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Set Check for Duplicate Invoices

In this step, you can configure for each company code if the system is to check for
duplicate invoices when you enter invoices. This check should prevent incoming
invoices being accidentally entered and paid more than once.

The accounting documents are checked first, followed by documents from Logistics
Invoice Verification (only invoices that are incorrect, on hold, or parked, or those
entered for verification in the background). The system only checks for duplicate
invoices if you specify a reference document number when entering the invoice.

When checking duplicate invoices, the system compares the following attributes in the
standard system:

• Supplier

• Currency

• Company code

• Gross invoice amount

• Reference document number

• Invoice date

If the system finds an invoice that matches all attributes, the system displays a
customizable message.

If you are entering credit memos, subsequent debits, or subsequent credits, the system
does not check for duplicate invoices. Exception: In the Argentina country version, the
system checks for duplicate invoices and credit memos.

If a previously processed document is later cancelled and then entered again, no

message is displayed.

Standard settings

All check criteria are activated in the standard system.

Activities

You can choose for each company code whether to activate or deactivate the check
criteria Company Code, Reference Number and Invoice Date. The more criteria you
activate, the lower the probability that the system finds a duplicate invoice.

Example

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The following document has been entered and posted:

Reference document number: 333

Invoice date: 28.04.00

Gross invoice amount: 100,00

Currency: EUR

Supplier: Wolf

Company code: Hamburg

The settings for checks for duplicate invoices have been maintained in this
Customizing activity as follows:

The fields Check reference and Check co. code are not selected. This means that
these attributes will not be checked.

Now you enter the following invoice:

Reference document number: 334

Invoice date: 28.04.00

Gross invoice amount: 100,00

Currency: EUR

Supplier: Wolf

Company code: Berlin

Result

Because you entered a reference document when you entered the invoice, the system
checks for duplicate invoices.

The reference document number and the company code are different from the invoice
you entered earlier, but these attributes are not checked because you have deselected
them in Customizing.

All other attributes are equal. The system displays a message telling you that a
duplicate invoice has been found.

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If, for example, you had selected the reference document number in Customizing, the
system would check this and recognize that this invoice is different to the previously
entered invoice. The system would not have displayed a message.

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Check for Duplication of Invoice Entry

Use
In the vendor master, set whether the system should check for duplicate invoices.

The check for duplication of invoice entry aims to avoid invoices being accidentally created
and paid twice.

When you enter invoices, the system first checks whether the accounting documents in
Financial Accounting and then documents in Logistics Invoice Verification – only those that
contain errors or that were entered for verification in the background – match up according
to the following criteria.

▪ Vendor

▪ Currency

▪ Company code

▪ Gross invoice amount

▪ Reference document number

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▪ Invoice doc. date

The system only checks invoices. It does not check credit memos or subsequent credits/debits.
When you create a duplicate invoice, the system displays a warning or error message,
depending on your settings in Customizing.

Note

Exception

For the Argentina country version and for documents in Financial Accounting, both
invoices and credit memos are checked for duplicate entries.

If a previously created document is canceled and then created again, the system does not
display a message.

Integration with Financial Accounting

One of the following checks is performed in Financial Accounting, depending on the entry in
the Reference field:

1. If you enter a reference document number in the current invoice or credit memo, then
the system checks for previously posted invoices or credit memos in Financial
Accounting that match the following attributes:

▪ Company code

▪ Vendor

▪ Currency

▪ Document date

▪ Reference document number

1. If you do not enter a reference document number in the current invoice or credit
memo, then the system checks for previously posted invoices or credit memos in
Financial Accounting that match the following attributes:

▪ Company code

▪ Vendor

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▪ Currency

▪ Document date

▪ Amount in document currency

Your system settings determine whether the system sends a warning or error message when
it finds an invoice or a credit memo that matches all the relevant attributes.

Prerequisites
In the vendor master record, select the Chk double inv. (check for duplicate invoice) on
the Payments in Accounting screen.

The system only checks for duplicate invoices in Logistics Invoice Verification if you enter the
reference document number when entering the invoice.

In the Implementation Guide (IMG) for Logistics Invoice Verification, you can define that the
following characteristics are not checked:

(Logistics Invoice Verification Incoming Invoice Set Check for Duplicate Invoices)

▪ Reference document number

▪ Invoice date

▪ Company code

The result of this is that the system is more likely to find a duplicate invoice, as it checks fewer
characteristics.

Note

Note, that if you deselect the Company Code field this can have a negative effect on system
performance. This is because the system then checks numerous documents from existing
company codes.

Features
During the check for duplicate invoices, the system compares the following entered attributes
in the standard system in Logistics Invoice Verification:

▪ Reference document number

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▪ Invoice date

▪ Gross invoice amount

▪ Currency

▪ Vendor

▪ Company code

Example

Connection Between Settings in Customizing and Entering a Duplicate Invoice

In this example, the fields reference document number and company code are not selected
in Customizing for Logistics Invoice Verification. This means that these characteristics will not
be checked.

Now you enter a new invoice as set out in the example. The reference document number and
the company code are not the same, all the other characteristics have the same values. The
system displays a message telling you that the invoice is a duplicate entry.

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If, for example, the reference document number is selected in Customizing, then the system
checks this and recognizes that this is different from the previously entered invoice. No
message is displayed.

On this page

• Use

• Integration with Financial Accounting

• Prerequisites

• Features

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Check if invoice already entered under journal entry 5100000031 2024

Diagnosis

The system is required to perform a check to prevent duplication of invoice entry for the
supplier whose invoice you are currently entering.

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An invoice with data that corresponds to your data for the following fields has already been
entered in accounting numbered 5100000031:

• Company Code

• Document Date

• Reference

• Currency

• Supplier

• Amount

It is likely that the same invoice will be entered twice.

Note:

The category of this message can be changed in Customizing for Invoice Verification. This
means that you can receive a message as an error message even though it is defined as a
warning message in the standard system.
The following documentation deals with the case applicable to the standard system only.

Procedure

Check your input and correct it if necessary. If your input is correct, compare the current
invoice with the original document of invoice 5100000031.

Message no. M8108

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