How To Check For Duplicate Invoices

VAT4U created a feature that is running an automated batch duplication check on your invoices to strengthen compliance.

👉 Why is duplicate identification essential?

Most processes and TEMs lack the ability to identify all duplicate invoices. With a thorough duplication check, compliance is increased because the risk of claiming VAT twice is eliminated. Ultimately, you will be able to recover more cash as 1 identified duplicate bears on average the same financial effect as recovering VAT on 10 invoices.

👉 How to use the feature?

  • Go to Manage Expenses on the left side menu.
  • Select the scope of the data you want to work with (entity, invoice date period, etc.).
  • Once the data has loaded, play with the filters to select the invoices you want to check for duplicates.
  • Click on Batch actions and Run duplicates check.

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  • Click on Next.
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  • The batch edit window shows you how many invoices were scanned and how many potential duplicates there are with a probability score of 0%, 10%, 50%, 70%, and 100%.
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Duplication probabilities:

100% - Entity, VAT amount, invoice date, vendor name, and invoice number are identical.

70% - Entity, VAT amount, invoice date, and vendor name are identical.

50% - Entity, VAT amount, invoice date, and invoice number are identical.

10% - Entity, VAT amount, and invoice date are identical.

0% - The invoices show no signs of duplicate features.

  • Click Update and close the batch edit window.
  • Now, you can see all invoices that are potential duplicates. In the example below, duplicates with a probability of 70% are shown for foreign 8th Directive as well as 13th Directive claims. You can adjust the filters according to your preferences to gain a better understanding of the duplicates. The filter "Duplication key" acts as an ID showing which invoices are duplicates of each other, i.e. the same duplication key for two or more invoices indicates they are duplicates.

  • To further analyze the duplicates, we advise filtering by 100%, 70%, and 50% Duplication probability first, as well as sorting (ascending/descending) by Duplication key. Click on the ID number of an invoice (make sure the ID filter is activated) to see the transaction image and compare it with the other duplicate(s). Here, you then decide which invoice to keep and which invoice you possibly exclude.

Tip: You can run duplicate checks at any point in time while processing your data.

Tip: We recommend setting a default view to check for duplicates so that you do not have to adjust the visible / hidden fields every time. For example, you could select such fields as invoice number, vendor name, VAT number, invoice date, etc. to gain a better overview of your duplicates and to verify the duplication check without opening up each invoice image separately.