This can be acheived by carrying out the requisite configuration in the transaction
– OMRDC.
Whether the duplicate invoice checks would consider the fields Company Code,
Reference Document Number and Invoice Date would depend upon whether these fields
are configured as activated or deactivated in OMRDC.
Description Transaction Code
Set Check for Duplicate Invoices OMRDC
Screenshot of Duplicate Invoice Check Configuration:
Fields checked in case of FI Invoices:
The fields to be checked to identify duplicate invoices in the case of FI invoices depend
upon whether the reference document number is filled or not.
Reference document number is NOT filled up:
In the cases where the reference document number field is not filled up, the following
fields would be checked to identify duplicate invoices:
Company Code
Vendor
Currency
Invoice Date
Amount in document currency
Reference document number is filled up:
In the cases where the reference document number field is filled up, the following fields
would be checked to identify duplicate invoices:
Company Code
Vendor
Currency
Invoice Date
Reference document number
Introduction:
When I was sent on my first assignment on starting out my career as an apprentice with
an Auditing firm, the first instruction that was handed out was to cross check all the
Invoices with their Purchase orders and the GR documents.
If all the documents were in place they had to be marked with a green tick. And if by
any chance any instance was noticed wherein all the documents were not in place, it
was a probable duplicate invoice posted in the system and it had to be marked with a
red mark to be digged in further.
At that time, I used to wonder if there was any automated system to do this manual
task or even better to prevent any of this from happening, it would have been great.
SAP has an answer to address this issue.
Object of the document:
This document is an attempt to analyze the issue of duplicate invoice postings and ways
to prevent them.
The document covers:
Brief introduction to Duplicate Invoices
Possible reasons for Duplicate Invoice Postings
Holistic approach to be adopted to prevent Duplicate Invoice Postings
Detailed overview of the processes available in SAP to prevent Duplicate Invoice
Postings
Example illustrating the duplicate invoice check process in SAP
Duplicate Invoices:
Duplicate Invoice postings happen when a single invoice received from a vendor is
posted in the system more than once and consequently paid more than once.
Reasons for Duplicate Invoice Posting:
Duplicate Invoices might be posted in the SAP system because of various reasons such
as:
Vendors sending invoices more than once because of delay in payments or
misplacement of invoices
Invoices posted twice because of simple inefficiency of accounting staff
Duplicate Invoices posted by staff with an intention to defraud the organization
Duplicate Invoice Posting which can be prevented:
Duplicate invoice postings and consequent payments made as a result of AP staff
colluding with vendors with an intention to defraud the organization would require
targeted efforts to detect and prevent.
In cases other than the above, duplicate invoice postings can be prevented by adopting
the inbuilt features and processes in SAP.
Holistic Approach to Prevent Duplicate Invoice Postings:
Implementing the inbuilt processes in SAP for checking Duplicate Invoice Postings will
not eliminate the risk of duplicate invoice posting arising because of collusion of AP staff
to commit fraud.
But it will certainly help in making the system more robust and reduce the chances of
duplicate entries because of reasons other than fraud.
A holistic approach to mitigate the risk of duplicate invoice postings includes:
Restricting the access to create vendor masters to authorized people only and
preferably staff from non-AP functions
Putting in place framework for preventing creation of duplicate vendors
Creating a framework for identifying and blocking vendors that do not have any
transactions in say, previous three months
Making certain fields like Bank Account Number, Alternate Payee etc. in the
vendor master as sensitive fields, requiring approval by authorized persons, for
making changes
Use the PO process for most, if not all procurements
Use the three way check (Purchase Order, Goods Receipt and Invoice
Verification)
Limit the usage of Non-PO processes for procurement
Adopting the process of parking, posting and approving of invoices by different
users, to record invoices.
Making the Header Reference Number field as a mandatory field for all the
document types used for posting vendor invoices
Making requisite configuration settings to achieve the duplicate invoice checks in
case of Logistics Invoices.
Finally, creating programs for identifying duplicate payments which have passed
through despite the best efforts
Processes to be adopted in SAP to carry out a check for Duplicate Invoice
Posting:
In SAP there is an inbuilt check for ensuring that duplicate invoices are not posted.
The check can be achieved by a combination of the following:
Vendor Master data maintained with Indicator for duplicate invoices and credit
memos checked
Message to be displayed on entering a duplicate invoice should be maintained as
– Error Message Type
Additional parameters configured in SPRO to control the fields to be checked in
case of Logistics Invoice Verification
Making the Reference document number field as a mandatory field for all the
document types used for posting vendor invoices
Maintain the field – Check Flag for Double Invoices and Credit Memos (LFB1-
REPRF), as mandatory, for the account groups being used for vendors
Duplicate Invoice Check – Relationship with Invoice Type:
The Duplicate Invoice check carried out by the system will depend upon whether the
invoice is a:
FI Document or
Logistics Invoice document
Process Flow of Duplicate Invoice Check depending upon Invoice Type:
Fields checked in case of Logistics Invoice Verifiaction:
In case of Logistics Invoice, the following six fields would be checked to identify
duplicate invoices in standard SAP:
Company Code
Vendor
Currency
Gross Invoice Amount
Reference document number
Invoice Date
Out of the above fields, there is an option available to skip the checking of any of the
following three fields while trying to identify duplicate invoices:
Company Code
Reference document number
Invoice Date
This can be acheived by carrying out the requisite configuration in the transaction
– OMRDC.
Whether the duplicate invoice checks would consider the fields Company Code,
Reference Document Number and Invoice Date would depend upon whether these fields
are configured as activated or deactivated in OMRDC.
Description Transaction Code
Set Check for Duplicate Invoices OMRDC
Screenshot of Duplicate Invoice Check Configuration:
Fields checked in case of FI Invoices:
The fields to be checked to identify duplicate invoices in the case of FI invoices depend
upon whether the reference document number is filled or not.
Reference document number is NOT filled up:
In the cases where the reference document number field is not filled up, the following
fields would be checked to identify duplicate invoices:
Company Code
Vendor
Currency
Invoice Date
Amount in document currency
Reference document number is filled up:
In the cases where the reference document number field is filled up, the following fields
would be checked to identify duplicate invoices:
Company Code
Vendor
Currency
Invoice Date
Reference document number
Illustration of Duplicate Invoice Check:
SAP Configuration – Define the field Double invoice validation as mandatory
field:
Maintaining the field status of the field – Double invoice validation as a required entry
field will ensure that whenever a vendor master is created the field Check Flag for
Double Invoices or Credit Memos in the Payment Data tab of the company code
segment of the vendor master is always checked.
Description Transaction Code
Define Screen Layout per Company Code (Vendors) SPRO
Screenshot of Field Status of Double Invoice validation field marked as
mandatory:
Master data – Maintain Vendor Master:
Description Transaction Code
Create/Change vendor master FK01/FK02/XK01/XK02
Screenshot of Vendor Master Data:
SAP Configuration – Change Message Control:
Maintain the message – Check whether document has already been entered
under number & & & as an Error message type.
This will put a hard stop to the process of duplicate invoice being posted in the system.
If the message is not maintained as an error message the system will display the
message as a warning or information and allow the user to go ahead and post the
duplicate invoice.
Description Transaction Code
Check Message Control OBA5
Screenshot of Error Message maintained:
SAP Configuration – Maintain Document Type:
Maintain the field – Reference Document Number (XBLNR) in all the document types
used for posting vendor invoices as requiring an entry while posting invoices.
This will make the user mandatorily enter a Vendor Invoice number in the field. This will
aid in the process of duplicate invoice check in the system.
Description Transaction Code
Maintain/Change Document Types OBA7
Screenshot of Document Type with Reference document number field marked
as mandatory:
Transactional data 1 – for illustrating Duplicate Invoice Check process:
Description Transaction Code
Enter Vendor Invoice FB60
Post an Invoice against a vendor.
In the example an invoice is posted against a vendor with the following parameters:
Company Code – 0001
Vendor – TESTVENDOR
Currency – EUR
Invoice Date – 19.12.2012
Reference document number – DUPL1
Screenshot of Document entered
A document is posted with number 1900000005 as displayed above.
Transactional data 2 – for illustrating Duplicate Invoice Check process:
Description Transaction Code
Enter Vendor Invoice FB60
Try to post a Duplicate Invoice against the same vendor with the same parameters as
already mentioned above.
In this example an invoice is tried to be posted against the same vendor with the
identical input parameters as already entered for document – 1900000005:
Company Code – 0001
Vendor – TESTVENDOR
Currency – EUR
Invoice Date – 19.12.2012
Reference document number – DUPL1
After entering the input parameters when the save button is clicked an error message is
displayed – Check whether document has already been entered under number
0001 1900000005 2012
