Duplicate Report and Duplicate Check

With the built-in duplicate report, FINANS can easily maintain an overview of potential duplicates and similar transactions. The report serves as an effective tool for follow-up on exported and posted transactions.

Contents of the article:

• Activating Duplicate Control
• How to Use the Duplicate Report for Review
• Function of the Duplicate Report
• Criteria for Duplicate Control
• Example of the Review Period (30 days)

Activating Duplicate Control

To activate or deactivate the duplicate report, ADMIN rights are required in Acubiz.

1. Go to Your Settings.
   
    
2. Click on LOCAL SETTINGS and select DUPLICATES to change the report status to active or inactive.
   
    
3. In the "Send report to" field, you can enter one or more email addresses.

ℹ️ Note: Recipients receive a direct link to the report via email (the report is not attached). The link points to the location in Acubiz under: FINANS ➔ RECONCILIATION ➔ DUPLICATE REPORT.

How to Use the Duplicate Report for Review

You can find the duplicate report in Acubiz under the FINANS menu. If the system has identified potential duplicates, the reports will be displayed in the list and can be opened for further review.

The reports will then be displayed

If there are duplicates, the report can be opened for review.

Function of the Duplicate Report

The report continuously compares transactions across the following types:

• Expense against Expense
• Credit Card against Expense

Criteria for Duplicate Control

For a transaction to be registered in the duplicate report, the following criteria must be met:

• User: The transactions (both expenses and credit cards) must have been created by the same employee.
• Amount: The amounts of the transactions must be within a margin of (+/-) 1% of each other.
• Timeframe: The transactions must have been submitted for approval within the last 30 days.

The report checks transactions from the current week. If a user submits multiple similar transactions during this period, each transaction will be marked as a potential duplicate.

📅 Generation: The report is generated automatically every Saturday at 8:00 PM (CET). ⚠️ False Positives: The report may contain transactions that are not actual duplicates (false positives), as an employee may legitimately have had multiple legitimate expenses or credit card purchases of the same amount within 30 days.

Example of the Review Period (30 days)

A transaction can appear multiple times in the duplicate report because the review system always analyzes history 30 days back. Below is a simplified example with the employee Peter, who makes weekly transactions of 100.00 DKK:

• Week 1: Peter creates transaction (a). The check runs Saturday (looking 30 days back). No duplicates found.
• Week 2: Peter creates transaction (b). The check runs Saturday. Transaction (a) now appears as a potential duplicate of transaction (b).
• Week 3: Peter creates transaction (c). The check runs Saturday. Transactions (a) and (b) now appear as duplicates of transaction (c).
• Week 4: Peter creates transaction (d). The check runs Saturday. Transactions (a), (b), and (c) now appear as duplicates of transaction (d).
• Week 5: Peter creates transaction (e). The check runs Saturday. Transactions (b), (c), and (d) now appear as duplicates of transaction (e).

Note: Since the check only looks 30 days back, transaction (a) has now slid out of the review period and no longer appears.