Running Document Tolerances

This chapter provides an overview of document tolerances and discusses how to:

Set up document tolerances.
Run document tolerances with budget checking.
Run document tolerances without budget checking.
Review document tolerance exceptions and overrides.

Understanding Document Tolerances

Document tolerances are allowable percentages or amounts by which related procurement documents can differ. You can set dollar tolerances between pre-encumbrances and encumbrances and between encumbrances and expenses. If the allowable percentage or amount is exceeded, the system creates a document tolerance exception. For example, consider this scenario:

The encumbrance for a purchase order is 100.00 USD.
The expenditure for a voucher is 150.00 USD.
The document tolerance percentage is 10.

When the voucher is document tolerance-checked, it fails tolerance checking.

You cannot post a voucher if its document tolerance status is not valid. In addition, you cannot create system payments for a voucher if its document tolerance status is not valid. (You can still create manual payments for vouchers that have an invalid document tolerance status). If you have the proper authorization, you can override the document tolerance checking errors and continue processing the voucher.

You can run the Document Tolerance Checking Application Engine process (FS_DOC_TOL) either with or without using the Commitment Control feature.

Note. If you enable the Commitment Control feature and you want to use the voucher document tolerance status as a prerequisite for running the Budget Processor Application Engine process (FSPKBDP3), you must modify the Selection Criteria page in the Commitment Control Source Transactions component (KK_SOURCE_TRAN) to include the DOC_TOL_HDR_STATUS field as part of the payable transactions. Select DOC_TOL_HDR_STATUS as the Field Name, and select V as the Field Value.

Setting Up Document Tolerances

The setup for document tolerances is the same for both Payables and Purchasing.

See Defining Document Tolerances.

Running Document Tolerances with Budget Checking

This section discusses how to:

Run the Document Tolerance Checking process from the Invoice Information page.
Verify the voucher’s document tolerance status on the Summary page.

Understanding Including Multiple Processes With the Document Tolerances Checking Process

If the Commitment Control feature is enabled and document tolerance is enabled for the business unit, you can run document tolerances by initiating a process group that includes the Matching Application Engine process (AP_MATCH), the Document Tolerance Checking process, and the Budget Processor process. You do this by using the Action field on the Invoice Information page. The system runs the Matching process, the Document Tolerance Checking process, and then runs the Budget Processor process. These processes can also be run separately.

Pages Used to Run Document Tolerances with Budget Checking

Page Name	Object Name	Navigation	Usage
Invoice Information	VCHR_EXPRESS1	Accounts Payable, Vouchers, Add/Update, Regular Entry, Invoice Information	Run Document Tolerances with Budget Checking. You must run the Document Tolerance process independently as a batch process if you run the Budget Processor process as a batch process.
Voucher - Summary	VCHR_SUMMARY_PG	Accounts Payable, Vouchers, Add/Update, Regular Entry, Summary	Check the document tolerance status of the voucher. This page appears only after you have saved a new voucher.

Page Name

Object Name

Navigation

Usage

Invoice Information

VCHR_EXPRESS1

Accounts Payable, Vouchers, Add/Update, Regular Entry, Invoice Information

Run Document Tolerances with Budget Checking.

You must run the Document Tolerance process independently as a batch process if you run the Budget Processor process as a batch process.

Voucher - Summary

VCHR_SUMMARY_PG

Accounts Payable, Vouchers, Add/Update, Regular Entry, Summary

Check the document tolerance status of the voucher. This page appears only after you have saved a new voucher.

Running the Document Tolerance Process from the Invoice Information Page

Access the Invoice Information page.

Action

Select an on-demand process group in the Action field and click Run to initiate budget checking and document tolerance checking.

While the voucher is being processed, the fields in the Voucher component (VCHR_EXPRESS) are unavailable for entry. Click the Refresh icon to view the processing status of the voucher on the Voucher Summary page.

The process groups that are available depend on your user ID and whether the voucher requires the processing.

Note. You normally run the Budget Processor process as a batch process using the Budget Checking Request page.

Verifying the Document Tolerance Status on the Summary Page

Access the Summary page.

Status

Document Tolerance Status

If document tolerance checking is enabled, the system displays the document tolerance status. Values are:

Valid: The voucher passed document tolerance checking.

Not Checked: The voucher requires document tolerance checking. If any amounts, quantities, or ChartFields are modified after the document tolerance is checked, the system resets the document tolerance status to Not Checked.

Error: Exceptions were generated for the voucher during document tolerance checking. You can override document tolerance exceptions on the Document Tolerance Exception page.

Running Document Tolerances Without Budget Checking

If the Commitment Control feature is not enabled and document tolerance is enabled, you initiate document tolerance checking using the Document Tolerance page.

Page Used to Run Document Tolerances Without Budget Checking

Page Name	Object Name	Navigation	Usage
Document Tolerance	DOC_TOL_RUN_CNTRL	Accounts Payable, Batch Processes, Vouchers, Document Tolerance	Run the Document Tolerance Checking Application Engine process (FS_DOC_TOL). Have the system check the transaction for document tolerance exceptions.

Page Name

Object Name

Navigation

Usage

Document Tolerance

DOC_TOL_RUN_CNTRL

Accounts Payable, Batch Processes, Vouchers, Document Tolerance

Run the Document Tolerance Checking Application Engine process (FS_DOC_TOL).

Have the system check the transaction for document tolerance exceptions.

Reviewing Document Tolerance Exceptions and Overrides

This section discusses how to:

View and override document tolerance exceptions.
View document tolerance override history.

Pages Used to Review Document Tolerance Exceptions and Overrides

Page Name	Object Name	Navigation	Usage
Document Tolerance Exceptions	DOC_TOL_EXCPT	Accounts Payable, Vouchers, Maintain, Document Tolerance Exceptions	View and override document tolerance exceptions.
Document Tolerance Override History	DOC_TOL_OVR_LOG	Accounts Payable, Review Accounts Payable Info, Vouchers, Document Tolerance Override	View the override history of document tolerance exceptions.

Viewing and Overriding Document Tolerance Exceptions

Access the Document Tolerance Exceptions page.

Exceptions

Rule ID

Displays the rule ID and description of the document tolerance rule that produced the exception.

Details

Pred Doc Amt (predecessor document amount)	Displays the amount of the predecessor document (purchase order).
Life-to-Date Liquidated Amt (life-to-date liquidated amount)	Displays the sum total of all source documents (vouchers) linked to the predecessor document. If you have multiple vouchers tied to the same purchase order, the Document Tolerance Checking process calculates the tolerance against the sum total of all of the vouchers tied to this purchase order rather than the amounts of the individual vouchers. An individual voucher may be within the tolerance, but if the sum total of the linked vouchers exceeds the tolerance, the voucher does not pass document tolerance checking.
Defined Tolerance Amount	Displays the tolerance amount that is defined on the Document Tolerance page.
Defined Tolerance Percentage	Displays the tolerance percentage that is defined on the Document Tolerance page. Note. The system uses whichever value is lower (either the defined amount or the defined percentage) to calculate the tolerance. If the amount of the source document exceeds the lower defined amount, the voucher does not pass document tolerance checking and the system generates an exception.
Calculated Doc Tol Amt Amount (calculated document tolerance amount amount)	Displays the amount of the source document (purchase order), plus any defined tolerance amount.
Calculated Doc Tol Percent Amt (calculated document tolerance percent amount)	Displays the amount of the source document (purchase order), plus any defined tolerance percentage amount.
Source Doc Monetary Amt (source document monetary amount)	Displays the amount of the source document (voucher).
Source Doc Converted Amt (source document converted amount)	Displays the converted amount of the source document (voucher). The system converts the source document to the predecessor document’s General Ledger business unit base currency to calculate the tolerance.
Predecessor GL Base Currency (predecessor general ledger base currency)	Displays the predecessor document’s General Ledger business unit base currency.
Transaction Currency	Displays the currency of the source document (voucher).
Override	Select to override the exception and make the transaction available for further processing.

Viewing Document Tolerance Override History

Access the Document Tolerance Override History page.

The fields on this page are the same as the fields on the Document Tolerance Exceptions page, with the exception of the User ID field and the DateTime field. These two additional fields provide an audit trail of exceptions that have been overridden.

User ID	Displays the ID of the user who overrode the exception on the Document Tolerance Exceptions page.
DateTime	Displays the date and time when the user overrode the exception on the Document Tolerance Exceptions page.