Summary:

This article contains information about the invoice duplicate check functionality in Basware. The target audience for this article is suppliers and receivers, who send or receive invoices through the Basware network. This article instructs the suppliers and receivers to work with the functionality.

This is applicable to selected receivers only. If you are uncertain whether your receiver has this feature, please get in touch with your receiver.

 

Functional Description:

As part of Basware’s invoice-receiving services, we offer an invoice duplicate check functionality. This is to comply with standard requirements to avoid duplicate invoice delivery and potential duplicate payments.

A receiver has 3 option regarding the processing of duplicate documents:

1. To reject all duplicates.

2. To accept all duplicates.

3. To reject duplicates sent within 24hours.

 

More details about option no.3.

Basware’s invoice duplicate check is limited to 24h to allow suppliers and buyers to handle invoice duplications as part of exceptions in the local law.

In practice, this means Basware will reject an invoice as a duplicate based on the following cumulated criteria:

• Same Document Number and
• Same Gateway Sender and
• Same Gateway Receiver and
• Same document Type (Invoice or Credit Note) and
• The document is sent in the same calendar year
• The duplicate was sent within 24h after the last identical document transmission

In an urgent need when an invoice needs to be resent sooner than within the 24-hour window, use a different invoice number, and it will go through the Basware systems. Just remember to agree on this with the receiver.

If after 24h the document is still being rejected then the receiver might reject all duplicates and uses the 2nd optioned presented above.