Best Practices When Using the Tolerance and Difference Limits

The 3 Way Match Vendor Bill Approval Workflow contains more validations than the standard Vendor Bill Approval Workflow. By default, all of these validations are enabled after you have installed and set up the workflow. When running criteria for the tolerance and difference limits, you have to disable specific exceptions that may conflict with them.

For example, a vendor record is created with the following difference limits:

• Vendor Bill-Purchase Order Quantity Difference =4

• Vendor Bill-Item Receipt Quantity Difference =4

Based on the following conditions:

• A purchase order is created with an item quantity of 100 and the received quantity is 98.

• A vendor bill is submitted with the same quantity of 98.

When the vendor bill is submitted, the workflow runs the exception that determines if the vendor bill quantity is less than the purchase order quantity. Because this exception is enabled, the vendor bill is routed for approval, even if it has not exceeded the quantity difference limit.

For instructions on disabling exceptions, see Disabling Exception Criteria.

View the following guidelines to effectively use the tolerance and difference limits of the 3 Way Match Vendor Bill Approval Workflow.

Using the Tolerance limits

• If you want to use the Tolerance limits, set the values in the subsidiary, item, or vendor bill record after installing the workflow. Create a copy of the workflow to disable the exceptions that may conflict with the tolerance exception criteria. Do not forget to run the workflow after saving your changes.

• Disable the following exception fields that may conflict with tolerance checking:

  • [SS] VB Qty Greater Than PO Qty

  • [SS] VB Qty Less Than PO Qty

  • [SS] VB Amt Greater Than PO Amt

  • [SS] VB Amt Less Than PO Amt

  Note:

  To use these standard discrepancy exceptions, disable the exceptions for tolerance limits.

• If you customized the workflow, verify that the corresponding workflow fields for the tolerance limits are enabled to continue running them:

  • VB -PO QTY Tolerance limit: [SS] VB-PO: Vendor Qty Tolerance, [SS] VB-PO: Item Qty Tolerance, [SS] VB-PO: Subsidiary Qty Tolerance

  • VB -PO AMT Tolerance limit: [SS] VB-PO: Vendor Amt Tolerance, [SS] VB-PO: Subsidiary Amt Tolerance, [SS] VB-PO: Item Amt Tolerance

  • VB -IR QTY Tolerance limit: [SS] VB-IR: Vendor Qty Tolerance, [SS] VB-IR: Item Qty Tolerance, [SS] VB-IR: Subsidiary Qty Tolerance

  For the complete list and description of exception criteria, see 3 Way Match Vendor Bill Approval Exception Criteria.

Using the Difference limits

• If you want to use the Difference limits, set the values in the subsidiary, item, or vendor bill record after installing the workflow. Create a copy of the workflow to disable the exceptions that may conflict with the difference exception criteria. Do not forget to run the workflow after saving your changes.

• Disable the following exception fields that may conflict with difference checking:

  • [SS] VB Qty Greater Than PO Qty

  • [SS] VB Qty Less Than PO Qty

  Note:

  To use these standard discrepancy exceptions, disable the exceptions for difference limits.

• If you disabled specific criteria in the workflow, verify that the corresponding workflow fields that use the difference limits are enabled to keep them running:

  • VB -PO QTY Difference limit: [SS] VB-PO: Vendor Qty Difference, [SS] VB-PO: Item Qty Difference, [SS] VB-PO: Subsidiary Qty Difference

  • VB -IR QTY Difference limit: [SS] VB-IR: Vendor Qty Difference, [SS] VB-IR: Item Qty Difference, [SS] VB-IR: Subsidiary Qty Difference

General Notices