Prevent Duplicate Export Submissions for the Same Period

The double-export guard checks the export-run-repository before any export is executed to determine whether any claims in the selected period have already been exported in a completed run. If overlap is detected, the coordinator sees a warning identifying the conflicting run with its timestamp and is required to acknowledge the risk before the system allows a re-export. Partial period overlaps (e.g., exporting Jan 1–31 after Jan 1–15 was already exported) are detected and broken down by overlapping date ranges.

CRITICAL story-accounting-system-export-and-integration-organization-admin-008 5 pts

Story Points

Critical

Priority

Accounting System Export and Integration

Feature

User Story

As a Organization Administrator

I want to be warned and blocked when I attempt to export a period that has already been submitted to the accounting system

So that we avoid duplicate entries in our accounting ledger that would require manual correction and create financial discrepancies

Acceptance Criteria

Given a period has been successfully exported, when a coordinator selects the same date range and triggers export, then the double-export guard intercepts before any claims are queried and shows a warning with the original export run details
Given the coordinator sees the duplicate warning, when they tap Cancel, then no export is executed and the screen returns to the date range picker
Given the coordinator sees the duplicate warning, when they tap Override and Confirm, then the export proceeds and the new run is logged as a deliberate re-export with the override noted
Given a coordinator selects a partial overlap (e.g., exporting Jan 15–Feb 15 when Jan 1–31 already exported), when the guard runs, then it identifies the Jan 15–31 overlap specifically and warns about those dates
Given an export run failed, when a coordinator re-exports the same period, then the double-export guard does not block the retry since no successful submission was recorded

Business Value

Duplicate accounting entries are a serious compliance and financial integrity issue — correcting them requires manual ledger adjustments, finance team time, and can affect grant reporting accuracy. The double-export guard is a non-negotiable safeguard that protects organizational finances and ensures the accounting export feature can be trusted without requiring constant manual verification of what has already been submitted.

Components

Accounting System Export and Integration

Related Feature

Organization Administrator

User Role