Preprocessor system and method for rejection of duplicate invoices

A computing system, comprising:

• an accounts payable data base;
• a preprocessor for identifying duplicate invoices from among electronic invoices received from a vendor before introducing said electronic invoices into said accounts payable data base by:
• identifying electronic invoices having a same vendor invoice designation, same purchase order number, and same item number;
• calculating a net sum amount of items on invoices identified as having said same vendor invoice designation, said same purchase order number, and said same item number;
• identifying as a duplicate invoice an original electronic invoice for which said net sum amount is greater than zero;
• an invoice processor for selectively automatically communicating a duplicate invoice rejection transaction back to said vendor for said original electronic invoice identified as a duplicate invoice without posting said original electronic invoice to said accounts payable data base and introducing said original electronic invoice not identified as said duplicate invoice into said accounts payable data base.

A program storage device tangibly embodying a program of instructions for controlling the operation of a computing system responsive to receipt of an electronic input invoice from a vendor according to a method comprising:

• preprocessing before introduction into an accounts payable data base original electronic invoices received from a vendor to identify duplicate invoices, including:
• identifying invoices having a same vendor invoice designation, same purchase order number, and same item number;
• calculating a net sum amount of items on invoices identified as having said same vendor invoice designation, said same purchase order number, and said same item numbers;
• identifying as a duplicate invoice an original electronic invoice for which said net sum amount is greater than zero;
• automatically communicating a duplicate invoice rejection transaction back to said vendor for said original electronic invoice identified as a duplicate invoice without posting said original electronic invoice to said accounts payable data base;
• and
• storing said original electronic invoices not identified as duplicate invoices into said accounts payable data base.

Method for operating an accounts payable computing system, comprising:

• receiving an original electronic invoice from a vendor;
• rejecting original electronic invoices received from vendors not initialized as trading partners, and translating original electronic invoices received from vendors initialized as trading partners;
• assuring that during said translating the count of translated invoices rejected and accepted equals the number of original electronic invoices translated, and feeding accepted invoices for preprocessing;
• preprocessing invoices accepted for preprocessing as received from a trading partner vendor, said preprocessing selectively validating a transaction, calculating line item accounts, deducting sales tax, and identifying original electronic invoices which are duplicate invoices before introduction into an accounts payable data base, said identifying duplicate invoices including:
• sorting all inbound invoices in credit/debit sequence;
• auditing only debit invoices one at a time for duplicate invoices and committing to said accounts payable data base only those debit invoice, which are not duplicate invoices;
• identifying invoices having a same vendor invoice designation, same purchase order number, and same item number;
• calculating a net sum amount of items on invoices identified as having said same vendor invoice designation, said same purchase order number, and said same item number;
• identifying as a duplicate invoice an original electronic invoice for which said net sum amount is greater than zero;
• said identifying including execution of check verbs, each said check verb being satisfied to identify said invoice as a duplicate invoice;
• said check verbs including determining that this vendor is a vendor for which duplicate invoice checking is to be performed, determining that there is a purchase order history of previous purchase orders for said invoice, and determining for each item on said invoice a sum of its purchase order history, with said sum being greater than zero for at least one said item;
• automatically communicating a duplicate invoice rejection transaction back to said vendor for an original electronic invoice identified as a duplicate invoice without posting said original electronic invoice to said accounts payable data base;
• posting said invoice to a workflow database and assuring that the number and amount of invoices posted to said workflow database equal the number and amount of translated invoices accepted for preprocessing;
• logging to an error queue invoices failing audit for subsequent manual processing;
• logging to an exceptions and warnings log table as exceptions invoices which are determined during preprocessing to be duplicate invoices and as warnings invoices which during preprocessing were recalculated or had sales tax deducted;
• introducing said original electronic invoices not identified as duplicate invoices into said accounts payable data base.

A computing system, comprising:

• an accounts payable data base;
• a translator for receiving an original electronic invoice from a trading partner and selectively rejecting said original invoice back to said trading partner or accepting said original invoice for further processing;
• a preprocessor for identifying duplicate invoices from among electronic invoices accepted for further processing before introducing said electronic invoices into said accounts payable, data base by:
• sorting all inbound invoices in credit/debit sequence;
• auditing only debit invoices one at a time for duplicate invoices and committing to said accounts payable data base only those debit invoices which are not duplicate invoices;
• identifying invoices having a same vendor invoice designation, same purchase order number, and same item number;
• calculating a net sum amount of items on invoices identified as having said same vendor invoice designation, said same purchase order number, and said same item number;
• identifying as a duplicate invoice an original electronic invoice for which said net sum amount is greater than zero;
• said identifying including execution of check verbs, each said check verb being satisfied to identify said invoice, as a duplicate invoice;
• said check verbs including determining that this vendor is a vendor for which duplicate invoice checking is to be performed, determining that there is a purchase order history of previous purchase orders for said invoice, and determining for each item on said invoice a sum of its purchase order history, with said Bum being greater than zero for at least one said item;
• an invoice processor for selectively automatically communicating a duplicate invoice rejection transaction back to said vendor for said original electronic invoice identified as a duplicate invoice without posting said original electronic invoice to said accounts payable data base and introducing said original electronic invoice not identified as said duplicate invoice into said accounts payable data base.

A program storage device readable by a machine, tangibly embodying a program of instructions executable by a machine to perform a method for operating a computing system responsive to receipt of an electronic input invoice from a vendor for selectively rejecting back to said vendor duplicate invoices without logging said duplicate invoices to an accounts payable database, said method comprising:

• receiving an original electronic invoice from a vendor;
• rejecting original electronic invoices received from vendors not initialized as trading partners, and translating original electronic invoices received from vendors initialized as trading partners;
• assuring that during said translating the count of translated invoices rejected and accepted equals the number of original electronic invoices translated, and feeding accepted invoices for preprocessing;
• preprocessing invoices accepted for preprocessing as received from a trading partner vendor, said preprocessing selectively validating a transaction, calculating line item accounts, deducting sales tax, and identifying original electronic invoices which are duplicate invoices before introduction into an accounts payable data base, said identifying duplicate invoices including:
• sorting all inbound invoices in credit/debit sequence;
• auditing only debit invoices one at a time for duplicate invoices and committing to said accounts payable data base only those debit invoices which are not duplicate invoices;
• identifying invoices having a same vendor invoice designation, same purchase order number, and same item number;
• calculating a net sum amount of items on invoices identified as having said same vendor invoice designation, said same purchase order number, and said same item number;
• identifying as a duplicate invoice an original electronic invoice for which said net sum amount is greater than zero;
• said identifying including execution of check verbs, each said check verb being satisfied to identify said invoice as a duplicate invoice;
• said check verbs including determining that this vendor is a vendor for which duplicate invoice checking is to be performed, determining that there is a purchase order history of previous purchase orders for said invoice, and determining for each item on said invoice a sum of its purchase order history, with said sum being greater than zero for at least one said item;
• automatically communicating a duplicate invoice rejection transaction back to said vendor for an original electronic invoice identified as a duplicate invoice without posting said original electronic invoice to said accounts payable data base;
• posting said invoice to a workflow database and assuring that the number and amount of invoices posted to said workflow database equal the number and amount of translated invoices accepted for preprocessing;
• logging to an error queue invoices failing audit for subsequent manual processing;
• logging to an exceptions and warnings log table as exceptions invoices which are determined during preprocessing to be duplicate invoices and as warnings invoices which during preprocessing were recalculated or had sales tax deducted;
• introducing said original electronic invoices not identified as duplicate invoices into said accounts payable data base.