Authorizing the adjustment voucher

This page allows you to authorize and return the adjustment voucher. Tell me more

Select the “Authorize Voucher” link provided in the “Select Adjustment Voucher” page.

The “Authorize Adjustment Voucher” page appears.

The system displays the following fields in the “Voucher Information” group box:

Voucher #	The number identifying the multi currency adjustment voucher.
Status	The status of the adjustment voucher which could be “Fresh”.

Modify the following fields if required:

Voucher Date

The date on which the customer adjustment vouchers was created (Date Format). Mandatory. The voucher date must be equal to or earlier than the system date.

Finance Book

Use the drop-down list box to select the code identifying the finance book to which the multi currency adjustments are posted. The finance books must be defined in the “Create Finance Book” activity of the “Organization Set Up” business component. All the finance books mapped to the login organization units are available in the drop-down list box. The system displays the default finance book, specified in the functional default for the adjustment business component in the login organization unit. If no default finance book is set in the function default, then first finance book available in the drop-down list box is set by default. The credit documents raised in this FB would only be available for adjustment

The system displays the following field:

Voucher Type

The type of the voucher, which could be “Single Currency” or “Multi Currency”.

The system displays the following fields in the “Customer Information” group box:

Customer Code	The code identifying the customer.
Customer Name	The name of the customer.
Credit Document Currency	The transaction currency of the credit document.

Modify the following fields if required:

Customer Hierarchy	Use the drop-down list box to select the hierarchy in which the invoices are selected for adjustments. The various hierarchies available are
	Local – Indicates that the adjustments are made within the same customer. The credit and the debit document are for the same customer and the adjustment is made.
	Child – Indicates that the adjustment is made between the parent and the child customer. The customer must be defined as a parent in the “Customer” business component. All the child customers are retrieved for adjustments.
	Group – Indicates that all the customers belonging to the “Receipt Application Group” in the “Customer” business component are taken up for adjustments. If the customer belongs to one particular group, all the customers belonging to that group are retrieved for adjustments.
Adjustment Sequence	Use the drop-down list box to select the sequence in which the vouchers have to be adjusted. The options available are
	FIFO – First in first out. Indicates that the earliest credit and the debit documents are taken up for adjustments.
	LIFO – Last in first out. Indicates that the latest credit and the debit documents are taken up for adjustments.

Modify the following fields in the “Credit Documents” multiline if required:

Document Type

Use the drop-down list box to select the credit documents that has to be adjusted. The various documents available are “Receipt Voucher”, “Prepayment Invoice”, “Account Based Credit Note”, “Customer Prepayment Credit Note”, “Item Based Credit Note”, “Transfer Credit Note” and the “Transfer Prepayment Voucher”.

Note: If the finance book is modified, then the credit document type must be modified based on the finance book. The credit document type must belong to the finance book.

If the difference between the unadjusted credit document amount and the cumulative current adjustment is greater than zero, then the credit document status is “Partly Adjusted”. If the total amount is adjusted, then the document status is “Adjusted”.

The system retrieves the credit document details of the document type “RV” or ”CCI” or “CCA” or “CTC”, only if the document is in the “Authorized” or “Partly Adjusted” status.

The system retrieves the credit document details of the document type “CPI” or “CTP”, only if the document is in “Paid” or “Partly Paid” or “Partly Adjusted” statusor “Authorized” status. This condition is applicable if “Adjustment of Prepayment Invoice (Cr.) before receipt” is set as “Allowed” in the “Set Function Defaults” activity.

The system retrieves the credit document details of the document type “CPI” or “CTP”, only if the document is in “Paid” or “Partly Paid” or “Partly Adjusted” status. This condition is applicable if “Adjustment of Prepayment Invoice (Cr.) before receipt” is set as “Not Allowed” in the “Set Function Defaults” activity.

Document #	The number identifying the credit document (Alphanumeric, 18).
	Help facility available.
	Press <Enter> key.
	The system displays the currency code, billing point, document amount, document date, exchange rate, finance book, receipt type, unadjusted amount and the status based on the document type selected and the number entered.

The system displays the following fields:

Document Date	The date on which the credit documents were raised.
Document Amount	The credit document amount.
Unadjusted Amount	The unadjusted amount pending for adjustments. The system displays the difference between the unadjusted credit document amount and the cumulative current adjustment in this field.

Modify the following field if required:

Current Adjustment

The total unadjusted credit amount to be adjusted with the debit document (Decimal). Mandatory.

Note: The current adjustment must be less than or equal to the credit document unadjusted amount

The system displays the current adjustment as the difference between the current adjustment and the cumulative current adjustment initially if the cumulative value exists.

The system displays this field on proposing the adjustments.

The system displays the following fields:

Currency	The transaction currency of the credit documents. The currency specified in the “Credit Document Currency” field is retrieved here.
Exchange Rate	The exchange rate of the transaction currency.
Receipt Type	The category to which a receipt can be classified. This could be Regular, Deposits or Advances.
Billing Point	The login organization unit where the credit documents were raised.
Finance Book	The code identifying the finance book in which the credit documents like “RV”, “CPI”, “CCI”, “CPA”, “CTC” and “CTP” are posted.

Note: The voucher finance book and the credit document finance book must be the same.

Modify the following fields in the “Debit Documents” multiline if required:

Document Type

Use the drop-down list box to select the debit document for adjustments against the credit document. The various debit documents available are Account Debit Note, Item Debit Note, Direct Invoice, Miscellaneous Invoice, Prepayment Invoice, Pack Slip Invoice, Prepayment Voucher, Transfer Debit Note and Service Invoice.

Note: If the finance book is been modified, then the debit document can belong to any finance book, but should be of same currency as that of the credit document if the voucher is of type “Single Currency”.

If the finance book is been modified, then the debit document can belong to any finance book, and can be of any currency if the voucher is of type “Multi Currency”

If the difference between unadjusted debit document amount and the cumulative debit document adjustment amount is greater than zero, then the debit document status is “Partly Paid”. If there is no difference, then the debit document status is “Paid”. The system retrieves the debit document details of the document type “CPV”, only if the document is in “Authorized” or “Partly Adjusted” status.

The system retrieves the debit document details of the document type “CDA” or “CDI” or “CTD” or “CDIN” or “CMI” or “SI”, only if the document is in “Authorized” or “Partly Paid” status.

Document #	The number identifying the debit document (Alphanumeric, 18).
	Help facility available.
	Press <Enter> key.
	Process parameter dependency: You can specify a debit document belonging to an OU of another group company only under the below-mentioned conditions: The 'Allow Intercompany transactions in Customer Balance Adjustment' parameter under Parameter Level 'Company Level’, Business Process 'Receivable Management' and Category 'Customer Balance Adjustment' in the Set Finance Process Parameters activity is 1. CIM Interaction exists between Login Company - Customer Balance Adjustment and Other Group Company - Customer Direct Invoice, Customer Invoice and Customer Debit Credit Note
	The system retrieves the customer code, currency code, billing point, unadjusted amount, document date, discount date, exchange rate, finance book, status and the term number based on the document type selected and the number entered.

The system displays the following fields:

Due Date

The date on which the debit documents is due for payments. The system displays the sum of the due date and the grace days defined for the document in the “Customer” business component.

Note: The debit document date must be less than or equal to the voucher date.

Unadjusted Amount

The unadjusted debit amount remaining to be adjusted with the credit amount.

Note: The total unadjusted amount for the selected debit documents is greater than the total unadjusted credit amount, then the unadjusted amount is carried forward for adjusting with the next document.

Customer Code

The code identifying the customer as defined in the “Customer” business component.

Note: If the customer hierarchy is set to “Local”, then the customer code in the customer information must be the same as the debit document customer code.

If the customer codes are not the same, then the customer hierarchy must be set to “Child” or “Group” in the “Customer” business component.

Currency	The transaction currency of the debit documents.
Exchange Rate	The exchange rate of the transaction currency.

Note: The currency and the exchange rate will be computed based on the credit document currency.

Modify the following fields if required:

Adjustment Amount

The total unadjusted debit amount to be adjusted with the credit amount (Decimal). Mandatory. The amount must be greater than zero. The system displays the product of unadjusted debit document amount and the exchange rate. If the cumulative adjustment is available, then it displays the sum of debit document adjustable amount and the cumulative debit document adjustments.

Note: The debit document unadjusted document amount is converted into the currency of the credit document. The debit documents adjusted amount is computed as (current adjustment + discount – charges) in case the voucher is of type “Multiple”.

The system initially sets the adjustment amount to the difference between the debit document adjustment amount and the cumulative debit document adjustment amount. The debit document adjustment amount must be less than the debit document unadjusted amount.

If the unadjusted credit amount is less than the debit amount for a document, then the system displays the minimum amount on proposing adjustments.

Discount

The discount amount available for the debit document (Decimal). The discount must be greater than zero and must be less than discount available. The discount will be computed as the product of the discount available and the exchange rate.

Note: The discount is converted to the currency of the credit document in case the voucher is of type “Multiple”.

For the selected debit document, the system sets the discount as the difference between the discount and the cumulative discount.

The system computes the discount rate as discount rate=debit document discount amount / due amount, if the debit document is other than the “CP”.

Charges

The penalty amount charged on the debit documents for the delay in payment (Decimal).

Note: For the selected debit document, the system sets the charges as the difference between the charges and the cumulative charge.

The system displays the adjustment amount, discount and the charges in the respective fields on proposing the adjustments.

For the debit documents both discount and the charges must not be entered.

The system displays the following fields:

Credit Doc Adjusted	The total credit document amounts, which are, adjusted.
Proposed Discount	The planned discount for the debit document in future. Initially the proposed discount is zero. The system proposes the discount based on the voucher type “Single” or “Multiple”.
Proposed Charges	The proposed charges for the debit document. Initially the proposed charges are zero. The system proposes the charges based on the voucher type.
Discount Date	If the actual discount date is greater than the due date, then the system sets the discount date to the due date. If the actual discount date is equal to the due date, then the system sets discount date to the discount date.
Billing Point	The login organization unit where the debit documents is raised.
Document Date	The date on which the debit documents is raised.
Term Number	The number identifying the installment due for payment. This number is generated as part of the debit document.
Finance Book	The code identifying the finance books, in which the debit documents like “CDI”, “CDA”, “CDIN”, “CMI”, “CPPI”, “CPIN”, “CPV”, “CTD”, “SI” are posted.

Modify the following fields if required:

Cost Center	The code identifying the cost center in which the discount and charges are defined for the debit documents (Alphanumeric, 10). The cost center must be defined in the “Create Cost Center Element” activity of the “Cost Setup” business component. Smart search enabled.
	Help facility available.
Analysis Code	The code identifying the analysis (Alphanumeric, 5). The analysis code must be defined in the “Create Analysis Code” activity of the “Account Based Budget” business component. Smart search enabled.
	Help facility available.
Sub Analysis Code	The code identifying the sub-analysis mapped to the analysis code (Alphanumeric, 5). The sub-analysis code is created and assigned to the analysis code in the “Assign Sub Analysis Code” activity of the “Account Based Budget” business component. Smart search enabled.

Note: The system sorts the credit and the debit document based on the document dates in the ascending or the descending order based on the adjustment sequence specified.

Check the box in the “Credit Document” multiline to mark the credit document for adjusting with the debit document.
Check the box in the “Debit Document” multiline to mark the debit documents for adjusting against the credit documents.

Note: Ensure that all the selected documents in the “Credit Documents” and “Debit Documents” multilines are either forward cover applicable or not forward cover applicable. This infers that you cannot have a selection that includes both forward cover and non-forward cover documents.

Note: Ensure that the currency of the selected credit documents is the same as that of the selected debit documents.

Note: Ensure that the exchange rate of the selected credit documents is the same as that of the selected debit documents, if “Accounting for Hedge Gain/Loss” is set to “Fixed Rate” in the Company Parameter Setup component.

Note: At least one document must be checked for adjustments in both the multilines.

Click the “Propose Adjustment” pushbutton to calculate the proposed adjustment amount.

The system calculates the current adjustment amount for the credit document and the debit document adjustment amount.

The system calculates the adjustment amount, discount and charges for the debit amount.

See proposing adjustment amount for single currency adjustment voucher for more details.

See proposing adjustment amount for multi currency adjustment voucher for more details.

Click the “Compute Adjustment” pushbutton to compute the debit and the credit adjustment amount.

Note: For single currency transactions, ensure that the sum of the “Current Adjustment Amount” for Credit documents and the sum of the “Adjusted Amount” for Debit Documents must be equal for the selected records in the multiline.

The system computes the adjustments details.

See computing adjustment amount for single currency adjustment voucher for more details.

See computing adjustment amount for multi currency adjustment voucher for more details.

The system displays the following fields in the “Adjustment Summary” group box:

Note: The system displays all the values in the transaction currency of the credit document.

Debit Doc Adjustment Amount	The system displays the sum of the all the cumulative debit document adjustment amount.
Discount Allowed	For the selected debit documents, the system calculates the discount as the sum of all the cumulative discount.
Charges Collected	For the selected debit documents, the system calculates the charges as the sum of all the cumulative charges.
Total Receipt Amount Adjusted	The sum of all the cumulative current adjustment for the selected debit documents.

Click the “Authorize Voucher” pushbutton to save the changes made to the adjustment voucher and authorize them.

The system performs the following:

Updates the status of the adjustment voucher to “Authorized”. The system updates the login ID of the user to the “Last Modified By” and the system date to the “Last Modified Date” field.
Allocates Credit Document values to Debit Documents according to the LIFO or FIFO sequence as per the “Adjustment Sequence” specified by the user in the “Customer Information” group box of the Create Multicurrency Adjustement Voucher” activity of the current business component.
If the currencies of the customer receipt and the debit document from the other group company vary, the system generates adjustment voucher in the currency of the group company.
Calculates the proportionate Debit Document Adjusted Amount in Debit Doc. Curr.as follows:

(Adjustment Amount for each debit document / Credit Doc. Adj. (Credit Curr.) for each debit document) * Allocated Credit Document amount in credit document currency for each debit document.

For the Adjustment Vouchers selected for authorisation, If the credit document is of type “Prepayment Invoice” and if the selected Prepayment Invoice have any taxes, the system transfers the tax amount (proportionate to adjustment amount) to the TCD account or to Expenses account based on the option set in the “Set Function Defaults” activity.

The tax amount to be transferred to Expense account or to TCD Account will be computed proportionately:

Tax Amount to be Expensed Off or to be Transferred to TCD Account

Prepayment Invoice Tax / Total Prepayment Invoice Amount

Current Adjustment Amount against the Prepayment Invoice

If the currencies of the customer receipt and the debit document from the other group company vary, the exchange rate variance of the adjustment will be posted to the debit document’s company.
Click the “Return Voucher” pushbutton to return the adjustment vouchers, which are in “Fresh” status.

The system updates the status of the adjustment voucher to “Returned”.

Note: The returned voucher can be updated to “Fresh” status in the “Edit Single Currency Adjustment” or “Edit Multi Currency Adjustment” activity based on the voucher type.

The system displays the following fields:

Created By	The login ID of the user who created the adjustment voucher.
Created Date	The date on which the adjustment vouchers is raised.
Last Modified By	The login ID of the user who modified the voucher details last.
Last Modified Date	The date on which the voucher details were last modified.

To proceed, carry out the following

Select the “Accounting Information” link at the bottom of the page to view the accounting information.
Select the “Account Based Credit Note” link at the bottom of the page to view the account based credit note.
Select the “Account Based Debit Note” link at the bottom of the page to view the account based debit note.
Select the “Authorized Prepayment Invoice” link at the bottom of the page to view the authorized invoice.
Select the “Direct Invoice” link at the bottom of the page to view the direct invoice.
Select the “Item Based Credit Note” link at the bottom of the page to view the item based credit note details.
Select the “Item Based Debit Note” link at the bottom of the page to view the item based debit note details.
Select the “Service Invoice” link at the bottom of the page to view the service invoice details.
Select the “Paid Prepayment Invoice” link at the bottom of the page to view the prepayment invoice details.
Select the “Payments” link at the bottom of the page to view the payment information of the voucher.
Select the “Receipts” link at the bottom of the page to view the receipt information of the voucher.
Select the “Transfer Debit Note” link at the bottom of the page to view the transfer note of the voucher.
Select the “Transfer Prepayment / Credit Note” link at the bottom of the page to view the transfer credit note details.

Authorizing the adjustment voucher – An overview

You can also modify the adjustment voucher details before authorization. Only the vouchers, which are “Fresh” status, can be authorized or returned. The adjustment vouchers are retrieved based on the “Voucher Type” selected in the select page. The system computes the adjustments or proposes the adjustment amount based on the “Voucher Type” selected. You can modify the date of the voucher, finance book in which the adjustments are posted.

Finance Book modification

If the finance books are modified, then the credit document type should also be modified.
The debit currency must be of same currency as that of the credit document currency if the voucher is of type single currency.
The new credit document currency must belong to the modified finance book and should be of same currency as that of the “Credit Document Currency”. The debit document selected can be of any currency and can belong to any finance book if the voucher is of type multi currency.

The customer hierarchy and the adjustment sequence based on which the adjustments are made, can also be modified. The current adjustment amount of the credit document can also be modified.

The adjustment amount of the debit document can also be modified. The system displays the adjustment amount, discount claimed on the document and the penalty charged on the document on proposing the adjustment amount. The system displays the login organization unit in which the debit or the credit documents were raised. The system also displays the finance books in which the adjustment vouchers are posted. You can also modify the code identifying the cost center, the code identifying the analysis and the sub-analysis code for the debit document. The propose adjustment and the compute adjustments has to be rerun if the finance book has been modified.

The system updates the status to “Authorized” after authorization. The system updates the status of the voucher to “Returning” after returning the voucher. The system updates the login ID of the user to the “Last Modified By” and the system date to the “Last Modified Date”. The system also displays the creation details of the adjustment voucher.

What you can do in this page

Adjustment based on the customer hierarchy

Adjusting the document based on the sequence specified

Recalculating proposed adjustment amount for multi currency adjustment voucher

Recomputing adjustment amount for multi currency adjustment voucher

Recalculating proposed adjustment amount for the single currency adjustment voucher

Recomputing adjustment amount for single currency adjustment voucher

Adjustment based on the customer hierarchy

Set the option to “Local” in the “Customer Hierarchy” field to adjust the documents within the same customer.
Set the option to “Child” in the “Customer Hierarchy” field to adjust the parent and the child customer.
Set the option to “Group” in the “Customer Hierarchy” field to adjust the customers belonging to the “Receipt Application Group”.
Enter all the necessary information and select the debit and the credit documents for adjustment.
Click the “Authorize Voucher” pushbutton to save the changes made and authorize the voucher.

Adjusting the document based on the sequence specified

You can select the documents for adjustments based on sequence specified. The system sorts the documents based on the adjustment sequence provided before actual adjustment.

Set the “Adjustment Sequence” field to “FIFO” to select the earliest credit and debit documents for adjustment.
Set the “Adjustment Sequence” field to “LIFO” to select the latest credit and debit documents for adjustment.

Recalculating proposed adjustment amount for multi currency adjustment voucher

For the selected debit and the credit document, if the cumulative value exists, then default the values as the cumulative or proposed values. Else the system displays zero.
If the cumulative value is available, then set the unadjusted credit document amount as (unadjusted credit document amount – cumulative current adjustment).
Set the unadjusted debit document amount as (unadjusted debit document amount – cumulative current adjustment).
Set the discount available as (discount available-cumulative discount).
For the selected debit and the credit document, get the exchange rate for debit document currency with respect to the credit document currency.
For the selected debit document, the unadjusted debit document amount (in credit document currency)=unadjusted debit document amount * exchange rate of the credit document.
For the selected debit document, compute the discount available as discount available * credit currency exchange rate.
Compute the credit document adjustable amount as unadjusted debit document amount (in credit doc currency) – discount available (in credit doc currency).
For the debit document, retrieve the discount grace date, receivable grace days, residual write off % and the residual write off amount.
Compute the actual discount date, which is the discount date + grace days. The date, which includes the extra days within which the discount can be availed.
Compute the actual due date which is due date +grace days. The date, which includes the extra days within which the payment has to be made.
If the credit document date is less than or equal to the actual discount date, then set the disc param to “Yes”. Else set it to “No”.
If the credit document date is greater than the actual due date, then set the char param to “Yes”. Else set it to “No”.
If the disc param is “Yes”, then compute the credit document adjustable amount as debit document unadjusted amount-discount available.
Compute the discount rate as (debit document discount amount/debit document due amount).
Compute the discount as debit document unadjusted amount * discount rate.
If discount is greater than the discount available, the set discount as discount available.
Set the debit document adjustment amount to the debit document unadjusted amount.
Set the current adjustment as debit document adjustment amount – discount.
If the credit document adjustment amount is less than zero, then set the current adjustment to the credit document adjustable amount.
Set the discount to the discount available. Set the credit document balance amount to (credit document unadjusted amount – current adjustment).
If the disc param is set to “No” and the char param is set to “No”, then compute debit document unadjusted amount as credit document adjustable amount.
If the disc param is set to “No” and the char param is set to “Yes”, then compute the debit document adjustable amount as [(debit document unadjusted amount + (debit document unadjusted amount * penalty * (credit document date – due date / 365)].

Recomputing adjustment amount for multi currency adjustment voucher

For the selected debit and the credit document, if the cumulative value exists, then default the values as the cumulative or proposed values. Else the system displays zero.
For the selected credit document, set the current adjustment as current adjustment – cumulative current adjustment.
For the debit document, set the debit document adjustment amount as debit document adjustment amount – cumulative debit document adjustment amount and the set the discount as discount – cumulative discount.
For the debit document set the charges as charges – cumulative charges.
For the selected credit and the debit document, get the exchange rate for the debit document currency with respect to the credit document currency.
For the selected debit document, compute the debit document adjustment amount as debit document adjustment amount * credit currency exchange rate.
For the selected debit document, compute the discount as discount * credit currency exchange rate.
For the selected debit document, compute the charges as charges * credit currency exchange rate.
Select one debit and credit document.
For the debit document, retrieve the discount grace date, receivable grace days, residual write off % and the residual write off amount.
Compute the actual discount date, which is the discount date + grace days. The date, which includes the extra days within which the discount can be availed.
Set the actual discount date to the due date if the actual discount date is greater than the due date.
Compute the actual due date which is due date +grace days. The date, which includes the extra days within which the payment has to be made.
If the credit document date is less than or equal to the actual discount date, then set the disc param to “Yes”.
If the credit document date is greater than the actual due date, then set the char param to “Yes”.

Recalculating proposed adjustment amount for the single currency adjustment voucher

Select one debit and a credit document.
For the debit document, retrieve the discount grace date, receivable grace days, residual write off % and the residual write off amount.
Compute the actual discount date, which is the discount date + grace days. The date, which includes the extra days within which the discount can be availed.
Compute the actual due date which is due date +grace days. The date, which includes the extra days within which the payment has to be made.
If the credit document date is less than or equal to the actual discount date, then set the disc param to “Yes”. Else set it to “No”.
If the credit document date is greater than the actual due date, then set the char param to “Yes”. Else set it to “No”.
If the disc param is “Yes”, then compute the credit document adjustable amount as debit document unadjusted amount-discount available.
Compute the discount rate as (debit document discount amount/debit document due amount).
Compute the discount as debit document unadjusted amount * discount rate.
If discount is greater than the discount available, then set discount as discount available.
Set the debit document adjustment amount to the debit document unadjusted amount.
Set the current adjustment as debit document adjustment amount – discount.
If the credit document adjustment amount is less than zero, then set the current adjustment to the credit document adjustable amount. Set the discount to the discount available. Set the credit document balance amount to (credit document unadjusted amount – current adjustment).
If the disc param is set to “No” and the char param is set to “No”, then compute debit document unadjusted amount credit document adjustable amount.
If the disc param is set to “No” and the char param is set to “Yes”, then compute the debit document adjustable amount as [(debit document unadjusted amount + (debit document unadjusted amount * penalty * (credit document date – due date / 365)].

Recomputing adjustment amount for single currency adjustment voucher

Select one debit and credit document.
For the debit document, retrieve the discount grace date, receivable grace days, residual write off % and the residual write off amount.
Compute the actual discount date, which is the discount date + grace days. The date, which includes the extra days within which the discount can be availed.
Set the actual discount date to the due date if the actual discount date is greater than the due date.
Compute the actual due date which is due date +grace days. The date, which includes the extra days within which the payment has to be made.
If the credit document date is less than or equal to the actual discount date, then set the disc param to “Yes”.
If the credit document date is greater than the actual due date, then set the char param to “Yes”.