When approving an invoice for payment, Microix Workflow Modules validates the document amount against the last approved amount to ensure it does not exceed the allowable variance configured in Global Settings.
Even when line-item prices match, additional charges such as shipping, freight, or taxes may increase the total document amount and cause it to exceed the permitted variance.
If the variance exceeds the configured limit, the system prevents the transaction from proceeding until the document is rerouted to the first approver in the workflow for approval of the revised amount.
Microix uses the last approved amount, not necessarily the current edited amount, to determine whether a transaction exceeds the permitted variance.
The allowable variance is controlled by Global Setting ID 414, which specifies the permitted percentage increase over the last approved amount.
Assume the following:
| Description | Amount |
|---|---|
| Last approved PO amount | $36.15 |
| Allowed variance (Global Setting 414) | 100% |
| Maximum permitted amount | $72.30 |
| Revised PO amount | $180.27 |
| Amount exceeding the permitted limit | $107.97 |
Calculation:
Maximum Allowed Amount = Last Approved Amount × (1 + Allowed Variance Percentage)
$36.15 × (1 + 100%) = $72.30
Although the variance setting allows a 100% increase, the revised amount of $180.27 exceeds the maximum permitted amount of $72.30.
Therefore, the system prevents the transaction from proceeding until the revised amount has been approved.
Important: The variance calculation is based on the last approved document amount rather than simply comparing the invoice's individual line-item prices to the PO.
If the document amount has increased beyond the allowed variance, follow these steps:
Open the affected document.
Review the revised amount and verify that all applicable charges, including shipping, freight, and taxes, are included.
Select Reroute to send the document back to the first approver in the workflow.
The document must complete the required approval process based on the revised amount.
Once approved, the revised amount becomes the new last approved amount.
Return to the invoice or payment and attempt to process it again.
| Description | Amount |
|---|---|
| Original approved PO amount | $36.15 |
| Revised PO amount | $180.27 |
| Newly approved PO amount | $180.27 |
| Allowed variance | 100% |
| New maximum permitted amount | $360.54 |
Once the revised amount of $180.27 has been approved, the system uses this amount as the new baseline for the variance calculation.
The transaction should now proceed, provided all other applicable workflow validations are satisfied.
Administrators can review Global Setting ID 414 to determine whether the current variance percentage is appropriate for their organization.
Increasing the allowed variance may accommodate additional charges without requiring the document to be rerouted.
However, increasing this setting affects the permitted variance across applicable transactions and may allow payments that significantly exceed their originally approved amounts.
Recommendation: Rerouting the document for approval is generally the preferred approach when the revised amount is substantially higher than the last approved amount. This ensures the updated amount is reviewed and recorded in the approval audit trail.
Modifying a document amount does not automatically update its last approved amount. If the revised amount exceeds the permitted variance, the document must be rerouted to the first approver and complete the required approval process before Microix uses the new amount as the baseline for variance validation.