Authorizing the adjustment voucher

This page allows you to authorize and return the adjustment voucher. Tell me more

Select the “Authorize Voucher” link provided in the “Select Adjustment Voucher” page.

The “Authorize Adjustment Voucher” page appears.

The system displays the following in the “Voucher Information” group box:

Voucher No.	The number identifying the adjustment voucher.
Status	The status of the adjustment voucher which will be “Fresh”.

Modify the following fields if required:

Voucher Date	The date on which the adjustment voucher was created (Date Format). Mandatory. The voucher date must be equal to or earlier than the system date.
Finance Book	Use the drop-down list box to select the code identifying the finance book to which the adjustments are 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 units are available in the drop-down list box.

The system displays the following:

Voucher Type

The type of the voucher, which could be “Single Currency” or “Multi Currency”.

The system displays the following in the “Supplier Information” group box:

Supplier Code	The code identifying the supplier.
Supplier Name	The name of the supplier.
Currency	The transaction currency of the voucher.

Modify the following fields if required:

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 credit and the debit documents are taken up for adjustments.
	LIFO – Last in first out. Indicates that the latest credit and the debit documents are taken up for adjustments.

Modify the following fields in the “Debit Documents” multiline if required:

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.
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.

Modify the following field if required:

Current Adjustment

The total unadjusted debit amount to be adjusted with the credit document (Decimal). Mandatory.

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, if the selected documents are forward cover applicable. This means that the “Forward Cover Applicable” attribute for the purchase orders associated with the debit and credit documents must be set to “Yes” in the Purchase Order component.
Exchange Rate	The exchange rate of the transaction currency as of the base 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. This means that the “Forward Cover Applicable” attribute for the purchase orders associated with the debit and credit documents must be set to “Yes” in the Purchase Order component. Is this statement correct.
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.

Modify the following fields in the “Credit Documents” multiline if required:

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”.
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 the selected documents are forward cover applicable. This means that the “Forward Cover Applicable” attribute for the purchase orders associated with the debit and credit documents must be set to “Yes” in the Purchase Order component.
Exchange Rate	The exchange rate of the transaction currency as of the base 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. This means that the “Forward Cover Applicable” attribute for the purchase orders associated with the debit and credit documents must be set to “Yes” in the Purchase Order component.

Modify the following fields if required:

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 total 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 proposes the discount based on the voucher type “Single Currency” or “Multiple Currency”.
Discount Date	If the actual discount date is greater than the due date, then the system sets the discount date to the due date. If the actual discount date is equal to the due date, then the system sets discount date to the discount date.
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 is 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.

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

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

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.

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 the entire cumulative discount.
Debit Doc Adjustment Amount	The system displays the sum of the cumulative debit document adjustment amount.

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

The system computes the adjustments details.

Click the “Authorize Voucher” pushbutton to save the changes made to the adjustment voucher and authorize them.

The system updates the status of the adjustment voucher to “Authorized”.

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

Click the “Return Voucher” pushbutton to return the adjustment vouchers, which are in “Fresh” status.

The system updates the status of the adjustment voucher to “Returned”.

The system displays the following:

Created By	The login ID of the user who created the adjustment voucher.
Created Date	The date on which the adjustment vouchers is raised.
Last Modified By	The login ID of the user who modified the voucher details last.
Last Modified Date	The date on which the voucher details were last modified.

To proceed carry out the following

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 selected voucher. Prior to this, you must select the check box for the required credit document in the ”Credit Documents” multiline.

Authorizing the adjustment voucher – An overview

You can also modify the adjustment voucher details before authorization. Only the vouchers, which are “Fresh” status, can be authorized or returned. The adjustment vouchers are retrieved based on the “Voucher Type” selected in the select page. The system computes the adjustments or proposes the adjustment amount based on the “Voucher Type” selected. You can modify the date of the voucher, finance book in which the adjustments are posted.

The adjustment amount of the credit document can be modified. The system displays the adjustment amount, the discount set on the voucher, the proposed discount by the system and the discount available. The system displays the finance books in which the adjustment vouchers are posted. You can also modify the code identifying the cost center, the code identifying the analysis code and the sub-analysis code for the credit document. The propose adjustment and the compute adjustments has to be rerun if the finance book has been modified.

The system updates the status to “Authorized” after authorization. The system updates the status of the voucher to “Returning” after returning the voucher. The system updates the login ID of the user to the “Last Modified By” and the system date to the “Last Modified Date”.