System and method for identifying invoices that may be duplicate prior to payment

1. A method for processing index numbers of accounts payable records from a plurality of accounts payable systems to identify duplicate records, comprising the steps of:

loading first records having an index number into a database from a plurality of accounts payable systems during a first predetermined time period;

for each record having said index number, searching said database for another record, loaded during a second earlier time period, having the same index number and replacing said another record, if found, with said first record;

comparing each first record for which no matching index number record was found with all other first records for which no matching index number record was found;

comparing each of said first records for which no matching index number record was found with all the other records including the replaced records in said database;

generating reports of the comparing steps, the reports listing records which compared; and

eliminating from said database said first records deemed to have compared.

2. The method of claim 1 , said records being invoice records.

3. A method for providing a report that can be used to evaluate two or more invoiced documents for further investigation of possible dulicate invoicing, comprising the steps of:

maintaining a compact database by entering invoice data to said compact database from a plurality of accounts payable systems for payment at a later date and removing canceled invoice documents and invoice documents older than a predetermined period;

responsive to submission of an invoice with a null invoice indicia field entering date indicia in said null invoice indicia field;

extracting data from said compact database by matching on supliers invoice indicia, name, date and amount;

checking said compact database for duplicate invoices before said later date; and

producing said report from said data.

4. A method for capturing packets of possible duplicate invoices for duplicate invoice analysis, comprising the steps of:

preparing a set of invoices including all invoices from all of a plurality of accounts payable systems for different entities within an enterprise;

removing selected invoices from said set of invoices based upon first expert criteria to form an investigative packet;

maintaining as a first subset of said investigative packet a collection of current invoices that have not yet been paid;

maintaining as a second subset of said investigative packet a collection of history invoices that have been paid;

generating based on second expert criteria from said current invoices and said history invoices a plurality of intermediate packets of invoices exhibiting a same behavior, each said intermediate packet including at least one invoice from said collection of current invoices;

dropping packets from said plurality of intermediate packets based on third expert criteria;

flagging invoices in remaining intermediate packets based on fourth expert criteria;

dropping from said remaining intermediate packets to form a final set of packets invoices which have not been flagged; and

generating from said final set of packets a first report of invoices having same invoice numbers and vendor numbers, a second report of invoices having similar vendor names and same invoice amounts; a third report of invoices having similar invoice dates and invoice amounts differing only on flagged conditions; a fourth report of invoices having same invoice amounts and invoice numbers but not same date and vendor name; a fifth report of invoices having same invoice numbers and vendor names but not same vendor number and invoice amount; and a sixth report of invoices having same invoice numbers, vendor name and invoice amounts, irrespective of invoice date.

5. The method of claim 4 , each invoice comprising a record including vendor identifier indicia, vendor record indicia, date indicia, and amount indicia.

6. The method of claim 5 , each said record including a vendor record indicia field, a data indicia field, and an amount indicia field.

7. The method of claim 6 , further comprising the steps of:

flagging said invoices in said packet against each other with respect to expert criteria;

dropping from said packet unflagged invoices; and

discarding remaining packets having no current invoices.

8. The method of claim 7 , further comprising the step of flagging record pairs having transposed digits in said vendor record indicia fields.

9. The method of claim 7 , further comprising the step responsive to receiving an invoice with null vendor record indicia field of entering date indicia as date-like indicia to said vendor record indicia field.

10. The method of claim 9 , further comprising the step of flagging invoice pairs having a same vendor identifier indicia and date-like indicia in said vendor indicia field.

11. The method of claim 7 , further comprising the step of flagging invoice pairs having matching vendor record indicia.

12. The method of claim 7 , further comprising the step of flagging invoice pairs having, for matching vendor identification indicia, matching vendor record indicia except for a prefix or suffix character.

13. The method of claim 7 , further comprising the step of flagging invoice pairs, for matching vendor identification indicia, having vendor record indicia of different lengths.

14. The method of claim 7 , further comprising the step of flagging invoice pairs matching on said vendor record indicia while ignoring embedded blanks.

15. The method of claim 9 , further comprising the steps of:

flagging invoice pairs having transposed digits in said vendor record indicia fields;

flagging invoice pairs having a same vendor identifier indicia and date-like indicia in said vendor indicia field;

flagging invoice pairs having matching vendor record indicia;

flagging invoice pairs having, for matching vendor identification indicia, matching vendor record indicia except for a prefix or suffix character;

flagging invoice pairs, for matching vendor identification indicia, having vendor record indicia of different lengths; and

flagging invoice pairs matching on said vendor record indicia while ignoring embedded blanks.

16. The method of claim 4 , further comprising the step of forcing all said invoices to be current.

17. The method of claim 4 , further comprising the step of capturing packets having same vendor and invoice numbers.

18. The method of claim 4 , further comprising the step of capturing packets having similar vendor names and same invoice amount.

19. The method of claim 4 , further comprising the step of capturing packets having similar invoice dates and amounts, differing only on flagged conditions.

20. The method of claim 4 , further comprising the step of capturing packets having same invoice amount and numbers but not same date and vendor name.

21. The method of claim 4 , further comprising the step of capturing packets having same invoice number and vendor name but not same vendor number and invoice amount.

22. The method of claim 4 , further comprising the step of capturing packets having the same vendor number and same invoice number and amount, irrespective of invoice date.

23. A program storage device readable by a machine, tangibly embodying a program of instructions executable by a machine to perform method steps for processing index numbers of accounts payable records from a plurality of accounts payable systems to identify duplicate records, said method steps comprising:

loading first records having an index number into a database during a first predetermined time period;

for each record having said index number, searching said database for another record, loaded during a second earlier time period, having the same index number and replacing said another record, if found, with said first record;

comparing each first record for which no matching index number record was found with all other first records for which no matching index number invoice was found;

comparing each of said first invoices for which no matching index number record was found with all the other records including the replaced records in said database;

generating reports of the comparing steps, the reports listing records which compared; and

eliminating from said database said first records deemed to have compared.

24. A program storage device readable by a machine, tangibly embodying a program of instructions executable by a machine to perform method steps for providing a report that can be used to evaluate two or more invoiced documents for further investigation of possible duplicate invoicing, said method steps comprising:

maintaining a compact database by removing canceled invoice documents and invoice documents older than a predetermined period;

responsive to submission of an invoice with a null invoice indicia field entering date indicia in said null invoice indicia field;

extracting data from said compact database by matching on suppliers invoice indicia, name, date and amount; and

producing said report from said data.

25. A program storage device readable by a machine, tangibly embodying a program of instructions executable by a machine to perform method steps for capturing packets of possible duplicate invoices for duplicate invoice analysis, said method steps comprising:

preparing a set of invoices including all invoices from all of a plurality of accounts payable systems for different entities within an enterprise;

removing selected invoices from said set of invoices based upon first expert criteria to form an investigative packet;

maintaining as a first subset of said investigative packet a collection of current invoices that have not yet been paid;

maintaining as a second subset of said investigative packet a collection of history invoices that have been paid;

generating based on second expert criteria from said current invoices and said history invoices a plurality of intermediate packets of invoices exhibiting a same behavior, each said intermediate packet including at least one invoice from said collection of current invoices;

dropping packets from said plurality of intermediate packets based on third expert criteria;

flagging invoices in remaining intermediate packets based on fourth expert criteria; and

dropping from said remaining intermediate packets to form a final set of packets invoices which have not been flagged.

26. A system for capturing packets of possible duplicate invoices for duplicate invoice analysis, comprising:

a set of invoices including all invoices from all of a plurality of accounts payable systems of an enterprise;

an investigative packet formed by removing selected invoices from said set of invoices based upon first expert criteria;

a first subset of said investigative packet including a current file of invoices that have not yet been paid;

a second subset of said investigative packet including a history file of invoices that have been paid; and

a plurality of intermediate packets of invoices generated based on second expert criteria from said first and second subsets for storing invoices exhibiting a same behavior, said packet including at least one invoice from said current file; and

a plurality of reports generated from a plurality of said packets including a first report of invoices having same invoice numbers and vendor numbers, a second report of invoices having similar vendor names and same invoice amounts; a third report of invoices having similar invoice dates and invoice amounts differing only on flagged conditions; a fourth report of invoices having same invoice amounts and invoice numbers but not same date and vendor name; a fifth report of invoices having same invoice numbers and vendor names but not same vendor number and invoice amount; and a sixth report of invoices having same invoice numbers, vendor name and invoice amounts, irrespective of invoice date.

27. The system of claim 26 , said packet containing invoices having same vendor and invoice numbers.

28. The system of claim 26 , said packet containing invoices having similar vendor names and same invoice amount.

29. The system of claim 26 , said packet containing invoices having similar invoice dates and amounts, differing only on flagged conditions.

30. The system of claim 26 , said packet containing invoices having same invoice amount and numbers but not same date and vendor name.

31. The system of claim 26 , said packet containing invoices having same invoice number and vendor name but not same vendor number and invoice amount.

32. The system of claim 26 , said packet containing invoices having the same vendor number and same invoice number and amount, irrespective of invoice date.

33. A computer program product or computer program element for processing index numbers of accounts payable records from a plurality of accounts payable systems to identify duplicate records according to method steps comprising:

loading first records having an index number into a database during a first predetermined time period;

for each record having said index number, searching said database for another record, loaded during a second earlier time period, having the same index number and replacing said another record, if found, with said first record;

comparing each first record for which no matching index number record was found with all other first records for which no matching index number invoice was found;

comparing each of said first invoices for which no matching index number record was found with all the other records including the replaced records in said database;

generating reports of the comparing steps, the reports listing records which compared; and

eliminating from said database said first records deemed to have compared.

34. A computer program product or computer program element for capturing packets of possible duplicate invoices for duplicate invoice analysis according to method steps comprising:

preparing a set of invoices including all invoices from all of a plurality of accounts payable systems for different entities within an enterprise;

removing selected invoices from said set of invoices based upon first expert criteria to form an investigative packet;

maintaining as a first subset of said investigative packet a collection of current invoices that have not yet been paid;

maintaining as a second subset of said investigative packet a collection of history invoices that have been paid;

generating based on second expert criteria from said current invoices and said history invoices a plurality of intermediate packets of invoices exhibiting a same behavior, each said intermediate packet including at least one invoice from said collection of current invoices;

dropping packets from said plurality of intermediate packets based on third expert criteria;

flagging invoices in remaining intermediate packets based on fourth expert criteria; and

dropping invoices which have not been flagged from said remaining intermediate packets to form a final set of packets.