Identifying Duplicate Invoices
You can periodically audit your invoices to prevent duplicate payments of the same invoice. Although Payables prevents you from entering an invoice with exactly the same invoice number for the same supplier, you may have entered the same invoice twice with different supplier names, or invoice numbers with different case (abc123 and ABC123).
Suggestion: You may want to use an invoice numbering convention that minimizes the risk of separate entries of the same invoice under different invoice numbers. For example, if you consistently enter all letters in upper case you would enter an invoice number only as ABC123, and not also as abc123.
The following reports to help you identify duplicate invoices in your Payables system:
- Invoice Audit Report. This reports lists invoices alphabetically by supplier, and includes invoices with invoice numbers that match within a character length you specify and matching invoice dates within a date range you specify. This report also displays the amount remaining for payment on each invoice. You can review the amount remaining of duplicate invoices to determine if you have paid the same invoice (or part of an invoice) twice. See: Invoice Audit Report.
- Invoice Audit Listing. This listing selects and lists invoices based on parameters you enter. You specify the order (date, amount, and supplier name) in which you want to list invoices. You can also narrow your search by specifying any of the following: one invoice type, a minimum invoice amount, and a beginning invoice date. The report also includes the invoice currency and description. See: Invoice Audit Listing.
See Also
Supplier Merge Program
Resolving Duplicate Invoices
To resolve duplicate invoices when you have overpaid:
- Notify your supplier of an overpayment and request a refund or credit memo.
To resolve duplicate invoices when you have not overpaid:
1. Apply to the invoice a special invoice hold that you defined for duplicate invoices. This will prevent payment of the invoice and entry of a duplicate invoice. See: Invoice Approvals.
2. Resolve the discrepancy with your supplier.
