Modifying account based notes

This page allows you to modify the details of an account based debit / credit note. Tell me more.

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

The “Edit 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 type of the note 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.

Modify the following fields if required in the “Note Information” group box:

Note Date

The date of the debit / credit note (Date Format). Mandatory. The date entered in this field must be before or equal to the system date.

Finance Book

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

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.

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

Supplier Registered At	The code identifying the organization unit in which the supplier is registered at.
Supplier #	The code identifying the supplier.
Supplier Name	The name of the supplier.

Modify the following fields if required 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.
Supplier Note Date	The date on which the supplier has issued the note (Date Format).
Address ID	The address ID of the supplier that is applicable for the note.

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

Address

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

Modify the following fields if required 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.

Modify the following fields if required 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.
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.
	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.

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

Modify the following fields if required in the “Payment Information” group box:

Comments

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

Modify the following fields if required 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
	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).

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 debit or credit of the amount (Alphanumeric, 255).
Ref Doc Type	Use the drop-down list box to select the type of reference document 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	Use the drop-down list box to select the point where the billing was made.
Ref Doc #	The number identifying the reference document (Alphanumeric, 18).
	Help facility available

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.

Modify the following fields if required 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 #” 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 #” activity of the “Account Based Budgeting” business component (Alphanumeric, 5).
Expense Classification	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. By default the system displays the last saved value. 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 was 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.

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. to be debited or credit.

Click the “Edit Note” pushbutton to save the modifications made.

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

The system saves the transaction amount in the amount currency and also saves the amount in the supplier payables account.

Click the “Edit and Authorize Note” pushbutton to save the modifications and authorize the debit / credit note.

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

Click the “Delete Note” pushbutton to delete the note.

The system deletes the note and updates the status of the note as “Deleted”.

The system updates the login ID of the user and the system date in the “Last Modified By” and the “Last Modified Dates” field.

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

If Swiss pay modes are not applicable for the company, select the “Payment Schedule” link at the bottom of the page to modify the default 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 “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.

Modifying account based notes – An overview

You can modify the details of a debit / credit note that is in the “Draft”, “Fresh” or “Returned” status. You can also modify the payment information details of the debit / credit note. You can save the debit / credit note in the “Draft” status if you want to modify the details. You can also modify the document information details. You can calculate the total of the debit / credit note after the modifications. The system generates a payment schedule based on the modifications made.

This page allows you to authorize a debit / credit note. You can authorize a note that is in the “Fresh” status. The status of the debit / credit note after authorization is updated as “Authorized”. You cannot modify a note after authorization.

This page also allows you to delete a debit / credit note. 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.