1. PURPOSE
The objective of the discrepancy management for invoices is to minimize the negative impact of supplier invoice related disputes. Accountability can be identified throughout the business by discrepancy reason and by supplier. This helps to reduce resolution timeframes and provides a quicker routing for escalation. Additionally discrepancy management collects information regarding discrepancy actions to be taken to eliminate their causes at the source. It also creates a standardised and consistent practice around discrepancy resolution.
2. SCOPE
The discrepancy procedure is applicable for both of FrieslandCampina (Thailand) PCL, and FrieslandCampina Fresh (Thailand) Co., Ltd.
3. REFERENCE
None
4. DEFINITION
PO: Purchase Order
GRN: Goods Receive Notes
Buyer: Employee working at the Procurement department of FrieslandCampina Thailand
5. WORK PROCEDURE
1. Identification and recording a discrepancy
Upon the recognition of a discrepancy, the invoices exceeding the tolerance limits must be blocked for payment immediately. All disputed invoices need to be documented and must be logged in SAP system and assigned a code identifying the type of issue (see table below). Any credit notes and debit notes requests must be assigned based on the reason for the discrepancy.
Discrepancy Code Matrix (in SAP)
Discrepancy Categorization Code
Price PO >< invoice Y
Quantity PO (GRN) >< invoice Q
Price + Quantity (GRN) >< invoice B
Line item billed NOT on PO I
Service receipts NOT approved P
2. Discrepancy Resolution