Duplicate Check

With the automatic duplicate check in invoices, you can quickly see if an invoice already exists, either exactly the same (e.g., received via email) or with slight changes. The system performs the duplicate check in two stages: first when receiving the file via email, and again during manual entry in the Invoice Inbox.

Duplicate Detected via Email Submission

When a PDF invoice is sent to the DPO invoice email address (e.g. .dpo-xxxxx@dpo-import.com), the system automatically checks if the same file has already been submitted.

What happens if a duplicate is detected?

• If the file name and file content match an already-processed invoice, the system blocks it.
• You will receive an automatic email notification from do-not-reply@digitalpurchaseorder.com.
• The email clearly states the file is a duplicate and was not processed again.

Example message: “File: Nexus_INVOICE_TESTAP_EUR_235596013.pdf was already processed and is a duplicate.”

Duplicate Check During Manual Entry

If the same invoice is submitted again, but the file was slightly modified (e.g., renamed or edited), the PDF will still reach the Invoice Inbox. Here, DPO performs a second-level duplicate check based on invoice content.

Step 1: If the Invoice Number already exists for the same supplier, a warning appears: 

• “This number already exists on an invoice from the same supplier. Click to compare.”

Step 2: By clicking “Click to compare”, a side-by-side comparison opens, showing:

• The current invoice from the inbox flagged as a potential duplicate
• The previously processed invoice

Step 3: Review both invoices visually.

• If they are truly different (e.g. one is corrected), you can confirm it is not a duplicate and proceed.
• If it’s indeed a duplicate, you can choose to delete the duplicate entry from the Inbox.

Any Questions?

Our support team is happy to help:

Email: support@digitalpurchaseorder.com

Phone: +1 888 376 7254

Or schedule a free demo – we look forward to hearing from you

Updated on: 21/01/2026