# Duplicate invoice checks in Dynamics 365 Finance for manufacturers

Dynamics 365 Finance has duplicate invoice checks built in. Month-end volume hides duplicates. A bill sent twice in the last week is easy to approve twice.

## Why it matters for manufacturers

- Plants may receive the same invoice by email, post and portal. Each plant may then enter it.
- Recurring bills such as gas rental and maintenance contracts have the same amount each month, so a repeat looks normal.

## For manufacturers in Dynamics 365 Finance

- Set Check the invoice number used to Reject duplicate on Accounts payable parameters.
- A Feature management option can stop a repeated number from being submitted to workflow.
- Subcontract operation bills often come in batches. Ask each subcontractor to give each invoice its own number, because only the number is compared.
- Imported invoices can be submitted to workflow by a background task, hourly or daily, set on the Vendor invoice automation tab. The Submitted by user can recall the invoice.
- Invoices from an OCR provider arrive through the vendor invoice automation interface. The Reject duplicate check applies to invoices that arrive through a web service.

## What Dynamics 365 Finance does on its own

The Check the invoice number used setting on Accounts payable parameters can reject an invoice number that already exists on a posted invoice for the vendor.

With a warning option, an icon shows on the vendor invoice form and Error text shows the message.

What you need and the setup steps: https://www.pulsify.tech/duplicate-invoice-checks-for-dynamics-365-finance/

## Example

Example Motion Parts sends invoice 3310 for conveyor belts. The plant enters it from the email. Head office enters it again from a statement a week later.

- Invoice 3310 entered by Plant 2: $4,600.00 (First entry)
- Invoice 3310 entered by head office: $4,600.00 (Same supplier, amount and number)
- GST on both: $460.00 (Would be claimed twice if both are paid)

The check flags the second entry. Only the first goes to approval, and the plant is told not to enter bills that arrive from the supplier statement.

## Common mistakes

- Letting plants and head office both enter bills for the same supplier.
- Ignoring flags at month end because the bill looks like a normal recurring one.

## Step-by-step guides for Dynamics 365 Finance

- How to stop paying a vendor invoice twice in Dynamics 365 Finance: https://www.pulsify.tech/how-to/stop-paying-a-bill-twice-in-dynamics-365-finance/

## What Pulsify adds

Pulsify checks every invoice for a duplicate, including bills keyed straight into Dynamics 365 Finance, and asks before approval. Pulsify connects to Dynamics 365 Finance. We set up the connection for you. More: https://www.pulsify.tech/duplicate-invoice-checker/

## Common questions

### Can Finance catch a subcontractor billing the same job twice?

Only if the invoice number repeats. Reject duplicate compares the number for the same vendor against posted invoices. A second bill for the same job under a new number is not caught. The matching check on the production purchase order may flag it.

### How do I check recurring bills?

Compare each month's bill to last month's by date range and reference. A rental or contract bill should appear once for each period. Two bills for the same period is a duplicate.

### Does Finance reject duplicate invoice numbers?

Yes. Set Check the invoice number used to Reject duplicate. It compares the number against posted invoices for the vendor. A warning-only choice also exists.

## Sources

- https://learn.microsoft.com/en-us/dynamics365/finance/accounts-payable/vendor-invoices-overview
- https://learn.microsoft.com/en-us/dynamics365/finance/accounts-payable/submit-invoice-workflow-automatically
- https://learn.microsoft.com/en-us/dynamics365/finance/accounts-payable/vendor-invoice-automation
- https://learn.microsoft.com/en-us/dynamicsax-2012//accounts-payable-parameters-form
- https://www.ato.gov.au/businesses-and-organisations/gst-excise-and-indirect-taxes/gst/tax-invoices

Source: https://www.pulsify.tech/duplicate-invoice-checks-in-dynamics-365-finance-for-manufacturers/ (last checked 2026-10-19)