# Duplicate invoice checks in Dynamics 365 Finance for wholesalers

Dynamics 365 Finance has duplicate invoice checks built in. Wholesalers receive the same invoice from several places: the supplier's email, a portal, a carrier and a monthly statement.

## Why it matters for wholesalers

- Reissued invoices keep the same lines and total but get a new number, so number-only checks miss them.
- Volume makes a duplicate easy to hide. A $3,000 duplicate among 400 bills a week is not obvious.

## For wholesalers in Dynamics 365 Finance

- Set Check the invoice number used on Accounts payable parameters to Reject duplicate. It compares per vendor against posted invoices.
- A Feature management option stops an invoice with a number already posted from being submitted to workflow. The submitter sees an alert.
- Wholesale suppliers resend invoices after statement queries. The check compares invoice numbers only, so it does not catch the same bill keyed under a new number.
- The invoice number field is 20 characters by default. From version 10.0.40 the feature Extend the length of invoice number for vendor invoice raises it to 50 characters. You must first raise a ticket in Lifecycle services to open a flight.
- Long supplier numbers cut to the field length could look the same. Check the length setting before you rely on Reject duplicate.

## 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.

The check compares invoice numbers only. The same bill keyed under a different number is not caught.

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

## Example

Example Cleaning Supplies sends invoice 88120 by email. The same invoice comes in again from their portal as 88120-R with the same lines and amount.

- Invoice 88120, cleaning supplies: $3,180.00 (Original bill)
- Invoice 88120-R, cleaning supplies: $3,180.00 (Same supplier, same total, same lines and a close number)
- GST on both: $318.00 (Would be claimed twice if both are paid)

The check flags the second bill as a likely duplicate on supplier, amount and lines. It is held, so the wholesaler does not pay $3,498 twice.

## Common mistakes

- Matching on invoice number only.
- Entering a bill from the statement when the original invoice is already in the system.

## 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

### Does Finance stop a duplicate wholesale supplier invoice?

Yes for the same number. With Check the invoice number used set to Reject duplicate, Finance rejects a number that is already posted for the vendor. It does not catch the same bill keyed under a different number.

### What counts as a duplicate bill for a wholesaler?

Same supplier, same total and similar date, even if the invoice number differs. Look at line items too. A reissue often adds a letter or changes a digit.

### Will it catch the same bill under a new number?

No. The setting compares invoice numbers only. A bill keyed again under a different number is not caught, so review aging and open invoices too.

## Sources

- https://learn.microsoft.com/en-us/dynamics365/finance/accounts-payable/vendor-invoices-overview
- 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-wholesalers/ (last checked 2026-10-19)