Haven't added any users yet? Follow the steps in our Getting started guide, & head back to this guide for more information on the various user roles, permissions, & features.

As an Administrator you can add & edit existing users in the Manage users area of iCompleat. This includes editing a user's basic details such as name, email address, & job title, as well as customizing their access level in iCompleat, giving them extra permissions, setting their approval nominee, resetting their password, & deactivating their account.

This guide tells you everything you need to know about managing & understanding your users in iCompleat.

 

User roles explained

 

Roles determine the main function users have in iCompleat, such as approving & denying transactions, processing invoices, & accessing Configuration settings. Depending on a user's role, their access to features such as the tiles on the homepage, invoice & order trays, will vary.

A user can have one, several, or all roles at any one time.

Here's a list of all iCompleat's user roles & what they offer:

 

The AP Operator

An AP Operator can access & manage incoming invoices, & submit them for approval.

If you use iCompleat to raise orders, you'll most likely want to give your AP Operators access to view all approved purchase orders, which will help them match invoices & code transactions correctly. This permission is in the Behaviour settings area of Company management.

The AP Operator's basic access in iCompleat includes:

• Manage invoices - Unprocessed, Submitted, Approved, Denied
• Supplier management
• Access to read-only versions of all approved purchase orders for the company (providing the AP Operators Purchase Order Access toggle is switched on in Behaviour settings)

 

The Approver

An approver can approve & deny orders & invoices.

Their basic access in iCompleat includes:

• Manage Orders - Awaiting approval, Approved, Denied, Deleted
• Manage invoices - Awaiting approval, Approved, Denied

 

The Administrator

An Administrator can view & edit the various configuration settings in iCompleat. They can also add new companies, & access the connection settings for companies.

Their basic access in iCompleat includes:

• Configuration - Manage numbering, Manage users, Manage workflow, Manage layouts, Manage events, Company Management (including Connection settings & Add a new company), Reference data, Manage custom fields
• Supplier Management

 

The Company Administrator

A Company Administrator can view & edit the various configuration settings for companies in iCompleat. They differ from Administrators in that they can't add new companies, or manage connection settings. They also have more limited access to the Configuration areas.

Their basic access in iCompleat includes:

• Configuration - Manage users, Manage workflow, Manage events, Company management (not including Connection settings & Add a new company), Reference data, Manage custom fields
• Supplier Management

 

Can create orders

If your company wants to raise purchase orders in iCompleat, certain users need the Can create orders role. This simply means that they can create orders & submit them for approval. Order creators have access to the Approved tray, which displays orders they have created that have been fully approved by a workflow.

Their basic access in iCompleat includes:

• Create a new order
• Manage orders - Saved, Submitted, Approved, Denied, Deleted

 

Can receipt orders

Switch on this permission to enable a user to receipt approved orders line by line before the invoice arrives, & cancel order lines for items that weren't received.

 

Global permissions explained

 

Global permissions give users access to extra privileges on top of their user role, like access to subscription options, or the ability to edit the coding in transactions before they approve them. Some global permissions are only available for certain user roles.

Here's a list of the various global permissions, what they mean, & which users they're available to:

Access to download approved transactions (Universal Connector only) - Gives users access to Invoice download. This lets them download approved invoices to Excel so they can be uploaded to a finance system.

Access to subscription options - Gives users access to the various subscription options in iCompleat, including viewing& editing your subscription plan, viewing & editing billing & contact details, viewing past payments, & adding new payment cards.

Access to edit transactions (Approvers only) - Lets approvers edit the coding on orders or invoices before they approve them. Without this permission, approvers can't amend invoice details - they have to deny the transaction, & ask an AP Operator to make the changes.

Access to failed posting management (not available for Universal Connector) - Gives users access to the Posting failures tray in Manage invoices, where they can see invoices that failed to post to their finance system, & retry posting.

 

Reporting permissions explained

 

Reporting permissions give users access to iCompleat's various reports. Users can have access to as many iCompleat reports as they need.

Here's a list of the various reports& what they're useful for:

Universal access - View all the transactions in the reports you've got access to. Without this reporting permission, you'll just see the transactions you've raised, submitted, approved/denied, etc., in the reports you have access to.

Invoices per day - See how many invoices were processed today, in the last seven days, & an all-time total.

Invoices pending approval - See how many invoices are pending approval. You can also see how many invoices have been sent for approval today & in the last seven days, how many are mid-workflow, & how many haven’t been sent to a workflow yet.

Invoices approved/denied - See how many invoices have been approved or denied today, in the last seven days, or an all-time total.

Supplier activity - See your suppliers’ invoice activity for today, the last seven days, or an all-time total of a supplier’s activity.

Accruals - Shows all payments you've incurred that haven't yet been posted to your finance system. It includes approved, non-matched or part-matched purchase orders with a delivery date in the past, & invoices that haven't yet been fully approved.

Value/Volume - See the monthly, yearly or total value of invoices processed in your iCompleat company.

Supplier spend - See a detailed analysis of your company’s spend with all or one of your suppliers for this month, the past year, or an all-time total.

Cash requirements - Project your cashflow requirements for the coming months. See all invoices needing payment, VAT repayments you’re due based on your financial year start, & payroll obligations.

Create & access printable invoice packs - Gives users acccess to the Invoice packs tile on the homepage. Invoice packs are collections of fully approved, ready-to-pay invoices that can be exported to Excel.

Is an invoice pack approver - If a user has access to creating invoice packs, they can also be given the ability to approve invoice packs.

Committed spend - See all approved orders with a delivery date in the future.

All open orders - See a detailed breakdown of all approved orders with an open balance against them.

 

Company access

When you have multiple companies set up in iCompleat, you'll need to grant each user access to the relevant company, or companies, & then customize their permissions & access level to each company. Setting a user as an approver in "Company 1", for instance, doesn't mean they are automatically an approver in "Company 2".

You can control a user's access level to each of your companies in their user profile - just follow these steps.

 

1. On the homepage, click Configuration.
2. Click Manage users.
3. Click a user.
4. In the Select company drop-down under Permissions, select a company.
5. Switch the toggle on or off to give the user access to the selected company.
6. If you gave the user access to the company, you can now customize their User Access, Global Permissions, & Reporting permissions in the tabs that appear.
7. Repeat the above steps for each company in the Select company drop-down until the user has the correct permissions for each company.

 

Setting an approval nominee

An approval nominee is another user who can approve or deny transactions on your behalf when you’re out of the office. With an approval nominee set up in your user profile, you don’t have to return from your holiday to an overflowing Awaiting Approval tray!

When another user is set as your nominee, all invoices or orders sent to you for approval will land in both yours & your nominee’s Awaiting Approval tray. Your approval nominee can then simply approve or deny them on your behalf. Depending on the action your approval nominee takes, the transaction will move into both yours & your nominee’s Approved or Denied tray.

You can still approve or deny transactions when you have an approval nominee set. If you want to quickly check if you have an approve nominee set, just look for the grey N icon beside your name in the top-right of iCompleat.

It’s quick & easy to set an approval nominee for yourself. iCompleat Administrators can set approval nominees for other users too. Follow the steps below for both methods.

 

Set an approval nominee for yourself

Any user who has the approver role in iCompleat can set themselves an approval nominee.

Follow these steps to set an approval nominee for yourself.

 

1. On the homepage, go to your user menu, & click My Profile.
2. In the Nominee drop-down, select a user.
3. Click Update user.
4. Your approval nominee is set, & can now approve & deny transactions on your behalf.

   You can see you have an approval nominee set because of the grey N icon beside your name in the top-right.

   
5. You should remove your approval nominee as soon as you're back in the office. To do this, return to your user profile, click Optional: select a nominee for this user from the Nominee drop-down, & then select Update user. 

 

Set an approval nominee for another user

iCompleat Administrators can set approval nominees for other users. They can do this from the user’s profile, or when creating a new user.

To set an approval nominee for another user, follow these steps.

 

1. On the homepage, click Configuration.
2. Click Manage users.
3. Select the user you’d like to set an approval nominee for.
4. Select a user from the Nominee drop-down.
5. Click Update user.
6. The approval nominee is set for the user, & can now approve or deny transactions on their behalf.

   The user now has a pink N icon beside their name in your Manage users list.

   
7. The user who you just set an approval nominee for can now see the grey N icon beside their name in the top-right of iCompleat.
8. You should remove the user's approval nominee as soon as they're back in the office. To do this, just return to their user profile, select Optional: select a nominee for this user from the Nominee drop-down, & then click Update user.

 

Deactivating & reactivating users

Deactivating a user disables their account so that they can no longer log into iCompleat & access any of your companies. When you deactivate a user, your iCompleat subscription automatically updates according to the number of live users left in your company. Inactive users don't display in your list of users in Manage users, but you can view them by switching on the Show inactive users toggle.

If you need to reactivate a user whose account you've deactivated, you won't be able to do so until at least 30 days after their account was deactivated.

 

Deactivate a user

1. In Manage users, click the user you'd like to deactivate.
2. Click Deactivate.
3. Click Yes to confirm.
4. A banner appears in the user's profile letting you know the user in inactive, as well as the date their account can be reactivated from.

 

Reactivate a user

1. In Manage users, switch on the Show Inactive Users toggle.
2. Click the user you'd like to reactivate.

   Inactive users are indicated by a dash (-) icon in the Status column.

   
3. Click Reactivate.
4. The user's iCompleat account is instantly reactivated, & they are displayed in the list of active users in Manage users.

   Active users are indicated by a tick in the Status column.