Applies To

  • Sage Accounting/SBCA users (UK, Ireland, US and Canada)

Question 1

Where does AutoEntry’s Purchase ‘Invoice Number’ map to in Sage Accounting?

For companies integrated with Sage Business Cloud Accounting (SBCA), the default is for the AutoEntry 'Invoice Number' to map to the SBCA 'Reference' field.

Question 2

Can I control this mapping?

From January 2022, you are able to make a change so that the AutoEntry invoice number maps to the SBCA ‘Supplier Reference’ field (with the AutoEntry ‘Reference’ then mapping to the SBCA ‘Reference’). You can find this option in your integration settings:

Changing the mapping to ‘Supplier Reference’:

Question 3

Does this mapping feature apply to sales invoices?

This functionality refers exclusively to purchase invoices. The invoice number for a sales invoice in SBCA cannot be overridden, so AutoEntry can only send through our Invoice Numer for a sales invoice (which goes into SBCA's 'Reference' field):

Important Notes

1) This change will only apply for purchase invoices published from the time this setting is changed i.e. it will not apply retrospectively, and so AutoEntry Purchase invoice numbers mapped to the ‘Reference’ field in SBCA will remain in that field.

2) The change will affect future duplicate-checking – for instance, if the AutoEntry Invoice Number is set to map to the SBCA ‘Supplier Reference’, then when a duplicate-check is performed against SBCA for a new AutoEntry invoice, it will compare the AutoEntry invoice number to the ‘Supplier Reference’ of invoices that already exist in SBCA (as well as the supplier contact, invoice date and amount as normal). Therefore, AutoEntry invoices previously published to SBCA where the invoice number mapped to the SBCA ‘Reference’ field will not be flagged by this check. The steps in this example would be as follows:

  1. AutoEntry’s invoice number is set to map to SBCA’s ‘Reference’ field (i.e. the default setting).

  2. Publish an AutoEntry invoice with invoice number INV-001 to SBCA: Invoice publishes with ‘Reference’ as INV-001.

  3. Try to publish a duplicate of the same invoice number INV-001: the AutoEntry duplicate-check detects an existing invoice in SBCA with ‘Reference’ INV-001, and flags this new invoice as a potential duplicate.

  4. Change the mapping so that AutoEntry’s invoice number maps to SBCA’s ‘Supplier Reference’.

  5. Again, try to publish a duplicate of the same invoice number INV-001: the AutoEntry duplicate-check will not detect any existing invoices in SBCA with ‘Supplier Reference’ INV-001, and the potentially duplicate invoice will publish without warning.

To mitigate the affect on the duplicate-check, we would advise you to make the change (e.g. from SBCA 'Reference' to 'Supplier Reference') at the beginning of a month or just before starting the next batch of publishing from AutoEntry.

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