Creating Requisitions

At times, communities may desire to split account codes to a Pending Requisitions. The Buyer and Approvers of the desired requisition, can edit to split account codes.

To do so, the applicable settings must be enabled with the community by a user with Community Administrator role.

 

Enable Settings

Users with a Community Administrator role, can enable applicable settings by, going to the Administration module > select Approvals > click the General tab > Scroll down to Requisition Editing Settings header.

 

• Allow Requisition details to be edited during approval: When enabled, approvers will be able to review a requisition and make extended changes.
• Allow Buyer to Edit Pending Requisition: When enabled, the buyer for a requisition will be able to edit details of the requisition.

Note: To ensure split account codes are successfully action, both settings must be enabled.

 

To Add a Split Account Code

To successfully split account codes, the Buyer or Approvers of the requisition must go to the Marketplace module > select Transactions > click View Requisitions.

 

Insert the desired requisition number in the Requisition number field or customize search utilizing Filters > ensure the Period field box is empty > select the desired requisition number.

 

The desired requisition view screen will appear > click More Actions > select Edit

 

Scroll down to the desired line item you > select Actions > click Edit >

 

The Edit Non-Catalog Item screen will appear to select the Split icon > Click +Add Split > Add the desired account codes to each split field > insert the desired amount to each amount field > once completed, select OK.

Note: If you edit the account code on a line item, you can then use the button to copy that account code to other line items, if desired.

Users can view requisitions submitted to suppliers within their community by using the View Requisitions screen.

For Buyers, the requisitions viewed may be limited to requisition placed by them and/or other users in their designated Organization Unit.

To learn how to change the Buyer default settings, refer to user/buyer search filter default help article.

 

View Requisitions Screen Overview

To view the Requisitions screen, go to the Marketplace module > click Transactions > select View Requisitions.

 

The Requisitions view screen will populate to view requisitions created in the last 90 days (Period filter default). 

To search, users can use the Requisition Number field, to insert the desired requisition number. Or customize the search utilizing the Period field and/or Filters.

 

Once Filters is selected, these additional fields will populate:

Supplier, State, Buyer, Organization Unit. If applicable, Work Order and Bill To.

 

Columns on the View Requisitions screen can also be used for Sorting.

The available columns to sort the Requisitions are:

• Requisition: By alphanumeric order
• Buyer: By username A-Z and vice versa
• Supplier: By supplier name A-Z and vice versa
• Type: By type A-Z and vice versa (e.g. Blanket first)
• State: By state A-Z and vice versa (e.g. Abandoned first)
• Created: Oldest date (first or newest)
• Total: Lowest amount (first or highest)

 

View Requisition Details

To view the requisition details, go to the Marketplace module > click Transactions > select View Requisitions.

Use the Requisition Number field, to insert the desired requisition number. Or customize the search utilizing the Period field and/or Filters.

Once the requisition is located, select the requisition number > the desired requisition view screen will populate, displaying details. 

For Requisition State status, Available Actions, and Tab Details, refer to the information below:

 

Requisition States

• Abandoned: An Incomplete Requisition was cancelled before being checked out and routed for approval. Or all items has been moved to another requisition.
• Approved: Requisition has been approved and an order has been created.
• Cancelled: All items on the requisition was cancelled before the approval process was completed.
• Declined: An Approver declined the requisition during the approval process.
• Incomplete: A Buyer or Browser saved or reassigned a requisition, before completing the checkout process. The requisition is currently in the buyer's cart, awaiting checkout completion.
• No Approval Needed: The requisition is within the user's Self-Approval threshold and does not require approval within the community.
• Pending: The requisition is awaiting approval by assigned approver(s) listed in the Approvals tab.

 

Available Actions on Requisitions

In the More Actions menu (in the upper right corner), users may see the below actions:

• Copy: Copies the requisition to the user's Shopping Cart, to begin the checkout process.
• Pause Approvals: Provides the approver with the ability to pause the requisition approval. To investigate the purchase for more details, without escalating the requisition to the next approver. Option available for Pending Requisitions.
• Cancel: Cancels all line items on the requisition.
• Refresh Approval: Refreshes the requisition approval status. This is used when there is a change to the Approval Chain associated with the Requisition. Option available for Pending Requisitions with Community Administrator or Approval Administrator roles.
• Cancel (Line Item): Cancels a single line on the Requisition. Can be actioned by Buyer and Approver of Pending requisition by selecting More Actions > go to desire line item > click Actions > select Cancel.

 

There are different tabs on the Requisition screen to show the Items, Approvals, Comments, and History tabs. If enabled and a Justification is included, the Justifications tab.

 

Items tab

The items tab displays all line item details.

If applicable, users can view account codes used to bill items to by hovering over the eye icon.

 

Approvals tab

The approval tab displays are the approvers designated to above the requisition within the community. Users can select the dropdown in the Approval Process Instance field, to view the approval steps taken.

Comments tab

Buyers and Approvers can post Comments on Requisitions and will receive an email notification, when a Comment is posted.

This is useful in situations when Approvers have questions around the need for an item or requires specifics relating to a product or service.

Note: When the Approver comments, the Buyer is notified. When the Buyer comments, the Approver is notified. When a third party comments, only the Buyer is notified.

 

Add a Comment
To add a comment, go to the Comments tab of the desired requisition > click Add Comment > add desired users in the Mentioned users field > insert desired message in text field > select Send. Approvers can also access this from the Approval Task.

 

History tab

The history tab will display all actions to the desired requisition within the community. 

At times, communities may need to edit item(s) on a standard requisition that is Pending Approval or Paused for review. While editing, this will Pause the approval process.

If the community and supplier has Edit Orders enabled, Approvers or the assigned Buyer of the requisition can edit the item(s).

Suppliers can enable Edit Orders, in their Configure Store settings.

Communities that desire to enable this feature, should reach out to the Customer Success Manager.

 

To Edit A Standard Requisition

The Buyer or Approver of the Pending/Paused requisition, can edit by going to Marketplace module > select Transactions > click View Requisition.

 

The Requisitions screen will populate, to locate the desired requisition utilizing the Requisition Number search field or Filters. Once the Pending/Paused requisition is located, select the requisition number.

 

Once completed, the desired requisition view screen will appear, select More Actions > click Edit.

 

Editable Fields

• Bill To/Ship To and Order Submission
• Line items
• Non-Catalog items - Includes: Account codes, Product information, Additional supplier information
• Catalog items - Includes: Account codes

Additionally, users can attach document(s) for internal usage that cannot be viewed by suppliers.

 

Bill To/Ship To and Order Submission Details

After selecting Edit in More Actions, users can update the Bill To and Ship To (Location Codes) addresses To edit, click the Bill To and/or Ship To tab > select the dropdown in the desired fields.

Users can only choose the Location Codes assigned to their Organization or Org Unit.

The Order Submission details can be edited, choosing Send Electronically or Do not Send.

 

 

Line Items

After selecting More Actions > clicking Edit, users can edit a line item.

To action, select Items tab > locate the desired line item > select Actions > click Edit. 

 

Non-Catalog Items

Users can update the Account Code Details on a line item, Product Information, Note, and Requested Delivery Date (for the line item) fields.

After selecting More Actions > clicking Edit, users can edit a line item.

To action, select Items tab > locate the desired line item > select Actions > click Edit. 

The Edit Non-Catalog Item screen will appear to select the Split icon > Click +Add Split > Add the desired account codes to each split field > insert the desired amount to each amount field > once completed, select OK.

 

Standard Catalog Items

Users can update the Account Code Details on a line item, Quality, Note, and Requested Delivery Date (for the line item) fields.

Since the item was selected from a supplier's catalog, the Quality field is the only product information that can be updated. 

After selecting More Actions > clicking Edit, users can edit a line item. To take action, select Items tab > locate the desired line item > select Actions > click Edit. 

The Edit Catalog Item screen will appear to select the Split icon > Click +Add Split > Add the desired account codes to each split field > insert the desired amount to each amount field > once completed, select OK.

Note: If you edit the account code on a line item, you can then use the button to copy that account code to your other line items, if desired.

 

Saving Changes

Once all changes are made on the requisition, click Save at the top of the screen to resume the approval process.

The Do these changes require reapproval pop-up box will appear > enter desired message in the text field > If the user desired to send updates for reapproval, select Yes, reapproval is required. If the users declines reapproval, click No. 

Select OK.

Note: If the changes cause an increase in the requisition total, reapproval will automatically be required. Account Code Changes will refresh automatically and users do not need to select "Yes" for such edits.

 

Blanket Requisition

Edit on Blanket Requisitions works a little different, given their set up and workflow. 

For the Buyer

When the Blanket Requisition is Pending (awaiting approval), the Buyer can edit the dates.

By going to the Marketplace module > select Transactions > click View Requisition > locate the desired Pending blanket requisition, utilizing the Requisition Number search field or Filters.

Select More Actions > click Edit Dates > the Edit Date pop-up box will appear > update the applicable information > select OK.

 

For Approver

When the Blanket Requisition is Pending (awaiting approval), Approvers can edit: Dates, Accounting (GL String), Location Codes, Contract (if applicable) and Amount fields.

 

Changes will prompt if the requisition needs to be sent for reapproval or not and comments are mandatory.

Note: For more information on configuring the Edit Requisition function, refer to help article configure edit and pause requisitions.

 

 

For some requisitions, the approval process may require more time (than is configured) before automatically escalating to the next approver.

If enabled, Approvers can use the Pause Requisition function to provide more time. To review the line items and/or communicate with the Buyer. When ready, the Approver is able to Resume the approval process.

Pause Requisition requires enabling the Edit Requisition function. To enable Edit Requisition for communities, reach out to your Customer Success Manager for further discussion.

 

Pause a Requisition

Once community settings are enabled, Approvers can go to the Tasks menu > select Approvals tab > click  View All, to open a list of all Pending Requisitions requiring approval.

 

The Approvals screen will populate, to select the Requisitions tab > locate the desired requisition in the list or customize you search by utilizing the Buyer and/or Period field.

Additionally, use the Pending and Organization Unit field by click the encircled down arrow.

 

Select the desired requisition number to populate the View Screen > select More Actions > click Pause Approvals.

The Pause Approvals pop-up box will appear to insert a message in the Note field > select OK. Taking this action will pause the requisition up to the time configured by your community (shown in the alert box). 

When Paused, a requisition cannot be approved and will not escalate along the Approval Chain.

 

Resume a Requisition

To resume the requisition, in the Alert box click Resume on the applicable requisition view screen. 

 

Or select More Actions > click Resume Approvals.  

 

Communities have a Pause Time configured and the requisition resume automatically, after the pause time has expired.

Note: For additional information, refer to relevant help articles to learn how to configure pausing requisitions and how to edit a pending (standard) requisition.

 

At times, communities may desire to cancel, amend or resubmit a requisition.

 

Cancel a Requisition

Buyers of a pending requisition can cancel the requisition, by going to the Marketplace module > click Transactions > select View Requisitions > locate the desired requisitions > click the requisition number > select More Actions > click Cancel. 

 

Cancel a Line Item on a Requisition

Buyers of a pending requisition can cancel the a line item on a pending requisition, by going to the Marketplace module > click Transactions > select View Requisitions > locate the desired requisitions > click the requisition number > scroll down to the desired line item > select Actions > click Cancel. 

 

Add Items to a Incomplete (Standard) Requisition

Users can add items from the same Supplier, to an Incomplete Requisition.

To add items, go to the Marketplace module > click Transactions > select View Requisitions > on the Requisitions view screen, locate the desired requisitions > select the supplier's name.

 

Click More Actions > select Supplier Store.

 

Locate the desired product/service > select Add to Cart icon > click Shopping Cart icon (in the upper right corner) > select Move dropdown > from the requisition options, click the desired requisition. 

 

Select Task menu > click Tasks tab > select Incomplete Requisitions.

 

The Incomplete Requisitions screen will populate > select the desired incomplete requisition > click Checkout as per the standard process. 

 

Changes to the Billing/Shipping addresses, Account Codes and other requisition details can be made in the Checkout screen.

Note: If the Cross-Supplier Checkout feature is enabled for your Community, Buyers can add items to any Incomplete Requisition, not only those from the same Supplier. Contact support@unimarket.com if you would like to enabled this feature.

 

Add Items to a Incomplete (Non-Catalog) Requisition

Users can add items from the same Supplier, to an Incomplete Non-Catalog Requisition.

To add items, go to the Marketplace module > click Transactions > select View Requisitions > on the Requisitions view screen, locate the desired requisitions > select the supplier's name.

 

Click More Actions > select Supplier Store > click the dropdown in Create icon > select Non-Catalog.

The Create a Non-Catalog Item screen will populate, to insert information in the desired fields > once completed, select the dropdown in the Add to Cart icon > from the requisition options, click the desired requisition.

 

Select Task menu > click Tasks tab > select Incomplete Requisitions.

 

The Incomplete Requisitions screen will populate > select the desired incomplete requisition > click Checkout as per the standard process.

 

Changes to the Billing/Shipping addresses, Account Codes and other requisition details can be made in the Checkout screen.

Note: If the Cross-Supplier Checkout feature is enabled for your Community, Buyers can add items to any Incomplete Requisition, not only those from the same Supplier. Contact support@unimarket.com if you would like to enabled this feature.

 

Cancel Item(s) on a Incomplete Requisition

Users can cancel an item on a Incomplete requisition. 

To cancel the item, go to the Marketplace module > click Transactions > select View Requisitions > on the Requisitions view screen, locate the desired requisitions > select the desired requisition number > scroll down to the desired line item.

Select Actions > click Cancel > a pop-up box will appear to confirm cancelation.

 

Move Items

Users can move items from an Incomplete Requisition to another or out of an Incomplete Requisition to your shopping cart.

To move items, go to the Marketplace module > click Transactions > select View Requisitions > on the Requisitions view screen, locate the desired requisitions > select the desired requisition number > scroll down to the desired line item.

Select Actions > click Move > the Move Product pop-up box will appear > click the dropdown in Move Product To field, to select where you desire to move the product > click OK.

 

Copy/Resubmit a Requisition

To copy a requisition, go to the Marketplace module > click Transactions > select View Requisitions > on the Requisitions view screen, locate the desired requisitions > select the desired requisition number > click More Actions > select Copy to submit a new requisition that you have cancelled or was declined by the Approver.

Copying the requisition creates an Incomplete requisition and will take the user to the Checkout screen for any required modifications.

Many customers operate central Buyer teams, who action orders on behalf of Browsers and other Buyer  within their organization. Prior to the Incomplete Requisition Sharing feature, when a Browser reassigns a requisition to another Buyer. Only that Buyer, had the ability to reassign the requisition to another buyer, making it difficult to hand over the requisition.

Incomplete Requisition Sharing allows incomplete requisitions to be shared across any buyer within an organization unit.

If enabled within the community, Buyers within the same organization unit(s) can view all Incomplete Requisitions within their organization unit and change the Buyer of the requisition to themselves or another buyer. So, if a Buyer goes on leave and the order needs to be placed, another Buyer can take the requisition for checkout.

Users with the Community Administrator role can enable Edit Buyer Sharing, within the community.

 

Enable Edit Buyer Sharing Setting

To enable Edit Buyer Sharing setting, go to Administration module > select Organizations > click Settings tab > check Edit Buyer Sharing box > select Save.

 

Sharing an Incomplete Requisition

If sharing is enabled and a user has the Buyer role, select Tasks menu > click Incomplete Requisitions > clear Buyer field, by clicking the "x" > select Search.

 

The user can see any Incomplete Requisitions, designated to:

• The user's Org Units

• A child of the user's Org Units

• Buyer/Browser who shares the user's Org Units and/or

• A child of org unit, for another Buyer/Browser who shares the user's Org Units

 

Reassign Buyer

To reassign the desired buyer, select the pencil icon > a pop-up box will appear > in the Buyer field, choose the desired buyer > in the Note field, insert desired message > select OK. 

 

Once completed the Incomplete Requisition will become available to the new assigned by for checkout. 

Note: For more on requisitions, please see our help article Cancel, Amend & Resubmit Requisitions.

 

Orders and Requisitions can be reassigned within Unimarket, for another user to complete the checkout process, receive orders, and/or close/reopen the order.

Users with the Browser role has the ability to:

• Search for items in the Marketplace
• Add items to cart and
• Reassign requisitions to a Buyer; creating a Incomplete Requisition for final checkout.

Reassigning is also useful when the Buyer is out of office or moved to a another department/organization. 

To enable this feature for usage, please reach out to your Unimarket Customer Success Manager.

 

Reassign an Incomplete Requisition (Browsers/Buyers)

Browsers and buyers can reassign Incomplete Requisitions multiple ways:

• From the Checkout screen or
• From the Tasks menu

Checkout Screen

Select the Shopping cart icon (in the upper right corner) > click Checkout > scroll to the bottom of the screen > click Reassign > a pop-up box will appear, to choose the desired user in the Assign To field > add a message in the Note box > select OK. 

After the requisition has been reassigned, the approval process is defined by the original requester and not the newly assigned buyer. 

 

Task Menu 

Click the Task icon (in the upper right corner) > select Tasks tab > click Incomplete Requisition > select the pencil icon next to the Buyer's name > a pop-up box will appear, to choose the desired user in the Buyer field > add a message in the Note box > select OK. 

After the requisition has been reassigned, the approval process is defined by the original requester and not the newly assigned buyer. 

 

Reassign an Incomplete Requisition (Community Administrators)

A Community Administrator can also reassign Incomplete Requisitions from a browser/buyer to another buyer.

To reassign an Incomplete Requisition, click the Task icon (in the upper right corner) > select Tasks tab > click Incomplete Requisition > in the Buyer field, select the dropdown to choose the desired browser/buyer > click Search > select the pencil icon next to the Buyer's name > a pop-up box will appear, to choose the desired user in the Buyer field > add a message in the Note box > select OK. 

 

After the requisition has been reassigned, the approval process is defined by the original requester and not the newly assigned buyer. 

 

Reassign an Order

Buyers, who the order can be reassigned to, has to be assigned the org unit listed on the order. 

Buyers

To reassign their own order, go to the Marketplace module > select Orders > locate the desired order > click the order number > select Edit > a pop-up box will appear > in the Buyer field, select the dropdown to choose the desired user > in Note field, insert required message > select OK.

 

Community Administrators

Community Administrators are able to reassign buyers for the order and all users, utilizing the instructions above.

 

Reassigned History

Once the requisition/order is reassigned, users can view the History tab for the the following details:

• The user who processed the reassignment
• The user who the requisition/order is currently assigned to
• The reason for the change

At times, communities may desire for Buyers to edit or cancel their orders (also known as a Change Order). 

An order can only be edited or cancelled, IF:

• The order has not been received and
• There are no pending invoices against the order.

To successfully cancel or edit orders:

• Premium suppliers must enable settings in their store (some suppliers may not support Edit/Cancel Orders feature).
• The settings has been enabled for the community, by Unimarket Support at support@unimarket.com. 

Note: The Allow Cancel Orders setting, can be enabled individually. However, the Allow Edit Orders setting can only be enabled, IF the Allow Cancel Orders setting is enabled.

 

Additionally, Unimarket can setup the Edit Orders to use Order Number Versions (e.g. order 123 was edited and is now 123/2) or a completely new order number.

 

Editing an Order

To edit an order, go the Marketplace module > select Orders > use the Search Order Number field or customize search by utilizing Filters > once the desired is located, select the order number > click More Actions > select Edit.

 

Once completed, the Checkout screen will appear displaying a confirmation alert stating:

 

The new Incomplete Requisition will order details can be modified as required from the Checkout screen, that includes:

• Account codes (FOPAL)
• Approval routing
• Billing and Shipping addresses (Location Codes)
• Items/Quantities and
• Other related information, such as: Notes

Note: For information on how to add items to an Incomplete Requisition, refer to help article Cancel, Amend & Resubmit Requisitions.

 

Once checkout is complete, the modified order will be routed for approval. When the order is approved, a new order will be generated and sent to the supplier.

The notification to the supplier will provide a note that the new order has replaced a previous order.

 

Note: While an order is being changed, it is placed into a locked state. Further changes, receiving or invoicing against the order are not possible. In this case a message will appear at the top of the order being changed, stating: "This order has pending changes (requisition xxx) and cannot be edited, cancelled, invoiced or received."

 

Cancel an Order

To cancel an order, go the Marketplace module > select Orders > use the Search Order Number field or customize search by utilizing Filters > once the desired is located, select the order number > click More Actions > select Cancel.

 

Once completed, the supplier will be notified that the order has been canceled.

The Checkout Process consists of many great features to maximize the Buyer's shopping experience, within Unimarket. 

 

Shopping Cart

To land on the Checkout screen, select the Shopping cart icon (in the upper right corner) > select Checkout on the relevant cart.

If the Community has Cross-Supplier Checkout enabled, the user can add items from multiple suppliers into their cart and checkout all items, by selecting Checkout All.

 

Once completed, the Checkout screen will populate. The following sections will be seen, dependent upon the buyer's assigned role:

• Location Code
• Organization and Approvals
• Order Type
• Payment
• Product
• Justifications
• Action Options

 

Location Code Section

Users can select the dropdown located in the applicable fields to update, if desired.

The Bill To and Ship To (Location Codes) options are designated to your assigned community.

If desired, the user can update the attention to person in the Attn field. 

If you desire to hide the fields in this section, once selected option are verified and correct, select the encircled arrow.

 

Note: Location Codes are managed by user with the Community Administrators or Community Management role. For additional information about adding/editing Location Codes, refer to help article community management.

 

Organization and Approvals Section

Users can designate the desired organization unit from the options provided (if desired), by selecting the dropdown in the Organization Unit field. Multiple options will be provided, if the user is assigned to multiple organization units in their user settings.

Users can designate the desired approval chain from the options provided (if desired), by selecting the dropdown in the Approval Chain field. Multiple options will be provided, if the are multiple approval chains within the community.

 

On Behalf Of Section

If the user is assigned the On Behalf Of (OBO) role, the user can purchase goods on behalf of another user. 

To select the applicable user, go to the On Behalf Of field > select the dropdown, to choose the desired user.

 

If the user belongs to multiple Org Units, the OBO user may also choose which Org Unit the Order will belong to. This will allow the approvals to be routed correctly for the Requisition.

When a user is selected, the requisition is created on behalf of the selected user. 

Note: The initiator and the Buyer who the requisition is created on behalf of, will both be cc'd into the Order email that is sent out if the requisition is approved.

 

If you desire to hide the fields in this section, once selected option are verified and correct, select the encircled arrow.

 

Order Type Section

Typically, users do not need to make changes in the Order type section when creating a Standard Order.

 

Sensitive

If the Edit Buyer Sharing setting is enabled within your community, this is a handy feature to utilize when the user need to restrict access to documents (due to sensitive information).

When the Sensitive box is checked, a sensitive label will be applied and restricted visibility from others in the user's organization unit. It will also update any associated transactions (requisitions, order and invoices). It's also possible to change the visibility of documents at a later stage, if needed.

 

Below is a sample of where the Sensitive status is shown on the requisition once checkout is completed:

 

Retrofit Order

For Standard Orders, the Order Submission field normally defaults to Send Electronically. However, if it is flagged as a Retrofit Order you can choose Do Not Send. Which stops the order email from being sent to the supplier.

 

If your community has Retrofit Orders enabled, users can assign an order as Retrofit by selecting the Retrofit Order box > if applicable, insert the related invoice number, in the Related Invoice Number field > select desired option, in the Order Submission field.

Also, if your Community has Blanket Orders enabled and you are creating a Release Order this section may already be flagged as Retrofit.

If you desire to hide the fields in this section, once selected option are verified and correct, select the encircled arrow.

Note: For additional information, refer to help articles Create Retrofit Order or Blanket Orders.

 

Payment Section

If multiple options are provided, the user can select the desired payment method for order.

If you desire to hide the fields in this section, once selected option are verified and correct, select the encircled arrow.

 

Product Section

Provide an account code for each requisition line item, by entering an account code or pick from a defined list loaded for the community.

Each community has their own account code format customized to meet their requirements. Users may  

If the community has loaded a pre-defined list of account codes, the user can perform an account code search to find the values required. By clicking the applicable portion of the account code > selecting magnifying glass icon.

Users can clear, refresh and copy down the account codes by selecting icon.

 

Note: For additional information about adding account codes, refer to Community Management help article.

 

Split Account Codes

If the feature has been enabled, it allows users to split the cost of an item across more than one account code.

To split the item amongst multiple account codes, select the Split icon next to the desired account code.

 

A pop-up box will appear > select +Add Split > Add the desired account codes to each split field > insert the desired amount to each amount field > once completed, select OK.

Additionally, the user can copy down the splits to other lines as necessary, using the icon and percentages will automatically calculate.

 

Tax

The tax codes and rates are configured within your community.

If more than one tax rate is available for your purchase you will see a drop-down in the tax column for each of your items and you can select the correct tax rate from the options provided.

Note: For additional information about tax rates, refer to help article Tax Rates.

 

Special Instructions

Users can insert a message or special instructions for the supplier. The supplier will also receive message on the order when sent.

 

Order Attachments

Users can attach send additional documents to the supplier, by going to the Order Attachments header, select Browse > Attach desired document.

 

If the user would like to attach documents for internal viewing purposes only (the supplier cannot view the documents), click Un-share > select Save. 

 

Blanket Order

To create a release order, select the dropdown in the Blanket Order field > insert the applicable Blanket order number or select from the options provided. 

Once the requisition is checkout, a release order will be created to draw down the funds from the selected Blanket Order.

 

Financial Year

Typically, communities set a default Financial Year for all buyers.

If the user has a dropdown in the Financial Year field, they can choose the desired fiscal year by selecting the dropdown in the Financial Year field. 

 

Order Receiving

If your community has auto-receiving enabled and it is enabled for the specific supplier, users can choose to auto-receive at the time the order is approved. To select this option, go to the Order Receiving field > select Receive Automatically.

It is also possible for the community to set an auto-receiving dollar threshold (this can be overridden for certain suppliers). If this is enabled, orders below the specified threshold will be set to Receive Automatically, and you can change this to Receive Manually.

If the order is below threshold, the order does require receipt.

Note: For additional information about receiving orders, refer to help article Receiving Orders.

 

Justifications Section

Your community may have justifications enabled.

If so, users can select the applicable justification form in the Justification Type field. Additionally, justification text can be added to the Justification field.

If the user would like to attach applicable justification documents, go to the Justification Attachments field and select Browse.

Justification notes and attachments do not go to the supplier and remain with the requisition for the approval process.

 

Action Options

Checkout

Once Checkout (at the bottom of the screen) is selected, the items will be sent to the appropriate delegated authority for approval.

If the user has authorization to spend the requested amount, the requisition will auto-approve. Once the requisition is approved, the purchase order will be automatically sent to the supplier electronically.

 

Save Incomplete Requisition

If the feature is enabled by the Community, the user can save and complete it later.

To do this during the checkout process, select Save at the bottom of the screen. The Requisition will be saved as Incomplete.

 

Once successfully saved:

• The user's shopping cart will clear and
• A red badge icon will appear over the Task menu icon (in the top right of the screen) or if you already have outstanding tasks, the number inside the badge will increase by one.

 

Reassign Requisition

If the feature is enabled for your Community, users can reassign their shopping cart to another user by selecting Reassign at the bottom of the checkout screen.

 

A pop-up will appear to select the applicable user and add a note. The user will be notified and the cart will appear in their Task menu under Incomplete Requisitions.

Note: The Initiator and the Buyer who the Requisition is created on behalf of, will cc'd into the Order email that is sent out if the Requisition is approved. Users with the Browser role will not have the Checkout option. As this role only allows them to find product, reassign the Requisition to users with the Buyer role to submit for approval.

 

Cancel

Selecting Cancel, will create an Incomplete order. Once the order is assigned Incomplete status, users can copy or cancel the order.

Note: See the related articles below for more information: Viewing Requisitions & Orders and Approving or Declining a Requisition

 

 

Communities has the ability to enable a core feature, that allows requisitions to be marked as Sensitive. This is handy for those orders and invoices that may need to remain private, to the created user (i.e. employment of a contractor, sensitive legal information).

Users with the Community Administrator, Create Invoices, View Transactions or OBO Receiving roles, can view. 

To enable this feature, please reach out to your Unimarket Customer Success Manager. 

 

Create A Sensitive Requisition

On the Checkout screen, users can go the Order Type section > click Sensitive box  

 

When the Sensitive box is checked, a sensitive label will be applied and restricted visibility from others in the user's organization unit. It will also update any associated transactions (requisitions, order and invoices). 

It's also possible to change the visibility of documents at a later stage, if needed.

 

Attach Documents

If the user would like to attach documents for internal viewing purposes only (the supplier cannot view the documents), go to the Order Attachments header, select Browse > Attach desired document > click Un-share. 

 

Once completed, select Checkout (at the bottom of the screen) is selected, the items will be sent to the appropriate delegated authority for approval.

 

Below is a sample of where the Sensitive status is shown on the requisition and purchase order:

 

 

 

To provide better visibility of changes to requisitions, orders and invoices. The History tab can be used to view the activity, such as: state changes, buyer changes and approval changes.

Users with the Buyers, Create Invoices or Community Administrators role can view the History tab.

Below are the status changes for different transactions tracked in the Change History:

 

Requisitions:

• Approval State changes

 

Purchase Orders:

• State Changes
• Buyer Changes

 

Invoices:

• Cancellations
• Rejections

On Account

The community can configure one or many account code formats that are used to code the requisition lines (also known as GL account codes). These should match the format used in the organizations Financial System (ERP). Users will need to select the appropriate account code when completing their requisitions.

Blanket Orders

The Blanket Order functionality provides communities with the ability to create a blanket (or contract) order for the provision of unspecified products and services to one supplier over a specified time-frame. The blanket order is pre-approved using the standard approval process and then products and services are provided on a purchase-on-demand basis. Users draw down on the blanket order as required without the need for a purchase order each time. For more information on Blanket Orders click here.

Note: Blanket Orders must be enabled for your community and once enabled it can then be enabled/disabled for certain suppliers. To enable this feature contact us at support@unimarket.com.

 

Credit Card

The credit card payment option must be coordinated with suppliers that accept credit cards. The credit card payments will only appear for those integrated suppliers that have it enabled.

Note: Credit Cards must be enabled for your community. To enable this feature contact your Unimarket Customer Success Manager.

 

Shared Credit Cards

Shared Credit Cards allow you to pay for goods and services using a credit card stored at the supplier end. To support this payment process, we have added functionality that allows specific cards to be allocated to users within your community and selectable in checkout as a payment method. Suppliers are simply sent the last four digits of the credit card number so they can match the digits to your provided card on file and process the payment.

Note: Shared Credit Cards must be enabled for your community. To enable this feature contact your Unimarket Customer Success Manager.

Users with access to the blanket order, can create release orders that draw down on the blanket order. A release order does not require any further approval.

Drawing Down Using a Release Order

• Find the products or services, desired (see Locate Products in Marketplace).
• Add the items to user Shopping cart (see Add Items to Cart - Hosted/Roundtrip Catalogs) and then click on the cart icon in the top right of your screen to view your cart.
• Review the products and click Checkout when happy.
• Select the desired blanket order from the Blanket Order drop down menu, located at the bottom of the items table in the checkout. (If there is more than one to choose from, the most recent will appear at the top.)

• Enter the rest of the required information as per the normal checkout process (see The Checkout Process).
• Select Checkout and the value of the resulting release order will be subtracted from the blanket order total.

Note: For additional information about Blanket Orders, please refer to help article Blanket Orders.