Set up match tolerances

Match tolerance settings help ensure you're ordering the right quantities and paying for agreed upon prices. You can also adjust match tolerance ranges to fit your business needs and workflows.

Subscription

Purchasing

Accounts Payable

General Ledger

User type

Business user with admin privileges
Permissions

PO transactions definitions: List, View, Add, and Edit
Configuration

Smart Events that are configured to update Purchasing transaction documents might impact your activity with match tolerances.
Restrictions

This functionality is not supported when match tolerances is enabled:

  • Partial conversion of purchase orders with a transaction definition that's configured with Close original and create back order as the setting for partial conversion handling.
  • Creating transactions with a transaction definition that's listed for match tolerance validation in the Purchasing configuration as standalone transactions. The transaction definitions that are listed for validation must be configured to be converted to from appropriate source transactions.
  • Sending transactions with a transaction definition that's listed for match tolerance validation in the Purchasing configuration through an approval workflow. If the transaction definition has match tolerance configured, the transaction will not go through approval.
  • Automatic price variance posting.

Step 1. Configure Purchasing

  1. Go to Purchasing > Setup > Configuration.

  2. In the Enable functionality section, select the Enable match tolerances checkbox.

  3. Optional. Select a Match tolerance GL account.

    • If you select an account, the variance posts to this account.
    • If you leave the field blank, the variance posts according to the account mapping in the transaction definition.

    Assume that when you converted a PO receipt to a PO purchase invoice that the price tolerance was exceeded. The Purchasing manager overrode the exception. The following tables show the posting information with and without a Match tolerance GL account specified. The extended price difference between the PO Receipt (4800) and the PO purchase invoice (5520) is 720.

    Match tolerance GL account field set to 1410-Inventory
    GL account Debit Credit
    2000-Accounts Payable   4800.00
    1400- Inventory 4800.00  
    2000-Accounts Payable   720.00
    1400- Inventory 720.00  
    Match tolerance GL account field left blank
    GL account Debit Credit
    2000-Accounts Payable   5520.00
    1400- Inventory 5520.00  

  4. Enter the following information.

    Match tolerance GL account field descriptions
    Field Description

    Match tolerance GL account

    Optional. You can specify a GL account to post any variances. The price variance that's posted is the difference between the extended price in the source transaction and the converted to transaction.

    If you leave the field blank, the variance posts to the accounts that are specified in the transaction definition.

    Transaction definition to validate

    Select the transaction definition to validate. When a transaction is converted to a transaction with this transaction definition, the new transaction is flagged as an exception if either, or both of the following are true:

    • The quantity for a line varies from the quantity in the converted from transaction by more that the percent in Quantity tolerance percent—if either under or over
    • The unit price for a line varies from the unit price in the converted from transaction by more than the percent in Price tolerance percent—if either under or over

    You set up a PO Receipt as the transaction to be validated and have set the quantity tolerance to 20%. You created a Purchase Order for 20 desks. Only 10 desks arrive. When you convert the Purchase Order to a PO Receipt, you change the quantity to 10. Sage Intacct flags the PO Receipt as having an exception because the quantity variance is -50%.

    A common workflow for match tolerances is to convert a purchase order to a receiver and to convert the receiver to a PO purchase invoice. In that workflow, you would enter the transaction definition for the receiver and the PO purchase invoice as the transactions definitions to validate.

    Quantity tolerance percent

    For each line in the transaction, the percent variance in quantity (over or under) that triggers the converted to transaction to be flagged with an exception. The variance is calculated based on the difference in quantity in the source transaction and the transaction being converted to.

    Price tolerance percent

    For each line in the transaction, the percent variance in unit price (over or under) that triggers the converted to transaction to be flagged with an exception. The variance is calculated based on the difference in unit price in the source transaction and the transaction being converted to.

  5. Select Save.

Step 2. Update transaction definitions

  1. Go to Purchasing > Setup > More > Transaction definitions.

  2. Edit any transaction definitions, as needed.

    • Purchase order. If you convert from a purchase order to a transaction with a transaction definition that's selected for match tolerance validation, the purchase order transaction definition cannot be configured with Close original and create back order as the setting for partial conversion handling.
    • Other. Ensure at least one of the transaction definitions that's listed to be validated for match tolerance posts to Accounts Payable.

Step 3. Grant users permission to override match tolerance exceptions

Only business and project users with the appropriate permissions can override transactions with a status of Exception.

  1. Go to Company > Admin > Users or Roles.

  2. For each user or role, select Subscriptions.

  3. Scroll down to Purchasing and select Permissions.

  4. In the Purchasing permissions list, scroll down to Purchasing transactions, and select List, Edit, and Override exceptions.

  5. Select Save, and then Save again.

Learn more about how to grant users permissions.