Managing Duplicate Invoices

Duplicate invoices are flagged by the Document Management System (DMS).

The system searches the database by checking the Invoice Number, the Invoice Amount,
the Business Number of the Service Provider, and the Plan Number.

Organisation Admins can set the criteria required to flag duplicates in the invoice processing system. 

To change the duplicate criteria, navigate to Settings > Invoice Duplicate Criteria.

If a checkbox is selected, the corresponding invoice field will be taken into account during the duplicate check process. In case multiple invoices matches all the required fields, a 'duplicate' flag will be displayed on the invoice.

Note: Any changes will only apply to new invoices

An Invoice Number that's closely matched as per the below criteria will be marked as a duplicate if all other fields of the required criteria (e.g. Plan Number, Business Number, Invoice Amount) are identical.

• Leading Zeroes - for example, 000123 and 0123
• Spaces - for example, INV 123 and INV123
• Hash Keys - for example, #123 and 123
• Hyphens - for example, INV-123 and INV123
• INV - for example, INV1234 and 1234

View and Bulk Cancel Duplicate Invoices

When an Invoice has a duplicate, there will be a red 'Duplicate' flag next to the Invoice Number in the list view, and on the Invoice page, the duplicate flag will appear next to the Invoice Status.

List View 

Invoice Page

Buildings Managers can click the 'Duplicate' flag to open the 'Duplicate Invoices' modal.

The Duplicate Invoices modal displays all other matching invoices, not including the invoice that was clicked on.

It also displays an overview of the matching invoices including their status, the current approver for the invoice, and row item descriptions (if any).

Approvers can click the arrow icon on the right to open up the duplicate invoice in a new tab.

If the displayed invoices in the modal should be cancelled, they can select the checkboxes and the 'Bulk Cancel' function.

For more information, please see Invoice Filters and Add a 'Priority' Banner to an Invoice.

Building Managers should contact us with any further questions regarding this process.