FAQ: What should I do if I find a duplicate document?
If Zudello flags a document with a Duplicate status during upload, or displays a Duplicate Warning Banner when you open a document, it indicates the system believes another identical or very similar document already exists.
Steps to Take:
- Review the Potential Duplicate:
- If flagged on upload (Duplicate status), open the document.
- If flagged via a banner, click the View Duplicate link in the banner. This usually opens a side-by-side comparison or navigates you to the potentially duplicated document(s).
- Compare Carefully: Examine both documents closely. Check:
- Supplier/Customer Name
- Document Number (Invoice No, PO No, etc.)
- Document Date
- Total Amount
- Line item details (if applicable)
- Determine if it's a True Duplicate:
- Yes, it's a duplicate: The documents are functionally identical (same invoice, same PO, etc.) and only one should be processed.
- No, it's not a duplicate (False Positive): The documents are unique despite similarities (e.g., same statement number but different dates, same PO number but different suppliers due to an earlier matching error).
- Action - If True Duplicate:
- Decide which document to keep (usually the one that has progressed further or has better data quality).
- Delete the unnecessary duplicate document record. Use the More Actions (...) > Delete option. This prevents accidental double-processing or payment. See Deleting and Archiving Documents.
- Action - If False Positive:
- You can typically ignore the warning banner.
- If the warning appeared because of an incorrect Supplier match or Document Type classification on one of the documents, correct that underlying data first. This might clear the duplicate warning automatically upon saving.
- Proceed with processing both documents through their normal workflows.
Always investigate duplicate flags carefully to avoid processing the same transaction twice or deleting a unique document needed for your records.
See also: Duplicate Document Checking in Zudello.
title: What should I do if I find a duplicate document? description: Guidance on how to handle documents identified as duplicates in Zudello. slug: /faq/troubleshooting/handle-duplicates sidebar_label: What should I do if I find a duplicate?
FAQ: What should I do if I find a duplicate document?
If Zudello flags a document with a Duplicate status during upload, or displays a Duplicate Warning Banner when you open a document, it indicates the system believes another identical or very similar document already exists.
Steps to Take:
- Review the Potential Duplicate:
- If flagged on upload (Duplicate status), open the document.
- If flagged via a banner, click the View Duplicate link in the banner. This usually opens a side-by-side comparison or navigates you to the potentially duplicated document(s).
- Compare Carefully: Examine both documents closely. Check:
- Supplier/Customer Name
- Document Number (Invoice No, PO No, etc.)
- Document Date
- Total Amount
- Line item details (if applicable)
- Determine if it's a True Duplicate:
- Yes, it's a duplicate: The documents are functionally identical (same invoice, same PO, etc.) and only one should be processed.
- No, it's not a duplicate (False Positive): The documents are unique despite similarities (e.g., same statement number but different dates, same PO number but different suppliers due to an earlier matching error).
- Action - If True Duplicate:
- Decide which document to keep (usually the one that has progressed further or has better data quality).
- Delete the unnecessary duplicate document record. Use the More Actions (...) > Delete option. This prevents accidental double-processing or payment. See Deleting and Archiving Documents.
- Action - If False Positive:
- You can typically ignore the warning banner.
- If the warning appeared because of an incorrect Supplier match or Document Type classification on one of the documents, correct that underlying data first. This might clear the duplicate warning automatically upon saving.
- Proceed with processing both documents through their normal workflows.
Always investigate duplicate flags carefully to avoid processing the same transaction twice or deleting a unique document needed for your records.
See also: Duplicate Document Checking in Zudello.