|
|
|
This page allows you to modify the details of 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 “Edit 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”. |
|
|
|
|
Ref. Doc. Type |
The type of the reference document where the posting is made. It could be “Prepayment”, “Customer Order”, “Others” or “None-Account Based”. |
Company Address ID |
The address ID of the company that is applicable for the invoice. Data entry in this field 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 “Customer 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. |
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 # |
The code identifying the customer. |
Customer Name |
The name identifying the customer. |
Customer Registered At |
The code identifying the organization unit in which the customer has been defined. |
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 on 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 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 |
|
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”, “LSV+”, “Regular” or “Specific Bank”. The system displays “Regular” by default. |
|
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 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 fields if required in the “Payment Information” group box:
Usage ID |
A code identifying the usage that has been mapped to the account code in the “Account Rule Definition” business component (Alphanumeric, 20). S Help facility available |
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 that the system allows manual reversal of the adjustment voucher created from auto adjustment without affecting the note. |
Draft |
Check the box to save the debit / credit note in the “Draft” status. |
Note: The box must be left unchecked if you want to authorize the debit / credit note immediately on creation.
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” or “Customer Credit Note”. |
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 |
Modify the following fields if required in the “Item Information” multiline:
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. |
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). |
Help facility available. Smart search enabled. |
|
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 “Item Information” multiline:
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.
Ref. Document Type |
The type of the reference document where the posting is made. It could be “Prepayment”, “Customer Order”, “Others” or “None-Account Based”. |
Part / Doc Level |
Indicates whether the tax, charge or discount has been calculated at the “Part Level” or at the “Document Level”. |
|
|
|
|
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 “Edit Note” pushbutton to save the modifications made.
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.
Tax Details
The system calculates the tax automatically and updates the status to "Fresh".If the tax calculation is incomplete then the status is "Draft".
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.
Payment Information
The system generates a payment schedule for the “Debit Note” based on the pay term defined for the customer and saves the bank details for electronic payment if ““Pay Modes Applicable” has been set to “Yes” in the “Set Common Parameters” activity of the “Installation 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 “Edit and Authorize Note” pushbutton to save the modifications made 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 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.
Tax Details
The system calculates the tax automatically and updates the status to "Fresh".If the tax calculation is incomplete then the status is "Draft".
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.
Payment Information
The system generates a payment schedule for the “Debit Note” based on the pay term defined for the customer and saves the bank details for electronic payment if ““Pay Modes Applicable” has been set to “Yes” in the “Set Common Parameters” activity of the “Installation 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.
Note: You can delete a debit / credit note that is in the “Draft” or “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”.
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 to modify the taxes, charges and 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 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 part based notes – An overview
|
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. The system also calculates the TCD and VAT 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.
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.
You can calculate the sum total amount for which the debit / credit note is created after the modifications have been 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 the part based 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 part based 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”.
