Payables fraud signals
Part of the Controls add-on.
The Payables fraud signals page lists two things worth a second look in Payables: invoices that may have been entered twice, and payments to vendors who changed shortly before they were paid. Nothing in GP changes.
Pick the dates
- Open Controls in the menu and choose Payables fraud signals.
- Pick the dates (last month to today to start with, a year at most) and choose Show.
Possible duplicate invoices
Each vendor invoice dated in your range, open or in history and not voided, is compared with every invoice up to a year before it. A pair is listed when it has:
- the same vendor and invoice number, once spaces, punctuation, upper and lower case and leading zeros are set aside (INV-0042, inv 42 and INV42 match);
- the same vendor and amount, 500.00 or more, dated within 7 days of each other; or
- the same invoice number and amount at two different vendors, which can mean one supplier set up twice.
Many will have a reason, like two deliveries billed the same week. Check both invoices against the vendor's statement.
Payments after a vendor change
Each payment dated in your range is listed when, within the 30 days before it, the vendor was created, its EFT bank details changed, or its remit-to address changed. A change to bank or payment details just before a payment is the most common sign of payment fraud: call the vendor on a number you already had to confirm it.
GP doesn't keep a history of these changes. Ledger Doctor uses the time GP's own row timestamp gives for the bank details and the remit-to address (in the server's time zone), so it sees the latest change only. When a company's tables don't have those timestamps, the page says which signals it couldn't check. A time that most rows share (a bulk update or a restore stamps them all at once) and a time after today aren't real changes, so they're left out, and the page lists what it left out.
Mark signals reviewed
An approver types a note (optional) and chooses Mark reviewed; Remove review takes it back. Download Excel gives both lists with their reviews.