This article tells you everything you need to know about customising your layouts, including what layouts are and how they operate within iCompleat, creating settings groups to restrict users' access to layout fields, and enabling the posting of invoices to your finance system.
If you haven't already edited your default layouts or created a new layout, we recommend following the steps in our Getting Started guide.
To access your layouts, go to the iCompleat homepage, and select Configuration > Manage layouts.
What are layouts?
Layouts determine what text fields and options you see when creating an order or processing an invoice, and whether those fields are at header or line level.
iCompleat comes with three default layouts: An invoice layout, an order layout, and a credit note layout. We recommend that you take a look at your default layouts and customise them to suit your company's needs.
You can also create new layouts for different scenarios, and set up rules so that those layouts come into effect only when they're needed. For instance, you might create a layout that comes into effect when you receive an invoice from a supplier related to your PR events, and customise it to only include the fields you need to fill out for PR event invoices.
Order layouts have three main configuration tabs: Basic details, field configuration, and Settings groups. Invoice layouts have the same configuration tabs, with the addition of a fourth tab called Balance lines for companies connected to Sage 50.
Here's a quick explanation of what each of the tabs lets you configure.
In the basic details tab, you can edit the Name and Code assigned to the layout.
You'll also see a blue banner indicating how many transactions are using the layout, and which stage those transactions are at.
The Active toggle lets you control whether the layout can be used, and the Post to financials toggle lets you choose whether or not the transactions that use the layout should be posted to your finance system.
For invoice layouts, you'll see a drop-down asking Would you like to map this layout to a particular journal type in your finance system? which lets you determine the transaction type that documents will be posted to your finance system as.
If you're using iCompleatBuy and creating an order layout, you'll also see the Link layout to specific supplier drop-down. which lets you assign the layout to one of your iCompleatBuy suppliers.
The Field configuration tab lets you choose which fields will appear on a layout. You can configure different behaviour for each field depending on the field type - for example, whether a field will appear at header or line level, or whether a field is optional or mandatory.
The fields available to configure in this tab may vary depending on the type of transaction the layout is for, and whether you're connected to a finance system.
The main fields are:
- Comment (invoice layout only) - Used to add a general submission comment to an invoice that other users who interact with the invoice will be able to see.
- Supplier comment (order layout only) - Used by order creators to add a comment for suppliers, like delivery instructions or comments on the order.
- Justification comment (order layout only) - Used by order creators to let potential approvers know the reason they're placing an order.
- Payment due date - The date the invoice will become due for payment based on the payment terms configured in your connected finance system. If the payment due date is unavailable, the field will default to the Default payment due date set up in Configuration > Company management > Behaviour settings.
- Line items - Lets you choose whether each line item requires a code, description, or both.
Other self-explanatory fields available to configure on layouts include:
- Currency code
- Account code
- Tax code
- Cost centre
- Any other custom fields imported from your finance system, or that you've added in the Manage custom fields section of iCompleat
Under Layout configuration on the right, you can see a breakdown of your layout configuration. The Core options are fields generated by iCompleat, whilst Analysis options have been imported from your connected finance system, or added in Manage custom fields.
For invoice layouts, you'll see the Variance tab. In this tab, you have the option to switch the variance feature on or off using a toggle. Switching this on means that invoices using the layout will continue to be automatically processed if the invoice total varies from that of its matching order. You can manually adjust the variance amount allowed using the up/down arrows.
Switching this off means that when a price variance occurs between an invoice and its matching order, the transactions won't be fully matched, and the invoice's status will be either Part match or Over match as appropriate.
Balance lines (Sage 50 only)
If you're connected to Sage 50, you can configure invoice layouts to automatically add balancing lines to a transaction if there's a slight discrepancy in tax between the lines and the invoice total. This may happen due to rounding when the tax value is calculated.
When switched on, a balancing line will be added to the transaction when it's sent to your connected finance system correcting the sum of all the lines on the invoice.
Settings groups allow you to configure the behaviour of different groups of users so that they only have access to the codes they need when they are processing transactions. This not only means that transactions are less likely to have the wrong codes accidentally assigned to them, but makes processing invoices, credit notes, and orders much quicker and simpler.
Settings groups are assigned to layouts, and the codes you can configure within a settings group depend on the type of layout (ie. invoice, credit note, or order) and the fields that you have configured on that layout. You can apply default codes to a settings group, as well as restrict a settings group’s access to certain codes, or even the suppliers available when creating orders or coding invoices.
A default settings group is created for each of your layouts. It contains all of the users in your company, and allows them access to all of the codes. To apply default coding, or restrict a specific group of users' access to the codes, you can create a new settings group containing those users. As users can only be in one settings group, they will automatically be removed from the layout's default settings group.
When creating a new order, your Marketing team may only need to use the ‘PR and Advertising’ and ‘Events’ account codes, while your Sales team may only need to use the ‘Promotions’ account code. You can create a separate settings group for each team within your Order layout, and restrict their access to the account codes that are relevant to them.
In the case of the marketing team, you might also want to set the default account code value to ‘PR and Advertising’ if the team makes most of their orders using that code. This means that all new orders they create will default to the ‘PR and Advertising’ account code. They could then select the ‘Events’ code which is also available to them.
Layouts for iCompleatBuy suppliers
To create orders using iCompleatBuy suppliers, you'll need to create a new layout for each relevant supplier, and then link the supplier to the layout.
To do this, begin creating a new order layout, and select a supplier from the Link layout to specific supplier drop-down.
Go to Set up iCompleatBuy for the full steps.