Why it matters for builders
- Progress claims are numbered and often look the same except for the claim number and amount. Duplicates hide in the small differences.
- Plant hire and bin companies bill weekly with similar amounts, so a repeat charge is easy to miss.
For builders in MYOB Acumatica
- On a claim, the help says to type the invoice number from the payment claim in Supplier Ref. Tick Raise an Error on Duplicate Vendor Reference Number in AP Preferences so a claim sent twice is refused.
Rules that matter for builders in MYOB Acumatica
- A tax invoice is needed to claim the GST credit on hire and materials. Check the ABN and the GST line before the bill is coded.
- Subcontractors that you pay for building work go on the Taxable Payments Annual Report, due 28 August. In MYOB Acumatica the ABN sits in TPAR Settings on the vendor, so a duplicate paid to the wrong vendor record also changes that report.
- If you dispute a resent claim as a copy, say so in writing within the payment schedule time. In NSW that is 10 business days after the claim.
What MYOB Acumatica does on its own
Option to raise an error on a duplicate vendor reference.
The check works on the Vendor Ref. text, so a re-typed number will pass.
What you need and the setup steps: Duplicate invoice checks for MYOB Acumatica.
Example
Example Scaffold Hire sends weekly hire invoice SH-2210 for $8,400 ex GST. The site office emails it. The supplier's portal sends the same invoice an hour later. A third copy is typed in by hand as SH2210.
| Line | Amount | What the check finds |
|---|---|---|
| First copy, Vendor Ref. SH-2210 | $8,400.00 | Accepted |
| Emailed copy, Vendor Ref. SH-2210 | $8,400.00 | Refused, because Raise an Error on Duplicate Vendor Reference Number is ticked |
| Hand typed copy, Vendor Ref. SH2210 | $8,400.00 | Passes, because the check reads the Vendor Ref. text |
Two of the three copies are stopped or caught. The third only shows up when a person compares amounts on the hire jobs. Key the number exactly as printed so the setting can do its job.
Common mistakes for builders in MYOB Acumatica
- Ticking Raise an Error on Duplicate Vendor Reference Number but leaving Require Vendor Reference off. A bill saved with no reference has nothing to compare.
- Typing the job code or the claim period into Vendor Ref. instead of the invoice number printed on the claim.
- Setting up a second vendor record for the same subcontractor after a name change, then entering the claim again under the new one.
Step-by-step guides for MYOB Acumatica
What Pulsify adds
Pulsify checks every invoice for a duplicate, including bills keyed straight into MYOB Acumatica, and asks before approval. Pulsify connects to MYOB Acumatica. We set up the connection for you. More about duplicate invoice checks in Pulsify or Pulsify for builders.
More help
- Duplicate invoice checks in Sage 300 CRE for builders
- Duplicate invoice checks in Sage 300 for builders
- Duplicate invoice checks in Sage Intacct for builders
- PO matching in MYOB Acumatica for builders
- Invoice approvals in MYOB Acumatica for builders
- Line item coding in MYOB Acumatica for builders
- Invoice fraud checks in MYOB Acumatica for builders
- All MYOB Acumatica how-to guides
Sources
Last checked 2026-10-19.
Common questions
Will MYOB Acumatica refuse a payment claim sent twice?
If you enter the claim's invoice number in Supplier Ref. and tick Raise an Error on Duplicate Vendor Reference Number in AP Preferences, the second entry is refused. The error is skipped for reversals and recurring documents. A claim that is re-sent with a new number will not be caught.
Should a final claim be checked against earlier claims?
Yes. A final claim should equal the order value plus approved variations, minus what you have already paid and retention you still hold. Check the running total before you approve.
Will MYOB Acumatica refuse a repeated supplier invoice number?
Yes, if Raise an Error on Duplicate Vendor Reference Number is ticked in AP Preferences. A new document with a Vendor Ref. already used in the system is refused.
Pulsify setup guides
Want this done for you?
Book a call to see how Pulsify handles duplicate invoice checks in MYOB Acumatica for builders.