Resolving Variances from the Payable Variance Queue

The system finds variances either in cost or in quantity when receiving an order. You can reconcile to the line item level for the order regardless if multiple generations of the order are on a single line item. You can reconcile these variances based on invoice and received amounts. You can also split off amounts to a new generation, if needed, and reconcile only those generations that match on the purchase order.

Note: Standard A/P authorization applies to this queue, however, users must be assigned the DEBIT.MEMO authorization key to create debit memos.

You can update information, such as costs, on from the queue and the system applies that change back to the invoices. Additionally, the credit/rebill functionality can be activated directly from the queue. By using credit/rebill from the queue the system attempts to reconcile the credit, debit memo, or rebill on a single generation keeping bookkeeping more streamlined.

Note: Use the Invoice Processing Entry window to process paper invoices.

About Control Maintenance Records

Create PO Variances For EDI Invoices - Indicate if you want to create purchase order variances or payables when EDI Invoices match.
Disallow Creation Of PO Variances For EDI 810 - (New in Release 9.0.6) Indicate if you want the system to create variances and sent to the Payable Variance Resolution Queue.

To resolve an invoice variance:

From the Purchase menu, select Payable Variance Resolution Queue.
Populate the header fields to review the columns and locate the order you want to resolve.

Note: To view as many results as possible, use the Options > Set Max Results Per Page menu option.

Right click on the order and select Order >Resolve Variance.
Use the Select column to choose which variance you need to resolve by selecting the check box.
Do one of the following:

To...	Do this...
view the purchase order	Double click the order to display in Purchase Order Entry.
view all records related to the same payable	From the File menu, select Display All Line Items on Payable.
edit cost or quantity as needed	Based on your permissions, these fields are activated. Change the cost or quantity accordingly and apply.
create a Debit Memo for the variance	Click Create Debit Memo in the lower right-hand corner. Select the type of memo you want to create: Cost Debit Memo or Quantity Debit Memo. On the Automated Debit Memo window, complete provided fields. Note: The fields depend on the selection of memo type. For example, for cost debit, you can enter a quote number. For quantity debits, you can select a reason. The system automatically populates the Debit Memo Amount. Click Create Debit Memo. The system creates the memo with a payable number. The number displays at the bottom of this window along with the original payable ID in addition to the Notes area of the Resolve Variance window.. Note: If there are more variances attached to the payable, but are not displayed, the system alerts you. Use the File > Show Resolved Variance menu option to display the variance information. Close the window. The Resolve Variance window and the Notes field displays the variance details and indicates with a green check mark if the variance has been resolved with that debit memo. Click here to see an example. Note: Debit memo information displays in the queue's Notes pane.
apply a credit and rebill for the variance	Click Credit / Rebill. Select the line or lines you want to apply. You can adjust the quantity and cost for the rebill generation, if needed. Close the window to apply the credit/rebill. At the prompt, select the resolution reason and a reason code. Click OK. Use the File > Show Resolved Variance menu option to display the variance information. If there is more than one variance on the payable, the system displays an alert. Click OK to continue with the credit/rebill for the selected line item. Click Cancel to return to the queue and select additional line items.
reassign the variance to another user	Click Reassign Variance. In the Assign Variance to User field, select the user to whom the variance should be assigned for resolution. In the Notes field, provide direction or information for why the variance is being reassigned. Click OK.
add a note for a variance	Click Add Note. Provide direction or information regarding the variance.
view resolved variances	From the File menu, select Show Resolved Variances.

Note: The system automatically resolved associated variance after enough variance corrections are made to bring the payable within tolerance and the Payable Approved field changes to Yes.

Save your changes and exit the window.