Introduction

Managing delivery and billing exceptions is critical for maintaining accurate inventory and financial records. This guide explains how to configure and handle over-delivery scenarios in iVendNext, ensuring flexibility while maintaining control over your fulfillment processes.

1. Understanding Over-Delivery/Billing

Over-delivery occurs when:

• Shipping quantities exceed original order amounts

• Billing rates differ from quoted prices

• Partial shipments accumulate beyond ordered totals

Key Benefit: Proper configuration prevents order rejections while maintaining audit trails for variances.

2. Configuration Options

2.1 Item-Level Settings

1. Navigate to: Item Master > Shipping & Billing

2. Set: "Allow over delivery/receipt up to [X]%"

• Example: 50% allows 150 units for a 100-unit order

2.2 Global Settings

1. Go to: Stock > Setup > Stock Settings

2. Set default percentage for all items:

• Applies when item-specific % isn't set

• Recommended: Start with 10-20% tolerance

3. Workflow Management

3.1 Sales Process Exceptions

• Delivery Notes: System warns when exceeding limits

• Override Options:

• Temporary adjustment with approval notes

• Permanent limit updates for volatile items

3.2 Purchase Process Exceptions

• Receipt Tolerance: Accept up to configured % over PO quantities

• Auto-Reconciliation: Matches receipts to invoices within limits

4. Best Practices

✔ Department-Specific Limits: Higher tolerances for raw materials than finished goods
✔ Approval Workflows: Require manager approval for exceptions beyond 25%
✔ Quarterly Reviews: Adjust percentages based on supplier performance
✔ Document All Exceptions: Add notes explaining each variance

5. Troubleshooting

◼ System Rejecting Valid Over-Delivery:

• Check both item-specific and global settings

• Verify user permissions for override approvals

◼ Incorrect Billing Calculations:

• Confirm rate tolerance settings in Accounting Preferences

• Review landed cost configurations for international shipments

Conclusion

Properly configured over-delivery settings balance operational flexibility with financial control. By implementing tiered tolerance levels and clear approval processes, businesses can accommodate real-world variability without compromising accountability.