Use this information to identify and resolve common types of price variances and quantity variances, which are collectively known as matching discrepancies. You can use the list to identify invoices that have been entered and saved, but that are not yet approved to be posted.

After you have identified the discrepancy, you may need to contact your vendor if you believe the information on the invoice is incorrect. Depending on the resulting agreement with your vendor, you can do any of the following tasks:

  • Accept the price difference and post the invoice with matching discrepancies.

  • Revise the invoice amount to the expected amount and post the invoice.

  • Request a full credit from the vendor and a new corrected invoice.

Resolve price variances

If the invoice net unit price exceeds the purchase order net unit price by an amount that exceeds the allowable price tolerance, a price variance exists. The price variance might be due to different prices per unit, purchase price units, line item discounts, miscellaneous charges that are allocated to the invoice lines, or a combination of these factors.

  1. Click > Common Forms> .

  2. Select a purchase order that has a pending (saved) invoice.

  3. Click > . The form opens.

  4. Click .

  5. Select an invoice line for which a warning icon is displayed.

  6. Review the information in the field group.

  7. To accept the price difference and post the invoice with matching discrepancies, select the check box, enter a comment, and click OK.

    Note Note

    If the field in the form is set to , these fields are not available and you can skip this step.

  8. To revise the invoice amount to the expected amount, change the amounts in the column to match the amounts in the column, and click OK.

  9. In the form, on the tab, clear the check box.

  10. On the tab, select the check box.

  11. Click OKto post the invoice.

Note Note

Alternatively, you can submit the invoice to be posted using batch processing.

Resolve quantity variances

If the check box is selected for an item's inventory model group, a packing slip must be posted before an invoice can be posted for the corresponding line item. Also, the quantity on the packing slip line must equal the quantity on the invoice line.

  1. Click > Common Forms> .

  2. Select a purchase order that has a pending (saved) invoice.

  3. Click > . The form opens.

  4. Click .

  5. Select an invoice line for which a warning icon is displayed.

  6. Review the information in the field group.

  7. To accept the quantity difference and post the invoice with matching discrepancies, select the check box, enter a comment, and click OK.

    Note Note

    If the check box is selected for the item's inventory model group, but the packing slip quantity is less than the invoice quantity, the invoice cannot be posted even if it is approved.

  8. To revise the packing slip quantity to match the invoice quantity, click the ellipsis button, select a different packing slip that has the correct quantity for the invoice line, and close the form. Click OKto close the form.

  9. To revise the invoice quantity to match the packing slip quantity, make a note of the quantity in the field and click OKto close the form. In the form, click the tab. Select an invoice line and change the quantity in the field.

  10. On the tab, clear the check box.

  11. On the tab, select the check box.

  12. Click OKto post the invoice.

Note Note

Alternatively, you can submit the invoice to be posted using batch processing.

See Also