Professional Documents
Culture Documents
Tolerance Key
Tolerance Key
Solutions
Support
Training
Community
Developer
Partner
About
Community / Blogs
Invoice Tolerance Keys An insight Part 1
April 18, 2014 | 681 Views |
Raja Ramasamy
more by this author
MM (Materials Management)
3way matchinvoice blockinvoice verification;rbkp blockedspgrpthree way matchtolerance
limittolerancekey
Follow
In this blog I am going to share the invoice tolerance limits learning and understanding
which would help to understand invoice blocking techniques and provide a base to
apply in real time situations depending on the clients need.
This document will help consultant who is going to implement Open Text Vendor Invoice
Management (VIM)
Introduction:
In the Procure to Pay(P2P) life cycle procurement part ends when Account Payable(AP)
processor/Invoice clerk posts the vendor invoice in SAP using MIRO transaction which
is also called Logistics Invoice Verification(LIV). It is tedious job for invoice clerk
manually to verify each and every invoice line item is conforming to agreed price or
quantity in PO. SAP provides systemic way of verifying this kind of discrepancies and
block the invoice for payment using the 2 digit key called Tolerance key.
Lower & upper tolerance limits for all possible discrepancies can be maintained in
tolerance key. I would try to explain all the invoice tolerance keys in this blog with
possible examples.
There are 2 kinds of invoice matching in SAP which are controlled by tolerance keys.
o 3 way match:
Invoice line item is checked against corresponding purchase order and good
receipt documents item for price & quantity matching
o 2 way match:
Let us understand the how the automatic block is working via tolerance keys. In SAP we
have many tolerance keys, I am going to discuss only below keys in this part
AN,AP,BD,BR,BW,DQ,DW.
Tolerance Limits:
1. Automatic block:
S Stochastically blocked
Item level:
Table: RSEG Value = X
Fields:
It updates RBKP table without a header Block R. But updates table RBKP_BLOCKED
with payment block A.
No entries in RSEG table as it is directly posted to G/L or Material
Tolerance Key RBKP RBKP_BLOCKED RSEG Auto release
System behavior:
Let us understand with below example
No blocking indicator at header table RBKP but RBKP_BLOCKED table has blocking
indicator A.
Blocking indicator RSEG- SPGRS (Blocking reason item amount) is set at item level.
Item amount block must be released manually. There is no automatic release possible
even if we perform any one of the following activities
indicator SPGRS = X
block)
Since small difference is within the tolerance limit, invoice would be posted without
block. Small difference amount would be debited to small difference G/L account
maintained for the transaction event key DIF in OBYC.
Same rule is applied in the lower side as well
Small difference above the tolerance limit:
PO price: 1000 USD
Vendor invoice amount: 1003 USD
If the small difference above the tolerance limit then system would not allow to post the
invoice with hard error Balance is not zero. Still AP invoice processor could able to
post invoice via menu bar option Edit -> Accept and Post provided if he/she has
authorization object M_RECH_AKZ allowed.
Key release
update(ZLSPR) reason
update
indicator blocking
update(ZLSPR) reason
updated with
diff. amount
1. No GR based IV
2. Variable order unit is activated at material level
3. Maintain tolerance key DW with Do not check active
Tolerance:
Material master:
Invoice details:
Invoice is simulated before GR as below
Scenario 1:
Order unit quantity 2 CRT
Order price unit quantity 22 EA and amount 2200 USD
Observation: There is no warning message on the variance.
Let us use the above formula to find the variance percentage.
Difference is 100 91.6 = 8.9 % which is within the BR tolerance limit 10% maintained
Scenario 2:
Order unit quantity 2 CRT
Order price unit quantity 21 EA and amount 2100 USD
Difference is 100 87.5 = 12.5 % which is more than the BR tolerance lower limit 10%.
Hence we are seeing the above warning message which will block the invoice for
payment.
indicator SPGRS = X
block)
IR Details:
Scenario 1:
IR quantity in order unit 2 CRT
IR quantity in order price unit 20 EA
Observation: There is no warning message on the variance.
Variance % = (20/2) / (22/2) *100
= 90.9%
Difference is 100 90.9 = 9.1 % which is within the BR tolerance limit 10% maintained
Scenario 2:
IR quantity in order unit 2 CRT
IR quantity in order price unit 19 EA
Observation: There is a warning message as below
block)
When we post invoice with above variance it will get blocked for payment.
It updates tables as below
indicator update =X
Automatic release possible if the blocking reason RSEG- SPGRM is deleted when we
post GRN for the balance quantity or credit memo for the excess invoiced quantity.
Same rules apply on the lower side as well
Test data :- (GR has not been defined)
PO quantity = 100 EA
PO price = 100 USD
GR not possible
a)System behavior when invoice quantity is 51
Variance = PO price x (quantity invoiced (total quantity ordered total quantity
invoiced))
= 100 * (51 (50-0))
= 100 * (1)
= 100
Variance 100 is equal to upper limit 100 and there will not be any warning message.
Percentage limits:
We can also configure percentage limits for the quantity variance check. In this case,
the system calculates the percentage variance from the expected quantity, irrespective
of the order price, and compares the outcome with the percentage limits configured.
Let us see the system behavior with same example if only percentage limits are
maintained and absolute values are marked as Do not check.
Upper % limit: 10.00 Lower % limit: 10.00
Test data :- (GR has been defined)
PO quantity = 100 EA
PO price = 100 USD
GR quantity = 50 EA
a)System behavior when invoice quantity is 55
Variance = (quantity invoiced total quantity delivered)/ (quantity expected)*100 %
= (55-50)/50 * 100 %
= (5/50)*100 %
= 10 %
Variance 10% is equal to upper limit 10 % and there will not be any warning
message.
b)System behavior when invoice quantity is 56
Variance = (quantity invoiced total quantity delivered)/ (quantity expected)*100 %
= (56-50)/50 * 100 %
= (6/50)*100 %
= 12 %
Variance 12% is more than upper limit 10% and there will be a warning message as
below. Invoice will be blocked for payment and same tables will be updated as above.
b)If the IR quantity is 11 then system calculates variance as below and block the
invoice.
Variance = 10 *(11+0) = 110
This value is more than DW tolerance absolute upper limit hence invoice got blocked.
It updates tables as below
Tolerance Key RBKP RBKP_BLOCKED RSEG Auto release
Automatic release possible if the blocking reason RSEG- SPGRM is deleted when we
post GRN for the balance quantity or credit memo for the excess invoiced quantity
DW absolute upper limit as Do not check:
PO quantity = 100 EA
PO price = 10 USD
No GRN posted
If the IR quantity is 112 then also system would not block even though this is
beyond the DQ tolerance since it has been maintained as Do not check and there is
no GR has been done.
One should be very careful to use this option as this would by-pass quantity
variance DQ block if there is no GR posted where GR has been planned
DW tolerance key is not maintained:
If this key is not maintained for a company code it would always blocks the invoice for
PO based invoice verification when there is no GR has been posted.
Please refer Part-2 for remaining tolerance keys
Reference:
* SAP IMG documentation
Alert Moderator
20 Comments
You must be Logged on to comment or reply to a post.
Good effort , i wrote a similiar subject in document M8 messages for incoming invoices with
tolerances
Regards.
M.Ozgur Unal
Like (0)
Regards
Sanil Bhandari
Like (0)
I was wandering if we can block an invoice if the received quantity > ordererd quantity.
So we want to do the goods receipt, but the related invoice should get blocked.
Danny
Like (0)
Good effort i think you spent more time to prepare this document. Good document and thank for
share value information.
Regards,
BV
Like (0)
what about tolerance customizing? how can I set low MAX and MIN level case of company code?
thanks.
Like (0)
PO Qty = 100 with unlimited over delivery check box, GR = 140 Qty. GR checked but No GR based
IV, MIRO should post for 140 Qty by blocking invoice with Tolerance key DQ as 1% (warning
message). Currently system is not checking DQ tolerance as its two way match (PO based invoice)
and ignores the tolerance % as its unlimited delivery check box in PO
Like (0)
Thanks,
Gerald
Like (0)
Thanks,
Nagendra.
Like (0)
Privacy
Terms of Use
Legal Disclosure
Copyright
Trademark
Sitemap
Newsletter
Get Started
Solutions
Support
Training
Community
Developer
Partner
About
Community / Blogs
Raja Ramasamy
more by this author
MM (Materials Management)
Follow
Finally here is the part 2 of Invoice Tolerance keys which is the continuation of part 1 .
KW: Variance from condition value
Definition:
The system calculates the amount by which each delivery costs item varies from the
product of quantity invoiced * planned delivery costs/ planned quantity. It compares the
variance with the upper and lower limits defined (absolute limits and percentage limits).
System Behavior:
PO Qty = 100 EA
FRB1 = 100 SGD
GRN Qty = 100 EA
IR Qty = 100 EA
Planned delivery cost = 110 SGD
Variance (KW) = 100 * (110/100) = 110 which is 10 SGD more than PO but within the tolerance
hence No warning message.
If planned delivery cost is 111 SGD
Variance (KW) = 100 * (111/100) = 111 which is 11 SGD more than PO value above the tolerance
hence below warning message will be issued and invoice will be blocked for payment.
System Behavior:
PO Limit = 1000 SGD
GR not applicable
IR1 Value = 500 SGD
IR2 Value = 510 SGD system allows without any warning message as the variance = (500
+510)=1010 is compared with PO limit 1000 SGD which is within the tolerance.
If we try to post the invoice for 511 then system would throw below pop-up message. Still we can
post the invoice which will be blocked for payment.
System behavior:
Scenario 1:
PO Validity end date: 03/12/2015
Posting date : 13/12/2015
No warning message because (13-03)= 10 days is within tolerance
Scenario 2:
PO Validity end date: 03/12/2015
Posting date : 14/12/2015
Warning message as below since variance is above tolerance (14-3) = 11 days. It will
be blocked for payment .
Tolerance Key RBKP RBKP_BLOCKED RSEG Auto release
System behavior:
Scenario 1:
PO Price :100 SGD / Item
PO Qty -:100 EA
PO Total value : 10000 SGD
IR Total amount: 10010 SGD
IR Qty 100 EA
System would allow without any message. Since the variance is (10010 10000) = 10
SGD which is within the tolerance.
Scenario 2:
PO Price :100 SGD / Item
PO Qty -:100 EA
PO Total value : 10000 SGD
IR Total amount: 10011 SGD
IR Qty 100 EA
System would pop-up below message. Since the variance is (10010 10000) = 11 SGD
which is above the tolerance and it will be blocked for payment.
Scenario 3:
Invoice & Subsequent debit:
For the same PO Qty & amount if we do invoice as
IR Qty = 100 EA
IR Value = 10000 SGD
Then
Subsequent debit as
Qty = 100 EA
Value = 10 SGD
No warning message since the variance (already invoiced value+ current subquent
debit value PO amount ) = ( 10000+ 10 10000) = 10 is within tolerance.
If the value is 11 SGD then system would pop-up below message
javascript:;
System behavior:
Scenario 1:
PO item value: 100 SGD Per item
PO Qty = 10 EA
PO Value = 1000 SGD
PO Delivery date: 03/12/2015
IR Value = 1000 SGD
IR Qty = 10 EA
Invoice entering date = 02/12/2015
Variance = PO item amount * ( PO delivery date Invoice entry date)
= 100 (3- 2) = 100 *1 = 100 SGD
This is within tolerance hence no warning message.
If we post the invoice on 01/12/2015 then variance would be
= 100(3-1) = 100(2) = 200 SGD
This is above the tolerance limit hence invoice would get blocked for payment.
update (ZLSPR)
System behavior:
Material master MAP price: 100 SGD
PO Price = 100 SGD , Quantity = 10 EA and Value = 1000 SGD
Invoice value = 1060 SGD
New MAP after invoice posting = 1060/10= 106 SGD
Variance = (106 100 )/100 = 6%
Within PP tolerance limit but above the VP tolerance limit.
Below information message will pop-up and Invoice will not be blocked for payment.
Based on this tolerance key we can make the below info message as Warning or error
before posting.
With this I have completed all the tolerance keys relevant for Invoice Posting.
P.S: There is one more tolerance key PC which is used for invoice with reference to Contract which is not covered in this article
due to technical reasons.
Alert Moderator
7 Comments
You must be Logged on to comment or reply to a post.
Privacy
Terms of Use
Legal Disclosure
Copyright
Trademark
Sitemap
Newsletter