Modifying the single currency adjustment voucher

This page allows you to modify the single currency adjustment voucher selected. Tell me more.

• Select the “Edit Voucher ML” link provided in the “Select Single Currency Adjustment Voucher” page.

The “Edit Single Currency Adjustment Voucher” page appears.

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

• Modify the following fields if required:

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

• Modify the following fields if required:

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

Note: 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”, or “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.

The system displays the following fields:

• Modify the following field if required:

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.  The system displays this field on proposing the adjustments.

The system displays the following fields:

Note: The document currency and the currency in the customer information must be the same.

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

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

Note: 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.

The system displays the following fields:

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

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. The system retrieves the unadjusted amount for the debit document from the “Customer Inquiry” 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.

Note: The customer information currency and the debit document currency must be the same.

• Modify the following fields if required:

Note: 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.

Note: 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”.

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:

• Modify the following fields if required:

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.

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

The system computes the adjustments details.

The system displays the following fields in the “Adjustment Summary In Credit Doc. Currency” group box:

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

• Click the “Edit Voucher” pushbutton to modify the changes the made.

The system stores the vouchers in “Fresh” status. The system updates the login ID of the user to the “Last Modified By” and the system date to the “Last Modified Date” field. The system also displays the creation history of the voucher.

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:

• Click the “Edit And Authorize Voucher” pushbutton to create and authorize the adjustment voucher.

The system creates the voucher and updates the status to “Authorized”.

• Click the “Delete Voucher” pushbutton to delete the vouchers, which are in “Fresh” or “Returned” status.

The system updates the status of the vouchers to “Deleted”.

The system displays the following fields:

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.

Modifying the single currency adjustment voucher – An overview

You can also authorize the vouchers after modification. This page also allows you to delete the vouchers. Only the vouchers, which are in “Fresh” or “Returned” status, can be authorized or deleted. 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 new credit document currency must belong to the modified finance book and should be of same currency as that of the “Currency” field in the header. The debit document selected should also be of the same currency and can belong to any finance book.

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 stores the status of the voucher as “Fresh” after modification. The system updates the status to “Authorized” after authorization. The system updates the status of the voucher to “Deleted” after deleting 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 single currency adjustment voucher.

What you can do in this page

Adjustment based on the customer hierarchy

Adjusting the document based on the sequence specified

Proposing adjustment amount

Computing adjustment amount

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 “Modify Voucher” pushbutton to create the adjustment voucher.

• Click the “Edit And Authorize Voucher” pushbutton to modify and the authorize the adjustment 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.

Proposing adjustment amount

• Select one debit and a credit document.

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

• 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 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)].

Computing adjustment amount

• Select one debit and credit document.

• Click the “Compute Adjustment” pushbutton to compute adjustment.

• 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”.