Working an Exception Code 04: Duplicate Invoice

A duplicate invoice exception may be identified during voucher creation. When creating a voucher in OAKS FIN, a duplicate invoice detected message will display if attempting to create an invoice with the same invoice number as a previously created voucherpreviously created voucher.

To confirm the item is a true duplicate, complete the steps below.

1. Click Find an Existing Value tab.
2. Enter Business Unit for agency on invoice.
3. Enter Voucher ID from pop-up message window (or Invoice Number from AP Sorter page).
4. Click Search.

1. • After conducting a search, click the Recent Search ResultsRecent Search Results icon at the end of the breadcrumb navigation anytime to display the Recent Search Results in a pop-up window.

     

      

   • The voucher Summary tab displays.

5. Click ImageImage button to view the voucher.

   

    

6. Compare key details between the image on the referenced voucher and the image from the new invoice received (i.e., supplier name, amount, description of services/goods, service dates, etc.).

7. Review payment details on existing voucher in OAKS to verify payment confirmation.

1. Enter the necessary search criteria.
2. Click Search.
   • Payment Inquiry Result tab displays.

1. • If initial payment did not process correctly, resolve as applicable.
   • If invoice is not a true duplicate, change invoice number according to the "Determining Invoice Number" section and process as outlined in the Creating Vouchers section.
   • If invoice is a true duplicate, return to VOLT page and continue with steps below: