Procurement Glossary
Quantity deviation workflow: Automated quantity deviations in Procurement
November 19, 2025
The quantity discrepancy workflow is an automated process for handling quantity discrepancies between purchase order, goods receipt and invoice. This feature enables purchasing organizations to systematically handle discrepancies while meeting compliance requirements. Find out below how this workflow works, what methods are available and how you can minimize risks.
Key Facts
- Automated handling of quantity discrepancies between purchase order, goods receipt and invoice
- Definable tolerance limits for different material groups and suppliers
- Integration in three-way match processes for invoice verification
- Escalation mechanisms when predefined thresholds are exceeded
- Documentation of all deviations for audit and compliance purposes
Contents
Definition: Variance workflow quantities
The quantity variance workflow describes a systematic process for the automated handling of quantity variances in the procurement process.
Basic mode of operation
The system automatically compares the quantity ordered with the quantity actually delivered and invoiced. In the event of deviations, predefined workflows are triggered, which initiate different approval processes depending on the severity.
- Automatic quantity comparison between order, delivery and invoice
- Tolerance limit-based decision making
- Escalation levels for critical deviations
Variance workflow quantity vs. price variances
While the price variance workflow deals with monetary differences, the quantity workflow focuses exclusively on quantitative differences. Both workflows complement each other in the context of factual invoice verification.
Importance in modern Procurement
In digital procurement processes, the quantity deviation workflow ensures consistent and traceable handling of quantity deviations. This reduces manual intervention and significantly increases process efficiency.
Methods and procedures
The implementation of a deviation workflow quantity requires structured methods for configuring and controlling the automated processes.
Definition of tolerance limits
The definition of appropriate tolerance limits forms the foundation of an effective workflow. These are typically differentiated according to material groups, suppliers and order values.
- Percentage deviation limits (e.g. ±5% for standard materials)
- Absolute quantity limits for critical components
- Supplier-specific tolerances based on historical performance
Workflow configuration
The technical implementation is carried out by configuring workflow rules in the ERP system. This involves defining escalation levels and release authorizations.
Integration in Purchase-to-Pay
The quantity workflow is an integral part of the purchase-to-pay process and works closely with the incoming goods inspection to ensure complete process control.
Tacto Intelligence
Combines deep procurement knowledge with the most powerful AI agents for strong Procurement.
Important KPIs for quantity deviation workflows
Workflow performance is measured using specific key figures that evaluate both the efficiency and quality of deviation handling.
Process efficiency key figures
These metrics evaluate the speed and automation of the workflow.
- Average processing time per deviation
- Degree of automation (proportion of automatically released deviations)
- Number of manual interventions per 1,000 invoices
Quality indicators
The quality of deviation handling is measured by accuracy and completeness. Spend Analysis helps to identify patterns in the deviations.
Compliance metrics
Special KPIs are used to ensure compliance with release processes and documentation requirements. These also support the technical invoice verification.
Risks, dependencies and countermeasures
When implementing deviation workflows quantity, various risks must be taken into account and minimized through suitable measures.
System dependencies and default risks
Automation creates critical dependencies on the IT infrastructure. System failures can lead to delays in invoice processing.
- Implementing redundant system architectures
- Define manual fallback processes
- Carry out regular backup and recovery tests
Misconfiguration of tolerance limits
Tolerance limits that are too narrow or too wide can either lead to excessive manual intervention or to undetected critical deviations. The release limits in Procurement must be checked regularly.
Compliance and audit risks
Incomplete documentation of deviation decisions can lead to compliance problems. The dual control principle must also be guaranteed in automated processes.
.avif)
Practical example
An automotive supplier implements a deviation workflow quantity for electronic components. For an order of 1,000 microchips, only 950 are delivered. The system automatically recognizes the 5% deviation and checks the stored tolerance limit of ±3% for this material group. As the deviation exceeds the limit, a release workflow is automatically sent to the responsible purchaser. The buyer can release the partial delivery and at the same time request a subsequent delivery from the supplier.
- Automatic detection of quantity deviation
- Tolerance check against stored limit values
- Escalation to the responsible purchaser
Current developments and effects
Digitalization and the use of artificial intelligence are fundamentally changing the design of deviation workflows.
AI-supported deviation analysis
Modern systems use machine learning for intelligent pattern recognition in the event of quantity deviations. This enables proactive identification of supplier problems and process optimization.
- Predictive analytics for deviation forecasts
- Automatic adjustment of tolerance limits based on historical data
- Intelligent categorization of deviation causes
Mobile approval processes
Mobile approval of quantity deviations is becoming increasingly standard in order to increase process speed and enable location-independent decisions.
Integration in supplier portals
Suppliers gain direct insight into deviations via Supplier Portals and can proactively submit explanations or corrections, which improves transparency and collaboration.
Conclusion
The quantity deviation workflow is an indispensable tool for automating and standardizing the handling of quantity deviations in modern Procurement. Intelligent tolerance limits and systematic escalation processes ensure both efficiency and compliance. The integration of AI technologies and mobile approval processes will further improve functionality and make the workflow even more responsive.
FAQ
What happens if the tolerance limits are exceeded?
If this is exceeded, approval workflows are automatically triggered and escalated to different authorization levels depending on the severity. The process stops until manual approval or rejection by the responsible employee.
How are tolerance limits optimally defined?
Tolerance limits are based on historical data, material group-specific properties and supplier performance. A regular analysis of deviation patterns helps to continuously optimize the limits.
Can the workflow be integrated with different ERP systems?
Yes, modern deviation workflows support standardized interfaces and can be integrated into various ERP systems via APIs. Configuration is system-specific via corresponding workflow engines.
What documentation is created for audit purposes?
The system automatically documents all deviations, approval decisions, time stamps and persons involved. These audit trails are stored unalterably and are available for compliance checks at any time.
.png)
.png)
.png)
