Duplicate detection

How Circula detects and flags duplicate expenses and trips

Eileen Rohlfs avatar
Written by Eileen Rohlfs
Updated over a week ago

This article explains how duplicate detection identifies potential duplicate expenses and trips and flags them to accountants when controlling them.

📝Note: This feature is not included in all plans. For an overview of our pricing plans, please visit our Pricing page.

What is a potential duplicate?

Circula automatically detects and flags potential duplicates by matching:

  • Amount

  • Invoice date

  • Invoice ID

  • Trip dates

Who can identify and correct duplicates?

Every user with the accountant role receives a warning if a potential duplicate is found.

However (for data protection reasons), the duplicate could be an expense from a group that this user has no rights to see. In this case, the user sees an error message and cannot call up the expense.

Therefore, only admins and company-wide accountants (for Users outside of Groups) can use the function to its full extent for the entire company, as they can open all expenses.

How are duplicate expenses and trips flagged?

When a potential duplicate is detected, an exclamation mark appears on the expense and a message is displayed in the details view:

Potential duplicate detection message in the expense and trip view

When clicking on "Show duplicate", Circula opens a window that displays the two possible duplicates, so they can be easily compared:

Duplicates can be compared directly in this view

What can the user do when a duplicate is detected?

From there, accountants can either:

  • Ignore the duplicate detection

  • Reject the duplicated expense back to submitters

📝 Notes:

  • When rejecting a duplicate expense or trip, the rejection reason will be automatically set as "This duplicate expense/trip has already been submitted."

  • This message can be modified before confirming the rejection.

Do you still have questions?

💬 Chat Support
📞 +49 30 588 491 01
✉️ support@circula.com

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