Use this screen to print the Duplicate Invoices Report. This report, which includes both accounts payable and purchase order vouchers, provides a list of the vouchers that have been entered using identical invoice numbers for the same vendor. We recommend that you print this report as part of your Accounts Payable process, as it provides a valuable internal control tool for ensuring that you are not paying twice for the same good or service. Vouchers appearing on the Duplicate Invoices Report should be researched. If the invoice number is to remain as a duplicate, you may want to document the reason on the report and retain it with your other Accounts Payable reports.
The report lists the unposted vouchers with duplicate invoice numbers for the same vendor. If there are any unposted vouchers that have a duplicate invoice number found on a posted voucher, the posted voucher also will be listed. However, if all the vouchers using a duplicate invoice number for the same vendor have been posted, they will not be listed on the report; it is assumed that these vouchers already have been researched and approved for posting.
Print the Duplicate Invoices Report after reviewing the entered vouchers on the Voucher Edit Report. Print it before the approval and posting process, so the approving personnel will be assured that this internal control measure has been completed before starting the check process.
Any report that contains duplicate invoices should be retained, along with any documentation explaining the reason for the duplication. You may want to retain all Duplicate Invoices reports, to have a record of invoice number crosschecking as part of your system controls.
Use this drop-down box to select the range of vouchers to be printed. Valid options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."
Enter, or use Lookup to select, the starting voucher for the range you want to include. If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.
Enter, or use Lookup to select, the ending voucher for the range you want to include. If you select "All," "One," or "To End" in the Range Option field, this field will be inactive.
Use this drop-down box to select the range of user IDs to be printed. Valid options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."
Enter, or use Lookup to select, the starting user ID for the range you want to include. If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.
Enter, or use Lookup to select, the ending user ID for the range you want to include. If you select "All," "One," or "To End" in the Range Option field, this field will be inactive.
Select this radio button to match the invoice numbers based on the vendor name.
Select this radio button to match the invoice numbers based on the vendor ID. You may find this selection helpful if your vendor files contain the same vendor name more than once.
The information for this report is taken from a comparison of the invoice number and vendor ID (or vendor name) in the Voucher Header and Voucher Header History tables.