Apply missing codes to invoice lines in a flash
Coding and editing invoice lines in iCompleat is quick and easy.
If you or another user has mapped supplier defaults for a particular supplier, you might not even have to code any lines or header details at all because iCompleat will apply them automatically. If only a few defaults are mapped, though, the chances are you'll still have to code a line or two.
An invoice must be fully coded before you can submit it for approval.
There are two ways to code invoice lines:
- Code the lines one-by-one
- Use the Quick Actions button to code multiple line at once
In this guide we show you both ways.
Code invoice lines one by one
Coding each line individually is your best option if each line on a particular invoice requires its own unique set of codes.
Here's how you do it.
- Log in to iCompleat, and go to Invoices. .
- Go to the Unprocessed tray, and click the invoice to open it.
- The invoice summary page appears, with blank spaces where line codes are missing.
Click a blank space to enter an individual missing code.
- Depending on the type of code field, you may do one of the following:
i. Enter a code manually
ii. Choose a code from a drop-down
iii. Select a calendar date
- Repeat for any remaining codes, then click Save in the bottom-right.
That's it!
Repeat the same steps for each line until your invoice lines are fully coded.
Code multiple lines
The Quick Actions feature is useful when you want to apply the same codes to multiple lines on an invoice
- In the Unprocessed tray, click the invoice you'd like to code.
- The invoice summary page appears, with blank spaces where line codes are missing.
Click the Quick Actions button (the button with a lightning bolt), and select the type of code you want to apply to multiple lines from the drop-down.
- Select the code you'd like to apply to multiple lines.
- To the left of the lines, select the checkboxes next to the lines you'd like to apply the code to.
Select the top checkbox to highlight all lines.
- In the bottom-right, click Ok.
That's it!
Repeat the same steps for each line until your invoice lines are fully coded.
Add an invoice line
If you need to add an invoice line or any reason, including to correct totals, you can simply click the Add line button location above the line items, and then populate the line with the correct details and coding.
Switch between base and transaction currency
If you're processing an invoice in a different currency to the base currency you use in iCompleat, you can switch to a read-only view of the invoice in your base currency.
To do this, open an invoice in the Unprocessed tray, go to Actions in the bottom-right, and click Base Currency.
iCompleat converts the invoice to the base currency you are using in iCompleat. The base currency mode is is a read-only version for reference only, and you are unable to make any edits.
While you're viewing the invoice in your base currency, a banner is present above the lines indicating you're in the base currency mode.
You can click the banner to immediately switch back to the original transaction currency at any time.
You can also switch back to the transaction currency by clicking Actions in the bottom left, and then Transaction currency.
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