Document-to-Document Tolerances 

Use

This function is designed to ensure that amounts entered in purchase orders do not differ significantly from those in the referenced purchase requisition.

Prerequisites

You must have:

·        Activated the Materials Management (MM) application component

·        Specified the limits you want to apply in customizing

·        Activated the Funds Management application component if you want to use the value-based tolerance check

Activities

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       1.      Having decided to use the document-to-document feature in Federal Government, you need first to define a tolerance key. To do this, go to the Implementation Guide (IMG) and choose Public Sector Management ® Functions for US Federal Government ® Integration ®Materials Management ®Document-to-Document Tolerances.

The Change View: “Tolerance Key”: Overview screen appears.

       2.      In the TolKey column, enter any key you want, with up to four characters. Enter an explanatory text too if desired.

       3.      Save your entries.

       4.      Now you need to specify the tolerance permitted for this key. Two kinds of tolerance check are available – price-per-unit based and value-based. If you want to use both, it does not matter which order you maintain them in. The following deals with the price-per-unit check first. In each case, you can use either the absolute check or the percentage check or both.

Select your new key and choose Tolerance Key Values in the dialog structure.

       5.      In the resulting overview, specify your tolerance key and the currency you want to use. Then stipulate the absolute and/or percentage limits you want to apply for the price-per-unit based check.

¡        To use the absolute limit, check the Check limit box in the Absolute part of the screen and specify the amount – say, $200 – beyond which the purchase order must not exceed the amount specified in the purchase requisition.

¡        To use the percentage limit, check the Check limit box in the Percentage part of the screen and specify the percentage – say, 5% - by which the purchase order must not exceed the amount specified in the purchase requisition.

       6.      Save your entries. If you are using only the price-per-unit based check, proceed now to point 11 below.

       7.      To maintain the value-based check for the same key, stay in the same screen. You make the stipulations for the value-based check in the lower part of the screen.

¡        To use the absolute limit, check the Check limit box in the Absolute part of the screen and specify the amount – say, $200 – beyond which the purchase order must not exceed the amount specified in the purchase requisition.

¡        To use the percentage limit, check the Check limit box in the Percentage part of the screen and specify the percentage – say, 5% - by which the purchase order must not exceed the amount specified in the purchase requisition.

¡        You also need to specify whether the check is to be at the line item level or the line item account assignment level. To do this, select the corresponding checkbox. The online documentation describes what happens in each case.

       8.      Save your entries.

       9.      Next, you need to stipulate the types of messages users receive when the tolerance check finds errors. To do this, go to the Funds Management Government IMG and choose Basic Settings ®  Change Message Control.

The Change View: “Message Control by User”: Overview appears.

   10.      The messages you need to configure are numbers 059, 060, 061, 064, and 069 in message class FICUSTOM. For each user involved in the process, you need to specify whether the system should issue an information message (I), warning (W), or error (E). In the case of the first two, the user may continue processing despite the message. In the case of an error, processing must stop until the problem is corrected.

If you do not specify anything in message control, the system issues error messages in all cases for all users.

   11.      Finally, whichever type of check you are using, you need to stipulate the types of purchase order to which the key is to be applied. To do this, return to document-to-document tolerances step in the Materials Management part of the Public Sector Management IMG and choose Tolerance Key Documents in the dialog structure.

   12.      In the resulting overview screen, enter your tolerance key next to the document type(s) to which you want to apply it. Check the Purchase Requisition Required box for cases where the tolerances are to be enforced only if a purchase requisition is referenced.

If the flag is not set, the tolerances are disregarded where no purchase requisition is referenced.

   13.      Save your entries.

Result

When you enter purchase orders of the type(s) for which you have entered tolerance keys, the system verifies that the amounts entered for the purchase orders do not exceed those in the purchase requisitions by more than the stipulated limits.

The example examines two document-to-document tolerance scenarios in more detail.