Accounts Payable Audit Tool

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Introducing mightymacros Free Duplicate Invoice Auditing Tools

Good judgement can easily be misplaced by the blind trust that we may place in AI and other systems to detect, capture, and prevent all duplicate payments. Your confidence can be better served, by simply including the use of any of the free duplicate auditing tools available on this site.

Accounts payable systems can have limitations, people do make mistakes, and the biggest mistake that you can make, is to rely upon a single resource to capture and prevent all duplicate payments. 

Invoice processing mistakes can be difficult to trace and even harder to find. Vendor duplication can happen when slack processes are in place and accounts payable systems are not fully equipped to interrogate and investigate their own information.
 
Common causes for invoice duplication can include:

  • Alpha and numeric substitutions of I, l, 1, O,0, Z, 2, B,8, 5, S in the invoice reference number.
  • Special characters and spaces inserted or omitted
  • Different document dates and or amounts
  • Incorrect entries or entries made into the wrong field
  • Missing characters or numbers in the invoice reference
  • Additional characters or numbers in the invoice reference
  • Numerical or character order sequence changes in the invoice reference
  • Incorrect vendor postings
  • Duplicate vendor postings
  • Incorrect document types (PO & Non-PO)
  • Incorrect currencies
  • Poor data management and control
  • Any combination of the above
mightymacros free auditing tools will help you to identify invoice errors and duplications. It will also assist you in the identification of invoice fraud by extracting and listing a history of duplicate invoices by vendor. All mightymacros auditing tools extract duplicate invoice results as matching items using Excel's sort function for each duplicate rule type, keeping the relevant information all together, making it easier to read, analyse, record and track.

For speed and efficient processing, mightymacros tools are all locally installed on your PC and operate from within Microsoft Excel's ribbon as displayed below:


Dat Addin ribbon

Accounts Payable Duplicate Invoice Analysis Process

The accounts payable tools rely on a standard set of invoice information that you upload into an Excel spreadsheet from an ERP or accounting system. The information is then uploaded into a SQL database, where it is analyzed by the program and returns a report back into an Excel workbook. The SQL database that Dat add-in uses is a localDB version of SQL Server Express having around 5 times the capacity of an MS Access database. Among other advantages, the localDB version does not require any configuration or administration by the user.
The output report displays a list of potential duplicate invoices that will require further investigation. The analysis process involves the user investigating the items before a confirmation can be made. For reporting purposes, the tool provides a standard list of comments in the form of a drop list that can be assigned once the status of the item being investigated has been confirmed. A history of the analysis is stored by uploading the comments made. Maintaining a comment history prevents rework, on items that are still open when the report is regenerated. Commenting also helps to identify the cause and frequency as well as to provide information on the performance of the tool.

The Accounts Payable Audit Tool Overview

  • Uploads invoices and bills to be paid to an SQL Server database
  • Analyses the data for similarities and differences across key variables that include the Date, Vendor, Amount and Invoice Number
  • Extracts a report of potential duplicate items to an output table along with any pre-existing comments, then sorts and splits the data onto separate tabs for analysis
  • Comments are then made against each item recorded for statistical purposes and for potential vendor fraud evaluation
DAT Process