View full size ↗The everyday problem
The same supplier bill can reach your business through paper, email and a messaging app. Without a consistent intake process, different staff may treat each copy as a new purchase. A short duplicate check belongs before entry.
A workable process
Search existing records using the supplier, document reference and date. Compare the amount and line details when references are similar. Keep an intake note showing whether the document is awaiting entry, under review or completed, and assign one owner to uncertain cases.
A practical example
A photo arrives in the morning and the original paper copy comes with the delivery later. If the paper is passed to another operator without context, the purchase can be entered twice. Marking the shared reference as completed makes the second copy a supporting document instead.
Before you finish
Do not rely on the file name alone; photos are often renamed automatically. If a duplicate is found after entry, follow the approved correction process and review the related stock and supplier records.
Try this check with your team
Use the supplier and invoice reference to search before entering a document received by a second channel. Compare date, amount and line detail with the existing entry. Treat a corrected invoice differently from an identical reminder copy.
What the result tells you
If it is the same bill, retain or attach the additional source through your agreed procedure without making another purchase. If it is a correction, review the proper amendment process and the resulting stock and account effects.
See this workflow in Speed Plus.
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