An expense with the same document date, document number, and amount has already been exported

Error message

An expense with the same document date, document number, and amount has already been exported.

Affected ERP integrations

• Exact Online

Cause

This error occurs when you attempt to export an expense from Payhawk to Exact Online, but Exact Online detects that an entry with a similar combination of key fields already exists. Exact Online performs a validation check for duplicate entries based on a matrix of the following fields: Account, Your Ref (document number), Invoice Date (document date), and Amount.

The system is designed to prevent duplicate postings, and if the combination of these fields matches an existing entry, the new export will be blocked.

The validation matrix is as follows:

Solution

To resolve this issue, adjust the expense details in Payhawk to ensure it is not a duplicate according to Exact Online's validation rules, or confirm that the expense is indeed a duplicate and must not be exported.

1. Check the expense details in Payhawk: document date, document number (Your Ref), associated vendor (Account), and amount.

2. Compare with existing entries in Exact Online by logging into Exact Online and searching for existing entries that match the expense's details.

3. Adjust conflicting fields:

   • If you find an existing entry that is identical and the Payhawk expense is a true duplicate, you must either mark the expense as non-exportable in Payhawk or delete it if it was created by mistake.

   • If the Payhawk expense is legitimate and distinct from an existing entry, but still triggering the error, you need to modify one of the conflicting fields to pass Exact Online’s validation, for example, add a unique identifier to the document number if possible, or adjust the date slightly if it's not material.

4. Attempt to export the expense again from Payhawk. The export must now be successful.