1947133 - Duplicate Scanned Supplier Invoices Created via Collaboration Window

You are using the Collaboration Window to automatically upload scanned invoice documents into your system. You notice that the documents are uploaded multiple times leading to exceptions of Possible Duplicates.

SAP Business ByDesign

Possible reason is that several employees are connected to the Collaboration Window simultaneously and they have defined the same Observed Folder in their settings. Consequently when files are placed in that Observed Folder, the same invoice gets uploaded several times before it gets moved to the UploadSuccess folder. To verify this, you can check the field Created By for the invoices. You can see that different employees are the creators. Furthermore in the tab Attachments for the invoice, if you check the File Name or Document Title, you will get the local path for the particular end-user to the Observed Folder.

Make sure that the scanned documents (PDF, txt,... files) are closed before the start of the upload via the Collaboration Window. Otherwise they cannot be moved to the UploadSuccess folder and if another user logs into the Collaboration Window later, another upload of the same documents will be triggered. The path to the Observed Folder should not be under the UploadSuccess folder either to avoid a subsequent upload.

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