HOW-TO

How to stop paying a vendor invoice twice in SAP B1

Short answer

Before you enter an A/P invoice in SAP B1, search the vendor's bills for the same number or amount. Use one reference format and check the payment run 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

  • General settings

The SAP B1 way

Where to find it: Administration > System Initialization > Document Settings > Per Document tab

  1. Open Document Settings, Per Document tab.
  2. Under Purchasing Document Fields set When Duplicated Vendor Reference No. Occurs to Warning Only or Block Release/Receipt.
  3. Choose Check for Duplicate Under: Individual Vendor Only or All Vendors.
  4. Tick Check for Duplicate in Current Fiscal Year Only if you want that limit.

Limits in SAP B1

  • Default Without Warning allows duplicates.
  • The check works on the Vendor Ref. No. field, so it only helps if staff fill it in.

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 SAP B1.
  4. A possible duplicate is flagged. Open the match, then reject or approve anyway.

Pulsify connects to SAP B1. 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 the setting on Without Warning, so duplicates are never flagged.
  • Relying on the check while staff leave Vendor Ref. No. blank, since the check works on that field.

More help

Sources

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

Common questions

How do I turn on the duplicate invoice warning?

In Administration > System Initialization > Document Settings, Per Document tab. Set When Duplicated Vendor Reference No. Occurs to Warning Only or Block Release/Receipt.

Is the check on by default?

No. The default is Without Warning, which allows duplicates. You have to change it.

Does it check across all vendors?

You choose. Check for Duplicate Under can be Individual Vendor Only or All Vendors. You can also limit the check to the current fiscal year.

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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