PAYMENT RISK · October 23, 2026
Duplicate Supplier Invoice: Check Before Releasing Another Payment
A second invoice may be a corrected document, a request for an unpaid balance or an error. It does not automatically represent a second debt or prove fraud. Reconcile the documents and payment record before approving another transfer, while managing any contractual payment deadline.
1. Match the invoice to one purchase record
Compare the supplier’s legal entity, purchase order, original invoice number, revised invoice number, currency, quantities and amount. Ask which document replaces which and whether the original has been cancelled or credited. Keep both versions with their issue dates.
Check whether another team member has already scheduled or released payment. Mark the duplicate request for review in the payment workflow so that two people do not independently approve the same balance. Resolve the discrepancy promptly; an internal review does not itself change contractual due dates.
2. Reconcile the amount still due
Use one ledger showing the agreed invoice amount, cleared payments, agreed credit notes and outstanding balance. Match each payment to its bank reference and the supplier’s allocation. A payment instruction or screenshot alone should not be treated as confirmation that funds have cleared.
Illustrative example: an agreed USD 10,000 invoice, a cleared USD 3,000 deposit and an agreed USD 500 credit leave USD 6,500 outstanding. A reissued invoice showing USD 10,000 does not by itself establish an additional USD 10,000 payable. Confirm how the supplier applied the deposit and credit.
3. Verify discrepancies through established contacts
Ask the supplier’s verified accounting contact for a written mapping from the old invoice to the new one, the reason for revision and the net balance requested. If bank details or payment procedures change, verify them independently through an established contact channel.
The FBI’s business email compromise guidance recommends verifying payment requests and changes in account details or procedures, using independently obtained contact information. Treat urgent email instructions as a reason to verify, not as approval to bypass your checks.
4. Approve and close one payment record
Record the approved amount and currency, verified recipient, invoice reference, supporting reconciliation and reviewer. Remove or resolve any duplicate entry in the payment queue, retaining an audit trail. After payment, record its status and obtain allocation confirmation from the supplier.
If the records do not reconcile, document the open question, responsible contact and next review date. MORENICE can help organize supplier communications and purchasing evidence; the buyer and supplier remain responsible for agreeing the amount due.
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