XBert Type: Standard
Accounting Software: Xero, MYOB
Country Restriction: All supported countries
Risk Type: Compliance Risk
Business Function: Purchases
Overview
This XBert checks the supplier bills in your accounting software for duplicated attachments. When the same supporting document is attached to more than one bill, it can be a sign that the same invoice has been entered, and potentially paid, more than once. Catching this early helps you avoid paying a supplier twice and keeps your records clean.
What it does
It scans the documents attached to your supplier bills and compares them across bills. It looks at two things: whether the exact same attached file has been linked to more than one bill, and whether the same document content has been uploaded as separate files on more than one bill. When it finds a match, it flags the affected bills for you to review.
How it works
This XBert reviews bills that are approved or paid and dated after 1 July 2021. It focuses on bills that have a single attachment, so it can clearly compare one document against another.
It raises an alert in either of these situations:
The very same attached document is linked to more than one bill.
Two or more bills have separate files that hold the same document content, and the tax amount or total could not be clearly read from the document.
It deliberately ignores draft bills and bills dated on or before 1 July 2021, and it only considers bills that have exactly one attachment, so the comparison stays reliable and avoids false alarms.
Example/Use Case
Priya, a bookkeeper at a cafe group, receives an invoice from a coffee supplier for $1,480.00. She enters it as a bill and attaches the PDF. A few days later the same invoice arrives again by email, and a colleague enters it as a second bill, attaching the same PDF. Both bills are approved and one is scheduled for payment. This XBert flags that the same attachment now appears on two bills. Priya checks both, confirms it is the one invoice, deletes the duplicate bill before it is paid, and avoids paying the supplier $1,480.00 twice.
Accounting software
This XBert runs on Xero and MYOB.
Which countries it supports
This XBert is available in all supported countries.
Processes
Business area: Purchases.
Open each bill listed in the alert and compare the attached documents and bill details, such as supplier, date and amount.
Confirm whether the bills are genuinely the same invoice entered more than once.
If a bill is a duplicate, delete or void it so the supplier is not paid twice. If a payment has already been made, contact the supplier to arrange a refund or credit.
If the bills are legitimately separate (for example, a repeating monthly charge that genuinely shares the same attachment), keep them and make sure the correct document is attached to each.
Once the bills have been corrected, mark the XBert as resolved.