Warn about duplicate bill numbers from same vendor not working

To get the warning for duplicate bills to show up, make sure the bill number, vendor name, and transaction type match exactly. Even a tiny difference can prevent the warning from appearing.

If everything matches and the warning still doesn’t pop up, ask your bookkeeper to reset the settings. Here’s how:

1. Log into your company file as Admin in Single-User Mode.
2. Go to Edit > Preferences > Bills.
3.  Click on the Company Preferences tab.
4. Uncheck the box for "Warn about duplicate bill numbers from same vendor" and click OK.
5. Go back to the Company Preferences tab, check the box again, and hit OK.
    

Then, have your bookkeeper enter a test duplicate bill and click "Save" to see if the warning appears.

If that doesn’t work, there may be a data disconnect.

1. Go to File > Utilities.
2. Then, Verify Data.

If QuickBooks says there are no problems, you’re good to go. If it finds an issue, follow the prompt to run a Rebuild Data.

Let us know if you have further questions or concerns. 

It is important to know that QB thinks that A00025 and a00025 are not the same.  Neither are 00025 and 25.  So check to be sure she is entering the invoice numbers (bill number) EXACTLY as they are on the invoice….or using a convention that is consistent.  For example, some vendors will use INV 997 - you need to specify either that she always use INV , or that she never does.  And leading zeroes are a pain because they often use up all the available space, so you need a convention to make sure you are consistent.