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.
- Change Potential Duplicate to "No"
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