Selecting debit / credit notes for authorization

This page allows you to search and select a debit / credit note that you want to authorize. Tell me more.

Select the “Authorize Debit Credit Note” link under the “Customer Debit Credit Note” business component.

The “Select Debit / Credit Note” page appears.

Enter the following fields if you are aware of the debit / credit note that you want to authorize:

Note #	The number identifying the debit / credit note that you want to authorize (Alphanumeric, 18).
Note Type	Use the drop-down list box to select the type of note that you want to authorize. You can select from “Debit” or “Credit”. The system displays “Credit” by default on launch of the page.

Select the “Account Based Note” link at the bottom of the page to authorize the account based debit / credit note.
Select the “Item Based Note” link at the bottom of the page to authorize the part based debit / credit note.
Select the “Accounting Information” link at the bottom of the page to view the account posting information.
Enter the following fields in the “Search Criteria” group box to search for the debit / credit note that you want to authorize. Data entry in the following fields is optional.

Note Type	Use the drop-down list box to select the type of note that you want to retrieve for authorization. You can select from “Debit” or “Credit”. The system displays “Credit” by default on launch of the page.
Note Category	Use the drop-down list box to select the category to which the note that you want to retrieve belongs. You can select from “Account Based” or “Item Based”. The system displays “Account Based” by default on launch of the page.
Ref. Doc. Type	Use the drop-down list box to select the type of reference document in which the debit or credit note that you want to authorize has been created. The system displays the following options: Prepayment Invoice – indicates a credit or debit note is recorded against a Prepayment Invoice. Customer Order – indicates a credit or debit note is recorded against a Customer Order. Other – indicates 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. The system displays "Others" by default.
Note # From	The starting number in the range of numbers identifying the debit / credit note that you want to retrieve for authorization (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves all the note numbers that are similar to the value entered here.

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

To	The ending number in the range of numbers identifying the debit / credit note that you want to retrieve for authorization (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves all the note numbers that are similar to the value entered here.
Currency	Use the drop-down list box to select the code identifying the currency in which the debit / credit note that you want to authorize has been 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”.
Note Date From	The starting date in the date range during which the debit / credit note that you want to retrieve for authorization has been created (Date Format). 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.

To	The ending date in the date range during which the debit / credit note that you want to retrieve for authorization has been created (Date Format). The system date is displayed by default on launch of the page.
Finance Book	Use the drop-down list box to select the code identifying the finance book in which the details of the note that you want to retrieve for authorization is available. 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.
Note Amount From	The starting amount in the range of amounts for which the debit / credit note that you want to retrieve has been raised for (Decimal). The value entered in this field must be greater than zero.

Note: The amount entered in this field must be lesser than the value entered in the “To” field.

To	The ending amount in the range of amounts for which the debit / credit note that you want to retrieve has been raised for (Decimal). The value entered in this field must be greater than zero.
Customer Registered At	Use the drop-down list box to select the code identifying the organization unit in which the customer for whom the debit / credit note that you want to retrieve for authorization has been defined. All the organization units that have been mapped to the login organization unit will be available for selection in the ascending order.
Customer From	The starting code in the range of codes identifying the customer for whom the debit / credit note that you want to retrieve has been created (Alphanumeric, 18).
To	The ending code in the range of codes identifying the customer for whom the debit / credit note that you want to retrieve has been created (Alphanumeric, 18).
User ID	The login ID of the user who has created the debit / credit note (Alphanumeric, 15).

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 debit / credit notes that are in the “Fresh” status.

Note Type	The type of the note. It could be “Debit” or “Credit”.
Note Category	The category to which the note belongs. It could be “Account Based” or Item Based”.
Ref. Document Type	The type of reference document based on which the note was created.
Note #	The number identifying the debit / credit note.
Note Date	The date on which the note was created.
Note Amount	The amount for which the note was created.
Currency	The code identifying currency in which the debit / credit note has been created.
Customer	The code identifying the customer.
Finance Book	The code identifying the finance book in which the details are available.

Check the box in the “Select” column of the multiline to mark a debit / credit note that you want to authorize.
Click the “Authorize Note” pushbutton to authorize the debit / credit notes.

The system updates the status of all the selected notes as “Authorized”.

To proceed, carry out the following

Select the “Account Based Note” link at the bottom of the page to authorize the account based debit / credit note.
Select the “Item Based Note” link at the bottom of the page to authorize the part based debit / credit note.
Select the “Accounting Information” link at the bottom of the page to view the account posting information.

Selecting debit / credit notes for authorization – An overview

If you know the number identifying the debit / credit note you can enter it directly. Otherwise, you can carry out a search by specifying the type and category to which the debit / credit note belongs. You can search by specifying a range of note numbers, dates and amounts for which the note that you want to retrieve has been created. You can also search by specifying the status of the note. The system retrieves all the debit / credit notes based on the search criteria entered.

This page also allows you to authorize multiple debit / credit notes. You can authorize a debit / credit note that is in the “Fresh” status. The system updates the status of the individual notes after authorization as “Authorized”. The system stores the login ID of the user and the system date along with the modified details.