# Duplicate invoice checks in Kinetic for wholesalers

Kinetic covers part of duplicate invoice checks on its own. 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 Kinetic

- With a central pay company, a child company posts the bill to the parent and the parent can receive the same bill again. The multi-company process adds a 0 to the number so it posts.
- A BPM on the PrePostGroupInvoices method can compare numbers with leading zeros trimmed and hold or warn.
- Instead of holding the invoice, a form customization on the post toolclick can show a message box and let the user cancel or continue.
- Kinetic does not allow a duplicate for a single company, so repeats usually mean two copies of a bill were queued, such as one by post and one by email.

## 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 match is on the exact number, so a suffix or leading zero defeats it.

What you need and the setup steps: https://www.pulsify.tech/duplicate-invoice-checks-for-epicor-kinetic/

## 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 Kinetic

- How to stop paying a supplier invoice twice in Kinetic: https://www.pulsify.tech/how-to/stop-paying-a-bill-twice-in-epicor-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: https://www.pulsify.tech/duplicate-invoice-checker/

## Common questions

### Why does Kinetic let a duplicate through on a central pay setup?

The multi-company process adds a 0 to the invoice number when the same bill reaches the central pay company twice, so the exact number differs. A BPM that trims leading zeros can compare and warn.

### What should I do if a duplicate was already paid?

Ask the supplier to issue an AP debit memo or refund. Do not just short-pay the next invoice without telling them. Keep the record so the statement reconciles.

### Does Kinetic block duplicate invoice numbers?

Yes, for the same supplier. A changed number gets past it.

## Sources

- https://www.epiusers.help/t/38051
- 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-epicor-kinetic-for-wholesalers/ (last checked 2026-10-19)