3656056 - Unable to Post Credit Memo for Purchase Order Limit Item, Error "Quantity or amount exceeds invoice quantity or amount; see exception"

For a purchase order item with item type "Limit", one supplier invoice and one credit memo have been posted, but the second credit memo cannot be posted due to error: Quantity or amount exceeds invoice quantity or amount; see exception.

SAP Business ByDesign

1. Navigate to work center Purchase Requests and Orders, access view Purchase Orders.

2. Select a purchase order, click Edit.

3. Select tab Items, select an item with item type "Limit", and no quantity maintained as quantity is not required for Limit items.

4. Select sub tab Document Flow, below follow-up documents are available for the purchase order item:

• Supplier invoice ABC with amount a.
• Credit memo DEF with amount b.
• Credit memo XYZ with amount c.

*ABC/DEF/XYZ represent supplier invoice/credit memo ID.

*a >= b + c

* ABC and DEF are posted, XYZ is in status In Preparation

5. Open the credit memo XYZ and select Check.

6. Error message raised: "Quantity or amount exceeds invoice quantity or amount; see exception".

Though quantity is not relevant for Limit item in purchase order, when creating supplier invoice or credit memo for it, quantity is a mandatory field. 

For example,

• In purchase order, maintain the limit amount as 100 USD.
• In supplier invoice, maintain amount 100 USD and quantity as 1 ea.
• In the first credit memo, maintain amount 10 USD and quantity as 1 ea.
• In the second credit memo, maintain amount 20 USD and quantity as 1 ea.

From amount perspective, 10 USD +20 USD= 30 USD, less than the invoiced amount 100 USD.

However, from quantity perspective, 1 ea+ 1 ea = 2 ea, greater than the invoiced quantity 1 ea. Hence system raise the error when posting the second credit memo.

There are two options to create additional credit memos for purchase order limit item:

1) Maintain correct quantity in credit memo

In above example, 

for the first credit memo, maintain quantity as 0.1 ea (according to the share of the credit amount).

for the second credit memo, maintain quantity as 0.2 ea. Then no error will be raised. 

2) Create Subsequent Credit Memo instead of regular Credit Memo for additional credit requirements

In case the quantity in supplier invoice is 1 ea and the first credit memo already posted with quantity 1 ea, for any addition credit requirement, create a subsequent credit memo with same quantity by following steps:

1. Go to work center view "Supplier Invoicing - Invoices and Credit Memos"
2. Select corresponding supplier invoice, select button New - Subsequent Credit.

In subsequent credit memo, the error message would not be raised.

Both solutions apply to the scenario when more than two credit memos required.

• Refer to: Solved: What is the difference between Subsequent Credit and Credit Memo - SAP Community

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