AP Operator cheat sheet – iCompleat - Help Center

Code an invoice	Invoice matching
Our Capture software sends all invoices & their extracted data to the Unprocessed tray in Manage invoices ready for processing. Here are 2 quick ways to code an invoice: Code lines one by one (invoice editing page). Use Quick Actions to code multiple lines at once (invoice summary page). Quick tips: Apply supplier defaults to help automate the process of coding invoices. Match invoice line totals with header totals as received by iCompleat. Ensure all required fields have been filled out & resolve any line value discrepancies. Check out Code an invoice.	iCompleat matches invoices to their corresponding purchase orders to save you having to do it manually. Each invoice is automatically assigned a matching status. Here are the matching statuses you're likely to come across. Matched – The invoice is fully matched to an order. Supplier mismatch – Suppliers on invoice & order don't match. Invoice duplicate – Invoice contains the same PO number as an order that's already been fully matched. No PO match – No orders in iCompleat matches the invoice,. No PO reference – No PO reference number on invoice. Over match – Invoice value greater than order value. Part match – Invoice value less than order value. Pending – Invoice hasn’t been processed for invoice matching. Please select supplier – If using iCompleat Universal Connector, the first invoice you receive with a matching order has this status. Matching disabled – Matching isn't switched on in your iCompleat company. Closed for matching – Part matched on invoice & closed for matching in Approval Tray. Once an order has been closed for matching the order can’t be match to any more invoices. None – The invoice hasn’t arrived in iCompleat yet & the order is still waiting invoice matching.
Invoice packs
Invoice packs are lists of fully approved, ready-to-pay invoices that can be downloaded for reporting or month end payment runs. To create an invoice pack, click Invoice Packs on the homepage > Enter a description > Click Create new pack. There are two options to create a new invoice pack: Choose from a list of approved invoices Add all approved invoices Once an invoice has been applied to an invoice pack it can't be added to another. Once an invoice pack is fully approved it can't be deleted. Check out Create an invoice pack.
Create a new supplier	When to recall or delete an invoice
Note: This feature isn't supported on all finance system integrations. To add a new supplier during invoice processing: On the invoice editing page, click the blue supplier message > Enter a supplier name & code > Click Create. Note: Your iCompleat Administrator needs to activate the Allow creating suppliers in finance system feature before you can do this. Check out Create a new supplier.	When to recall an invoice: A submitted invoice can be recalled back to the Unprocessed tray for editing if it's still in the Awaiting Approval tray. When to delete an invoice: Only invoices in the Unprocessed tray can be deleted. You can't delete an invoice once it has been approved. Check out Recall an invoice awaiting approval.
Invoice transfer	Duplicate invoice check
You can transfer an invoice to another company or layout in iCompleat. In the Unprocessed tray, click an invoice > In the bottom-right, click Transfer > Select a company or layout > Click Transfer. Reasons to transfer an invoice: Supplier accidently sends an invoice to the wrong company email address. You have different companies in iCompleat for reporting purposes & all invoices from Suppliers come to one centralized AP email address. You need to change the layout or fields on the invoice. Eg. You may require some invoices to be coded with a project & some without. There will be one layout containing the project field & another without it. Check out Transfer an invoice.	When your company receives an invoice, iCompleat will check that the supplier reference number on the invoice isn’t already on a transaction in your finance system. There are two options for Duplicate invoice check: Warnings - A red D icon will appear in the invoice tray. Errors - Generates a validation error that needs to be resolved to successfully process the invoice. Deleted invoices don't count as a duplicate. Contact your iCompleat Administrator to enable or disable this feature. Check out The invoice duplicate status

For more help as an AP operator, check out Sending invoices to iCompleat.