Duplicate warning – possible duplicate receipts and expenses

🔍 How does the duplicate warning work?

When something is registered, Expense compares it with earlier registrations:

• 📅 Date
• 💰 Amount
• 🧾 Earlier receipts and expense reports

The receipt scanning also picks up the purchase date, amount, VAT, city and place of purchase from the receipt.

👉 Applies to: administrators and approvers. How users handle the warning is described in the article Duplicate warning when you register under User.

📋 What is covered?

⚠️ What the warning looks like

👉 The warning is a support. It does not stop the expense report.

👀 Review a possible duplicate

If the user submits despite the warning, the marking follows the expense report through the flow and is visible to the approver and the administrator.

1. Open the expense report and look for the warning symbol.
2. Compare with the earlier registration: date, amount and receipt.
3. If it is a duplicate: deny the expense report or ask the user to correct it.
4. If it is not a duplicate: approve as usual.

✅ Double payouts and double accounting are avoided.

📌 Common situations that are not errors

• 🚆 A return trip on the same day
• 💳 The same amount on different receipts
• 🍽️ Similar purchases on different occasions

✅ In these cases it is right to continue.

🛡️ Why is the duplicate warning important?

• 🚫 Avoids double reporting
• 💰 Prevents double payouts
• 📊 Ensures correct accounting
• ⏱️ Reduces manual checks, especially in organizations with many users

💡 Tips for best results

• 📢 Tell users about the warning and what to do
• 🔄 Ask users to register expenses continuously
• 🔍 Check marked items extra carefully before export and payout

❓ Frequently asked questions (FAQ)

Does Expense stop duplicates automatically?
No, Expense shows a warning. The user and the approver decide.

What triggers a warning?
The same date and amount, or a registration that looks like an earlier one.

Does it apply to mileage allowance and travel expense reports?
Yes, the duplicate check covers receipts, purchases, mileage allowance and travel expense reports.

Does the approver see the warning?
Yes, the item stays marked after the expense report has been submitted.

✅ Summary

• ⚠️ Expense warns about possible duplicates
• 📊 Covers receipts, purchases, mileage allowance and travel expense reports
• 👀 Marked items are visible to the approver and the administrator
• ✅ The warning is a support – the user and the approver make the decision

🔗 Related articles

• Duplicate warning when you register (User)
• Delete an expense report, expense or mileage allowance
• Change accounting after submission or approval
• Two approvers with an auditor