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cherylc

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Reply with quote  #1 
This question was raised during our Melb User Group Meeting on 2nd May.  I am looking forward to hearing other company's thoughts on this issue.

There are several possible explanations for a duplicate:

1.  The identifier fields on the original (proper) invoice definition are not drawn properly
2.  An invoice is scanned that is feint and the system could not read any of the identifier fields properly so it thought it was a first-time verification invoice and created a new invoice definition.
3.  The corporate group ID field is blank in one of the invoice definitions (note, you can reinstate the corporate group ID by opening the ID, manually select supplier from drop-down list, Save).

For number 2, there are two schools of thought.
a.  Readsoft recommend deleting all poor invoice definitions
b.  You could keep the feint invoice definition and optimise it.  If you regularly receive mixed resolution invoices for the same vendor (say a site within your company continually sends you invoices which they have photocopied or scanned using a poor resolution printer) then why fight it?  If you delete the feint invoice definition, soon enough you will have another one, and another one, and so on.  When you receive a good copy it should match to the sharp ID and if you receive a feint copy, it should match to the poor resolution ID.  Then give the feint ID a description like "feint one".  This might save more work in the long run.  Of course, some judgement is required as to how much work is involved in constantly deleting the duplicate and constantly having to manage the invoices in the first time verification inbox, against managing duplicate IDs in Optimise.  Nonetheless, the advice to delete all duplicate invoice definitions or all definitions of poor quality, should be considered carefully.

The interpretation engine in Invoices 5-7 is much better so after upgrading, mixed resolution invoices are less of an issue for us now.

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arnav

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Reply with quote  #2 

We are getting duplicate invoice definitions and sometimes in Verify MARCH becomes MAY, JAN becomes June

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cherylc

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Reply with quote  #3 
Hi Arnav, I am copying your second question into a new thread to make it easier for others to find if they have a similar problem.
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