# How to stop paying a supplier invoice twice in SYSPRO

Before you enter a supplier invoice in SYSPRO, search the supplier's bills for the same number or amount. Use one reference format and check the payment cycle for repeats.

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.

## The SYSPRO way

Where to find it: Program List > Accounts Payable > Invoice Processing (AP Invoice Posting)

1. Type the supplier's Invoice number.
2. SYSPRO shows 'Invoice already on invoice file' when that number exists for that supplier.

## Limits in SYSPRO

- It catches the same number on the same supplier only. A changed number, amount or date is not caught.
- It warns while keying and does not check again at payment.

## 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 supplier, invoice date or tax ID.
3. It checks other Pulsify documents and active bills in SYSPRO.
4. A possible duplicate is flagged. Open the match, then reject or approve anyway.

Pulsify connects to SYSPRO. 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

- Relying on the warning when a supplier resends an invoice with a slightly different number.
- Keying the number in a different format from the first entry, so it does not match the earlier one.

## Common questions

### Does SYSPRO warn about duplicate invoices?

Yes, while you key. It shows 'Invoice already on invoice file' when that invoice number already exists for that supplier.

### What does the check miss?

It catches the same number on the same supplier only. A changed number, amount or date is not caught.

### Is there a check at payment time?

No. SYSPRO checks at invoice entry, not at payment.

### What does Pulsify check?

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

## Sources

- https://help.syspro.com/syspro-8-2026-r1/g_programs/aps/apspin/apspin.htm

Source: https://www.pulsify.tech/how-to/stop-paying-a-bill-twice-in-syspro/ (last checked 2026-10-19)