Using tolerances in purchase invoice matching
That is, you can define whether purchase invoice lines must match purchase order lines exactly, or can be within a specified tolerance. These tolerances are defined in the Operator Miscellaneous Permissions in the Security, and the value used for matching is defined in the Purchase Type. If no tolerances are set, the lines are matched by quantity.
Example
The following example shows how tolerances are applied and which messages are displayed:
- The tolerance value percentage on Miscellaneous Permissions is set as 10%, and a purchase order is raised for 1000 GBP.
- An invoice is raised for 600 GBP and matched to the purchase order.
- A warning message is displayed informing you that the invoice value is below the permitted tolerance percentage, and asks you if you want to continue matching this invoice. If you select Yes, the match is processed. The purchase order is not closed at the end of invoice processing.
- A second invoice is raised. These examples show how the amount determines the outcome:
- A second invoice is raised
for 400 GBP. That is, the total of the first and second invoices equals the
purchase order.
The match is processed and no further messages are displayed. The purchase order is closed at the end of invoice processing.
- A second invoice is raised
for 100 GBP. That is, the total of the first and second invoices is still under
the permitted tolerance.
A warning message is displayed informing you that the invoice value is below the permitted tolerance percentage, and asks you if you want to continue matching this invoice. If you select Yes, the match is processed. The purchase order is not closed at the end of invoice processing.
- A second invoice is raised
for 350 GBP. That is, the total of the first and second invoices is under the
order value, but within the permitted tolerance.
The matching process continues, but a mismatch message is displayed allowing you to decide whether or not to close the order at the end of invoice processing.
- A second invoice is raised
for 450 GBP. That is, the total of the first and second invoices is over the
order value, but within the permitted tolerance.
The matching process continues, but a mismatch message is displayed allowing you to decide whether or not to close the invoice at the end of invoice processing.
- A second invoice is raised
for 550 GBP. That is, the total of the first and second invoices is over the
order value, and outside the permitted tolerance.
An error message is displayed, informing you that the invoice line cannot be matched to the order line as it is above the permitted tolerance. The match is not allowed to continue.