Duplicate document checking in Zudello

Zudello helps prevent unnecessary work and overpayments through automated duplicate checking at multiple stages. This guide explains how duplicate checking works and what to do when duplicates are found.

Best practices

To ensure the fastest and most accurate duplicate checking within your teams:

• Avoid creating new versions of documents (e.g. by printing to PDF) before uploading them to Zudello
• Review potential duplicates carefully before deletion
• Verify ERP records when alerted to possible duplicates
• Ask customers and suppliers to use unique, non-repeated document numbers
• Ensure all users on your team are familiar with the following duplicate checking procedures

Understanding duplicate checks

Zudello performs duplicate checking:

1. When a document is uploaded
2. Against other documents in Zudello when a document is opened
3. Against your ERP when a document is opened

On-upload duplicate detection

When you upload a document, Zudello automatically checks if that exact document has been processed before:

• For manual uploads, you receive an error message with a link to view the existing document.
• For emailed documents, Zudello automatically moves duplicates into a hidden Duplicate status.

Document opening duplicate detection

Each time you open a document, Zudello checks for existing documents with matching:

• Document type
• Document number
• Matched supplier/customer

If Zudello finds a potential duplicate within Zudello, you see the following message at the top of the document:

A possible duplicate was found. View duplicate

If Zudello finds a potential duplicate within your ERP, you see the following message at the top of the document:

A possible duplicate was found in your accounting system

Handling potential duplicates

Handling duplicates within Zudello

When Zudello identifies a potential duplicate within Zudello:

1. Click View duplicate to compare the documents side by side.
2. Review both documents carefully to determine if they are true duplicates.
3. If they are duplicates:
   • Click Delete under the document you want to remove.
   • Click Yes to confirm deletion.
4. If they are not duplicates:
   • Ignore the warning.
   • Continue processing the documents as normal.

ERP duplicates

When Zudello identifies a potential duplicate in your ERP:

1. Stop processing the document
2. Check your ERP
3. Verify whether you have already received and processed the document
4. Determine if further processing is needed
5. If the document is a duplicate, archive it within Zudello
6. If the document is not a duplicate, continue processing as normal

Need help?

Contact your organisation administrator or Zudello support for assistance with duplicate checking and document processing.