By default, when you publish an invoice, it will post it in your accounting software as outstanding / unpaid.
You can however mark your invoices as paid from AutoEntry if you set up the payment account. When you publish the invoice, it will then post the invoice directly as paid, and record the transaction in the bank in your accounting software.
There are two different ways you can mark a purchase invoice as paid in AutoEntry:
Manual: You can mark individual invoices as paid manually
Default: You can set a supplier default to mark automatically all related invoices as paid
📎NOTE: This feature is only available for Purchase invoices and not for Sales invoices. Sales invoices will always post as outstanding when you publish them from AutoEntry to your accounting software. You’ll need to manage the invoice payments from your accounting package.
Set up the payment account
To be able to mark a purchase invoice as paid, you'll need to select a Payment A/C. You'll need to set this up in your accounting software first and then in AutoEntry.
Set up the payment account in your accounting software first.
Sync the data from your accounting software to AutoEntry.
Add the payment account from the Integrate page in AutoEntry.
Mark a single invoice as paid
Once you've set up the payment bank account, you can then select the account and mark it as paid within the single invoice view.
Go to the Purchase folder.
From the Inbox folder, click the View button on the invoice line.
Click the Mark as Paid toggle to switch it on. New fields will appear.
Payment A/C: select the bank account you want to record the payment to.
Publish To: If applicable, select whether you record the payment directly without invoice, or against the supplier account. The latter will publish both the invoice and the payment. The selection under -Publish to- will depend on the product you integrate with. See the table below for more details.
Amount - select the amount you want to pay against the invoice.
Publish the invoice.
PUBLISH TO | Post invoice + Payment | Bank Payment only - no invoice |
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Sage Accounting | Select: Supplier Payment | Select Other Payment |
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Sage Accounting Start | Don't select Supplier payment | Make sure to select Other payment | |
Sage 50 UKI | Applied by default | NA | |
Xero | Select: Purchases | Select Bank account | |
QBO, Kashflow, Sort my Books |
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Set a supplier default
You can customise your supplier settings to mark all invoices for specific suppliers as paid automatically.
Click Company Contacts.
Select the relevant supplier from your list. You're then brought to the supplier settings page.
Under the Payment A/C section, Publish To, and Payment Method select the necessary information. Click the Mark as paid toggle to switch it on.
Repeat for any supplier you want to set this up with.
Whenever you select a supplier in the invoice, it will automatically apply the mark as paid settings.
Turn off -Mark as paid-
You can toggle off the paid feature from an individual invoice anytime before you publish it or completely from the supplier settings.
📎NOTE: If you can't toggle off the paid feature, this can happen if the account has disappeared in the Integrate page or supplier settings. By selecting the account again, you’ll be able to turn off the Mark as paid option. You may need to re-sync the data or refresh the connection.