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Tip: Quantity Tolerances in Purchase Order Processing in Microsoft Dynamics GP

You can specify quantity tolerances for shortages and overages for the quantity ordered when receiving against a standard purchase order or a blanket purchase order. Quantity tolerances are not calculated for purchase orders created from Sales Order Processing documents.

For inventoried items with an item type of Sales Inventory or Discontinued, you can set up a quantity tolerance for shortages and overages using the Item Purchasing Options Maintenance window. For non-inventoried items, you can set up a quantity tolerance overage and shortage using the Purchase Order Processing Setup window.

 

Quantity Tolerances

 

Quantity Tolerances

 

Shortage

If the quantity received is short within a certain percentage of the quantity ordered on a standard purchase order or a blanket purchase order, the line item is automatically changed to change order, received, or closed. The status of the line item depends on whether or not the line item has been invoiced.

Example 1

In the following example, a line item is received against and the quantity remaining to receive is within the tolerance.

Quantity ordered for a purchase order is 100.

Quantity overage tolerance percentage is 10%.

You enter a receivings transaction for a quantity of 91.

The remaining quantity is canceled and the status for the item is Received or Closed if the item has been fully invoiced.

 

Example 2

In the following example, a line item is received against multiple times and the receivings transactions are posted.

Quantity ordered for a purchase order is 100.

Quantity overage tolerance percentage is 10%.

Received and posted a quantity of 75.

The status of the line item and the purchase order is Released.

If you receive and post a quantity of 14 or less, the line item status remains as Released.

If you receive and post a quantity of 15 or more, the remaining quantity of the line item is canceled. The status for the item is Received or Closed if the item has been fully invoiced.

 

Example 3

In the following example, a line item assigned to receivings transaction is saved in a batch. The purchase order and line item status is Released.

Quantity ordered for a purchase order is 100.

Quantity overage tolerance percentage is 10%.

Purchase Order and line item status is Released.

Receive and save a quantity of 75.

The status of the line item and the purchase order is Released.

If you receive and post a quantity of 14 or less, the line item status remains as Released.

If you receive and post a quantity of 15 or more, the remaining quantity of the line item is canceled. The status for the item is Change Order.

 

Example 4

In the following example, a line item assigned to receivings transaction is saved in a batch. The purchase order and line item status is New.

Quantity ordered for a purchase order is 100.

Quantity overage tolerance percentage is 10%.

Purchase Order and line item status is New.

Receive and save a quantity of 75.

The status of the line item and the purchase order is New.

If a quantity of 14 or less is received and posted, the purchase order and line item have a status of Released.

If a quantity of 15 or more is received and posted, the remaining amount will be canceled and the line item status is Released.

 

Example 5

In the following examples, the item’s quantity is partially rejected. The rejected quantity is a reduction of the quantity received when calculating the shortage tolerance.

Quantity ordered for a purchase order is 100.

Quantity overage tolerance percentage is 10%.

Receive a quantity of 75 and reject a quantity of 15.

The status of the line item and the purchase order is Released.

If a quantity of 4 or less is received and posted, the purchase order and line item have a status of Released.

If a quantity of 5 or more is received and posted, the remaining amount will be canceled and the line item status is Released.

 

Receive a quantity of 100 and reject a quantity of 3.

The status of the line item and the purchase order is Released.

The remaining amount will be canceled and the line item status is Received or Closed if the line item is fully invoiced.

 

Overage

If you are using an overage quantity tolerance for items, you can limit the total quantity you can receive over the quantity ordered on a standard purchase order or blanket purchase order. When the quantity received is over the overage tolerance, you will receive a message that you can't enter a quantity greater than the combined total of the Remaining to Receive quantity and the overage tolerance set up for the item.

Example 1

In the following example, a line item is received against.

The net quantity order is the quantity order minus the quantity canceled.

Purchase order net quantity is 100.

Quantity overage tolerance percentage is 10%.

No message displays if the receivings transaction has a quantity of 110 or less.

Message displays if the receivings transaction has a quantity of 111 or more.

 

Example 2

In the following example, a line item is received against multiple times.

The net quantity order is the quantity order minus the quantity canceled.

Purchase order net quantity is 100.

Quantity overage tolerance percentage is 10%

You enter a receivings transaction for a quantity of 50.

You enter another receivings transaction.

      No message displays if the quantity on the receivings transaction has a quantity of 60 or less.

      Message displays if the quantity on the receivings transaction has a quantity of 61 or more.

 

Example 3

In the following example, an item's quantity is rejected or partially rejected. The rejected quantity is a reduction of the quantity received when calculating the overage tolerance.

The net quantity order is the quantity order minus the quantity canceled.

Purchase order net quantity is 100.

Quantity overage tolerance percentage is 10%.

You enter a receivings transaction for a quantity of 100 and reject a quantity of 10.

You enter another receivings transaction.

      No message displays if the quantity on the transaction has a quantity of 19 or less.

      Message displays if the quantity on the transaction has a quantity of 20 or more.

 

 

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