You'll see the matching status Invoice duplicate against an invoice if it has PO number as a fully matched invoice in iCompleat.
This could happen for a number of reasons, including:
- A supplier accidentally sends the same invoice twice.
- A supplier sends an invoice with the same PO number from an order they've already invoiced for.
- The invoice's matching order in iCompleat has already been incorrectly matched to another invoice.
You have three options for dealing with the Invoice duplicate matching status:
- Delete the invoice.
- Find a different order to match to the invoice.
- Unmatch the previously matched invoice so that you can match the new ‘duplicate’ to a different order.
An invoice with the Invoice duplicate matching status can't be processed. You can't submit the invoice for approval until you've resolved the status.
You need invoice matching enabled in iCompleat to resolve this matching status. Go to Enable invoice matching for more information.
Delete the invoice
You can delete an invoice with the Invoice duplicate matching status if you identify that it's a true duplicate and you want to remove it from iCompleat.
Follow the steps below to delete a duplicate invoice.
Step 1
On the homepage, select Manage invoices.
Step 2
The Unprocessed tray appears.
Hover over the invoice in the PO match column, and then select Delete.
Step 3
Enter your reason for deleting the invoice, then select Delete.
The invoice is now in your Deleted tray. It still has the matching status Invoice duplicate.
Find a different PO to match the invoice with
You can match an invoice with the matching status Invoice duplicate to a different order. You might do this if a supplier has accidentally added the wrong PO reference to an invoice.
Follow the steps below to match the invoice to a different order,
Step 1
On the homepage, select Manage invoices.
Step 2
The Unprocessed tray appears.
Hover over the invoice in the PO match column, and then select Find a PO.
Step 3
Select the correct supplier from the drop-down.
Step 4
A list of orders from that supplier appears.
Select the correct order.
Select the black arrow to the left of an order to see its line details.
If you have receipting switched on for the supplier, you'll only see fully receipted orders available to match.
Step 5
Select Match.
Step 6
Select Match to confirm.
The matching status of both the invoice and the order updates according to the matching setting selected in Company management.
Unmatch the previously matched invoice, and then match the new invoice
Sometimes, an invoice with the matching status Invoice duplicate might be the correct invoice, and you will want to delete its duplicate that's already iniCompleat and matched to the order. This could have happened because the duplicate in the system contained the wrong PO number and was incorrectly matched as a result, or simply because a user manually matched it to the wrong order by accident.
Follow the steps below to unmatch the duplicate invoice already in the system.
Step 1
On the homepage, select Manage invoices.
Step 2
Go to the tray where the incorrectly matched invoice is.
Hover over the invoice un the PO match column, and then select Undo match.
Step 3
Enter you reason for undoing the match, and then select OK.
The matching status of both the order and invoice is now None, and they can both now be matched to the correct transaction.
Match the new invoice to the correct order
Follow the steps below to match both invoices to the correct order.
Step 1
Go to the invoice tray where the invoice is.
Hover over the invoice in the PO match column, and then select Find a PO.
Step 2
Select the correct supplier from the drop-down.
Step 3
A list of unmatched orders from that supplier appears.
Select the correct order.
Select the black arrow to the left of an order to see its line details.
If you have receipting switched on for the supplier, you'll only see fully receipted orders available to match.
Step 4
Select Match.
Step 5
Select Match to confirm.
Step 6
The matching status of both the invoice and the order is now Matched.
