The AutoEntry duplicate check with File-Match is a great feature that 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!
Note: File-Match is presently available for AutoEntry companies integrated with Sage Accounting, Xero and QuickBooks Online. Our standard duplicate check still exists for all other integrations. There are some notes specific to each integration at the end of this article.
Once an invoice has been processed within AutoEntry, and you attempt to publish it through to your accounting software, AutoEntry will do a check of the existing invoices/bills in your software. This automatic check looks for exact-matches between your accounting software and AutoEntry based on:
- Supplier/Vendor Account
- Invoice Date
- Invoice Number
- Gross total
If a duplicate invoice is found, a warning symbol will appear beside the invoice in AutoEntry. By clicking on the warning, it will display the summary details of both invoices:
This window now shows the that a duplicate has been found and the invoice details present in Sage/Xero/QuickBooks and the matching invoice details in AutoEntry along with 3 options on what you want to do next:
- Attach - Where no invoice image exists in the accounts package, e.g: it was previously manually entered, then you can attach the image in AutoEntry to the data already present in your accounts updating the data there. If an image already exists with the invoice data then this option will not appear.
- Publish - This will overwrite the duplicate check and force the invoice through to your accounts creating a duplicate transaction.
- Reject - This will send the invoice to your rejected folder where you can delete it from AutoEntry if required.
When the image is attached to the existing data in your accounts, AutoEntry only attaches the image there. No edits or updates are made to the existing data. We simply attach the missing image to you data.
When AutoEntry attaches an image in this way, the 'Published' icon is replace with the Attached image below to show that AutoEntry only attached the image and did not create or publish the invoice data:
Additionally, to improve the duplicate check you can set the duplicate check threshold (see here) to aid the duplicate check for any invoice that may have been entered using a different date.
1: For Sage Accounting, this feature only works with Purchase invoices and Bills as Sales invoices are created in Sage based on your invoice template there. Sales invoice images are not published through from AutoEntry for Sales invoices in Sage Accounting.
2: For Xero, duplicate Sales invoices are simply not permitted - therefore the only option available for a duplicate Sales invoice is to reject it (although another option would be to adjust the invoice number).
3: For QuickBooks Online, matches will also be suggested for Expenses without a reference number if all other conditions are met (this is to facilitate File-Match of Expenses added directly from the bank statement via QuickBook's Banking module).
4: For QuickBooks Online users, if the duplicate AutoEntry invoice is marked as paid by cheque and the 'Duplicate check warning' advanced setting is defaulted to 'On' (the default setting), then a 'duplicate document number' error message will display when attempting to publish the invoice as a duplicate from AutoEntry - this can be resolved by simply turning off the 'Duplicate check warning' in QuickBooks Online.