This article will briefly explain how the Aerchain system reviews the duplicate invoices and notify the vendor to update and send them again.
Following are the Duplicate invoice posting scenarios:
If the supplier Id and Invoice number is the same
In situations when the new invoice is submitted by the vendor with the same invoice number and supplier id then, the Aerchain system identifies the new invoice and marks the invoice as Duplicate-Invoice Review status. It also sends it back to the vendor with an email and In-App notification. So, that the vendor corrects the invoice details and submits it again.
If the supplier Id, Invoice number, and Invoice date are the same
In situations when uploaded invoices for OCR extraction have the same supplier Id, Invoice date, and Invoice number, then the system again marks the invoice document as extracted duplicate-invoice review. You can check the reason for this status from the Activity timeline of the view page. As shown in the below image:
If the invoices uploaded are the same as the existing invoice in the system then it will be rejected and an email sent to the vendor. Otherwise, If it is just a system error, then it will be corrected and the OCR invoice process will be carried out and sent for approvals for invoice creation.