Creating part based debit / credit note

This page allows you to create a part based debit or credit note. Tell me more.

Select the “Create Item Based Note” link under the “Customer Debit Credit Note” business component.

The “Create Item Based Note” page appears.

Enter the following fields in the “Note Information” group box:

Note #

The unique number identifying the debit / credit note (Alphanumeric, 18). This number is generated and displayed by the system, when the “Create Note” or the “Create and Authorize 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 “Numbering Class” business component.

Note: This field must not be left blank if “Manual” is selected in the “Numbering Type” field.

Note Type

Use the drop-down list box to select the type of note you want to create from “Debit” or “Credit”. The system displays “Credit” by default on launch of the page.

Note: If “Debit” is selected in the “Note Type” field, the system will retrieve the numbering type for the login organization unit and the “Item Based Debit Note” transaction type.

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

Status	The status of the debit / credit note. It could be “Draft”, “Fresh” or “Returned”. The system updates the status when the “Create Note” or the “Create and Authorize Note” pushbutton is clicked.
	Draft – indicates a newly created debit / credit note that cannot be authorized.
	Fresh – indicates a newly created debit / credit note that can be authorized.
	Returned – indicates a debit / credit note that have been returned.

Enter the following fields:

Finance Book	Use the drop-down list box to select the code identifying the finance book in which the posting 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.
Ref Doc Type	Use the drop-down list box to select the type of reference document where the posting is to be made. The system displays the following options: Prepayment – indicates that a credit or debit note is recorded against a Prepayment Invoice. Customer Order – indicates that a credit or debit note is recorded against a Customer Order. Other – Indicates that a credit or debit note is recorded against any other document. None - Account Based – Indicates that a credit or debit note is recorded without the reference document.
Numbering Type	Use the drop-down list box to select the numbering type for the login organization unit and the “Item Based Credit Note” transaction type. 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 “Numbering Class” business component.
Note Date	The date on which the debit / credit note is created (Date Format). Mandatory. The date entered in this field must be earlier to or equal to the system date. The system date is displayed by default at the launch of the page..

Note: If “Debit” is selected in the “Note Type” field, the system will retrieve the numbering type for the login organization unit and the “Item Based Debit Note” transaction type.

Enter the following fields:

Company Address ID

The address ID of the company that is applicable for the invoice. Data entry in this field is mandatory if the login company is India.

The address ID you specify here must be defined for the finance book in the Create Finance Book activity of Organization Setup.

On launch of the page, this field displays the preferred address ID based for the finance book of the company.

Help facility available

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

Company Address

The address details for the selected address ID for the finance book. Data entry in this field is mandatory if the login company is India.

On launch of the page, this field displays the address details of the preferred address ID of the finance book.

Enter the following fields in the “Customer Information” group box:

Customer Registered At	Use the drop-down list box to select the code identifying the organization unit in which the customer has been defined. All the organization units where the Customer Component is deployed that have been mapped to the login organization unit will be available for selection in the ascending order.
Customer #	The code identifying the customer for whom the debit / credit note is being created (Alphanumeric, 18). Mandatory. The customer must have been defined in the “Create Customer” activity of the “Customer” business component and must be in the “Active” status.
	Press <Enter> key.
	The system retrieves and displays the name of the customer.
	Help facility available

Note: If “Debit” is selected in the “Note Type” field, the system retrieves the name of the customer, the currency, the pay term and the receipt method, which has been mapped to the customer.

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

Customer Name

The name identifying the customer.

Enter the following fields in the “Customer Information” group box:

Bill to Cust. #

Use the drop-down list box to specify the code that identifies the supplier for whom the invoice is created.

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

Bill To Customer Name

The name identifying the customer for whom the invoice would be created is displayed.

Enter the following fields in the “Customer Information” group box:

Bill to ID	Use the drop-down list box to specify the date on which the debit / credit note is created.
Customer Note #	The number identifying the debit / credit note issued by the customer (Alphanumeric, 18).
Customer Note Amount	The amount of the debit / credit note (Decimal). The value entered in this field must be greater than zero.

Note: This field must not be left blank if a value has been entered in the “Customer Note #” field.

Customer Note Date

The date on which the debit / credit note issued by the customer was created (Date Format). The date entered in this field must be before the date of the debit / credit note that is being created. The system date is displayed by default on launch of the page.

Note: This field must not be left blank if a value has been entered in the “Customer Note #” field.

Enter the following fields in the “Payment Information” group box:

Currency

Use the drop-down list box to select the code identifying the currency in which the debit / credit note must be created. All the currencies that have been mapped to the ““Customer Receivable accounts” defined in the “Create Receivables Account Definition” activity of the “Account Rule Definition” business component will be available for selection in the ascending order. The system displays the base currency of the company by default on launch of the page if it has been mapped to a “Customer Receivable accounts”.

Pay Term

The code identifying the pay term (Alphanumeric, 15). This pay term must have been defined in the “Create Pay Term” activity of the “Pay Term” business component and must be in “Active” status.

Help facility available

Receipt Method

Use the drop-down list box to select the receipt method. If “Credit” has been selected in the “Note Type” field then “Blank” will be displayed by default.

If “Debit” has been selected in the “Note Type” field all the receipt methods that has been defined as a quick code in the “Create Quick Code” activity of the “Quick Code Definition” business component will be available for selection in the ascending order. It could be “ESR”, “ESR+”, “LSV”, “Regular” or “Specific Bank”. The system displays “Regular” by default.

Note: The value selected must be a valid method for the customer.

Anchor Date

The date from which the payment schedule of the debit note begins (Date Format). Mandatory. If “Credit” is selected in the “Note Type” field, this field must be left blank.

Note: This field must not be left blank if “Debit” is selected in the “Note Type” field. The date entered in this field must be later than or the same as the date on which the debit / credit note is being created or the date on which the customer note was created.

Comments

Any observations regarding the payment to be received for the debit note (Alphanumeric, 255).

Auto Adjust

Use the drop-down list box to specify whether that the note is to be adjusted automatically against the reference document based on the set option ‘Basis for Auto Adjustment’ set in the “Set Finance Process Parameter” screen of the “OU Parameter Setup” business component You can select from the options ‘Yes’ or ‘No’.

Note that this combo is defaulted based on the value set for the parameter ‘Default Auto Adjust in Customer Debit Credit Note’ the in the ‘Set Finance Process Parameters’ activity under the OU Parameter Setup business component.

Draft

Check the box to save the debit / credit note in the “Draft” status. The system leaves this field unchecked by default on launch of the page.

Note: The system allows manual reversal of the adjustment voucher created from auto adjustment without affecting the note.

Note: The box must be left unchecked if you want to authorize the debit / credit note immediately on creation.

Note that Auto Adjustment happens for both Debit Note and Credit Note.

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

Exchange Rate	The exchange rate of the transaction currency with respect to the base currency of the company if they are different. “1” (one) will be displayed if the transaction currency and the base currency are the same.
Total Amount	The total amount of the debit / credit note that is calculated as the difference of the sum total of all the tax, charges and discounts. This amount will be displayed when the “Compute” pushbutton is clicked after entering the transaction amounts.

Enter the following fields in the “Search Criteria” group box to search for the documents that contain part details for which you want to create a debit / credit note:

Prepayment Invoice

Check this box if you want to retrieve all the prepayment invoices based on which the debit / credit note must be created.

Note: If this field is checked the system retrieves the prepayment invoice details of all the “Customer Order Based Invoices” and “Direct Invoices" that have been created for the specified range of sale orders.

Order Invoice

Check this box if you want to retrieve all the order based invoices based on which the debit / credit note must be created.

Note: If this field is checked the system retrieves the details of all the “Customer Order Based Invoices” that have been specified.

Direct Invoice

Check this box if you want to retrieve all the direct invoices based on which the debit / credit note must be created.

Note: If this field is checked the system retrieves the details of all the “Customer Direct Invoices” that have been specified.

Order # From

The starting number in the range of customer order numbers that you want to retrieve (Alphanumeric, 18).

Note: The sale order number entered in this field must be before the customer order number entered in the “To” field.

To	The ending number in the range of customer order numbers that you want to retrieve (Alphanumeric, 18).
Debit Note	Check this box if you want to retrieve all the debit notes based on which the credit notes must be created.

Note: If this field is checked the system retrieves the details of all the “Item Based Debit Notes” that have been specified.

Invoice / Note # From

The starting number in the range of invoice, debit / credit note numbers that you want to retrieve (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves the invoice, debit / credit note numbers that are similar to the value entered in this field.

Note: The invoice / note number entered in this field must be before the invoice / note number entered in the “To” field.

To	The ending number in the range of invoice, debit / credit note numbers that you want to retrieve (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves the invoice, debit / credit note numbers that are similar to the value entered in this field.
Credit Note	Check this box if you want to retrieve all the credit notes based on which the debit notes must be created.

Note: If this field is checked the system retrieves the details of all the “Item Based Credit Notes” specified.

Invoice / Note Date From

The starting date in the date range during which the invoice, debit / credit notes that you want to retrieve have been created (Date Format).

Note: The date entered in this field must be before the date entered in the “To” field.

To	The ending date in the date range during which the invoice, debit / credit notes that you want to retrieve have been created (Date Format).
Invoice / Note Amount From	The starting amount in the range of amounts for which the invoice, debit / credit notes have 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.

To	The ending amount in the range of amounts for which the invoice, debit / credit notes have been created (Decimal). The value entered in this field must be greater than zero.

Click the “Search” pushbutton to retrieve the part information.
Enter the following fields in the “T/C/D Information” multiline:

Default Tax Key

Use the drop-down list box to specify the default tax key. The system lists all the percentage-based “Active” tax keys for which “Statutory Tax Computation and Accounting Required” is set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component. Otherwise, the system lists all “Active” tax keys.

Note: When tax key is selected in the ‘Default Tax Key’ field and the set option ‘Application of Default Tax key in Customer Debit Credit Notes’ in the “Set Finance Process Parameters” screen of the “OU Parameter Setup” business component is set as document level, then the tax key in the Multiline should be blank and Tax should be applied at Document level in the TCD page of the Supplier Item Based Note.

Tax Exclusive

Check the box if the tax amount should be calculated based on the total debit or credit note amount. The system leaves this field checked by default, when this page appears.

The system displays the following in the T/C/D Information” multiline based on the search criteria entered:

Line #	The number identifying the line in which the tax, charge or discount is available in the newly created debit / credit note.
Document Type	The type of the document. It could be “Customer Order”, “Customer Order Based Invoice”, “Customer Direct Invoice”, “Debit Note”, “Credit Note” or "Others".
Originating Point	The code identifying the organization unit in which the invoice, debit / credit note was created.
Document #	The number identifying the invoice, debit / credit note.
Part / T / C / D #	The code identifying the part, tax, charge or discount.
Variant #	The code identifying the part, tax, charge or discount variant.

Enter the following fields in the T/C/D Information” multiline::

Quantity

The number of units of the part for which the debit / credit note is being created (Integer). The value entered in this field must be greater than zero.

Note: This field must not be left blank if “Part” is available in the “Part / TCD Type” field.

Unit Rate

The unit rate of the part / tax / charge or discount (Decimal). The value entered in this field must be greater than zero.

Note: This field must not be left blank if a value has been entered in the “Quantity” field. The system retrieves the unit rate of the tax, charge or discount for which the debit / credit note is being created.

Transaction Amount

The transaction amount (Decimal). Mandatory. The value entered in this field must be greater than zero.

Note: If this field is left blank the system calculates the transaction amount as the product of the values available in the “Quantity” and “Unit Rate” fields.

Tax Key	By default, this field displays the value chosen in the “Default tax Key” field. If you modify the value in this field, the modified tax key value will be saved. Help facility available.
Tax Key Description	The textual description of the tax key.
Remarks	Any observations pertaining to the need for creating a debit / credit note for the part, tax, charge or discount (Alphanumeric, 255).
Usage ID	The unique code for identifying the account code for the transaction. Mandatory. Smart search enabled. Help facility available.
Cost Center	The code identifying the cost center that has been mapped to the account (Alphanumeric, 10). The cost center must have been defined in the “Create Cost Center / Unit” activity of the “Cost Setup” business component. Smart search enabled.
	Help facility available.
Analysis #	The analysis code to which the account is mapped to in the “Assign Analysis Code” activity of the “Account Based Budgeting” business component (Alphanumeric, 5). Smart search enabled.
	Help facility available.
Sub Analysis #	The sub-analysis code to which the analysis code is mapped to in the “Assign Sub Analysis Code” activity of the “Account Based Budgeting” business component (Alphanumeric, 5). Smart search enabled.

The system displays the following in the T/C/D Information” multiline:

Ref Document Type	The type of reference document based on which the debit or credit note is created.
Ref. Document #	The unique code identifying the reference document.
Part / TCD Type	Indicates that it is a part, tax, charge or discount.

Note: A “Tax”, “Charge” or “Discount” must be available for every "Part” available in this field.

Part / Doc Level	Indicates whether the tax, charge or discount has been calculated at the “Item Level” or at the “Document Level”.
	Part Level – indicates that the tax, charge and discount have been calculated for the individual line in which the part is available.
	Document Level – indicates that the tax, charge and discount have been calculated for the document as a whole.
TCD on Line Part	The tax, charge or discount that has been charged at the line part level.

The system displays the following in the “Note Value Details” group box:

Value Excluding Tax	The basic amount of the invoice including the charges and excluding the discounts is displayed.
Tax	All inclusive and exclusive tax amounts are displayed. (If statutory accounting is applicable, the system does not consider the withholding taxes and zero sum game taxes).
With-holding Tax	This field is relevant if statutory tax accounting is applicable for the company. All the tax amounts with tax nature as “Withholding Taxes” are displayed.
Value Net of Tax	The system calculates the value net of tax using the following formula: (The sum of value excluding tax + Inclusive taxes payable + exclusive taxes payable - withholding taxes)

Check the box in the “Select” column of the multiline to mark items for calculating the total amount.

Note: At least one row in the multiline must be selected for calculating the total amount

Click the “Compute” pushbutton to calculate the total amount.

The system calculates and displays the total amount that is the difference of the sum total of all the transaction amounts available in the tax / charge and discount fields.

Click the “Create Note” pushbutton to create a part based debit / credit note

The system generates a unique number for the debit / credit note if “Automatic” numbering type has been opted.

Status Update

The system updates the status of the debit / credit note as “Draft” if the box beside the “Draft” field has been checked.

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

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.

TCD Details

The system calculates the TCD for the part either on the “Line Part Level” or at the “Document Level” based on the document for which the debit / credit note is being created.

Payment Schedule

The system generates a payment schedule for the “Debit Note” based on the pay term defined for the customer if ““Swiss Pay Modes Applicable” has been set to “No” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component.

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

Click the “Create and Authorize Note” pushbutton to create and authorize a part based debit / credit note

The system generates a unique number for the debit / credit note if “Automatic” numbering type has been opted.

The system adjusts the Item Based Note automatically only on authorization of the note irrespective of full adjustment or Partial adjustment.

The system allows manual reversal of the adjustment voucher created from auto adjustment without affecting the note.

Status Update

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.

TCD Details

The system calculates the TCD for the part either on the “Line Part Level” or at the “Document Level” based on the document for which the debit / credit note is being created.

Payment Schedule

The system generates a payment schedule for the “Debit Note” based on the pay term defined for the customer if ““Swiss Pay Modes Applicable” has been set to “No” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component.

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

The system displays the following:

Created By	The login ID of the user who created the part based debit / credit note.
Created Date	The date on which the part based debit / credit note was created.

To proceed, carry out the following

Select the “T/C/D” link at the bottom of the page to modify the tax, charge or discount calculated for the debit / credit note.

If Swiss pay modes are not applicable for the company, select the “Payment Schedule” link at the bottom of the page to view or modify the payment schedule.

Select the “Edit Item Based Note” link at the bottom of the page to modify the details of the newly created part based debit / credit note

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.

Creating part based debit / credit note – An overview

A part based note is created for the variance in price for the parts invoiced, for the return of sold parts, for parts lost in transit or changes in the tax, charge or discount applicable for the part. The reference of a document is mandatory for the creation of a part based debit or credit note.

You can select the type of the note that you want to create. You can enter the number identifying the note if you have opted for the “Manual” numbering type. The system generates a unique number identifying the note if you have not opted for the “Manual” numbering type. You can enter all details pertaining to the customer including the number identifying the document issued by the customer and the amount of the document. If you are creating a debit note you can enter all information pertaining to the payment of the amount.

This page also allows you to search and retrieve the reference documents based on which the debit / credit note is created. The reference document could be invoices or debit / credit notes. You can enter the quantity for which a debit / credit note must be raised. You can also enter the rate of the part to calculate the total amount for which the debit / credit note must be raised. Details of the cost center, analysis and sub analysis code can also be entered for the individual parts for the purpose of analysis. The system saves the total amount, for which the debit / credit note is created, in the transaction currency, base currency and the parallel base currency of the company.

A newly created debit / credit note is usually saved in the “Fresh” status. You can authorize a note that is in the “Fresh” status. If you want to make any changes to the debit / credit note, you can save it in the “Draft” status. This page also allows you to authorize a debit / credit note during the creation process. The status of the debit / credit note is updated to the “Authorized” status

The system also generates a default payment schedule for the newly created debit note based on the pay term defined for the customer. The tax, charge and discount applicable for the part is also calculated. If VAT is applicable the system calculates VAT for the debit / credit note.

Prerequisite

Mandatory

“Finance Book” must have been defined in the “Organization Setup” business component.
Numbering Type” must have been defined in the “ Numbering Class” business component.
“Customer #” must have been defined in the “Customer” business component.
“Pay Term” must have been defined in the “Pay Term” business component.
“Exchange Rate” must have been defined in the “Exchange Rate” business component.
“Receipt Method” must have been defined in the “Bank / Cash Definition” business component.
“Account #” must have been defined in the “Accounting Setup” business component.
“Account #” must have been defined as an customer receivable account in the “Account Rule Definition” business component. “Currencies” must have also been mapped to the customer receivable accounts.
“TCD” must have been defined in the “Taxes / Charges / Discount” business component.
At least one “Customer Order”, “Order Based Invoice”, “Prepayment Invoice”, “Debit Note”, “Credit Note”, “Transfer Debit Note” or “Transfer Credit Note” must be available in “Authorized” status, based on which the “Debit / Credit Note” must be created.
“Set Function Defaults” activity available in this business component must be completed.

Optional

“Swiss Pay Modes Applicable” must be set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component to accept electronic payments.
“Analysis / Sub-analysis Codes Applicable” must be set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component to use the analysis and sub-analysis code.
“Analysis #” must have been mapped to the account code in the “Assign Analysis Code” activity of the “Account Based Budgeting” business component.
“Sub-Analysis #” must have been mapped to the analysis codes in the “Assign Sub- Analysis Code” activity of the “Account Based Budgeting”.
“Cost Center Applicable” must be set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component to use the cost center.
“Cost Center” must have been defined in the “Create Cost Center / Unit” activity of the “Cost Setup” business component.
“VAT Applicable” must be set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component if VAT is applicable for the country.
“VAT Category” and “VAT Class” must have been defined in the “Create VAT Core Category” activity of the “VAT Setup” business component.

What you can do in this page

Save in “Draft” status

Calculate the total amount

Save in “Draft” status

You can save a part based debit / credit note in the “Draft” status is you want to add some more information. You cannot authorize a debit / credit note in this status.

Check the box beside the “Draft” field to save the debit / credit note in the “Draft” status.

Calculate the total amount

You can calculate the sum total amount for which the debit / credit note is created.

Modify the amount in the “Transaction Amount” field.

Click the “Compute” pushbutton.

The system calculates and displays the sum total of the transaction amount in the “Total Amount” field.