Selecting debit / credit documents for manual adjustment
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This page allows you to select debit / credit documents against which the debit / credit notes must be adjusted. Tell me more.
Select the “Adjustment” link at the bottom of the “Create Account Based Note” page or the "Create Item Based Note" page.
The “Adjustment” page appears.
The system displays the following:
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Note Type |
The type of the note that is to be adjusted. It could be “Debit” or “Credit”. |
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Note # |
The number identifying the debit / credit note. |
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Status |
The status of the note. It could be “Draft” or “Fresh”. The system updates the status when the “Create Note” or the “Create and Authorize Note” pushbutton is clicked. |
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Enter the following fields in the “Search Criteria” group box to search for the document against which the debit / credit note must be adjusted:
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Debit Note |
Check the box if you want retrieve debit notes for adjustment against the credit note. |
Note: If this field is checked the system retrieves both the account based and the part based debit notes for adjustment.
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Prepayment Invoice |
Check the box if you want to retrieve prepayment invoices for adjustment against the credit note. |
Note: If this field is checked the system retrieves all the prepayment invoices and the customer receipts for adjustment.
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Credit Note |
Check the box if you want to retrieve credit notes for adjustment against the debit note. |
Note: If this field is checked the system retrieves both the account based and the part based credit notes for adjustment.
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Direct Invoice |
Check the box if you want to retrieve direct invoices for adjustment against the debit / credit note. |
Note: If this field is checked the system retrieves all the direct invoices that have been raised on the customer for adjustment.
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Order Invoice |
Check the box if you want to retrieve order based invoices for adjustment against the debit / credit note. |
Note: If this field is checked the system retrieves all the order based invoices that have been raised on the customer for adjustment.
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Finance Book |
Use the drop-down list box to select the code identifying the finance book in which the adjustment is to be made. All the finance books that have been deployed in the login organization unit will be available for selection in the ascending order if postings can be made in multiple finance books. If postings must be made in a single finance book, the book that has been set as default will be displayed. |
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Invoice / Note # From |
The starting number in the range of numbers identifying either the “Prepayment Invoice”, “Direct Invoice”, “Order Invoice”, “Debit Note” or the “Credit Note” that you want to retrieve (Alphanumeric, 18). You can enter the number in full or specify it using the “*” character. The system retrieves invoices or the notes that have numbers similar to the value entered here. |
Note: The value entered in this field must be before the value entered in the “To” field.
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To |
The ending number in the range of numbers identifying either the “Prepayment Invoice”, “Direct Invoice”, “Order Invoice”, “Debit Note” or the “Credit Note” that you want to retrieve (Alphanumeric, 18). You can enter the number in full or specify it using the “*” character. The system retrieves invoices or the notes that have numbers similar to the value entered here. |
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Originating Point |
Use the drop-down list box to select the code identifying the organization unit in which the “Prepayment Invoice”, “Direct Invoice”, “Order Invoice” or “Debit / Credit Note” that you want to retrieve has been created. All the organization units that have been mapped to the login organization unit will be available for selection in the ascending order. |
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Invoice / Note Date From |
The starting date in the date range during which the invoices or the notes that you want to retrieve for adjustment has been created (Date Format). The date entered in this field must be before the date on which the note that you want to adjust has been created. The system date is displayed by default on launch of the page. |
Note: The date entered in this field must be before the date entered in the “To” field.
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To |
The ending date in the date range during which the invoices or the notes that you want to retrieve for adjustment has been created (Date Format). The date entered in this field must be before the date on which the note that you want to adjust has been created. The system date is displayed by default on launch of the page. |
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Invoice / Note Amount From |
The starting amount in the range of amounts for which the invoices or the notes that you want to retrieve for adjustment has been created (Decimal). The value entered in this field must be greater than zero. |
Note: The amount entered in this field must be lesser than the amount entered in the “To” field.
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To |
The ending amount in the range of amounts for which the invoices or the notes that you want to retrieve for adjustment has been created (Decimal). The value entered in this field must be greater than zero. |
Click the “Search” pushbutton to retrieve the search results.
The system displays the following in the “Search Results” multiline based on the search criteria entered:
Note: The system retrieves all the documents if the outstanding of the customer is greater than zero.
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Document Type |
The type of the document against which the debit / credit note is to be adjusted. |
Note: If the type of the note that you want to adjust is “Debit” then you can select a “Customer Prepayment Invoice”, “Customer Receipts”, “Customer Item based Credit Note” or a “Customer Account based Credit Note” document for adjustment. If the type of the note that you want to adjust is “Credit” then you can select a “Customer Based Item Credit Note”, “Customer Account Based Credit Note” or a “Customer Receipt”.
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Document # |
The number identifying the document. |
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Document Date |
The date on which the document was created. |
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Current Outstanding |
The outstanding amount as on date of the customer. |
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Finance Book |
The code identifying the finance book in which the details of the document is available. |
Check the box in the “Select” column of the multiline to mark documents against which the debit / credit note must be adjusted.
Click the “Save” pushbutton to save the adjustment details.
The system saves the details of the selected debit / credit documents against which the debit / credit note must be adjusted after authorization.
Click the “Save and Authorize” pushbutton to save the adjustment details and authorize the debit / credit note.
The system saves the details of the selected debit / credit documents against which the debit / credit note must be adjusted.
Status Updation
The system updates the status of the debit / credit note as “Authorized”.
Financial posting details
The system saves the sum total amount in the base currency and the parallel base currency of the company.
The system saves the transaction amount in the account currency and debits the individual customer receivable account if a “Debit Note” is being created. The transaction amount is also saved in the base currency and the parallel base currency of the company.
The system saves the transaction amount in the account currency and credits the individual customer receivable account if a “Credit Note” is being created. The transaction amount is also saved in the base currency and the parallel base currency of the company.
The system debits or credits the transaction amount in the respective account code entered in the “Account #” field. The system also saves the transaction amount in the base currency and the parallel base currency of the company and the details of the finance book in which the postings must be made.
Payment Schedule
The system generates a payment schedule for a debit note based on the pay term defined for the customer.
To proceed, carry out the following
Select the “Note Summary” link at the bottom of the page to view the summary of a debit / credit note.
Select the “Accounting Information” link at the bottom of the page to view the account posting information.
Selecting debit / credit documents for manual adjustment – An overview
The credit documents could be prepayment invoices, order based invoices, direct invoices, advance receipts or credit notes and the debit document could be a debit note. You can retrieve the account based debit / credit notes for adjustments. The documents that are selected for adjustment will be adjusted after the debit / credit note is authorized.
This page allows you to carry out a search to retrieve the debit / credit documents against which the debit / credit note must be adjusted. You can search by specifying a range of numbers identifying the invoice / notes that you want to retrieve and the date range during which the invoice / notes were created. You can also search by selecting the finance book in which the adjustment must be made. The system retrieves the debit / credit documents based on the search criteria entered. The system saves the adjustment details along with the debit / credit note. The system also generates a payment schedule if a debit note is created. This payment schedule can be modified if required.
This page also allows you to authorize the debit / credit note. The status of the debit / credit note is updated as “Authorized”. The payment schedule that has been generated for the debit note cannot be modified any longer.
You can retrieve debit notes that can be adjusted against the newly created credit note.
Check the box available beside the “Debit Note” field to retrieve only debit notes.
The system retrieves the account based debit notes that have been raised on the customer for adjustments.
You can retrieve prepayment invoices that can be adjusted against the newly created debit / credit note. Along with the prepayment invoice the system will also retrieve all the “Advance receipts” that have been created for the customer in the “Customer Receipts” business component.
Check the box available beside the “Prepayment Invoice” field to retrieve the prepayment invoices and the advance receipt.
You can retrieve credit notes that can be adjusted against the newly created debit note.
Check the box available beside the “Credit Note” field to retrieve only credit notes.
The system retrieves the account based credit notes that have been raised on the customer for adjustments.
You can retrieve the order based invoices that can be adjusted against the newly created debit / credit note.
Check the box available beside the “Order Based Invoice” field to retrieve only order based invoices.
You can retrieve direct invoices that can be adjusted against the newly created debit / credit note.
Check the box available beside the “Direct Invoice” field to retrieve only direct invoices.
You can save the details of the debit / credit documents that have been selected to adjust the newly created debit / credit note. The adjustment is made after the debit / credit note has been authorized.
Click the “Save” pushbutton to save the adjustment details.
The system generates a default payment schedule based on the pay term defined for the customer if a debit note is being created.
You can authorize the debit / credit note while saving the adjustment details.
Click the “Save and Authorize” pushbutton to save the adjustment details and authorize the debit / credit note.
The system saves the adjustment details and updates the status of the debit / credit note as “Authorized”. If a debit note is being created the system generates a default payment schedule based on the pay term defined for the customer.