Duplicate Invoice Handling

Overview

TaprNext prevents the same invoice from being processed multiple times through duplicate detection. This addresses scenarios where vendors resend invoices, emails are reprocessed, files are uploaded repeatedly, or invoices arrive via multiple channels.

Detection Method

The system identifies potential duplicates by matching four criteria:

1. Vendor - Same supplier
2. Invoice Number - Exact or similar reference
3. Amount - Total within configured tolerance
4. Date - Same or close invoice date

An invoice receives a duplicate flag when all matching criteria align with an existing invoice.

Configuration Options

Navigate to Tapr Settings > Rules & Validation tab > Duplicate Invoice Handling section.

Duplicate Invoice Action

Suffix Mode (Default)

• Creates new invoice with modified reference (e.g., INV-001 becomes INV-001-2)
• Both invoices remain in the system
• Requires manual review and deletion of unwanted copy
• Best for organizations wanting to review all incoming documents

Replace Mode

• Updates existing draft invoice with new data
• Only one copy exists in the system
• Automatic handling without user intervention
• Only affects invoices in “Draft” status; submitted or approved invoices remain protected

Amount Tolerance

Default tolerance is 0.01. This setting accounts for minor rounding differences between submissions. Set to 0 for exact matching only.

Example scenarios:

• Original 1000.00 vs. New 1000.00 (tolerance 0.01) = Duplicate
• Original 1000.00 vs. New 1000.02 (tolerance 0.01) = Not duplicate

Best Practices

For Suffix Mode:

• Review inbox regularly for suffixed invoices
• Create filters for invoices with -2 or -3 suffixes
• Train AP clerks on identifying duplicates

For Replace Mode:

• Use only if confident vendors send corrections
• Monitor for unexpected data changes
• Consider starting with suffix mode, then transitioning after workflow maturity

For Amount Tolerance:

• Keep tolerance low (0.01) for strict matching
• Increase if rounding differences are common
• Account for currency-specific decimal conventions

Troubleshooting

False Positives: Check if invoice numbers are vendor-reused, verify tolerance settings aren’t excessive, and review vendor naming conventions.

False Negatives: Confirm amounts don’t exceed tolerance, validate vendor matching functionality, and check for invoice number formatting inconsistencies.