A duplicate invoice check stops the same supplier bill being entered and paid twice.
What SAP B1 does on its own
Document Settings has a check on duplicate vendor reference numbers. It can warn only or block release and receipt. It works on the Vendor Ref. No. field, so it only helps if staff fill that field in.
What you need in SAP B1
- Access to Administration > System Initialization > Document Settings
Setting it up in SAP B1
Where to find it: Administration > System Initialization > Document Settings > Per Document tab
- Open Document Settings, Per Document tab.
- Under Purchasing Document Fields set When Duplicated Vendor Reference No. Occurs to Warning Only or Block Release/Receipt.
- Choose Check for Duplicate Under: Individual Vendor Only or All Vendors.
- Tick Check for Duplicate in Current Fiscal Year Only if you want that limit.
- Save.
Good to know in SAP B1
- The default Without Warning allows duplicates.
- The check works on the Vendor Ref. No. field.
- A different number on the same invoice is not caught.
How to do it in SAP B1
How to stop paying a vendor invoice twice in SAP B1
Before you enter an A/P invoice in SAP B1, search the vendor's bills for the same number or amount. Use one reference format and check the payment run for repeats.
What Pulsify adds
- Pulsify checks every invoice against earlier ones on invoice number plus supplier, tax ID or date.
- Bills keyed straight into SAP B1 count too.
- A file identical to one already uploaded is held. A person can process it anyway.
- A suspected duplicate asks the approver to confirm with Approve anyway.
Pulsify connects to SAP B1. We set up the connection for you. More about duplicate invoice checks in Pulsify.
What Pulsify does not do
- Pulsify never matches duplicates on amount alone.
- A duplicate flag is a warning. The approver decides.
More help
- Duplicate invoice checks for Business Central
- Duplicate invoice checks for MYOB Acumatica
- Duplicate invoice checks for Sage 200
- Invoice fraud checks for SAP B1
- Line item coding for SAP B1
- Multi-entity accounts payable for SAP B1
- All SAP B1 how-to guides
Sources
Last checked 2026-10-19.
Common questions
Does Business One warn about a duplicate vendor invoice?
Yes, through Document Settings. Choose Warning Only or Block Release/Receipt.
Does the check cover all vendors?
You choose Individual Vendor Only or All Vendors.
What if the vendor ref no is blank?
The check works on that field, so a blank field gives nothing to compare.
Why do duplicates happen?
The same invoice arrives by email and post, a supplier resends it as a reminder, or two people enter it. A statement can also be keyed as a bill.
Pulsify setup guides
Want this done for you?
Book a call to see how Pulsify handles duplicate invoice checks in SAP B1.