Objective

There is a setting within your company's Integrate page that will allow you to set an invoice date threshold for duplicate checks. This overview will provide some information on how the setting should be used.

Applies To

Companies integrated with:

  • Sage Accounting

  • Xero

  • QuickBooks Online

Procedure

Firstly, to view this setting, click on the Integrate button located on the left hand side of your company homepage.

By default, the option to check for duplicates on Purchase invoices is set to check and the date threshold is set at 5 days before and 5 days after the invoice date.

This threshold would be used in instances 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).

Example:
a) Accounting software: Manually-posted invoice dated 15th March.
b) AutoEntry: Threshold set to 5 days.

  1. AutoEntry invoice dated 10th March: Publish identifies invoice as duplicate.

  2. AutoEntry invoice dated 9th March: Publish goes through as normal.

  3. AutoEntry invoice dated 16th March: Publish goes through as normal.

Another example would be where:

a) goods are delivered and receipted into inventory software that integrates with the accounting software (e.g. Unleashed for Xero), leading to a bill in the accounting software dated on the date of the receipt of goods, and then...

b) the actual invoice would only come in after the goods are delivered (dated after the invoice in the accounting software)

Example:
a)
Posted from other software on the goods-received date 15th October.
b) AutoEntry: Threshold set to 5 backwards.

  1. AutoEntry bill dated 20th October: Publish identifies bill as potential duplicate.

  2. AutoEntry bill dated 21st October: Publish goes through as normal.

  3. AutoEntry bill dated 14th October: Publish goes through as normal.

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