Guided BUying QRG Quick Reference Guide Common Invoice Exceptions

Guided BUying QRG Quick Reference Guide Common Invoice Exceptions

Common Invoice Exceptions

Invoice Exceptions Invoice Tolerances What are Invoice Tolerances? Invoice Tolerances are set in two places – Ariba Network and Ariba Buying & Invoicing. Some exception types autoclear when a specific action is taken (e.g. Received Quantity Variances auto-clear as additional quantities are received). There are three primary actions a user can take when handling an exception: accept, defer or reject. Tolerances errors can result in an automatic invoice reject back to the Supplier. 3

Common Invoice Exceptions reviewed by Requisitioner Name Description Absolute Percentage Tolerance Tolerance Approver Auto Reject Allow Req? No No The price on the invoice line item, is different from the price on the purchase order line item, and the difference is more than the tolerance set in your configuration. 100 50% The catalog item price on the invoice line item, is PO Catalog different from the price on the purchase order line Price Variance item, and the difference is more than the tolerance set in your configuration. 100 50% Requisitioner No No 0% Requisitioner No No 50% Requisitioner No No PO Price Variance Requisitioner PO Quantity Variance The quantity on the invoice line item, is different from the quantity on the purchase order line item, and the difference is more than the tolerance set in your configuration. PO Line Amount Variance Mostly applicable for amount based invoicing commodity codes mostly. When user enters the amount more than the available amount on the invoice line item. 100 Special Handling Variance The handling amount on the invoice, has exceeded the tolerance specified by your organization. Further evaluation is required. 100 Requisitioner No Yes Shipping Variance The shipping amount on the invoice, has exceeded the tolerance specified by your organization. Further evaluation is required. 100 Requisitioner No Yes 4

Auto Rejected Invoice Exceptions (1 of 3) Auto rejections will be sent back to supplier for resubmission. Name Description Invalid Invoice Date The date on the invoice is before the ordered date. Auto Reject Yes Item Unmatched Ariba Invoice is unable to find a line item on the purchase order that matches the invoice line item of . Yes Invoice currency mismatch The currency on the invoice does not match the currency on the purchase order. Yes Invoice ID Maximum Character Length Exceeded The maximum characters for a supplier invoice number (16) has been exceeded and the Invoice will be auto-rejected. Yes Canceled Order Ariba Invoice of amount is matched to a purchase order that has been canceled. Yes 5

Auto Rejected Invoice Exceptions (2 of 3) Auto rejections will be sent back to supplier for resubmission. Name Description Auto Reject PO Closed for Invoicing The purchase order has been closed for invoicing. Yes PO Line Closed for Invoicing The purchase order line has been closed for invoicing. Yes PO Rejected for Invoicing The purchase order has been rejected by Ariba Network supplier while confirming the order. Yes PO Line Rejected for Invoicing The purchase order line item has been rejected by Ariba Network supplier while confirming the order. Yes Invoice has mixed currency Different line items has different currency in invoice Yes Invoice has mixed amounts The line items on the invoice contain positive and negative amounts Yes Invoice has mathematical errors Amounts of invoice lines don't match to the invoice total. Applicable for cXML or EDI invoices if supplier's EDI configuration has issues. Yes 6

Auto Rejected Invoice Exceptions (3 of 3) Following are the tolerance limits required to configure invoice exceptions on the Ariba Network # Exception Description Percentage 1 Allow suppliers to change the unit price Due to variations in pricing or availability, suppliers might need to increase the unit price for an item. If you do not allow unit price changes, you can still set a price tolerance percentage that suppliers cannot exceed 75% 2 Allow suppliers to increase item quantities Suppliers might need to increase item quantity for best pricing or shipment, particularly for noncatalog items 10% 3 Allow suppliers to increase line item subtotals Suppliers might need to increase line item subtotals due to variations in pricing or availability 75% Absolute 200 7

Additional Resources: Guides, FAQ, and Assistance Guides & FAQs How to Place Orders FAQs Invoice Guides and FAQ Contact Us Ordering Information: Submit a ticket to Sourcing & Procurement via the Financial Affairs Customer Service Portal. Invoice & Payment Information: Submit a ticket to Accounts Payable via the Financial Affairs Customer Service Portal. 8