With the ability to set supplier defaults, create rules for incoming invoices and code individual elements like tax and account codes, you can tailor the iCompleat automation process down to a tee.
This article shows you three features that let you customise invoice processing for your company’s unique needs: Mapping Supplier Defaults, Line level Coding, and Event Rules. The beauty of some of these features is you only have to use them once; once you’ve told iCompleat your preferences, you can simply sit back and let iCompleat take over as the invoices come in.
Mapping Supplier Defaults
Mapping supplier defaults for an invoice means that for every future invoice received from this supplier, the system will automatically input this same information. This is a useful feature if a supplier always sends invoices related to the same variables such as account codes, tax codes, and currency. You can choose to leave out mapping completely and deal with every invoice individually if you prefer.
Follow the steps below to map supplier defaults for an invoice.
On the iCompleat homepage select 'Manage invoices'.
The different invoice trays available to you appear, and the Unprocessed tray is open by default.
Select an invoice.
The invoice summary page appears.
In the bottom-right corner select 'Edit'.
Select the correct supplier from the drop-down.
Select 'Map supplier defaults'.
The Map Supplier Default dialog box appears.
Select the relevant account options from the drop-down.
The options you see here will vary depending on the layout configured for your company's requirements.
When you are happy with your choices select 'Save'.
A message appears in a green box stating: 'Update completed successfully. (x) transaction(s) updated'.
All invoices in the Unprocessed tray will now be updated with these defaults.
Select 'OK' to close the box and apply changes.
For first-time users or anyone who wishes to continue processing invoices case-by-case, the ability to manually add account codes and analysis options is a useful feature. There are two quick and easy ways you can manually enter the information. Simply locate and select the invoice, then follow the steps in one of the videos below.
1. Code each line individually
2. Code multiple lines together using the 'Quick Actions' option.
You can create bespoke rules that automatically apply to invoices that arrive in iCompleat. The rules you create have conditions and subsequent actions depending on the settings you apply, and you can activate or deactivate rules according to your needs.
Rules can apply at header level, line level, or both. They can do everything from automatically forward invoices over a base net total to a specific workflow, adding specific submission comments to all invoices containing a certain reference number or tax code, to customising item codes on all supplier invoices after a certain date.
Those are just a few examples – there are countless combinations of rules you can configure. The example below shows you the simple process of setting a rule using your preferred conditions and actions.
Follow the steps below to create a rule.
On the homepage select 'Configuration'.
Select 'Manage events'.
Select a transaction type from the drop-down.
This example uses Invoices and Credit Notes.
Select an event from the drop-down.
This example uses 'A transaction has been received by the system'.
Select 'Apply custom rules to this transaction'.
Select 'Add a rule set'.
Enter a rule name
A rule name and description are added by default but you can change this. We recommend you make the rule name as meaningful as possible.
Select the toggle to activate or deactivate the rule.
Rules are active by default, but there might be occasions when you need to deactivate the rule temporarily, or the rule is no longer required.
Select 'Add' to add a new condition.
Select a field to apply the condition to from the drop-down.
Select a condition type from the drop-down.
Enter or select a condition value, then select 'OK'.
Select 'Add' to add the action(s) to be triggered if the conditions are met.
Select the field to apply the action to from the drop-down.
Select a value to apply to the chosen field, then select 'OK'.
Value options vary depending on the field selected.
Click or tap Save.
Alternatively, click or tap 'Exit without saving'. Unsaved changes will be lost.