Duplicate Bills

Overview

The Duplicate Supplier Bills bookkeeping data check page identifies bills that have a high probability of being duplicated in error.

For various reasons, but primarily due to human error, bills can be created within Xero multiple times.

As a result, various reports within Xero will be incorrect. It may also result in the business paying suppliers multiple times, unnecessarily reducing your cash flow.

By reviewing the potential duplicate matches that Xenon Connect flags up on this bookkeeping data check page, you are able to deal with potential duplicate bills appropriately.

View Bills in Xero

For each potential duplicated bill match identified, you are able to click the View button after which you will be taken directly to the applicable supplier bill within your Xero account. This will allow you to investigate the item further.

Void Bills

If you determine, after review, that a particular bill has been created in error, it can be quickly removed from Xero by clicking the “Void” button within Xenon Connect.

Please note that bills with payments or credit notes already allocated cannot be voided. In this circumstance you will need to unallocate the payment or credit note from the bill first, before voiding the bill.

Dismiss Match

If you decide that a particular duplicate bill match is not, in fact, duplicated, then you can click the “Dismiss Match” button to hide the item and prevent that specific combination of bills appearing as a match again.

Show Dismissed Matches

You can recheck potential duplicate bill matches that you have previously dismissed in Xenon Connect by enabling the “Show Dismissed Matches” toggle.

Bulk Process Options

The following bulk actions can be taken by using the check boxes and Bulk Process Options drop down menu:

• Multiple duplicate bill matches can be dismissed in bulk

Settings

Within the Duplicate Supplier Bills section of the Settings page in Xenon Connect, the following preferences can be adjusted:

• Date of bills within x days of each other – Use this setting to choose the maximum number of days apart the bills can be (based upon bill date) to show up as a potential duplicate bill match (default value is 1 day, i.e. the same day)
• Bill reference is exactly the same – Enable this setting to only show a potential duplicate bill match if the bills have exactly the same bill reference (default value is Disabled)
• Total value of bill exactly the same – Enable this setting to only show a potential duplicate bill match if the bills have exactly the same value (default value is Disabled)
• Also check paid bills – Enable this setting to show, as a potential duplicate bill match, situations where both bills (or multiple bills) have already been paid. The default value is Disabled (meaning that at least 1 of the bills in a potential match must be unpaid for the match to show up)