Choose how Cortena groups related documents when the same supplier invoice (or invoice + receipt) arrives more than once. These toggles live under Settings → Invoice Import and work together with Duplicates.
Who this is for: Finance admins who decide how strict duplicate grouping should be for their tenant (invoice number only vs number + total, and optional PO / delivery / quote fallbacks).
1. Where to configure
- Open Settings → Invoice Import.
- Find the Duplicate detection section.
- Toggle options. Each change saves immediately.
This section appears when invoice reference numbers are enabled for your workspace. If you do not see it, ask your Cortena contact to enable the feature for your tenant.
2. How matching always works
Regardless of the checkboxes:
- Cortena always uses the linked master supplier when the creditor is matched; otherwise it uses the extracted supplier name.
- Invoice number is the primary match.
- Purchase order, delivery, and quote numbers apply only when an invoice number is missing on at least one of the documents.
- Matching is same-type only (PO to PO, delivery to delivery, quote to quote, never across types).
- If both documents have invoice numbers that differ, they are not linked via PO / delivery / quote.
- Invoice date is not used for duplicate matching.
For how masters, list display, receipts, and promote/clear actions work, see Duplicates.
3. The four options
| Option | Default | What it does |
|---|---|---|
| Require matching total amount | On | When on, documents with the same invoice number must also share the same total. Turn off to link by invoice number alone. |
| Match on purchase order number | Off | When an invoice number is missing, group documents that share the same purchase order / Bestellnummer. |
| Match on delivery number | Off | When an invoice number is missing, group documents that share the same delivery / Lieferschein number. |
| Match on quote number | Off | When an invoice number is missing, group documents that share the same quote / Angebotsnummer. |
Secondary options (PO / delivery / quote) do not require matching totals. Only the invoice-number path uses Require matching total amount.
4. Reference numbers on the invoice
When the feature is enabled, invoice detail can show customer, quote, purchase order, and delivery numbers (under the supplier VAT ID) when extraction found them. Those fields feed the optional secondary matchers above.
Changing the invoice number on a document can re-run duplicate detection for that invoice. Confirm carefully if Cortena warns you.
5. Recommended setups
| Situation | Suggested settings |
|---|---|
| Default / most AP teams | Require matching total amount on; secondary matchers off |
| Same invoice number reused for different amounts (credit notes, instalments) | Turn Require matching total amount off only if you accept looser grouping |
| Suppliers often send delivery notes or PO confirmations without an invoice number | Enable the matching secondary number(s) you actually receive |
Tips and limitations
- Settings apply to new detection runs (new imports, invoice-number edits, and tenant re-runs). Existing groups are not automatically rebuilt when you flip a checkbox.
- Duplicates still cannot export. Only the master is exportable. See Duplicates.
- You need permission to edit accounting / invoice-import settings to change these toggles.
Quick reference
| Topic | Where / behaviour |
|---|---|
| Open settings | Settings → Invoice Import → Duplicate detection |
| Primary match | Same supplier + same invoice number (+ total if required) |
| Secondary match | Same PO / delivery / quote when enabled and invoice # missing |
| Master / list / export | Duplicates |
| List filter | Duplicates → Master only |