Duplicate Invoices in Corpay Complete

In this article, you will discover how duplicate invoices are managed in Corpay Complete.

There are three ways an invoice is submitted to Corpay Complete:

• Email Alias: If your company’s vendors send their invoices to your accounts payable (AP) alias, a Corpay Complete implementation specialist will configure an email alias to Corpay Complete. The email alias enables vendors to continue sending invoices via email. 
• Vendor Portal: Vendors may submit invoices by clicking the Submit Invoices button in the Vendor Portal.
• Manual Upload: Users manually upload invoices from the Add Invoices dialog in the Invoices module.

Continue reading to discover how Corpay Complete addresses duplicate invoices in each method.

Duplicate Invoices from an Email Alias

Corpay Complete does not allow duplicate invoices that are submitted via an email alias and will not code duplicate invoices in the Invoice Inbox. However, customers have the option of allowing duplicate invoices to be processed. If chosen, duplicate invoices will be flagged with a duplicate tag.

Example Scenario

Vendor A submits invoice number INV2001 for $200 twice. Corpay Complete will process the first invoice available in the Invoice Inbox under Vendor-A INV2001 for $200. If duplicate invoice configuration is enabled, Corpay Complete will also show the duplicate invoice under Vendor-A INV2001-Duplicate for $200.

Standard Corpay Complete configuration will not process the duplicate invoice.

NOTE: Significant testing has been performed on Corpay Complete to evaluate and validate duplicate invoice logic, both internally and via external audit.

Non-standard Corpay Complete configuration will process the duplicate invoice under INV2001-Duplicate. This option is typically used by customers who want to see the volume of duplicate invoices.

Duplicate Invoices in the Vendor Portal

Duplicate invoices cannot be uploaded to the Vendor Portal. If a vendor attempts to load a duplicate invoice to the Vendor Portal, Corpay Complete will display an error message stating that “an invoice with this # has already been submitted.”

Duplicate Invoices from a Manual Upload

NOTE: To manually upload invoices to Corpay Complete on the Add Invoice dialog, users must have admin permissions or access to the Invoice module.

If a user attempts to add a duplicate invoice from the Add Invoice dialog, Corpay Complete will display an error message stating that “an invoice with this # has already been submitted.”