Selecting debit / credit notes for manual adjustment during authorization

This page allows you to select debit / credit documents against which the debit / credit notes must be adjusted. Tell me more.

Select the “Adjustment” link at the bottom of the “Authorize Item Based Note” page.

The “Adjustment” page appears.

The system displays the following:

Note #	The number identifying the debit / credit note.
Note Type	The type of the note that is to be adjusted. It could be “Debit” or “Credit”.
Status	The status of the 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 to the user who created it for modification.

Enter the following fields in the “Search Criteria” group box to search for the document against which the debit / credit note must be adjusted:

Debit Note

Check the box if you want retrieve debit notes for adjustment against the credit note.

Note: If this field is checked the system retrieves both the account based debit notes for adjustment.

Prepayment Invoice

Check the box if you want to retrieve prepayment invoices for adjustment against the credit note.

Note: If this field is checked the system retrieves all the prepayment invoices and the supplier payments for adjustment.

Order Invoice

Check the box if you want to retrieve order based invoices for adjustment against the debit / credit note.

Note: If this field is checked the system retrieves all the order based invoices and repair invoices that have been raised on the supplier for adjustment.

Credit Note

Check the box if you want to retrieve credit notes for adjustment against the debit note.

Note: If this field is checked the system retrieves both the account based credit notes for adjustment.

Direct Invoice

Check the box if you want to retrieve direct invoices for adjustment against the debit / credit note.

Note: If this field is checked the system retrieves all the direct invoices that have been raised on the supplier for adjustment.

Finance Book

Use the drop-down list box to select the code identifying the finance book in which the adjustment 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.

Invoice / Note # From

The starting number in the range of numbers identifying either the “Order Invoice”, “Repair Invoice”, “Debit Note”, “Return Invoice” or the “Credit Note” that you want to retrieve (Alphanumeric, 18). You can enter the number in full or specify it using the “*” character. The system retrieves invoices or the notes that have numbers similar to the value entered here.

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

To	The ending number in the range of numbers identifying either the “Order Invoice”, “Repair Invoice”, “Debit Note”, “Return Note” or the “Credit Note” that you want to retrieve (Alphanumeric, 18). You can enter the number in full or specify it using the “*” character. The system retrieves invoices or the notes that have numbers similar to the value entered here.
Billing Point	Use the drop-down list box to select the point where the billing was made.
Invoice / Note Date From	The starting date in the date range during which the invoices or the notes that you want to retrieve for adjustment has been created (Date Format). The date entered in this field must be before the date on which the note that you want to adjust has been created. The system date is displayed by default at the launch of the page.

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 invoices or the notes that you want to retrieve for adjustment has been created (Date Format). The date entered in this field must be before the date on which the note that you want to adjust has been created. The system date is displayed by default at the launch of the page.
Ordering Point	Use the drop-down list box to select the code identifying the organization unit in which the “Debit Note”, “Prepayment Voucher”, “Credit Note” and “Repair Invoice”, “Order Invoice” has been ordered.
Invoice / Note Amount From	The starting amount in the range of amounts for which the invoices or the notes that you want to retrieve for adjustment has been created (Decimal). The value entered in this field must be greater than zero.

Note: The amount entered in this field must be lesser than the amount entered in the “To” field.

To	The ending amount in the range of amounts for which the invoices or the notes that you want to retrieve for adjustment has been created (Decimal). The value entered in this field must be greater than zero.

Click the “Search” pushbutton to retrieve the search results.

The system displays the following in the “Search Results” multiline based on the search criteria entered:

Document Type	The type of the document against which the debit / credit note is to be adjusted.
Document #	The number identifying the document.
Document Date	The date on which the document was created.
Current Outstanding	The outstanding amount as on date of the supplier.
Finance Book	The code identifying the finance book in which the details of the document is available.

Check the box in the “Select” column of the multiline to select the documents against which the debit / credit note must be adjusted.

Click the “Save” pushbutton to save the adjustment details.

The system saves the details of the selected debit / credit documents against which the debit / credit note must be adjusted after authorization.

Click the “Save and Authorize” pushbutton to save the adjustment details and authorize the debit / credit note.

The system saves the details of the selected debit / credit documents against which the debit / credit note must be adjusted.

Click the “Return Note” pushbutton to return the note.

The system returns the debit note to the user who has created it. The system also updates the status of the debit note as “Returned”.

To proceed, carry out the following

Select the “T/C/D” link at the bottom of the page to calculate T/C/D on the selected 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.

Selecting debit / credit notes for manual adjustment during authorization – An overview

The document type could be debit note, prepayment voucher, credit note, repair invoice and order invoice. The documents that are selected for adjustment will be adjusted after the debit / credit note is authorized.

This page allows you to carry out a search to retrieve the debit / credit documents against which the debit / credit note must be adjusted. You can search by specifying a range of numbers identifying the invoice / notes that you want to retrieve and the date range during which the invoice / notes were created. You can also search by selecting the finance book in which the adjustment must be made. The system retrieves the debit / credit documents based on the search criteria entered. The system saves the adjustment details along with the debit / credit note. The system also generates a payment schedule if a debit note is created. This payment schedule can be modified if required.

This page also allows you to authorize the debit / credit note. The status of the debit / credit note is updated as “Authorized”. The payment schedule that has been generated for the debit note cannot be modified any longer.