There are a range of ways we can tailor duplicate invoice detection to your organisation's specific invoicing data. Here, we outline the customisations available, along with the default configuration for each š ļø
š” Note: If you'd like to customise any of the configurations below, get in touch with your dedicated Account Manager - we'll apply the change for you, and you'll see the effects going forward.
Contents:
1. Timing and invoice number rules
Opened/Closed
A simple flag which prevents duplicate pairs from being raised where there's only a small timing gap (5 days or less) between one invoice being closed and another invoice being posted.
For example, if Invoice 1 was closed on the same day Invoice 2 was posted, that usually means Invoice 2 is a replacement for Invoice 1 - not a duplicate. This rule also covers cases where there's only a small gap between the two dates.
Default: off.
Last letter differences
Prevents duplicate pairs from being raised where the invoice numbers are identical other than a difference in the final non-numeric character, and the two invoices are posted to the same vendor.
For example, INV-0123A / INV-0123B wouldn't be raised as a duplicate pair when this rule is on, regardless of whether the dates or amounts match.
Default: on.
Difference in small cleaned number
Prevents duplicate pairs from being raised where the cleaned invoice numbers (invoice numbers with all non-numerical characters removed) are different and one (or both) is under 100 - i.e. only 1 or 2 digits long.
For example, INV123 / INV13 wouldn't be raised as a duplicate pair when this rule is on, regardless of whether the dates or amounts match.
Default: on.
Difference at end of cleaned number
Prevents duplicate pairs from being raised where the cleaned invoice numbers are different, and that difference is within the last two digits.
For example, INV-202301 / INV-202302 wouldn't be raised as a duplicate pair when this rule is on, regardless of whether the dates or amounts match.
Default: on.
2. Amount rounding
Use rounded amounts
Rounds invoice amounts to the nearest whole unit before running the duplicate invoice analysis.
By default, we consider two invoices a potential duplicate pair if:
The amounts differ in one of four ways: one invoice's gross amount equals the other's net amount
The gross amounts differ by a factor of 10, 100 or 1000 (e.g. Ā£123.45 / Ā£1,234.50)
The gross amounts differ by one character (e.g. Ā£123.45 / Ā£122.45)
The gross amounts are within Ā£1 (or equivalent currency) of each other
Turning this rule on rounds each invoice's amount to the nearest Ā£1 (or equivalent) before applying that logic, enabling slightly looser amount matching, at the cost of more false positives.
Default: off.
3. Expected number format exclusions
We can exclude an invoice from the duplicates analysis if its invoice number meets any set of customisable rules.
All four rule types below are on by default, using values designed to catch common sources of false positives, but we can remove any default value, or add ones specific to your organisation.
š” Note: all values are case-insensitive, and apply to the full invoice number (letters and digits)
Last characters
If an invoice number ends with one of the values below, it's excluded from the duplicates analysis.
Default values include: *, ., _d, dd, ok, cn, dr, dl, cr, re, .., db, dn, /dn, dup, /dc, rev, new, cor, ins, vat, /dd, deb, adj, del, and similar suffixes.
Example: invoice number "INV-0123 del" is excluded, as it ends with "del".
Starts with
If an invoice number starts with one of the values below, it's excluded from the duplicates analysis.
Default values: new, claim_
Example: invoice number "new INV-0123" is excluded, as it starts with "new".
Anywhere in number
If an invoice number contains any of the values below, it's excluded from the duplicates analysis.
Default values include: adjust, credit, final, revised, reversal, insolv, duplicat, reversed, insolvent, reverse, repost, e+, dummy, corr, debit, wrong post, duplicate, (rev), correction, cr_v, delete, crrect, correct.
Example: invoice number "***duplicate INV-0123" is excluded, as it contains "duplicate".
Pair suffix
If two invoice numbers only differ because one has an extra suffix matching one of the values below, that pair won't be raised as a duplicate.
Default values: a, b, c, r, /
Example: INV-0123 / INV-0123a is not raised, since "a" is in the list. INV-0123 / INV-0123africa might still be raised, since "africa" isn't in the list.
4. Excluding systems, vendors and formats
No systems, formats or vendors are excluded by default but can be the option to exclude select systems, formats and/or vendors are available if needed:
Excluded Systems: exclude specific systems from the duplicate invoice analysis entirely e.g. workflow systems.
Excluded Invoice Number Formats: exclude invoices where the invoice number takes a certain format, as broad or specific as needed.
Excluded Vendors: exclude all data from specific vendors from the duplicate invoice analysis.
5. Exact pair exclusions
These rules exclude exact pairs (invoice pair with the exact same invoice number, date and amount) based on how the two invoices differ:
Based on Vendor Name: excludes exact pairs where the vendors are different and at least one matches a specified name format. Can optionally be restricted to a specific division.
Based on Division: excludes exact pairs where the two invoices are from specific, different divisions. Can optionally be restricted to pairs from the same, or from different, suppliers.
Based on Custom Field Values: excludes exact pairs where both invoices have a custom field value matching one of a specified list. For example, with the list AA, AB, AC, DE, a pair with values AA / AC would be excluded. This can optionally be restricted further, e.g. only excluding pairs that also share the same posting date, or only excluding pairs where the two values are both on the list and different from each other (so AB / AB could still be raised).
š” Note: The rules on this page shape which pairs get raised in the first place. Once a pair is raised, you can manage the Duplicate reason and Recovery status dropdown options yourself, from Settings > Transactions. To learn more, check Resolve Duplicate Pairings.
Want to understand how these rules fit into the bigger picture? Check How we detect duplicate invoices, or learn about Custom Duplicate Groups, our alternative, rule-based way of guaranteeing certain duplicates are raised.