Supplier invoice details can be imported into GroupIT and grouped into “like” invoices where the data content of any field or fields are found to be similar.  Matching can be based on any number of fields or combinations of fields including invoice date, amount, the supplier’s VAT and telephone numbers or postcode.  Any duplicate supplier names and addresses can also be found this way.

Each invoice is allocated a “risk” score based upon the degree of matching.

The GroupIT data load process will cleanse data enabling, for example, references such as 10983 and IO983 to be grouped together.  Additionally GroupIT can remove extraneous characters such as spaces and full-stops or validate the length and format of a field such as the invoice number which are often amended to force an invoice posting into an accounting system.

The process is cumulative; an invoice that is not identified as a duplicate” in one run, is not prevented from being identified as a duplicate in subsequent runs.  Typically Aurum recommends loading at least one year’s worth of data at installation.

Regular payments to particular suppliers such as phone companies or caterers can be excluded from the grouping process.