HRD - Delivery Difference Handling

Reference process for evaluating and processing underdeliveries and overdeliveries in BE-terna Fashion.

Meta Process

The process describes the handling of delivery differences and possible responses to under- or overdelivery. This process is an analysis process at a point in time when the purchase order and invoice are already completed. The differences are formed from receiving goods and closing advice notes.

Items that were advised but not received are treated as underdelivery (negative differences). Items that may not have been advised or were advised with a smaller quantity are treated as overdelivery. Overdeliveries are determined during goods receipt posting. Underdeliveries are recorded when the advice note is closed.

In the following process, these delivery differences are evaluated and linked with follow-up processes. The point in time for evaluating accumulated delivery differences differs from case to case (for example monthly, quarterly, semi-annually, or annually). The differences can therefore be balanced as required per vendor/invoice issuer.

At the time delivery differences are considered, inventory quantities have already been corrected. From a value perspective, a debit note can now still be issued to the vendor/invoice issuer.

graph LR;

%% Nodes
A(HRD<br>Delivery Difference<br>Handling)
B(HRD-0010<br>Retrieve delivery differences)
C(HRD-0020<br>Analyse delivery<br>differences)
D(HRD-0030<br>Define actions)
E(HRD-0040<br>Execute action)

%% Flow
A -.- B
linkStyle 0 stroke:#ffffff
B ==> C
C ==> D
D ==> E

%% Classes
class A btProcessTitle
class B,C,D,E btProcessActive

HRD-0010 - Retrieve delivery differences

Using a function, the delivery differences are determined in the system. Filtering by vendor (supplier and/or invoice issuer), date, item, and purchase order number is possible.

Incoming processes:

HRD-0020 - Analyse delivery differences

The delivery difference lines show the respective purchase order lines with the corresponding over/underdelivery quantity including balance. These can now be analysed.

HRD-0030 - Define actions

For each delivery difference line, the user can define actions, for example ‘Create credit memo’ or ‘Close’ (ignore in the next DIF). If the credit memo is posted later, the amount is deducted from the payment amount in the next payment run. If the credit memo is not posted, it serves as an aid for the next contract negotiations. Closed delivery difference lines are ignored when ‘Retrieve delivery differences’ is called again.

HRD-0040 - Execute action

The actions from the previous step are executed using a function on the ribbon. New documents are created, such as purchase credit memos.

Outgoing process:

Instances

HRD-CCM - Delivery Difference Handling Create Credit Memo

The HRD-CCM instance describes the handling of delivery differences from in-transit goods shipments, from which purchase credit memos (so-called debit notes) are created.

graph LR;

%% Nodes
A(HRD-CCM<br>Delivery Difference Handling<br>Create Credit Memo)
B(HRD-CCM-0010<br>Retrieve delivery differences)
C(HRD-CCM-0020<br>Analyse delivery<br>differences)
D(HRD-CCM-0030<br>Define actions)
E(HRD-CCM-0040<br>Execute action)

%% Flow
A -.- B
linkStyle 0 stroke:#ffffff
B ==> C
C ==> D
D ==> E

%% Classes
class A btProcessTitle
class B,C,D,E btProcessActive
HRD-CCM-0010 - Retrieve delivery differences

Using a function, the delivery differences are determined in the system.

Incoming processes:

HRD-CCM-0020 - Analyse delivery differences

The delivery difference lines show the respective purchase order lines with the corresponding over/underdelivery quantity including balance. These can now be analysed.

HRD-CCM-0030 - Define actions

For each delivery difference line, the user can tick the ‘Create credit memo’ action in the corresponding column.

HRD-CCM-0040 - Execute action

The “Create credit memo” function is executed. A debit note is created, which can either be posted and thereby offset, or, if not posted, serve as an aid for the next contract negotiations.

Outgoing process:

HRD-FIN - Delivery Difference Handling Close

The HRD-FIN instance describes the handling of delivery differences that are considered completed and are no longer pursued. No charge is made to the vendor.

graph LR;

%% Nodes
A(HRD-FIN<br>Delivery Difference Handling<br>Close)
B(HRD-FIN-0010<br>Retrieve delivery differences)
C(HRD-FIN-0020<br>Analyse delivery<br>differences)
D(HRD-FIN-0030<br>Define actions)
E(HRD-FIN-0040<br>Execute action)

%% Flow
A -.- B
linkStyle 0 stroke:#ffffff
B ==> C
C ==> D
D ==> E

%% Classes
class A btProcessTitle
class B,C,D,E btProcessActive
HRD-FIN-0010 - Retrieve delivery differences

Using a function, the delivery differences are determined in the system.

Incoming processes:

HRD-FIN-0020 - Analyse delivery differences

The delivery difference lines show the respective purchase order lines with the corresponding over/underdelivery quantity including balance. These can now be analysed using filters or search.

HRD-FIN-0030 - Define actions

For each delivery difference line, the user can tick the ‘Close’ action. Closed delivery difference lines are then ignored the next time ‘Retrieve delivery differences’ is called.

HRD-FIN-0040 - Execute action

The ‘Close’ function is executed.

Classification

The process starts when the purchase order and invoice are already completed. It links goods receipts, advice closures, and vendor-side follow-up processing in order to handle under- and overdeliveries from both a business and value perspective.

The instances differentiate the subsequent handling of differences: either a debit note is prepared or the difference is closed without any further claim.

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