Supplier defaults are codes that iCompleat automatically applies to invoices when they arrive in iCompleat, saving you valuable time when you're processing them.

It's useful to map supplier defaults if you always apply the same codes to every invoice from a certain supplier. With the right defaults mapped, the time it takes to process invoices is drastically reduced.

How do supplier defaults work?

The first time you process an invoice from a supplier in iCompleat, you select the default codes you'd like iCompleat to apply to future invoices from that supplier. This includes absolutely any code saved in your finance system or reference data that you use to code your invoices, like the project code, account code, tax code, and even the workflow.

The next time you receive an invoice from that supplier, iCompleat will automatically apply your default codes for you.

If you map supplier defaults for all codes that appear on an invoice layout, including the workflow, invoices that arrive from that supplier will be automatically submitted to the default workflow you mapped. That is, providing all other default codes are mapped, there are no discrepancies between header and line values, and the invoice is otherwise ready to be submitted.

Once you've mapped defaults for a supplier, any Administrators in your company can see a list of your chosen defaults when they're reviewing the supplier in Suppliers. Administrators can edit and create supplier defaults in this area, too.

Of course, mapping supplier defaults is optional, and you can choose to manually code your invoices if you prefer.

To map supplier defaults, follow these steps.

1. In the Unprocessed tray, click an invoice from a supplier.
2. In the bottom-right corner of the invoice summary page, click Edit.
3. Select the supplier from the drop-down.

   If this is a brand new supplier, click the blue banner above the supplier drop-down to quickly add the new supplier to your accounting software or reference data.

   
4. Click Apply defaults.
5. The default mappings popup appears. From the drop-downs, select any codes you'd like iCompleat to automatically apply to future invoices, then click Save.

   The options available may vary depending on the layout the invoice is using.

   
6. iCompleat updates your selected defaults for this invoice, and any other unprocessed invoices from the supplier in your tray.

   A message appears letting you know whether any other invoices in the Unprocessed tray have been updated.

7. Click OK to close the popup and continue processing the invoice.

Nice one! 

You've successfully mapped supplier defaults.

Once you've mapped a supplier's defaults, Administrators in your company can see and edit these defaults when they're reviewing suppliers in Suppliers.

Un-map or edit supplier defaults during invoice processing

You can easily un-map or edit all or some defaults mapped to a supplier when you're processing an invoice. This will automatically update the coding for any other unprocessed invoices from the supplier.

If you're an Administrator, you can also un-map supplier defaults in Suppliers.

Here's how.

1. In the Unprocessed tray, click an invoice from the supplier.
2. In the bottom-right of the invoice summary page, click Edit.
3. Next to the supplier name, click Apply defaults.
4. Select the new codes you'd like to apply from the drop-downs.

   To un-map default codes, click the X beside the default code.

5. Click Save.
6. iCompleat is now updating defaults for this invoice, and any other unprocessed invoices from the supplier in your tray.

   A message appears letting you know whether any other invoices in the Unprocessed tray have been updated

7. Click OK to close the popup and continue processing the invoice.

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