Map and create suppliers during invoice processing

Choose and automate the codes iCompleat uses for each supplier

When you receive the first invoice from a supplier in iCompleat, you need to map the invoice to the correct supplier saved in your accounting software or reference data. This means that iCompleat will know which supplier to assign for all future invoices from the supplier.

Mapping an invoice to a supplier takes only a couple of seconds during processing.

If you're processing an invoice from a supplier who isn't saved in your finance system or reference data yet, you can quickly create the supplier in your finance system and map it to the invoice at the same time.

An iCompleat Administrator in your company needs to activate the permission to create suppliers in your finance system feature for you to be able to add a new supplier in this way.

To map and create suppliers during invoice processing, follow these steps.

1. On the homepage, click Invoices.
2. In the Unprocessed tray, click the first-time invoice from a supplier.
3. The invoice summary page appears.

   Click the pink banner at the top that's telling you the supplier requires mapping.

   Or, click Edit in the bottom-right.

4. The invoice editing page appears.

   Click the blue banner that's telling you to select a supplier to map the invoice to.

5. A pop-up appears with fields to enter the supplier's name, and a short code to identify the supplier in iCompleat.

   iCompleat may have already populated the Supplier Name field.

   Enter any missing details, and click Create.

6. The supplier name now appears in the supplier drop-down in the invoice Header details, with the option to Apply defaults.

   Now is a great time to apply some supplier defaults! Supplier defaults are codes that iCompleat automatically applies to invoices when they arrive in iCompleat, saving you valuable time when they're processing them.

   Click Apply defaults to select the default codes for the new supplier.

7. Code the rest of your invoice, and click Save in the bottom-right.
8. When your invoice is ready to send for approval, click Submit, then click a workflow.
9. The Automatic Supplier Link-Up pop-up appears.

   To confirm you'd like to map the supplier name identified on the invoice to the supplier name you just created, click Yes.

   

That's it!

The supplier has been mapped to the invoice and, if it's new, has been added to your finance system. In the future, when iCompleat receives an invoice from this supplier, it will know which supplier in your finance system or reference data to automatically select.

 Still got questions? Comment below and let us know how we can improve this article.