Give your team the correct permissions and access they need in iCompleat

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

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

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

 

User permissions explained

 

Roles determine the main function users have in iCompleat, such as approving and denying transactions, processing invoices, and accessing Configuration settings. Depending on a user's role, their access to features such as the tiles on the homepage, invoice and 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 and what they offer:

 

The AP Operator

An AP Operator can access and manage unprocessed invoices, then 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 and code transactions correctly. This permission is in Behaviour settings area within the Company area.

 

 

The AP Operator's basic access in iCompleat includes:

• Invoices - Unprocessed, Submitted, Approved, Denied
• Suppliers
• 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 and deny orders and invoices.

Their basic access in iCompleat includes:

• Orders - Awaiting approval, Approved, Denied, Deleted
• Invoices - Awaiting approval, Approved, Denied

 

The Administrator

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

Their basic access in iCompleat includes:

• Configuration - Numbering, Users, Workflows, Layouts, Events, Company (including Connection settings and Add a new company), Reference data, Custom fields
• Suppliers

 

The Company Administrator

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

Their basic access in iCompleat includes:

• Configuration - Users, Workflows, Events, Company (not including Connection and Add a new company), Reference data, Custom fields
• Suppliers

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 and 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
• 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, and cancel order lines for items that weren't received.

 

Can manage budgets

Switch on this permission to enable a user to view and create budgets.

 

Access invoices processing

Switch on this permission to enable a user to see inbound invoices in Invoices Extracting.

 

 

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, and 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 and editing your subscription plan, viewing and editing billing and contact details, viewing past payments, and 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, and 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 Invoices, where they can see invoices that failed to post to their finance system, and retry posting.

Assign this user to layouts for dealing with transactions - Click the Layouts button next to this permission to quickly choose the credit note, invoice, and purchase order layouts that will be applied to the transactions a user handles.

 

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 and 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, and 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 and in the last seven days, how many are mid-workflow, and 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, and 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, and payroll obligations.

Create and access printable invoice packs - Gives users access 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.

Budget analysis - See a summary of your budgets by month or category.

 

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, and then customize their permissions and 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 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, and 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 and 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 and your nominee’s Approved or Denied tray.

You can still approve or deny transactions when you have an approval nominee set.

It’s quick and 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, click the profile icon in the top-right, and click your name.
2. In the Nominee drop-down, select a user.
3. Click Save.
4. Your approval nominee is set, and can now approve and deny transactions on your behalf.
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 the X next to the nominee's name, and click Save.

 

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 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, and can now approve or deny transactions on their behalf. There's now a pink N icon beside the user's name in the list of users indicating that they have an active approval nominee,

    

   
7. 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, click the X beside the nominee's name in the Nominee drop-down, and then click Update user.

 

Deactivating and reactivating users

Deactivating a user disables their account so that they can no longer log into iCompleat and 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 Users, but you can view them by switching on the Show inactive users toggle in the top-right of the list of users.

 

 

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 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 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, and they are displayed in the list of active users in Users.

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

 

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