Creating account based debit / credit note

This page allows you to create an account based debit or credit note. Tell me more.

Select the “Create Account Based Note” link under the “Supplier Debit Credit Note” business component.

The “Create Account Based Note” page appears.

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

Note #

A unique number identifying the debit / credit note (Alphanumeric, 18). This number is generated and displayed by the system, when the “Create Note” or the “Create and Authorize Note” pushbutton is clicked. The number is incremented from the last number available in the “Numbering Class” business component.

Note: This field must not be left blank if “Manual” is selected in the “Numbering Type” field.

Note Type

Use the drop-down list box to select the type of note you want to create from “Debit” or “Credit”. The system displays “Debit” by default at the launch of the page.

Note that when this field is modified, the system lists modified values of all the records in the multiline.

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

Status	The status of the debit / credit note. It could be “Draft”, “Fresh” or “Returned”.
	Draft – indicates a newly created debit / credit note that cannot be authorized.
	Fresh – indicates a newly created debit / credit note that can be authorized.
	Returned – indicates a debit / credit note that has been returned.
Enter the following fields:
Note Date	The date on which the debit / credit note is created (Date Format). Mandatory. The date entered must be earlier or the same as the system date. The system date is displayed by default at the launch of the page.
Finance Book	Use the drop-down list box to select the code identifying the finance book in which the posting is to be done. All the finance books must have been mapped to the “Supplier Debit Credit Note” component in the login organization unit and will be available for selection in the ascending order.
Numbering Type	Use the drop-down list box to select the numbering type for the login organization unit and the “Account Based Debit Note” 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.

Note: If “Credit” is selected in the “Note Type” field, the system will retrieve the numbering type for the login organization unit and the “Account Based Debit Note” transaction type.

Company Address ID

The address ID of the company that is applicable for the note.

On launch of the page, this field displays the preferred address ID based on the default finance book of the company.

Help facility available

The “Note Information” group box displays the following:

Company Address

The address details for the selected address ID for the company.

On launch of the page, this field displays the address details of the preferred address ID of the default finance book of the company.

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

Supplier Registered At	Use the drop-down list box to select the code identifying the organization unit in where the supplier has been defined. All the organization units that have been mapped to the login organization unit will be available for selection in the ascending order.
Supplier #	The code identifying the supplier for whom the debit / credit note is being created (Alphanumeric, 18). Mandatory. The supplier must have been defined in the “Create supplier” activity of the “Supplier” business component and must be in the “Active” status.
	Press <Enter> key.
	The system retrieves and displays the name of the supplier, Default Currency and Pay term.
	Help facility available

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

Supplier Name

The name identifying the supplier.

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

Supplier Note #	The number identifying the debit / credit note issued to the supplier (Alphanumeric, 18).
Supplier 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 “Supplier Note No” field.

Supplier Note Date

The date on which the debit / credit note was issued to the supplier (Date Format). The date entered in this field must be before the debit / credit note date 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 “Supplier Note No” field.

Address ID

The address ID of the supplier that is applicable for the note.

Help facility available

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

Address

The address details for the selected address ID for the supplier.

Enter the following fields 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 “Supplier Payables accounts” defined in the “Create Payables Account Definition” activity of the “Account Rule Definition” business component will be available for selection in the ascending order. The system displays the base currency of the company by default at the launch of the page.

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

Exchange Rate

The exchange rate of the transaction currency. If the transaction currency and the base currency are the same then “1” will be displayed.

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

Payment Processing Point	Use the drop-down list box to select the organization unit where the payment processing point is created. The organization unit must be mapped to the “Supplier Payment” component. The values are in ascending order.
Note: The above field is mandatory if the “Payment Processing Point Mandatory” flag is set to “Yes” in the “Set Function Defaults” activity in the Supplier Direct Invoice component.
Electronic Payment	Use the drop down list box to select the method of payment used. You can select from “Yes” or “No”.
	Yes – Indicates the “Specific Bank” payment method.
	No – Indicates the “Regular” payment method.
Payment Method	Use the drop-down list box to select the payment method. The payment methods available for selection are “Specific Bank” and “Regular”. By default the “Regular” method is displayed.
Pay Mode	Use the drop-down list box to select the mode in which the payment is made. You can select the type of instrument used in the payment.
Payment Priority	Use the drop-down list box to choose the priority of the payment. The values available for selection are “High”, “Medium” or “Low”. You can make your selection according to the priority of the payment.
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
Anchor Date	The date from which the liability, Payment schedule of the credit note is calculated (Date Format). Mandatory. The system date is displayed by default at the launch of the page.

Note: This field must not be left blank if “Credit” is selected in the “Note Type” field. The date entered here must be the equal or less than the system date.

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. This amount will be displayed when the “Compute” pushbutton is clicked after entering the transaction amounts for the various account codes.

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

Comments

Any remarks in respect to the payment received (Alphanumeric, 255).

Enter the following fields 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 supplier payables account in the “Create Payables Account Definition” activity of the “Account Rule Definition” business component. The selected Account # should either be in the Header Currency or the Base Currency.

Help facility available

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).

The system displays “Debit” by default if “Credit” is specified as the “Note Type” in the “Note Information” group box, else the system defaults this field with “Credit”.

Note: The “Dr” (Debit) or “Cr” (Credit) must be selected for each row.

Transaction Amount	The transaction amount (Decimal). Mandatory. The amount entered in this field must be greater than zero.
Remarks	Any remarks regarding the necessity for the debit or credit of the amount (Alphanumeric, 255).
Ref Doc Type	Use the drop-down list box to select the reference document type based on which the debit / credit note is being created. You can select from “Order Based Invoice”, “Direct Invoice”, “Prepayment Invoice”, “Debit Note”, “Credit Note”, “Transfer Debit Note” and “Transfer Credit Note”. The system displays “Order Based Invoice” by default at the launch of the page.
Billing point	The Organization unit in which the reference document was raised.
Ref. Doc. #	The number identifying the reference document (Alphanumeric, 18).
	Help facility available

Note: This field must not be left blank if a type of reference document is selected in the “Ref Doc Type” field.

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.

Enter the following fields 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 Element” activity of the “Cost Setup” business component.
	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
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).
Expense Classification	Enter the user defined classification of the expense incurred by the invoice. Ensure that the value specified in this field is an “active” quick code defined for the Entity “Expense Classification” in the “Create Quick Codes” activity of the “Quick Codes” business component. The system leaves a blank by default. Help facility available
Destination Finance Book	Use the drop-down list box to select another Finance Book in which you want to record the transaction. The system lists all the finance books mapped for the login OU, if the “Allow multiple Finance Book postings” field in the “Set Options” activity of the same business component is set as “Yes”, else the system leaves this field blank. Ensure the following: The value selected in this field is different from the finance book specified in the “Note Information” group box in the header. The value is specified in this field is for “InterFB” type of notes. Data entry in this field is mandatory if a value is specified in the “Destination Account #” field.
Destination Account #	The account code of the destination finance book against which the inter FB note is created. Ensure the following: Data entry in this field is mandatory if a value is specified in the “Destination Finance Book” field in the multiline. The code specified in this field is in “Active” status for the transaction period and is for “InterFB” type of notes. The code specified is a valid account code for the destination finance book specified. Help facility available

Note: For inter FB as well as regular supplier debit / credit transactions, the amount affecting the supplier control account, will be recorded in the Finance Book selected in the header.

The system displays the following in the “Document Information” multiline:

Inter Finance Book JV No

The automated JV created in the Destination Finance Book.

Check the box in the multiline to select the account codes 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.

On click of ‘Compute’, the system retrieves the tax code in the “Tax / Charge / Discount” page from the “Maintain Purchase Tax Rule” activity based on the doc type, expense category, company address ID and supplier address ID.

The system calculates the total amount. The sum total amount to be debited or credited.

Click the “Create Note” pushbutton to create a debit / credit note.

The system generates a unique debit / credit note number.

Click the “Create and Authorize Note” pushbutton to create and authorize a debit / credit note

The system creates the note and sets the note to the “Authorize” status.

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

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 is created.

To proceed, carry out the following

Select the “Payment Schedule” link at the bottom of the page to modify the default payment schedule.

Select the “Edit Account Based Note” link at the bottom of the page to modify the details of the created account based debit / credit note.

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 record any detailed / related information.
Select the “Upload Documents” link at the bottom of the page to upload documents.

Refer to the topic “Object Attachments” online help for more details.

Select the “View Associated Doc. Attachments” at the bottom of the page to view information regarding the associated document attachments.

Refer to the topic “Object Attachments” online help for more details.

Creating account based debit / credit note – An overview

You can create a debit note or credit note or both depending on your requirements. The account-based note is created to make any kind of payments or adjustments to the supplier.

When creating a note you can select the note type to Debit or Credit. You can enter the number identifying the note if you have opted for the “Manual” numbering type. The system generates a unique number identifying the note if you have not opted for the “Manual” numbering type. You can enter all details pertaining to the supplier including the number identifying the document issued on the supplier and the amount of the document.

In this page you can also enter the Account Codes, select whether transaction is to be debited or credited. The details of the reference documents, the cost center, analysis and sub analysis code can also be entered for each individual account code. The system saves the total amount, for which the debit / credit note is created.

A newly created debit / credit note is saved in the “Fresh” status. You can authorize a note that is in the “Fresh” status. If you don’t want the note to be authorized and want to make any changes to the debit / credit note, you can save it in the “Draft” status. This page also allows you to authorize a debit / credit note during the creation process. The status of the debit / credit note is updated to the “Authorized” status

The system automatically creates debit notes for warranty claims in “Accepted“ status, if the Auto Generation of Debit Note for Warranty Claims attribute is set as ‘Authorized ‘ or ‘Fresh’ in the Set Options activity.

Prerequisite

Mandatory

“Finance Book” must have been defined in the “Organization Setup” business component.

Numbering Type” must have been defined in the “Numbering Class” business component.
“Supplier #” must have been defined in the “Supplier” business component.
“Pay Term” must have been defined in the “Pay Term” business component.
Exchange Rate” must have been defined in the “Exchange Rate” business component.
“Account #” must have been defined in the “Accounting Setup” business component.

“Set Function Defaults” activity available in this business component must be completed.

Optional

“Analysis / Subanalysis Codes Applicable” must be set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component to use the analysis and subanalysis code.

“Analysis Codes” must have been mapped to the account code in the “Assign Analysis Code” activity of the “Account Based Budgeting” business component.

“Sub Analysis #” must have been mapped to the analysis codes in the “Assign Sub Analysis Code” activity of the “Account Based Budgeting”.

“Cost Center” must have been defined in the “Create Cost Center Element” activity of the “Cost Setup” business component.