There are five components of the Configuration page for Vic.ai Organization Admins. First and most importantly, this page will modify the current Company selected from the Company Selector.
If your Organization utilizes the Group of Company configuration, this page controls the Configuration for all companies in the group.
The main Configuration sections are:
Invoice Fields
Expense Line Fields
Item Line Fields (POs)
Add Vendor Fields with Mapping Table
Settings
On the Configuration page you control:
Which columns appear
Order in which they appear
Column Width
If a field is Required
If a field is Editable
The Settings section controls company-level settings, especially those regarding Vic.ai Approvals.
Configuration Management Video Walkthrough
Adding, Updating, and Deleting Fields
Adding a new Field
Click Add new field...
Type/search the options for the desired field
Select it and hit the Enter key, or click on the field
Updating a Field
There are several parts of a field that you can edit. Please Note: some fields have greyed out options, as they only work with within a specific configuration.
Name: Rename the field by selecting and making edits
To see original column name, hover over the name with your cursor
Editable: If checked, the field can be edited
Required: If checked, this field is required
Width: Adjust the width of this field in pixels, the width can be typed in directly. Note, many fields have a minimum width, and even if you input a smaller number the minimum width will be used.
Changing Field Order
In order to change the order in which columns appear, you can click and drag a field into the desired position.
Deleting a Field
In order to delete a field, click the red "x" on the right side of the field.
Invoice Fields Configuration
Determine which columns appear for this Company at the invoice level. A full list of available fields are below.
Fields marked with an asterisk (*) are highly recommended.
Field Options (note, may not be exhaustive)
Status**: Provides visibility and access to important Vic.ai document status.
Mark an invoice reviewed/unreviewed, invoice audit log, invoice status icon
This field is not removable
Minimum Width: 85
Payment Terms*:
Format: Prediction, with text field and dropdown
Minimum Width: 100
Invoice Number*:
Format: Predictions list and free text field.
Minimum Width: 150
Vendor*:
Format: Predictions list. Free text typing into dropdown menu of options
Minimum Width: 150
Invoice Date*:
Format: Predictions list and a calendar widget
Minimum Width: 150
Due Date*:
Format: Predictions list and a calendar widget
Minimum Width: 150
GL Date*:
Format: Predictions list and a calendar widget
Minimum Width: 150
Type*:
Dropdown, decide between bill and credit
Minimum Width: 125
Amount*:
Note: Select Amount ex VAT and rename the field
Minimum Width: 150
Currency*:
Free text typing into dropdown menu of options
Minimum Width: 110
Vic.ai Approvals: Icon of current approval status
Initiate approval process
See state of approval process
Minimum Width: 105
Custom Field: Read this article for more information
Contact Vic.ai Chat Support to create new Custom Fields
Minimum Width: 50
Inserted At: Date an invoice came into Vic.ai
Not an editable field.
Minimum Width: 125
PO Number: Posts to the PO field in connected system
Free text field. No predictions.
Minimum Width: 150
Bill Description:
Free text field. No predictions.
Minimum Width: 175
Bill.com Approval: Icon showing bill.com approval status
Menu to change approval flow
Minimum Width: 75
Expense Line Configuration
Determine which columns appear for this Company at the expense line level. A non-exhaustive list of available fields are below.
Fields marked with an asterisk (*) are highly recommended.
GL Account*:
Format: Predictions list. Free text typing into dropdown menu of options
Minimum Width: 150
Amount*:
Note: Select Amount ex VAT and rename the field
Minimum Width: 150
Item Description:
This is the line item text that will post to the connected system
Minimum Width: 150
Item Text (On Invoice)*: alphanumeric characters
This is the text scanned from the invoice document for the selected line item
Does not post to the connected system
Note: Not editable
Minimum Width: 150
Billable:
Should only be used with the Customer dimension
Yes / No option
Minimum Width: 75
Dimensions (samples below, available dimensions are dependent upon your synced masterdata)
Class
Customer
Note: Billable must be added separately
Department
Job
Location
Project
Allocation
Minimum Width: 150 for all dimensions
Item Line (PO) Configuration
Fields marked with an asterisk (*) are highly recommended.
Item ID*:
This is the text scanned from the invoice document for the selected line item.
Minimum Width: 100
Quantity*:
The Quantity for an item line
Minimum Width: 75
Unit Price:
The Unit Price for an item line
Minimum Width: 100
Line Amount*:
The Total Amount for an item line
Minimum Width: 100
Add Vendor Settings
Determine which columns appear for this Company when creating a new vendor. A full list of available fields are below.
Vic.ai Field | Sage Intacct | Bill.com | QBO |
Vendor Name | NAME | companyName | DisplayName |
Address Line 1 | ADDRESS1 | address1 | Line1 |
Address Line 2 | ADDRESS2 | address2 | Line2 |
City | CITY | addressCity | City |
Postal Code | ZIP | addressZip | PostalCode |
State | STATE | addressState |
|
Country | COUNTRY | addressCountry | CountrySubDivisionCode |
Currency | CURRENCY |
| CurrencyRef |
EMAIL1 | paymentEmail | PrimaryEmailAddr | |
Phone Number | PHONE1 | paymentPhone | PrimaryPhone |
Organization Number |
|
|
|
Vendor Account Number | VENDORACCTNOLOCATIONS | accNumber | AcctNum |
Tax ID | TAXID | taxId | TaxIdentifier |
Description | COMMENTS | description |
|
1099 Vendor |
| track1099 | Vendor1099 |
Control Settings
Here you can control a variety of settings, deciding actions that are permissible for this Company.
Ways Invoices Can Leave Vic.ai:
Enable Posting: If selected, the Post button is available to the user.
Enable Exporting: If selected, the Export button is available to the user.
Enable Transferring: If selected, the Transfer button is available to the user (under More).
Changes to Masterdata
Disable Vendor Creation: If selected, the Add Vendor button is unavailable to the user (on the menu when a vendor field is being edited).
Vic.ai Expense Approval Process
Block approval if missing required fields: If selected, then all required fields (see the Required checkbox on each field) must be filled out for an approval process to be started.
Enable editing while undergoing approval: If selected, then an invoice can be edited while undergoing an approval process. If unselected, then once an approval process starts, it is locked to edit. Approvers can edit the invoice, and accountants can edit the invoice.
Edit header level: Allows edits to be made at the header level
Edit line level: Allow edits to be made at the expense line level
Enable editing of approved invoices: If selected, then an invoice can be edited after being approved. If unselected, then once an invoice is approved, it is locked to edit.
Require comment on rejection: If selected, any approver that wants to reject an invoice is required to leave a comment.
Require approval in order to post: If selected, an invoice that isn’t approved cannot be posted.
Require approval in order to export: If selected, an invoice that isn’t approved cannot be exported.
Require approval in order to transfer: If selected, an invoice that isn’t approved cannot be transferred.
Purchase Order (PO) Matching
Require matched items in order to post: If selected, then all item lines must be matched to a PO before the invoice can be posted.