Accounts Payable duplicate checking will work without the purchase of Multi-Company A/P. This option can be enabled via a switch in A/P Company Maintenance > Multi-Co Options Tab in the Intercompany Duplicates box located at the bottom of the screen.

Check/uncheck the box to enable/disable inter-company duplicate checking.

When enabled, you must fill in a master company. This should be the company that receives most of the invoice data entry. Once you have enabled this and filled in the master company, it will create a cross-reference that will be updated with each invoice update. (You can see the invoices in the cross-reference by going to the vendor Sub-Account, AP Options Tab, and clicking on Duplicate Check Inquiry). You must then go into each subsidiary company and enable duplicate checking, filling in the same master company. Each subsidiary will add to the cross-reference upon invoice update, allowing the payable to be added to any company without fear of duplicate entries across companies. For this option to work, all companies must have the same Sub-Table. Additionally, if a vendor is used in more than one company, the Sub-Account codes need to be the same in order for the system to look for duplicates. Finally, the duplicates can be based on the Invoice # only or the Invoice # and the Invoice Date. An error will occur if Invoice #'s are duplicated.

Duplicate Checking Across Multiple A/P Accounts

If you have multiple A/P accounts set up in your company, the system’s Intercompany Duplicate Checking feature will look at the multiple A/P accounts for duplicate invoices even if your company does not use Multi-Company A/P.

Setup:

1. In the Accounts Payable module > Master File Maintenance > Company A/P Options > Multi-Co Options Tab – Check the box to “Enable Intercompany duplicate Checking. Enter the Master Company, and choose the option that duplicates will be based on.
2. Ensure that each A/P account has the same Sub-Table attached to the account.

Example:

An invoice is entered into the 2010 A/P account.

Unknowingly, the same invoice is entered again but to a different A/P account.

The system immediately catches the duplicate invoice!

Duplicate Checking Across Multiple Companies

The system will perform duplicate checking across multiple company setups using the Intercompany Duplicates feature in the Accounts Payable module.

Setup:

1. In the Accounts Payable module > Master File Maintenance > Company A/P Options > Multi-Co Options Tab – Check the box to “Enable Intercompany duplicate Checking. Enter the Master Company, and choose the option that duplicates will be based on. Do this in each company that you want the system to look for duplicates in.
2. Ensure that each A/P account has the same Sub-Table attached to the Account. Additionally, the Sub-Accounts must have the same Sub-Account code in each company for the system to identify duplicate invoices.