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Why do I have to change or delete every line before scan checking will accept any variances?

We apply the accounting audit concept of positive confirmation when we do scan checking with workstations in the recommended “required” scan check mode.

Scan checking of purchase receipts is based on the concept of positive confirmation. You have to take some action in respect to every line before it can be accepted. Either/or:

1. Scan it,
2. Manually enter the quantity,
3. Accept the variance between 1 and 2 above if they vary from the quantity expected
4. Delete the line so it can’t be received

To allow the “accept variances” button accept a line that has not been modified by the user would be a negative confirmation. The user would have done nothing, but because they did not respond about the line, we accept it.  For example to accept 99 lines that were not part of the receipt because only one line was actually received would be a form of negative confirmation. The 99 lines that were accepted were not “touched” by the user. So one of those lines may have really been in the receipt and could have been missed by the user but we would never know.

To allow flexibility to sites that want more speed at the cost of less rigorous checking. Readysell allows workstations to do purchase receipt scan checking in “view” mode. When in this mode the colours change. But you can process a receipt even if some of the lines are not showing green. This allows you to for example receipt one line and leave the other 99 lines with zero quantity received, not touch the lines and still finalise the receipt. It relies on the user visually checking the colours and mentally ticking off any red or orange lines as acceptable.