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AP & Duplicate Invoices

Tanya Ferguson

Our system is no longer stopping duplicate invoice entry. I went into FE and checked our business rules, which say to not allow duplicates, but we have had two go through in the last week. I just tried to enter one, and it allowed me to enter an invoice with a duplicate invoice number. Has anyone had issues with this? Is this a bug? A setting we missed somewhere? I think I may have it narrowed down to being an FE vs NXT entry thing…FE is blocking duplicate invoices, but NXT is not?

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Comments

Linda Poenitzsch

Just tried it and our system is allowing duplicates too even though our business rules say "Do not allow duplicate invoices".

Kristy Soular

Ours is still working. In NXT we get the pop-up after we try and save the invoice. We have our settings to check for invoice number, invoice date and invoice amount. If all three are the same we get this message upon saving. If you have staff that enter quickly it is very easy to hit enter on this window and move right along to the next invoice. I wish it would default to the ‘No’ selection on this screen. We have the ‘Warn user’ option selected since we do have some scenarios where this info would be the same.

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Kevin Brazell

In the business rule, in the box where you define the criteria for what is a duplicate, what settings are there and when you compare the “duplicate” invoices do they match every field identically? If not then you need to take a look at the criteria and changing it to be more strict. 1. Say for example I have invoice number, and invoice date. If the number is identical in both but the date different then FE let's it through. A good test is have the rule's criteria set to 1 item and test it. IF it works, then you can add another item if needed and test that. But the more criteria you have in that rule, the tougher it is to make FE say it's a duplicate because every field in the critiera has to match exactly on each invoice. Even 1 letter / number difference would make it not match and FE will let it through.