Duplicate invoice checks in Dynamics 365 Finance for manufacturers

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: 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.

Line	Amount	What the check finds
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

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 about duplicate invoice checks in Pulsify or Pulsify for manufacturers.

More help

• Duplicate invoice checks in Kinetic for manufacturers
• Duplicate invoice checks in CloudSuite Industrial for manufacturers
• Duplicate invoice checks in NetSuite for manufacturers
• PO matching in Dynamics 365 Finance for manufacturers
• Supplier price checks in Dynamics 365 Finance for manufacturers
• Invoice approvals in Dynamics 365 Finance for manufacturers
• Multi-entity accounts payable in Dynamics 365 Finance for manufacturers
• All Dynamics 365 Finance how-to guides

Sources

Last checked 2026-10-19.

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