No matter the software, or lack thereof, duplicates in small business accounting is always a worry. After all, you wouldn’t want to send two of the same invoices to a customer and needlessly confuse them. Similarly, you don’t want to scan in and store the same receipt twice. So what do you do if you accidentally do just that when uploading receipts to Receipt Bank?
Luckily, Receipt Bank anticipated just such an occurrence. The software works by recording information and then checking the database to make sure the same information is not already recorded. This information includes:
- Total Amount of Invoice
- Receipt Submitting User
- Invoice Number
If enough of the above categories match, Receipt Bank will merge the two receipts and flag it for the user to examine. There are some exceptions, though. For example, if everything matches but the submitting user, the receipts will still be merged. On the other hand, if the date does not match, but the total amount and supplier does, the receipts will not be merged. This action doesn’t help with duplicates, but it does help prevent different receipts for the same supplier being unnecessarily merged.
If you find a receipt was merged inappropriately because it wasn’t a duplicate, you can easily un-merge them by clicking the item, which will take you to the “item edit” page, and selecting the “Un-merge” button in the top navigation bar.
This issue may be a simple fix, but not everything in the accounting world is. If you need professional advice to make your business accounts move more smoothly, contact us today.