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This page allows you to authorize an part based debit / credit note. Tell me more.
Select the “Item Based Note” link at the bottom of the “Select Debit / Credit Note” page.
The “Authorize Item Based Note” page appears.
The system displays the following in the “Note Information” group box:
Note # |
The number identifying the part based debit / credit note. |
Note Type |
The type of the note. It could be “Debit” or “Credit”. |
Status |
The status of the debit / credit note. It could be “Draft” or “Fresh”. |
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Ref. Doc. Type |
The type of the reference document based on which the note was created. |
Modify the following fields if required in the “Note Information” group box:
Note Date |
The date on which the debit / credit note is created (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:
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. |
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 at the launch of the page. |
Note: This field must not be left blank if a value has been entered in the “Customer Note #” field.
Modify the following field if required 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. |
Note: The currency in which the account based note is created must be the same as that of the reference document.
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 field if required in the “Payment Information” group box:
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 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. |
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Anchor Date |
The date from which the liability of the debit note is calculated (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.
The system displays the following field in the “Payment Information” group box:
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. |
Modify the following field if required in the “Payment Information” group box:
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. |
Note: The system allows manual reversal of the adjustment voucher created from auto adjustment without affecting the note.
The system displays the following in the “Part Information” multiline:
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”, “Customer Item based Debit Note”, “Customer 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. |
Help facility available |
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Part / T / C / D # |
The code identifying the part, tax, charge or discount. |
Variant # |
The code identifying the part, tax, charge or discount variant. |
Modify the following fields if required in the “Part 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.
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. 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. |
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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 |
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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. |
The system displays the following in the “Part Information” multiline:
Ref. Document Type |
The type of reference document based on which the debit or credit note was created. |
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 “Part Level” or at the “Document Level”. |
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TCD on Line Part |
The tax, charge or discount that has been charged at the line part level. |
Check the box in the multiline to mark parts 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 “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.
Click the “Edit Note” pushbutton to save the modifications made to the debit / credit note.
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 “Last Modified By” and the “Last Modified Date” fields.
Click the “Authorize Note” pushbutton to authorize the debit / credit note.
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.
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 “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 part based debit / credit note. |
Created Date |
The date on which the part based debit / credit note was created. |
Last Modified By |
The login ID of the user who last modified the part based debit / credit note. |
Last Modified Date |
The date on which the part based debit / credit note was last modified. |
To proceed, carry out the following
Select the “T/C/D” link at the bottom of the page modify the taxes, charges or discount details.
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 default 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 part 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 system generates a new payment schedule based on the modifications made. TCD and VAT are also calculated again based on the modifications made.
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. TCD and VAT are also calculated again 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.
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”.
