RECOMPUTE AND PRINT DISCREPANCIES

Use this screen to recompute and/or print discrepancies between the PO voucher line and the PO line. The discrepancies will be stored at the PO voucher line level. All PO vouchers that have not been posted by voucher distribution are eligible for inclusion. You can base you selection on "PO," "Voucher," "Vendor ID," or "Vendor Name."

You can recompute and print discrepancies at any time.

You can recompute and print discrepancies for all or a selected range of purchase orders, vouchers, vendor IDs, or vendor names. You can also base the recomputing and/or printing upon the user ID from the Enter PO Vouchers screen. You can also recompute and/or print all PO vouchers, only PO vouchers with discrepancies, or only PO vouchers with discrepancies over the user thresholds.

The discrepancy report is not part of the system audit trial and does not need to be retained. You may, however, find it useful to retain a hard copy for your records.

Select

Option

Use the options in this group box to select the basis for recomputing and/or printing.

Compute By

Use the drop-down box to select the basis for recomputing and/or printing. The system-defined options follow:

PO - Select this option to recompute/print by purchase order.

Voucher - Select this option to recompute/print by voucher.

Vendor ID - Select this option to recompute/print by vendor ID.

Vendor Name - Select this option to recompute/print by vendor name.

Range Option

Use this drop-down box to select the range by which you wish to compute. Valid options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."

From

Enter, or use Lookup to select, the starting value for the range you want to include. If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.

To

Enter, or use Lookup to select, the ending value for the range you want to include. If you select "All," "One," or "To End" in the Range Option field, this field will be inactive.

Note: When you select a numeric range to print, the beginning value in the From field must be less than the beginning value in the To field. For example, if the beginning value in the From field is "8" and the beginning value in the To field is "23," you must enter "08" in the From field because "0" is a smaller starting value than "2."

Entry User

Use the fields in this group box to select the range of user IDs whose PO vouchers should be included when you recompute/print of discrepancies.

Range Option

Use this drop-down box to select the range of user IDs to be printed. Valid options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."

From

Enter, or use Lookup to select, the starting user ID for the range you want to include. If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.

To

Enter, or use Lookup to select, the ending user ID for the range you want to include. If you select "All," "One," or "To End" in the Range Option field, this field will be inactive.

Note: When you select a numeric range to print, the beginning value in the From field must be less than the beginning value in the To field. For example, if the beginning value in the From field is "8" and the beginning value in the To field is "23," you must enter "08" in the From field because "0" is a smaller starting value than "2."

Print Selection

Use the options in this group box to determine which PO vouchers will be included in the report, provided all other selection criteria are met. The system-defined options are as follows:

All PO Vouchers

Select this option to include all processed PO vouchers in the report.

PO Vouchers with Discrepancies

Select this option to include only those PO vouchers that have a discrepancy in the report. The discrepancies can be over or under the current amounts as specified in the Discrepancies Allowed group box in the PO Voucher Settings screen.

PO Vouchers with Discrepancies Over User Thresholds

Select this option to include only those PO vouchers that have a discrepancy greater than one of the amounts specified in the Discrepancies Allowed group box in the PO Voucher Settings screen.

Recompute discrepancies for the selected open PO vouchers

Select this button on the toolbar to recompute the discrepancies. Once the process has started, you can still cancel the job.

Recompute discrepancies for the selected open PO vouchers and print the results

Select this button on the toolbar to recompute the discrepancies and, after completion, print the discrepancy reports. Once the process has started, you can still cancel the job.

The discrepancy calculations are as follows:

Unit Price Discrepancy Amount: Invoice Unit Price minus PO Unit Price
Unit Price Discrepancy Percent: (Invoice Unit Price minus PO Unit Price) divided by PO Unit Price
Total Discrepancy Line Amount: This calculation depends on the type of matching for the voucher line.

For 2-way matching:

Enter PO Vouchers' Total Before Discount Amount (for all vouchers of that PO line) minus Enter POs' Total Line Amount (will not include sales tax if sales tax was not charged on the voucher)

For 3-way matching:

Enter PO Vouchers' Total Before Discount Amount (for all vouchers of that PO line) minus ((PO Accepted Amount plus PO Rejected Amount - Pay) times (1 + Ship ID Sales Tax Rate)) minus PO Line Charge Cost Amount minus PO Line Charge Sales Tax Amt

Quantity Discrepancy Percent

This calculation depends on the type of matching for the voucher line.

For 2-way matching:

(Enter PO Vouchers' Invoice Quantity (for all vouchers of that PO line) minus Enter POs' Ordered Quantity) divided by Enter POs' Ordered Quantity

For 3-way matching:

(Enter PO Vouchers' Invoice Quantity (for all vouchers of that PO line) minus (PO Accepted Quantity plus PO Rejected Quantity - Pay)) divided by (PO Accepted Quantity plus PO Rejected Quantity - Pay)