Onit Documentation

Duplication Checks in Invoice Line Items

by Michael Nadeau Updated on

Duplication checks can be triggered at the invoice level and/or at the line item level to help reviewers quickly identify potential duplicates and minimize the risk of overpayment. The checks are completed by comparing incoming invoices against historical data in your system for specific matching criteria. Historical data includes previously submitted invoices as originally submitted (before any reviewer or system adjustments), excluding rejected invoices.

Duplication Validation Criteria

For an incoming invoice or an individual line item to be flagged as a potential duplicate, all of the following criteria must match:

Invoice Level

Matter Name/ID

Vendor Name/ID

Invoice Amount and Currency

For a line item:

  • Line Item Billed Total and Currency
  • Line Item Worked Date
  • Timekeeper Name
Line Item Level

Matter Name/ID

Vendor Name/ID

For a line item:

  • Line Item Billed Total and Currency
  • Line Item Worked Date
  • Timekeeper Name
  • Timekeeper Rate
  • Line Item Type (i.e., IF, F, or E)
  • Line Item Task Code (blank or populated)
  • Line Item Activity Code (blank or populated)
  • Line Item Expense Code (blank or populated)

The Line Item Duplication Check setting allows you to review flagged line items without rejecting the entire invoice. For example, instead of rejecting the invoice, you can adjust the line item to zero and select the "Duplicate" adjustment reason.

NOTE: For Timekeeper Rate, the value is compared against the line item cost actually used on the invoice and not the approved rate selected in Counsel Exchange.

NOTE: Although the system can flag potential duplicates, it is up to the assigned reviewer(s) to further investigate and take next steps (e.g., adjusting, rejecting, or pausing review). 

If an invoice or line item is flagged, you can view the details on the Invoice Verification tab.

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Unity ELM End User Guides

Getting Started with Unity ELM 13
Financials in Unity ELM 1
Matters in Unity ELM 7
Invoices in Unity ELM 12
Accruals in Unity ELM 2
Vendors in Unity ELM 7
Budgets in Unity ELM 5
Calendar in Unity ELM 2
Tasks in Unity ELM 2
Timekeepers in Unity ELM 4
Reporting in Unity ELM 10
Admin Settings in Unity ELM 31
Bulk Actions Tool in Unity ELM 3
Rule Management in Unity ELM 4
Integrations & Add-Ons for Unity ELM 6
DaaS (Data as a Service) for Unity ELM 1

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