Use this procedure to identify, review, and resolve duplicate invoices created through Unimarket integrations. This article applies to both EasyConnect and ETHOS invoice integrations. And helps Accounts Payable staff determine whether an invoice should be updated and processed or canceled, as a true duplicate.

Prerequisites

• Access to the necessary Banner Finance forms (for example):
  • FAAINVE
  • FAIINVL
  • FAIOINF
  • FARINVS
• Permission to edit or cancel invoices in Banner.
• Knowledge of the correct vendor invoice number (if the invoice requires correction).

Notes

• Duplicate detection is based on the combination of Vendor ID and Vendor Invoice Number.
• Duplicate invoices created by Unimarket are prefixed with DUP- for easy identification.
• Always verify whether a duplicate invoice should be corrected or canceled before releasing it for payment.

Resolve Duplicate Invoices for EasyConnect

When Unimarket detects a duplicate Vendor Invoice Number for the same Vendor ID, it:

• Creates the invoice in Banner with the prefix DUP-
• Sets the invoice status to INCOMPLETE in Banner
• Requires AP review before posting

Steps

1. Run the Incomplete Document Report, to find all invoices in an Incomplete status.
2. Locate the invoice that begins with the DUP- prefix.
3. Open the invoice in FAAINVE, to Edit or Cancel.
4. Determine the appropriate action:
   • If the invoice is valid but requires a unique invoice number:
     • Update the Vendor Invoice Number with the correct unique value.
     • Change the invoice status to Complete.
   • If the invoice is a true duplicate:
     • Cancel the invoice.
5. Save the changes.
   • Result: The invoice is either submitted for posting or removed from processing.

Resolve Duplicate Invoices for ETHOS

When Unimarket detects a duplicate Vendor Invoice Number for the same Vendor ID, it:

• Creates the invoice in Banner with the prefix DUP-.
• Places the invoice on Payment Hold, by setting FABINVH_HOLD_IND = 'Y'.
• Requires AP review before posting.

Steps

1. Locate invoices currently on payment hold, using one of the following:
   • FAIINVL
   • FAIOINF
   • FARINVS
   • Argos or WebI query using FABINVH_HOLD_IND = 'Y'
2. Identify the invoice with the DUP- prefix.
3. Open the invoice in FAAINVE, to Edit or Cancel.
4. Determine the appropriate action:
   • If the invoice is valid but requires a unique invoice number:
     • Update the Vendor Invoice Number with the correct unique value.
     • Set FABINVH_HOLD_IND = 'N'.
   • If the invoice is a true duplicate:
     • Cancel the invoice.
5. Save the changes.
   • Result: The invoice is released for posting or canceled.