For integrations to Sage Accounting, Xero and QuickBooks Online you will see a setting within the AutoEntry Integrate page that will allow you to set an invoice date threshold for duplicate-checks.
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 option is editable on the integration screen as shown below:
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).
a) Accounting software: Manually-posted invoice dated 15 March.
b) AutoEntry: Threshold set to 5 days.
1 .AutoEntry invoice dated 10 March: Publish identifies invoice as duplicate.
2. AutoEntry invoice dated 9 March: Publish goes through as normal.
3. AutoEntry invoice dated 16 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)
a) Posted from other software on the goods-received date 15 October
b) AutoEntry: Threshold set to 5 backwards
1. AutoEntry bill dated 20 October: Publish identifies bill as potential duplicate.
2. AutoEntry bill dated 21 October: Publish goes through as normal.
3. AutoEntry bill dated 14 October: Publish goes through as normal.