mightymacros

Duplicate audit tool

Introducing mightymacros Dat Add-in

mightymacros Dat add-in is designed to identify uncaptured duplicate invoices before they become duplicate payments.

If you are looking for a tool that digs deeper to find duplicate invoices, then you have come to the right place.

Here's the challenge, find out how well your system really performs against ours in detecting duplicate invoices.

ERP and accounting systems are often heavily relied upon, complacency is common and users rarely question how well their system is performing. System logic like a black box is hidden from view and rarely understood. Large systems perform multiple tasks and are not specifically designed for one thing, like finding duplicate invoices. mightymacros Dat add-in has the advantage of being designed specifically for finding duplicate invoices and preventing duplicate payments.

ERP and Accounting systems can assist in the prevention of duplicate payments. However, there are limitations, and systems cannot always predict how humans will interpret and processes data, making duplications difficult to detect.

Invoice information on the invoice document is not always presented in the same way, it can be unclear and difficult to read and process, resulting in mistakes on entry.

Mistakes on entry into a system can result in invoice duplications:

  • Alpha and numeric substitutions of I, l, 1, O,0, Z, 2, B,8, 5, S in the invoice reference.
  • Special characters and spaces inserted or omitted from the invoice reference
  • Incorrect field entries (dates or amounts in the reference field)
  • Typos
  • Incorrect dates
  • Incorrect vendor postings
  • Duplicate vendors or companies
  • Incorrect document types (PO & Non-PO)
  • Incorrect amounts or currencies
  • Any combination of the above

It's totally unrealistic to assume that accounting systems are smart enough to take care of themselves and prevent all duplicate entries. Given the number of probable outcomes, the issues in some cases can really only be solved by presenting a list of potential duplicates.

To be safe one needs a tool, not one that openly validates system performance, but one that has the means and capability to capture unwanted duplicate invoices.

mightymacros DAT add-in is lightweight and affordable and does provide the means to list potential duplicates invoices before they become duplicate payments.

mightymacros Dat add-in uses SQL logic, no secret algorithm or mystery to it, put simply, it strips the reference field of special characters and interrogates invoice data with more than 50 SQLs and looks for subtle changes to the invoice reference and other variables extracting them as matching items, keeping it all together, making it simple to analyse, record and track.

Dat Design

Dat add-in is designed to assist accounts payable and P2P staff, in the identification and prevention of unwanted duplicate payments. The tool installed within MS Excel, offers a non-intrusive option for scanning your invoice information for duplicate transactions, meaning no external contractor or third party gets to handle your sensitive information.

mightymacros Dat add-in is designed for regular use, ideally to be used for validation prior to a weekly payment run.

The tool relies on a standard set of invoice information that you upload into an Excel spreadsheet from an ERP or accounting system. The information is then uploaded into a SQL database, where it is analysed by the program and returns a report back into an Excel workbook. The SQL database that Dat add-in uses is a localDB version of SQL Server Express having around 5 times the capacity of an MS Access database. Among other advantages the localDB version does not require any configuration or administration.by the user.

The Dat report output displays a list of potential duplicate invoice items that will require further investigation. The analysis process involves the user investigating the items before a confirmation can be made. For reporting purposes, the tool provides a standard list of comments in the form of a drop list that can be assigned once the status of the item being investigated has been confirmed. A history of the analysis is stored by uploading the comments made. Maintaining a comment history prevents rework, on items that are still open when the report is regenerated. Commenting also helps to identify the cause and frequency as well as to provide information on the performance of the tool.

mightymacros Dat add-in menu:

Ribbon

This program menu is also easy to use, with only four button clicks required to generate the report:

Click-1: Uploads invoice history, including open items, and only new items are added to this table.

Click-2: Uploads open items or bills to be paid.

Click-3: Runs the analysis process using 'Prepare'

Click-4: To 'Create' the output report

Dat add-in also shows how much is saved over time:

Dat Savings

Dat helps to highlight suppliers where payment errors have been re-occurring.

mightymacros Dat add-in allows you, to drill into the detail on vendors with recurring duplications. The vendor stats function, extracts a report on the number of duplications by vendor. After viewing the extract you can enter a vendor under 'Show Detail' on the Stats menu to extract a detailed history of those duplications.

Refer to link below for more details on mightymacros Dat add-in:

Read more on: Duplicate payments and prevention

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  • Download Dat add-in from the product page
  • With up to 60 days to trial the add-in.
  • There is no pressure to buy
Dat add-in is free to try. and has the potential to save you hundreds, if not thousands, so why not give it a go.
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