Duplicates

The Duplicates queue will identify invoices that are potential duplicates based on Shipment Number and/or Order Number

When and why do duplicates occur?

• Duplicates can occur one of a few ways: Many carriers will continue to send invoices until they are paid. Having duplicates invoices sent to the duplicate queue will prevent overpayment. It also allows you to create the “perfect” record. It can also occur if a vendor sends a corrected invoice with additional or removed charges. It can also occur if there is a balance due or supplemental invoice sent by the vendor.
  
  

There are four main actions that are performed during the duplicate review process

1. Update Bill Type

• Options include: Invoice, Balance Due, Supplemental

• For any invoice that is to be kept, this must be selected

• How to Update Bill Type

  • If the duplicate is a balance due or supplemental, you will click the dropdown on the “Bill Type” and mark it accordingly. It will be marked “invoice” by default.
    

2. Move Documents

• Often times, multiple records will come in, creating a duplicate. This may happen when a vendor resends invoices over and over until paid. Or maybe there was a change or addition to the documentation.

• Either way, you want to have a complete invoice ‘packet’ with all necessary documents before pushing it to the Audit queues, and may have to move documents from one record to another to do this.

• How to Move Documents

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

3. Keep Record

• 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.

• By ‘keeping’ a record, you are telling the system to move that record to the audit queues where business rules will be applied as necessary.

• How to Keep a record

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

4. Terminate Record

• After you decide which record needs to be ‘kept’, the remaining duplicate records will need to be ‘terminated’ so they are not further worked by the system or a user.

• How to Terminate a duplicate 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.
    

NOTE: Any record that has previously been approved or terminated cannot be updated and is displayed for informational purposes only