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Duplicate Transactions - User Guide

How does Jack identify duplicate transactions and what do I need to do?

This user guide will explain how Jack identifies and treats duplicates and what different options are available to a user when a duplicate document is extracted by Jack.

Recap: Documents can be sent to Jack by a few different methods.

Upon extraction of a document, Jack will identify whether the document is a duplicate to one that has already been extracted and in a Ready, Reviewing or Published status.

Duplicate Identification: Jack uses these data points to determine a duplicate transaction:

  1. Document number
  2. Document Date
  3. Total Amount
  4. Supplier

Should Jack identify a duplicate transaction, instead of displaying a document in a 'Ready' status, the document will be displayed in a 'Duplicate' Status.

You will find the list of all Duplicates in the transaction list in the Bookkeeping section of the client Workspace.

Actions Required: Navigate to the Duplicates list and click on a transaction to view it.

 

  • View the two documents side by side to determine whether Jack was correct.
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    Either
  • Click discard if you agree with Jack and the document was in fact a Duplicate.
  • The document will be discarded and you will not be charged for the extraction.



    ​OR
  • Click 'Mark as not duplicate' if you disagree with Jack and the document was not a Duplicate.
  • The transaction will then be marked as Ready and you will be returned to the list of transactions in a Ready status for you to work through and publish.
  • These transactions will then be added to your Timer and billed as usual.
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We're always innovating and enhancing our features, so look out for updates and improvements!

 

 

FAQs:

1. Q: What if Jack doesn't identify something as a duplicate when it is?

A: If you spot this, you can manually delete the transaction and state the reason as a duplicate. Jack will record these for future billing reconciliations.

2. Q: What if I accidentally delete a transaction marked as a duplicate, and then subsequently realise it is not a duplicate and wish to work on it?


A: We are working on making allowing a retrieval of deleted duplicate transactions an option, however in the meanwhile you can message the team on our live chat to resolve.

3. Q: The images presented to me are too small, can they be made bigger?


A: If this is the case, let us know so we can make improvements where required.

4. Q: If I upload multiple documents in the same upload batch, does Jack identify a Duplicate across all the documents within the whole batch or only when I next upload documents?

A: Jack extracts all the documents in the batch and will only mark one of them in a Ready status. Any other documents that Jack identifies as possible duplicates, those will be marked as Duplicate.