Creating multi currency adjustment voucher

This page allows you to create the multi currency adjustment voucher. Tell me more

Select the “Create Multi Currency Adjustment” link under the “Supplier Balance Adjustment” business component.

The “Create Multi Currency Adjustment” page appears.

Enter the following fields in the “Voucher Information” group box:

Voucher #

A unique number identifying the supplier adjustment voucher (Alphanumeric, 18). This number will be automatically generated if the “Numbering Type” is not set to “Manual”. The number is displayed with the corresponding prefix and suffix of the numbering type selected in the “Numbering Type” field. The number is incremented from the last number available in the “Document Numbering Class” business component.

The system displays the following:

Status	The status of the supplier balance adjustment voucher. The various statuses for the supplier adjustment voucher are
	Fresh – The adjustment voucher at the time of creation is in “Fresh” status. The adjustment vouchers are created in the “Fresh” status on clicking the “Create Voucher” pushbutton.
	Deleted – The adjustments when deleted is in “Deleted” status. The adjustment vouchers are deleted in the “Edit Multi Currency Adjustment”.
	Authorized – The adjustment voucher after authorization is in “Authorized” status. The authorized adjustments cannot be modified or deleted. The adjustments are authorized in the “Authorize Adjustment Voucher” activity. The vouchers are authorized by clicking the "Create And Authorize" pushbutton.
	Reversed – The authorized adjustment voucher when reversed is in the “Reversed” status. The voucher can be reversed in the “Reverse Adjustment” activity.
	Returned – When the adjustment voucher is rejected, then the voucher is in “Returned” status. The vouchers can be returned in the “Authorize Adjustment Voucher” activity.

Enter the following fields:

Voucher Date	The date on which the supplier adjustment vouchers are to be created (Date Format). Mandatory. The voucher date must be equal to or earlier than the system date. The system displays the system date by default.
Finance Book	Use the drop-down list box to select the code identifying the finance book in which the adjustments must be posted. The finance books must be defined in the “Create Finance Book” activity of the “Organization Set Up” business component. All the finance books mapped to the login organization unit will be available for selection in the ascending order.

Note: The default finance book selected in the “Set Function Defaults” page will be displayed if the “Allow Multiple Finance Book Postings” field is set to “No”.

Numbering Type

Use the drop-down list box to select the numbering type for the login organization unit and the “Supplier Balance Adjustment” transaction type. The numbering types must have already been defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component and must be in “Active” status. The system displays the numbering type set as default for the transaction in the “Document Numbering Class” business component.

Enter the following fields in the “Supplier Information” group box:

Supplier Code	The code identifying the supplier (Alphanumeric, 18). The supplier must be defined in the “Create Supplier” activity of “Supplier” business component.
	Press <Enter> Key.
	The system displays the supplier details based on the supplier code entered.
	Help facility available.
Supplier Name	The name of the supplier.
Debit Document Currency	Use the drop-down list box to select the transaction currency of the debit document, which is mapped to the login organization unit. The currency must be defined in the “Create Currency and Country” activity of the “Organization Set Up” business component. The system defaults the base currency by default if the base currency is loaded in the drop-down list box.

Note: The currency entered in the “Debit Document Currency” field is retrieved in the debit document multiline.

Adjustment Sequence	Use the drop-down list box to select the sequence in which the vouchers have to be adjusted. The options available are
	FIFO – First in first out. Indicates that the earliest debit and the credit document must be taken up for adjustments in ascending order of date / due date.
	LIFO – Last in first out. Indicates that the latest debit and the credit document must be taken up for adjustments in descending order of date / due date.
	The system displays the “FIFO” by default.

Enter the following fields in the “Debit Documents” multiline:

Document Type

Use the drop-down list box to select the debit documents that has to be adjusted. The various documents available are Account Debit Note, Item Debit Note, Transfer Debit Note, Transfer Prepayment, Prepayment Invoice, Prepayment Voucher, and Supplier Repair Invoice.

Note: The system displays “Account Debit Note” by default.

Document #	The number identifying the debit document (Alphanumeric, 18).
	Help facility available.
	Press <Enter> Key.
	The system retrieves the document date, the document amount, the unadjusted amount, the currency, the exchange rate, the billing point and the finance book based on the document type selected and the number entered.

The system displays the following:

Document Date	The date on which the debit documents was raised.
Document Amount	The debit document amount.
Unadjusted Amount	The unadjusted amount pending for adjustments.

Enter the following field:

Current Adjustment

The total unadjusted debit amount to be adjusted with the credit document (Decimal). Mandatory. During the ‘Propose” adjustment the system does not recognize any value entered for current adjustment. However during compute, create and create and authorize adjustment the system considers the value to calculate the adjustment.

Note: The current adjustment must be less than or equal to the debit document unadjusted amount

The system displays this field on proposing the adjustments.

The system displays the following:

Currency	The transaction currency of the debit documents. The currency specified in the “Debit Document Currency” field is retrieved here.
Note: The currency attribute of all the selected debit/credit documents must be the same they are forward cover applicable documents. For example, if you have selected two debit documents and three credit documents, the currency column for all the five records must display the same value.
Exchange Rate	The exchange rate of the transaction currency.
Note: If the “Accounting for Hedge Gain/Loss” is set to “Fixed Rate” for the company in the Company Parameter Setup component, the exchange rate for the selected debit and credit documents must be the same.
Billing Point	The login organization unit where the debit documents were raised.
Finance Book	The code identifying the finance book in which the debit documents like “Account Debit Note” and “Prepayment Voucher” are posted.

Enter the following fields in the “Credit Document” multiline:

Document Type

Use the drop-down list box to select the credit document for adjustments against the debit document. The various credit documents available are “Direct Invoice”, “Order Based Invoice”, “Credit Note” and “Supplier Receipts”.

Note: The system displays the “Direct Invoice” by default.

Document #	The number identifying the credit document (Alphanumeric, 18).
	Help facility available.
	Press <Enter> Key.
	The system retrieves the due date, the unadjusted amount, the currency, the exchange rate, the discount, the debit doc adjusted, the proposed discount, the discount date, the discount available, the billing point, the document date, the term number and the finance book based on the document type selected and the number entered.

The system displays the following:

Due Date

The date on which the credit documents is due for payments.

Note: The credit document date must be less than or equal to the voucher date.

Unadjusted Amount	The unadjusted credit amount remaining to be adjusted with the debit amount.
Currency	The transaction currency of the credit documents.
Note: The currency attribute of all the selected debit/credit documents must be the same, if they are forward cover applicable documents. For example, if you have selected two debit documents and three credit documents, the currency column for all the five records must display the same value.
Exchange Rate	The exchange rate of the transaction currency, as of the credit document date.
Note: If the “Accounting for Hedge Gain/Loss” is set to “Fixed Rate” for the company in the Company Parameter Setup component, the exchange rate for the selected debit and credit documents must be the same.

Enter the following fields:

Adjustment Amount

The total unadjusted credit amount to be adjusted with the debit amount (Decimal). Mandatory. The amount must be greater than zero. During the ‘Propose” adjustment the system does not recognize any value entered for Adjustment Amount. However during compute, create and create and authorize adjustment the system considers the value to calculate the adjustment.

Note: The credit document adjustment amount must be less than or equal to the credit document unadjusted amount.

Discount

The discount amount available for the adjustment of credit document (Decimal). The discount must be greater than zero and must be less than or equal to discount available.

The system displays the following:

Debit Doc Adjusted.	The amount that has been adjusted in the debit document.
Proposed Discount	The planned discount for the credit document in future. Initially the proposed discount is zero. The system calculates the discount based on adjustment amount and the discount.
Discount Date	The discount date is earlier than the due date for any credit document. The date, before which the credit document has to be settled to avail the specified discount.
Discount Available	The amount of discount available.
Billing Point	The login organization unit where the credit documents has been raised.
Document Date	The date on which the credit documents has been raised.
Term Number	The number identifying the installment due for payment.
Finance Book	The code identifying the finance books, in which the credit documents like “Direct Invoice”, “Order Based Invoice”, “Credit Note” and “Supplier Receipts” are posted.

Note: The voucher finance book and the credit document finance book must be the same. The finance books can be different if the “Allow Multiple Finance Book Posting” is set in the function default.

Enter the following fields:

Cost Center	The code identifying the cost center (Alphanumeric, 10). The cost center must be defined in the “Create Cost Center Element” activity of the “Cost Setup” business component.
	Help facility available.
Analysis Code	The code identifying the analysis (Alphanumeric, 5). The analysis code must be defined in the “Create Analysis Code” activity of the “Account Based Budget” business component.
	Help facility available.
Sub-Analysis Code	The code identifying the sub-analysis mapped to the analysis code (Alphanumeric, 5). The sub-analysis code is created and assigned to the analysis code in the “Assign Sub-Analysis Code” activity of the “Account Based Budget” business component.

Note: Ensure that all the selected documents in the multiline are either forward cover applicable or not applicable.

Note: The system sorts the debit and the credit document based on the document dates in the ascending or the descending order based on the adjustment sequence specified.

Check the box in the “Debit Document” multiline to mark the debit document for adjusting with the credit document.

Check the box in the “Credit Document” multiline to mark the credit document for adjusting against the Debit document.

Note: Atleast one document must be checked for adjustments in both the multilines.

Click the “Propose Adjustment” pushbutton to calculate the proposed adjustment amount.

The system calculates the current adjustment amount for the debit document and the credit document adjustment amount.

The system calculates the adjustment amount, discount and proposed discount for the credit amount.

Click the “Compute Adjustment” pushbutton to compute the debit and the credit adjustment amount.

The system computes the adjustments details.

The system displays the following in the “Adjustment Summary In Credit Doc. Currency” group box:

Credit Doc Adjustment Amount	The system displays the sum of the cumulative credit document adjustment amount.
Discount Allowed	For the selected credit documents, the system calculates the discount allowed as the sum of all the cumulative discount.
Debit Doc Adjustment Amount	The system displays the sum of the cumulative debit document adjustment amount.

Click the “Create Voucher” pushbutton to create the multi currency adjustment voucher.

The system updates the status of the supplier adjustment to “Fresh”.

The system updates the login ID of the user to the “Created By” and the system date to the “Created Date” field.

Click the “Create And Authorize Voucher” pushbutton to create and authorize the adjustment voucher.

The system creates the voucher and updates the status to “Authorized”.

The system displays the following fields:

Create By	The login ID of the user who created the supplier adjustment.
Created Date	The date on which the supplier adjustment vouchers is raised.

To proceed carry out the following

Select the “Edit Voucher” link at the bottom of the page to modify the multi currency adjustment voucher.

Select the “Accounting Information” link at the bottom of the page to view the accounting information.

Select the “Account Based Credit Note” link at the bottom of the page to view the account based credit note.

Select the “Account Based Debit Note” link at the bottom of the page to view the account based debit note.

Select the “Expense Invoice” link at the bottom of the page to view the expense invoice.

Select the “Miscellaneous Invoice” link at the bottom of the page to view the miscellaneous details.

Select the “Order Based Invoice” link at the bottom of the page to view the order based invoice details.

Select the “Prepayment Voucher” link at the bottom of the page to view the payment information of the voucher.

Select the “Receipts” link at the bottom of the page to view the receipt information of the voucher.
Select the "Repair Invoice" link at the bottom of the page to see the associated supplier repair invoice for the newly created voucher. Prior to this, you must select the check box for the required credit document in the "Credit Documents" multiline.

Creating multi currency adjustment voucher – An overview

You can select the debit and the credit document in this page for adjustment. You can also adjust the documents in the same currency. You can authorize the adjustment voucher created. The numbering type of the adjustment voucher can be manual or it can be generated automatically based on a predefined series. The voucher number is generated based on the numbering type selected. You can also specify the finance book in which the adjustment voucher is to be posted. The adjustment can also be made based on the adjustment sequence specified.

You can select the debit documents “Account Debit Note” or “Prepayment Voucher” and adjust it against the credit documents “Direct Invoice”, “Order Based Invoice”, “Credit Note” and “Supplier Receipts”.

The system displays the date on which the documents were raised, the document amount and the unadjusted amount for the document. You can enter the current adjustment amount that is to be adjusted. The system by itself proposes an amount for adjustment. The system displays the Billing Point in which the debit or the credit documents were raised. The system also displays the finance books in which the debit or credit documents were posted. You can also specify the code identifying the cost center, the code identifying the analysis and the sub-analysis code for the credit document in order to post discount and penalty.

The system updates the status of the multi currency adjustment voucher to “Fresh” on creation and “Authorized” on authorizing the voucher. The system updates the login ID of the user to the created by and the system date to the created date.

Prerequisites

The supplier must be defined in the “Create supplier” activity of the “supplier” business component and the Supplier should be mapped to the Supplier Group.

Numbering type must be defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component.

Finance book must be defined in the “Create Finance Book” activity of the “Organization Set Up” business component.

Currency must be defined in the “Create Currency and Country” activity of the “Organization Set Up” business component.

The cost center must be defined in the “Create Cost Center Element” activity of the “Cost Setup” business component.

The analysis code must be defined in the “Create Analysis Code” activity of the “Account Based Budget” business component.

The sub-analysis code must be created and assigned to the analysis code in the “Assign Sub-Analysis Code” activity of the “Account Based Budget” business component.