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:
Document number
Document Date
Total Amount
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.
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.
ORClick '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.
We're always innovating and enhancing our features, so look out for updates and improvements!
FAQs:
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.
Q: What if I accidently 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.
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.
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.