Duplicate Invoice Detection

Available from version 11.48.0 — Requires OPENSEARCH_ENABLED license.

What does this script do?

Searches the document archive for existing invoices with the same invoice number from the same vendor. If a potential duplicate is found, the invoice number field is marked as invalid with a warning showing the duplicate document name and status.

Trigger

AFTER_FORMATTING on document type INVOICE

Full Script

inv_id = get_field_value(document_data, "invoice_id", "")
vendor = get_field_value(document_data, "supplier_name", "")

if inv_id and vendor:
    # Search for documents with the same invoice number from the same vendor
    existing = fulltext_search(
        inv_id,
        vendor_name=vendor,
        status="ready_for_validation,exported",
        size=5
    )

    # Exclude the current document from results
    current_doc_id = document_json["doc_id"]
    duplicates = [d for d in existing if d["doc_id"] != current_doc_id]

    if duplicates:
        dup = duplicates[0]
        set_field_as_invalid(
            document_data, "invoice_id",
            f"Possible duplicate: {dup['name']} ({dup.get('status', 'unknown')})"
        )

Step-by-Step Explanation

1. Read invoice number and vendor from the current document

2. Search the archive with fulltext_search() filtering by vendor name and relevant statuses

3. Exclude current document from results to avoid self-matching

4. Mark as invalid if any duplicate is found, showing the filename and status of the existing document

Functions Used

• get_field_value() — Read field value

• fulltext_search() — Search OCR text across all documents

• set_field_as_invalid() — Show validation error