At a glance
With the help of the duplicate detection, accountants, who have company-wide accounting rights, receive a warning that a possible duplicate was detected.
For the use of this feature, a corresponding plan must be booked. More information on the plans can be found in our pricing page.
What is a possible duplicate?
Circula automatically detects and flags possible 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 possible duplicate is detected.
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 but cannot call up the expense, which is the possible duplicate.
Therefore, only 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 possible duplicate is detected, an exclamation mark appears on the expense and a message is displayed in the details view:
Potential duplicates marked with an exclamation mark
Detailed view of the possible duplicate
Option to view the duplicate
Once you click "Show duplicate" Circula opens a new window, which shows both of the possible duplicate expenses or trips, so they can be easily compared:
Duplicates can be compared directly in this view
What can the accountant do when a duplicate is detected?
From there, accountants can either:
Ignore the duplicate detection
Reject the duplicated expense back to submitters
Note
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?
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