Maintaining Customer Supplier Balance Adjustments

Select the “Maintain Customer Supplier Balance Adjustments” link under the “Customer Balance Adjustment” business component.

The “Maintain Customer Supplier Balance Adjustments” page appears.

Enter the following fields in the “Voucher Information” group box:

Voucher #

A unique number identifying the customer supplier balance adjustment voucher. This number will be automatically generated if the “Numbering Type” in the “Document Numbering Class” business component is not set to “Manual”. The number is displayed with the corresponding prefix and suffix of the numbering type selected in the “Numbering Type” field. The number is incremented from the last number available in the “Document Numbering Class” business component.

Adjustment Type

Use the drop-down list box to specify the adjustment type of the voucher. The system lists the option ‘Customer-Supplier’.

The system displays the following field:

Status	The status of the customer supplier balance adjustment voucher. The various statuses for the adjustment voucher are:
	Fresh – The adjustment voucher at the time of creation is in “Fresh” status.
	Deleted – The adjustments when deleted is in “Deleted” status.
	Authorized – The adjustment voucher after authorization is in “Authorized” status. The authorized adjustments cannot be modified or deleted. Clicking the “Save And Authorize Voucher” pushbutton in this page can authorize the vouchers.
	Reversed – The authorized adjustment voucher when reversed is in the “Reversed” status. The voucher can be reversed in the “Reverse Adjustment” activity.
	Returned – When the adjustment voucher is rejected, then the voucher is in “Returned” status. The vouchers can be returned in the “Authorize Adjustment Voucher” activity.

Enter the following fields:

Voucher Date

The date on which the customer adjustment vouchers was created (Date Format). The voucher date must be equal to or earlier than the system date. The system displays the system date by default.

Finance Book

Use the drop-down list box to select the code identifying the finance book to which the adjustments are to be posted. The finance books must be defined in the “Create Finance Book” activity of the “Organization Set Up” business component. All the finance books mapped to the login organization units are available in the drop-down list box. The system displays the first finance book available in the drop-down list box by default. The credit document raised in this Finance Book would only be available for adjustment.

Note: The default finance book selected in the “Set Function Defaults” page will be displayed if the “Allow Multiple Finance Book Postings” field is set to “No”.

Note: If the ‘Adjustment Type’ field in the “Voucher Information” section is set as “Customer-Supplier”, then the ‘Finance Book’ field will be disabled.

Numbering Type

Use the drop-down list box to select the numbering type for the login organization unit and the “Customer Supplier Balance Adjustment” transaction type. The numbering types must have already been defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component and must be in “Active” status. The system displays the numbering type set as default for the transaction in the “Document Numbering Class” business component. You can also select “Manual” if you want to enter a voucher number.

Enter the following fields in the “Customer Information” group box:

Customer #	The code identifying the customer. The customer must be defined in the “Create Customer” activity of “Customer” business component. On entering the Customer # and click of enter key, the customer name will be displayed.
	Help facility available.
Customer Name	The name of the customer.
Customer Hierarchy	Use the drop-down list box to specify the hierarchy in which the invoices are selected for adjustments. The various hierarchies available are
	§ Local – Indicates that the adjustments are made within the same customer. The credit and the debit document are for the same customer and the adjustment is made.
	§ Child – Indicates that the adjustment is made between the parent and the child customer. The customer must be defined as a parent in the “Customer” business component. All the child customers are retrieved for adjustments.
	§ Group – Indicates that all the customers belonging to the “Receipt Application Group” in the “Customer” business component are taken up for adjustments. If the customer belongs to one particular group, all the customers belonging to that group are retrieved for adjustments.
	The system displays “Local” by default.
Currency	Use the drop-down list box to select the transaction currency mapped to the customer. The currency must be defined in the “Create Currency and Country” activity of the “Organization Set Up” business component. The system defaults the base currency by default, if the base currency is loaded in the drop-down list box.

Note: If the ‘Adjustment Type’ field in the “Voucher Information” section is set as “Customer-Supplier”, then the ‘Currency’ field will be disabled.

Adjustment Sequence	Use the drop-down list box to select the sequence in which the vouchers have to be adjusted. The options available are
	§ FIFO – First in first out. Indicates that the earliest credit and the debit documents are taken up for adjustments.
	§ LIFO – Last in first out. Indicates that the latest credit and the debit documents are taken up for adjustments.
	The system displays the “FIFO” by default.

Note: The system sorts the credit and the debit document based on the adjustment sequence selected.

Enter the following fields in the “Document Search Criteria” section:

Debit Doc. FB	Use the drop-down list box to select the code identifying the finance book in which the debit documents are posted. The finance books must be defined in the “Create Finance Book” activity of the “Organization Set Up” business component. All the finance books mapped to the login organization units are available in the drop-down list box. The system displays the first finance book available in the drop-down list box by default. The debit document raised in this Finance Book would only be available for adjustment.
Debit Doc. Curr.	Use the drop-down list box to select the transaction currency of the debit documents, which is mapped to the login organization unit. The currency must be defined in the “Create Currency and Country” activity of the “Organization Set Up” business component. The system displays the value “All”, by default.
Debit Doc. Type	Use the drop-down list box to select the debit document that has to be adjusted. The various debit documents available are Service Invoice, Customer Prepayment Credit Note(Dr.), Account Based Debit Note, Item Based Debit Note, Direct Invoice, Miscellaneous Invoice, Prepayment Invoice, Pack Slip Invoice, Payment Voucher, Transfer Debit Note and Order Based Invoice.
Credit Doc. FB	Use the drop-down list box to select the code identifying the finance book in which the credit documents are posted. The finance books must be defined in the “Create Finance Book” activity of the “Organization Set Up” business component. All the finance books mapped to the login organization units are available in the drop-down list box. The system displays the first finance book available in the drop-down list box by default. The credit document raised in this Finance Book would only be available for adjustment.
Credit Doc. Curr.	Use the drop-down list box to select the transaction currency of the credit documents, which is mapped to the login organization unit. The currency must be defined in the “Create Currency and Country” activity of the “Organization Set Up” business component. The system defaults the base currency by default if the base currency is loaded in the drop-down list box.
Credit Doc. Type	Use the drop-down list box to select the credit document that has to be adjusted. The various credit documents available are Expense Invoice, Item Invoice, Miscellaneous Invoice, Order Invoice, Account Credit Note, Item Credit Note, Receipt, Supplier Repair Invoice and Transfer Credit Note.
Date from/to	The date from which the documents are to be retrieved. The system displays the date one month prior to the current system date, by default.
	The date until which the documents are to be retrieved. The system displays the current system date, by default.

Note: If the ‘Adjustment Type’ field in the “Voucher Information” section is set as “Regular”, then the ‘Debit Doc. FB’, ‘Debit Doc. Curr.’, ‘Credit Doc. FB’, ‘Credit Doc. Curr.’ fields will be disabled.

Click the “Search” pushbutton to retrieve the credit and debit documents based on the search criteria entered.
Enter the following fields in the “Debit Documents” multiline:

Customer #

The code identifying the customer.

Help facility available.

Note: If the ‘Adjustment Type’ field in the “Voucher Information” section is set as “Regular”, then the ‘Customer #’ field will not appear.

Document Type

Use the drop-down list box to select the debit document that has to be adjusted. The various debit documents available are Service Invoice, Customer Prepayment Credit Note(Dr.), Account Based Debit Note, Item Based Debit Note, Direct Invoice, Miscellaneous Invoice, Prepayment Invoice, Pack Slip Invoice, Payment Voucher, Transfer Debit Note and Order Based Invoice.

Document #

The number identifying the debit document. On entering the Document # and click of the enter key, the system retrieves the information of the document viz. Unadjusted amount, discount/penalty if applicable, based on the document type.

Help facility available.

The system displays the following field:

View	Click the hyperlink to view the debit document.
Due date	The date on which the debit documents is due for payments.
Document Amount	The amount of the debit document.
Unadjusted Amount	The unadjusted debit amount remaining to be adjusted with the credit amount.

Enter the following field:

Adjustment Amount

The total unadjusted debit amount to be adjusted with the credit amount. Mandatory. The amount must be greater than zero. The system displays the product of unadjusted debit document amount and the exchange rate. If the cumulative adjustment is available, then it displays the sum of debit document adjustable amount and the cumulative debit document adjustments.

The system displays the following fields:

Currency	The transaction currency of the debit documents.
Exch. Rate	The exchange rate of the transaction currency.

Enter the following fields:

Discount	The discount amount available for the debit document. The discount must be greater than zero and must be less than discount available. The discount will be computed as the product of the discount available and the exchange rate.
Charges	The penalty amount charged on the debit documents for the delay in payment.
Credit Doc. Adj (Credit Curr.)	The value of the Credit Doc. Adjustment amount allocated in Credit document currency against the Debit documents. This is modifiable by the user.

The system displays the following fields:

Cross Curr. Exch. Rate	The cross currency exchange rate of the debit document. Cross Currency Exchange Rate is calculated as follows: Cross Currency Exchange Rate = Credit Doc. Adj. (Credit Curr.) / Adjusted Net Debit Doc. Amount (Adjusted Net Debit Doc. Amount = Adjustment Amount - Discount + Charges)
Proposed Discount	The planned discount for the debit document in future. Initially the proposed discount is zero. The system displays the proposed discount as proposed discount + (discount / exchange rate).
Proposed Charges	The proposed charges for the debit document. Initially the proposed charges are zero. The system displays the proposed charges as proposed charges + (charges / exchange rate).
Discount date	If the actual discount date is greater than the due date, then the system sets the discount date to the due date. If the actual discount date is equal to the due date, then the system sets discount date to the discount date.
Billing Point	The login organization unit where the debit documents is raised.
Document date	The date on which the debit documents is raised.
Term #	The number identifying the installment due for payment. This number is generated as part of the debit document.
Finance Book	The code identifying the finance books, in which the debit documents are posted.

Enter the following fields:

Cost Center

The code identifying the cost center in which the discount and charges are defined for the debit documents. The cost center must be defined in the “Create Cost Center Element” activity of the “Cost Setup” business component. Smart search enabled.

Help facility available.

Analysis Code

The code identifying the analysis. The analysis code must be defined in the “Create Analysis Code” activity of the “Account Based Budget” business component. Smart search enabled.

Help facility available.

Sub Analysis Code

The code identifying the sub-analysis mapped to the analysis code. The sub-analysis code is created and assigned to the analysis code in the “Assign SubAnalysis Code” activity of the “Account Based Budget” business component. Smart search enabled.

The system displays the following fields:

Note #	The number identifying the note.
Adjustment #	The number identifying the adjustment voucher.

Enter the following fields in the “Credit Documents” multiline:

Supplier #	The code identifying the supplier. Help facility available.
Document Type	Use the drop-down list box to select the credit documents that has to be adjusted. The various credit documents available are Expense Invoice, Item Invoice, Miscellaneous Invoice, Order Invoice, Account Credit Note, Item Credit Note, Receipt, Supplier Repair Invoice and Transfer Credit Note.
Document #	The number identifying the credit document (Alphanumeric, 18).
	Help facility available.
	Press <Enter> key.
	The system displays the currency code, billing point, document amount, document date, exchange rate, finance book, receipt type, unadjusted amount and the status based on the document type selected and the number entered.

The system displays the following fields:

View	Click the hyperlink to view the credit document.
Document Date	The date on which the credit documents was raised.
Due Date	The date on which the debit documents is due for payments.
Document Amount	The credit document amount.
Unadjusted Amount	The unadjusted amount pending for adjustments. The system displays the difference between the unadjusted credit document amount and the cumulative current adjustment in this field.

Enter the following field:

Current Adjustment

The total unadjusted credit amount to be adjusted with the debit document. Mandatory.

Note: The current adjustment must be less than or equal to the credit document unadjusted amount

The system displays this field on proposing the adjustments.

The system displays the following fields:

Currency	The transaction currency of the credit documents. The currency specified in the “Credit Document Currency” field is retrieved here.
Exch. Rate	The exchange rate of the transaction currency.
Finance Book	The code identifying the finance book in which the credit documents are posted.

Enter the following field:

Discount

The discount amount available for the credit document. The discount must be greater than zero and must be less than discount available. The discount will be computed as the product of the discount available and the exchange rate.

The system displays the following:

Term #

The number identifying the installment due for payment. This number is generated as part of the credit document.

Enter the following fields:

Cost Center

The code identifying the cost center in which the discount and charges are defined for the credit documents. The cost center must be defined in the “Create Cost Center Element” activity of the “Cost Setup” business component.

Help facility available.

Analysis Code

The code identifying the analysis. The analysis code must be defined in the “Create Analysis Code” activity of the “Account Based Budget” business component.

Help facility available.

Sub Analysis Code

Help facility available.

The system displays the following fields:

Billing Point	The login organization unit where the credit documents is raised.
Note #	The number identifying the note.
Adjustment #	The number identifying the adjustment voucher.

Check the box in the “Select” column of the “Credit Document” multiline to mark the credit document for adjusting with the debit document.
Check the box in the “Select” column of the “Debit Document” multiline to mark the debit documents for adjusting against the credit documents.

Note: At least one document must be checked for adjustments in both the multilines.

Click the “Propose Adjustment” pushbutton to calculate the proposed adjustment amount.

The system calculates the current adjustment amount for the credit document and the debit document adjustment amount. The system calculates the adjustment amount, discount and charges for the debit amount.

Click the “Compute Adjustment” pushbutton to compute the debit and the credit adjustment amount.

Calculates the proportionate Debit Document Adjusted Amount in Debit Doc. Curr.as follows:

(Adjustment Amount for each debit document / Credit Doc. Adj. (Credit Curr.) for each debit document) * Allocated Credit Document amount in credit document currency for each debit document.

Calculates the Cross Currency Exchange Rate as follows:

Cross Currency Exchange Rate = Credit Doc. Adj. (Credit Curr.) / Adjusted Net Debit Doc. Amount

(Adjusted Net Debit Doc. Amount = Adjustment Amount - Discount + Charges)

The system displays the following fields in the “Adj. Summary Credit Doc. Curr.” group box:

Note: The system displays all the values in the transaction currency of the credit document.

Debit Doc. Adjustment Amount	The sum of all the cumulative debit document adjustment amount.
Discount Allowed	For the selected debit documents, the system calculates the discount as the sum of all the cumulative discount.
Charges Collected	For the selected debit documents, the system calculates the charges as the sum of all the cumulative charges.
Credit Doc. Adjustment Amount	The sum of all the cumulative credit document adjustment amount.
Discount Allowed Credit Doc.	For the selected credit documents, the system calculates the discount as the sum of all the cumulative discount.

Enter the following field:

User Defined	Use the drop-down list box to select the user defined quick code. The system lists all the quick codes defined for the entity ‘Customer-Supplier Balance Adjustment’ in the “Create Quick Codes” activity of the “Finance Setup” business component.
User Defined - 1	Additional details pertaining to the customer supplier balance adjustment voucher defined by the user.
User Defined - 2	Additional details pertaining to the customer supplier balance adjustment voucher defined by the user.
User Defined - 3	Additional details pertaining to the customer supplier balance adjustment voucher defined by the user.

Click the “Save” pushbutton to create the customer supplier balance adjustment voucher.
Click the “Save And Authorize” pushbutton to create and authorize the customer supplier balance adjustment voucher.
Click the “Delete Voucher” pushbutton to delete the customer supplier balance adjustment voucher.
Click the “Return Voucher” pushbutton to return the customer supplier balance adjustment voucher.

To proceed, carry out the following

Select the “Accounting Information” link at the bottom of the page to view the accounting information.
Select the “Upload Documents” link at the bottom of the page to upload the reference documents.
Select the “View Associated Doc. Attachments” link at the bottom of the page to view the associated document attachments.

Prerequisites

4 The customer and the other details must be defined in the “Create Customer” activity of the “Customer” business component.

4 Numbering type must be defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component.

4 Finance book must be defined in the “Create Finance Book” activity of the “Organization Set Up” business component.

4 Currency must be defined in the “Create Currency and Country” activity of the “Organization Set Up” business component.

4 The cost center must be defined in the “Create Cost Center Element” activity of the “Cost Setup” business component.

4 The analysis code must be defined in the “Create Analysis Code” activity of the “Account Based Budget” business component.

4 The sub-analysis code must be created and assigned to the analysis code in the “Assign SubAnalysis Code” activity of the “Account Based Budget” business component.

4 Availability of at least one open debit and credit document for Adjustment.