Duplicate Payments tracking

Fore multiple reasons a company can pay twice or more times a same invoice for a unique delivery of goods or services. According to Institute of Internal Auditors, this is the case for a range of 0,1% to 0,5% of account payable invoices in a company. In many cases duplicate payments are underestimated because they are invisible and it is assumed that existing accounting systems and purchasing orders processes catch them all. However, even if processes are every day stronger, these cash losses happen for the following reasons:

  • Duplicate invoice number due to typing mistakes (i.e. “O” instead of zero, S instead of “5”,…)
  • Different payment types have been used for a same transaction
  • Supplier being set up more than once in the ERP
  • Similar supplier name (spelling) set up in the ERP
  • Delayed payments have resulted in an invoice re-issuing
  • Deliberate circumvention of controls due to heavy approval processes
  • Purchase to pay system not able identify a duplicate invoice or payment
  • Credit note registered as an invoice

These error potentials increase significantly when other risk factors are present such as lacking of electronic approval processes, time consuming processes, high staff turnover, and multiple vendor registrations.

Fortunately, you can perform a duplicate payments tracking in order to reclaim your overpaid invoices. However, it Is always important to remind that more you wait before performing this audit, lower are the chances to receive your money back from a supplier. This is why it is crucial to audit your accounts payable at list periodically.

 

Our Methodology

TALA Consult developed a process and uses the most performing tools of the market to maximize the volume of transactions audited and to increase the accuracy of the final results. Our consultants are trained to ensure a high level of expertise and analytical skills.

By analysing all your data sets, we perform specific tests regarding duplicate vendors and duplicate invoices.More than 15 checks are performed with the support of our internal tools in order to identify potential duplicate payments. Once suspicious transactions have identified, our consultants proceed to a manual and deeper analysis and validate or not the duplicate Payment.

The final results are summarized by supplier in order to make the preparation of the claim easier for our client. The duplicate payment can be finally reimbursed by the vendor, or directly or through a credit note if the company is collaborating in an on-going business with our client.

 

Case Study

We performed a Cash Management project for European Oil&Gas Company to identify potential of “cash saving” related to duplicate payments. The project’s scope was defined for the 12 entities of the company and the analysis performed on the 3 last years for a total perimeter of 280M€ (account payable transactions) and 1,5 million transaction lines.

Our consultants identified 38 transactions of duplicate payments for a total amount of 310K€. The client has then claimed the overpayments to the related vendors. Around 75% of these duplicate payments have been reimbursed.

 

 

FAQ

Won’t our auditors identify such duplicate transactions?
Auditors only review a limited sample of transactions due to time constraints. They do not analyse every record use limited IT tools to perform these specific duties since their targets are different.

What is the involvement of the client on this type of project?
Since the project is fully performed by the TALA Consultants, the implication of the client is just needed for the data extraction and for the validation of the final result.

What is the cost of this type a project?
TALA Consult remuneration is based on the results of the projects. We provide this success fee remuneration scheme for all projects of our “Cash Management” offer.  Contact us here to receive our pricing structure.

What about data confidentiality?
TALA Consult will never use your data for any purpose other than to perform a professional service for this related project. When needed, we can enter into a non-disclosure and confidentiality agreement with our clients to protect their rights.

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