An Invoice Variance happens when there is a discrepancy between the pricing listed on the RedRock document and the pricing shown on the supplier’s invoice. This document describes the procedure for identifying and addressing such variances.
Start the Invoice (Accounts Payable)
Navigating to Invoice a Document
1. Go to “Procurement”, then down to “Invoices” and then “Invoice a Document”.
Selecting the Document to Invoice
1. On the Invoices: Invoice a Document, search and select the document you would like to invoice.
2. Click on “Quick Invoice”.
Adding Invoice Details
1. Invoice # - Invoice number must be unique per Supplier and cannot be a number already used.
2. Invoice Amount
3. Invoice Date
4. Click “Process and Finalize”.
5. Click “View Invoice”.
6. Price – Update Price as need to match the Supplier Invoice.
7. Click “Update”.
8. After updating, you will see “Print Variance,” “Send Variance to Buyer,” and “AP Variance Review” options next to the “Print” button. Click “Send Variance to Buyer.” (Please wait to post the invoice until you receive a response from Purchasing.)
Resolving Invoice Variances (Buyers)
Navigating to Unresolved Invoice Variances
1. Go to “Procurement”, then down to “Approvals” and then “Unresolved Invoice Variances”.
2. This page will filter to the Buyer code. If you want to see all Open Invoice Variances, click on “Clear Search”.
Review Open Invoices Variance Headers
1. Buyer – this is the Buyer who is the Buyer on the PO.
2. Invoice # – this is the Invoice number.
3. Create Date >= – this is the Date and Time the Invoice was created.
4. Supplier - this is the Supplier of the Invoice
5. Invoiced By: – this is the user that invoice user.
6. Department – this is the Bill to Department of the Invoice.
7. Last Action:
- Variance Closed - the variance has been resolved
- Waiting for Buyer - waiting for the Buyer to resolve the Variance
- Waiting for AP - waiting for AP to Approve and Finalize the Variance
- Buyer Resolved - Buyer has resolved the Variance
8. Days in Queue >= – how long the variance has been in the system.
9. Status: (scroll over to see the status)
- CMP - Completed
- NC - Incomplete
- WTG - Waiting
10. Search and double click to go into the document.
Invoice Variance Line Item - Top Header Review (Pt1)
1. Previous Page - will bring you back to the Open Invoices Variance Headers page
2. Print Report - this will populate the Invoice Reconciliation Report in a pop-up
3. Invoice - the Invoice number.
4. Supplier - Supplier on the Invoice.
5. Invoice Create Date: date invoice was created.
6. Invoice Date - date of the Invoice.
7. Status - current status of the Invoice.
8. Invoice User - the creator of the Invoice.
9. Buyer - is the Buyer on the PO.
10. Received By - the User that created the Receipt.
11. Reference Documents - a list of all the documents linked to the Invoice.
12. Department - the Bill to Department on the Invoice.
13. Total Variance Amount - the Variance total.
Invoice Variance Line Item - Line Item Review (Pt2)
14. Line - this is the line number for the Items.
15. Description - this will display the Item number, Item Description, Item Specification, and Account information.
16. Unit - pricing unit of the Item.
17. Received - this is the quantity and amount that was received.
18. Invoiced - this is the quantity and amount from the Invoice.
19. Action - this space will be blank until the line is Resolved. Once Resolved, it will populate the following information:
- R - Received
- I - Invoice
- O - Other
20. Price Origin - this is the Pricing Source from the PO
- PRV_PRC - Previous Price
- PRM_SUP - Prime Supplier
- MAN_ENT - Manually Entered
- NOT_FND - Not Found
- CNT_PRC - Contract Price
21. Resolution – this space will be blank unit the line is Resolved. Once Resolved, it will populate the new quantity and amount based on the Action selected.
22. Additional Info – clicking on this arrow will populate a Notes box along the bottom of the Line Item. These Notes can be where the Buyer places their findings for the pricing.
Invoice Variance Line Item - Line Item Price Review (Pt3)
23. By selecting the Line Item the Buyer will then be able to select from 3 options located at the bottom on the Items.
- Pay Invoice Price - this is choosing to Pay the Invoice Price
- A Pop up will come up to put in Notes (This is optional).
- Select "Resolved"
- Pay Receipt Price - this is choosing to Pay the PO Price
- A Pop up will come up to put in Notes (This is required)
- Select "Resolved"
- Enter Variance Price - this is allowing the Buyer to enter in a different Price other than the Invoice & PO Price
- A Pop up will come up to put in the Other Price and Notes. This is required.
- Select “Resolved”
24. . Once all the information has been Resolved select “Finalize”.
Approving and Finalizing the Variance (Accounts Payable)
Navigating to Open Invoices
1. Go to “Procurement”, then down to “Invoice” and then “Open Invoice”.
2. On the Open Invoice Management page, search and double click into the document.
AP Variance Review
3. Click "AP Variance Review".
4. Approving and Questioning the Variance
- Approve Selected Items - this will Approve the Variance for Lines that have been selected
- Approve All Items - this will Approve the Variance for all the Items
- Email Question to Buyer - this will send an Email to the Buyer for the Lines that have been selected.
- A Pop up will come up where you can type in the question.
- Click “Submit”
5. Once all the Variances have been Approved and Finalized, click "Previous Page". Clicking "Previous Page" will update all the Variances with the Approved amounts.
