How to view and handle duplicate invoices - NextGen

Modified on Wed, 21 Feb at 4:24 PM

This article relates to the Quadient AP NextGen UI, which is being released to our customers on a rolling basis. To learn more about the NextGen UI, please reach out to your Customer Success Manager.

Please Note: There are ongoing updates to the Invoice and Purchase Order Header Details view. Your Header Details may look slightly different from what you see in the screenshots below.

Quadient AP flags invoices with the same invoice number and vendor as duplicates. Duplicates are indicated by the red page icon under the Actions column. You can utilize a search filter to see all potential duplicates in Quadient AP at a glance.

View all duplicate invoices using a search filter

Navigate to the All tab to view invoices in all statuses. Under the More filters dropdown, select Duplicates. Select Yes under Duplicates to view all potential duplicate invoices in Quadient AP.

The filter result will show all potential duplicate invoices. Click on the duplicate icon to view the potential duplicates for that invoice.

View duplicate invoices individually

To view the specific duplicates for one invoice, click on the duplicate icon under the actions menu. This will show you only the potential duplicates for that invoice.

How to handle duplicate invoices in Quadient AP

All potentially duplicate invoices should be verified before the invoices are submitted for approval. If the flagged invoices are duplicates, delete the additional instances of the invoice. You can learn how to delete invoices here.

If the invoices are not duplicates, edit the additional invoices to ensure the invoice coding is correct. Depending on the invoice status, you may need to reset the invoice before you can make any edits. You can learn how to reset invoices here.