NOTE: The e-invoicing feature will be available from 1 September 2026. This feature applies to users in France only.
PRELIMINARY
To receive supplier invoices in AutoEntry, you must first register with the Sage Approved Platform (PA) to activate e-invoicing.
Once a supplier sends an invoice through their own platform and the invoice is valid, it will appear in the Purchases Inbox in AutoEntry.
From there, you can review and process the invoice using the available actions, to Approve, Suspend, Dispute, or Refuse.
INBOX OVERVIEW
Access the company's homepage.
Go to the Purchases Inbox.
Once you activate the E-invoicing in AutoEntry, the Inbox includes two tabs:
Uploaded tab - to manage purchase invoices manually
E-invoices received tab - when a supplier sends an invoice via the network
Purchase inbox - uploaded tab
You may need to upload purchase invoices manually if you've received a manual invoice from your supplier or for any expenses without an invoice.
EXAMPLES:
Entities that aren’t registered to VAT
Foreign suppliers
Expense receipts
Purchase Inbox - e-invoices received tab
Once available in the e-invoice received tab, the user can perform actions to approve the invoice or mark is as in-hand to acknowledge receipt first.
Once approved, he can mark the invoice as paid, publish and archive it.
If the user doesn't Approve, he can also Suspend, Refuse or Dispute the invoice.
ACTIONS / STATUS
Click the Action button on the right and select one of the options available.
The actions available will depend on the invoice status:
STATUS | ACTIONS | MESSAGES |
New |
|
|
Made Available |
| The invoice has been made available to the customer by its registered private platform. |
In hand |
| The invoice is assumed by the customer for processing.
|
Approved |
| The invoice is accepted in its entirety by the customer.
|
Payment sent |
| The bank transfer flow has been sent to the supplier, or the reimbursement flow has been sent to the customer.
|
Payment received |
| The supplier has received partial or full payment of the invoice.
|
Refused |
| The invoice has been refused by the recipient for business reasons.
|
Suspended |
| Invoice processing may be suspended when one or more supporting documents are missing.
|
📎NOTE: Don't mix up the actions Approved by buyer / Approve in AutoEntry (Approve as an alternative to Publish, when the account is not integrated.)
DETAILED FLOW
View the invoice
Click Action> View invoice.
📌TIP: Alternatively, click the invoice number directly from the list.
In-hand
Once the invoice is made available, the user has the option to acknowledge the receipt and mark it as In-hand.
This step confirms receipt of the invoice before approving or rejecting it. Alternatively, the user can skip this step and directly Approve, Suspend, Dispute, or Reject the invoice.
Approval
Once an invoice is Made Available or In-hand, the user can Approve it.
Click Action next to the invoice.
Click Approve.
Click Yes, Approve to confirm.
Alternatively, click Not Now to cancel.
Once approved, this will send a notification to the supplier and the option to mark the invoice as paid will activate.
Payment
Once the invoice has been approved, complete the payment through your usual banking service.
After the payment has been made:
Click Actions > Payment Sent.
The confirmation window appears.
This action notifies your supplier that the invoice has been paid.Click Payment Sent to confirm that payment has been made to the supplier.
Alternatively, click Not Now to cancel.
After the invoice is marked as paid:
The status changes to Payment Sent.
The supplier is notified. Once they confirm receipt of the payment, the status automatically changes to Payment Received by Supplier.
You can then publish the invoice (or "Approve" it if your account is not integrated) and archive it. This is possible even if the supplier has not yet confirmed receipt of the payment.
Suspend
Select this Action to defer processing the purchase without rejecting the invoice. You can approve and pay the invoice later.
Click Confirm to proceed.
If the invoice is Suspended, the options to mark as In-hand, Approve, Dispute, and Reject remain available.
Refusal
Click Refuse.
The following window appears.
Select a reason for the rejection or enter one manually:
Incorrect VAT rate
Incorrect total amount
Invoice calculation error
Missing legal information
Duplicate invoice
Incorrect recipient
Unknown transaction
Unknown issuer
Contract terminated
Duplicate billing
Incorrect or missing purchase order number
Incorrect e-invoicing address
Click Confirm Refusal to proceed and notify the supplier.
⚠️WARNING: Once you refuse an invoice, you can't revert back.
Alternatively, click No, Go Back to cancel this step.
After rejecting the invoice, you can archive it.
📎NOTE: The option to publish and post the invoice is not available for rejected invoices. The invoice no longer meets the criteria required for processing and accounting.
Dispute
To dispute an invoice:
Click Action > Dispute Invoice.
The following window appears.
Enter the Reason for the dispute and the expected Resolution:
Credit Note
Corrective Invoice
Click Dispute Invoice to confirm.
Alternatively, click Cancel to cancel this step.
Once disputed, the invoice status changes to In Dispute.
Contact the supplier to discuss the issue.
To view the dispute reason and requested resolution, open the invoice and click Learn More.
Once the issue has been resolved, select the appropriate action to Acknowledge Receipt, Approve, or Reject the invoice. These actions are available from the invoice details window or from the invoice list.
Next steps
Once the e-invoicing cycle is complete, the invoice must still be processed within AutoEntry. These steps can be completed either by the accounting practice or by the client, depending on their preferred workflow.
📎NOTE: Depending on user preferences, invoices can be published either before or after they are archived.
Process and Publish
Once payment has been made and the invoice status is Payment Sent, the option to Approve (for non-integrated accounts) or Publish (for accounts synchronised with Génération Expert) becomes available.
Before publishing an invoice, complete all required fields by assigning the appropriate category, VAT, and journal codes.
📌TIP: Configure default codes to streamline processing. Categories can also be assigned automatically based on the selected supplier.
Once all required fields have been completed, click Publish to send the invoice to Génération Expert (GE).
The invoice will display two statuses:
One status shows the payment progress through the Approved Platform (PA).
The other shows the publication status in Génération Expert (or Accepted for non-integrated accounts).
Archive
Once the invoice has been paid and/or published, move it to the Archive folder. This helps keep the Inbox clear and ensures that only invoices requiring action remain visible.
📌TIP: You can archive invoices either before or after publishing them. Archiving before publishing helps clear the Inbox as soon as the e-invoicing cycle is complete. In this workflow, the client processes invoices from the Inbox, while the accounting practice handles coding and publication to GE from the Archive folder.
📎NOTE: You can configure your account to archive invoices automatically. Automatic archiving is only available for invoices that have been published.