Duplicate check
The SMACC tool has an integrated duplicate check. It detects 100% duplicates and identifies potential duplicates.
If a 100% duplicate is detected, the new document is automatically moved to the “deleted documents” folder and the user will be informed.
Here it does not matter which way the documents are uploaded. If a document is uploaded the first time via direct upload and the second time via e-mail upload, it will still be identified as a duplicate.
Note: The deleted documents section only includes inactive documents. This prevents an invoice from entering the approval process or even the payment area more than once. Documents are never permanently deleted.
100% duplicate
- Document is uploaded multiple times
- Hash values of the documents are identical
- The first document arriving in the tool remains, all others are automatically moved to the “deleted documents” folder
Potential duplicate
Potential duplicates are identified based on the following criteria:
- Identical sender
- Invoice number identical
- Invoice date different from original document or total values different from original document
Processing of a 100% duplicate
- Open deleted documents (main menu/deleted)
- Open the document
- Dropdown Solve duplicate problem: Select “This document is not a duplicate”
- The document can now be processed in the scheduled process.
Note: Please always take 100% duplicate warnings seriously. Otherwise, double processing of invoices including double payment may occur.
Processing of a Potential duplicate
- Open the document
- Dropdown Solve duplicate problem: Select “This document is not a duplicate”
- The document can now be processed in the scheduled process.
Note: Please always take duplicate warnings seriously. Otherwise, double processing of invoices including double payment may occur