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Setting the Automatic Balancing Threshold for Invoices

This topic explains how to set the automatic balancing threshold for a site.

The automatic invoice balancing threshold can simplify the process of entering an invoice when there is a small difference between the supplier's invoice total and APM's expected total. These differences are usually caused by differences in the number of decimal positions or rounding rules in the two systems.

For example, assume that three pens have been purchased at a price of $0.33 each. In the supplier’s system, the price has been recorded to three decimal positions as $0.333. In APM, the price was entered simply as $0.33. On the supplier invoice, the cost of the pens is $1.00 (3 X 0.333 = $0.999 which would be rounded up to $1.00). Because APM has a price of just $0.33, the expected price is only $0.99. For this example, APM has been configured to only allow two decimal places for the price. Therefore, the price cannot be changed on the invoice.

The invoice balancing threshold will force the APM amount to equal the supplier's invoice amount as long as the difference between the two totals is within the threshold defined for the site. In this case, the APM invoice total would be forced to $1.00.

Each site in your organization might have a different automatic balancing threshold.

To Set the Automatic Balancing Threshold

1.	From the Site window, select the Administration menu and then Invoice Management Settings. The Invoice Management Settings dialog appears.

Tip: You can also access invoice management settings from the Site window by selecting the Invoicing view, Settings tab, and then the Invoice Settings node in the tree.

2.	Select the Rules tab.

3.	In the Automatic balancing threshold box, enter the amount of the difference below which APM will automatically balance an invoice.