Reversing debit / credit notes

This page allows you to reverse a debit / credit note. You can enter a unique reversal document number (for the numbering type manual only) and also a date on which the reversal document is to be created. You can also specify remarks for the need to reverse a debit / credit note. The system generates a unique number identifying a reversal document based on the numbering type selected. The system updates the status of the reversal document as “Authorized” and the status of the Debit Note as “Reversed”. The financial entries that have been posted for the debit / credit note will be reversed in the corresponding finance book.

Select the “Reverse Note” link provided in the “Select Debit / Credit Note” page.

The “Reverse Debit / Credit Note” page appears.

Enter the following fields:

Reversal Document #

A unique number identifying the reversal document generated for the debit / credit note (Alphanumeric, 18). This number is generated and displayed by the system, when the “Reverse Note” pushbutton is clicked. The number is displayed with the corresponding prefix and suffix of the numbering type selected in the “Numbering Type” field. The number is incremented from the last number available in the “Document Numbering Class” business component.

The system displays the following:

Status	The status of the debit / credit note. It could be “Authorized” or “Held”.
	Authorized – indicates that the debit / credit note has been authorized.
	Held – indicates that the debit / credit note has been put on hold for payment.

Enter the following fields:

Reversal Date

The date on which the reversal document is created (Date Format). Mandatory. The date entered in this field must be a valid date in an “Open” financial year. The system date is displayed by default at the launch of the page.

Note: The date entered in this field must be later than the system date, later than the debit / credit note date and later than the date when the note was authorized.

Finance Book

The code identifying the finance book in which the details are available.

Enter the following fields:

Numbering Type	Use the drop-down list box to select the numbering type for the login organization unit. The numbering types must have already been defined in the “Create Numbering Class” activity of the “Numbering Class” business component and must be in “Active” status. The system displays the numbering type set as default for the transaction in the “Document Numbering Class” business component.
Reason #	Use the drop-down list box to select the code identifying the reason.
Reversal Comments	Any comments or remarks regarding the reversal of the debit / credit note (Alphanumeric, 255). Mandatory.

The system displays the following:

Note #	The number identifying the debit / credit note.
Note Type	The note type that is to be adjusted. It could be “Debit” or “Credit”.
Note Category	The category to which the note belongs.
Supplier #	The code identifying the supplier.
Supplier Name	The name identifying the supplier.
Note Date	The date on which the note was created.
Total Amount	The total amount of the debit / credit note.
Currency	The code identifying currency in which the debit / credit note has been created.
Finance Book	The code identifying the finance book in which the details are available.

Click the “Reverse” pushbutton to reverse the debit / credit note.

Note: If the Debit/Credit Note in 'Adjusted' status is reversed and if the adjustment is auto generated, then the adjustment voucher and the respective accounting will also get reversed.

The system generates a unique reversal number for the reversal document.

The system updates the status of the debit / credit note as “Reversed”.

The system updates the status of the reversal document as “Authorized”.

The system updates the login ID of the user and the system date in the “Last Modified By” and the “Last Modified Date” fields.

The system displays the following:

Created By	The login ID of the user who has created the account based debit / credit note.
Created Date	The date on which the account based debit / credit note was created.
Last Modified By	The login ID of the user who has last modified the account based debit / credit note.
Last Modified Date	The date on which the account based debit / credit note was last modified.

To proceed, carry out the following

Select the “Accounting Information” link at the bottom of the page to view the account posting information.
Select the "Attach Notes" link at the bottom of the page to record any additional / related information.