Holding / releasing account based note

This page allows you to put an account based debit / credit note on hold. Tell me more.

Select the “Account Based Note” link at the bottom of the “Select Debit / Credit Note” page.

The “Hold / Release Account Based Note” page appears.

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

Note #	The number identifying the debit / credit note.
Note Type	The note type that is to be adjusted. It could be “Debit” or “Credit”.
Status	The status of the note. It could be “Fresh”, “Returned”, “Draft”, “Authorized” or “Partly Paid”.
	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.
	Authorized – indicates a debit / credit note that has been authorized. You cannot modify the details of a debit / credit note in this status.
	Partly Paid – indicates a debit note for which a part of the payment has been paid.
Note Date	The date of the debit / credit note.
Finance Book	The code identifying the finance book in which the financial posting is made.

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

Supplier Registered At	The code identifying the organization unit in which the supplier has been defined.
Supplier #	The code identifying the supplier.
Supplier Name	The name identifying the supplier.
Supplier Note #	The number identifying the debit / credit note issued by the supplier.
Supplier Note Amount	The amount of the debit / credit note.
Supplier Note Date	The date on which the debit / credit note issued by the supplier was created.

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

Currency	The code identifying the currency in which the debit / credit note has been created.
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.
Payment Processing Point	The organization unit where the payment processing point is created.
Electronic Payment	The payment method that is used in the transaction.
Payment Method	The type of payment method. It could be “Specific Bank” or “Regular”.
Pay Mode	The mode in which the payment was made.
Payment Priority	The priority of the payment.
Pay Term	The code identifying the pay term.
Anchor Date	The date from which the liability of the credit note is calculated or from where the payment schedule generation starts.
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.
Comments	Any remarks regarding the payment.

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

Account #	The code identifying the amount in which the transaction amount must be debited or credited.
Dr / Cr	Indicates whether the transaction amount is to be debited or credited in the account.
Transaction Amount	The transaction amount.
Remarks	Any observations regarding the debit or credit of the amount.
Ref Doc Type	The type of reference document based on which the debit / credit note has been created. It could be “Order Based Invoice”, “Direct Invoice”, “Prepayment Invoice”, “Debit Note”, “Credit Note”, “Transfer Debit Note” and “Transfer Credit Note”.
Billing Point	The code identifying the organization unit in which the reference document types were created.
Ref Doc #	The number identifying the reference document.
Reference Doc Date	The date on which the reference document was created.
Ref Document Amount	The amount of the reference document.
Cost Center	The code identifying the cost center that has been mapped to the account.
Analysis #	The analysis code to which the account is mapped.
Sub Analysis #	The sub analysis code to which the analysis code is mapped.

Enter the following fields:

Reason #	Use the drop-down list box to select the code identifying the reason for which the debit / credit note is being released. All the reasons that have been defined in the “Maintain Reason Information” activity of the “Reason Definition” business component for the debit / credit note and that are in the “Active” status will be available for selection in the ascending order.
Remarks for Hold	Any remarks or comments regarding the necessity to put the debit / credit note on hold (Alphanumeric, 255). Mandatory.

Click the “Hold Note” pushbutton to put the note on hold.

The system updates the status of the debit / credit note as “Held”.

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

Click the “Release Note” pushbutton to release the note.

The system updates the status of the debit / credit note to the status in which it was earlier. It could be “Fresh”, “Authorized” or “Partly Paid”.

The system also updates the login ID of the user and the system date in the “Last Modified By” and the “Last Modified 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 was created.
Last Modified By	The login ID of the user who last modified the account based debit / credit note.
Last Modified Date	The date on which the account based debit / credit note was last modified.

To proceed, carry out the following

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

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 additional / related information.

Holding / releasing account based note – An overview

You can put a debit / credit note that is in the “Fresh”, “Returned”, “Authorized” or “Partly Paid” status on hold. The debit / credit notes that are in the “Fresh” and “Returned” status can be put on hold from authorization. The debit / credit notes that are in the “Authorized” or “Partly Paid” status can be put on hold from payment. You can select the reason due to which the debit / credit note has been put on hold and also record any comments you want to regarding the necessity for putting it on hold. The system updates the status of the debit / credit note as “Held”. The system also stores the login ID of the user and the system date along with the details.

You can select the reason for releasing a debit / credit note and also record your comments regarding the release of the note. The system updates the status of the debit / credit note to the status in which it was before it was put on hold. It could be “Fresh”, “Authorized” or “Partly Paid”. The system also stores the login ID of the user and the system date along with the release details.