So, you're interested in using iCompleatBuy? Nice move! 

Shopping with your top suppliers is about to become a lot more fun.

This guide shows you the quick & easy steps you need to take to set up iCompleatBuy. Follow these steps, &you'll be ready to start placing orders using iCompleatBuy & receiving invoices for processing instantly.

Everything you need to know about configuring iCompleatBuy is covered here, including time-saving tricks like disabling workflows for your iCompleatBuy suppliers so that orders are sent the second you hit Purchase.

iCompleatBuy currently supports Amazon Business, Browns Books, Lyreco, & YPO. We're working on integrating with more of your favourite suppliers, so watch this space!

 

What is iCompleatBuy?

iCompleatBuy is our version of Punchout. It lets you shop with popular suppliers from the iCompleat ordering area, submit your shopping basket for approval, & receive invoices to iCompleat for processing, matching & receipting.

 

 

Once you've set up iCompleatBuy, you'll see the logo for each of your suppliers supported by iCompleatBuy on the homepage, & a new Buy Online button on the order editing page when you create an order with one of those suppliers.

Both features take you straight to the supplier's online shop, where you can browse items, add them to your basket, & access your favourites - basically everything you normally do when shopping with your top suppliers.

 

 

When you've finished filling your basket, the normal checkout button takes you to the iCompleat order editing page, with the contents of your shopping basket converted into line items that you can code before submitting the order straight to the supplier. 

 

 

1. Activate iCompleatBuy

If iCompleatBuy isn't already active for your iCompleat account, you just need to add it to your iCompleat subscription plan. If you have more than one company in your iCompleat account, this will activate iCompleatBuy for all of your companies.

To access your subscription plan & activate iCompleatBuy, follow these steps.

iCompleatBuy is on by default during your free trial period.

 

1. Go to your user menu, & click Subscription Options.
2. Next to Your Plan, click Edit.
3. Select On from the iCompleatBuy drop-down.

   The cost of your subscription plan updates in the Summary on the right.

   iCompleatBuy is cheaper if you pay your subscription annually rather than monthly.

   
4. Click Continue.
5. (Optional) Your default billing address & card details are displayed.

   Edit any fields if you'd like to use a different payment method &/or billing address on this occasion.

   
6. In the Send Invoice To drop-down, ensure the iCompleat company you'd like the invoice sent to is selected.
7. When you're happy with your payment details, click Pay securely.
8. Your subscription updates instantly, & iCompleatBuy is now activated for all companies in your account.
9. You now need to quickly sync your finance system connection so that iCompleat can check for Punchout suppliers in your finance system.

   Return to the homepage, & click Configuration.

10. Click Company management.
11. Go to Connection.
12. Click Sync Now.
13. If your Punchout suppliers are saved in your finance system under a verified name, you'll see their logos on the iCompleat homepage, & you can now continue to 3. Enter your suppliers' iCompleatBuy credentials.

    If you don't see any of your Punchout suppliers' logos on the homepage, continue to the second step below to manually select them.

 

2. Manually sync supplier names

If you don't see the Amazon Business logo on the homepage, you need to manually sync your supplier names so that the system knows they're a verified iCompleatBuy supplier.

To manually sync supplier names, follow these steps.

 

1. On the homepage, select Configuration.
2. Select Company management.
3. Go to Ordering.
4. Next to Manually sync punchout supplier names, click Configure.
5. From the Supplier drop-down, select the supplier name from your accounting software.
6. From the Punchout Supplier drop-down, select the name of the Punchout supplier in iCompleat.
7. (Optional) If you're using iCompleatBuy with multiple suppliers, select the plus (+) icon to manually sync another supplier.
8. When you've manually synced all the relevant suppliers for iCompleatBuy, click Save.

 

Nice job!

Your suppliers are now enabled for iCompleatBuy. Continue to 3. Enter your suppliers' iCompleatBuy credentials.

 

3. Enter your suppliers' iCompleatBuy credentials

Now that your iCompleat account is ready to use iCompleatBuy, the next step is to enter some unique credentials so that iCompleat can integrate with your iCompleatBuy supplier's website & your account with them.

Click an iCompleatBuy supplier below to see how to access their credentials & enter them in iCompleat. When you're done, we'll bring you back to this guide to finish configuring iCompleatBuy.

Amazon Business

Browns Books

Lyreco

YPO

 

4. Choose how orders are sent to your iCompleatBuy suppliers

You have three options for how iCompleat sends fully approved orders to individual iCompleatBuy suppliers:

• Automatically email fully approved order PDFs to the supplier
• Automatically send orders to the supplier electronically
• Switch off the automatic sending of orders to the supplier, & download them to send manually

Currently, Lyreco & YPO don't support electronic ordering, so the best option is for iCompleat to automatically email fully approved order PDFs to those suppliers.

To choose how iCompleat sends fully approved orders to your iCompleatBuy suppliers, follow these steps for each iCompleatBuy supplier.

 

1. On the homepage, click Configuration.
2. Click Manage events.
3. From the What type of transaction drop-down, select Orders.
4. From the What event do you want to manage? drop-down, select A transaction has been fully approved.
5. In the left-hand menu, go to Send transaction to the supplier.
6. Select an iCompleatBuy supplier from the Supplier Configuration drop-down.
7. You can now take one of three actions depending on how you'd like fully approved orders to be submitted to the iCompleatBuy supplier:

   i.  Switch the Send purchase order PDF to this supplier toggle to No, & switch the Send purchase order to the supplier electronically toggle to No.

   This means that you'll have to manually download fully approved order PDFs for this supplier, & email them to the supplier outside of iCompleat.

   ii.  Switch off the Send purchase order PDF to this supplier toggle, & switch on the Send purchase order to the supplier electronically toggle.

   This means that fully approved orders for this supplier will be automatically submitted via your associated account held with the supplier.

   

   iv.  Switch on the Send purchase order PDF to this supplier toggle.

   Then, switch the Email Address toggle to Use Other or Use finance email depending on whether you'd like fully approved orders to be sent to the email address you have saved against the supplier, or to a different email address.

   If you don't have an email address saved for the supplier in your connected accounting software or reference data, you'll need to manually enter one.

   
8. Click Save to apply your changes.

 

Great!

iCompleat now knows how, & where, to send your fully approved iCompleatBuy orders. Let's do some more customizing!

 

5. Switch off workflows for your iCompleatBuy suppliers

Switching off workflows for your iCompleatBuy suppliers means that your orders will be sent straight to the supplier as soon as you've finished creating them, without needing approval from a workflow.

When you add an iCompleatBuy supplier in iCompleat, the Require workflow approval permission is switched on for that supplier by default. This means that iCompleat order creators will have to submit their iCompleatBuy orders with that supplier to a workflow for approval.

With the permission switched off for an iCompleatBuy supplier, order creators will see a Purchase button instead of the usual workflow options, which skips approval & sends the order straight to the supplier.

To switch off workflows for an iCompleatBuy supplier, follow these steps.

 

1. On the homepage, click Configuration.
2. Click Company management.
3. Go to Purchase ordering.
4. Next to Configure integrations with suppliers, click Configure.
5. Next to the relevant Punchout supplier, click Change.
6. Switch off the Require workflow approval toggle.
7. Click Save.

 

Nice job!

Your iCompleatBuy orders will be flying straight to your suppliers.

 

6. Create order layouts for your iCompleatBuy suppliers

Creating an order layout for each iCompleatBuy supplier lets you choose exactly which fields your order creators can view & code.

If you're using iCompleatBuy with multiple suppliers, you'll need to create a separate order layout for each of them.

To create a layout for an iCompleatBuy supplier, follow these steps.

 

1. On the homepage, click Configuration.
2. Click Manage layouts.
3. Click Add Layout, & then click Order.
4. Enter a Name & Code (up to five characters) for your layout.
5. (Optional) Switch on the Active toggle so that the layout will be available as soon as you've created it.

   You can switch this off or on at any time.

   
6. Select a Layout for invoices from the drop-down.

   When an invoice arrives that matches an order using your new order layout, iCompleat will apply the selected invoice layout to it.

   

7. From the Link layout to specific supplier drop-down, select the iCompleatBuy supplier.

8. Click Save Layout.

9. A dialog box appears asking if you're sure you'd like to link the layout to a supplier.

   Click Yes.

10. Go to Field Configuration, & use the toggles & drop-downs to select which fields will appear on the layout, & whether they will be at line or header level.

    The fields you see may vary depending on any additional custom fields that are set up.

    

11. Click Save Layout.
12. Go to Settings Groups, & click New settings group.
    

    Settings groups let you set default coding & restrict the codes available to different groups of users on a layout. For example, your Marketing users may want different account coding to be defaulted on all orders compared to your Customer Services users. A user needs to be assigned to a settings group to be able to use your order layout.

     

13. Enter a Name & Code (up to five characters) for the settings group.
14. Some of the fields on your layout can be edited further for this settings group, such as the Currency Code & Account Code.

    Select the fields you'd like to edit.

    Then, choose a Default Value, & switch the Restrict values offered? toggle on or off.

15. Click Assign Users.
16. Select a user to add to the settings group from the drop-down, then click he black plus (+) icon.

    Repeat this step to add more users.

17. Click OK.
18. Click Save Settings Group.
19. Click Save Layout.

 

That’s it!

You’ve successfully set up iCompleatBuy & configured all of the settings in your account so that it will run like clockwork.

 

Next: Create your first order >>