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Duplicate Check with File Matching
Duplicate Check with File Matching

Enhanced duplicate check including the ability to send attachments over to duplicate transactions

Brian Carolan avatar
Written by Brian Carolan
Updated over a week ago

The AutoEntry duplicate check with File Matching is a great feature that gives you full control over how you manage duplicate transactions between AutoEntry and your accounting software.

File Matching is presently available for AutoEntry companies integrated with SBCA, Xero and QuickBooks Online. Our standard duplicate check still exists for all other integrations.

How does the duplicate check work?

Your company is set up to check for duplicate invoices by default. This function can be turned on and off on your company's Integrate page.

Once an invoice has been processed within AutoEntry and published to your accounting software, AutoEntry will check the existing invoices in your software. This automatic check looks for exact matches between your accounting software and AutoEntry based on:

  • Supplier account

  • Invoice date

  • Invoice number

  • Gross total

If a duplicate invoice is found, a warning symbol will appear beside the invoice in AutoEntry. Clicking on the warning will display the summary details of both invoices.

This window shows 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, Publish or Reject.

📎NOTE: When the image is attached to the existing data in your accounts package, AutoEntry only attaches the image there. No edits or updates are made to the existing data. We simply attach the missing image to your data.

Notes for SBCA users

  • This feature only works with Purchase invoices. Sales invoices are created in SBCA based on your invoice template there.

  • Sales invoice images are not published from AutoEntry.

  • On the Integrate page, you can select whether the invoice number should not be included in your duplicate check.

Notes for Xero users

  • Duplicate Sales invoices are not permitted for Xero users. Therefore, the only option available for a duplicate Sales invoice is to reject it.

Notes for QuickBooks Online users

  • Matches will be suggested for Expenses without a reference number if all other conditions are met (this is to facilitate File Matching of Expenses added directly from a Bank Statement via QuickBooks' Banking module).

  • If the duplicate AutoEntry invoice is marked as paid by cheque and the Duplicate check warning advanced setting is defaulted to On, 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.

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