Disbursement Voucher and Payment Request Duplicate Payment Check

The Disbursement Voucher allows users to add invoice number and invoice date to the Disbursement Voucher Payment Information tab. Whether or not these fields are required is controlled by Payment Reason. When these fields are completed, the Disbursement Voucher can be configured to check for duplicate payments made by other Disbursement Vouchers and / or Payment Requests.

Parameters

Six parameters are available to configure this functionality.

Three in the KFS-FP Namespace: 

1. INCLUDE_DV_IND: When this parameter is set to Y, the Disbursement Voucher duplicate payment check will run and will include Disbursement Vouchers. 
2. INCLUDE_PREQ_IND: When this parameter is set to Y, the Disbursement Voucher duplicate payment check will run and will include Payment Requests. 
3. INVOICE_FIELDS: List the Disbursement Voucher payment reasons in this parameter when the Invoice Number and Invoice Date fields should be required when completing the Disbursement Voucher.

Two in the KFS-PURAP Namespace: 

1. INCLUDE_DISBURSEMENT_VOUCHER_IND: When this parameter is set to Y, the Payment Request duplicate payment check will run and will include Disbursement Vouchers.
2. INCLUDE_PAYMENT_REQUEST_IND: When this parameter is set to Y the Payment Request duplicate payment check to run and include Payment Requests.

One in the KFS-SYS Namespace

1. DUPLICATE_INVOICE_DAYS: Specifies the maximum age of invoices that will be checked for duplicate payments by the Payment Requests and/or Disbursement Vouchers duplicate invoice check. Leave the parameter blank to check all invoices. NOTE: Due to performance issues, we recommend setting this value to 3 years (1095 days).

Disbursement Voucher Duplicate Payment Business Rules

• If the Invoice Number or the Invoice Date field are completed both are required. 
• The invoice date can be today or earlier, it cannot be a future date. 
• If the Payment Reason requires the fields as defined in the above configurations, both are required. 
• The duplicate payment check is performed when the document is saved, submitted, approved and when enroute documents are opened. When performing the duplicate payment check:
  • The invoice number is stripped of special characters 
  • Disbursement Vouchers and / or Payment Requests are checked if the above configuration has been set to include them. 
  • Disapproved documents are included in the check, canceled documents are not. Separate warnings are provided for disapproved documents.  
  • For the selected payee, the duplicate payment process checks the following:
    • Was the invoice number used on another Disbursement Voucher and/or Payment Request.
    • Does the invoice date and document total match existing Disbursement Vouchers and/or Payment Requests.
      
      • On submit and approve, if the approver can update the invoice number and date fields: 
        • Do you want to continue warnings display. 
      • On save and when enroute documents are opened:
        • Warnings will display at the top of the document indicating that a potential duplicate exists. The warnings will no longer display once the document is Final or Processed.  
• The invoice number and invoice date fields are cleared when the Disbursement Voucher is copied.

Payment Request Duplicate Payment Business Rules

The duplicate payment check is performed when the Continue button is clicked on the Payment Request Initiation form. Disbursement Vouchers and / or other Payment Requests are checked based on the above configurations. The warning can be bypassed and will not be presented again. Warnings are returned when: 

• The vendor number and invoice number match values previously processed on another Payment Request and / or another Disbursement Voucher.
• The invoice amount and invoice date match values previously processed for this vendor on another Payment Request and / or Disbursement Voucher.

Related Changes

• The Disbursement Voucher custom document search has been modified to include the new fields. 
• The new fields are sent to Pre-Disbursement Processing and will display in the Search for Payment look ups and are included in the ACH and/or check files. If a Disbursement Voucher does not have an invoice date, the invoice date is set to the extracted date.