When creating an expense report, the system checks for duplicate lines before submitting an expense report for approval. The report is flagged with an error and all expense reports that have similar characteristics are listed on this page. If the report is valid, provide a reason, and select Done. The system then allows you to submit the expense report for approval.
To be considered a duplicate a line must have the same expense type, amount, and date.
FOR EMPLOYEES/DELEGATES
If you have duplicate expenses from different Expense Reports, the system will give you an error message like below. Click on the Review Duplicate Lines to view the details.
The pop up window Possible Duplicates Exists will list the possible duplicates. If the duplicate is valid, you must toggle the Reviewed to Yes and select the reason code (“Duplicate is Valid”).
If you determine that one (or more) are duplicates, then leave the Reviewed as No and Reason as blank. Click Done.
Add your exception comments for Duplicate Expense > Done > Save
Go back to “My Expense Reports” page and delete the duplicate ER before continuing. After you have deleted the duplicate(s), you can now go back to the original (saved) ER and submit it for approval.
Open the original saved ER to submit for approval. No error message showing.
FOR APPROVERS
Approvers will see an Alert icon in the approval page for possible duplicates from the same employee.
Select ER to open to review > Click on Expense Type link to view the employee’s comments
Approvers are also alerted of the possible duplicates in the Exception information when clicking the warning icon
Approvers can now Send Back or Deny the ER and leave a comment for the submitter.
Or they can budget check and approve the ER.
-End of Procedure-