Selecting debit / credit notes for authorization

This page allows you to search and select a debit / credit note in which you can modify its details. Tell me more.

Select the “Authorize Debit Credit Note” link under the “Supplier Debit Credit Note” business component.

The “Select Debit / Credit Note” page appears.

Enter the following fields if you are aware of the note number and the note type and the type that you want to modify:

Note #	The number identifying the debit / credit note that you want to authorize (Alphanumeric, 18).
Note Type	Use the drop-down list box to select the note type that you want to authorize. You can select from “Debit” or “Credit”. The system displays “Debit” by default at the launch of the page.

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

Note Type	Use the drop-down list box to select the note type that you want to retrieve for authorization. You can select from “Debit” or “Credit”. The system displays “Debit” by default at the launch of the page.
Note Category	Use the drop-down list box to select the category to which the note that you want to retrieve belongs. You can select from “Account Based” or “Item Based”. The system displays “Account Based” by default at the launch of the page.
Finance Book	Use the drop-down list box to select the code identifying the finance book. The details of the note to be authorized are available in this code. All the finance books mapped in the login organization unit will be available for selection in the ascending order.
Note # From	The starting number in the range of numbers identifying the debit / credit note that you want to retrieve for authorization (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves all the note numbers that are similar to the value entered here.

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

To	The ending number in the range of numbers identifying the debit / credit note that you want to retrieve for authorization (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves all the note numbers that are similar to the value entered here.
Currency	Use the drop-down list box to select the code identifying the currency in which the debit / credit note that you want to authorize has been 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.
Note Date From	The starting date in the date range during which the debit / credit note that you want to retrieve for authorization has been created (Date Format). 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 debit / credit note that you want to retrieve for authorization has been created (Date Format). The system date is displayed by default at the launch of the page.
User ID	The login ID of the user who has created the debit / credit note (Alphanumeric, 15).
Note Amount From	The starting amount in the range of amounts for which the debit / credit note that you want to retrieve has been raised for (Decimal). The value entered in this field must be greater than zero.

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

To	The ending amount in the range of amounts for which the debit / credit note that you want to retrieve has been raised for (Decimal). The value entered in this field must be greater than zero.
Supplier Registered At	The code identifying the organization unit where the supplier is registered.
Supplier # From	The starting code in the range of codes identifying the supplier for the debit / credit note that you want to retrieve has been created (Alphanumeric, 18).
To	The ending code in the range of codes identifying the supplier for the debit / credit note that you want to retrieve has been created (Alphanumeric, 18).
Supplier Name	The name identifying the supplier.
Supplier Note #	The number identifying the supplier debit / credit note. Ensure that the value specified in this field is a valid supplier note number.

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:

Note Type	The note type. It could be “Debit” or “Credit”.
Note Category	The category to which the note belongs. It could be “Account Based or "Item Based”.
Note #	The number identifying the note.
Note Date	The date on which the note was created.
Note Amount	The amount for which the note was created.
Currency	The code identifying the currency in which the debit / credit note has been created.
Supplier #	The code identifying the supplier.
Finance Book	The code identifying the finance book in which the note details are available.

Check the box in the multiline to select a note that you want to authorize.

Click the “Authorize Note” pushbutton to authorize a note.

The system updates the status of all the selected notes as “Authorized”.

To proceed, carry out the following

Select the “Account Based Note” link at the bottom of the page to modify the selected account based 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 authorization – An overview

You can enter the number identifying the debit / credit note directly or you can conduct a search by specifying the note type, the category to which the debit / credit note belongs and choosing a finance book which holds its details. You can search by specifying a range of note numbers, dates and amounts for which the note that you want to retrieve has been created. The system retrieves all the debit / credit notes based on the search criteria entered.

This page also allows you to delete a debit / credit note that is not needed. You can delete a note that is in the “Draft” or “Fresh” status. The status of the note after deletion is updated as “Deleted”. The system stores the login ID of the user and the system date along with the modified details.