Duplicate Invoice Alert Script
Sometimes accounts payable/finance departments receive a hard copy of an invoice and begin processing it. They may then receive another copy of the same document via e-mail, fax or another channel. Both versions of the same content can go into the ECM repository and workflow, leading to redundant effort during the matching, vouchering and approving process — and possibly even issuing a duplicate payment to a vendor that later needs voiding. If multiple duplicate payments aren’t caught until the end of the month, quarter or fiscal year, this issue creates added stress at a peak time when employees can least afford to be wasting effort.
Luckily for you, help is at hand. Shamrock created a duplicate document script that alerts the appropriate AP/financials staff member as soon as two or more versions of the same invoice appear in your ECM software. This way, one iteration can be securely managed while another is purged, ensuring a hassle free matching, vouchering and approving process. The solution also helps staff avoid redundant effort at month, quarter and year end, and limits risk by preventing duplicate vendor payments.