🧭 Overview

Approvers/Accounting team may encounter the following error message when approving or transferring a document:

“Document total cannot exceed the last approved amount of 1,250.00 plus the allowed variance of 10%.”

This article explains what the error means and how to adjust the allowed variance if business requirements permit.

❓ What Does This Error Mean?

This error indicates that the total amount of the document you are attempting to submit or approve exceeds the maximum amount allowed by the system.

The system enforces a control that limits how much a document’s total can increase beyond its last approved amount, based on a configurable allowed variance percentage.

🔍 Breakdown of the Error Components

• Last Approved Amount
  The most recent approved value for the document.

  • In this example: 1,250.00

• Allowed Variance
  The percentage by which the document total is allowed to exceed the last approved amount.

  • In this example: 10%

• Maximum Allowed Total (Example Calculation)

  1,250.00 × 10% = 125.001,250.00 + 125.00 = 1,375.00

  Any document total greater than 1,375.00 will trigger this error.

🛡️ Why This Control Exists

This validation is designed to:

• Prevent unintended or excessive cost increases

• Enforce financial governance and approval discipline

• Ensure document changes remain within acceptable tolerance limits

⚙️ How to Increase the Allowed Variance

If business rules require a higher tolerance, the allowed variance can be adjusted through Global Settings.

📝 Steps to Update the Allowed Variance

1. Navigate to Maintenance

2. Select Global Settings

3. Search for GSID 414

4. Locate the setting:
   “Allow document amount to exceed approved value by X percent (Example: 0.05 = 5%)”

5. Update the value based on your required tolerance

   • Examples:

     • 0.10 = 10%

     • 0.15 = 15%

6. Save the changes

7. Retry submitting or approving the document

⚠️ Important Notes

• Changes to GSID 414 affect system-wide behavior.

• Ensure updates align with your organization’s financial controls and approval policies.

• Administrative access may be required to modify global settings.