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            • Case 1, 2, 3: Quantity and Unit Price Within Tolerance
            • Case 4, 5: Quantity Within Tolerance, Unit Price Outside Tolerance (Approved)
            • Case 15: Charge Line - Charge Per Unit Outside Tolerance (Rejected)
            • Case 14: Header Charge - Charge Per Unit Outside Tolerance (Approved)
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            • Charge Per Unit Within Tolerance
            • Case 11b: Quantity Outside Tolerance (Positive Rejected), Unit Price Outside Tolerance (Rejected)
            • Case 10b: Quantity Outside Tolerance (Negative Rejected), Unit Price Outside Tolerance (Rejected)
            • Case 8b, 9b: Quantity Outside Tolerance (Approved), Unit Price Outside Tolerance (Approved)
            • Case 11a: Quantity Outside Tolerance (Positive Rejected), Unit Price Within Tolerance
            • Case 10a: Quantity Outside Tolerance (Negative Rejected), Unit Price Within Tolerance
            • Case 7: Quantity Within Tolerance, Unit Price Outside Tolerance (Positive Rejected)
            • Case 6: Quantity Within Tolerance, Unit Price Outside Negative Tolerance (Rejected)
            • Case 8a, 9a: Quantity Outside Tolerance (Approved), Unit Price Within Tolerance
            • Case 15: Header Charge - Charge Per Unit Outside Tolerance (Rejected)
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  1. Administratie en instelling
  2. Instellingen
  3. Documentverwerking
  4. Regelbeheerder
  5. TransactionConfig Pro Template

Case 7: Quantity Within Tolerance, Unit Price Outside Tolerance (Positive Rejected)

Scenario:

The quantity is within tolerance, but the unit price exceeds the acceptable range (positive tolerance) and is not approved.

Action:

The system rejects the invoice unit price, adjusts it to match the purchase order, and may generate a debit note to account for the overcharged amount.

Example:

  • Purchase Order (PO):

    • Quantity: 200 units

    • Unit Price: $15.00 per unit

    • Total Amount: $3,000.00

  • Invoice Received:

    • Quantity: 198 units (within tolerance of 1%)

    • Unit Price: $17.00 per unit (outside positive tolerance of 13.33%)

    • Total Amount: $3,366.00

  • Tolerance Levels:

    • Quantity Tolerance: ±2%

    • Unit Price Tolerance: ±1%

Since the quantity (198 units) is within the acceptable tolerance range but the unit price ($17.00) exceeds the acceptable tolerance and is not approved, the system will:

  1. Reject the Invoice Unit Price: The system does not accept the invoiced unit price of $17.00.

  2. Adjust the Unit Price: The system adjusts the unit price to match the original purchase order unit price.

    • Adjusted Unit Price = $15.00 (from PO)

  3. Calculate the Corrected Total Amount: Using the adjusted unit price, the system recalculates the total amount.

    • Corrected Total Amount = Quantity × Adjusted Unit Price

    • Corrected Total Amount = 198 units × $15.00 per unit = $2,970.00

  4. Generate a Debit Note: The system generates a debit note to account for the difference due to the overcharge.

    • Debit Note Amount = Original Invoice Total - Corrected Total Amount

    • Debit Note Amount = $3,366.00 - $2,970.00 = $396.00

    • This debit note represents the amount overcharged by the supplier.

  5. Process the Invoice: The system processes the invoice with the corrected total amount of $2,970.00 and issues a debit note for $396.00 to offset the overcharge.

This approach ensures that any overcharging is corrected, aligning the transaction with the purchase order terms and protecting the financial interests of the business.

PreviousCase 10a: Quantity Outside Tolerance (Negative Rejected), Unit Price Within ToleranceNextCase 6: Quantity Within Tolerance, Unit Price Outside Negative Tolerance (Rejected)

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