Webclass 40: Quick Win Deep-Dive 1: Duplicate payments

Q1. What are typically the fields that we use when we are doing a duplicate payments test? (single choice)

Supplier, external document number, document value, document date

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Supplier, internal document number, document value, document date

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Q2. If the system has control to prevent duplicates from being entered, is it still worth doing duplicates testing? (single choice)

Yes, because someone could put "_v2" in the external document number

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No, because the automated internal control is sufficient

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Q3. Should we use the value in local currency, document currency or group currency in the duplicates test? (single choice)

Document currency, because with local currency or group currency, differences may arise due to a change in the currency exchange rate

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Local currency, so that we can add up all of the documents in the same currency

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Group currency, so that it is easier for reporting of the dashboard if we have multiple company codes

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Q4. If the external document number is empty, does that mean that the case of the duplicate is a false positive? (single choice)

No, it just means that the data quality is poor

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Yes, these cases should not be included in the sample

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Q5. Should we use the list of invoices from the purchasing module or from the finance module? (single choice)

The finance module, because this list would include all those that went through the purchasing module as well as those that went through the finance module. Also, sometimes duplicates occur because one invoice is entered into purchasing and one is entered into finance.

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The purchasing module because it is much easier to obtain the list of the invoices from the purchasing module, whereas in the finance module we only have the movements in the supplier auxiliary ledger and it can sometimes be difficult to determine which of those movements are for invoices and which are for invoice cancellations, payment cancellations, etc

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Q6. Why might we not include the value in the duplicates test? (single choice)

We can remove one of the duplicate key fields, for example, the value, to see if the duplicate occurred because the end-user mistakenly entered the amount before tax, rather the amount with tax, or mistakenly entered the amount in local currency rather than the amount in document currency

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We should always use the value field in the duplicates key because otherwise we will get too many false positives

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Q7. How can we check if we have duplicate invoices that are cancelled? (single choice)

We can try to find the cancellation postings by linking on the clearing document number. If the invoice is not linked to the cancellation via the clearing document number, then we can try looking at all supplier invoice cancellations for the particular supplier in question.

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We can only consider the supplier invoices that have been paid, because if they have been paid then it means that they have not been cancelled previously.

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Q8. Are invoices that are entered in the purchasing module that are duplicates, more or less risky than those that are entered directly into the finance module that is duplicated? (single choice)

Those that are entered directly into the finance module, or at least one of the duplicate pair entered directly into the finance module, are more of risk, because this means that there is no corresponding purchase order and so less internal controls concerning the approbation of the purchase order or three-way-match to the goods receipt

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Those that are entered directly into the purchasing module are more of risk because they also mean that there are duplicate purchase orders

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Q9. How are supplier invoices linked to supplier payments? (single choice)

Through the company code, clearing document number and clearing document date (BUKRS+AUGBL+AUGDT)

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Through the clearing document number, which will be the same number as the payment document number (AUGBL=BELNR)

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Q10. Is it true that if we make an automated data analytics dashboard for duplicate payments, then we will not have to do any manual checking?

No, because we will still need to review each case identified and understand the risk level, in terms of how it was posted and the value and also considering and brainstorming how the case could be "normal" (for example rental payments, that are not correctly entered into the system but that do represent real rental services)

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Yes, once we have set-up the data analytics dashboard for duplicate payments, we can identify the total value of duplicate payments automatically.

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Webclass 40: Quick Win Deep-Dive 1: Duplicate payments

Webclass 40: Quick Win Deep-Dive 1: Duplicate payments

admin June 9, 2026

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