PeopleSoft Enterprise Purchasing 9.1 PeopleBook

Running Document Tolerances

This chapter provides an overview of document tolerances and discusses how to:

Set up document tolerances.
Run document tolerances with budget checking.
Run document tolerances without budget checking.
Review document tolerance exceptions and overrides.

Understanding Document Tolerances

Document tolerance checking compares the balance of all subsequent documents distributions tied to the requisition distribution based on a tolerance tied to a specific ChartField. The fund code ChartField is usually the one used in the document tolerance checking process. For example, a 100 USD requisition distribution has a fund code 100 which has a 10 percent tolerance. If two purchase orders were entered against this requisitions distribution, one for 50 USD and a second for 75 USD, the first purchase order would pass document tolerance checking but the second purchase order would fail. In this case, the total against the requisitions distribution would be 125 USD exceeding the 10 percent tolerance. If you have the proper authorization, you can override the document tolerance checking and continue processing the purchase order.

You can run the Document Tolerance process either with or without enabling commitment control.

If you enable commitment control and document tolerance for the business unit, and you then initiate budget checking, the system runs the Document Tolerance Checking Application Engine process (FS_DOC_TOL) first and then it runs the Comm Cntrl Budget Processor Application Engine process (FS_BP).

If any amounts, quantities, general ledger business units, or ChartFields are modified on a purchase order after the document tolerance is checked, either manually or using the POCREATE or POCHNG processes, the system resets the document tolerance status to Not Chk'd (not checked).

Setting Up Document Tolerances

The setup for document tolerances is the same for both PeopleSoft Payables and PeopleSoft Purchasing.

See Defining Document Tolerances.

Running Document Tolerances with Budget Checking

If you enable commitment control and document tolerance for the business unit, you run document tolerance by initiating the Comm Cntrl Budget Processor Application Engine process (FS_BP) on the Maintain Purchase Order - Purchase Order page. The system runs the Document Tolerance Checking process and then the Comm Cntrl Budget Processor process.

You can check a purchase order document tolerance status on the Maintain Purchase Order - Purchase Order page.

This section discusses how to check document tolerances.

Page Used to Run Document Tolerances with Budget Checking

Page Name	Definition Name	Navigation	Usage
Maintain Purchase Order - Purchase Order	PO_LINE	Purchasing, Purchase Orders, Add/Update POs, Maintain Purchase Order - Purchase Order page	Enter or change purchase order information online.

Checking Document Tolerances

Access the Maintain Purchase Order - Purchase Order page (Purchasing, Purchase Orders, Add/Update POs, Maintain Purchase Order - Purchase Order page).

Click the Budget Check button to run the Comm Cntrl Budget Processor process for this purchase order. This button appears only if you have enabled commitment control for PeopleSoft Purchasing and the purchase order has not been subjected to budget checking. This button is not available if you have run the Comm Cntrl Budget Processor process on the purchase order.

If you enable commitment control and document tolerance checking for the business unit and you initiate the budget checking process, the system runs the Document Tolerance process then the Comm Cntrl Budget Processor process.

Note. You would normally run the Comm Cntrl Budget Processor process as a batch process using the Budget Check Request page. If you do so and document tolerance checking is enabled for the business unit, you must ensure that the commitment control source transaction definitions for purchase order transactions are defined, so that only purchase orders that have passed document tolerance checking are eligible for budget checking.

Doc Tol Status (document tolerance status)

If you enable document tolerance checking, the system displays the document tolerance status. Values are:

Valid: The purchase order has passed document tolerance checking.

Not Chk'd (not checked): The purchase order requires document tolerance checking. If any amounts, quantities, or ChartFields are modified after the document tolerance is checked, the system resets the document tolerance status to Not Chk'd.

Error: Exceptions are generated for the purchase order during document tolerance checking. You can override document tolerance exceptions on the Document Tolerance Exceptions - Doc To Exception page.

Running Document Tolerances Without Budget Checking

If you do not enable commitment control but enable document tolerance, you initiate document tolerance checking using the Document Tolerance Request page.

This section lists the page used to run document tolerances without budget checking.

Page Used to Run Document Tolerances Without Budget Checking

Page Name	Definition Name	Navigation	Usage
Document Tolerance	DOC_TOL_RUN_CNTRL	Purchasing, Purchase Orders, Verify Document Tolerance, Document Tolerance	Initiate the Document Tolerance Checking process. The system checks the transaction for document tolerance exceptions.

Reviewing Document Tolerance Exceptions and Overrides

This section discusses how to:

View and override document tolerance exceptions.
View document tolerance override history.

Pages Used to Review Document Tolerance Exceptions and Overrides

Page Name	Definition Name	Navigation	Usage
Document Tolerance Exceptions - Doc Tol Exception	DOC_TOL_EXCPT	Purchasing, Purchase Orders, Review PO Information, Document Tolerance Exceptions, Doc Tol Exception	View and update document tolerance exceptions.
Document Tolerance Override - Override Log	DOC_TOL_OVR_LOG	Purchasing, Purchase Orders, Review PO Information, Doc Tolerance Override History, Override Log	View and update document tolerance exceptions.

Viewing and Overriding Document Tolerance Exceptions

Access the Document Tolerance Exceptions - Doc Tol Exception page (Purchasing, Purchase Orders, Review PO Information, Document Tolerance Exceptions, Doc Tol Exception).

Exceptions

Rule ID

Displays the rule ID and description of the match rule that produced the exception.

Details

Pred Doc Amt (predecessor document amount)	Displays the amount of the predecessor document (purchase order).
Life-to-Date Liquidated Amt (life-to-date liquidated amount)	Displays the sum total of all source documents (purchase orders) linked to the predecessor document. If you have multiple purchase orders tied to the same requisition, the Document Tolerance process calculates the tolerance against the sum total of all of the purchase orders tied to this requisition rather than the amounts of the individual purchase orders. An individual purchase order may be within the tolerance, but if the sum total of the linked purchase orders exceeds the tolerance, the purchase order will not pass document tolerance checking.
Defined Tolerance Amount	The tolerance amount that you defined on the Document Tolerance page.
Defined Tolerance Percentage	Displays the tolerance percent that you defined on the Document Tolerance page. Note. The system uses whichever value is lower (either the defined amount or the defined percentage) to calculate the tolerance. If the amount of the source document exceeds the lower defined amount, the purchase order does not pass document tolerance checking and the system generates an exception.
Calculated Doc Amt Tol Amount (calculated document amount tolerance amount)	Displays the amount of the source document (purchase order), plus any defined tolerance amount.
Calculated Doc Tol Percent Amt (calculated document tolerance percent amount)	Displays the amount of the source document (purchase order), plus any defined tolerance percentage amount.
Source Doc Monetary Amt (source document monetary amount)	Displays the amount of the source document (purchase order).
Source Doc Converted Amt (source document converted amount)	Displays the converted amount of the source document (purchase order). The system converts the source document to the predecessor document general ledger business unit base currency to calculate the tolerance.
Predecessor GL Base Currency	Displays the predecessor document general ledger business unit base currency.
Transaction Currency	Displays the currency of the source document (purchase order).
Override	Select to override this exception and make the transaction available for further processing.

Viewing Document Tolerance Override History

Access the Document Tolerance Override - Override Log page (Purchasing, Purchase Orders, Review PO Information, Doc Tolerance Override History, Override Log).

The fields on this page are the same as the fields on the Document Tolerance Exceptions - Doc Tol Exception page except for User ID and DateTime, which provide an audit trail of exceptions that have been overridden.

User ID	Displays the user who overrode this exception on the Document Tolerance Exceptions - Doc Tol Exception page.
DateTime	Displays the date and time that the designated user overrode this exception on the Document Tolerance Exceptions - Doc Tol Exception page.