Authorizing account based notes
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This page allows you to authorize an account based debit / credit note. Tell me more.
Select the “Account Based Note” link at the bottom of the “Select Debit / Credit Note” page.
The “Authorize Account Based Notes” page appears.
The system displays the following in the “Note Information” group box:
Note # |
The number identifying the debit / credit note. |
Note Type |
The type of the note that is to be adjusted. It could be “Debit” or “Credit”. |
Status |
The status of the note. It could be “Fresh”, “Authorized” or “Returned”. |
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Modify the following fields if required in the “Note Information” group box:
Note Date |
The date of the debit / credit note (Date Format). Mandatory. The date entered in this field must be before or the same as the system date and must be a valid date in an “Open” financial year. |
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. |
The system displays the following in the “Customer Information” group box before authorization:
Customer Registered At |
The code identifying the organization unit in which the customer has been defined. |
Customer Name |
The name identifying the customer. |
Customer # |
The code identifying the customer. |
Modify the following fields if required in the “Customer Information” group box:
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. |
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 debit / credit note date that is being created. |
Modify the following fields if required in the “Payment Information” group box before authorization:
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. |
Note: If the account currency is not the same as the base currency of the company, then the currency selected here must be the same as the account currency.
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. |
Modify the following fields if required in the “Payment Information” group box before authorization:
Pay Term |
The code identifying the pay term (Alphanumeric, 15). Mandatory. 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 |
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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. |
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 #” activity of the “Quick # Definition” business component will be available for selection in the ascending order. The system displays "Regular" by default. |
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Anchor Date |
The date from which the liability of the debit note is calculated (Date Format). Mandatory. |
The system displays the following in the “Payment Information” group box:
Total Amount |
The total amount of the debit / credit note which is calculated as the difference of the sum total of all the amounts that have to be debited or credited in the various accounts. The modified amount will be displayed when the “Compute” pushbutton is clicked after modifying the transaction amounts for the various account codes. |
Modify the following fields if required in the “Payment Information” group box before authorization:
Comments |
Any observations regarding the payment to be received for the debit note (Alphanumeric, 255). |
Zoom facility available |
Modify the following fields if required in the “Document Information” multiline before authorization:
Account # |
The code identifying the amount in which the transaction amount must be debited or credited (Alphanumeric, 32). Mandatory. The account code must have been defined in the “Create Operative Chart of Account” activity of the “Accounting Setup” business component and must have been defined as a customer receivables account in the “Create Receivables Account Definition” activity of the “Account Rule Definition” business component |
Help facility available |
Note: The account code entered here must not belong to the group “Capital” and must not be of the nature control account type or auto posting account type.
Dr / Cr |
Use the drop-down list box to set whether you want to debit or credit the transaction amount in the account code. You can select from “Dr” (Debit) or “Cr” (Credit). |
Transaction Amount |
The transaction amount (Decimal). Mandatory. The amount entered in this field must be greater than zero. |
Remarks |
Any observations regarding the need for the debit or credit of the amount (Alphanumeric, 255). |
Ref Doc Type |
Use the drop-down list box to select the type of reference document based on which the debit / credit note is being created. You can select from “Order Based Invoice”, “Prepayment Invoice”, “Debit Note”, “Credit Note”, “Transfer Debit Note” and “Transfer Credit Note”. |
Originating Point |
Use the drop-down list box to select the code identifying the organization unit in which the “Customer Direct Invoice”, “Customer Order Based Invoice”, “Customer Debit / Credit Note”, “Customer Prepayment Invoice” and “Customer Balance Transfer” business components are available. All the organization units that have been mapped to the login organization unit and in which the above-mentioned business components have been deployed will be available for selection in the ascending order.7 |
Ref. Doc # |
The number identifying the reference document (Alphanumeric, 18). |
The system displays the following in the “Document Information” multiline:
Reference Doc Date |
The date on which the reference document was created. |
Ref Document Amount |
The amount of the reference document. |
Modify the following fields if required in the “Document Information” multiline before authorization:
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 |
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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 |
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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. |
Expense Classification |
The user defined classification of the expense / income accounted by the debit / credit note. Help facility available |
Check the box in the multiline to mark account codes for calculating the total amount.
Click the “Compute” pushbutton to calculate the total amount.
The system calculates the total amount, which is the difference of the sum total of all the amounts that have to be debited or credit in the various accounts.
Click the “Edit Note” pushbutton to save the modifications made.
Status Update
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. The transaction amount is also saved in the base currency and the parallel base currency of the company.
The system also updates the login ID of the user and the system date in the “Last Modified By” and the “Last Modified Date” fields.
Click the “Authorize Note” pushbutton to authorize the selected debit / credit 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. The transaction amount is also saved in the base currency and the parallel base currency of the company.
Payment Schedule
The system generates a payment schedule based on the pay term defined for the customer.
The system also updates the login ID of the user and the system date in the “Last Modified By” and the “Last Modified Date” fields.
Click the “Return Note” pushbutton to return the debit / credit note for modification.
Status Update
The system updates the status of the debit / credit note as “Returned”.
The system also 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 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 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
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 “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.
Select the “Attach Notes” link at the bottom of the page to add observations or comments regarding the debit / credit note.
Authorizing account based notes – An overview
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You can authorize a debit / credit note that is in the “Fresh” status. During the process of authorization, you can also modify the details of the note. The status of the note after authorization is updated as “Authorized”. You cannot modify a note after authorization. The generated payment schedule cannot be modified.
This page also allows you to modify the details of an account based debit / credit note. You can modify the details of a debit / credit note that is in the “Fresh” status. The system retains the “Fresh” status of the note after saving the modifications made. The system generates a new payment schedule based on the modifications made.
This page also allows you to return a debit / credit note to the user who has created it for modification. You can return a debit / credit note that is in the “Fresh” status. A debit / credit note is usually returned to the user who created it if the user who is authorizing it is unable to handle the modifications that are required. The system updates the status of the debit / credit note as “Returned”. The system stores the login ID of the user and the system date along with the modified details.
Set whether to debit / credit transaction amount
Select the type of reference document
Set whether to debit / credit transaction amount
You can debit / credit the transaction amount for an account code based on whether it is a debit note or a credit note.
Set the “Dr / Cr” field to “Dr” if you want to debit the transaction amount.
Set the “Dr / Cr” field to “Cr” if you want to credit the transaction amount.
Select the type of reference document
You can modify the type of reference document based on which the debit / credit note has been created.
Set the “Ref Document Type’ field to “Order Based Invoice” if you want the debit / credit note to be based on an order based invoice.
Set the “Ref Document Type” field to “Prepayment Invoice” if you want the debit / credit note to be based on a prepayment invoice.
Set the “Ref Document Type” field to “Debit Note” if you want the debit / credit note to be based on a debit note.
Set the “Ref Document Type” field to “Credit Note” if you want the debit / credit note to be based on a credit note.7
Set the “Ref Document Type” field to “Transfer Debit Note” if you want the debit / credit note to be based on a transfer debit note.
Set the “Ref Document Type” field to “Transfer Credit Note” if you want the debit / credit note to be based on a transfer credit note.
You can calculate the sum total amount of the debit / credit note based on the modifications made.
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.
You can authorize a debit / credit note that is in the “Fresh” status. You can also modify the details of the note during the process of authorization.
Click the “Authorize Note” pushbutton to authorize the debit / credit note.
The system updates the status of the debit / credit note as “Authorized”.
You can return a debit / credit note that is to be authorized if you are unable to handle the modifications that are required. You can return a debit / credit note that is in the “Fresh” status.
Click the “Return Note” pushbutton to return the debit / credit note.
The system returns the debit / credit note to the user who has created it and updates the status of the debit / credit note as “Returned”.
