{"id":11078,"date":"2020-05-22T10:00:00","date_gmt":"2020-05-22T10:00:00","guid":{"rendered":"https:\/\/zapliance.com\/?p=11078"},"modified":"2022-08-26T13:20:29","modified_gmt":"2022-08-26T13:20:29","slug":"10-duplicate-payment-fails-every-accounting-professional-should-know","status":"publish","type":"post","link":"https:\/\/zapliance.com\/en\/blog\/10-duplicate-payment-fails-every-accounting-professional-should-know\/","title":{"rendered":"10 duplicate payment fails every accounting professional should know"},"content":{"rendered":"\n

Duplicate payments happen time and time again in companies. We at zapliance have been dealing with this topic for quite some time now and have learned a lot about duplicate payments. In particular, what causes duplicate payments and how they occur. In this blog post, we lay out 10 types of duplicate payments that we\u2019ve seen regularly and that every accounting professional should know about.<\/p>\n\n\n\n

In the past we\u2019ve often talked about duplicate payments; especially how to detect them. Our previous blog post \u201cDuplicate payments: I want my money back<\/a>\u201d was mainly about how to track down this phenomenon. Depending on the way you count, the article only deals with about 15 indications that you shouldn\u2019t ignore when dealing with duplicate payments. However, we now use more than 400 indications to effectively find invoices paid twice with zap Cash. In this article though, we don\u2019t want to go into further indications, but rather ask another W-question and turn our attention from the \u201cHow?\u201d to the \u201cWhy?\u201d The question addresses the reasons for duplicate payments and what to do once we\u2019ve consolidated 10 reasons into \u201cstylized facts\u201d.<\/p>\n\n\n\n

Best of duplicate payment fails<\/h2>\n\n\n\n

So, let\u2019s get right to it. Here are the 10 \u2018double payment fails\u2019 that we\u2019ve actually seen happen:<\/p>\n\n\n\n

The procedural breaker<\/h3>\n\n\n\n

There is an automatic invoice workflow, which should always be used, and which also runs efficiently in principle. However, there are always \u201cexceptional invoices\u201d that are transferred to the accounting department and are manually re-entered.<\/p>\n\n\n\n

The currency twister<\/h3>\n\n\n\n

An invoice is entered twice, e.g. once in local accounting in euros and then again centrally in US dollars.<\/p>\n\n\n\n

The double recipient<\/h3>\n\n\n\n

This one is particularly nasty: an invoice is sent to two different companies in the group. And the invoice is posted in both companies. This often goes unnoticed within the companies.<\/p>\n\n\n\n

The logistical confusion<\/h3>\n\n\n\n

Again, these are different process lines into which an invoice inadvertently arrives at the same time. It arrives once during the invoice receipt processing when material is received and then again directly posted as a cost expense by bypassing current assets.<\/p>\n\n\n\n

The Self-Tricker<\/h3>\n\n\n\n

There is a direct debit authorization with a supplier and the supplier gets the money by themselves. Of course, you can anticipate the supplier and actively transfer the invoice again.<\/p>\n\n\n\n

The double orderer<\/h3>\n\n\n\n

Purchase orders with the supplier belong to purchase orders in SAP. Sometimes it has to be done quickly and it is ordered \u201cmanually\u201d again (e.g. by telephone). This of course creates two invoices.<\/p>\n\n\n\n

The master data laziness<\/h3>\n\n\n\n

It is not worth creating a vendor master record for smaller procurements. In this case, the invoice is posted to a collective account (miscellaneous account \u2013 CPD). Collective accounts are unclear. It\u2019s possible that a vendor master record could be created, and the invoice could be posted to it.<\/p>\n\n\n\n

The master data twins<\/h3>\n\n\n\n

With many vendors, what often occurs is that two master records (= vendor accounts) are created for one vendor. The invoice is posted to one vendor account straight away and then later looked at in the \u201cduplicate account\u201d, where this invoice is then missing \u2013 strange. Then the invoice is accidentally posted to the \u201cduplicate account\u201d again.<\/p>\n\n\n\n

The weak alarm<\/h3>\n\n\n\n

SAP systems will often flash up an \u201calarm\u201d if an invoice reference already exists when you enter it. But often they are just small warnings and people tend to just close them without reading them. This means the double invoice is then sent to accounting.<\/p>\n\n\n\n

Continuous power<\/h3>\n\n\n\n

There are liabilities that regularly occur again at the same higher level. These include, for example, rents, leases, service contracts or discounts. If you\u2019re thinking \u201cWell, I can just automate that in SAP\u201d \u2013 you\u2019re right. But that doesn\u2019t necessarily mean that mistakes will not happen again. On the contrary: a recurring entry happens automatically, and a user may accidentally post the rent again manually because they no longer notice the recurring entry as an automatic process.<\/p>\n\n\n\n

We have seen all of the above-mentioned cases happen time and time again and we\u2019ve been able to help our clients quickly by using zap Cash. With the help of zap Cash, it\u2019s possible to find such cases quickly in your SAP data. Throughout our numerous zap Cash projects, we\u2019ve seen these all 10 of these cases occur.<\/p>\n\n\n\n

Known phenomena? Vote now!<\/h2>\n\n\n\n

Take part and tell us which issues you have experienced yourself. We will publish the results at a later date: What are the fails you have already experienced?<\/p>\n\n\n\n

  • The procedural breaker<\/li>
  • The currency twister<\/li>
  • The double addressee<\/li>
  • The logistical confusion<\/li>
  • The Self-Tricker<\/li>
  • The double orderer<\/li>
  • The master data laziness<\/li>
  • The master data twins<\/li>
  • The weak alarm<\/li>
  • Continuous power<\/li><\/ul>\n\n\n\n

    Do you know of any other duplicate payment fails? Leave us a comment below!<\/p>\n","protected":false},"excerpt":{"rendered":"

    Duplicate payments happen time and time again in companies. We at zapliance have been dealing with this topic for quite some time now and have learned a lot about duplicate payments. In particular, what causes duplicate payments and how they occur. In this blog post, we lay out 10 types of duplicate payments that we\u2019ve […]<\/p>\n","protected":false},"author":4,"featured_media":10699,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","inline_featured_image":false,"footnotes":""},"categories":[38,37,40],"tags":[],"class_list":["post-11078","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-en-audit","category-en-compliance","category-en-finance"],"acf":[],"yoast_head":"\n10 duplicate payment fails every accounting professional should know - zapliance<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/zapliance.com\/en\/blog\/10-duplicate-payment-fails-every-accounting-professional-should-know\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"10 duplicate payment fails every accounting professional should know - zapliance\" \/>\n<meta property=\"og:description\" content=\"Duplicate payments happen time and time again in companies. 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