If you’ve published your invoices in your Inbox but they aren’t showing in 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 make the necessary corrections, you'll be able to republish the invoices.
📎NOTE: You can't publish Expenses that you uploaded in the Expenses report folder. The approver needs to be review them first. Check Publish an Expense.
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 to be published.
📎NOTE: If you’ve enabled the auto-publish and it didn't trigger as expected, it may be due to a lack of credits.
Solid fill (sent to publication)
If the invoice publishing status is showing with a solid fill, this will confirm you've sent the invoice for publication. Once it 's transferred correctly, it will display the software name under the tick.
If it hasn't published as expected, the colour will help you identify the most common reasons. If you're not sure, check all the possible scenarios in this article.
Dark Green colour
Dark Green colour
The solid green colour will display first but that doesn't necessarily mean that it has published successfully. If there’s no triangle error or integration error, check the following:
If you're integrated with Sage 50 and the colour is dark green with the software name underneath: If the invoice isn’t showing in Sage, it's most likely it was published to the wrong location. Follow the steps below to check the file path.
If the path is correct, or if you're integrated with another software, the publication will fail if you've clicked the Re-Sync button. The colour will also change from dark to pale green eventually. You need to republish the invoice and make sure you don't resync at the same time.
Pale green / teal colour
Pale green / teal colour
If the colour turns 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.
This usually indicates a publishing error (triangle) or integration error (check the integration status). Follow the troubleshooting steps below for more details.
Publication error
If the invoice didn't transfer to your accounting software, the first thing is to check whether you have a triangle error.
The triangle indicates a conflict preventing the invoice from publishing. For example, some information is missing. The data may not be aligned with the settings in your accounting software.
📎NOTE: The triangle error isn’t necessarily related to a synchronisation or integration failure.
Click the triangle symbol to check the error: it will display what the issue is and you’ll need to take action.
Make the relevant corrections.
Publish the invoice again.
Integration errors
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 Status column within the Company List, or from the Integration tab. If your integration has an issue, an error message will show here.
📌TIP: If you use the Sync App to integrate your account, visit How to check the sync app status.
📎NOTE: If the integration between AutoEntry and your accounting software has been inactive for around 30 days, the connection can expire. This can prevent your invoices from publishing successfully.
What to do if the Integration isn’t running?
What to do if the Integration isn’t running?
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 publish 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 to integrate with your accounting software, make sure the file path in AutoEntry reflects the one in your software. (Sage 50 or QuickBooks Desktop). If the path isn’t the same, the invoices will appear to publish correctly on the AutoEntry side, but will in fact post to the wrong location in your accounting software.
📎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 see the file path in your Integrate page or your 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.
After you update the file path, you'll need to unpublish and republish invoices that synced over to the wrong file path.
📎NOTE: If the invoice moved to the Archive, you'll need to Unarchive it first to move it back to the Inbox and republish.
📎NOTE: When publishing the invoice, you can ignore the message stating the invoice already exists. AutoEntry believes the invoice already moved to 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. It shouldn’t be confused with the synchronisation of invoices from AutoEntry into your accounting software.
📎NOTE: Updating your Sage software to a newer version won't normally impact your integration. The file path won't necessarily change. The Sync App will also update itself automatically. If there are any issues, we always recommend checking the integration status and the file path.
📎NOTE: You don't need credits to publish or republish documents from AutoEntry to your accounting software. Credits are only used to upload and extract documents into AutoEntry.
📌TIP: If you have a large number of invoices to publish, we recommend you publish your invoices in bulk, rather than individually. This is to prevent build-ups of documents in our publishing queues that could lead to delays.