When the same invoice arrives twice (email resend, invoice plus receipt, or overlapping uploads), Cortena groups duplicates and picks one master row for export and workflow. Related copies appear linked underneath.
Configure matching strictness under Settings → Invoice Import. See Configure duplicate detection.
1. How duplicates are detected
Cortena groups documents for the same supplier:
- Prefer the linked master supplier when Cortena has matched the creditor.
- Otherwise use the extracted supplier name.
Primary match: both documents have the same non-empty invoice number. By default they must also share the same total amount (you can turn that off under Settings → Invoice Import).
Secondary match (optional): if an invoice number is missing, Cortena can also group documents that share the same purchase order, delivery, or quote number, when those options are enabled in Invoice Import. Matching is always same-type only (PO to PO, not PO to delivery). If both documents have invoice numbers that differ, they are not linked via those other numbers.
Invoice date is not used for matching.
The master is usually the most invoice-like document (actual invoice beats receipt or delivery note). Among equals, the oldest import wins master status.
Full option list and recommended setups: Configure duplicate detection.
2. List display
In Payables:
- Master rows appear at normal indent with a checkbox for bulk actions.
- Duplicate rows sit indented, greyed, without checkbox. They cannot be bulk-exported.
- Select all skips duplicates automatically.
Use filter Duplicates → Master only to hide related copies. Pulse uses the same preset for queue counts.
3. Receipts and payment status
If a duplicate is a receipt and the master is an unpaid invoice, Cortena may mark the master Paid and link the receipt, saving a manual payment status update.
Review the master's Payment status tooltip to see why it was marked paid.
4. Managing duplicate groups
| Action | Effect |
|---|---|
| Delete duplicate | Removes only the copy · master stays |
| Promote to master | Swaps roles when the wrong file became master |
| Remove duplicate link | Breaks group when files are not actually duplicates |
Open the master detail → Duplicates section for group actions.
Quick reference
| Topic | Behaviour |
|---|---|
| Supplier key | Master supplier if linked, else extracted name |
| Primary match | Same invoice number (+ total by default) |
| Secondary match | Same PO / delivery / quote when enabled and invoice # missing |
| Settings | Configure duplicate detection |
| Export | Master only |
| List filter | Duplicates: Master only |
| Receipt duplicate | May auto-mark master Paid |
| Wrong master | Promote to master on detail |