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Dynamics 365 Community / Forums / Microsoft Dynamics AX (Archived) / How to run a duplicate...
Microsoft Dynamics AX (Archived)

How to run a duplicate payment invoice report in AXR3?

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Posted on by Community Member

Hi,

Does anyone know how to catch duplicate invoices that were entered twice by transposing numbers or some human error mistake?

I know they do not allow 2 of the same invoices to get posted to the same vendor. However, if invoice#10040 gets posted and then someone tries to enter it again using invoice#10400 by accident this will post.  AX would let this post as they are two different invoice numbers but are really both for one invoice.

AX has to have some sort of report to catch duplicate payments.

Any ideas?

Thanks,

Michelle

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  • Brandon Wiese Profile Picture
    Brandon Wiese 17,788 on at

    I'm amazed how often this comes up.

    No matter how diligent your users are, they will enter the same number differently.  Some will enter leading zeros, some will not.  Some will include punctuation, and some will not.  Some will include the spaces, and so on.  Sometimes what you get each month is a statement which uses the same number over and over, and you have to invent a unique number to use each month, like the statement date, and we all know how many ways there are to enter a date.

    I've tried to tackle this many different ways.  Since you can't rely upon the Invoice number, anymore than you can rely on the Customer's PO number when trying to detect duplicate order at the time of order entry, what else can be used?  I've tried to detect invoices with the identical invoice amount within the same month or fiscal period, but then quite often the amounts legitimately repeat, i.e. subscriptions, etc.

    I've seen users pour over long exports of data trying to detect duplicate invoices by hand.  The problem is that you can't easily define "duplicate" in a way that produces a lot of positives without a lot of false positives.  And if you can, then let us know how, because it's a hard problem to be sure.

  • Suggested answer
    Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at

    Hi Michelle,

    Brandon is completely right, it is very hard avoiding that users enter duplicate invoices. When it comes to AX I could imagine that the auditing policies in the compliance module might help. You can define policy rules that help you searching for that. Yet, the crucial thing of the whole feature is how you setup those searches; that is what Brandon mentioned above. You can find some additional Information on this site: technet.microsoft.com/.../hh242643.aspx Probably have a look.

    Best regards,

    Ludwig

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