Modifying part based notes

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

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

The “Edit Item 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.

Enter the following fields:

Ref. Doc. Based?

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

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

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.

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

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

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 debit / credit note issued to the supplier was created (Date Format).
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.

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 the 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:

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

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

Line #	The number identifying the line in which the tax, charge or discount is available in the newly created debit / credit note.
Ref Doc Type	The document type. It could be "Purchase Order", "Release Slip", "Order Invoice”, “Direct Invoice”, “Debit Note”, “Credit Note”, “Repair Invoice” and, “Repair Order".“
Originating Point	The code identifying the organization unit in which the invoice, debit / credit note was created.
Ref Doc #	The number identifying the invoice, debit / credit note.
	Help facility available
Part T/C/D #	The code identifying the part, tax, charge or discount.
Variant #	The code identifying the part, tax, charge or discount variant.

Modify the following fields if required in the “Document Information” multiline:

Quantity

The number of units of the part for which the debit / credit note is being created (Integer). 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 and discount for which the debit / credit note is being created.

Transaction Amount

The transaction amount (Decimal). Mandatory. The amount entered here 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.
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 #” 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).

The system displays the following in the “Part 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.
PO / RS Reference	A reference pertaining to the “Purchase Order” and the “Release Slip”.

Check the box in the multiline to select 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 that is the difference of 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.

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

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 “Fresh”.

Click the “Edit and Authorize Note” pushbutton to save the modifications made and authorize the 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 “Authorized”.

Tax Inheritance

On clicking the "Compute", "Edit Note" and Edit 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.
If the option ‘Allow Inheritances of Taxes Based on’ is as set as “Statutory Tax Defaults”, the system displays tax based on the Tax Key defined for the supplier in the “Supplier” business component.

Click the “Delete Note” pushbutton to delete the debit / credit note.

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

Note: You can delete a debit / credit note that is in the “Draft” or “Fresh” status.

The system 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 part based debit / credit note.
Created Date	The date on which the part based debit / credit note was created.
Last Modified By	The login ID of the user who last modified the part based debit / credit note.
Last Modified Date	The date on which the part based debit / credit note was last modified.

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 “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 “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 “Create Adjustment” link at the bottom of the page to select the documents against which the debit / credit note must be adjusted.
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 part 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. The system also calculates the TCD and VAT 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.