How to Manage Duplicate Invoices/Self Bills and Credit Notes via Link4?

To help protect your business from accidental double billing, Link4 automatically checks for duplicate Invoice submissions. When we detect an invoice with the same invoice number and invoice ID as a previous validated transaction, it will be flagged for your review and notified via an automated email alert.

Why Is My Invoice in "Duplicate Under Approval" Status?

When a potential duplicate is detected in Invoices/Self Bills or Credit Notes, the transaction is placed in a special status called "Duplicate Under Approval."
This helps you verify whether the duplicate was intentional or accidental before any further action is taken.

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What Should I Do?

To review and take action on the flagged transaction:

Step 1:  Log in to your Link4 Account and via the Invoice List page, select the Advanced Search to Filter by Status "Duplicate Under Approval".

Step 2: Review the flagged invoice details.  Confirm whether it’s truly a duplicate or a legitimate reissue.

Step 3: Choose one of the following actions:

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✅ Approve – If the transaction is accurate and intentional, click Approve to process it as usual.

❌ Decline – If it was created by mistake, click Decline to cancel the transaction.

Note:

If Approved,  the transaction will be processed and submitted for LHDN validation.

If Declined, the transaction will be marked as a duplicate and excluded from submission. 

Declined Duplicates are listed under the "Duplicate Transactions" filter. The user's declined activity is recorded under the Logs-Events section for reference.

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