Compleat FAQs

To log in to Compleat, go to https://portal.compleat.online, enter your username & password, & hit Login. 

To reset your Compleat password, go to the Compleat login page at https://portal.compleat.online & click Forgotten your password?. Then follow the steps on the screen to reset it. 

Check out this guide to see the full steps.

To reset another user’s Compleat password, go to Manage users & select the user from the list. In their profile, click Reset password. The user will receive an email from Compleat with instructions to reset their password.

For an invoice to match an order, an Compleat administrator in your company must switch on the invoice matching feature. 

When invoice matching is switched on, Compleat will automatically match all unprocessed invoices with a corresponding order. 

Depending on the matching settings your Compleat administrator configures, there are various matching statuses that can appear against invoices & orders. 

In certain circumstances you can manually match an invoice to an order from within the invoice tray. Visit our invoice matching section on our Help Center, select the relevant matching status you’re encountering & follow steps on how to manually perform matching.

As an Compleat administrator, you need to switch on receipting for each supplier individually within the Supplier management area of Compleat.

Check out Activate receipting for a supplier for the full steps. 

Once you’ve receipted a line on an order, you can’t undo it.

Check out our Receipting guide for more information.

Check out our guide on how to find your Sage version number & choose a connector.

Disconnecting your accounting software from Compleat means Compleat can no longer access your data or post invoices. 

To disconnect, go to Configuration > Company management > Connection & click Disconnect. 

If you use Sage 50 or 200, check out Updating your Sage connector. 

In the approved tray, hover over the journal number in the far-right column next to an invoice. The full journal number & posting date are displayed. See our guide on Check your invoice has been posted to your accounting software.

If Compleat is connected to your accounting software, any new suppliers that you add to your accounting software will be available in Compleat after your next scheduled cache, or after you perform a manual cache. 

If the permissions to create new suppliers in your finance system is enabled AP operators can add new suppliers to the accounting software while processing an invoice. 

If you’re using Compleat with the Universal Connector, you can add a new supplier manually to your reference data. 

Supplier defaults let you pre-code the invoices fields for certain suppliers. When it comes to processing invoices from the supplier, fields from the invoice layout such as tax, project, currency, & department will be automatically coded with the supplier defaults. 

Supplier defaults can be set up by an AP operator during invoice processing, or by a company Administrator in Supplier Management > Supplier defaults.  

Compleat administrators can update supplier defaults in the Supplier management area of Compleat. 

AP operators can update the supplier defaults by clicking Map supplier defaults during invoice processing. 

This message appears on the invoice summary page if your company has duplicate invoice checking switched on & an invoice arrives in the Unprocessed tray that contains the same reference number as an invoice already in Compleat. 

If you’re using Compleat’s Universal Connector & an administrator has granted you permission to download invoices, you’ll see the Invoice download tile on the Compleat homepage. 

Check out Customize & download your invoice data for more information.

It’s quick & easy to set up CompleatBuy & begin ordering with top suppliers like Amazon & Lyreco. 

Check out our guide on setting up CompleatBuy to see how.

If you’re an Compleat administrator it’s quick & easy to set up CompleatBuy in a couple of minutes. 

Check out our guide on setting up CompleatBuy to see how.

Compleat can integrate with Amazon, Lyreco, Browns Books & YPO. Watch this space for integration with more top suppliers very soon! 

Check out our guide on setting up CompleatBuy to learn more.

An invoice pack is a list of fully approved, ready-to-pay invoices, giving you a useful overview of every approved invoice's audit trail within Compleat. Invoice packs are created in Compleat as PDFs, which can be printed & downloaded. 

Check out our guide on Invoice packs to find out more.

If an Compleat administrator has enabled your permission to approve invoice packs, you can approve them by clicking Invoice packs on the Compleat homepage, & then clicking Approve next to a pack. 

You can also approve an invoice pack you’ve created.

Check out our guide on Invoice packs to find out more.

If you can’t find an invoice that you’d like to add to a pack, or there are no available invoices to add to an invoice pack, this means that there are no approved invoices in your Compleat company.  

Only fully approved invoices can be added to an invoice pack. Once an invoice has been added to an invoice pack, it can’t be added to another pack.

Check out our guide on Invoice packs to find out more.

Supporting documents can be uploaded as the following file types: .pdf, .rtf, any Microsoft Office file (including .msg). 

To change your preferred delivery site, hover over your name in the top-right of Compleat & click My profile. 

Select a new delivery site from the Preferred delivery site drop-down & click Update user. 

If an Compleat administrator in your company has enabled manual delivery address entry, you can manually enter a delivery address at the point of creating an order. 

To do this, click the green button to the right of the Deliver to drop-down when you’re creating a new order.

Check out this guide for the full steps.

The fields & drop-downs available to edit when you’re creating an order are determined by the order layout configured by your Compleat administrator. Some fields may be mandatory or optional, depending on the settings your Compleat administrator has configured. 

Check out Customize layouts to learn more.

If the line total on an invoice doesn’t match the header total, you’ll see the Review button in the top-right of the invoice editing page. 

Check out this guide to see how it works.

Our top 3 tips are: 

• Ask your suppliers to send invoices direct to Compleat 
• If your suppliers can’t send invoices straight to Compleat, set up an auto-forward rule 
• Ensure invoices are in the original “intelligent” PDF format 

For more tips, check out Sending invoices to Compleat.

All invoices in your Compleat company can be found in any of the trays in Manage invoices, depending on their status (unprocessed, approved, denied, etc.). 

If you can’t find the invoice you’re looking for, try searching for it using the search box in the top-right of the trays. This lets you search all the trays for any keyword or combination of letters &/or numbers found on an invoice. 

A good place to start is by searching for the invoice reference number if you have it to hand. 

If your Compleat administrator has switched on duplicate invoice checking, you will either get:

• Error warnings in the invoice tray when a duplicate invoice arrives in Compleat, or
• An error message on the invoice summary page that prevents you from processing the invoice until the duplication has been resolved. 

If matching is switched on, you’ll see the invoice duplicate matching status. 

Supporting documents can be uploaded as the following file types: .pdf, .rtf, any Microsoft Office file (including .msg). 

You can’t switch off the supplier defaults feature, but you can remove supplier defaults if they’re no longer required. 

To do this, go to Manage suppliers on the Compleat homepage > Supplier defaults. 

The fields required when processing & coding invoices are determined by the layout that has been applied to the invoice. 

The layout is a template configured by your Compleat administrator that determines what fields are available to code, & whether or not they’re mandatory. 

Check out Customize layouts to learn more.

The invoice file types accepted by Compleat are:

• PDF (.pdf) (Recommended)
• Excel (.xls or .xlsx)
• MS Word (.docx)
• TIFF (.tif)

The swiftest, most accurate way to get your invoices processed in Compleat is by asking your suppliers to send the original "intelligent" PDF, or well formatted & clearly scanned invoice, directly to Compleat. 

Check out Recommended digital invoice format for more tips.

Auto forward is a great way to make use of our Capture software! 

Before you start using the auto-forward, please let us know the e-mail addresses you’ll be forwarding ‘from & to’ by contacting support@icompleat.com. 

A little configuration is needed at our end to ensure your invoices successfully appear in Compleat. 

Check out setting up email auto forwarding to Compleat for the full steps. 

We don’t advise sending invoices to Compleat that aren’t in PDF format.  

Our Capture software may find it difficult to decipher the information on an invoice in Microsoft Word format, meaning your invoice could take upwards of one working day to arrive in your Compleat company.  

Capture is the data extraction software that reads the information on your invoices & turns it into editable fields that can be read & coded in Compleat.  

All invoices pass through Capture before landing in Compleat. When you see the green banner at the top of your invoice trays letting you know there’s an invoice on the way, that means the invoice is in Capture having its data extracted. 

Check out Sending invoices to Compleat to learn more.

An invoice sent to Compleat in .docx format may take upwards of one working day to arrive in Compleat. It’s much quicker & more effective to have your suppliers submit invoices to Compleat in their original “intelligent” PDF format. 

Check out Sending invoices to Compleat to learn more.

An approval threshold means that the approval group will only come into play within a workflow if a transaction sent to it has a net value above the threshold amount. 

Check out Customize workflows to learn how to create an approval threshold.

If an approver is part of a workflow an invoice has been submitted to, but isn’t seeing the invoice in their Awaiting approval tray, one of the following may apply: 

• The approver is part of a group that has an approval threshold applied & is therefore exempt from approving the invoice. 
• The approver has a personal approval threshold set up (in Manage users > User’s profile > User access) & is therefore exempt from approving the invoice. 
• The invoice was submitted to an auto-approval workflow & has bypassed approval. 
• The approver is part of an approval group & another user has already approved the invoice on behalf of the group. 

You can set an approval nominee for yourself by clicking your name in the top-right of Compleat, going to My profile, & selecting a user from the Nominee drop-down. 

You can set an approval nominee for another user by going to Manage users, opening a user’s profile, & selecting a user from the Nominee drop-down. 

Check out this guide to learn more.

When an invoice is fully coded, you’ll see the Submit button in the bottom-right of the editing. Click this button to see the workflows available for this invoice. 

Yes! It’s quick & easy to copy a workflow. Just open a workflow & click Duplicate this workflow in the top-right of the screen. 

Check out Customize workflows to learn more.

In the Manage events area of Compleat, you can configure the alerts that transaction owners, AP operators, & approvers receive.

Check out this guide to see how.

In the Behavior settings area of Compleat, you can set up approver nudges so that approvers are notified as soon as there’s a transaction in Compleat awaiting their approval. 

Check out this guide to see how.

You can’t change your company name yourself in Compleat. If you need to change your company name, please contact support & we'll make the change for you.

Check out User roles explained to learn about the purpose of AP operators, admins, company admins, order creators & approvers in Compleat. 

If you’ve got multiple companies set up in Compleat, hover over your company name in the top-right of the homepage & click Switch companies.  

A list of your companies appears & you can click Select beside a company to enter it. 

Check out Customize Layouts to find out everything there is to know about perfecting your invoice, order & credit note layouts.