When accessed through the Variance or Paysheets Scoreboard, the Document Tab is read-only. Users can view the full lifecycle of the invoice: Requested, Sourced, Received, Invoiced, and Work History, but cannot make any edits.

When accessed through the Assign to Me widget, the Invoiced Scoreboard within the Document Tab becomes editable. This allows users to actively update and manage the invoice throughout the reconciliation process. All other sections: Requested, Sourced, Received, and Work History remain read-only for reference.

Invoices that contain variances follow a more complex, multi-step path:

Unassigned → Assigned → Drafting → Variance Detected → Reconciled Assigned → Reconciling → Reconciled → Invoiced

After entering the Drafting phase, if a variance is detected, the invoice is flagged and transitions into reconciliation. It is then reassigned for resolution, enters Reconciling, and once all discrepancies are addressed and validated, it moves to Reconciled.

This process ensures that all variances are resolved accurately, maintaining financial integrity and compliance across invoice transactions.

Document Tab

• View paysheet scoreboards
• Assign Variance action
• View Invoice feature
• View Item action
• Create Task action

After invoice drafting is finalized, the document transitions to the Variance Detected status, which is used to assign variances to users. See the Assign Variance action link above for more information on assigning all variances or one out of multiple variance type.

Attachment Tab

• View attachments uploaded to document
• Upload documents

Document Tab

• View paysheet scoreboards
• Unassign Variance action
• Start Reconciling
  • More info below
• View Invoice feature
• View Item action
• Create Task action

During the reconciliation phase, any assigned variances will be marked with a yellow badge, visible both at the header level and in the Reconcile column within the grid. This yellow badge indicates that an action is required.

To start reconciling:

1. Click the yellow badge – This opens the Quick Resolution popover.
2. Choose how you want to reconcile the variance – Make your decision and save it.

Attachment Tab

• View attachments uploaded to document
• Upload documents

Document Tab

• View paysheet scoreboards
• Cancel Reconciliation action
• Finalize Reconciliation action
• View Invoice feature
• View Item action
• Create Task action

Once you save your resolution:

• The document status will immediately change to Reconciling.
• The badge will update from yellow to green, indicating that the variance has been successfully reconciled.

Attachment Tab

• View attachments uploaded to document
• Upload documents

Finalize Reconciliation Button Not Available

The Finalize Reconciliation action button is only available to users with the Validator security attribute set to Yes. It will not appear for users whose Validator attribute is set to No.

 

When an invoice shows “Pending Reconciliation” in place of the amount, it means that the variance reconciliation process is still in progress.

Because a variance can be assigned to multiple users for review and resolution, the final invoice amount is not displayed until all variances have been reconciled and the process is complete.

This ensures that the amount shown reflects the finalized, reconciled total, rather than a value that may still change during the reconciliation phase.

The Reconcile Scoreboard displays the invoice amount as it was captured during the drafting phase. This amount remains static and does not update dynamically while variances are being reconciled.

The scoreboard total will only refresh and reflect the final reconciled amount once all variances have been resolved.

The View Invoice feature is available on the Reconciled Scoreboard in both read-only and edit modes.

More information on the View Invoice feature. 

The Reconciled scoreboard provides a Simple Search capability as the document transitions through the reconciliation statuses.

Simple Search: Use the search field box to search by Product Number and Name.

As the paysheet moves through its different reconciliation statuses, the default grids display different sets of information.

Variance Detected, Reconciler Assigned and Reconciling

The Reconciled grid for reconciliation statuses - Variance Detected, Reconciler Assigned and Reconciling includes:

• Show All (default) displays every item that requires reconciliation, while My Work shows only the items assigned to you.
  • Visible in Reconciler Assigned and Reconciling status. 
• Line #: Indicates the product line number.
• Product: Displays the product number and name.
• Sourced: Displays sourced quantity, unit price and total price for the product. 
• Received: Displays received quantity, unit price and total price for the product. 
• Invoiced: Displays invoiced quantity, unit price and total price for the product.
• Invoiced Terms: Shows terms entered while drafting.
• Reconcile: Shows badges representing variances that must be reviewed and resolved.
• Actions: View Item and Create Task

 

 

Hidden by Default: 

• Requested
• Sourced Terms
• Variances
• Freight
• Discount
• MISC
• Tax
• Use Tax
• Penny Rounding
• Terms Total
• Subtotal 
• Total

 

 

Reconciled

The Reconciled grid for reconciliation status - Reconciled includes:

• Show All/Show Variance Toggle: Show All (default) displays every item on the invoice, while Show Variance shows only the items with a variance.
• Line #: Indicates the product line number.
• Product: Displays the product number and name.
• Invoiced: Displays invoiced quantity, unit price and total price for the product.
• Invoiced Terms: Shows terms entered while drafting.
• Reconciled: Displays reconciled quantity, unit price and total price for the product.
• Resolution: Shows badges representing variances resolutions.
• Subtotal: Displays the gross amount
• Total: Displays the net amount
  • Calculated as the gross subtotal plus any terms.
• Actions: Add Terms, View Item and Create Task.

 

 

Hidden by Default: 

• Requested
• Sourced
• Sourced Terms
• Received
• Freight
• Discount
• MISC
• Tax
• Use Tax
• Penny Rounding
• Terms Total

 

 

The Quick Resolution popover provides an easy way to view and resolve variances during reconciliation. Whether you’re addressing price, quantity, or terms variances, the workflow follows a consistent process.

As long as the document is in either Reconciler Assigned or Reconciling, the quick resolution popover can be accessed.

Visit the What the Badge Colors Mean in the Badges in Paysheet Document Section for additional information. 

You can open the Quick Resolution popover by clicking a badge at either the header or line level.

Badge Colors:

• Yellow badge: Reconciler Assigned
• Blue badge: Reconciling
• Green badge: Reconciled

Visit "Reconciliation Badges: What the Colors Mean" for additional information.

Header Level

• Applies the selected resolution across all variances of the same type in the document.
• Ideal for resolving variances in bulk when the same resolution applies to every affected line.

Line Level

• Targets an individual variance on a specific line item.
• Useful when certain variances require different handling.

The Quick Resolution dialogs for Price, Quantity, and Terms share many similarities, but their layouts and options differ slightly between the header and line levels.

General Steps include:

1. Click the variance badge to open the Quick Resolution dialog.
2. Select a Resolution option.
3. Add a comment, optional.
4. Review the Resolution Chart (if available)
   1. If the supplier has previous resolutions, a Resolution Bar Chart appears, showing the distribution of past resolution decisions.
      1. Each resolution type is color coded for easy identification.
      2. The chart helps users see which options are most frequently selected.
5. Save your decision
   1. Header Variances - click All Lines to apply the decision across all lines.
   2. Line Variances - click Reconcile to finalize the resolution for that specific line.

For additional information on the Resolution Badge Indicators, please visit the article. 

Resolution Bar Chart: Header vs Line

The Resolution Bar Chart provides an overview of resolution activity:

• Header level: grouped by variance type and supplier.
• Line level: grouped by decision per line item.

Hover over a status to see details such as the selected resolution, total variances included, and percentage share.

After reconciliation is finalized, the chart updates to display reconciled data only.

 

While the Price, Quantity, and Terms Quick Resolution dialogs share a similar structure, the available resolution options differ slightly between the header and line levels.

Price and Quantity Variances

• Header Level: Includes the options Invoice, Receipt, Source, and Requested.
• Line Level: Includes all four of the above options plus “Other.”
  • Selecting Other allows users to manually enter a custom price or quantity value and choose the appropriate unit of measure.

Terms Variances

• Header Level: Includes the options Invoice, Source and Other.
  • Selecting Other allows the user to specify a different term, amount, or method.
  • Users can also select or deselect individual lines to control which lines the new term is applied to, enabling distribution of the term across multiple lines as needed.
• Line Level: Mirrors the same options as the header (Invoice, Source and Other).
  • Selecting Other applies the specified term only to that specific line item.

At the header level, you can apply a resolution across multiple lines using the All Lines functionality. This allows for efficient bulk reconciliation while still providing flexibility for individual line adjustments.

When submitting a decision, you can choose from the following options:

• All Lines – Applies the selected resolution to all lines with the variance, placing them in Reconciled status.
• Lines Without Resolution – Applies the selected resolution only to lines that have not yet been resolved, leaving any previously resolved lines unchanged.
• Lines With a Resolution – Updates only the lines that already have a resolution, overriding their previous decision with the new selection.

Understanding the Behavior:

• A header level resolution can override unresolved line level variances of the same type.
• Line level variances that have already been resolved will retain their individual resolution unless manually updated.

This flexibility allows users to reconcile in bulk while still having the option to make precise adjustments for specific line items as needed.

If you need to adjust a previous decision:

1. Click the badge again to reopen the popover.
2. Select a different resolution option.
3. Save your changes.
   1. The updated resolution will replace the previous selection and immediately reflect in the Reconciler column. Hover over the badge to view the selected resolution.

You can change the resolution at any time while the document is in Reconciling status.

To reset a variance back to its unresolved state:

1. Open the Quick resolution popover for the affected variance.
2. Choose Clear to remove the existing resolution.
3. Save the changes.

Once cleared, the badge will update from green to blue, indicating that the resolution for that variance has moved from Reconciled back to Reconciling and is now pending a new decision.

Users can choose from the following resolution options:

• Invoice
• Receipt
• Source
• Requested

Users have the same four resolution options as the header plus an additional option:

• Invoice
• Receipt
• Source
• Requested
• Other
  • When “Other” is selected, a Price or Quantity input field becomes available, allowing users to enter a custom value different from the predefined options.
  • A Unit dropdown is also available to specify the appropriate unit of measure for the entered value.

The line level dialog additionally displays the values chosen for each phase (Invoice, Receipt, Source, Requested), giving users visibility into how each value compares before making a final decision.

Users can choose from the following resolution options:

• Invoice: Derived from the Invoice (drafting phase).
• Source: Derived from the purchase order. 
• Other:
  • Selecting Other allows the user to specify a different term, amount, or method.
  • Users can also select or deselect individual lines to control which lines the new term is applied to, enabling distribution of the term across multiple lines as needed.

Understanding Reconcile Variance Term Fields

The Reconcile Variance section displays information about how terms are applied at different levels.

Sourced

• If no source was applied at the document level, the Term Applied field will show “No Global Term Applied.”
• In this case, the Amount and Method fields will remain blank, since no global term exists for that source.

Invoiced

• If the Term Applied field displays “No Global Term Applied,” this indicates that the term was applied at the line level rather than at the global (document) level.
• Line level terms are specific to individual invoice lines and do not populate global term details in this view.

 

Users can choose from the following resolution options:

• Invoice: Derived from the Invoice (drafting phase).
• Source: Derived from the purchase order. 
• Other: 
  • Selecting Other applies the specified term only to that specific line item.

Document Tab

• View paysheet scoreboards
• View Invoice feature
• View Item action 
• Create Task action

Once the reconciliation process is finalized, the document transitions into the Reconciled status - also referred to as Inquiry Mode.

Attachment Tab

• View attachments uploaded to document
• Upload documents

The Invoiced Amount is visible in the scoreboard, along with a summary of triggered variances by quantity, helping users quickly understand how many variances of each type occurred within the grid.

The grid includes detailed columns that display:

• Invoiced  – Display the corresponding quantities, unit prices, and total prices entered while drafting.
• Invoiced Terms –  Shows terms entered during the drafting phase.
• Variances – Displays any variances that were triggered during drafting.
• Subtotal and Total Amounts – Summarized invoice totals

This view provides a clear snapshot of data entered during the drafting phase.

The Reconciled Scoreboard provides a finalized view of the reconciliation process. It updates to reflect the reconciled amount along with a summary of the resolutions selected, allowing users to quickly see how many of each resolution decision was made.

The Reconciled Grid displays:

• Show All/Show Variance Toggle: Show All (default) displays every item on the invoice, while Show Variance shows only the items with a variance.
• Product Details – Item number and name for clear identification.
• Invoiced / Reconciled – Display the corresponding quantities, unit prices, and total prices for each product at every stage of the process.
• Invoiced Terms –  Shows terms entered during the drafting phase.
• Resolution – Display badges indicating how variances were resolved.
• Subtotal and Total Amounts – Summarized invoice totals

Together, these details tell the complete reconciled story, giving users a clear view of how the invoice was finalized and resolved.