Settings
Tolerances
Price tolerance
How far a line's price can be over its PO before the controller is asked.
Today's ask: "Approve a $212 difference on PO 2208?"
Direction
Whether a price under the PO is a variance too.
Per vendor exceptions
A different price tolerance for a named vendor.
| Vendor | Price tolerance, $ a line |
|---|---|
| Quintell Safety Supply | 25 |
Invoice cap
The most the small accepted variances on one invoice can add up to before the controller is asked.
Quantity
What happens when an invoice bills a different quantity than was received.
Freight and shipping
Freight is matched apart from the goods, against its own cap an invoice.
Matching
Match level by purchase type
What an invoice line is matched against, by what was bought.
| Purchase type | Match |
|---|---|
| Goods | Three-way: the PO, the receipt and the invoice |
| Services | Two-way, with the requester's confirmation |
Receipt threshold
Goods invoices under this amount are matched without a receipt.
Cumulative price check
Whether a line's price is checked against everything already billed on its PO line.
No PO number on the invoice
What the agent does with an invoice that names no PO.
Non-PO vendors
Vendors that never send a PO, each with the person who approves their bills.
| Vendor | What | Approver |
|---|---|---|
| Drayton Street Properties | Warehouse rent | Controller |
| Northbank Electric Cooperative | Power | Elliot Pryce |
Possible duplicates
Whether the agent also flags near-duplicates that the exact check misses.
Who signs off
Who signs off a variance
Who approves a variance over tolerance, and the band above them.
| Who | Up to |
|---|---|
| Controller | 2500 |
| CFO | Above that |
The limit is measured on
Whether the limit is read against the variance or the whole invoice.
Who covers
Who rules on a variance while the controller is away, never on a PO they raised.
Holds and bills
Held invoices
Whether an invoice on hold stays off the books or is entered on payment hold.
The bill's status in NetSuite
The status each bill is created with, for your team to release.
Reminders
Remind receiving
How many working days a goods invoice waits for its receipt before receiving is reminded.
Ask the requester
When the requester is asked to confirm a service was done.
Tax
Regional tax checks
Tax the agent flags for a person, and never fixes itself.
- US: flag invoices with no sales tax on items Coldbrook uses itself, not resells, for a use tax review
- Canada: GST at 5% on goods delivered in Canada, zero-rated when exported, with the vendor's GST number from CA$100; BC's PST at 7% on what the Surrey cross-dock uses itself, none on resale
Channels
Where it tells people
Where the agent sends exceptions, reminders and the weekly summary.
| What | Where |
|---|---|
| Reminders and exceptions | Team chat |
| The weekly summary |