Set default codes and access supplier settings like receipting, matching, and sending POs

In Suppliers you can choose the default codes for individual suppliers. This includes the codes that appear on transactions, like tax, currency, account codes, and also workflows. You can also configure receipting and automatic order submission on an individual supplier basis, and other supplier-specific settings relating to invoice processing and ordering.

There are two main categories in Suppliers:

• Supplier defaults
• supplier configuration

In this guide, we explore the important defaults and settings in each category, and how to configure them.

 

Supplier defaults

 

Supplier defaults are codes that iCompleat automatically applies to invoices, credit notes and orders. Defaults are automatically applied to order lines when a user is adding them, and to invoices and credit notes when they're received, saving purchasers and AP operators valuable time.

AP operators can also set supplier defaults for suppliers as they're processing an invoice. Any defaults they apply during processing will appear in the Supplier defaults area.

Operators can set supplier defaults for any of the codes that are used on invoices and credit otes, including:

• Tax
• Account
• Department
• Cost Centre
• Currency
• Workflow

To set supplier defaults for a supplier in the Suppliers area, follow these steps:

 

1. On the iCompleat homepage, click Suppliers.
2. The Supplier defaults page is open.
3. Select a supplier from the drop-down.
4. Select the defaults you'd like to set from the drop-downs.

   You may leave a field blank if you don't wish to set a default for that code.

5. Click Save in the bottom-right.

 

To remove a default, click the X beside it, and then click Save.

 

Supplier configuration

 

In the Supplier configuration area there are some extra features for determining how iCompleat behaves during invoice processing for individual suppliers.

Read about the features below, and scroll down to find out how to configure them.

 

Receipting

Receipting in iCompleat lets you receipt fully approved orders line by line before the invoice arrives, and cancel order lines for items that weren't received.

You can choose whether receipting is switched on or off for all suppliers in the Company > Ordering & matching area of iCompleat using the Receipting default toggle.

Within Suppliers, you can override that default setting on an individual supplier basis using the steps further down this page.

 

Require matched PO to auto submit invoices for this supplier

Switch on this feature so that iCompleat will auto-submit invoices from the supplier even if they haven't been matched to an order. This is useful if you sometimes place orders outside iCompleat, and therefore there's not always an approved order available to match to an invoice.

 

Unmap the supplier

This option is for if a supplier has been mapped to an invoice during processing by an AP operator and you need to unmap them.

Mapping a supplier to an invoice means linking the supplier name found on the invoice with the supplier name in your accounting software so that all future invoices from the supplier will be automatically assigned the correct supplier and any defaults applied to it.

Unmapping the supplier will mean that the next time an invoice from that supplier arrives, an AP operator will need to manually select the supplier and map it to the invoice.

Mapping a supplier to an invoice is different to mapping supplier defaults.

 

Send transaction to supplier

Switch this option on if you'd like orders to be automatically submitted to a supplier automatically when they are approved.

You can choose whether this feature is switched on or off for all suppliers in the Company > Ordering & matching area of iCompleat using the Send purchase orders to suppliers automatically toggle.

In Suppliers, you can override that default setting on an individual supplier basis using the steps further down this page.

If you order from Amazon Business using Integrated Online Buying you can configure whether orders are sent electronically or emailed as PDFs in the Events area.

 

Activating and Deactivating the supplier features

1. On the iCompleat homepage, click Suppliers.
2. Go to Supplier configuration.
3. Select a setting from the drop-down.

   

4. Select the checkbox next to the suppliers you'd like to switch the feature on or off for.

   To configure a feature for every supplier, select the checkbox next to Supplier name at the top of the list so that all suppliers are highlighted.

   If your list of suppliers exceeds one page, you'll need to repeat this for each page

   

5. Click Enable selected to switch on the feature for your selected suppliers, or Disable selected to switch it off.
   

   For Receipting and Sending transactions to suppliers, you'll also see the Company default status in the top-right, along with a RESTORE ALL TO COMPANY DEFAULT button which overrides individual selections and restores all suppliers to the company default setting.

   
6. Suppliers with the feature switched on now have a green tick beside them, and suppliers with the feature switched off have a red cross beside them.

 

 Still got questions? Comment below and let us know how we can improve this guide.