Preventing Duplicate Invoice Processing Across Legal Entities

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Posted on by HE-14010626-0

Hi Everyone,

One of our customers has identified that the same invoice from the same vendor can be processed across different legal entities. This presents a significant risk within the system.

I recall encountering a similar issue a few years ago but don’t remember the exact solution. Does anyone have recommendations on how to prevent this scenario?

Thanks,
Hisham

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Microsoft Dynamics AX

Dynamics 365 Finance

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AI-19030541-0 11 on at

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It’s definitely a serious risk if the same invoice from the same vendor can be processed across different legal entities. I remember dealing with something similar before, and a few approaches helped mitigate the issue.

One way to prevent this is by implementing a cross-company duplicate invoice check in Dynamics 365 Business Central. By setting up validation rules at the enterprise level, the system can flag duplicate invoices, even if they’re submitted under different legal entities.

Another option is using vendor invoice matching and approval workflows. Setting up 3-way matching (PO, invoice, receipt) can help catch duplicates, and automating approval workflows ensures that invoices are reviewed before processing.

If the system doesn’t already support cross-entity duplicate checks, a custom validation rule might be needed. Power Automate or a small extension could check invoice numbers across legal entities and trigger alerts if duplicates are found.

Also, if there isn’t already a centralized accounts payable process, it might be worth considering. A shared vendor database and a unified AP review process can add another layer of control.

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Adis 6,069 Super User 2025 Season 2 on at

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TheHi,

There is a parameter that checks for duplicates WITHIN a legal entity for vendor invoices. I dont think there is a global parameter oob

Kind regards, Adis

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André Arnaud de Cal... 301,109 Super User 2025 Season 2 on at

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Hi Hisham,

Out of the box there is no option to check for a duplicate invoice number across legal entities. You can achieve it with a customization.

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