If the same receipt or invoice is uploaded more than once, Dext Prepare can automatically detect and merge the duplicated items.
You can configure your settings to merge duplicate items automatically, be notified and review them yourself or turn it off.
These settings can be applied as a default rule to all, turned off for a specific supplier and bulk edited for multiple suppliers.
Please note:
- For items set to be automatically reviewed & merged, duplicate items will be deleted and can be found in the submission history.
- Turning off auto-merge or reviewing duplicates will create duplicate items in Dext Prepare if the same document is added more than once
- Items that are a potential duplicate of an item that has been archived will show in the cost workspace as a potential duplicate
- Receipts will be merged if the supplier, date, total amount and submitter are the same.
- Invoices and Credit Notes will be merged if the supplier, total amount and reference number are the same.
- If there are two (or more) items, and one is missing important fields such as the invoice number or the date then the two items will not be merged.
- Merged items will be indicated with a note.
Use the unmerge tool to separate merged items back into single entries on Dext Prepare.
Settings:
Account Level Settings:
1. Go to ‘My profile’ > ‘System Settings’
2. Then ‘Duplicate Items’
3. Selects account level rule from dropdown list
Supplier Rules Settings:
1. Turns off auto-merging for an individual supplier
2. Go to ‘Suppliers’ > ‘Supplier Rules’
3. Then ‘Merge duplicate items’
4. Selects supplier level rule from dropdown list
Bulk Edit Supplier Rules:
1. User clicks ‘Suppliers’
2. Select multiple suppliers via checkboxes
3. Click ‘Bulk Edit’
4. Select supplier level rule from dropdown list labeled ‘Merge duplicate items’
Reviewing duplicate items:
1. To review duplicate items click on either:
a) the amber pulsar in the costs workspace > ‘Review items’ or
b) the flash banner on the item detail page > ‘Review items’
2. A modal to review the duplicate images will load
3. The duplicate items can be reconciled the following ways:
a) Click ‘No, it’s a different purchase’ button > ‘Done’ > you will be returned to the cost inbox or item detail page.
(Items marked as non duplicate are sent to the inbox as a new separate item.)
b) Click ‘Yes, it’s the same purchase’ button > click to ‘Delete image’ or ‘Attach image to original purchase’ to remove or keep the duplicate image
