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!
Note: File-Match is available for AutoEntry companies integrated with Xero and QuickBooks Online; it will be rolled out to other accounting software integrations later in 2020.
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 automatic 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.
Note 1: This help article assumes that you are using 'invoice number' as the reference in your accounting software - however the same functionality applies if you are using the AutoEntry 'Doc ID'.
Note 2: 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).
Note 3: 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).
The duplicate-check date threshold:
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 ("the threshold"). 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. By default the date threshold has been set at 10 days - this option is editable via the drop-down.
The use-case for this threshold is where...
a) an invoice is manually posted directly into the accounting software from a corresponding payment in the bank statement (rather than from the invoice itself), and then...
b) the actual invoice is subsequently published from AutoEntry into the accounting software (dated earlier than the bank payment)...
then extending the threshold will identify the manually-posted invoice (a) as a duplicate of the actual invoice (b).
a) Accounting software: Manually-posted invoice dated 15 March.
b) AutoEntry: Threshold set to 5 days.
- AutoEntry invoice dated 10 March: Publish identifies invoice as duplicate.
- AutoEntry invoice dated 9 March: Publish goes through as normal.
- AutoEntry invoice dated 16 March: Publish goes through as normal.
Situation #1: Document image already attached to duplicate transaction
If a document image is already attached to the accounting software's duplicate invoice, then you can choose to publish the AutoEntry invoice as a duplicate anyway (or move it to the 'Rejected' folder).
Note 1: If the duplicate AutoEntry invoice does not have an invoice number, File-Match will assign it the AutoEntry Doc ID.
Note 2: 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.
Situation #2: Document image not already attached to duplicate transaction
If the duplicate transaction in your accounting package does not already have an image associated with it, File-Match will also 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.
When you select "Attach" and "Save", the invoice image will be 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.