Duplicate Detection in Ottimate

Ottimate takes multiple measures to protect you from accidentally exporting the same invoice twice. Here is a breakdown of how our duplicate detection works.

Upon Upload

If duplicates are detected at this stage we entirely ignore the upload. It does not show in the dashboard and it does not count towards the upload threshold.

We detect if a file is an exact duplicate upon upload if the file hash exactly matches that of a previously uploaded file.

Upon Processing

If duplicates are detected at this stage we process the invoice and flag it in Needs Attention. It does count towards the upload threshold.

Likely Duplicates

Likely duplicates will be flagged in the following scenarios. When you click the “Resolve” button you will be given the option to pick between the two invoices.* 

1. Complete Match

If an existing invoice has the Invoice Number, Location, Vendor, Total Invoice Value, Invoice Type, Invoice Date as the uploading invoice.

2. Duplicate Invoice Across Locations

If an existing invoice across the Restaurant Group has the same Invoice Number, Vendor, Total Invoice Value, Invoice Type, Invoice Date as the uploading invoice

3. Duplicate Invoice Across Vendors 

If an existing invoice across the Vendor has the same Invoice Number, Location, Total Invoice Value, Invoice Type, Invoice Date as the uploading invoice

4. Possible Replacement Invoice

If an existing invoice has same Invoice Number, Location, Vendor, Invoice Type, Invoice Date as the uploaded invoice except the Total Invoice Value

5. Possibly Reused Invoice Number

If an existing invoice has same Invoice Number, Location, Vendor, Invoice Type as the uploading invoice except the Total Invoice Value and the Invoice Date appearing to be a month later or earlier than the uploading invoice

* When comparing invoice numbers the system ignores capitalization and non-alphanumeric characters.

Possible Duplicates

Possible duplicates will be flagged in the following scenario. When you click the “Resolve” button it will dismiss the error without any other prompt.

• If an existing invoice has same Vendor, Invoice Type, Total Invoice Value, Invoice Number  as the uploading invoice