If you are a supplier looking for the status of an outstanding invoice or want to know when a payment will be disbursed. This guide will help you navigate the Unimarket portal and identify the correct point of contact.
Note: If your customer uploads supplier payments, utilizing the Unimarket Payment Upload feature. You can view payment details (e.g. the payment date issued by the customer) associated with invoices, utilizing help article View Payment Details.
1. How to Check Invoice Status in Unimarket
You can track the progress of any invoice directly within the Unimarket Supplier Portal:
- Log In: Access your Unimarket account.
- Navigate to Invoices: Click Transactions (on the left side panel) and select View Invoices.
- Search: Use the filters (e.g. Customer Name, Invoice Number) to find the specific invoice.
- Click on the Invoice Number hyperlink.
- Check the State: Look at the State column to see where the invoice sits in the lifecycle.
2. Understanding Invoice States
The "State" of the invoice tells you who is currently responsible for the next step.
| State of Invoice | What it Means | Next Step |
|---|---|---|
| Downloaded | The invoice has matched and been successfully extracted as part of a Transaction Run. | |
| Canceled | The invoice creator (supplier user) canceled the invoice before it was approved by the customer. | |
| Invoice Accepted | All the invoice lines have successfully matched the corresponding order, and the invoice is in an accepted state, ready for payment processing. |
The Customer's Accounts Payable (AP) team will include this in their next payment run. Check the Payments tab on the invoice for the method of payment (check or ACH). |
| Invoice Rejected | The invoice contained matching exceptions and was placed On Hold. The exceptions have since been reviewed and Rejected by the Community. Note: Invoices cannot be changed from the Rejected state. | |
| On Hold | The invoice submitted by the supplier exceeds the financial tolerances set by the community. It has been placed On Hold for review and further action by a user with the Create Invoice role (at the customer's end). | |
| Pending Delegated Approval | The invoice has been accepted by the buyer and routed for delegated approval. It is currently 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, as well as the 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 yet been received by the buyer. Once the buyer receives the item(s), the matching process will reprocess. | The Buyer at the institution must log in and "Receive" the items. |
3. Viewing Payment Details
Once an invoice reaches the Invoice Accepted state, you can find the specific disbursement details:
- Open the desired Invoice.
- Click on the Payments tab.
- Here you will find:
- Payment Date: The day the payment was issued.
- Payment Reference: The Check Number or ACH Transaction ID.
- Payment Method: How the funds were sent (e.g., Check, ACH).
4. Whom to Contact for Payment Inquiries
It is important to understand the role Unimarket plays in your payment:
- Unimarket is the platform where invoices are matched and approved.
- Your Customer is responsible for the actual disbursement of funds.
When to contact Unimarket Support:
- You are having trouble logging in.
- You are receiving a technical error when trying to submit an invoice.
- An invoice is stuck in a "Matching" error and you don't know why.
When to contact the Customer's Accounts Payable (AP) Team:
- An invoice is in Invoice Acceptance state and the Payment Date listed on invoice has passed.
- You want to inquire about a missing payment disbursement.
5. Information to Have Ready
When reaching out to a customer's AP department, please have the following information available to speed up the inquiry:
- Your Trading Name listed on your supplier profile.
- The Purchase Order (PO) Number and
- The Invoice Number.