Mapping an invoice to a supplier means that all future invoices from the supplier are automatically linked to the supplier in your system. You can also map supplier defaults (accounts codes, currency codes, etc.) so that Compleat can automatically do the coding for you.
If you've mapped an invoice to an incorrect supplier, you can unmap it through your Supplier Management settings, then remap it to the correct supplier and map the defaults at the same time.
The image below shows an example of an invoice that has been incorrectly mapped to a supplier. The invoice is from a company called Artpro Graphics, but it has been mapped to a supplier in the system called Artset Graphics.
The below steps show you how to unmap an incorrectly mapped supplier, and then remap it with supplier defaults, using the above invoice from Artset Graphics as an example.
Unmap an incorrectly mapped supplier
From the homepage, click 'Supplier Management'.
Click 'Advanced functions'.
From the drop-down list, select the supplier that has been mapped incorrectly.
This means the supplier in the system, not the supplier that was on the invoice during mapping. In our example scenario, the incorrectly mapped supplier is Artpro Graphics.
Click 'Un-map this supplier'.
A message appears asking you if you are sure you want to un-map the supplier.
Click 'Yes' to confirm.
A green message appears confirming that the supplier has been successfully unmapped.
Correctly map the supplier to the invoice and map supplier defaults
Now that you've unmapped the incorrectly mapped supplier, you can go into the invoice to map it to the correct supplier. You can also map some supplier defaults if you wish.
The invoice must be in the Unprocessed tray in order for you to be able to map it to a supplier. If the invoice is in the Submitted tray, select the invoice, click 'Documents and Timeline', then click 'Recall' in the bottom-right corner.
From the homepage, click 'Manage Invoices'.
Click the invoice.
The invoice summary page appears.
In the bottom-right corner, click 'Edit'.
The invoice editing page appears.
Next to the Header, click 'Edit all'.
From the Supplier drop-down, select the correct supplier to map to the invoice.
Click 'Map Supplier defaults'.
Select the desired supplier defaults from the drop-down lists available, or leave them blank if you do not wish to map supplier defaults at this point.
The default code categories available to you may vary according to the invoice layout created by your company administrator.
A message appears stating that the defaults have been mapped successfully, along with the number of invoices in the system that have now been updated with those defaults.
Check the coding on the invoice is correct.
In the bottom-right corner, click 'Save'.
Select a workflow.
A message appears asking if you would like all future invoices from this supplier to be automatically linked to the supplier you have just selected.
Click 'Yes' to confirm.
The invoice is submitted.
The next invoice you receive from the supplier will also need to be mapped. After that, all future invoices from the supplier will be automatically allocated the supplier and its defaults.