If you’ve published your invoices from your Inbox but they aren’t syncing to your accounting software, you need to check the following:
First check for the publishing status to make sure you've sent the invoice to publication.
Then check for any publishing errors with a triangle in the Inbox. You can then make the necessary corrections.
If there’s no error beside the invoice, check for any integration errors on the Integration page and refresh the connection if needed.
If there’s no apparent errors, invoices won't be publish if:
You clicked Re-Sync by accident.
The file path is incorrect. (Sage 50 integrations only)
Once you've identified the error and made the necessary corrections, you'll need to republish the invoices.
Publishing Status
To troubleshoot any publication issue, it's worth checking the publishing status icon in the Inbox and make sure you've sent for publishing.
No fill (not sent to publication)
Clear Grey Tick: The grey colour indicates that the invoice requires additional information before publishing. Make sure you fill in all the details necessary and publish.
📌TIP: Hovering over the tick will provide further details (Such as missing supplier / account / category or VAT codes).
Clear Green Tick: The invoice is ready for publication.
📎NOTE: If you’ve enabled the auto-publish and it didn't trigger as expected, it can be due to a lack of credits.
Solid fill (sent to publication) / no name underneath
If the invoice publish icon is showing with a solid fill, this will only confirm you've sent the invoice for publication. Once it has transferred to your accounting software, it will show the software name under the icon.
If it doesn't have the software name underneath or not showing in your integrated software, follow the troubleshooting steps below. The publish icon fill colour will also help you identify the most likely cause:
Pale green / blue / teal colour
Pale green / blue / teal colour
If the colour turns from dark green to paler green (turquoise or teal or light blue), this confirms the publication has failed. The system will attempt publishing a few times for a maximum of three hours before the synchronisation times out. It will then change colour.
This usually indicates a publishing error (triangle) or integration error (check the integration status). Follow the troubleshooting steps below for more details.
Dark Green colour / missing software name
Dark Green colour / missing software name
If the colour stays dark green after a long delay and doesn't show the software name underneath, this will often indicate the following scenario:
The publication will fail if you've clicked the Re-Sync button. You need to republish the invoice and make sure you don't resync around that process.
📎NOTE: If you've just clicked published, the colour will first show dark green, but can change to pale green if there's an integration error.
Solid dark green fill and software name
Once the publish icon shows the software name underneath, this normally indicates the synchronisation worked.
📌TIP: The dark green colour together with the software name underneath confirms there were no integration error. There’s no need to check the integration status or triangle errors in this case.
If you still can't see the invoice in your accounting software, it possibly published the invoice to the wrong location. This can happen if the file path is incorrect (Sync App users only).
Follow the steps below to check and correct the file path, and republish your invoices.
Check for the triangle - Publication error
If the invoice didn't transfer to your accounting software, first check whether you have a triangle error next to your invoice.
Click the triangle symbol to display the error details and identified the root cause.
📎NOTE: The triangle error usually indicates a conflict preventing the invoice, such as missing information, or incorrect settings.
Search for the exact error in our Help Centre. You'll find there’s an article for most errors with resolutions steps.
Make the relevant corrections.
Publish the invoice again.
📌TIP: Check the most common publication errors.
Check your integration status
If there are no triangle errors with your invoice, are there any errors with your Integration? This check applies to all types of integrations.
How to check the integration status?
How to check the integration status?
You can check the integration status from the Integration tab. If your integration has an issue, an error message will show there.
📎NOTE: The integration status in the company list won't always give enough detail to be able to troubleshoot. You need to access the Integrate page or ask someone with the company settings permission.
📌TIP: For more details, visit How to check the integration status.
What to do if the Integration isn’t running or working?
What to do if the Integration isn’t running or working?
If the integration isn’t running, you need to refresh the integration:
For Sync app integrations (Sage 50 or QuickBooks Desktop): Restart the sync app
For other integrations: (Sage Accounting, QuickBooks Online or Xero): disconnect and reconnect the company's integration
After you reconnect, make sure to unpublish and republish the affected invoices again.
No apparent errors
Finally, if you have no triangle error or no integration error, invoices won't publish in the following scenarios:
Sync App users: Is the file path correct?
Sync App users: Is the file path correct?
If you're using the Sync App for your integration, make sure the file path in AutoEntry reflects the one in your software. (Applies to Sage 50 or QuickBooks Desktop integration).
If the path isn’t the same, the invoices will post to the wrong location and you won’t notice any publication issue from AutoEntry.
📎NOTE: If the file path is incorrect, invoices will still go to the Archive folder if you’ve activated the Auto Archive option. The system won't know if the location is correct or not. In this case, the archiving doesn't indicate successful publishing.
How to check and update the file path?
You can check the file path from the Integrate page or the Sync App in AutoEntry.
Example of file path in Sage 50: C:\ProgramData\Sage\Accounts\2020\Company.000
If the file path is incorrect, you’ll need to disconnect and then reconnect the company from the Sync App. You'll need to make sure the path matches the one in Sage or QuickBooks.
📌TIP: Visit how to check the file path.
After you reconnect and update the file path, you'll need to unpublish and republish any affected invoices.
📎NOTE: If the invoice moved to the Archive, and the file path was incorrect, you need to Unarchive it to move it back to the Inbox. Once in the Inbox, you can publish it. You can only publish from the Inbox and not the Archive.
📎NOTE: When publishing the invoice, you can ignore the message stating the invoice already exists. AutoEntry believes the invoice is already in the accounting software, but it's in the wrong location.
Did you click Re-sync Data by accident?
Did you click Re-sync Data by accident?
If you clicked the Re-Sync Data button after you publish an invoice, it will prevent the invoices from publishing to your accounting software. The publication status will eventually fail and turn from dark green to pale green.
If you’ve clicked the Re-sync button by accident, all you need to do is to unpublish and republish the invoices.
📎NOTE: The Re-sync button is meant to synchronise data such as contacts from your accounting software into AutoEntry. Make sure not to mix this up with the synchronisation of invoices from AutoEntry into your accounting software.
📎NOTE: It isn’t relevant to check for triangle errors, integration status or Re-sync if your invoices are showing in your integrated software.