Auto Close is enabled, the below fields can be configured:

    • Auto Close Time Delay: Enter the preferred number of days to auto close. This can help avoid any issues when a supplier submits a late credit. This field will default to 30 days.
    • Maximum Orders Closed Per Day: This will limit the number of orders that can be automatically closed per day and must be set between 1-10,000. A lower limit may be useful where you have a lot of older orders to close and want to reduce the impact on your corresponding ERP or finance system. This field will default to 10,000.
    Note: If the number of days for the Auto Close Time Delay is updated, any orders that were within the previous timeframe will update to the new timeframe. For additional information regarding the Auto Close Orders feature, please refer to help article Auto Close Orders.

     

    Once settings are configured, select Save (at the bottom of the screen).

     

    Inbox Tab

    The Invoice Inbox will not be enabled automatically for customers that has enabled the Invoice module. Contact your Unimarket Customer Success Manager to request enabling the Invoice Inbox for your community.

     

    Create a New Inbox

    To create a new Invoice Inbox, go to the Administration module > select Modules > click  Invoices > select the Inbox tab > select Create New Inbox > a pop-up box will appear > in the Name field, insert the desired name > in the Email Address field, key in the desired email address.

    By default All users with the Create Invoices role will have access to the inbox created. To designate specific users, select Specific Users > add the desired name(s). 

    Once completed, select Add. To add additional inboxes, select Add More.

     

    Edit an Existing Invoice Inbox

    To edit an existing Invoice Inbox, go to the Administration module > select Modules > click  Invoices > select the Inbox tab > select Actions > click Edit.

    To edit a 

     

    A pop-up box will appear, to make desired updates. Once completed, select Add.

     

    Delete an Existing Invoice Inbox

    To edit an existing Invoice Inbox, go to the Administration module > select Modules > click  Invoices > select the Inbox tab > select Actions > click Delete.

  • Electronic Invoices - Overview

    Invoices can be sent to the community in three ways:

    • Suppliers send the invoice electronically via integration - directly out of their system into Unimarket (B2B).
    • Suppliers login to Unimarket and create the invoice using Invoice Order functionality.
    • 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 via Unimarket. 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.

    There are 3 different ways to create an invoice:

    • From Order
    • Without an Existing Order in Unimarket (resulting in, creating a retrofit order)
    • From Non-Invoice Orders
    Note: For additional information regarding how to submit an invoice, please refer to help article: Create An Invoice.

     

    Matching Status

    The View Invoice screen 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, the Enter Invoice & Invoice Order screens will 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

    At times, communities may need to credit an invoice. To create a credit invoice, users must have the Create Invoices role.

    Note: For additional information on how to credit an invoice, please refer to help article How to Create a Credit Invoice.

     

    Retrofit Invoices

    At times, communities may need to create a retrofit invoice. To create a retrofit invoice, users must have the Create Invoices role.

    Note: For additional information on how to create retrofit invoices, please refer to help article Create Retrofit Invoices.

     

  • User Can't Invoice Order Troubleshooting

    If a user with the Create Invoices or Buyer Create Invoices role, does not see the option to Invoice Order from the relevant order screen. The steps below may assist a Community Administrator with troubleshooting.

     

    Troubleshooting Step #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.  

     

    Troubleshooting Step #2:

    Review the suppliers State > go to the Administration module > click Suppliers > in the Search Suppliers field, key in the supplier name > select the magnify glass to search > check the State of the supplier.

    If the supplier is Disconnected, the Invoice Order icon will not appear on the order. 

     

    Note: You may have more than one supplier with a similar name. So you may need to look at suppliers in the Connected and Disconnected state.  

     

    Troubleshooting Step #3:

    Review the Buyer Group(s) assigned to the supplier, by going to the Administration module > Suppliers > search the supplier that the order is with > click the supplier's name > select the Settings tab > view the Buyer Groups assigned to supplier.

     

    Troubleshooting Step #4:

    Ensure the end user's 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 user's buyer group or the supplier's buyer group needs to be updated.

     

  • How to Create a Credit Invoice

    At times, communities may need to credit an invoice. To create a credit invoice, users must have the Create Invoices role.

     

    Creating a Credit Invoice

    To begin creating a credit invoice, go to the Marketplace module > select Orders > locate the desired order, by using the Search Order Number field or Filters (on the right side of the screen) > click the desired order number.

     

     Once completed, the desired order screen will populate > click Invoice Order. 

     

    The Invoice screen will populate > in the Invoice Number field, enter the new credit invoice number. This credit invoice number must be unique. Duplicate invoice numbers will result in an error. If the user 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.

     

    Insert the invoice date in the Invoice Date field > 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.
    • If you are crediting shipping, enter the shipping as a NEGATIVE dollar amount in the Shipping field under the Subtotal field.

    Once completed, select Create to submit the credit invoice. 

    Note: For additional information on how to create an invoice, refer to help article Creating Electronic Invoices.

     

  • Viewing Invoices

    Users can view invoices for community POs, with the Community Administrator, View Transactions or Create Invoices role.

    The community can configure settings, so users can view invoices linked to orders the user has accessed to.

    Note: For additional information, please refer to help article Invoice Module Administration.

     

    View Invoices

    To view invoices, go to Invoices module > the Invoices screen will populate. By default the screen will display invoices from the last 90 days. If desired, can customize date range by selecting the dropdown in the Period field.

    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 headers. Click the header again, to change the order between ascending and descending.

    The arrow will show which heading is sorted and the direction shows the order.

     

    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

    Go to the Marketplace module > select Orders > in the Search Order Number field, enter the desired order number.

     

    The desired order number screen will populate > select the Invoices tab to view a list of associated invoices will be displayed. To view any of the invoices click onto the invoice number.

     

    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 and triggers an email for pending receiving to the buyer.

     

    Invoice State Diagram

    Invoice_States_-_P2P_Master_Data__1_.png

  • Cancel and Resubmit Invoices

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

    In order to cancel or resubmit the invoice, the invoice cannot be in Downloaded or Invoice Accepted state.

    Users 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, go to:

    • the Marketplace module > select Transactions > click View Invoices screen or
    • the Invoices module, that will populate the View Invoices screen

    Select the desired invoice number or use the Search Invoices/Orders field. To narrow down the search, using Filters will provide additional fields.

     

    Once the desired invoice is located, select the invoice number > click More Actions in the top-right corner of the screen > select Cancel > enter the reason for canceling the invoice > select OK.

     

    Resubmit an Invoice

    Invoices can be resubmitted when in an Canceled state. Users can resubmit the exact same invoice or an alternative invoice. Additionally, users can reuse the Invoice number once the invoice is canceled, if the details are not correct. 

    To resubmit an invoice, go to:

    • the Marketplace module > select Transactions > click View Invoices screen or
    • the Invoices module, that will populate the View Invoices screen

    Select the desired invoice number or use the Search Invoices/Orders field. To narrow down the search, using Filters will assist. Additional fields are available to narrow down the search.

     

    Once an invoice has been canceled, select More Actions and click Resubmit.

     

    Once completed, the Invoice Order screen will populate to create an invoice with the canceled invoice number. Or create a new invoice, that will generate a new invoice number once completed.

    Note: For additional information on how to create an invoice, refer to help article 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 means the buyer or requester who created/initiated the order that is being invoiced. Will receive a task to approve or decline the invoice. If approved, it is sent for delegated approval based on the 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 Unimarket Customer Success Manager.
    • The invoices can be routed to the buyer or the requester for initial approval, depending upon the community's invoice settings. For additional information about Invoice Settings, please refer to help article Invoice Administration Module.

     

    Failed Matching Action

    Within the Invoice Administration module this function has 2 states: On Hold and Send for Approval. The current state configured in communities, will be the default for any invoices that fall outside the configured tolerances and fail matching.

     

    On Hold - Manual

    The On Hold matching option/state means invoices that fail matching is on hold waiting for manual intervention, to ensure it is processed correctly. It allows users with the Create Invoices role to reject the invoice, force match it or manually route the invoice for approval.

     

    Send for Approval - Automatic

    The Send for Approval matching option will automatically put any invoices that fail matching into Pending Order Acceptance state. This means an email notification will be sent to the buyer(s) or requester(s) on the order, to notify the invoice is awaiting acceptance or rejection.

     

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

     

    Once approved while in the Pending Delegate Approval state, the invoice goes into a Invoice Approved (Matched) state meaning it has matched and can be paid. If declined, the invoice will go into a Rejected state. Whether approved or declined, the buyer(s) or requester(s) will be notified by email.

     

     

     

  • Accepting Invoices (Buyer)

    Buyers will receive an email notification and can view the invoice for acceptance by accessing the Tasks menu or Invoice screen.

     

    Accept/Reject Invoice from Tasks Menu 

    Go to the Tasks menu, in the upper right corner > click Tasks tab > select Invoices.

     

    Once completed, the Accept/Reject Invoices screen will populate > select Accept/Reject > Insert the reason, in the Reason field > click Accept, Reject or Cancel (no submission will occur).

     

    Once the invoice is accepted, an incomplete requisition will be created from the invoice. The user will be routed to the requisition/checkout screen. The user should enter all required information marked with a red asterisk, including accounting information (if applicable). 

    Once completed, the below message will appear at the top and bottom of the screen.

     

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

     

    Delegated Approvers can access the requisition by accessing the Tasks menu, in the upper right corner > select Approval tab > click the desired requisition to Approve/Reject.

     

    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.

     

     

    Accept/Reject Invoice from the Invoices Screen 

    To access an invoice from the Invoices screen, go to Marketplace module > select Transactions > click View Invoices. 

     

    Once completed, the Invoices screen will populate > select Accept/Reject > a pop-up box will populate to enter a reason in the Reason box and > click Accept.

     

    Once the invoice is accepted, an incomplete requisition will be created from the invoice. The user will be routed to the requisition/checkout screen. The user should enter all required information marked with a red asterisk, including accounting information (if applicable). 

    Once completed, the below message will appear at the top and bottom of the screen.

     

    Once the requisition is checked out, it will go into a Pending Approval state. Since the requisition is now pending approval from delegated approvers. 

     

    Delegated Approvers can access the requisition by accessing the Tasks menu, in the upper right corner > select Approval tab > click the desired requisition to Approve/Reject.

     

    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 for users who can see invoices within the Community.

    Users can add notes, post commentary and/or questions pertaining to the invoice and effectively manage important details. Such as: invoice status, communication with supplier and other notes, the user desires to link to the invoice.

     

    To add a comment to an invoice, go to Invoices module > click Invoices > locate the invoice by using the Search Invoice/Orders field or Filters > select the Comments tab > click +Add Comment > insert the desired message in the message box > select Send.

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

     

    Invoice comments created will send an email notification to the Buyer or the Invoice Creator.

    Any comments created by the buyer, will send a notification to the Invoice Creator. And vice versa, any comments created by the Invoice Creator notifies the Buyer via 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 added.

     

     

  • Upload Invoices Using a CSV

    Unimarket offers the ability to upload standard order invoices, in a CSV format via the User Interface. Customer can upload invoices for:

    • Standard Orders and
    • Blanket Orders (refer here for Blanket Order specifics)

    Retrofit orders are not supported at this stage.

    Invoices for standard 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 order they will follow the Invoice Matching Configuration (process) the customer has in place to be matched for payment.

    Note: Users must have the Create Invoice or Community Administrator role to view the import option. 

     

    Requirements are:

    • There must be a valid order in Unimarket to post the invoice to. Retrofit orders are not supported at this stage.
    • The order must be in Open State (if the order is Closed, the upload will fail).

     

    Upload Invoices via CSV file

    To upload invoices using a CSV file, go to Invoices module > select Invoices > click Import > the Import Invoices pop-up box will appear > select Download Template. For specifications, click Download Specifications or view the list below.

     

    To upload your updated template, please ensure it is saved as a CSV file > select Browse to upload the file > click Process Import.

    Once uploaded, go to Administration module > select File Processing.

     

    CSV Template Details

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

    Field Example Required Notes
    Organisation 0101 Y

    Organisation Code
    Bill To Code 123 Y  
    Ship To Code 456 Y  
    Community Supplier ID UM01234 Y Unimarket's unique ID for the supplier 
    Supplier ID S4444 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.
    Order Number 566777 Y Standard order number the invoice is to be posted against
    Order Line 1 N Required when invoicing a standard order - ensure this is the order line and not the invoice line (that is below)
    Invoice Number INV987 Y  
    Invoice Date 16/01/24 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 coding is only applicable to Blanket Orders (the columns form part of the template, but can be left blank)
    AcctPart1 1 N
    AcctPart2 1 N
    AcctPart3 100 N
    AcctPart4 18312 N

     

    Consolidated Invoicing

    If the customer has the consolidated invoices feature enabled, this file supports the processing consolidated invoices - where a consolidated invoice is defined as one invoice that is to be attributed to more than one purchase order. 

    Please contact our Support team should you require further information.

     

    File Format

    The upload file can contain both Blanket Orders & Standard Orders within a single file format.

    If a customer wishes to process both in the one file, all applicable fields to each order type need to be considered and entered appropriately.

     

     

  • 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. 

     

    Requirements:

    • Invoices can be submitted for upload via the sFTP File Automation process which is outlined here or via the Invoices screen (by a user with the Create Invoices role). 
    • The CSV template can include many invoices, if you desire 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)*

    Not Permitted:

    • 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 "N" in the Required column, 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 communities, to submit invoices electronically via email.

    The Invoice Inbox will give Accounts Payable users with the 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 the setting, 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 additional information refer to help article Invoice Inbox - Buyers.

     

    The Invoice Inbox will not be enabled automatically for customers that has enabled the Invoice module. Contact your Unimarket Customer Success Manager to request enabling the Invoice Inbox for your community.

     

    Users with the Create Invoices role can access the Invoice Inbox, by going to the Invoices module > select Inbox.

    Invoice Inbox.jpg

    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 additional information regarding Community settings, please refer to help article 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 and can be viewed, as shown below:
    5. Split - If communities have the Automatically Split Attachments disabled, users have the ability to manually split entries with 2 or more attachments. Once split, a second inbox entry will be created for split attachment. To disable this feature, please reach out to the Unimarket Support team.
    6. 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. For additional information regarding Invoice Inboxes, please refer to help article Invoice Inboxes. 
    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

     

    Invoice Inbox Attachments

    When users are sending emails with attachments to their community Invoice Inbox, there are few rules to be mindful of:

    • Attachments that fail virus scanning are automatically removed.

    • Attachments over 50MB are automatically removed.

    • Attachments that have a blacklisted extension are automatically removed.

    • PDFs will always be attached.

    • Any other files under 30KB will be removed.

    Note: For additional information regarding about Electronic Invoices, please refer to help article Electronic Invoices - Overview.

     

  • 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, relate to their orders.

    Note: 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 to 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 (e.g. 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 > created the invoice or selected Unassign/Reassign to unassign it. The task will disappear from the tasks menu and will no longer appear on your Invoice Inbox page. 

    Note: For additional information regarding the Invoice Inbox, please refer to help article Invoice Inbox - Accounts Payable.

     

     

  • Invoice Inbox - Export

    An Invoice Inbox Export can be created from within the Inbox menu by users with the Create Invoices role.

    To complete an Invoice Inbox Export, go to Invoices module > select Inbox > use Filters for desired Invoice Inbox data (e.g. Supplier, Tags, State and Date range) > click Export > select Export Invoices.

     

    Once completed, the Job Submitted pop-up box will appear > select here hyperlink.

     

    The Backgrounds Jobs screen will populate > select the Download link once the file is in a Finished State. 

     

    The Invoice Inbox export data includes:

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

    Communities have the option of creating multiple invoice inboxes and can set one of the inboxes as default, by users with the Community Administrator role.

     

    Update Multiple Invoice Inboxes

    To update multiple invoice inboxes, go to the Administration module > select Modules > click Invoices > select Inbox tab > click Actions associated with the desired inbox > select Edit or Delete.

     

    Create A New Invoice Inbox

    To create a new inbox, go to the Administration module > select Modules > click Invoices > select Inbox tab > select Create New Inbox > insert the required information marked with a red asterisk > choose which users should be able to access the Inbox Queue. Once completed, select Add. If you would like to add new invoice inboxes, click Add More. 

    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.

    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.

     

    Moving Invoices between Inboxes

    To move invoices between inboxes, go to the Administration module > select Modules > click Invoices > select Inbox tab > click the three vertical dots to the right of the invoice line > select Move To Inbox.

     

    Add/Remove Users to an Inbox 

    To add or remove users from an inbox, go to the Administration module > select Modules > click Invoices > select Inbox tab > click Actions associated with the desired inbox > select Edit. A pop-up box will appear, to set the inbox as 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 module > click Modules > select Invoices > click Inbox tab > select Actions on the right side of the desired inbox > click Delete > select a Replacement Inbox > click 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 Communities have the Payments feature enabled, users can view and/or upload payment information into Unimarket. 

    Payment details are visible on invoices so that you can view and search the payment status of your invoices in Unimarket.

    Additionally, suppliers will also receive payment information related to their invoices which means they don’t need to follow up with the AP team for details.

     

    View Payments Screen

    Users with the Create Invoices, View Transactions or Community Administrator role, can view the Payments screen.

    To view the Payments screen, go to the Invoices module > select 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

    Users with the Create Invoices and/or Community Administrator role, will have the ability to upload payments.

    To upload payments, go the Invoices module > select Payments > click More Actions > select Upload Payments.

    Once completed, the Upload Payment Remittances pop-up box will appear > select Browse, to upload the CSV file > click OK. 

    Note: The file titled Download Specification, will provide field specifications and requirements.

     

    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, CANCELED, 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

     

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

    Payment2.png

     

    After a payment has been uploaded, the payments will be posted to the invoices and visible by going to the Invoices module > click Payments > locate the desired payment number > click the invoice number to be routed to the desired invoice screen.

     

    Suppliers will also be able to view this information when reviewing their invoices.

    NOTE: If the file includes an invoice that is a duplicate and:

    • 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 Unimarket Customer Success Manager, for further details.

  • View Spend

    The View Spend feature is available to Communities with the Invoice Module enabled. The View Spend feature allows users to view a list of orders showing 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 and manually closed orders, are not included.

     

    View Spend Screen

    To access the View Spend screen, go to Marketplace module > select Transactions > click View Spend.

     

    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

    Users 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.

     

    Once selected, additional fields will populate to customize search > and select 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. 

    The Job Submitted pop-up box will populate, to select the here hyperlink.

    Once completed, the Background Jobs screen will appear > select the Download link once the file is in a Finished State. 

     

    Background Jobs can also be accessed to export, by selecting the Task Menu in the upper right corner > click Background Jobs.