Behavior settings

In the Behaviour settings area you can choose exactly how you want iCompleat to behave for your company. This includes everything from your company's time zone & default payment due days, to operator daily reports, approver nudges, & handy features like bank detail validation.

To access your company's behavior settings, click Configuration on the homepage & go to Behavior Settings.

This guide explains the different behavior settings available & how to configure them.

 

Company time zone

Select the time zone in which your company operates from the drop-down.

 

 

Duplicate invoice check

Duplicate invoice checking is on by default. You can switch it on and off in Behavior settings.

When your company receives invoices, iCompleat will check that the supplier reference number on the invoice isn't already on a transaction in your connected finance system.

Leave the toggle set to Errors (the default setting) if you'd like iCompleat to raise a validation error that will have to be resolved in order for the potentially duplicated invoice to be processed. The message "Your supplier reference number is not unique" will appear on the invoice editing page & iCompleat won't let you process the invoice until you've amended the reference number.

Alternatively, select Warnings to simply be warned if a supplier reference number is duplicated. A red D icon will appear in the invoice tray beside a potentially duplicated invoice.

 

 

AP operators purchase order access

Switch on the toggle so that AP operators in your company will have access to the Approved tray in Manage orders. This will grant them read-only access to all approved orders in the company, which will give them a clearer picture of matching when they're processing invoices.

 

 

Validate bank details

Switch on the toggle to enable automatic checking of bank details where possible.

This will compare the bank account details quoted on an invoice with the supplier's bank details in your finance system.

A piggy bank icon will appear beside invoices in the tray to indicate their status. If they're valid, the piggy bank will be green. If there are no bank details on the invoice, the piggy bank will be grey. If there's an error, the piggy bank will be red, & those errors will be delivered to a specific user for them to review & act upon.

 

 

Allow creating suppliers in finance system

When invoices from new suppliers arrive in iCompleat, you can create a new supplier in your accounting software during invoice processing.

Switch on the toggle if you want to give AP operators the permission to create new suppliers in this way.

 

Manual payment status check

Activating the Manual payment status check feature makes the Get payment detail button appear in the bottom of the Documents & Timeline of an approved invoice.

Clicking this button caches payment information from your accounting software.

If the invoice is recorded as paid in your accounting software a new entry appears on the timeline displaying:

• The date & time the invoice was paid
• The amount paid (split into lines)
• Who made the payment
• A payment reference from your accounting software (each separate payment is given an individual payment reference)

 

 

If the invoice hasn't been marked as paid, the timeline entry will display Unpaid, along with the date & time you made the manual payment status check in iCompleat

 

 

Automatic payment status check

Switching on the Automatic payment status check feature will force iCompleat to perform a routine payment status check on all approved invoices in your company that have been posted to your accounting software.

After a scheduled automatic payment status check has taken place, a green tick appears beside paid invoices within iCompleat reports.

 

 

When you switch on this feature, you have further options to configure the settings & cache schedule by clicking Change.

 

 

The settings popup that appears lets you change the time of day that the automatic payment status checks happen, plus the maximum age of unpaid invoices that iCompleat can check.

 

 

Enable alternative workflow logic

When creating & editing workflows, you can select the option to Allow multiple approvals, which controls whether users can approve more than once in a workflow.

Switch on this toggle to grant AP Operators access to this feature when editing & creating workflows.

 

 

Allow manual imports of linked order lines

Switch on this option if you'd like AP operators to have access to the Import PO lines button on invoices during invoice processing, allowing them to choose which lines to import from the matching purchase order to an unprocessed invoice.

 

 

AP operators will be able to click Import PO lines when processing an invoice & then manually select which lines from the matching order should be imported to the invoice.

 

 

Default payment due days

If your accounting software doesn't specify the number of due days for payment to a supplier, iCompleat will default it to 30 days.

To change the number of due days, follow these steps:

 

1. Click Change.
2. Use the up/down arrows to increase or decrease the default payment due days, & click Save.

 

Approver nudges

Nudges can be sent to your approvers to remind them to take a look at any transactions that need approving.

To change the amount of time before approver nudges are sent out, follow these steps.

 

1. Click Change.
2. Switch on a toggle to select whether nudges will be sent after 24, 48, or 72 hours of a transaction arriving in the Awaiting approval tray.

   You can choose more than one option if you'd like approvers to receive multiple notifications.

3. Choose when to re-notify the user again after the initial period.

4. (Optional) If you selected After 72 hours, you can choose an additional user to notify.
5. Click Save to apply your changes.

 

Approver daily report

The approver daily report is sent to all approvers. It summarizes the transactions that are currently waiting for their approval.

To configure the approver daily report settings, follow these steps.

 

1. Click Change.
2. Switch the toggle on or off, & click Save.

 

Operator alerts

iCompleat can send alerts to selected AP operators to tell them when an invoice is received that needs processing.

To configure operator alert settings, follow these steps.

 

1. Click Change.
2. Switch the toggle on to activate operator alerts.
3. Select a user to receive operator alerts from the drop-down, & click the black plus (+) icon.

   Repeat this step for all the users who you'd like to receive operator alerts.

   
4. Click Save to apply your changes.

 

Operator daily report

iCompleat can send daily reports to selected AP operators summarizing all invoices currently in the Unprocessed tray.

To configure the operator daily report settings, follow these steps.

 

1. Click Change.
2. Switch the toggle on to activate operator daily reports.
3. Select a user to receive operator daily reports from the drop-down, & click the black plus (+) icon.

   Repeat this step for all the users who you'd like to receive operator daily reports.

4. Click Save to apply your changes.

 

Posting date

Your finance system might allow you to set up a posting period. A posting period is the amount of time allocated to process your transactions.

Setting the posting date in iCompleat will prevent unprocessed transactions from being sent to the Posting failures tray when the posting period closes.

Follow these steps to determine how iCompleat handles an invoice that's missed its posting date.

This option isn't available for companies connector to Xero or iCompleat's Universal Connector.

Check out How do I process an invoice after a posting period has been closed? for assistance posting an invoice outside a posting period.

 

1. Click Change.
2. Select the adjustment iCompleat will make for invoices that have missed their posting date.
3. Click Save to apply your changes.