A "Quantity" exception occurs when the quantity invoiced by the vendor exceeds the quantity in the order. For example, if the invoiced quantity is 11, but the ordered quantity is 10, this discrepancy will trigger a quantity exception. If the invoiced quantity is acceptable, you can resolve the exception as follows.
Prerequisites
Before proceeding, ensure:
You have access to the Invoice Module in ProcureDesk.
Step-by-Step Instructions
Method 1: Adjust the Order Quantity
Withdraw the Invoice:
Withdraw the invoice from the approval process.
Update the Order Quantity:
Navigate to the purchase order and adjust the order quantity to match the invoiced quantity.
Resubmit the Invoice:
After updating the order, resubmit the invoice for matching by clicking the Submit button.
Method 2: Approve the Invoice Exception
Review the Exception:
The system automatically routes the exception for approval based on the configured review workflow.
Approve the Exception:
Approve the invoice exception if the quantity discrepancy is acceptable.
FAQs and Troubleshooting
How do I know which method to use?
Use Method 1 if you prefer to keep purchase orders accurate and reflective of invoiced quantities. Use Method 2 if the exception is minor and does not require adjusting the original purchase order.