Customize order settings

You need to have the administrator role in iCompleat to follow these configuration steps. Go to Customizing users to learn more.

Depending on your iCompleat configuration, there may be a few extra steps you need to take to make sure you're ready to use iCompleat Order.

If you meet all the criteria in the checklist below, you don't need to take any further steps. Otherwise, head to the relevant section in this article to get your company ready for ordering. 

• The permission to create orders is switched on for all the right users.
• If you're using iCompleat's Universal Connector, you've got delivery sites in your reference data.
• You've created an order layout, or at least checked iCompleat's default order layout to make sure it's right for you.
• You've customized your order template with your company's brand colours, logo, and footer text.

Give users permission to create orders

Users need the Can create orders permission switched on before they can create orders in iCompleat.

Follow these steps to switch on the permission.

You can also enable this setting when you add a new user.

1. On the homepage, click Configuration.
2. Click Manage Users.
3. Click a user.
4. Go to User Acces, and switch on the Can create orders toggle.
5. Click Update user.
6. This user can now create orders, and will see the Create a new order and Manage orders tiles on their iCompleat homepage.

   Now, follow the same steps for all the users who will be creating orders in your company.

   You and other order creators can now set a preferred delivery site for yourselves in your user profiles.

Add delivery sites

You need to download the Delivery Sites.xlsx  Excel template and add your delivery sites to it.

Delivery sites tell your supplier where your orders need to be delivered. The delivery site is a mandatory field when you create an order.

If you're using iCompleat with a connected finance system, you don't need to configure any delivery sites because iCompleat can access the delivery sites saved in your connected finance system.

If you're connected to iCompleat's Universal Connector, you'll need to add your company’s delivery sites to your reference data.

Follow these steps to add delivery sites.

1. On the homepage, click Configuration.
2. Click Reference Data.
3. Go to Delivery sites.
4. If you haven't already, download the Delivery Sites.xlsx Excel template, add your delivery sites to it, and save it.
5. Click Select file to import, and then find and click the saved Excel template.
6. The on-screen spreadsheet updates with your delivery sites.
7. Click Save.
8. Your delivery sites are added to your reference data, and will be available to select from when you and other users create orders.

   You and other users can now set a preferred delivery site in your user profiles.

Create an order layout

An order layout contains fields and text areas that are coded for orders created in iCompleat. iCompleat has a default order layout ready for you to use, but you might want to create extra ones for different scenarios.

Follow these steps to create an order layout.

1. On the homepage, click Configuration.
2. Click Manage layouts.
3. Click Add Layout, and then click Order.
4. Enter a Name and a Code of up to five characters for your layout.
5. (Optional) Switch on the Active toggle so that the layout will be available as soon as you've created it.

   You can switch this on later if you like.

   
6. (Optional) Select a Layout for invoices from the drop-down. When an invoice arrives that matches an order using your new order layout, iCompleat will apply the selected invoice layout to it.
7. (Optional) If you're using iCompleatBuy, you can link this layout to a specific Punchout supplier.

   This means that iCompleat will automatically apply this layout to every order users create with the linked supplier.

   Select a Punchout supplier from the drop-down.

8. Click Save Layout.
9. Go to Field Configuration, and use the toggles and drop-downs to select which fields will appear on the layout, and where.

   The fields you see may vary depending on any additional custom fields you've got set up.

   
10. Select Save Layout.
11. Go to Settings Groups, and select New settings group.
    

    Settings groups let you configure the behaviour of different groups of users and what information they see on a layout. A user needs to be assigned to a settings group to be able to use your order layout.

    Your Marketing department may want a different account code to be defaulted for all new transactions to the one Customer Services use.

    

12. Enter a name for the settings group.
13. Some fields on your layout can be edited further for this settings group, such as the Curency Code, and Account Code.

    Click the fields you'd like to edit, then choose a Default Value, and switch the Restrict values offered? toggle on or off.

14. Click Assign Users.
15. Select a user to add to the settings group from the drop-down, then click the black plus (+) icon.

    Repeat this step to add more users.

    
16. Click OK.
17. Click Save settings group.
18. Click Save Layout.

Customize your order template

iCompleat provides a default purchase order template. This is what will appear on the PDF generated and sent to suppliers with your orders. You can easily customize the colour scheme, logo, numeric fields, and other information in keeping with your company's unique branding. 

Follow these steps to customize your company's order template.

1. On the homepage, click Configuration.
2. Click Company Management.
3. Go to Ordering.
4. Click Change.
5. A preview of your company’s current order template appears on the left of the screen.

   Options to customize various default fields appear on the right.

   Any changes you make will save automatically.

   

6. In the Lines drop-down, click the lines you want to add to the order template.

7. In the Total Summary drop-down, click the total summary lines you'd like to add to the order template.
8. Click Update to save your changes.
9. To change the accent colour on the order template, click Change.

   The accent colour appears in the background of the Purchase Details Banner, and the order total box. It lets you add your company's unique branding colours to orders.

   
10. Click the arrow next to your accent colour, and then click a shade from the colour palette.

    Drag the colour slider to select a new colour. Or, enter the hex code of your company's brand colour to select it. For example: #808080.

    
11. Click Save.
12. To add your company's logo to the order template click Upload, then find the find on your computer.

    This can be in .jpg or .png format, and must be no larger than 300 x 300px.

    
13. To add terms and conditions to the order template, click Upload, and then find your company's terms and conditions on your computer.

    The terms and conditions should be in PDF format. This PDF will be sent to suppliers as an accompanying document with orders.

    

14. To add footer text, click Change.

15. Enter the footer text in the box, and click Save.

16. (Optional) Download a PDF sample of your order template by clicking Download PDF at the bottom of the editing panel.