Creating part based debit / credit note

This page allows you to create a part based debit or credit note. Tell me more.

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

The “Create Item Based Note” page appears.

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

Note #

The 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.

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”. The system updates the status when the “Create Note” or the “Create and Authorize Note” pushbutton is clicked.
	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 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 earlier to or equal to 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 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 “Item Based Debit Note” transaction type. The numbering types must have already been defined in the “Create Numbering Class” activity of the “Numbering Class” business component and must be in “Active” status. The system displays the numbering type set as default for the transaction in the “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 “Item 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 fields:

Ref. Doc. Based?

Use the drop-down list box to specify whether the Item Based Note to be created is based on the reference document or created without the reference document.

Yes – Indicates that the supplier item based note to be created is based on the reference document.
No – Indicates that the supplier item based note to be created is without the reference document.

By default, the system displays the value “Yes”.

Note Category

Use the drop-down list box to specify the category of the supplier item based note. The system lists all the ‘active’ quick codes defined for the Entity ‘Supplier Debit Credit Notes’ in the “Create Quick Codes” activity of the “Finance Setup” business component.

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

Supplier Registered At	Use the drop-down list box to select the code identifying the organization unit in which the supplier has been defined. All the organization units where the Supplier Component is deployed 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.
	Help facility available

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

Supplier Name

The name identifying the supplier.

Enter the following fields 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 supplier has issued the note.

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 field 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 if base currency is not loaded then the first loaded currency will be defaulted.

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 Login Debit Credit Note component - organization unit must be mapped to the “Supplier Payment” component. The values are in ascending order.
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.
	If in the company parameter the default value is set to “Yes” then the value here is defaulted with “Yes”. If it is set to “No” in the company parameter then the defaulted value here is “No”.
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 of the credit note is calculated or the payment schedule generation starts (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.

Usage ID

The unique code for identifying the account code for the transaction. Mandatory.

Note: Note: If the Supplier Debit Credit note of Note Type ‘Debit’ has an order Invoice reference and, if the order invoice has been force matched with Variance Accounting Option as "Supplier Receivable"; the system defaults Usage ID as ‘SUPPREC’.

Note: The Usage ID is used only for the Item Based Note.

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.

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

Auto Adjust

Use the drop-down list box to specify 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. The system lists the values ‘Yes’ and ‘No’.

The system defaults the value based on the set option ‘Default Auto Adjust in Supplier Debit Credit Notes’ set in the “Set Finance Process Parameter” screen of the “OU Parameter Setup” business component.

Comments

Any remarks regarding the payment to be received (Alphanumeric, 255).

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

Pay Ref. Id

Use the drop-down list box to specify the identification number of the payment reference note.

Payment Instructions

Any guidelines for invoice payment relevant to the payment reference.

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

Pay Ref. Details

The comments recorded for the specified Payment Reference ID in the “Supplier Bank Information“ component.

Enter the following fields in the “Search Criteria” group box:

Order Invoice

Check this box if you want to retrieve all the order based invoices based on which the debit / credit note must be created.

Note: If this field is checked the system retrieves the details of all order based invoices and repair invoices.

Credit Note

Check this box if you want to retrieve the credit note based on which the debit note must be created.

Purchase Order

Check this box if you want to retrieve all the invoices pertaining to the purchase order and repair order based on which the debit / credit note must be created.

Note: If this field is checked the system retrieves the details of all purchase orders.

Direct Invoice

Check this box if you want to retrieve all the invoices based on direct invoice for which debit / credit not must be created.

Note: If this field is checked the system retrieves the details of all direct invoices.

Debit Note

Check this box if you want to retrieve the debit note based on which the credit note must be created.

Note: If this field is checked the system retrieves the details of all the “Item Based Debit Notes” that is specified.

Repair Order

Check this box to retrieve invoices created against repair orders based on which the debit / credit note must be created

Note: If this field is checked the system retrieves the details of all purchase orders.

Order # From	The starting number in the range of order numbers that you want to retrieve (Alphanumeric, 18).
Order # To	The ending number in the range of order numbers that you want to retrieve (Alphanumeric, 18).

Invoice / Note # From

The starting number in the range of invoice, debit / note numbers that you want to retrieve (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves the invoice, debit / credit note numbers that are similar to the value entered in this field.

Note: The invoice / note number entered in this field must be before the invoice / note number entered in the “To” field.

The ending number in the range of invoice, debit / credit note numbers that you want to retrieve (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves the invoice, debit / credit note numbers that are similar to the value entered in this field.

Release Slip

Check this box if you want to retrieve all the invoices pertaining to the release slip based on which the debit / credit note must be created.

Invoice / Note Date From

The starting date in the date range during which the invoice, debit / credit notes that you want to retrieve have been created (Date Format).

Note: The date entered in this field must be before the date entered in the “To” field.

To	The ending date in the date range during which the invoice, debit / credit notes that you want to retrieve have been created (Date Format).

Note: If this field is checked the system retrieves the details of all release slips.

Click the “Search” pushbutton to retrieve all the information.
Enter the following fields in the “Document Information” group box:

Default Tax Key

Use the drop-down list box to specify the default tax key. The system lists all the percentage-based “Active” tax keys for which “Statutory Tax Computation and Accounting Required” is set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component. Otherwise, the system lists all “Active” tax keys.

Note: When tax key is selected in the ‘Default Tax Key’ field and the set option ‘Application of Default Tax key in Supplier Debit Credit Notes’ in the “Set Finance Process Parameters” screen of the “OU Parameter Setup” business component is set as document level, then the tax key in the Multiline should be blank and Tax should be applied at Document level in the TCD page of the Supplier Item Based Note.

Tax Exclusive

The system leaves this field checked by default, when this page appears.

The system displays the following in the “Document Information” multiline based on the search criteria entered:

Line #	The number identifying the line in which the tax, charge or discount is available in the created debit / credit note.
Document Type	The type of the document. It could be "Purchase Order", "Release Slip", "Order Invoice”, “Direct Invoice”, “Debit Note”, “Credit Note”, “Repair Invoice”, “Repair Order" and "Others".

Note: When the “Ref. Doc. Based?” field is set as 'No' and multiline information is entered, on creation of Note, the Document Type will get auto updated as 'Others'.

Billing Point	The point where the billing was made.
Document #	The number identifying the invoice, debit / credit note.
Part / T / C / D #	The code identifying the part, tax, charge or discount.
Variant #	The code identifying the part, tax, charge or discount variant.

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

Quantity

The number of units of the part for which the debit / credit note is being created. The value entered in this field must be greater than zero.

Note: This field must not be left blank if “Part” is available in the “Part / TCD Type” field.

Unit Rate

The unit rate of the part / tax / charge or discount (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 “Quantity” field. The system retrieves the unit rate of the tax, charge or discount for which the debit / credit note is being created.

Transaction Amount

The transaction amount (Decimal). Mandatory. The value entered in this field must be greater than zero.

Note: If this field is left blank the system calculates the quantity multiplied by the unit rate.

Usage ID	The unique code for identifying the account code for the transaction. Mandatory. Help facility available.
Tax Key	By default, this field displays the value chosen in the “Default tax Key” field. If you modify the value in this field, the modified tax key value will be saved. Help facility available.
Tax Key Description	The textual description of the tax key.
Remarks	Any remarks regarding the necessity for creating a debit / credit note for the part, tax, charge or discount (Alphanumeric, 255).
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

The system displays the following in the “Document 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.

Part / Doc Level	Indicates whether the tax, charge or discount has been calculated at the “Part Level” or at the “Document Level”.
	Part Level – indicates that the tax, charge and discount has been calculated for the individual line in which the part is available.
	Document Level – indicates that the tax, charge and discount has been calculated for the document as a whole.
TCD on Line Part	The tax, charge or discount that has been charged at the line part level.
Reference	A reference pertaining to the “Purchase Order” and the “Release Slip”.

Check the box in the multiline to select the 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.

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.

Note: For the calculation of the total invoice amount, the system does not consider Withholding Tax with Tax incidence as “On Payment”.

The system calculates and displays the total amount. The system also displays the sum total of all the transaction amounts available in the tax / charge and discount fields.

Enter the following fields:

User Defined-1	Any information pertaining to the note.
User Defined-2	Any information pertaining to the note.
User Defined-3	Any information pertaining to the note.

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

Value Excluding Tax	The basic amount of the invoice including the charges and excluding the discounts is displayed.
Tax	All inclusive and exclusive tax amounts are displayed. (If statutory accounting is applicable, the system does not consider the withholding taxes and zero sum game taxes).
With-holding Tax	This field is relevant if statutory tax accounting is applicable for the company. All the tax amounts with tax nature as “Withholding Taxes” are displayed.
Value Net of Tax	The system calculates the value net of tax using the following formula: (The sum of value excluding tax + Inclusive taxes payable + exclusive taxes payable - withholding taxes)

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

Note: For the selected invoice, the accounting for Withholding Tax with Tax Incidence as “On Payment” will not be recorded.

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”.

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

Note: For the selected invoice, the accounting for Withholding Tax with Tax Incidence as “On Payment” will not be recorded.

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.

Tax Inheritance

On clicking the "Compute", "Create Note" and "Create and Authorize Note" pushbuttons, the system inherits tax in Supplier Debit Credit Note based on the option ‘Allow Inheritances of Taxes Based on’ defined in the “Set Function Defaults” activity.

If the option ‘Allow Inheritances of Taxes Based on’ is as set as “Purchase Tax Rules”, the system inherits tax from “Manage Purchase Tax Rules” activity of the “Tax Charges & Discounts” business component.
f the option ‘Allow Inheritances of Taxes Based on’ is as set as “Statutory Tax Defaults”, the system displays tax based on the Tax Key for the supplier defined in the “Supplier” business component.

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.

To proceed, carry out the following

Select the “T/C/D” link at the bottom of the page to modify the tax, charge or discount calculated for the debit / credit note.

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

Select the “Edit Item Based Note” link at the bottom of the page to modify the details of the newly created part based debit / credit note.
Select the “Create Adjustment” link at the bottom of the page to select the documents against which the debit / credit note must be adjusted.

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.
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 part based debit / credit note – An overview

A part based note is created for the change in price, for the return of goods, or changes in the tax, charge or discount applicable for the part. The reference of a document is mandatory for the creation of an part based debit or credit note.

You can select the type of the note debit or credit that you want to create. 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.

A newly created debit / credit note is usually saved in the “Fresh” status. You can authorize a note that is in the “Fresh” status. If you 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 also generates a default payment schedule for the newly created credit note. The tax, charge and discount applicable for the part is also calculated. If VAT is applicable the system calculates VAT for the debit / credit note.

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 (This is only applicable for credit note).
“Exchange Rate” must have been defined in the “Exchange Rate” business component.
“TCD” must have been defined in the “Taxes / Charges / Discount” business component.
“Set Function Defaults” activity available in this business component must be completed.

Optional

“Swiss Pay Modes Applicable” must be set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component to accept electronic payments.

“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 #” 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 Applicable” must be set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component to use the cost center.

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

“VAT Applicable” must be set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component if VAT is applicable for the country.

“VAT Category” and “VAT Class” must have been defined in the “Create VAT Core Category” activity of the “VAT Setup” business component.