Over-invoicing occurs when there is a mismatch between the quantity of an item that is invoiced and what was ordered. Because over-invoicing can occur, Kofax AP Agility enables you to decide how to handle these mismatches. Any discrepancies send the document to the Line Pairing Correction activity as needed.

There is a setting called Over-Invoicing in Settings > Invoice Processing > Capture Profiles > Line Pairing Settings when the Do Line Pairing setting is enabled.

The Over-Invoicing setting has three choices.

• Allowed

  No additional checks are performed. If you select the Allowed value, line pairing can still succeed if more is invoiced than ordered, or vice versa.

• Do not pair if more invoiced than ordered

  A check is performed between the PO and an invoice based on the value and quantity of ordered items.

  If you select the "Do not pair if more invoiced than ordered" value, then line pairing fails if the invoice line has over-invoicing based on ordered values.

  Over-invoicing based on ordered values occurs if either of the following circumstances are met.

  • If the line total exceeds the purchase order total.

  • If the quantity exceeds the ordered quantity.

  For example, you placed an order for 10 items at $5.00 each, for a total of $50.00. Line pairing fails and the document is sent to the Line Pairing Correction activity if either of the following circumstances occur:

  • 11 items invoiced.

  • 10 items but each item is charged at $5.10, so the total is $51.00, instead of the expected $50.00.

  The check based on ordered values is only applicable for PO lines that do not have the RECEIPT_REQUIRED enabled. If RECEIPT_REQUIRED is enabled for one or more PO lines, then the check is performed based on the delivered values, just like the "Do not pair if more invoiced than delivered" option.

• Do not pair if more invoiced than delivered

  A check is performed between the PO and an invoice based on the value and quantity of delivered items.

  If you select the "Do not pair if more invoiced than delivered" value, then line pairing fails if pairing the invoice line causes over-invoicing based on any remaining values.

  Over-invoicing based on delivered values occurs if any of the following circumstances are met.

  • If the line total exceeds the available total on the PO.

  • If the quantity exceeds the available quantity on the PO.

  Here, available = amount / quantity delivered - already invoiced.

  For example, you placed an order for 10 items at $5.00 each, for a total of $50.00. These items were successfully delivered as ordered.

  Line pairing fails and the document is sent to the Line Pairing Correction activity if any of the following occur:

  • 11 items are invoiced.

  • 10 items are invoiced at $5.10 per item, making the total $51.00.

  • 5 items have already been invoiced and now 10 items are invoiced.