Q26: How to not process duplicate bills and sale invoices?

Duplicate Bills

For bills, at the time of exporting to your accounting software, we will check the supplier name, invoice number and invoice amount in your accounting software. If there is a bill with same data for these 3 fields, we have found a duplicate. The duplicate bill that we export to your accounting software will then be deleted.

To use this function, enable duplicate checking in EzzyBills (Settings > Account Settings > “Check for Duplicates”). This setting works for Xero, QuickBooks, and MYOB users.

If exporting to Simpro, Simpro will not allow the same invoice number to be receipted twice to the same PO. Therefore, a duplicate will lead to a Simpro error and therefore cannot be receipted.

Receipts (=small purchase dockets)

For purchase receipts, if we determine it is a receipt, we won’t do duplicate detection.

Approval

During the approval stage, which generally occurs before exporting, we do not check for duplicates: A bill may be emailed for you to approve even though the same bill has been approved before.

Sale invoice duplicate checking

For sale invoices, most accounting systems do not allow the same invoice number to be used more than once. Therefore, we would not be able to export duplicate invoices to your accounting software.

(Note: If you are a Quickbooks user, in your Quickbooks account, you may need to enable some settings to enable duplicate checking). Also, in Quickbooks, invoice numbers are not visible by default – to enable it: settings > company settings > sales > “Custom transaction numbers”.)

Trouble shooting for false positive (not duplicate)

1. How to re-export (new as of April 2023)

For Xero users, if duplicate was detected and the invoice failed to export, you can modify the invoice number and let EzzyBills re-export to Xero. To do so: login to EzzyBills, click “Search/Approve“, find the invoice, and click “Modify” link to modify the invoice number and then click “Save“. Then we will re-export the invoice to Xero.

2. How to avoid false positive?

For any supplier, if there is no invoice number on the invoice files, or an incorrect number has been extracted, please email to support@ezzydoc.com. We will be able to find a solution to avoid false positive duplicate detection in the future.