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Invoice number mapping - Sage Accounting
Invoice number mapping - Sage Accounting

Find out about how AutoEntry's invoice number can map into Sage Accounting (SBCA).

Brian Carolan avatar
Written by Brian Carolan
Updated over 11 months ago

Where does AutoEntry’s Purchase ‘Invoice Number’ map to in Sage Accounting?

When a company integrates with Sage Accounting (also known as SBCA in AutoEntry), by default the AutoEntry 'Invoice Number' maps to the Sage Accounting 'Reference' field.

Can I control this mapping?

You can make changes so that the AutoEntry invoice number maps to the ‘Supplier Reference’ field in Sage Accounting. The AutoEntry ‘Reference’ field then maps to ‘Reference’ in Sage Accounting.

You can find this option in your integration settings:

This then changes the mapping to ‘Supplier Reference’:

Does this mapping feature apply to sales invoices?

This functionality refers exclusively to purchase invoices. The invoice number for a sales invoice in Sage Accounting can't be overridden.

This means AutoEntry can only send through an Invoice Number for a sales invoice. This goes into the 'Reference' field in Sage Accounting.

Important Notes

The change only applies to purchase invoices published from the time this setting is changed

The change doesn't apply retrospectively, so AutoEntry Purchase invoice numbers mapped to the ‘Reference’ field in Sage Accounting previously remain in that field.

The change affects future duplicate-checking

For example, if the AutoEntry Invoice Number is set to map to the Sage Accounting ‘Supplier Reference’, then when a duplicate-check is performed against Sage Accounting for a new AutoEntry invoice, it compares the AutoEntry invoice number to the ‘Supplier Reference’ of invoices that already exist in Sage Accounting.

📎NOTE: This also checks the supplier contact, invoice date, and amount as normal.

Therefore, Sage Accounting invoices previously published to Sage Accounting where the invoice number mapped to the Sage Accounting ‘Reference’ field won't be flagged by this check.

Example steps

  1. AutoEntry’s invoice number is set to map to Sage Accounting’s ‘Reference’ field (i.e. the default setting).

  2. You publish an AutoEntry invoice with invoice number INV-001 to SBCA: Invoice publishes with ‘Reference’ as INV-001.

  3. You try to publish a duplicate of the same invoice number INV-001:
    ​
    The AutoEntry duplicate-check detects an existing invoice in Sage Accounting with ‘Reference’ INV-001, and flags this new invoice as a potential duplicate.
    ​
    ​

  4. Change the mapping so that AutoEntry’s invoice number maps to Sage Accounting’s ‘Supplier Reference’.

  5. You try to publish a duplicate of the same invoice number INV-001 again.
    ​
    The AutoEntry duplicate-check will not detect any existing invoices in Sage Accounting with ‘Supplier Reference’ INV-001, and the potential duplicate invoice publishes without warning.

📌TIP: To mitigate the effect of the duplicate check, we advise you to make the change (e.g. from Sage Accounting 'Reference' to 'Supplier Reference'):

  • At the beginning of a month
    ​

OR
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  • Just before starting the next batch of publishing from AutoEntry

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