Autocomplete
Autocomplete remembers how you assigned the lines of a vendor and fills in the same lines on that vendor's next documents by itself: type, no., unit of measure, description and dimensions. This saves the most work on recurring invoices without a purchase order – rent, maintenance contracts, energy or office supplies, for example.
The feature learns only from your own validations. There are no rules to maintain up front: a line is filled in automatically only after you have corrected it once for this vendor and validated the document.
Prerequisites
- Option switched on: in the Document Class Setup, FastTab Squeeze, the field Autocomplete Option is set to Manual or Automatic. If the vendor has a Vendor Related Setup, its value applies (see below).
- Vendor known: the document has a Vendor No. Everything autocomplete remembers is stored per vendor. Without a vendor nothing is remembered and nothing is filled in.
- At least one validation: an earlier document of the same vendor and document class was validated after the line on it had been corrected. On a vendor's very first document there is nothing to fill in yet.
- For filling in automatically on import: the document has no Order No. Documents with an order number are handled by the order match; you can still run the Autocomplete action on them by hand.
- Permissions: the permission sets DEXPRO SQUEEZE User and DEXPRO SQUEEZE Admin contain everything autocomplete and the list of entries need. See Permission sets.
Setup
Autocomplete Option
The field exists in the Document Class Setup (the default for all vendors) and in the Vendor Related Setup (an exception for individual vendors).
| Option | "Autocomplete" action | Filled in on import | Remembered on validation |
|---|---|---|---|
| Never | hidden | no | – |
| Manual | shown | no | yes |
| Automatic | shown | yes | yes |
Manual is a good way to start: the system already learns, but you decide per document whether to take over the remembered values. Once the suggestions fit reliably, switch to Automatic.
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Document class or vendor – which applies?
- Whether the action is shown is decided by the Vendor Related Setup if the vendor has one – otherwise by the Document Class Setup.
- Whether lines are filled in automatically on import is decided by both: the Document Class Setup must say Automatic, and if there is a Vendor Related Setup, it must say Automatic as well.
With the Vendor Related Setup you can switch automatic filling off for individual vendors (Manual or Never), but you cannot switch it on for individual vendors. If the document class is set to Manual, nothing is filled in on import even for a vendor set to Automatic.
How it works
1. Remembering on validation
When you finish a document with Validate (or automatic validation finishes it), the system creates an autocomplete entry for each line, or updates the existing one, if
- the line has a No. (item, G/L account, resource and so on), and
- the line was changed after the import – in practice, your corrections.
It remembers the line's Type, No., Unit of Measure, Description and dimensions – per document class and vendor. If an entry for the same line already exists, it is overwritten with your latest correction. Quantities and prices are not remembered.
2. Recognising a line
How a line is recognised depends on where it comes from:
- Lines read from the document: by the combination of the values SQUEEZE read – SQZ Item No., SQZ Unit of Measure, SQZ Description and SQZ Unit Price. All four must match exactly; upper and lower case do not matter.
- Lines from the account assignment setup: by the type and no. of the account the account assignment setup inserts. For these lines the system remembers the description and the dimensions per vendor and account. The account itself stays the one of the account assignment setup – to use a different account, set it in the vendor's account assignment setup or with a line account assignment rule.
Because the unit price is part of the recognition, a line counts as new after a price change. You correct it once by hand; after validation the new price is recognised too.
3. Filling in
On every recognised line the system sets Type and No. – with everything Business Central derives from them, such as posting groups and default dimensions – and the Unit of Measure. Description and dimensions are only taken over if the entry has any; an entry without a description or without dimensions leaves the existing values alone. Quantity and prices are not changed.
- Automatic: when the document is imported, before the order match and the account assignment. Lines that the account assignment setup inserts afterwards are filled in right after that, too.
- Manual: with the Autocomplete action on the SQUEEZE Document Validation page. The action processes all lines of the document.
The Autocomplete action overwrites type, no. and unit of measure on every recognised line, plus description and dimensions if remembered – even if you have already changed the line by hand. Run the action before making your own corrections.
The Item Match Method column of the lines shows which lines were filled in: Matched by SQZ Autocomplete Entry (previous manual assignment for this vendor). The column is hidden by default; show it with Personalize.
Order of steps on import
- Autocomplete (only with option Automatic and without an order no.)
- Automatic order match
- Account assignment via the account assignment setup (only without an order reference), followed by autocomplete of the new lines
- Line account assignment rules
- Automatic validation, if enabled
Line account assignment rules run after autocomplete. If a rule applies to a line, the rule's account wins.
Examples
Example 1: Recurring line without an item card
An office supplier (vendor 44000) sends an invoice every month with the line:
| SQZ Item No. | SQZ Description | SQZ Unit of Measure | SQZ Unit Price |
|---|---|---|---|
| TON-505 | Toner black 05A | PCS | 89.90 |
- January: the line arrives without a no. You set type G/L Account, no. 6815 (office supplies), the description "Toner printer reception" and the cost centre ADMIN. Then you validate the document – the system remembers the line for vendor 44000.
- February: the same line arrives again. With option Automatic it is already filled in with G/L account 6815, the description and the cost centre when you open the document; with Manual you choose Autocomplete.
- June: the supplier raises the price to 92.50. The line is not recognised and arrives empty. You assign it once more and validate – from July on the new price is recognised as well.
Example 2: Dimensions on a line from the account assignment setup
For an energy supplier, an account assignment setup is set up that inserts one line per VAT rate with G/L account 6325 and the description "Energy costs".
- On the first invoice you change the description to "Electricity hall 2", set the cost centre PRODUCTION and validate.
- On every further invoice of this vendor the account assignment setup again inserts a line with G/L account 6325, and autocomplete adds "Electricity hall 2" and the cost centre PRODUCTION.
Autocomplete Entries
The Autocomplete Entries list shows what the system has learned. Open it with the search, or from the Squeeze Vendor Related Setups list with the Autocomplete Entries action – the list is then already filtered to the selected vendor and its document class.
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- Document Class and Vendor No. — which documents the entry applies to.
- Type, No., Description, Unit of Measure — the values the line is filled in with.
- Dimension Set ID and Shortcut Dimension 1–8 Code — the dimensions. Use the Dimension Set ID to open the dimensions and change them.
Which read line an entry belongs to is stored internally as a check value and is not shown in the list. Identify an entry by its vendor, no. and description instead. New entries are only created by validating; entries created by hand are never recognised.
You can change entries – for example enter a different G/L account or cost centre – or delete a wrong entry.
Limitations
- Only an identical line is recognised: if the item number, the spelling of the description, the unit of measure or the unit price on the document changes, it counts as new.
- Entries apply only to the vendor and the document class they were learned for.
- On import, lines are filled in automatically only on documents without an order no.
- Filling in does not check whether the remembered item or account has been blocked in the meantime. When you block or delete an item or account, delete the entries that refer to it as well.
Troubleshooting
The "Autocomplete" action is missing
The option in the vendor's Vendor Related Setup is set to Never – or there is none and the document class is set to Never.
Nothing is filled in on import
- Is the document class set to Automatic? Manual never fills in on import.
- Does the vendor have a Vendor Related Setup? Then it must be set to Automatic as well.
- Does the document have an Order No.? Then nothing is filled in on import; run the action by hand.
- Is there an entry? Open the Autocomplete Entries filtered to the vendor.
- Is the line really identical? Compare SQZ Item No., SQZ Description, SQZ Unit of Measure and SQZ Unit Price with the document it was learned from – most often the price has changed.
- Does a line account assignment rule apply? It runs afterwards and sets its own account.
A wrong value keeps being filled in
Correct the line on the next document and validate it – the entry is overwritten with your correction. Or change or delete the entry in the Autocomplete Entries.