3790985 - Duplicate Invoice Check Not Performed For Parked And Completed Supplier Invoices; Check Runs Only At Posting

• Duplicate invoice check does not run for supplier invoices saved as Parked and Completed.
• Multiple invoices with the same vendor, reference number, invoice date, and amount can be parked without any warning or error.
• The duplicate invoice check runs only when an invoice is posted and an accounting document is created; potential duplicates are then flagged.
• No warning or error appears during the parking stage.

• Workflow (Public Cloud)

1. Create a supplier invoice.
2. Save the invoice with status Parked and Completed.
3. Create a second invoice using the same vendor, reference number, invoice date, and amount.
4. Save the second invoice as Parked and Completed.
5. Observe that no duplicate warning or error is displayed.
6. Post the first invoice.
7. Create or post another invoice with the same details.
8. Observe that the system now runs the duplicate check and flags a potential duplicate.

• By design, the system does not check for duplicates while an invoice is only parked or saved as completed, because no accounting entry exists yet. The check compares a new invoice only against invoices that have already been posted.
• Effective stopping at posting depends on two settings: the duplicate message must be configured as an Error (not a Warning), and the supplier must be set to be checked (duplicate-check flag enabled).
• Invoices entered via automated channels (for example, external interfaces) and credit memos are not covered by this standard duplicate check.

1. Note that there is no standard setting to make the duplicate check run at the parking stage; this is by design.
2. Configure the duplicate message as an Error so that posting of a duplicate is stopped and cannot be bypassed.
3. Ensure the “check for duplicate invoices” flag is enabled for all relevant suppliers and review this regularly.
4. Implement a scheduled review of parked invoices (for example, via Supplier Invoices List) to identify potential duplicates before approval.
5. Add duplicate controls for automated entry channels and for credit memos, since they are not covered by the standard check.
6. If a parking-stage check is strictly required, evaluate a custom approach in a test system first, acknowledging it is not a standard feature.

• refer to: “Check for Duplication of Invoice Entry” (product help)
• refer to: “Maintaining Long Invoice Numbers to Avoid Duplication of Invoices” (product help)
• refer to: “Set Check for Duplicate Invoices” (configuration)

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