Discrepancy Between Invoice and Purchase Order

This article covers discrepancies between invoice lines and purchase order lines and how this works in SEMINE.

Overview

1. Discrepancy in Quantity
2. Discrepancy in Unit Price
3. Discrepancy in Net Amount
4. Discrepancy in Total Amount

Also, see the article on discrepancy parameters and accepted deviation limits in SEMINE, where we have the following four discrepancy parameters.

Discrepancy in Quantity

If a purchase line is linked to a purchase order, the quantity discrepancy is always 0.

If a purchase line is not linked to a purchase order, the quantity discrepancy is always equal to the quantity on the purchase line.

Higher Quantity on Invoice than on Purchase Order

•  The quantity on the invoice cannot be greater than the received quantity.

When attempting to match a higher quantity ordered on an invoice line to a lower quantity on a goods receipt, an error message will indicate that there is an insufficient quantity on the goods receipt to match the invoice line. Illustrated in the image below.

Higher Quantity on Purchase Order than on Invoice

When matching a lower quantity ordered on an invoice line to a higher quantity on a goods receipt, the system will deduct from the available quantity for matching, i.e., the received quantity minus the quantity associated or sent to ERP, illustrated in the image below. The available column will have a value until you receive the invoice and match it to the relevant PO line number.

Discrepancy in Unit Price

Higher Unit Price on Invoice than on Purchase Order

Matching an invoice line with a unit price higher than the connected PO line number will result in a positive discrepancy, as illustrated in the image from invoice details below.

Unit price discrepancies greater than the specified threshold values chosen under settings will alert the user that the purchase invoice contains discrepancies. The user can still choose to post the purchase invoice to ERP but will be notified of the discrepancy via a pop-up alert. Read more about matching and deviation limits.

Posting with associated line discrepancies updates the purchase order in ERP with the unit price specified on the invoice line, ensuring correct accounting and any inventory adjustments. Various ERP integrations take this into account.

Note: The deviation will be marked in red figures as shown in the below image.

The same logic applies when it comes to a higher unit price on a credit note than on a return.

Higher Unit Price on Purchase Order than on Invoice

Matching an invoice line with a unit price lower than on the connected PO line number results in a negative discrepancy, as illustrated in the image from invoice details below.

Unit price discrepancies greater than the specified threshold values chosen under settings will alert the user that the purchase invoice contains discrepancies. The user can still choose to post the purchase invoice to ERP but will be notified of the discrepancy via a pop-up alert. Read more about matching and deviation limits.

Posting with associated line discrepancies updates the purchase order in ERP with the unit price specified on the invoice line, ensuring correct accounting and any inventory adjustments. Various ERP integrations take this into account.

The same logic applies when it comes to a higher unit price on a return than on a credit note.

Discrepancy in Net Amount

Discrepancies in unit price above naturally lead to discrepancies in the net amount.

Net amount discrepancies greater than the specified threshold values chosen under settings will alert the user that the purchase invoice contains discrepancies. The user can still choose to post the purchase invoice to ERP but will be notified of the discrepancy via a pop-up alert. Read more about matching and deviation limits.

Discrepancy in Total Amount

Discrepancies in unit price above naturally lead to discrepancies in the total amount.

Total amount discrepancies greater than the specified threshold values chosen under settings will alert the user that the purchase invoice contains discrepancies. The user can still choose to post the purchase invoice to ERP but will be notified of the discrepancy via a pop-up alert. Read more about matching and deviation limits.