Invoices

  • Creating an Invoice (PO Flip)

    The Invoice Order functionality allows suppliers to create electronic invoices via Unimarket, by locating the order and 'flipping' it into an invoice for payment. The invoices are submitted electronically via Unimarket to the desired customer and matched on customer's side.

     

    To find out more information on Creating an Invoice, watch this short video or you can read more below on this topic:

     

     

    To create an invoice against orders that have been raised through Unimarket, there are three methods you can use:

     

    1. Invoice Order from the View Orders screen

    Locate the order you would like to invoice by clicking on Transactions on the menu on the left side and then select View Orders. Search for the order by using the search options available and click into the order you would like to invoice. Next, select Invoice Order on the top right of the order.

    2. Invoice Order from the Non-Invoiced Orders screen

    Locate the order you would like to invoice by clicking on Transactions on the menu on the left side and then select Non-Invoiced Orders. Locate the desired order using the search filters and click into it. Next, select Invoice Order on the top right of the order.

    3. Invoice Order from the Invoice Order screen

    Locate the order you would like to invoice by clicking on Transactions on the menu on the left side and then select Invoice Order. Enter the customer and then you will be able to select the Order Number you would like to submit an invoice against. 

     

    Note: From the Invoice Order Screen, you can select 1 or many orders to invoice depending on how the customer you are invoicing has this set. 

     

    To begin invoicing, go to Transactions > click Invoice Order. 

     

    Once completed, the Invoice Order screen will appear. When invoicing all required fields marked with a red asterisk must be entered. 

     

    Select desired customer in Customer field > key in the Invoice Number, Remittance Address and Invoice Date > key in order number in Order Number field. If the order number is unknown, select Add Order to locate the order number > Attach the original invoice, in the Attachments field by selecting Browse. 

    • If any changes to the line item details has changed on the order (e.g. submitting a partial invoice, invoicing a different amount etc.), key in information is applicable fields updating the Quantity, Unit Price and/or Unit Of Measure.
    • To add/edit item tax, choose the desired line item and > select the pencil under Tax to insert information. 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.

     

    Note: Any lines that do not have a submitted invoice against it, will have the checkbox to the left of it selected. If you need to create a partial invoice, deselect any lines that do not need to be invoiced. The deselected lines will appear in a light-grey color with the quantity at 0.

     

    Once completed, click Create to submit the invoice for matching and the View Invoice screen will show the matching status for all invoices.

     

    To Cancel a Invoice

    If an Invoice has been entered incorrectly or has been rejected by the Customer, go to Transactions > click View Invoices. 

     

    Once completed, the Invoices screen will appear. Locate the invoice by utilizing the Customer, State, Invoice/Order Number or Invoice Statement filters. If suppliers do not know the invoice number, the Invoice Date From and Invoice Date To filter will assist with locating the order.

     

    Note: When the Invoice/Order Number filter is used all other filters will be ignored, utilizing the search function for specific invoices. If looking for a range of invoices and the Invoice Date From filter is chosen, we recommend selecting one year prior, if applicable.

     

     When the desired invoice is located, select the invoice number

     

    Once completed, the desired invoice detail screen will appear > Click the desired invoice number > select More Actions > click Cancel > Re-enter the invoice according to above instructions.

    Note: If you cancel first, you will be able to re-enter with the original invoice number, which saves any messy "A" style of a reference at the end.

     

     

     
  • View Invoices

    Suppliers can view invoices submitted to desired customers via Unimarket.

     

    View Invoices

     To view invoices, click Transactions on the left panel > select View Invoices.

    Once completed, the Invoices screen will populate.

     

    Filters

    The Filters at the top of the screen allow for invoice listing to be refined, by utilizing the Customer, State Invoice/Order Number or Invoice Statement filters. If suppliers do not know the invoice number, the Invoice Date From and Invoice Date To filter will assist with locating the desired invoice.

     

    Note: When the Invoice/Order Number filter is used all other filters will be ignored, utilizing the search function for specific invoices. If looking for a range of invoices and the Invoice Date From filter is chosen, we recommend selecting one year prior, if applicable.

     

    View Invoice Details

    To view invoice details, select desired invoice number on Invoices screen.

     

    Once completed, the desired invoice detail screen will appear.

     

    Invoice details consists of the following:

    • Invoice Number
    • Invoice Date: The date/time of the invoice.
    • State: The invoice matching status. For invoice states, refer to help article Invoice States.
    • Created Date: The date/time the invoice was created.
    • Payment Due Date: Payment date designated by the customer.
    • Printable Invoice: A PDF file of the Invoice.
    • Matched Date
    • Payment Status
    • Currency
    • Invoice Statement
    • Customer
    • Creator
    • Document Reference
    • Organization
    • Transaction Summary
    • Attachment
    • Bill To: Customer's preferred billing address.
    • Ship To: Customer's preferred shipping to address.
    • Remit To: Supplier's preferred remittance address.

    Line Item Details

    On the Items tab, the line items details are outlined for greater clarity.

    Line Item details consists of the following:

    • Line: The line item number associated with the specific item.
    • Order: The order number associated with the invoice.
    • Description
    • Receiving State
    • Quantity
    • Price
    • Subtotal Amount

     

     

  • Suppliers Integrated Invoice Not Being Received By Unimarket

     

    1. Error Message Received: The order with the order number: 'xxxxxx' cannot be invoiced at this time (400 Error Message)

    Occurrence: The above error usually means the customer has closed the order before receiving an invoice for it.

    Troubleshooting Steps:

    • Log into your supplier profile
    • Select Transactions on the left panel
    • Click View Orders and locate the order
    • If the order is closed, an alert will appear stating “This order is closed and can no longer be edited, canceled, invoiced, or received”. 

    Recommendation: Reach out to the customer and ask if they can reopen the order. Once re-opened, the supplier can re-send the invoice or send the customer the invoice directly via email.

     

    2. Error Message Received: 503 Error Message

    A "503 service temporarily unavailable" error means that the website or server you're trying to access is currently unable to process your request. Likely due to being overloaded with traffic, undergoing maintenance, or experiencing technical issues; essentially, its a temporary message indicating you should try again later. 

    Troubleshooting Steps:

    • Please try again later.
    • If the error persists, please reach out to Unimarket Support with the following information
      • Invoice number
      • Exact error message received
      • Date/Time error message was received
      • A copy of the CXML associated with invoice

     

    3. Error Message Received: "Delivery service for 5014xxxxxxxx failed with a status of failed and status message of Internal Server Error"

    Troubleshooting Steps:

     

     

     

     

     

     

  • Invoice States

    Matching Statuses Explained

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

     

    State of Invoice Definition
    Downloaded The Invoice has matched and been extracted as part of a Transaction Run.
    Canceled The invoice creator cancelled the invoice before it was approved.
    Invoice Accepted All the invoice lines have matched and the invoice is in an accepted state ready to pay.
    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.
    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.
     
  • Invoicing A Blanket Order

    The Blanket Order functionality provides buyers with the ability to create a Blanket Order (or contract) of unspecified products and services, over a specified time frame with suppliers. The Blanket Order is pre-approved using the standard approval process. From there, the products and services are provided on a purchase-on-demand basis.

    Suppliers can create invoices against a Blanket Order that are sent to the authorized users on the Blanket Order for approval. If approved, a matching release order is automatically generated that draws down from the Blanket Order value.

     

    Invoicing a Blanket Order

    Go to Transactions on left panel > select View Orders.

    Once completed, the Orders screen will populate.

    Orders_7.png

     

    Select desired customer in the Customer field > in the Order Type filter, select Blanket Order > select the desired blanket order to invoice. 

     

     The Order detail screen will populate > select Invoice Order.

     

    Key in the Invoice Number and Remittance Address and Invoice Date > select +Add Invoice Item to invoice items.

     

    The Add Invoice Item pop-up box will appear to key in information in all required fields marked with a red asterisk.

    Note: When entering the invoice item details, the price is exclusive of GST and the Code and Category fields are not mandatory.

     

    If there are additional items to add, select Add More. Once completed, click Add.

     

    If shipping charges are required, key information Shipping field. If shipping tax is required, click the pencil in Shipping Tax field to add shipping tax > Upload a copy of the original invoice, in the Attachments field by selecting Browse. Once completed, click Create to submit the invoice and send to customer for approval.

     

  • Creating a Credit Invoice

    The invoicing feature in Unimarket give users the ability to create credit invoices, as well as standard invoices.

    Watch this short video or read the instructions below:

     

    How to Create a Credit Invoice

    Go to Transactions on left panel > Click View Orders.

     

    Once completed, the Orders screen will populate, to locate desired order.

     

    Filters

    The Filters at the top of the screen allow for order listing to be refined, by utilizing the Customer, Order Type or Order Number filters. If suppliers do not know the order number, the Order Date From and Order Date To filter will assist with locating the order.

    Orders_7.png

    Note: When the Order Number filter is used all other filters will be ignored, utilizing the search function for specific orders. If looking for a range of orders and the Order Date From filter is chosen, we recommend selecting one year prior, if applicable.

     

    To view order details, select desired order number on Orders screen.

     

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

     

    The Invoice Order screen will appear, to insert the new Credit Invoice Number and Create Invoice Date. The credit invoice number must be unique (duplicate invoice numbers will result in an error). If you need to use the same invoice number, we recommend appending a "-C" to the end of the original invoice number, indicating the credit.

    Note: Any lines that have a submitted invoice against them will have the checkbox to the left of them deselected.

     

    Select the checkbox to the left of each line you wish to credit.

    remit3.png

    • In the quantity field, enter a NEGATIVE quantity indicating number of items credited.
    • In the unit price field, enter a POSITIVE dollar amount. The subtotal amount will now show a negative number.
    • If you are crediting shipping as well, enter the shipping amount as a NEGATIVE dollar amount in the shipping box under the subtotal.

    Once completed, click Create at the bottom of the page and your credit invoice will be sent to the customer for review.

  • Unimarket Electronic Invoicing (E-Invoicing) Overview

    If a supplier is requested to submit electronic invoices via Unimarket by a customer, there are two options:

    1. Integrate with Unimarket to allow invoices to be sent directly from your system to Unimarket.
    2. Login to your Unimarket Store to create electronic invoice from the order received. This is called 'Invoice Order', also referred to as PO Flip.

     

    E-Invoice integration (cXML)

    Electronic invoices can be submitted to Unimarket via https in cXML format. The technical requirements for cXML invoice integration can be found here.

     

    Invoice Order (PO Flip)

    The Invoice Order functionality provides suppliers with the ability to create electronic invoices via Unimarket. Invoice Order allows suppliers to 'flip' orders received from customers an into invoice and send to the customer for payment.

    Invoice matching is completed online "in the cloud", and the matching status can be viewed via the supplier eStore. If the invoicing option is disabled, please contact support@unimarket.com.

     

    Note: Before beginning to invoice, ensure invoicing details has been setup, to ensure the correct remittance information is populated on the invoice. 

     

    Invoices_9.png

     

     
  • Invoice Integration - How it Works

    Invoice integration is used to electronically transmit your invoices from your finance system into Unimarket. 

    How It Works

    • The invoice is generated in the supplier's finance system.
    • The invoice is converted and sent to Unimarket electronically by the supplier or a third party.
    • Unimarket will then validate the invoice and provide either an accepted or rejected message.
    • If an invoice is rejected for any reason an email is provided with the rejection reason.

    How To Get Started

    • Is your system capable of generating invoices in an electronic format?
    • Do you have the capability to send invoices electronically to Unimarket? Would you need to engage a third party?

    If you are ready to discuss this further, please contact support@unimarket.com.

    Invoice Technical Information

    For more technical information, please review our technical documentation linked below: 

    Invoice Technical Documentation

  • Invoice Statements

    An Invoice Statement is an automated email to suppliers that is emailed weekly, noting any invoices accepted by customers. The Invoice Statement is designed to keep suppliers up to date with the status of their invoices. 

    In addition to the automated email, suppliers can view their Invoice Statements by:

    Going to Transactions on left panel > select Invoice Statements.

     

     

    Once completed, the Invoice Statements screen will populate, to view the Statement number, Created Date/Time and Invoice Count accepted during the statement run. Select the desired Statement number.



     

    The desired Invoice Statement detail screen will appear. Customer and Invoice/Order Number filter search options, may assist with locating a specific invoice.

     

     

    Disable Automated Invoice Statement Emails

    If a supplier wished to Opt-Out of receiving the Invoice Statements, email notification can be disabled by going to Transactions on left panel > select Invoice Statements.

     

     

    Once completed, the Invoice Statements screen will populate, to uncheck the box "Email me weekly invoice statements".

     

     

     
  • Export Invoices

    Suppliers are able to export a list of Invoices created within Unimarket. This will provide suppliers with a summary (up to one year) of invoices, including the associated Order Numbers, the State and other helpful details.

    Export Invoices 

    Go to Transactions on left panel > select View Invoices.

    Once completed, the Invoices screen will populate.

     

    Filters

    The Filters at the top of the screen allow for invoice listing to be refined, by utilizing the Customer, State Invoice/Order Number or Invoice Statement filters. If suppliers do not know the invoice number, the Invoice Date From and Invoice Date To filter will assist with locating the desired invoice.

     

    Note: When the Invoice/Order Number filter is used all other filters will be ignored, utilizing the search function for specific invoices. If looking for a range of invoices and the Invoice Date From filter is chosen, we recommend selecting one year prior, if applicable.

     

    Select Search > The export will only include the currently filtered list of invoices > click the small arrow next to Search > click Export.

     

    The Job Submitted pop-up box will appear > 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. 

     

    Fields included in the export

    Field Name Description
    InvoiceNumber The invoice number in Unimarket.
    OrderNumbers The Order number in Unimarket associated with the Invoice.
    Buyers The Buyer who placed the Order, or the assigned Buyer for the Invoice.
    Customer The Customer the Order was created for.
    Creator Who created the Invoice. 
    State The State of the Invoice. This will let you know if the has been accepted by the Customer.
    InvoiceDate The billing date of the invoice.
    CreatedDate The date the the Invoice is created in Unimarket.
    PaymentDueDate
    		 The Due date of payment.
    DocumentReference
    		 Any contracts or external documents that be referred.
    Comment Any Comments added to the Invoice.
    Currency The Currency 3 letter code of the Invoice.
    Subtotal The invoiced amount excluding tax.
    Shipping The shipping cost of the order.
    SpecialHandling Any special handling costs.
    Tax The tax amount as a dollar value.
    Discount Any applicable discounts.
    Total Total cost of the invoice.
    InvoiceReference Invoice Reference from your finance system. (If your finance system is set up to include an invoice reference on its response message to Unimarket when an invoice is successfully sent over, this field will include the Invoice Reference.)
    InternalInvoiceNumber  Internal Invoice Number. 
    PaymentStatus Payment status can be Canceled, Failed, Paid or Paying.
    AmountPaid Total amount paid.
    OutstandingBalance Total outstanding balance.