Potential Duplicates

This search contains all documents that are identified as Potential Duplicates. 

Upon importing a new document, the system checks for the possibility of a duplicate.  The system uses the following fields to check for duplicates:

• Non-PO: Vendor Number, Invoice Number, Invoice Date
• PO: PO Number, Invoice Number, Vendor Number, Invoice Date

This search should be checked daily and considered a priority.  You will access these exceptions in the "Potential Duplicates" search queue.

The following steps should be used to work invoices in this search:

• Select all the invoices in the group of invoices that are potential duplicates.  You can multi-select invoices, by holding down the Ctrl-key and clicking each invoice row.
• Click the View All Invoices icon on the Search Results Toolbar

• All of the documents will be opened in the Viewer.  Use the Document navigation icons on the Document Viewer Toolbar to navigate between documents. 

• Determine which document(s) are the duplicates and which one is the invoice that should be paid or has been paid.
• If the document is a duplicate:
  • Change Status to "Duplicate/Void"
  • Change Potential Duplicate to "No"

• If the document is not a duplicate:
  
  • Change Potential Duplicate to "No"
    • Once the Potential Duplicate field has been set to "No" the document will not be included in Potential Duplicate Search.