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: Duplicate invoice checks for 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.
| Line | Amount | What the check finds |
|---|---|---|
| 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
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 wholesalers.
More help
- Duplicate invoice checks in MYOB Acumatica for wholesalers
- Duplicate invoice checks in NetSuite for wholesalers
- Duplicate invoice checks in Sage 300 for wholesalers
- PO matching in Kinetic for wholesalers
- Supplier price checks in Kinetic for wholesalers
- Supplier statement reconciliation in Kinetic for wholesalers
- Supplier credit notes in Kinetic for wholesalers
- All Kinetic how-to guides
Sources
Last checked 2026-10-19.
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.
Pulsify setup guides
Want this done for you?
Book a call to see how Pulsify handles duplicate invoice checks in Kinetic for wholesalers.