# Duplicate invoice checks in NetSuite for importers

NetSuite covers part of duplicate invoice checks on its own. A shipment brings many bills from many parties. The same charge can be billed by the forwarder and again by the broker.

## Why it matters for importers

- Overseas suppliers resend invoices when payment is late, often with a new date.
- Foreign currency amounts differ by day, so a repeat in AUD may not match to the dollar.

## For importers in NetSuite

- Set Duplicate Number Warnings to Warn and Block at Setup > Accounting > Preferences > Accounting Preferences, on the Items/Transactions subtab. Oracle lists vendor bills and vendor credits among the affected types.
- Overseas suppliers and brokers often reuse invoice formats. Key the invoice number exactly as printed in Reference No. (up to 45 characters).
- Warn and Block works on the document number. Reference No. gives a separate warning that a user can override with OK.

## What NetSuite does on its own

When a vendor bill is saved with the same Reference No. as another bill for that vendor, NetSuite may show a warning, and you can click OK to save anyway. The Duplicate Number Warnings preference also has a Warn and Block option that stops the save of a repeated document number on vendor bills and vendor credits.

- The Reference No. warning can be overridden with OK.
- Warn and Block works on the document number, so a re-typed number or a different format will not trigger it.

The Reference No. check looks at the reference number only, so a re-typed number or a different format will not trigger it.

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

## Example

Example Global Forwarding Ltd bills terminal handling of AUD 620 for shipment SHP-0412. The customs broker bills the same fee again as a pass-through.

- Terminal handling, forwarder invoice: $620.00 (First bill)
- Terminal handling, broker invoice: $620.00 (Same shipment and amount, different supplier)
- Bill of lading reference (Both bills quote the same BL number)

The check flags the match on shipment and amount across two suppliers. The duplicate is queried before payment.

## Common mistakes

- Checking duplicates only within one supplier.
- Comparing AUD amounts exactly when the bill is in a foreign currency.

## Step-by-step guides for NetSuite

- How to stop paying a vendor bill twice in NetSuite: https://www.pulsify.tech/how-to/stop-paying-a-bill-twice-in-netsuite/

## What Pulsify adds

Pulsify checks every invoice for a duplicate, including bills keyed straight into NetSuite, and asks before approval. Pulsify connects to NetSuite. We set up the connection for you. More: https://www.pulsify.tech/duplicate-invoice-checker/

## Common questions

### Can NetSuite catch the same broker or supplier invoice entered twice?

Yes. Set the Duplicate Number Warnings preference to Warn and Block and NetSuite stops the save of a repeated document number on vendor bills and vendor credits. A Reference No. repeat for the same vendor only warns, and a user can click OK to save.

### How do importers spot the same charge billed twice?

Compare by shipment or bill of lading number, not only by supplier. Two parties can bill the same port charge. Match amount and description across suppliers for each shipment.

### Will NetSuite stop me saving a duplicate bill?

Yes, once Duplicate Number Warnings is set to Warn and Block. It covers vendor bills and vendor credits and works on the document number. The Reference No. warning on its own lets you click OK and save.

## Sources

- https://docs.oracle.com/en/cloud/saas/netsuite/ns-online-help/section_N547300.html
- https://docs.oracle.com/en/cloud/saas/netsuite/ns-online-help/article_161968486146.html
- https://www.ato.gov.au/law/view/pdf/pbr/lcr2018-001.pdf

Source: https://www.pulsify.tech/duplicate-invoice-checks-in-netsuite-for-importers/ (last checked 2026-10-19)