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Duplicate transaction triage

Use a suspected duplicate in an import or ledger read to create a reviewer decision linked to the candidate records. The design keeps source references, uncertain matches, and approval decisions visible to the responsible accountant. It coordinates an administrative handoff with version checks and an exception queue. A suspected duplicate must never be deleted or reversed automatically.

Planning workbook. This file helps you document a process. It does not connect to accounts, read records, send messages, or complete external actions. It works offline and sends no entries anywhere. Entries are not saved automatically; export or print a copy before closing. Avoid entering sensitive information.

1. Define the starting point

Start with a suspected duplicate in an import or ledger read. A successful handoff produces a reviewer decision linked to the candidate records. Define the accountable owner before connecting systems. A suspected duplicate must never be deleted or reversed automatically. A source event is a request to evaluate the current state; it is not permission to make an irreversible change.

Process owner and backup rolesWhat will count as complete?

Current handling time and exceptions

2. Walk through the process

1. Read the candidate set

Scope the company, account, period, and import source using read-only access.

We have defined the owner, required information, and completion check for this step.Step 1 working notes

2. Calculate similarity

Compare stable external IDs, amount, date, and source checksum. Separate exact repeated imports from lookalikes.

We have defined the owner, required information, and completion check for this step.Step 2 working notes

3. Assemble evidence

Show source references, destination IDs, and any existing reconciliation or approval.

We have defined the owner, required information, and completion check for this step.Step 3 working notes

4. Request accountant decision

A reviewer distinguishes legitimate recurring transactions, duplicates, and unresolved cases.

We have defined the owner, required information, and completion check for this step.Step 4 working notes

5. Record the outcome

Create a correction task where needed; ledger edits require their own authorized process.

We have defined the owner, required information, and completion check for this step.Step 5 working notes

3. Check the information

Use invented references in this worksheet. Keep real documents and personal records in an appropriate private system.

Reference field	Working record	Check
company_id	company_id	Resolve the stable source reference in the correct client, entity, and engagement.
transaction_ids	transaction_ids	Resolve the stable source reference in the correct client, entity, and engagement.
source_import_key	source_import_key	Resolve the stable source reference in the correct client, entity, and engagement.
review_outcome	review_outcome	Use the authorized owner or reviewed decision; unknown values stop the handoff.

Source of truth and access boundaries

4. Verify the process

Use synthetic examples. Mark a check only after recording what actually happened.

A legitimate recurring payment is not removed.A reconciled record cannot be altered by the triage workflow.A repeated source event creates only one current review task.A changed source version invalidates an earlier approval.A named person can resolve an unclear or incorrect result.Work stops when the task is complete, withdrawn, or outside the agreed scope.A duplicate or interrupted handoff can be recovered without repeating a consequential action.Expected result, observed result, and recovery notes

5. Decide the next step

Your smallest reversible pilotReview date and decision

Retain qualified professional review for legal, accounting, tax, medical, financial, or other consequential decisions. This workbook does not certify compliance or guarantee results.