Creating account based debit / credit note

This page allows you to create an account-based debit or credit note. Tell me more.

Select the “Create Account Based Note” link under the “Customer Debit Credit Note” business component.

The “Create Account Based Note” page appears.

The system displays the following:

Workflow Status	The status of the document as per Workflow Applicability
Status	The status of the debit / credit note. It could be “Draft”, “Fresh” or “Authorized”.
	Draft – indicates a newly created debit / credit note that cannot be authorized or Tax or Payment information is incomplete.
	Fresh – indicates a newly created debit / credit note that can be authorized.
	Authorized – indicates a debit / credit note that has been authorized.

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

Note No.

The unique number identifying the debit / credit note (Alphanumeric, 18). This number is generated and displayed by the system, when the “Create Note” or the “Create and Authorize Note” pushbutton is clicked. 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 “Numbering Class” business component.

Note: This field must not be left blank if “Manual” is selected in the “Numbering Type” field.

Note Type	Use the drop-down list box to select the type of note you want to create from “Debit” or “Credit”. The system displays “Credit” by default on launch of the page.
Note Date	The date on which the debit / credit note is created (Date Format). Mandatory. The date entered in this field must be before or the same as the system date and must be a valid date in an “Open” financial year. The system date is displayed by default on launch of the page.
Finance Book	Use the drop-down list box to select the code identifying the finance book in which the invoice posting is to be made. All the finance books that have been mapped to the login organization unit - login user will be available for selection in the ascending order if postings can be made in multiple finance books other wise the finance book set as default will be loaded. If postings must be made in a single finance book, the book that has been set as default will be displayed.
Numbering Type	Use the drop-down list box to select the numbering type for the login organization unit and the “Account Based Credit Note” transaction type. The numbering types must have already been defined in the “Create Numbering Class” activity of the “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.

Note: If “Debit” is selected in the “Note Type” field, the system will retrieve the numbering type for the login organization unit and the “Account Based Debit Note” transaction type.

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

Customer Code	The code identifying the customer for whom the debit / credit note is being created (Alphanumeric, 18). Mandatory. The customer must have been defined in the “Create Customer” activity of the “Customer” business component and must be in the “Active” status.
	Press <Enter> key.
	The system retrieves and displays the name of the customer and the currency in which transactions take place.
	Help facility available

Note: If “Debit” is selected in the “Note Type” field, the system retrieves the name of the customer, the currency, the pay term and the receipt method, which has been mapped to the customer.

Note: You can either enter the customer code or select from the list edit provided. When you type in the first character or first few characters, the list edit opens up with the similar customer codes and names from which you can select the required customer code.

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

Customer Name

The name identifying the customer.

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

Customer Registered At	Use the drop-down list box to select the code identifying the organization unit in which the customer has been defined. All the organization units that have been mapped to the login organization unit will be available for selection in the ascending order.
Customer Note No.	The number identifying the debit / credit note issued by the customer (Alphanumeric, 18).
Customer Note Amount	The amount of the debit / credit note (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 “Customer Note No” field.

Customer Note Date

The date on which the debit / credit note issued by the customer was created (Date Format). The date entered in this field must be before the debit / credit note date that is being created. The system date is displayed by default on launch of the page.

Note: This field must not be left blank if a value has been entered in the “Customer Note No” field.

Customer Account Code	The Customer Control Account code to which the postings should happen.
	Help facility available.
	UI facility available.

The system displays the following:

Account Description

The description of the Customer Account Code.

Enter the following fields 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 ““Customer Receivable accounts” defined in the “Create Receivables Account Definition” activity of the “Account Rule Definition” business component will be available for selection in the ascending order.

Note: The system displays the base currency of the company by default on launch of the page if it has been mapped to a “Customer Receivable accounts”.

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

Exchange Rate

The exchange rate of the transaction currency with respect to the base currency of the company if they are different. “1” (one) will be fetched if the transaction currency and the base currency are the same.

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

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
Receipt Method	Use the drop-down list box to select the receipt method. If “Credit” has been selected in the “Note Type” field then “Blank” will be displayed by default on launch of the page.
	If “Debit” has been selected in the “Note Type” field all the receipt methods that has been defined in the Bank Cash Definition business component Check the box to save the debit / credit note in the “Draft” status. The system leaves this field unchecked by default on launch of the page.

Note: The value selected must be a valid method for the customer.

Anchor Date

The date from which the liability of the debit note is calculated (Date Format). Mandatory. The system date is displayed by default on launch of the page. If “Credit” is selected in the “Note Type” field, this field can be left blank.

Note: This field must not be left blank if “Debit” is selected in the “Note Type” field. The date entered in this field must be later than or the same as the date on which the debit / credit note is being created or the date on which the customer note was created.

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

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

Comments	Any observations regarding the payment to be received for the debit note (Alphanumeric, 255).
Reason Code	Use the drop down list box to specify the reason for which the debit/credit note is raised.
Draft	Check the box to save the debit / credit note in the “Draft” status. The system leaves this field unchecked by default on launch of the page.

Note: The box must be left unchecked if you want to authorize the debit / credit note immediately on creation.

Enter the following in "Project Information" group box:

Project OU	Use the drop-down list box to select the organization unit in which the project code has been created. The combo would be loaded with the OUs to which "Project Definition" business component mapping exists. The system displays blank by default on launch of the page.
Project /Sub-Project Code	The project /sub project code to which transactions are to be attached. This code should have been defined in the "Project Definition" business component and the status of the code should be either "Approved" or "Revised”.
	Help facility available.

The system displays the following in the "Project Information” group box:

Project /Sub-Project Description

The description of the project / sub-project.

Enter the following fields in the “Document Information” multiline:

Usage Id.

A brief description of the usage to which account code is mapped to which this voucher is to be debited or credited in a finance book (Alphanumeric, 25). This usage must be the same as the one defined in the “Account Rule Definition” component and mapped for the event supplier debit / credit note.

Help facility available.

Note: You can either enter the account code or select from the list edit provided. When you type in the first character or first few characters, the list edit opens up with the similar usage ID and usage Description from which you can select the required Usage Id.

Account Code

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 customer receivables account in the “Create Receivables Account Definition” activity of the “Account Rule Definition” business component.

Help facility available

Note: You can either enter the account code or select from the list edit provided. When you type in the first character or first few characters, the list edit opens up with the similar account codes and account names from which you can select the required account code .

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). The system displays “Dr” (Debit) by default on launch of the page.

Note: Either “Dr” (Debit) or “Cr” (Credit) must be selected for every row.

Transaction Amount	The transaction amount (Decimal). Mandatory. The amount entered in this field must be greater than zero.
Remarks	Any observations regarding the need for 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”, “Transfer Credit Note” and "Customer Complaint No.". The system displays “Blank” by default on launch of the page.
Originating Point	Use the drop-down list box to select the code identifying the organization unit in which the “Customer Direct Invoice”, “Customer Order Based Invoice”, “Customer Debit / Credit Note”, “Customer Prepayment Invoice”, “Customer Balance Transfer” and “Customer Complaint” business components are available. All the organization units that have been mapped to the login organization unit and in which the above-mentioned business components have been deployed will be available for selection in the ascending order.

Note: An originating point must be selected if reference document is selected in the “Ref Doc Type” field.

Ref. Doc. No.	The number identifying the reference document (Alphanumeric, 18).
	Help facility available

Note: This field must not be left blank if a type of reference document is selected in the “Ref Doc Type” field.

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

Ref. Doc. Date	The date on which the reference document was created.
Ref. Doc. Amount	The amount of the reference document.
Ref. Doc. Booking No.	The acknowledgement number issued for an export/import consignment by the freight forwarder.
Ref Doc. HBL No. / HAWB No.	The document issued by the freight forwarders to their consignors as a receipt of the merchandise.
Ref. Doc. MBL No. / MAWB No.	The document issued by the carrier owners for the cargo transported by them.

Enter the following fields 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 / Unit” activity of the “Cost Setup” business component.
	Help facility available
Analysis Code	The analysis code to which the account is mapped to in the “Assign Analysis Code” activity of the “Account Based Budgeting” business component (Alphanumeric, 5).
	Help facility available
Sub Analysis Code	The sub-analysis code to which the analysis code is mapped to in the “Assign Sub Analysis Code” activity of the “Account Based Budgeting” business component (Alphanumeric, 5).

CFS Ref. Doc. OU	Use the drop down list box to select the OU in which the CFS reference document has been created. The OU combo would be loaded with the OUs to which component interaction between Customer Debit Credit Note and Documentation component exist.
CFS Ref. Doc. Type	Use the drop down list box to select the CFS reference document Type. The combo would be loaded with "Application", "Auction" and "ESC".
CFS Ref. Doc. No.	The unique transaction number to which all Container Freight Station transactions are linked.
	Help facility available.

Note : CFS Ref. Doc. OU. CFS Ref. Doc. Type and CFS Ref. Doc. No. columns will be enabled only when "Container Freight Station Applicability" is set as "Yes" in Installation Parameter Setup component.

Note: In the columns – Cost Center, Analysis Code and Sub Analysis Code, you can either enter the code or select from the list edit provided. When you type in the first character or first few characters, the list edit opens up with the similar codes and descriptions from which you can select the required code.

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

Account Description

The textual description of the account code.

Check the box in the “Select” column of the multiline to mark account codes 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.

The system calculates the total amount, which is the difference of the sum total of all the amounts that have to be debited or credit in the various accounts.

Note: If “Debit” is selected in the “Note Type” field, the sum total of all the amounts that have to be debited must be lesser than the sum total of all the amounts that have to be credited. If “Credit” is selected in the “Note Type” field, the sum total of all the amounts that have to be debited must be greater than the sum total of all the amounts that have to be credited.

Click the “Create Note” pushbutton to create a debit / credit note.

The system generates a unique debit / credit note number if “Automatic” numbering type has been opted.

Status Updation

The system updates the status of the debit / credit note as “Draft” if the box beside the “Draft” field has been checked.

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

Financial posting details

The system saves the sum total amount in the base currency and the parallel base currency of the company.

The system saves the transaction amount in the account currency and debits the individual customer receivable account if a “Debit Note” is being created. The transaction amount is also saved in the base currency and the parallel base currency of the company.

The system saves the transaction amount in the account currency and credits the individual customer receivable account if a “Credit Note” is being created. The transaction amount is also saved in the base currency and the parallel base currency of the company.

The system debits or credits the transaction amount in the respective account code entered in the “Account Code” field. The system also saves the transaction amount in the base currency and the parallel base currency of the company and the details of the finance book in which the postings must be made.

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

Click the “Create And Authorize Note” pushbutton to create a debit / credit note and authorize it.

Status Updation

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

Financial posting details

The system saves the sum total amount in the base currency and the parallel base currency of the company.
The system saves the transaction amount in the account currency and debits the individual customer receivable account if a “Debit Note” is being created. The transaction amount is also saved in the base currency and the parallel base currency of the company.
The system saves the transaction amount in the account currency and credits the individual customer receivable account if a “Credit Note” is being created. The transaction amount is also saved in the base currency and the parallel base currency of the company.
The system debits or credits the transaction amount in the respective account code entered in the “Account Code” field. The system also saves the transaction amount in the base currency and the parallel base currency of the company and the details of the finance book in which the postings must be made.

Payment Schedule

The system generates a payment schedule based on the pay term defined for the customer.

Select from the following:

Print Language

Use the drop-down list box to select the language in which the note is to be printed. You can select from the list of Application and Report Languages mapped for the Company.

Click the “Print Note" pushbutton to print a note.

The system also updates the login ID of the user and the system date in the “Created By” and the “Created 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 is created.

To proceed, carry out the following

Select the “Adjustment” link at the bottom of the page to select documents against which the debit / credit note must be adjusted.
If pay modes are not applicable for the company, select the “Payment Schedule” link at the bottom of the page to view or modify the payment schedule.
If pay modes are applicable for the company, select the “Payment Information” link at the bottom of the page to modify the electronic payment details.
Select the"Tax Calculation - Summary" link at the bottom of the page to save and authorize the tax calculation.
Select the “Edit Account Based Note” link at the bottom of the page to modify the details of the newly created account based debit / credit note.
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 "View Account Based Note" link at the bottom of the page to view all the details of the account based note.
Select "Authorize Account Based Note" link at the bottom of the page to authorize the account based note.

Creating account based debit / credit note – An overview

An account-based note is created for the difference in the rates of any amount that is not calculated based on individual items. A document reference is not mandatory for the creation of an account-based debit or credit note.

You can select the type of the note, that is the “Debit Note” or the “Credit Note”, that you want to create. You can enter the number identifying the note if you have opted for the “Manual” numbering type. The system generates a unique number identifying the note if you have not opted for the “Manual” numbering type. You can enter all details pertaining to the customer including the number identifying the document issued by the customer and the amount of the document. If you are creating a debit note you can enter all information pertaining to the payment of the amount.

This page also allows you to enter the account codes in which the transaction amount must be debited or credited. Details of the cost center, analysis and sub analysis can also be entered for the individual account code for the purpose of analysis. The system saves the total amount, for which the debit / credit note is created, in the transaction currency, base currency and the parallel base currency of the company.

A newly created debit / credit note is usually saved in the “Fresh” status. You can authorize a note that is in the “Fresh” status. If you want to make more changes to the debit / credit note, you can save it in the “Draft” status. This page also allows you to authorize a debit / credit note during the creation process. The status of the debit / credit note is updated to the “Authorized” status

Prerequisites

Mandatory

“Finance Book” must have been defined in the “Organization Setup” business component.
Numbering Type” must have been defined in the “Numbering Class” business component.
“Customer Codes” must have been defined in the “Customer” business component.
“Pay Term” must have been defined in the “Pay Term” business component.
“Exchange Rate” must have been defined in the “Exchange Rate” business component.
“Account Codes” must have been defined in the “Accounting Setup” business component.
“Account Codes” must have been defined as an customer receivable account in the “Account Rule Definition” business component.
“Currencies” must have been mapped to the customer receivable accounts.
At least one “Order Based Invoice”, “Prepayment Invoice”, “Debit Note”, “Credit Note”, “Transfer Debit Note” or “Transfer Credit Note” must be available based on which the “Debit / Credit Note” can be created.
“Set Function Defaults” activity available in this business component must be completed.

Optional

“ Pay Modes Applicable” must be set to “Yes” in the “Installation Parameter Setup” business component to accept electronic payments.
“Analysis / Subanalysis Codes Applicable” must be set to “Yes” in the “Company Parameter Setup” business component to use the analysis and subanalysis code.
“Analysis Codes” must have been mapped to the account code in the “Account Based Budgeting” business component.
“Sub Analysis Code” must have been mapped to the analysis codes in the“Account Based Budgeting” business component.
“Cost Center Applicable” must be set to “Yes” in the “Company Parameter Setup” business component to use the cost center.
“Cost Center” must have been defined in the “Cost Setup” business component.

What you can do in this page

Set the type of note

Save in “Draft” status

Set whether to debit / credit transaction amount

Select the type of reference document

Calculate the total amount

Set the type of note

You can set the type of note that you want to create. You can create a debit note or a credit note in this page.

Set the “Note Type” field as “Debit” if you want to create a debit note.

Set the “Note Type” field as “Credit” if you want to create a credit note.

Save in “Draft” status

You can save a debit / credit note in the “Draft” status is you want to add some more information. You cannot authorize a debit / credit note in this status.

Check the box beside the “Draft” field to save the debit / credit note in the “Draft” status.

The document is saved in "Draft" status if the Tax details or Payment Information is incomplete.

Set whether to debit / credit transaction amount

You can debit / credit the transaction amount for an account code based on whether you want to create a debit note or a credit note.

Set the “Dr / Cr” field to “Dr” if you want to debit the transaction amount.

Set the “Dr / Cr” field to “Cr” if you want to credit the transaction amount.

Select the type of reference document

You can select the type of reference document based on which the debit / credit note is being created.

Set the “Ref Document Type’ field to “Order Based Invoice” if you want to create a debit / credit note based on an order based invoice.
Set the “Ref Document Type” field to “Prepayment Invoice” if you want to create a debit / credit note based on a prepayment invoice.
Set the “Ref Document Type” field to “Debit Note” if you want to create a debit / credit note based on a debit note.
Set the “Ref Document Type” field to “Credit Note” if you want to create a debit / credit note based on a credit note.
Set the “Ref Document Type” field to “Transfer Debit Note” if you want to create a debit / credit note based on a transfer debit note.
Set the “Ref Document Type” field to “Transfer Credit Note” if you want to create a debit / credit note based on a transfer credit note.
Set the “Ref Document Type” field to “Direct invoice” if you want to create a debit / credit note based on a direct invoice.

Calculate the total amount

You can calculate the sum total amount for which the debit / credit note is created.

Enter the amount in the “Transaction Amount” field.

Click the “Compute” pushbutton.

The system calculates and displays the sum total of the transaction amount in the “Total Amount” field.