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

The reason for the posting failure appears in a pink banner when you open the invoice. The invoice stays in the Posting failures tray until you take action to get the invoice posted.

Below are the most common posting failures you might encounter & how to resolve them.

 

Connector issue posting failure

This posting failure is most commonly caused by a desynchronization between iCompleat & 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 management.
3. Go to Connection.
4. Locate the Last Cache section on the page.

   Click Sync Now to re-cache data between iCompleat & your accounting software.

   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, & 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 & you're using cost centers, a cost code & project code must be made mandatory on your invoice layouts.

All invoices must be coded with both a cost code & a project code. Failure to code either field on an invoice will cause a posting failure & 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 & either:

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

Then, you can process the invoice again.

 

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

 

Exchange rates posting failure

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.

The first thing you should do in the case of an exchange rate posting failure is check your accounting software to make sure that the supplier has the correct currency assigned to them, & make any necessary amendments if it's incorrect.

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-cache & repost

If the currency was incorrect & you've now corrected it, you should rec-ache & reconnect using these steps.

 

1. On the homepage, click Configuration.
2. Click Company management.
3. Go to Connection.
4. Locate the Last Cache section on the page.

   Click Sync Now to re-cache data between iCompleat & your accounting software.

   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, & then click Retry posting in the bottom-right.

 

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

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

 

1. Open the invoice from the Posting failures tray, click Documents and Timeline, & click Return with Comment.
2. Open the invoice from the Unprocessed tray.
3. Click Edit in the bottom-right
   
4. Ensure the correct currency is selected from the Currency Code drop-down.

   Select the toggle for the local currency & the currency on the summary page

5. Click Submit & 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, & make the necessary amendments.

Then, re-cache & retry posting using these steps.

 

1. On the homepage, click Configuration.
2. Click Company management.
3. Go to Connection.
4. Locate the Last Cache section on the page.

   Click Sync Now to re-cache data between iCompleat & your accounting software.

   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, & 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, & 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 & 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 Management.

3. Go to Behavior Settings.

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 & click Documents and Timeline in the bottom-right.

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

10. The invoice moves to the Approved tray & 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 & 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, & 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 & 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, & clicking Return with Comment.
2. Open the invoice from the Unprocessed tray.
3. Click Edit in the bottom-right.
4. Remove the line(s) with a zero value, click Save, & submit the invoice for approval again.