Reviewing the Payable Variance Resolution Queue

The Payable Variance Resolution Queue provides details so you can drill into payment, vendor, or payable information giving you control over how these variances are resolved. The queue populates when Eclipse receives vendor EDI 810 documents to match against purchase orders. When the system discovers matches and variances exist, it creates a line-level variance record. If matches cannot be made, the system creates single variance record for the newly created purchase orders providing visibility to unapproved payables.

To manage a payable variance:

1. From the Purchase menu, select Payable Variance Resolution Queue.

2. Populate the header fields to filter the payable variances and limit the display to only those items you want to view.

   Field	Description
   Ship Br/Terr/All	Enter the branch, branches, or territories for which to display the purchase orders that have variances and press Enter.
   Price Br/Terr/All
   P/O Status	Select the purchase order status you want to view, such as Open or Direct.
   P/O #	The system-assigned purchase order number assigned when the purchase order was created. If the purchase order number does not contain a generation number, the purchase order is still open and has not been received.
   P/O Type	The purchase order type, such as Stock or Direct.
   Order Writer	Enter a purchase order writer's name to limit the queue to only orders entered by that user.
   Exclude Assigned To	To exclude payables assigned to a specific user or users, enter those users' IDs.
   Current Assigned To	To limit the queue display to payables assigned to a specific user or users, enter those users' IDs.
   Priority	Enter one or more priority levels to limit payables assigned a specific priority.
   Resolution Reason	Enter one or more resolution reasons to limit payables assigned a specific resolution reason. Resolution reasons are set in the EDI 810 Payable Variance Resolution Reasons control maintenance record.
   Payable #	The number of the payable to which the purchase order is tied. Double-click the field to open the purchase order for editing.
   Invoice #	The invoice number to which the purchase order is tied.
   Pay To Vendor	The vendor to which payment will be sent.
   Ship From Vendor	The vendor from which the items were sent to your warehouse.
   Variances From	Select the date time frame to limit the queue to a specific time frame.
   Variances To
   Status	Select whether to display resolved or unresolved variances.
   Variance Type	Select how you want to filter the queue for the type of discrepancies or variations you need to review.

3. Click Update.

4. Use the columns to review the listed payables. All fields in the columns are view only, but double-clicking a line item launches the associated purchase order.

   Payable Variance View

   Field	Description
   PVR Record Creation Date	Date the variance was created.
   Variance Type	The type of variance the system recognizes: Quantity - There is a difference between what you received on the purchase order and what the vendor included on the invoice. Cost - There is a difference between the cost on the original purchase order and what the vendor included on the invoice. Both - The purchase order has both a quantity and a cost discrepancy between the received material and the invoice from the vendor.
   P/O Status	Select the purchase order status you want to view, such as Open or Direct.
   Payable #	The number of the payable to which the purchase order is tied. Double-click the field to open the purchase order for editing.
   Vendor Invoice Number	The invoice payable number assigned to the record.
   P/O #	The system-assigned purchase order number assigned when the purchase order was created. If the purchase order number does not contain a generation number, the purchase order is still open and has not been received.
   Line #	The line number on the purchase order being resolved.
   P/O Generation	The purchase order generation being resolved.
   Ship Branch	The ship-from branch for which you want to review payables.
   Price Branch	The pricing branch for which you want to review payables.
   Priority	The current status, such as Critical or Past Due.
   Current Assigned To	The current specific user to whom the payable is assigned for resolution.
   Discount Amount	The discount, if any, that comes back from the payable. This is the same amount as displayed in A/P Entry.
   Variance Amount	Amount of difference between the purchase order and the invoice.

   Payable Information View

   Field	Description
   Variance Type	The type of variance the system recognizes: Quantity - There is a difference between what you received on the purchase order and what the vendor included on the invoice. Cost - There is a difference between the cost on the original purchase order and what the vendor included on the invoice. Both - The purchase order has both a quantity and a cost discrepancy between the received material and the invoice from the vendor.
   Payable #	The number of the payable to which the purchase order is tied. Double-click the field to open the purchase order for editing.
   Days In Queue	The number of days the payable has been in the queue unresolved.
   Invoice Amount	Total amount listed as outstanding on the invoice.
   Discount Amount	The discount, if any, that comes back from the payable.
   Discount Date	The date on which the discount was applied.
   Pay On Date	The date payment for the invoice is due to the vendor along with the number of days past due, such as 07/16/2009 (10 Days Ago). Note: Invoices overdue display in red.
   P/O Type	Select a P/O type you want to view, such as Direct or Stock.
   Resolution Reason	The specific resolution for the payable. These resolutions are defined in the EDI 810 Payable Variance Resolution Reasons control maintenance record. Note: This column information only displays if you select the Unresolved check box.

   Vendor Information View

   Field	Description
   Variance Type	The type of variance the system recognizes: Quantity - There is a difference between what you received on the purchase order and what the vendor included on the invoice. Cost - There is a difference between the cost on the original purchase order and what the vendor included on the invoice. Both - The purchase order has both a quantity and a cost discrepancy between the received material and the invoice from the vendor.
   Payable #	The number of the payable to which the purchase order is tied. Double-click the field to open the purchase order for editing.
   Ship Branch	The ship-from branch for which you want to review payables.
   Price Branch	The pricing branch for which you want to review payables.
   Pay To Vendor ID	The system-assigned pay-to vendor ID.
   Pay To Vendor	The pay-to vendor for which to display the payables.
   Ship From Vendor	The ship-from vendor for the payables.
   Ship From Vendor ID	The system-assigned ship-from vendor ID.
   P/O Type	The P/O type you want to view, such as Direct or Stock.
   Debit Memo Requested	If blank, no credit debit memo has been created. If a debit memo has been created, a payable number displays.
   Order Writer	The user ID for the purchase orders created by that writer.

5. Double-click the purchase order to open it in Purchase Order Entry.

Note: A warning displays if the purchase order has already been resolved. If a debit memo already exists, when you click the line item, the system displays that information in the Notes pane at the bottom of the queue.

6. To add variance details to the purchase order, from the Inquiries menu, select Variance Details and complete the fields to add information for your Accounts Payable person to make the correct decision about creating payables. For example, you indicate that a discount was not made on the invoice that you were anticipating on the purchase order.

   Field	Description
   Total Variance Amount	(View Only) Displays the entire invoice variance.
   PO Variance Amount	(View Only) Displays the variance difference between the currently displayed purchase order and the invoice received from the vendor.
   Additional line(s) on PO, but not on invoice.	Select if the item(s) received is listed on the purchase order, but not on the invoice.
   Additional line(s) on invoice, but not on PO.	Select if the item(s) received is on the invoice, but not listed on the purchase order.
   Item(s) received are different from both PO and invoice.	Select if you received an item that is not on your invoice or on the purchase order.
   Other Variance (freight, handling, etc.)	This is a free form field. List any other variance information that needs to be kept with the purchase order. For example, if the variance is a mismatch in the freight or tax amounts. Indicate what the variance is so the AP person can follow up and approve the payable when ready.

Note: If the purchase order has been resolved, this selection is not available.

7. Resolve the variances.

8. Your accounts payable clerks can also auto-resolve variance for purchase orders that were open but are now received. For more information, see Automatically Approving Invoices with P/O Variances.

9. Exit the window.