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Duplicate Payment Detector 1.0 - User Guide and FAQ

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Extract and Load the Data

If you are going to use a database approach, the payment data must be extracted and formatted for loading into a database such as SQLite. All of the key columns such as vendor number, invoice number, invoice date, payment date, payment amount, etc. must be identified for load.

If you are planning to use a scripting approach, then it will also be necessary to extract and consolidate the data into a single file which can then be sorted and analyzed.

Plan Your Approach

Any definition of a duplicate transaction will always fall under the category of "Same, Same, Same", i.e. same vendor, same invoice number, same payment date.

There are numerous variations and combinations on this theme and the number of variables can range from as few as two to as many as five or more. All of this needs to be carefully considered upfront. Just a few examples include:

A Starting Point

Same invoice number, amount, invoice date, and vendor.
Same invoice number, amount, and vendor.
Same invoice number and vendor.
Same amount and vendor.
Same purchase order, vendor, and amount.

Deeper into the Analysis

Same numbers in the invoice number, amount, invoice date, and vendor fields (removes many unneeded characters in invoice number such as punctuation).

First four digits of invoice number, amount, invoice date, and vendor (e.g., identifies duplicates where a user enters the invoice number and then a duplicate payment with an invoice number with an "A" at the end).

Frequently Asked Questions - Duplicate Payment Detector
1. What's Proc SSS technology?
  Proc SSS (" same, same, same") is a flexible approach to identifying any type of duplicate records, for example duplicate payments or invoices. It is named "same, same, same" because often the search criteria will be based on that. For example -
  - Same invoice number, amount, invoice date, and vendor.
  - Same invoice number, amount, and vendor.
  - Same invoice number and vendor.
  - Same amount and vendor.
  - Same purchase order, vendor, and amount.
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Duplicate Payment Detector 1.0 - User Guide and FAQ

Frequently Asked Questions - Duplicate Payment Detector