File-Match is a great new feature that now gives you full control over how you manage duplicate transactions between AutoEntry and your integrated accounting software.
So how does it work? AutoEntry will flag invoices/bills that appear to have duplicate transactions within your integrated accounting software, and if those matching transactions do not already have a file attached (e.g. receipt image), then File-Match will allow you to attach the AutoEntry document file to the accounting software transaction with a simple click of a button!
Please note: the first release of File-Match is for AutoEntry companies integrated with QuickBooks Online; it will be rolled out to other accounting software integrations later in 2019.
Once an invoice has been processed within AutoEntry, and you attempt to publish it through to your accounting software, AutoEntry will do a quick check of the existing invoices/bills in your software. This check looks for exact-matches of supplier account, invoice date, invoice amount and invoice number between your accounting software and AutoEntry - if such a duplicate invoice is found, AutoEntry will display a message to that effect. The message will also display the summary details of both invoices.
Example 1: Duplicate invoice (document image already attached to transaction in accounting software)
If the duplicate transaction in your accounting package does not already have an image associated with it, File-Match will allow you to send the image of the invoice that AutoEntry has processed over to the accounting software via the "Attach" option in the Duplicate-match message.
Example 2: Duplicate invoice (no document image attached to transaction in accounting software)
Once you select "Attach" and "Save", the invoice image will get sent from the AutoEntry invoice to the existing accounting software transaction, and a new icon will display against the published invoice in AutoEntry denoting that this invoice's image has now been "attached" to the pre-existing invoice in the accounting software.
You will also see a new setting within the AutoEntry 'Integrate' page that will allow you to broaden the range of invoice dates that duplicate-match uses for its comparison. For example, with a threshold of 5 days selected, and two invoices with amounts and invoice numbers that match exactly but dates that do not, duplicate-match will extend the AutoEntry invoice date forward by the 5-day threshold and suggest any resulting matches via the same Duplicate-check message.
Note: By default the date threshold has been set at 10 days - this option is editable via the drop-down.