Found existing record in External Accounting System

Owned by Karen McDonald
Last updated: Aug 23, 2022 by Gemma Heidemann
2 min read

Any time a record is confirmed in Wise Owl Legal and won't post through to the External accounting System, there will be an error record on the Previous Activity Page.

The Previous Activity Page is accessed from the Accounting and Finance section under the heading of 'External Accounting'

This error will need to be resolved before the record will successfully post to your external accounting system

 

If you receive the error below about an existing record in your external accounting system, then you will need to check your external accounting system before actioning this error.

 

To Troubleshoot:

  1. Go to your external accounting system and check the record that is there for the same reference number.
    You can usually use the search function in your accounting product to search for the Reference Number. In the picture above, the reference number is 1072.

  2. Once you find the record already in the external accounting system, determine if it is the same as the record you are trying to post.
    You can do this by checking the Amount, Date and Customer of the record.

  3. You can then choose your action and resolution on the error record in Wise Owl.





    1. If the record in your external accounting system is the SAME as the record in Wise Owl Legal, you can finalise this by choosing the 'Link' action from the action dropdown. 

    2. If the record in your external accounting system is DIFFERENTto the record in Wise Owl Legal, you can finalise this by selecting the 'Post Duplicate' option to allow the same number to post through again.

      Alternatively, you can re-number the transaction in the OWL to ensure that the number is not the same.

  4. You will then need to re-confirm the record to get it to post with the new action.

    To do this, go back into the record and confirm it. If you have not actioned the error in full, this will cause the record to revert to draft and create another error.