Follow steps to resolve any posting failure in iCompleat

A posting failure is when an invoice fails to post from iCompleat to your accounting software. Posting failures in iCompleat are rare, but they can occasionally happen for several simple reasons. 

Any invoices that fail to post automatically go to the Posting Failures tray, and remain there until you take action to get the invoice posted.

You can find out the reason for a posting failure by opening an invoice in the Posting failures tray and looking at the pink banner at the top of the invoice summary page.

In this guide you'll learn about the most common posting failures you might encounter in iCompleat, and the steps you can take to resolve them quickly.

Connector issue posting failure

This posting failure is most commonly caused by a desynchronization between iCompleat and your accounting software.

You'll see an error message that looks something like this on an invoice that encounters this error:

 

Solution

To resolve this error & post the invoice to your accounting software, we recommend that you re-cache your accounting software & retry posting.

If you're using Sage 50 or Sage 200 we recommend a full reconnect.

To perform a re-cache & retry posting, follow these steps.

 

1. On the homepage, click Configuration.
2. Click Company.
3. Go to Connection.
4. Next to Last cache, click Sync Now.

   If the reconnect is successful, the date & time of the last cache updates.

5. Time to repost the invoice.

   There are two ways you can do this:

   i. In the Posting failures tray, click the reposting icon in the tray tab to attempt to repost all invoices in the tray at once.

   ii. In the Posting failures tray, click the invoice, then click Documents and Timeline in the bottom-right, and then click Retry posting in the bottom-right.

Cost code posting failure

This error only applies to customers connected to Sage 50.

If you're connected to Sage 50 and you're using cost centres a cost code and project code must be made mandatory on your invoice layouts.

All invoices must be coded with both a cost code and a project code. Failure to code either field on an invoice will cause a posting failure, and you'll see the following error message on the invoice:

 

Solution

The simple fix for this is to edit the layout that an invoice is using, and then either:

• Switch on Project code, or
• Turn off Cost centre.

Then, you can process the invoice again.

 

1. On the homepage, click Configuration.
2. Click Layouts.
3. Open the layout that the invoice is using, and go to the Field configuration tab.
4. Either switch on Project code, or turn off Cost centre.
5. Click Save.
6. Return the invoice from the Posting failures tray to the Unprocessed tray by opening it, clicking Documents and Timeline, and clicking Return with Comment.
7. Open the invoice from the Unprocessed tray and process the invoice again.

Exchange rates posting failure

Exchange rates in iCompleat update when iCompleat syncs with your accounting software. An invoice may fail to post to your accounting software if the currency assigned to the supplier is different to the currency on the invoice.

To resolve an exchange rate issue, we recommend to first ensure that the following apply in your accounting software:

• The correct exchange rate is set up
• The supplier is set up with the correct currency

Once you've checked your accounting software, follow the steps below to re-sync your connector and try reposting the invoice:

If the currency assigned to the supplier in your accounting was incorrect, use solution 1 below.

If the currency assigned to the supplier in your accounting software was correct, use solution 2 below.

 

Solution 1: Re-sync your accounting software and re-post the invoice

1. On the homepage, click Configuration
2. Click Company.
3. Click Connection
4. Click Sync Now to update the exchange rate from your accounting software with iCompleat.
5. Time to try re-posting the invoice.
   From the iCompleat homepage, click Invoices.

6. Go to the Posting Failures tab.

7. There are two ways you can try reposting the invoice:

   i. In the Posting failures tray, click the reposting icon in the tray tab to attempt to repost all invoices in the tray at once.

   
   ii. Open the invoice, and click Documents and Timeline in the bottom-right.
   Click Retry posting, in the bottom-right

 

Solution 2: Return the invoice to the Unprocessed tray and edit the currency

If the currency recorded against the supplier in your accounting software was correct, you should return the invoice to Unprocessed tray and edit the currency code on the invoice.

 

1. Open the invoice from the Posting failures tray, click Documents and Timeline, and click Return with Comment.
2. Open the invoice from the Unprocessed tray.
3. On the Summary page, go to Actions, and click Base Currency/Transaction Currency to review.
4. Click Submit, and select a workflow to submit the invoice for approval.

GL (General Ledger) posting failure 

This posting failure occurs when the Account code on an invoice doesn't exist, or is inactive in your accounting software.

 

Solution

Check your accounting software to rule out if the account code is missing or set to inactive, and make the necessary amendments.

Then, follow these steps to re-cache and attempt posting again.

 

1. On the homepage, click Configuration.
2. Click Company.
3. Go to the Connection tab.
4. Next to Last cache, click Sync now.
   

   If the reconnect is successful, the date & time of the last cache updates.

5. Time to repost the invoice.

   There are two ways you can do this:

   i. In the Posting failures tray, click the reposting icon in the tray tab to attempt to repost all invoices in the tray at once.

   ii. In the Posting failures tray, click the invoice, click Documents and Timeline in the bottom-right, and then click Retry posting in the bottom-right.

Negative lines posting failure

You cannot post an invoice with negative line values. If iCompleat attempts to post an invoice to your accounting software with negative line values, the invoice will land in the Posting failures tray containing an error message like this:

 

Solution

Check the transaction for any discounts or other reasons why a negative value is present.

Once you've determined the cause of the negative value, follow these steps:

1. Return the invoice from the Posting failures tray to the Unprocessed tray by opening it, clicking Documents and Timeline, and clicking Return with Comment.
2. Open the invoice from the Unprocessed tray.
3. Click Edit in the bottom-right.
4. Remove the discount or negative value from one of the positive value lines, and submit the invoice for approval again.

Posting period failure

If your accounting software has a posting period in place, an invoice may occasionally be posted after the posting period date, resulting in a posting failure.

The invoice will go to the Posting failures tray, & will contain the following error message:

 

Solution 1: Amend the posting date in iCompleat & retry posting

Temporarily amending the posting date in iCompleat will let you post the invoice to your accounting software on today's date.

 

1. On the iCompleat homepage, click Configuration.

2. Click Company.

3. Go to the Behaviour settings tab.

4. Next to Posting date, click Change.

5. The Posting Date dialog box appears.

   Select one of the following from the drop-down:

   • Force to current period (The invoice will be posted on the first date of the current period. The current period is the period today's date falls in.)
   • Force to next open period (The invoice will be posted on the first date of the next available posting period. For example, if it is January & the posting period for December is still open, the invoice will post with the date of 1st December).

6. Click Save.

7. Go to the Posting failures tray in iCompleat.

8. Open the invoice, and click Documents and Timeline in the bottom-right.

9. Click Retry posting, in the bottom-right.

10. The invoice moves to the Approved tray and is posted to your accounting software.

These settings will apply to future invoices that are processed after the posting period is closed. If you wish to change this, repeat steps 1 to 6, and select the option that's most appropriate to your company's process.

 

Solution 2: Amend the date of the invoice & retry posting

Amending the date of the invoice so that it's within the current posting period will enable you to post it to your accounting software straight away.

 

1. Return the invoice from the Posting failures tray to the Unprocessed tray by opening it, clicking Documents and Timeline, and clicking Return with Comment.
2. Open the invoice from the Unprocessed tray.
3. Click Edit in the bottom-right.
4. Amend the date on the invoice to a date within the current posting period.
5. Save the invoice, and submit it for approval.

Zero value line posting failure

A zero value posting failure is caused by a value of zero on an invoice.

An invoice that iCompleat attempts to post to your accounting software that contains a zero value will land in the Posting failures tray & will contain the following error:

 

Solution

The quick fix for this is to check the invoice for any reasons why a zero value is present & return the invoice to the Unprocessed tray to be edited & reprocessed.

To do this, follow these steps.

 

1. Return the invoice from the Posting failures tray to the Unprocessed tray by opening it, clicking Documents and Timeline, and clicking Return with Comment.
2. Open the invoice from the Unprocessed tray.
3. Click Edit in the bottom-right.
4. Click the line with a value of zero, and then click the delete button in the top-right.
5. Click Save, and submit the invoice for approval again.