Using the built-in duplicate report, FINANCE can get an overview of the transactions that are similar. The report is a tool which can form the basis for post-processing of already exported/posted transactions.

Content of the article:

• To enable duplicate control:
• Use the duplicate report for control
• How the duplicate report works

To enable duplicate control:

To enable / disable the duplicate report, you must have ADMIN rights in Acubiz. Go to Your Settings as follows:

Then click on LOCAL SETTINGS, where the menu displays DUBLICATES and from here you can set the report active or inactive.

In the "Send report to" field you can enter one (or more) full e-mail addresses. These recipients will only receive an email with a link to the report - the report itself is not attached to the email. The link in the email to the report is the same report found under FINANCE => RECONCILLIATION => DUBLICATE REPORT

Use the duplicate report for control

The duplicate report can be found in the individual EMS (company) under FINANCE:

The reports are then displayed

If there are duplicates, the report can be opened and the duplicates checked.

How the duplicate report works

The report contains transactions that have been compared using the following method:

• Cash expense => Cash expense
• Credit card => Cash expense.

In order for one (or more) transaction(s) to be registred on the duplicate report, the following criterias apply:

1. Transactions must be created by the same user (not cross-user)
2. Transactions must be the same amount (+/- 1%)
3. Transactions must be created within the last 30 days when the duplicate report is created. The report is executed weekly, Saturday at 20:00 (CET)

The report can often contain false negatives, ie duplicates which are not incorrect, as users can of course have expenses on the same amount within a 30 day period and / or have credit card transactions on the same amount as cash expenses. This is for information!

The same transaction can appear in the duplicate report more than once as the duplicate check compares transactions over a longer period. Example:

• In week 1 Peter has a transaction of DKK 100.00 (a)
  • At the end of week 1 (Saturday) the duplicatecheck executes and there are no duplicates in the report
  • The check compares back in time (30 days <============== Week 1)
• In Week 2 Peter has another transaction of DKK 100.00 (b)
  • At the end of week 2 (Saturday) the duplicatecheck executes and transaction (a) will now appear in the report, as a duplicate of transaction (b).
  • The check compares back in time (30 days <============== Week 2)
• In week 3 Peter has another transaction of DKK 100.00 (c)
  • At the end of week 3 (Saturday) the duplicatecheck executes and transaction (a) + (b) will now appear in the report as a duplicate of transaction (c).
  • The check compares back in time (30 days <============== Week 3)
• In week 4 Peter has another transaction of DKK 100.00 (d)
  • At the end of week 4 (Saturday) the duplicatecheck executes and transaction (a) + (b) + (c) will now appear in the report, as a duplicate of transaction (d).
  • The check compares back in time (30 days <============== Week 4)
• In week 5 Peter has another transaction of DKK 100.00 (e)
  • At the end of week 5 (Saturday), the duplicatecheck executes and transaction (b) + (c) + (d) will now appear in the report, as a duplicate of transaction (e).
  • The control compares back in time (30 days <============== Week 5) and therefore transaction (a) is now out of the control period.

This is a simplified view of the method of checking and reporting.