All kinds of useful settings that help iCompleat run like clockwork
In Behaviour settings you can set up everything from your company's time zone and default payment due days, to handy features like bank detail validation.
To access Behaviour settings, click Configuration on the homepage, click Company, and and go to Behaviour Settings.
This guide explains the different behaviour settings available and 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 off and on in Behaviour 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 and iCompleat won't let AP Operators process the invoice until they'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 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. Here's what the different coloured piggy banks mean:
| A green piggy bank means the bank details on the invoice match the bank details saved against the supplier in your finance system. | |
| A pink piggy bank means the bank details on the invoice don't match the bank details saved against the supplier in your system. | |
| A grey piggy bank means either there are no bank details on the invoice, no bank details saved against the supplier in your system, or the supplier isn't mapped so no bank details could be compared. |
When the pink piggy bank is displayed, those errors will be delivered to a nominated user for them to review and act upon.
When you switch the feature on, you'll see the additional option to change the nominated user who will handle bank detail validation failures.
A pop-up appears with a drop-down to select a user. When you've selected a user, click Save.
You'll then need to notify the user that they have been nominated. This article contains useful guidance about how to deal with bank detail validation failures.
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 checks
Activating the Manual payment status check feature makes the Get payment detail button appear in the bottom of the Documents and 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 and 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 and time you made the manual payment status check in iCompleat
Automatic payment status check
Switching on the Automatic payment status check feature will cause 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 and 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 and editing workflows, you can select the option to Allow multiple approvals, which controls whether users can approve more than once in a single workflow.
Switch on this toggle to grant AP Operators access to this feature when editing and 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 option in the Action of invoices during invoice processing. This lets 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 and 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, click Change. Then set your preferred number of default payment due days, and click Save.
Posting date
Your finance system may 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.
Click Change, and then select the adjustment iCompleat will make for invoices that have missed their posting date from the drop-down.
Click Save to apply your changes.
Check out How do I process an invoice after a posting period has been closed? for assistance posting an invoice outside a posting period.
This option isn't available for companies connector to Xero or iCompleat's Universal Connector.
Analysis item display
You can specify whether analysis items in Compleat will be display as a code only, description only, or as a code and description together.
Click Change, and then click the setting beside each analysis item to choose your desired setting.
Click Save when you're finished. Changes will come into effect after the next cache.
Allow posting with manually entered suppliers
Normally, accounting software will only accept posted invoices that are linked to suppliers configured within the accounting software itself.
Switch on Allow posting with manually entered suppliers so that your users will be able to post invoices using a manually entered supplier name. When this happens, the invoice will be sent to the finance system using a defaulted supplier record that you can pre-select for them here.
Switch on the toggle, and then choose the default supplier to post under when using a manually entered supplier.
Hide paid invoices when creating invoice packs
Switch on this feature so that paid invoices won't be included in new invoice packs.
Group up lines when posting
This useful setting causes iCompleat to group line items with the same analysis values into a single line when posting to your finance system, reducing the number of lines posted.
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