Can a workflow trigger if the invoice doesn't match the PO?

This article covers authorisation workflows on purchase invoices converted from a Purchase Order (PO) in iplicit. An authorisation workflow can't trigger re-approval (sometimes called a second approval) when the purchase invoice value is different from the PO. The 'Tolerance %' setting on the document type's matching rules is the workaround.

Why an authorisation workflow can't compare a Purchase Order with its purchase invoice

Authorisation workflows in iplicit check each document on its own. They don't compare values between linked documents, such as a PO and the purchase invoice converted from it. For example, a PO approved at £1,000 might become a purchase invoice for £2,000. The authorisation workflow can't spot that increase or ask for re-approval because of it.

Using 'Tolerance %' to limit how far a purchase invoice can differ from its Purchase Order

'Tolerance %' sets how much a purchase invoice can go over its matched PO before iplicit stops it from being processed automatically. For example, a tolerance of 10% lets a £1,000 PO be invoiced up to £1,100. To set it:

1. Open the relevant document type, for example 'Purchase invoice: PO'
2. Select the 'Matching' tab
3. Find the match type, for example 'Purchase' matched against 'Purchase Order (amount)'
4. Enter the 'Tolerance %' for that match.

Using two purchase invoice document types for different Purchase Order matching needs

If some purchase invoices must match the PO exactly and others can differ, set up two separate purchase invoice document types:

• One with strict matching, where the purchase invoice can't go over the PO value, so no re-approval is needed
• One that allows value differences and sends the purchase invoice to an authorisation workflow for approval.