# Duplicate invoice checks in MYOB Acumatica for wholesalers

MYOB Acumatica 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 MYOB Acumatica

- Do not key a landed cost bill twice. The bill to the landed cost vendor is usually created automatically when the landed cost document is released. Clear Create Bill on LC Release or the Create Bill box on the document if the invoice has not arrived, then add the lines with Add LC later.
- Use the same idea for stock. Create Bill on Receipt Release makes a bill when the receipt is released, so keying the supplier invoice by hand as well would double the bill.
- Bill from receipts with Add PO Receipt. The dialog lists only released receipts that are not fully billed.
- The duplicate Vendor Ref. error is skipped for reversals and recurring documents. After reversing a bill, re-bill from the receipt and check that the original is not still open.

## What MYOB Acumatica does on its own

Option to raise an error on a duplicate vendor reference.

Hold Documents on Entry keeps new bills On Hold for checking.

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

## 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 MYOB Acumatica

- How to stop paying a bill twice in MYOB Acumatica: https://www.pulsify.tech/how-to/stop-paying-a-bill-twice-in-myob-advanced/

## 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: https://www.pulsify.tech/duplicate-invoice-checker/

## Common questions

### How do I avoid double bills for freight in MYOB Acumatica?

Landed cost bills are usually created automatically when the landed cost document is released. Check Create Bill on LC Release before keying the carrier's invoice by hand. If the invoice has not arrived, switch automatic creation off and add the lines with Add LC later.

### 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.

### Does the duplicate check cover bills with no number?

No. The check is on the Vendor Ref. text, so a bill with no reference cannot be matched. Tick Require Vendor Reference as well, so a Bill document cannot be saved without one.

## Sources

- https://help.myob.com.au/advanced/Docs/Published/UserGuide/AP__how_Adding_Landed_Costs.html
- https://help.myob.com.au/advanced/Docs/Published/UserGuide/PO_10_10_00.html
- https://help.myob.com.au/advanced/Docs/Published/UserGuide/AP__how_Entering_a_Bill_Based_on_Purchase_Receipts.html
- https://help.myob.com.au/advanced/Docs/Published/UserGuide/AP_10_10_00.html
- 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-myob-advanced-for-wholesalers/ (last checked 2026-10-19)