How to identify which vendors send the most duplicates in Nimbello

If you would like to prevent duplicate invoices getting sent to Nimbello, first you'll need to identify biggest offenders. This article will show you how

Throughout your experience with Nimbello, you may have noticed that some vendors frequently send duplicate invoices to Nimbello.  These duplicates can lead to confusion, inefficiency, and potential financial discrepancies.  A proactive approach to preventing duplicate invoices can be very useful for maintaining streamlined operations and ensuring accuracy in your financial transactions.

What causes duplicate invoices to be sent to Nimbello?  There are several ways this happens, but some of the most common reasons are as follows:

• The invoice is sent multiple times from different users.  Often we will receive one copy directly from a vendor, and a second copy from your AP team.
• The Nimbello "Invoices only" inbox gets CC'd on an email conversation.  When this happens, it could be a conversation about an invoice with a copy of the invoice attached to each reply.  Since Nimbello will likely process every invoice that is sent, this can definitely be a cause of duplicates.
  
  

Let's jump into this tutorial and find out which vendors are causing the most duplicates.  This way you can work towards identifying a solution and streamline your process.

1. Navigate to Transactions > Easy Page
2. Change the invoice status to "Archived" and type "Duplicate" in the invoice notes section and click "Search"
3. The results will show everything that has been archived as a duplicate.  The client during my example had thousands of results.  Click the "Excel Export" button, we'll be working in Excel from here on out
   
4. The first thing I did was delete all the data from every row except for "Vendor Name" and "Vendor Number".  This step is optional
   
   
   

    

5. Next, Make a copy of the Vendor Name column, and rename the next column to "counts" as shown below.  Then, highlight column C and click "Remove Duplicates"
   
6. Click "Remove duplicates" in the pop-up window
7. Click OK if the settings look the same as mine here:
8. You should get a confirmation message like this.  It's good to note how many unique values remain
9. Now go to cell D1 as seen in my example below, and in the formula bar, type =COUNTIF(B:B,C2) and click return.  This formula will tell you how many times the data in C2 appears in the B column.  If entered correctly, you should end up with a number.  In my example, it says "18" and that means that "Radwell International Inc" is a vendor that appears 18 times in the B column.
   
10. Now we just need to copy that formula for every unique vendor name in the C column, I copied it to the first 1000 rows just to be sure.  To do this, select cell D2 and hit Ctrl + C to copy.  Then, in the top left, you can select rows D2 through D1,000 by typing D2:D1000 and press enter.  Now hit Ctrl+V to paste in that formula.
    
11. Now all that's left is to sort the "Counts" column from largest to smallest as seen below
    
12. And now we can easily see that "Vendor 32" (renamed for discretion)has the most duplicates in archived status, and it would be a good idea to research that further and try to prevent so many duplicates in the future.

I hope you've found this tutorial useful.  If you have any questions or comments, please send any feedback to Support@nimbello.com