Payables Invoice Import - duplicate invoice logic

When an invoice is imported into the PayablesInvoiceImport tables, where is the configuration to determine whether an invoice is a duplicate or not? In other words, I know there's some place in the system that defines the combination of variables that define a duplicate invoice. For example: Is it COMPANY + VENDOR + INVOICE# ? Or is it just VENDOR + INVOICE# ? I know somewhere there's a setup to define this - but I cant find it. Thanks

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Sandeep Chandak

Are you looking for this?

This is on the Vendor Group.

lbushmahoney

Hi Cathy I've got some information to share with you

lbushmahoney

Hi Cathy, in our migration to FSM from Infinium, we have encountered the same issue with the product. There is no way to make FSM allow duplicate invoices totally unfortunately. That has put our IT team in a tough spot because we can't enforce business practices on our operations teams, so a huge longstanding challenge we have had with this product is what custom work can we do to work around Infor not allowing duplicate invoices through interfaces. We've had to spend a lot of hours working on this challenge, so let me share what we have tried and what we are doing now. By the way, during our implementation: We were told "we were the only customer with this issue" and that there would never be a change to allowing duplicate invoices(Not sure why their stance is so extreme). Only to find out right before our go-live that Infor was planning to allow a flag that would allow duplicates by date because another customer had requested it. And nobody gave us any heads up about that. It's not ideal but we're working with what we've got. Not trying to be negative; that has just been our experience. So I am here to tell you, you are not alone on this issue.

In the latest version of FSM by default, I believe you are correct. Duplicate Invoices are defined by COMPANY + VENDOR + INVOICE#. If you try to insert a duplicate invoice through the interface using DB Import you will get the following error message in your Work Unit.

PayablesInvoiceImport Importing 3 Cannot insert duplicate key row in object 'LANDMARKPRD04_RITSCOOKIECO_TRN_FSM.PAYABLESINVOICEIMPORT' with unique index 'CVIBYCOMPANY'. The duplicate key value is (CO, RunGroup, VendorNumber, ?, ?, InvoiceName, ?)

However, there is a configuration (checkbox field) you can turn on per vendor; or in a vendor group to allow Duplicate Invoices by DATE. This allows you to enter a duplicate into Landmark down to the InvoiceDate. This can also be changed for an entire Vendor Group to make this more realistic/maintainable.

But there is something you need to know about Infor's implementation. Even if you have the Allow Duplicates by Date flag turned on; it will not apply to the PayablesInvoiceImport business class. They forgot to include that in the check. So if you enter duplicates, even by date, at the same time, on the PayablesInvoiceImport business class, this will break your import process. So you can not have duplicates sitting on the "Staging Table" (PayablesInvoiceImport at the same time). But after you interface them, then it will be okay, duplicates by date can exist in the actual PayablesInvoice business class. We were told by Infor this is working as intentionally designed. Not trying to be negative; that has just been our experience.

So what we had originally done. We created an ION Channel and sFTP'd invoice batches to our ION Channel and used an IPD program to DB import the invoices to the PayablesInvoiceImport business class. Then our users would interface them into Landmark. How did we get around duplicate invoices? Before we sent any invoices into FSM we had each external application compute and assign a unique invoice name that it had not sent before. Then we sent the "True Invoice Number" as a custom field on the Business class (PayablesInvoiceImport and PayablesInvoice). Then on our Process Invoice screens, we allowed our users to search on the "True Invoice Number". However this caused another issue with the product after going live, searching on the delivered Process Invoice screen; on a non-Indexed field (read: any custom field) is incredibly slow and causes system slowness. (You will have to wait seconds to search a screen, sometimes the screens get HTTP timeout errors). It might sound kind of crazy and you might think, seconds isn't so bad? But when your team is processing thousands of invoices daily, it becomes an issue. And if you go to support to ask them to help troubleshoot slowness, they will ask you to disable your configuration or reach out for consulting services. Of course that is not feasible because we had to make this customization to get around duplicate invoices in the first place. I do not advise doing this.

Here is what we are doing now. We are currently pivoting and changing our PayablesInvoiceImport process to use the delivered API's. I must say so far this has been the highlight of the product. Infor has exposed a lot of the system through API's. We are moving as much custom logic off of the product as we can since it causes slowness. What I suggest you do is use your external systems to call into the FSM API. You can find it on the OS portal, API Gateway, FSM, click on the Soap documentation (it has RESTful endpoints). And from there you can search up all the Business Classes they have exposed. You can use the PayablesInvoice and PayablesInvoiceImport to check for duplicates ahead of time and the work with the invoice as needed on the external application.

Jennifer Menzietti

Above what has been noted here, there are parameters on the vendor classes and vendors to allow duplicates based on invoice date as well. I have not yet tested it but this is how it was described to me. This was specifically designed for utility suppliers where you only have an account number not a true invoice number or where they use the same invoice number each month. I'm not sure if this will help anyone else out there but hopefully it does.

lila-elizalde

Hello Cathy

I think you are asking where in the configuration you can allow a Vendor to have duplicate invoices ( normally for services like electricity, gas, etc, where you have the same account)

you can setup the allowance the duplicate invoice at the Vendor Class or at Specific Vendor ( vendor Master)

in the vendor class you will see it at the end of the screen

in the vendor under the Option tab

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