Duplicate credit memo notice
The Duplicate Credit Memo notice means Mod AI detected that this credit memo may be a duplicate of another one already in the system. The same logic as duplicate invoice detection, but for credit memo documents.
What triggers it
The system fires the duplicate credit memo rule when an incoming credit memo shares both:
- The same memo number.
- The same primary vendor.
When both match an existing credit memo in the entity, the notice appears.
The default severity is error, which blocks the document until the notice is resolved. An admin can override this. See Configuring rule severity.
Resolve the notice
When the rule fires, a Document notices panel appears on the left side of the credit memo detail page (between the page header and the document viewer). The panel header reads N Exceptions. Click the header to expand and you'll see each notice as its own row, including Duplicate credit memo.
- Click the Duplicate credit memo row inside the expanded Document notices panel. The row expands to reveal the suspected duplicate's number and a View duplicate link.
- Click View duplicate. The suspected duplicate opens in a side panel (or new tab) for comparison.
- Compare them field by field: vendor, memo number, memo date, total amount, currency, and line items.
- Decide whether it is a real duplicate or a false positive and take one of the actions below.
If it really is a duplicate
Open the duplicate copy (not the original) and click the Void action in the credit memo header top-right. The original stays in the system and continues processing. The Duplicate credit memo row in the Document notices panel on the original clears automatically once the duplicate copy is voided.
If it is a false positive
If the two credit memos are legitimately separate (same vendor and similar number, but different transactions), click the Mark as not duplicate button inside the expanded Duplicate credit memo row in the Document notices panel. A small confirmation toast appears in the bottom-right of the screen. The system records your decision in the credit memo's Activity tab so the same pair does not surface again.
Earlier versions of this article described a yellow "Possible duplicate credit memo" strip at the top of the page. The current platform renders notices in a Document notices panel on the left side of the page rather than as a top-of-page strip. The functional steps (expand the panel, view the duplicate, decide, mark or void) are unchanged.
A duplicate credit memo can mean lost money in the opposite direction. If the system creates two copies of the same credit, you may credit the same vendor twice.
After resolution
Once resolved, the credit memo continues into approval routing. If you click Validate the rule runs again and confirms the resolution.