HOW-TO

How to stop paying a vendor invoice twice in Dynamics 365 Finance

Short answer

Before you enter a vendor invoice in Dynamics 365 Finance, search the vendor's bills for the same number or amount. Use one reference format and check the payment proposal for repeats.

Last checked

Duplicate payment is when the same supplier invoice is entered or paid more than once. It often happens when an invoice arrives by two routes.

Before you start

  • Accounts payable admin

The Dynamics 365 Finance way

Where to find it: Accounts payable parameters > Check the invoice number used

  1. Set Check the invoice number used to Reject duplicate.
  2. Turn on the feature that blocks workflow submission for duplicate numbers.
  3. A duplicate gives an alert and the user fixes it.
  4. The Check the invoice number used choices are Reject duplicate, Reject duplicates within fiscal year, Accept duplicates and Warn in case of duplicates.
  5. The comparison is per vendor against posted invoices, including invoices that arrive through a web service.

Limits in Dynamics 365 Finance

  • The check only compares invoice numbers. The same bill keyed under a different number is not caught by this setting.

Good to know in Dynamics 365 Finance

  • With a warning, an icon shows on the vendor invoice form and the Error text button shows the message.
  • A second feature blocks posting and submission to workflow when the invoice quantity is less than the matched product receipt quantity.
  • Invoices that fail the duplicate rule in workflow alert the user who submitted them, who fixes the number and resubmits.

The Pulsify way

  1. Forward the supplier's invoice to Pulsify.
  2. Pulsify compares the invoice number with punctuation and case ignored, plus the same vendor, invoice date or tax ID.
  3. It checks other Pulsify documents and active bills in Dynamics 365 Finance.
  4. A possible duplicate is flagged. Open the match, then reject or approve anyway.

Pulsify connects to Dynamics 365 Finance. We set up the connection for you.

What Pulsify does not do here

  • Pulsify flags. You decide.
  • A duplicate with a quite different invoice number may not be found.

Common mistakes

  • Leaving Check the invoice number used on anything other than Reject duplicate.
  • Forgetting the feature that blocks workflow submission for duplicate numbers.

More help

Sources

Last checked 2026-10-19. Confidence: confirmed.

Common questions

How do I reject a repeated invoice number?

Go to Accounts payable parameters and set Check the invoice number used to Reject duplicate.

Can duplicates be kept out of approval?

Yes. Turn on the feature that blocks workflow submission for duplicate numbers.

What does the user see on a duplicate?

An alert. The user then fixes the invoice number or finds the first invoice.

What does Pulsify check?

The invoice number with punctuation and case ignored, plus the same supplier, invoice date or tax ID.

Pulsify setup guides

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