Invoice duplicate check

Purpose

Detects possible duplicate supplier invoices by comparing invoice number, supplier, invoice date, currency, gross amount, purchase order, and line-item fingerprints, then separates exact duplicates from legitimate recurring charges.

Scope

Work only on the named source records and the deliverable fields described here. Preserve source wording, identifiers, dates, amounts, statuses, and citations. Excluded: contacting people, changing source systems, making approvals, or presenting a conclusion as a completed business action. The matching population is supplier invoices, not purchase orders, credit notes, expense claims, or recurring statements unless the source marks them as invoices.

Data basis

• The process-specific documents, spreadsheets, and record tables in the skill scope.
• The company policy, rubric, control matrix, template, or prior-period output named by this process.
• Run-specific period, audience, project, or decision brief when supplied.
• The matching population is supplier invoices, not purchase orders, credit notes, expense claims, or recurring statements unless the source marks them as invoices.

Result

Candidate pairs with match fields, rule, confidence, and citations. Invoice duplicate review {date}

Quality criteria

• Every material fact and finding cites its document section, page, timestamp, table row, or record ID.
• Counts, amounts, dates, and statuses reconcile to the named source population.
• Rule outcomes show the rule and preserve source values beside normalized values.
• Missing, conflicting, excluded, and estimated items have explicit statuses.
• The written result and structured output use the same row-level findings.
• The matching population is supplier invoices, not purchase orders, credit notes, expense claims, or recurring statements unless the source marks them as invoices.

Instructions

A duplicate candidate requires a shared supplier and matching evidence; recurring invoices with different service periods remain separate.

Adapt before use

Use the invoice image or record citation for the decisive number, supplier identity, and service period; a matching amount alone is never sufficient to label a duplicate. Use exact keys for supplier plus invoice number and near-match keys for supplier, currency, gross amount, and invoice date window. Compare purchase order and line-item hashes before assigning duplicate confidence.

• Add the company policy, rubric, control matrix, or approved format named in the Data basis.
• Map source column names, identifiers, status values, and date or currency conventions.
• Define the process threshold, escalation vocabulary, responsible review role, and retention rule.