Behavior settings

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

To access your company's behaviour settings, select Configuration on the hompeage, and then go to Behaviour Settings.

This article explains the different behaviour settings available, and how to configure them.

Company time zone

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

 

Duplicate invoice check

Switch on the toggle to enable duplicate invoice checks.

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.

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.

Select Errors 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, and iCompleat will not let you process the invoice until you've amended the reference number.

 

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 give 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, and those errors will be delivered to a specific user for them to review and act upon.

 

Allow creating suppliers in finance system

When invoices from new suppliers arrive in iCompleat, you can add the new supplier's details to your finance system during invoice processing.

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

 

Enable alternative workflow logic

When creating and 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 on to allow AP Operators access to this feature when editing and creating workflows.

 

Default payment due days

If your finance system 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:

1. Select Change.
2. Use the up/down arrows to increase or decrease the default payment due days, and select 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:

1. Select Change.
2. Switch on a toggle to select whether nudges are sent after 24, 48, or 72 hours.

   You can choose multiple options if you like.

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

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

 

Approver daily report

The approver daily report is sent to all approvers, and summarises the transactions that need their approval.

To configure the approver daily report settings:

1. Select Change.
2. Switch the toggle on or off, and select 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:

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

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

   
4. Select Save to apply your changes.

 

Operator daily report

iCompleat can send daily reports to selected AP operators that summarises all unprocessed invoices.

To configure the operator daily report settings:

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

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

4. Select 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.

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

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

1. Select Change.
2. Select the adjustment iCompleat will make for invoices that have missed their posting date.
3. Select Save to apply your changes.Go to How do I process an invoice after a posting period has been closed? for more information.

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