Columns in the Duplicate Invoices Tab

The Duplicate Invoices table displays information about potential duplicate invoices in your account, and enables you to add or remove columns as needed. This article describes the following topics:

Column Descriptions
Add or Remove a Column

Column Descriptions

The Duplicate Invoices table includes a set of default columns and a number of optional ones:

Default Columns
Optional Columns

Default Columns

The following columns appear by default, and can’t be removed from the table:

Column	Description
Assigned User	User from your organisation assigned to investigate the duplicates.
Closed Date	Date the invoice was paid. The column is set to Open if the duplicate invoices are still pending or undergoing investigation.
Duplicate Pair Classification	Classification to assign to the duplicates: Yes: Invoices in the pair are duplicates. You must select one of the following reasons: Manual Entry: Manual entry error Incorrect Vendor Chosen: Incorrect vendor was specified OCR Error: Error occurred during OCR (optical character recognition) scanning Vendor Error: Vendor specified incorrect information No: Invoices in the pair aren't duplicates Ignore: Tells the AI to ignore the par as it learns to improve duplicate identification and doesn’t flag the invoices as duplicates Note: The platform learns from these selections to improve how it identifies duplicates in the future.
Internal Ref.	Internal reference number assigned by the ERP.
Invoice Amount	Amount of the invoice.
Invoice Date	Date of the invoice.
Invoice No.	Number of the invoice.
Posted Date	Date the invoice was posted to the ERP (enterprise resource planning).
Recovery Status	Recovery status assigned to the duplicates: No action required: No further action is required to resolve the duplicate Action required: Additional action is required to resolve the duplicate Recovered: Overpayment was recovered from the vendor Pending recovery: Refund for the overpayment has not been recovered. Not recovered: Overpayment has not been collected from the vendor
Risk	Icon that represents if the invoices are likely duplicates: Low Medium High
Vendor No.	Unique identifier assigned to the vendor.

Optional Columns

You can add the following columns to the Duplicate Invoices table as desired:

Column	Description
Age (Days)	Number of days since the duplicate invoice was flagged by Xelix.
Approved By	User from your organisation who approved the Duplicate Pair Classification and Recovery Status.
Comment	Comments from users in your organisation who are reviewing the duplicates.
Currency	Currency of the invoices.
Description	Description of the invoice imported from the ERP system.
Division	Division of the organisation where the invoice originates.
Division Ref	Reference number of the organisation division where the invoice originates.
Document Image	Image(s) (e.g. PDF files) for the duplicate invoices. Each available image is shown as a file icon in the cell. Click a file icon to display the image in a new browser tab.
Document Type	The category or classification of a document. Note: Listed document types are defined by the ERP system.
Due Date	Date when payment for the invoices is due.
Duplicate Pair ID	Unique number assigned by the tool to identify each duplicate pair.
Duplicate Reason	Reason assigned for the duplicate.
Email Address	Email address of the primary contact.
Entered by	User from your organisation who entered the invoice in your system.
Identified Date	Date when the tool identified the duplicate invoices.
Invoice Status	Current status of the duplicate invoice: Deleted: The duplicate invoice was deleted Not Deleted: The duplicate invoice wasn’t deleted
Last Actioned Date	Date when a user from your organisation updated a field for the duplicates.
Last Actioned By	User from your organisation who last updated a field for the duplicate.
Latest Comment	Most recent comment in the Comment field.
Open	Investigation state: Open: Unpaid Closed: Paid
Open Amount	Outstanding balance for the invoice.
Open Amount Base Currency	Currency specified for the open amount.
Payment Terms	Invoice payment terms from the ERP system.
PO Number	Purchase order number.
Primary Contact Name	The main person of contact.
Region	Region where the invoice is posted.
Spend Category	Spend category where the invoice is posted.
Status	Status of the invoice.
Supplier Contact	Vendor contact.
System	The organisation’s ERP used to track their finances.
Vendor	Name of the vendor who issued the invoice.
Vendor Group	Collections of vendors categorised in the Xelix settings. To learn more, see Vendor Settings (coming soon).

Add or Remove a Column

To add or remove a column from the Duplicate Invoices table:

Navigate to the Duplicate Invoices tab.
Click Columns & Filters to open the column menu.
Identify any columns you want to add or remove
Click the switch to the left of the column title to enable or disable the column. If the switch is purple, the column is enabled. If it’s grey, it’s disabled.
Click Apply in the top-right corner to update the table.