Archived documents and ERP duplicates

The risk

Once a document has been approved and posted to your ERP, it lives in the Archive. Sending it back into the approval flow causes it to be posted a second time when it completes approval again. The result is two ERP entries for the same supplier transaction — a duplicate that must be reconciled manually.

Why the option exists

Sending an archived document back into approval has a few rare legitimate uses: running test documents during initial setup, or resetting a document that was posted in error and has already been reversed in the ERP. Outside these cases, the option is a source of accounting errors.

The recommended approach

Enable the Forbid return to approval toggle for all live environments. If something needs to be corrected after posting:

Credit notes — ask the supplier to issue a credit note; Nordflow picks it up as a new document.
ERP corrections — correct the entry directly in the ERP rather than re-running approval.
Audit questions — use the document’s activity history; it captures every action without needing to reprocess the document.