TautivaHelp

Collections

Check duplicate payment obligations

The same external invoice should not create duplicate payment obligations when the file is imported more than once.

Collection, Finance# 5, 8 minutes #Last checked October 13, 2026.
Supplies record: Some actions depend on role and data conditions, and have not been tested by saving / sending data. Use this as a check guide, instead of proof of transaction testing.

Before you start

Login to the correct workspace and have the necessary permissions according to your role. Use only valid data and communication.

Step-by-step instructions

Follow these steps in order. You can keep this guide open while working in another Tautiva tab.

  1. Open Collections and use the filter to find the intended customer.

  2. Check the External invoice / billing reference number from the original system.

  3. Ensure the Source system and reference have not been registered for similar obligations.

  4. Compare the Original amount, Currency, and Due date with the source document.

  5. If there are differences, record them as source data issues before creating a new obligation.

  6. If valid and not yet registered, use Register obligation with official data.

Open the page in Tautiva

PRACTICAL EXAMPLE

Example from daily work

Example: invoice INV-CONTOH-001 already exists; officer reviews old notes, does not enter twice.

This is a fictional training example. No real customer data was used.

The real page view of the Collections in Tautiva, recorded October 13, 2026.
Screenshot of Tautiva application taken at October 13, 2026; sensitive information is disabled if there are. Screen settings can change with screen sizes and product updates.

Expected result

Steps and results can be reviewed in the relevant module; send/save actions require SOP and permission.

Important notes

  • Do not create a second obligation so that missing invoices appear on reports.
  • CSV external invoices and obligations are two different types of evidence.

If something goes wrong

  • Reference rejected: check if the invoice has been recorded previously.
  • Customer cannot be selected for B2B: check the billing contact relationship with the company account.

This guide describes the interface reviewed on 13 October 2026. Documentation testing did not send real messages, invite users, process payments, or modify real customer records.