Accounts Payable Duplicate Invoice Audit Tool
Introducing mightymacros Dat Add-in
mightymacros Dat add-in is designed to identify uncaptured duplicate invoices before they become duplicate payments.
If you are looking for a tool that digs deeper to find duplicate invoices and payments, then you have come to the right place. ERP and accounting systems are often heavily relied upon as a backstop, and users rarely understand or question system logic. Large systems, in general, are not specifically designed for detecting duplicate invoices. These systems may provide some assistance, but there are limitations, and duplicate invoices will pass through their safety net. Invoice document information is not always clear and consistent. At times it can be difficult to read and process, resulting in mistakes on entry.
Mistakes on entry into a system can result in invoice duplications:
If you are looking for a tool that digs deeper to find duplicate invoices and payments, then you have come to the right place. ERP and accounting systems are often heavily relied upon as a backstop, and users rarely understand or question system logic. Large systems, in general, are not specifically designed for detecting duplicate invoices. These systems may provide some assistance, but there are limitations, and duplicate invoices will pass through their safety net. Invoice document information is not always clear and consistent. At times it can be difficult to read and process, resulting in mistakes on entry.
Mistakes on entry into a system can result in invoice duplications:
- Alpha and numeric substitutions of I, l, 1, O,0, Z, 2, B,8, 5, S in the invoice reference.
- Special characters and spaces inserted or omitted from the invoice reference
- Incorrect field entries (dates or amounts in the reference field)
- Typos
- Incorrect dates
- Incorrect vendor postings
- Duplicate vendors or companies
- Incorrect document types (PO & Non-PO)
- Incorrect amounts or currencies
- Any combination of the above
It would be simplistic to trust an accounting system to manage and prevent all duplicate entries. The identification in some cases can only be verified by a deeper and detailed analysis, using a list of potential duplicates. mightymacros DAT add-in is lightweight and affordable and is designed to provide a list of potential duplicates invoices. mightymacros Dat add-in uses SQL logic, no secret algorithm or mystery to it, put simply, it strips the reference field of special characters and interrogates invoice data with more than 50 SQLs and looks for subtle changes to the invoice reference and other variables extracting them as matching items, keeping it all together, making it simple to analyse, record and track.
Dat add-in is designed to assist accounts payable and P2P staff, in the identification and prevention of unwanted duplicate payments. The tool installed within MS Excel, offers a non-intrusive option for scanning your invoice information for duplicate transactions, meaning no external contractor or third party gets to handle your sensitive information.
mightymacros Dat add-in is designed for regular use, ideally to be used for validation prior to a weekly payment run.