Duplicate Invoice Review

The Duplicate Invoice Review function identifies all invoice items that are potential duplicates based on specified search criteria. Using this information, you can determine which of them are actual duplicates, and then void or delete the duplicates. You can also print the Duplicate Invoice Review report.

By default, GlobalWare determines invoice items as possible duplicates if they match on any of the following criteria: traveler name, settlement type, travel type, document type, departure date, total cost or booked gross amount, account ID, accounts payable due date, base fare or booking rate, booking date, and credit card approval code. However, you can customize the criteria GlobalWare uses to search for duplicates.

Reviewing, voiding, and deleting duplicate invoices

To perform the review, and then void or delete duplicate invoice items:

1. On the Invoice submenu, click Duplicate Invoice Review.

   The Duplicate Invoice Review screen appears.

   Duplicate Invoice Review screen

   

   The top area of the screen displays search criteria fields you can use to query for possible duplicate invoice items. After you provide search criteria and click SEARCH, invoice items that match the search criteria appear in the Search Results grid.

   Tip: You can increase the size of this screen by dragging an edge or corner to the desired size. This enables you to more efficiently view and work with data in the Search Results grid.

   Field and button descriptions

   The following table describes the fields on the Duplicate Invoice Review screen.

   Field	Description
   Search	Indicates the type of date range to specify in the From and To fields. Select Invoice Date to specify an invoice date range or Travel Date to specify a travel (departure) date range. The Search Results grid will display invoice records that match the specified range of dates.
   From (for dates)	Beginning date of a range of invoice or travel (departure) dates (based on the Search field selection). The Search Results grid will display invoice records that match the specified range of dates. You must use this date in conjunction with the To date to define a range.
   To (for dates)	Ending date of a range of invoice or travel (departure) dates (based on the Search field selection). The Search Results grid will display invoice records that match the specified range of dates. You must use this date in conjunction with the From date to define a range.
   Ticket Location	Ticketing location. This is also known as the satellite ticket printer (STP) location. The Search Results grid will display invoice records that match the selected ticketing locations. Select All to include all ticketing locations. To select a subset of ticketing locations, press and hold the Ctrl key while clicking on the ticketing locations you want included. Only the branches to which the employee has access display. If All is selected, all branches to which the user has access are considered. The Branch & STP Locations function defines these locations. For more information, see Branch & STP Locations.
   Settlement	Settlement-type code. The Search Results grid will display invoice records that match this settlement type. Select All to include all settlement types. For information about settlement types, see Basics of Invoices.
   Travel Type	Travel/revenue-type code. The Search Results grid will display invoice records that match this travel/revenue type. Select All to include all travel/revenue types. For information about travel/revenue types, see Travel, Customer, and Revenue Types Overview.
   Available Search Criteria and Selected Search Criteria	To select the fields you want to match on, click the field name in the Available Search Criteria box, and then click the right arrow () button to move the field name to the Selected Search Criteria box. GlobalWare uses all fields listed in the Selected Search Criteria to match on. To remove a field from the Selected Search Criteria box, click the field name, and then click the left arrow () button. The field name moves to the Available Search Criteria box. The Search Results grid will display duplicate invoices in the order of the fields listed in the Selected Search Criteria box. You can rearrange the fields by dragging a field to another place within the list of fields. Note: The fields to match on are saved for each workstation. An example of using this feature would be to have one user check a group of fields for ARC items and have another user check a different group of fields for tracking items.
   V/D	Status of the invoice item or commission tracking item. Initially, all listed items have an O (open) status. You can use the V/D grid column to mark items to be voided or deleted. When you click OK, the status changes are applied. For an invoice item, you can specify one of the following statuses: D Marks the item to be deleted. O Indicates an open item. Note: Use this status to make no changes to an item's status. V Marks the item to be voided. For a commission tracking item, you can specify one of the following statuses: N Marks the item to be voided because the traveler did not show up (no show). O Indicates an open item. Note: Use this status to make no changes to an item's status. X Marks the item to be voided because it was canceled.
   Branch	Booking location or branch.
   TK Loc	Ticketing location. This is also known as the satellite ticket printer (STP) location. The Branch & STP Locations function defines these locations. For more information, see Branch & STP Locations.
   Acct ID	Customer account ID for this invoice item.
   Invoice #	Invoice number for this invoice item.
   Provider	Provider account ID.
   Traveler	Name of the traveler.
   Ticket #	Ticket or confirmation number.
   SST	Sale-type, settlement-type, and travel/revenue-type codes for this invoice item. For example, "RDA" indicates Retail for sale type, Direct for settlement type, and Air for travel/revenue type. For more information, see Standard Codes Quick Reference.
   Date	Date on which the invoice was created.
   Itinerary	Itinerary or description of the invoice item.
   TotalCost	Total cost of the invoice item.
   Void	Indicates that all qualifying items listed in the Search Results grid will be marked to be voided when you click SELECT ALL.
   Delete	Indicates that all qualifying items listed in the Search Results grid will be marked for deletion when you click SELECT ALL.

   The following table describes the buttons on the Duplicate Invoice Review screen.

   Button	Description
   SEARCH	Searches for invoice items that match the specified search criteria and displays them in the Search Results grid.
   CLEAR	Resets search criteria boxes at the top of the screen to their default settings. However, GlobalWare stores the changes you make in the Available Search Criteria and Selected Search Criteria boxes. They are unaffected by the CLEAR button.
   BATCH	Opens the Choose a Batch dialog box. Use this dialog box to store the Duplicate Invoice Review report as part of a batch for printing later. For more information, see Batch Printing.
   SELECT ALL	Automatically marks all items listed in the Search Results grid that qualify to be voided or deleted (based on selection of the Void or Delete option). Qualifying items are marked with V or D in the V/D grid column, and this button changes to DE-SELECT ALL. Qualifying rules: For items that are unposted, unpaid, and in an open ARC period (if it is ARC), all except the one with the highest pay ID number (which is the most recently stored item) will be marked to be voided or deleted. Items that are posted, paid, or in a closed ARC period (if it is ARC) are not marked. To unmark all marked items, click DE-SELECT ALL. In the V/D grid column, these items will be reset to O (open).
   OK	Applies all changes made in the V/D column (if any) and clears the Search Results grid.
   PRINT	Opens the Send to dialog box. Use this dialog box to immediately print the Duplicate Invoice Review report to the destination you specify. For more information, see Printing Overview.

2. Provide the appropriate search criteria in the top area of the screen and click SEARCH.

   Note: The date fields for Dates are required.

   GlobalWare displays possible duplicate invoices in the Search Results grid.

3. Use the Search Results grid to do any of the following:

   • To view detail for a listed invoice item, select the item and press F4. The Invoice Display screen appears. For more information, see Invoice Display Screen.

   • To mark an invoice item to be voided or deleted, type V to void or D to delete in the V/D grid column. For a commission tracking item, you can type X for canceled or N for no show.
   • To have GlobalWare automatically mark all items listed in the Search Results grid that qualify to be voided or deleted, select either the Void or Delete option, and then click SELECT ALL. The following rules determine whether items qualify to be marked:
     • For items that are unposted, unpaid, and in an open ARC period (if it is ARC), all except the one with the highest pay ID number (which is the most recently stored item) will be marked to be voided or deleted.

     • Items that are posted, paid, or in a closed ARC period (if it is ARC) are not marked.

     Note: You can void or delete items only if they have not been posted to the general ledger and have not had checks or receipts applied to them. If they have been posted or applied, you must use the Invoice function to void or delete them. For more information, see Voiding and Deleting Invoice Items.

   • To unmark an item so that it will not be voided or deleted, type O (for Open) in the V/D grid column.
   • To print the Duplicate Invoice Review report, choose one of the following print options:

     • To print the report immediately, click PRINT.

       The Send to dialog box appears. Select a report destination. For more information, see Printing Overview.

     • To store the report as part of a batch for printing later, click BATCH.

       The Choose a Batch dialog box appears. For more information, see Batch Printing.

     Note: All items that appear in the Search Results grid, including those marked to be voided or deleted, appear on the report. If you do not want the marked items to appear on the report, click OK to void or delete the marked invoice items, and then search for duplicate invoices again.

4. To apply all changes made in the V/D grid column (if any), click OK.

   Note: To close the Duplicate Invoice Review screen without applying changes, click the exit () icon or press Alt+X.

Report example

Duplicate Invoice Review report example