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This page allows you to modify the details of 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 “Edit Account Based Note” 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 “Draft”, “Fresh” 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:
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:
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:
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 Code” activity of the “Quick Code Definition” business component will be available for selection in the ascending order. It could be “Regular” or “Specific Bank”. |
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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:
Comments |
Any observations regarding the payment to be received for the debit note (Alphanumeric, 255). |
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 box must be left unchecked if you want to authorize the debit / credit note immediately after modification.
Modify the following fields if required in the “Document Information” multiline:
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. |
Ref Doc # |
The number identifying the reference document (Alphanumeric, 18). |
Help facility available |
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:
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. By default the system displays the last saved value. 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 “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. 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 “Edit and Authorize Note” pushbutton to save the modifications and authorize the 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 “Delete Note” pushbutton to delete the note.
The system deletes the note and updates the status of the note as “Deleted”.
The system updates the login ID of the user and the system date in the “Last Modified By” and the “Last Modified Dates” field.
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.
Modifying account based notes – An overview
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You can modify the details of a debit / credit note that is in the “Draft”, “Fresh” or “Returned” status. You can modify the details of the note received from the customer based on which the debit / credit note is created. You can also modify the payment information details of the debit / credit note. You can save the debit / credit note in the “Draft” status if you want to modify the details. You can also modify the document information details. You can calculate the total of the debit / credit note after the modifications. The system generates a payment schedule based on the modifications made.
This page allows you to authorize a debit / credit note. You can authorize a note that is in the “Fresh” status. The status of the debit / credit 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 delete a debit / credit note. You can delete a note that is in the “Draft” or “Fresh” status. The status of the note after deletion is updated as “Deleted”. 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
You can save a 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.
Set whether to debit / credit transaction amount
You can debit / credit the transaction amount for an account code based on whether you want to create 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 select the type of reference document based on which the debit / credit note is being created.
Set the “Ref Document Type’ field to “Order Based Invoice” if you want to create a debit / credit note based on an order based invoice.
Set the “Ref Document Type” field to “Prepayment Invoice” if you want to create a debit / credit note based on a prepayment invoice.
Set the “Ref Document Type” field to “Debit Note” if you want to create a debit / credit note based on a debit note.
Set the “Ref Document Type” field to “Credit Note” if you want to create a debit / credit note based on a credit note.
You can calculate the sum total amount for which the debit / credit note is created.
Enter 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 the debit / credit note while saving the modifications made. You can authorize a debit / credit note that is in the “Fresh” status.
Click the “Edit and Authorize Note” pushbutton to save the modifications made and authorize the debit / credit note.
The system updates the status of the debit / credit note as “Authorized”.
You can delete the debit / credit note that is not required. You can delete a debit / credit note that is in the “Draft” or the “Fresh” status.
Click the “Delete Note” pushbutton to delete the debit / credit note.
The system updates the status of the debit / credit note as “Deleted”.
