Expense Management Creating Multiple Invoices

Dan Hout-Reilly

I have an invoice request that I entered in Expense Management yesterday that created two invoice when approved and there is still a third copy that shows as In Progress in Expense Management. Anyone else having these types of issues?

Kevin Brazell

@Dan HoutReilly
I've not seen that in any database I have access too. I'd think of a few things : 1. In EM if you look at EM, and view all invoice requests, and if there is more than 1, just to confirm. 2. In payables, if not paid already, delete the “duplicate” . 3. Duplicate invoice settings should pick up a duplicate, depending on the criteria used in your database, I'd recommend checking those and comparing the duplicates to see if they met the criteria ( also assuming that is on as well). 4. Is that the first / only example? If it looks like a real duplicate and reproducible, I'd definitely contact support to investigate that issue.

Debbie Arthur

@Dan HoutReilly
Yes, over the past year, we have had five invoice requests duplicate after they were approved. The first time it happened, we deleted the extra invoice. This left one invoice in AP but the invoice request in Expense Management now shows deleted, even though it was paid. That seemed strange. So the next time it happened, we reached out to support. They said their engineers would need to remove the duplicate invoice from the database and link the invoice request to the invoice left that showed still in progress. It happened a few more times and then we were told a fix was in place and this should no longer be an issue. However, that was not the case and it has happened since. To further complicate matters, we discovered the duplicated invoices left unposted transactions in our general ledger. Even though the Accounts Payable subledger had been posted, these unposted transactions would never post. They just sat in our GL. We could only run reports that included unposted transactions, which we didn’t always feel comfortable doing, especially at month end. Finally we had to create another case and request Blackbaud to remove the unposted transactions. They removed the transactions, but I don’t believe they ever told us the root cause of the issue or why it continues to randomly occur.

Dan Hout-Reilly

@Debbie Arthur Thanks for sharing, Debbie. Its comorting to know others are experiencing the same issue, but disconcerning that it continues to happen. I did delete the duplicate invoice in Payables (specifically the one with the higher invoice ID number in the URL), but as you noted, Expense Management now shows that the invoice was deleted. I also did open a ticket, but I am still waiting on a response from support.