Automatic authorization in supplier invoice to consider PO value rather than the receipt value

Question

The general IFS functionality in Automatic authorization of supplier invoices is that the system compares the invoice value and receipt value when deciding to automatically authorize or not (this is specifically for non inventory purchases and may be true for inventory parts as well).

as an example if the PO value is 100, receipt value is 110 and the invoice value is also 110, the system automatically authorize the invoice without any need for manual authorization. if a tolerance is defined as 3%, the invoice will be authorized automatically as long as the invoice value is between 106.7 and 113.3 (+/- 3% from 110). This means system disregards the PO value and only considers the receipt value.

The customer I’m working for requires that if the invoice amount is higher than the PO amount, the system to not to automatically authorize and require to be manually authorized. so basically to compare invoice value and PO value rather than the receipt value.

is there any setting in the system to change the system to behave this way?

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Best answer by Ieva Rituma 28 January 2022, 10:10

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Ieva Rituma · Accepted Answer

In IFS, the matching is actually happening to the receipt and not the PO, because the PO does not generate postings and only receipt does.

When you say the PO receipt value is 110 but PO is 100 - is that because we have over-receipted in terms of quantity?

There are only 2 ways I could see this being solved:

CRIM which would find such scenarios, unauthorise the automatically authorised lines and fill out a custom field to say that there’s an inbalance with PO and invoice
Look at the process currently at overreceipting and whether that could be turned off. There is a setting against purchase groups whether overreceipting is allowed or not. Disallowing it from system perspective should make users go back to the PO and add the additional quantities but this depends on whether it’s acceptable for your business. While still allowing it - it could be a lobby or a report to look at all instances where this has happened

Thomas Peterson · Answer

Hi,This is a very interesting request. Assume the same PO 100 value but only ½was received or only ½the work was performed (service example) and the supplier sends full invoice for 100. The client wants that value accepted and automatically authorized?  Agree with the above you would need some flavor of enhancement if we “really” want matching based on PO value. For the CRIM, you may need to consider partial receipts. Thomas

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