Question

Duplicate Invoice numbers

Laserfiche Business Processes

Updated April 25, 2022

asked on April 24, 2022

Is there a way to write a process for LF to search the repository for duplicate invoice numbers when submitting new submission on a form? We are running into a lot of duplicated work and trying to come up with a way to stop the duplicate submissions.

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replied on April 25, 2022 • Show version history

Hi Sara,

Assuming 'Invoice Number' is a template field in your repository and a field on the form in question, a simple solution could be to create a workflow that accepts the form into the repository, retrieves the Invoice Number from the template field, and runs a search to find documents with the same invoice number, but not the same entry ID (to exclude your starting entry from the results). If that search finds results, you can have workflow take whatever action is necessary (delete the document, email someone about a duplicate, whatever) or just file the document away wherever it's supposed to go if it's not a duplicate.

Let me know if that makes sense or not.

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replied on April 25, 2022 • Show version history

Hi Sara,

My suggestion would be to perform the duplicate check VIA workflow in the forms process before the docoument even makes it to the respository.

In the below example, I'm using Laserfiche cloud with Smart Invoicing (SI) with Vendor Identification enabled.

After SI does it's magic, the vendor and Invoice number is passed to a workflow were I use the "Search Respository" workflow task to look for the Vendor / Invoice number extracted.

BP Process:

Process Automation Workflow:

If a duplicate is found, I capture the entry ID and URL to re-display back in the form during my AP Review step and also update a DupCheck Output token that I use in a conditonal gateway to send my flagged instances for review.

Best of Luck!

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Duplicate Invoice numbers

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