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Performing a duplicate check

If the duplicate check is turned on, the software will check each invoice as it is processed to see if it has already been processed. If an invoice has already been processed, the software displays a warning message. Before you can continue processing the invoice, you must accept the warning and provide a justification. This justification is noted in the invoice log.

Enabling the duplicate check

For newly created workflows, the duplicate check is enabled by default. Suppose you want to enable the duplicate check for an existing workflow.

This is how it works 

  1. Navigate to the workflow settings.

  2. Enable the Duplicate check in the section with the same name.

  3. Save the workflow configuration.

The duplicate check is now enabled.

Detecting duplicates

Checking for older Workflows

For each workflow, the system checks whether an older workflow with the same vendor number and invoice number exists that is not older than 18 months. If this is the case, the current workflow is marked as a duplicate.

Checking for more recent, already completed workflows

If there is no older Workflow, d.velop smart invoice checks, if there is a more recent Workflow with the same Information which is already completed (not discontinued). In this case, the current Workflow will be marked as duplicat too.

Avoiding mutual duplicate labeling

The logic ensures that both workflows are not mutually marked as duplicates.

  • A workflow only checks for older workflows or, if there are no older workflows, for more recent completed workflows.

  • By limiting the restriction to more recent completed workflows, the invoice from the oldest workflow (usually the original document) is only marked as a duplicate if the workflow for the actual duplicate has already been completed under certain circumstances (see example). As long as the workflow for the actual duplicate has not yet been completed, the duplicate warning will be triggered for this workflow. There is no duplicate warning for the original document.

Example:

  1. Workflow 1 is started with vendor number 4711 and invoice number RE-12345678.

  2. Workflow 2 is then started with the identical vendor number 4711 and invoice number RE-123456789.

  3. Workflow 2 is processed quickly and successfully completed before Workflow 1 is processed.

  4. Workflow 1 is being processed. It is determined that the invoice number needs to be corrected and a missing 9 is added. This means that Workflow 1 and Workflow 2 are duplicates of each other.

  5. Workflow 1 is marked as a duplicate. If Workflow 2 had not yet been completed, Workflow 2 would be marked as a duplicate the next time it was called up after Workflow 1 had been corrected.

Note

If d.velop smart invoice marks the original document as a duplicate because a more recent workflow has already been successfully completed, make sure that the invoice has actually been recorded in your accounting system before canceling the workflow. This will prevent the invoice from being unintentionally left unprocessed.

Repeated verification when data changes

The duplicate check is triggered again if the vendor number or invoice number is changed in the workflow. This ensures that subsequent corrections are also evaluated correctly and, if necessary, recognized and marked as duplicates.