Duplicates

Overview
Review the Duplicate
Compare Records and Bill Type
Move Documents
Keep or Terminate

Overview

The Duplicate Queue is a pre-audit queue where invoices that have been identified as potential duplicates are staged for resolution. An invoice lands here when Navix detects that two or more invoices are associated with the same order and/or shipment number. This article follows the workflow of how to resolve duplicates. 

Common Root Causes for Duplicates

General Best Practice and FAQ: 

• Users all have the same view and the columns are static

• Clicking “Details” on a record opens the full invoice/order information, this is useful when the queue view alone doesn’t show enough context (e.g., customer name).

• Filter Groups by customer — If auditors are assigned specific customer portfolios, save filter groups to focus on relevant duplicates. You can save filter group for repeated use. (Learn more here: Filter Groups)

• Process duplicates before auditing — Reduces wasted effort on records that will be terminated

• Check documents before terminating — Transfer any needed documents from the record being discarded

• Map supplementals and balance dues — If the duplicate is legitimate, set the Invoice Type before keeping the record

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Review the Duplicate

When entering the Duplicate Queue, the auditor sees a list of invoice records that are matched to the same order and/or shipment. Begin reviewing duplicates by selecting one record on the list. When you select a record it will open to more detail as shown below. 

Overall detail across the top includes: invoice number, shipment number, order number, vendor , dates, net charge, duplicate reason, status, and bill type.

•  Duplicate reason will indicate why Navix flagged as a duplicate.
  

• Status indicates which queue the current record resides.  
  • Audit - this record was found in the Invoice - Audit queue
  • Terminated - this record was found in Analysis > Invoices > Terminated tab
  • Duplicate-Unprocessed - this record is only found in the duplicates queue
  • Approved - this record has already been fully approved  and found in Analysis>Invoices>Approved tab
• Bill Types: 
  • Invoice - All documents will be marked invoice by default.
  • Balance Due - Allows you to categorize as a balance due invoice.
  • Supplemental - Allows you to categorize as a supplemental invoice

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Compare Records and Bill Type

An auditor should review and compare the records to determine which documents and invoices to keep or terminate. 

• Are the charges identical? If so, one is likely a genuine duplicate re-send.
• Are the charges different? May be a supplemental, balance due, or corrected invoice.
• Is one from a factoring company? The vendor and the factor company may have both sent invoices for the same shipment/order.
• Are the documents different? One may have better/more complete documentation. 

If the Bill Type needs to be updated based on your comparison you can change it from the dropdown in the Bill Type column. 

When comparing the documents, if there are more than two records click the dropdown arrow on the blue bar, shown below, to select the record you want to view. 

 

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Move Documents

Before terminating, you can move documents to create the one ideal record or complete invoice packet from this queue. 

• • You can move documents between records to create the ideal record. To do this, click “Move Documents” as shown below. You will then drag each document to the record you desire to keep, then click “Save”
    

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Keep or Terminate

Once Bill Types are updated and documents moved/combined, you will then need to tell the system which of the duplicate records needs to be saved and used going forward.

• Keep — This record will proceed through the audit lifecycle

• Terminate — This record will be discarded.
  

How to Keep a record

• • Choose the radial button for the record you desire to keep.

How to Terminate a record

• • Choose the radial button for the records you desire to terminate.
  • You will then click “SAVE” at the bottom of the page to keep your choices.
    

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🙋 Need Help?

Submit a ticket through the Navix Support Center.