Summary: If Vantaca determines that an invoice is a possible duplicate, the invoice will be manually reviewed and either Voided or Verified as appropriate.
Tutorial video can be found at the end of this article.
All invoices in Vantaca will automatically process through a duplication audit after being coded in the Complete Data Entry step. If Vantaca identifies that the invoice may be a duplicate, the invoice will be flagged as a possible duplicate for review by moving to the Invoice action item to the Possible Duplicate step. When an invoice checks for duplicates, it checks differently based on if the invoice has an invoice number or an account number. Vantaca will flag an invoice as a duplicate if it meets one of the following conditions:
- If the invoice has both an account number and an invoice number,
it flags duplicates that have the same account number AND the same invoice number AND the same association AND the same provider
- If the invoice has only an account number,
it flags duplicates that have the same account number AND the same association AND the same provider AND that are within the Duplicate Check Duration in association settings (See below where to adjust the check duration in association settings. This example is set for 28 days)
- If the invoice has only an invoice number,
it flags duplicates that have the same invoice number AND the same association AND the same provider
- If the invoice has neither number,
it flags duplicates that have the same association AND the same provider AND the same invoice total AND that are within the Duplicate Check Duration in association settings.
Once an invoice has been flagged as a duplicate:
1) Select the invoice to compare the details against other invoices coded to that service provider for the association selected.
2) Check the recent invoices tab. This will show the last ten invoices coded to the service provider and association selected.
3) If the invoice action item is not a duplicate, click Verify for the invoice to continue in the invoice process. If the invoice action item is a duplicate, click Void and the invoice action item will be closed in the Void step.
Another way to compare the invoice you have selected with other invoices is to duplicate your browser tab to open a new tab and go to the Service Providers -> Invoices page. This will allow you to research the invoice on a new tab without losing the progress of your invoice on the other tab. From here you can search through all invoices for all service providers, where you can confirm whether or not the invoice you have selected is a duplicate.
To find closed or voided invoices, go to the All Action Items page or the Service Providers -> Invoices page, search for your Service Provider and association, and then click “Include Closed.”
Frequently Asked Question(s)
Why didn't Vantaca flag this item as a possible duplicate? It matches one of the above criteria!
The most common reason for an item that appears to match duplicate criteria for not being flagged is timing. Check the Messages tab of your invoice to view the history of that invoice. In many cases, the duplicate information (Service Provider, Association, Account #, Invoice Number, etc.) was not added to the invoice until after the Check for Duplicates step. Prior to submitting a ticket to Support, please verify that the needed info was in the system prior to the Check for Duplicates step. If the timing is correct, our team would likely need to investigate why the invoice was not flagged.