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Sales invoices being duplicated

Wolfie2011

I have a problem with sales invoices. Having created one, I go into the Sales section and find there are 3 for the same client, with different invoice numbers, all dated different days and on days when the database hasn't been open. Eg. Sales dated 4 and 5 and 6th March for the one client, but with the database only opened on the 6th and only one being produced on the 6th March.

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Accepted answers

Earl_HD

Hi @Wolfie2011,

Thank you for your response. I would recommend Clearing the AccountRight cache, as this action can often resolve unusual behavior. And also, If you have a duplicated invoice, you'll need to delete the new invoice that was created. To do this, locate the new invoice in the Invoices list and proceed to delete it.

Feel free to post again, we're happy to help!

If my response has answered your enquiry please click "Accept as Solution" to assist other users find this information.

Regards,
Earl

All comments

bravo1

Duplicated sales invoices can be problematic, leading to accounting errors, customer confusion, and inventory discrepancies. Here are steps to identify and resolve duplicated sales invoices:

Identifying Duplicate Invoices

Run a Report: Generate a report of all sales invoices over a specific period. Most accounting software allows for this.
Check for Duplicates:
- Invoice Numbers: Look for repeated invoice numbers.
- Customer Details: Check for multiple invoices with the same customer, date, and amount.
- Date and Amount: Identify invoices with the same date and total amount.

Resolving Duplicate Invoices

Verify Duplicates:
- Review Details: Confirm that the invoices are true duplicates and not legitimate multiple purchases.
- Consult Records: Cross-check with sales records, inventory, and customer orders.
Remove or Correct Duplicates:
- Void or Delete: If confirmed as duplicates, void or delete the duplicate invoices in your accounting system. Ensure proper documentation of this action.
- Adjust Inventory: Correct inventory levels if the duplicate invoices affected inventory counts.
- Inform Stakeholders: Notify relevant departments (e.g., accounting, sales) and the customer, if necessary.

Shella_A

Hi @Wolfie2011,

I appreciate your prompt response. I get that you're still experiencing an issue with Essentials producing duplicate invoices with different issue dates. I would recommend deleting those duplicate invoices. However, if the issue still persists, our website's virtual assistant, MOCA, is there to assist you. If MOCA isn't able to resolve the problem, you'll be automatically switched to a live chat, or you can ask for support via your account at myob.com, as this will need further investigation.

Feel free to post again anytime you require further assistance.

If my response has answered your inquiry, please click "Accept as Solution" to help other users find this information.

Kind regards,
Shella

Wolfie2011

Hi Earl, I had received information from you previously about a problem that I have with Essentials. When composing new invoices the system is sometimes producing up to 4 duplicates, with issue dates completely different to what I've produced. Eg. I sent 5 invoices today dated 7 May but the system has duplicated them dated 4th May and 5th May. I followed your instructions on deleting the cache before producing the invoices and then having a look at what's happened in the previous month, it's exactly the same. I don't think it has anything to do with the Cache. Are you able to help at all? Kind regards, Jan

Wolfie2011

Sorry, I'm just wondering if it has anything to do with sending a copy to myself?

Wolfie2011

Hi Princess, I appreciate your help and my apologies for taking so long in getting back to you. Unfortunately we have all been ill and my brain just wouldn't function properly. I've followed the steps you advise, journal security audit report and find something very odd. It is showing all the transactions for the day I produced the invoices, then on two other dates under user (System) it has duplicated the same invoices but separate dates. eg. I produced an invoice on 6 March, under my user name, then on 4th March and 3rd March the same invoice has been added by user (System).

Princess_R

Hi @Wolfie2011,

Thank you for your post and for waiting patiently for our response.

There could be several reasons for the duplicate sales, one of which could be related to how transactions are recorded in the system. In this scenario, I suggest reviewing the journal security audit report and the sales report to ensure the accuracy of these transactions.

Please let me know if you need further assistance.

Cheers,

Princess