Duplicates, errors, and dismissing

What this does

Three ways a document leaves the queue without producing a transaction: it's a duplicate of one that already did, extraction failed and can't be fixed, or it simply shouldn't be filed. Each has its own action so the record says why.

Duplicates

Filing checks for the same purchase already on the books. It compares exact keys: the same source email, or the same account, date, amount, and the timestamp the bank printed on an alert. A match refuses the filing and shows the earlier document. That catches the two commonest cases, a bank alert plus a forwarded invoice for the same purchase, and the same alert forwarded twice.

On the review page a duplicate banner appears when the app thinks it has found the earlier copy, showing what matched (Same Vendor, Same Amount, Same Doc #). Skip as Duplicate closes this document as filed against the original, with no new transaction. Not a Duplicate clears the flag and lets you file normally.

The gate can't catch a near-miss (a receipt and a card charge for the same purchase with different timestamps). If you file both, you've booked the expense twice; void the second from its register.

Errors

A document in Error couldn't be read: a blank scan, an unsupported layout, a corrupt file. Two ways out. Retry (Process with AI again) for anything that might have been transient. Dismiss with a reason for the rest; the file stays attached to the dismissed record so nothing is lost.

Dismissing

Any document that shouldn't become a transaction, a marketing flyer, a personal receipt that landed in the shop mailbox, a statement that's already been reconciled, is Dismissed with a Dismissal reason. Dismissed documents stay searchable. Dismiss rather than delete; delete is for uploads that were a mistake and have nothing to keep.

Common problems

It says duplicate but it isn't. Two different purchases at the same vendor for the same amount on the same day can trip the exact-key match if the bank stamped them identically. Use Not a duplicate, and check both post.

I dismissed something I needed. Open it from the list with status Dismissed and process it again.