In the Manage events area of iCompleat, you can configure what action iCompleat should take when certain events happen in the system, like an order being fully approved, or an invoice/credit note being received.

This includes configuring the email alerts that certain types of users receive when a transaction requires their attention, and the ability to create powerful custom rules that come into play when a new invoice is received. You can also tell iCompleat where to send approved purchase orders for each supplier.

The tables below show which actions you can configure for each event in the system. You'll find more detailed guidance on the configuration steps further down this article.

Invoices and credit notes

Orders

Email alerts

You can manage the email alerts that transaction owners, AP operators, and approvers receive when the following events occur:

A transaction has been denied (email transaction owners/AP operators)
A transaction has been fully approved (email transaction owners/AP operators)
A transaction requires approval by a group in a workflow (email approvers)
A transaction has been received by the system (email operators when a transaction is auto submitted to workflow OR email alerts to operators when a transaction cannot be auto submitted to workflow)

When you've selected the relevant transaction type and event from the drop-downs, you'll see one of the following options in the left-hand menu:

Email the transaction owner/operator
Email approvers
Automatically approve or submit, if possible

Select the menu option, then switch the toggle to Yes or No as required.

For customers using the mobile app, iCompleat can also send a push notification to approvers when a transaction requires their approval. This can be configured in the app.

Sending orders to suppliers

In Manage events you can tell iCompleat whether to automatically send fully approved orders to your suppliers, and configure which email address they should be sent to.

Follow these steps to configure how iCompleat sends orders to your suppliers.

From the What type of transaction drop-down, select Orders.
From the What event do you want to manage? drop-down, select A transaction has been fully approved.
In the left-hand menu, select Send transaction to the supplier.
Select a supplier from the Supplier Configuration drop-down.
Switch the Send purchase order PDF to this supplier toggle on or off as required.
If you switched the toggle off, select Save to finish.
If you switched it on, continue to the next step.

If you switched the toggle off, you'll need to manually download fully approved order PDFs and email them to the supplier outside of iCompleat.
Switch the Email Address toggle to Use Other, or Use finance email as required.
If you select Use Other, enter an alternative email address you'd like fully approved orders to be emailed to.

If you select Use finance email, iCompleat will display and use the email address saved against your supplier in your finance system.
Select Save to finish.

Sending orders to iCompleatBuy suppliers

You have three options for how to send fully approved orders to iCompleatBuy suppliers:

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

Follow these steps to configure how iCompleat sends fully approved orders to iCompleatBuy suppliers.

From the What type of transaction drop-down, select Orders.
From the What event do you want to manage? drop-down, select A transaction has been fully approved.
In the left-hand menu, select Send transaction to the supplier.
Select an iCompleatBuy supplier from the Supplier Configuration drop-down.
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, and 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, and email them to the supplier outside of iCompleat.

ii. Switch the Send purchase order PDF to this supplier toggle to No, and switch the Send purchase order to the supplier electronically toggle to Yes.

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

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

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 finance system or reference data, you'll need to manually enter one.
Select Save to apply your changes.

Auto approving matched invoices

You can tell iCompleat to automatically approve all invoices that arrive in the system and are fully matched to an order.

With this event switched on, all invoices that arrive in iCompleat and are fully matched to an order will be automatically approved and go straight to the Approved tray, skipping the workflow process.

This event only works for invoices that are automatically matched to orders when they arrive in iCompleat. It won't work if you have to manually match an invoice to an order.

Follow these steps to switch on automatic approval for fully matched invoices in Manage events.

Select Invoices and credit notes from the What type of transaction drop-down.
Select A transaction has been received by the system from the What event do you want to manage? drop-down.
Select Automatically appove or submit, if possible in the left-hand menu.
Switch on the Automatically approve transaction when fully matched to an order toggle.
Your changes are saved automatically.

Creating custom rules

In Manage events, you can create custom rules that come into effect when the follow events occur:

An invoice or credit note has been received
An order has been created

Custom rules let you automate invoice and order coding with greater precision. For instance, you might create a custom rule so that all newly received invoices with an item description containing the word 'computer' are coded to the account code 'Software'. Or, you might create a custom rule so that all orders with line items under a certain cost threshold are coded to a particular department.

The possibilities for creating custom rules are endless, but the process of setting them up is always similar.

Here's an example of how to create a simple custom rule telling iCompleat to code an invoice line to a specific account code when a particular keyword appears in the line description.

From the What type of transaction drop-down, select Invoices and credit notes
From the What event do you want to manage? drop-down, select A transaction has been received by the system.
Select Apply custom rules to this transaction from the left-hand menu.
Select Add a rule set.
Enter a Name for the rule.
To set a condition for the rule, select Add.
Select a field to apply the condition to from the drop-down.
In this scenario, we need to choose the field Item description.
From the drop-down, select the type of condition to apply.
In this scenario, we're selecting contains.
Enter the value to compare the field to. In this scenario, we want iCompleat to apply the rule to item descriptions containing the value computer.
Select OK.
Select whether iCompleat will apply the rule if all of, or any of, the conditions are met.
As we're only setting one condition in this scenario, we're selecting all of.

However, you might sometimes create multiple conditions so that iCompleat will take action if any of those conditions are met.
To set the action that will be taken when the condition is met, select Add.
From the drop-down, select the field that iCompleat will apply the action to.
In this scenario, we want iCompleat to apply a specific Account Code when the condition is met.
From the drop-down, select the value to apply to the field when the condition is met.
In this scenario, we want iCompleat to apply the account code 'Software' to the invoice.
Select OK.
From the drop-down, select where iCompleat will perform these actions.
In this scenario, we want the account code to be applied to any line that contains the word 'computer', so we're selecting to any line that matches the conditions.
Your rule is almost ready...
Switch the Active toggle On so that the rule will come into play instantly.
Switch the toggle Off if you don't want iCompleat to use the rule just yet. You can edit the rule and change this at any time.
Select Save.`
Your custom rule is created!
The custom rules main page appears, with your new rule listed.

Duplicating a custom rule

If you have a useful custom rule that you'd like to use for a slightly different purpose, you can duplicate it and customise the new rule to meet your needs.

For instance, in the scenario above, we created a custom rule so that iCompleat will code all invoice lines containing the keyword 'computer' to the account code 'Software'. We want to duplicate the rule so that iCompleat will apply the same logic when an invoice line contains the keyword 'mouse'. This is quick and easy to do - just follow the steps below.

In the custom rules page in Manage events, select the rule you'd like to duplicate from the list.
In the bottom-right, select Duplicate.
The rule Name is automatically generated, but you can edit this if you like.
Edit the relevant fields so that the new rule is unique. We're setting the value to compare the field to as mouse.
iCompleat won't let you save an identical custom rule.
Switch the Active toggle On so that the rule will come into play instantly.
Switch the toggle Off if you don't want iCompleat to use the rule just yet. You can edit the rule and change this at any time.
Select Save.
Your duplicate custom rule is created!
The custom rules main page appears, with your new rule listed.