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 Kinetic
- Suppliers often send both a paper and an email copy. Kinetic rejects an exact repeat number for the same supplier, so repeats usually come from queued copies keyed with a changed number.
- A BPM that stores the number with leading zeros trimmed can warn on near matches.
- Build a custom short character field that holds the invoice number with leading zeros trimmed. A pre-processing BPM on PrePostGroupInvoices compares it with posted invoices and marks the invoice held on a match.
- A comparison query run on every invoice can be costly, so keep it to the trimmed field.
- The two usual causes of repeat bills are data entry accuracy and the same bill queued twice, for example a paper copy and an email copy. Fix the intake process first and use a BPM as a backstop.
What Kinetic does on its own
Kinetic checks for a repeat invoice number from the same supplier. A suffix or extra leading zero gets past it. A BPM can compare trimmed numbers.
The check does not look at amount or date.
What you need and the setup steps: Duplicate invoice checks for Kinetic.
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 Kinetic
What Pulsify adds
Pulsify checks every invoice for a duplicate, including bills keyed straight into Kinetic, and asks before approval. Pulsify connects to Kinetic. We set up the connection for you. More about duplicate invoice checks in Pulsify or Pulsify for manufacturers.
More help
- Duplicate invoice checks in CloudSuite Industrial for manufacturers
- Duplicate invoice checks in NetSuite for manufacturers
- Duplicate invoice checks in Sage 300 for manufacturers
- PO matching in Kinetic for manufacturers
- Supplier price checks in Kinetic for manufacturers
- Invoice approvals in Kinetic for manufacturers
- Multi-entity accounts payable in Kinetic for manufacturers
- All Kinetic how-to guides
Sources
Last checked 2026-10-19.
Common questions
Where does Kinetic's duplicate check fall short?
It matches the exact invoice number. A leading zero or suffix gets past it. A BPM on PrePostGroupInvoices that compares trimmed numbers can hold the invoice.
Why do manufacturers get duplicate bills?
The same bill arrives through several routes and several people enter it. Month-end rush makes it worse. Agree one inbox and one person per supplier, then check supplier, amount and date.
How do I catch near duplicates?
A BPM on PrePostGroupInvoices can compare trimmed invoice numbers.
Pulsify setup guides
Want this done for you?
Book a call to see how Pulsify handles duplicate invoice checks in Kinetic for manufacturers.