Creating item based debit / credit note
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This page allows you to create an item based debit or credit note. Tell me more.
Select the “Create Item Based Note” link under the “Customer Debit Credit Note” business component.
The “Create Item Based Note” page appears.
The system displays the following:
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Workflow Status |
The status of the document as per Workflow Applicability. |
The system displays the following in the “Note Information” group box:
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Status |
The status of the debit / credit note. It could be “Draft”, “Fresh” or “Authorized”. |
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Enter the following fields in the “Note Information” group box:
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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.
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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. |
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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. |
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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. |
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Numbering Type |
Use the drop-down list box to select the numbering type for the login organization unit and the “Item 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 “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 “Item Based Debit Note” transaction type.
Enter the following fields in the “Customer Information” group box:
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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. |
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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. |
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Press <Enter> key. | |
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The system retrieves and displays the name of the customer and the currency in which transactions take place. | |
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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:
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Customer Name |
The name identifying the customer. |
Enter the following fields in the “Customer Information” group box:
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Customer Note No. |
The number identifying the debit / credit note issued by the customer (Alphanumeric, 18). |
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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.
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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 date of the debit / credit note 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.
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Customer Account Code |
The Customer Control Account code to which the postings should happen. |
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Help facility available. |
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UI facility available. |
The system displays the following:
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Account Description |
The description of the Customer Account Code. |
Enter the following field in the “Payment Information” group box:
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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. 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:
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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:
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Pay Term |
The code identifying the pay term (Alphanumeric, 15). 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. Mandatory. |
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Help facility available | |
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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. |
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If “Debit” has been selected in the “Note Type” field all the receipt methods that has been defined as a quick code in the “Create Quick Code” activity of the “Quick Code Definition” business component will be available for selection in the ascending order. |
Note: The value selected must be a valid method for the customer.
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Anchor Date |
The date from which the payment schedule of the debit note begins (Date Format). Mandatory. If “Credit” is selected in the “Note Type” field, this field must 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:
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Total Amount |
The total amount of the debit / credit note that is calculated as the difference of the sum total of all the tax, charges and discounts. This amount will be displayed when the “Compute” pushbutton is clicked after entering the transaction amounts. |
Enter the following fields in the “Payment Information” group box:
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Comments |
Any observations regarding the payment to be received for the debit note (Alphanumeric, 255). |
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Reason Code |
Use the drop down list box to specify the reason for which the debit/credit note is raised. |
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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:
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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. |
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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”. |
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Help facility available. |
The system displays the following in the "Project Information” group box:
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Project /Sub-Project Description |
The description of the project / sub-project. |
Enter the following fields in the “Search Criteria” group box to search for the documents that contain item details for which you want to create a debit / credit note:
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Sale Order |
Check this box if you want to retrieve all the invoices pertaining to the sale orders based on which the debit / credit note must be created. |
Note: If this field is checked the system retrieves the details of all the “Customer Order Based Invoices” that have been created for the specified range of sale orders.
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Order Invoice |
Check this box if you want to retrieve all the order based invoices based on which the debit / credit note must be created. |
Note: If this field is checked the system retrieves the details of all the “Customer Order Based Invoices” that have been specified.
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Direct Invoice |
Check this box if you want to retrieve all the direct invoices based on which the debit / credit note must be created. |
Note: If this field is checked the system retrieves the details of all the “Customer Direct Invoices” that have been specified.
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Order No. From |
The starting number in the range of sale order numbers that you want to retrieve (Alphanumeric, 18). |
Note: The sale order number entered in this field must be before the sale order number entered in the “To” field.
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To |
The ending number in the range of sale order numbers that you want to retrieve (Alphanumeric, 18). |
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Debit Note |
Check this box if you want to retrieve all the debit notes based on which the credit notes must be created. |
Note: If this field is checked the system retrieves the details of all the “Item Based Debit Notes” that have been specified.
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Invoice / Note No. From |
The starting number in the range of invoice, debit / credit note numbers that you want to retrieve (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves the invoice, debit / credit note numbers that are similar to the value entered in this field. |
Note: The invoice / note number entered in this field must be before the invoice / note number entered in the “To” field.
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To |
The ending number in the range of invoice, debit / credit note numbers that you want to retrieve (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves the invoice, debit / credit note numbers that are similar to the value entered in this field. |
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Credit Note |
Check this box if you want to retrieve all the credit notes based on which the debit notes must be created. |
Note: If this field is checked the system retrieves the details of all the “Item Based Credit Notes” specified.
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Invoice / Note Date From |
The starting date in the date range during which the invoice, debit / credit notes that you want to retrieve have been created (Date Format). |
Note: The date entered in this field must be before the date entered in the “To” field.
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To |
The ending date in the date range during which the invoice, debit / credit notes that you want to retrieve have been created (Date Format). |
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Sales Return |
Check this box if you want to retrieve all sales return based on which the note must be created. |
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Invoice / Note Amount From |
The starting amount in the range of amounts for which the invoice, debit / credit notes have been created (Decimal). The value entered in this field must be greater than zero. |
Note: The amount entered in this field must be lesser than the amount entered in the “To” field.
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To |
The ending amount in the range of amounts for which the invoice, debit / credit notes have been created (Decimal). The value entered in this field must be greater than zero. |
Click the “Search” pushbutton to retrieve the item information.
The system displays the following in the “Item Information” multiline based on the search criteria entered:
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Line No. |
The number identifying the line in which the Item is available in the newly created debit / credit note. |
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Doc. Type |
The type of the document. It could be “Sale Order”, “Customer Order Based Invoice”, “Customer Direct Invoice”, “Debit Note” or “Credit Note”. |
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Originating Point |
The code identifying the organization unit in which the invoice, debit / credit note was created. |
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Doc. No |
The number identifying the invoice, debit / credit note. |
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Doc. Date |
The date of the document. |
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Item TCD Code |
The code identifying the item, tax, charge or discount. |
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Variant Code |
The code identifying the item, tax, charge or discount variant. |
Enter the following fields in the “Item Information” multiline:
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Qty. |
The number of units of the item 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 “Item” is available in the “Item / TCD Type” field.
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Unit Rate |
The unit rate of the item / 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.
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Transaction Amount |
The transaction amount (Decimal). Mandatory. The value entered in this field must be greater than zero. |
Note: If this field is left blank the system calculates the transaction amount as the product of the values available in the “Quantity” and “Unit Rate” fields.
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Remarks |
Any observations pertaining to the need for creating a debit / credit note for the item, tax, charge or discount (Alphanumeric, 255). |
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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. |
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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). |
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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). |
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 “Item Information” multiline:
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Item / TCD Type |
Indicates that it is an item, tax, charge or discount. |
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Item / Doc. Level |
Indicates whether the tax, charge or discount has been calculated at the “Item Level” or at the “Document Level”. |
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TCD on Line Item |
The tax, charge or discount that has been charged at the line item level. |
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Customer Complaint No. |
Customer Complaint No. would be displayed when the reference document is Sales Return which is raised against the Return Material Request (RMR) which has the customer complaint No. as reference. |
Check the box in the “Select” column of the multiline to mark items 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 and displays the total amount of the note which is calculated as the sum total of all the transaction amounts available in the multiline.
Click the “Create Note” pushbutton to create an item based debit / credit note.
The system generates a unique number for the debit / credit note 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 or if the Tax details or the Payment Information is incomplete.
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 also saves the Tax postings along with the Financial posting details.
TCD Details
The system calculates the TCD amount for the item either on the “Line Item Level” or at the “Document Level” based on details provided in the TCD Link of the note.
Tax Calculation
The system calculates the tax automatically and updates the status to "Fresh".If the tax calculation is incomplete then the status is "Draft".
Payment Schedule
The system generates a payment schedule for the “Debit Note” based on the pay term defined for the customer if “Pay Modes Applicable” has been set to “No” in the “Set Common Parameters” activity of the “Installation Parameter Setup” business component.
Payment Information
The system generates a payment schedule for the “Debit Note” based on the pay term defined for the customer and saves the bank details for electronic payment if “Pay Modes Applicable” has been set to “Yes” in the “Set Common Parameters” activity of the “Installation Parameter Setup” business component.
The system 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 and authorize an item based debit / credit note
The system generates a unique number for the debit / credit note if “Automatic” numbering type has been opted.
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.
TCD Details
The system calculates the TCD for the item either on the “Line Item Level” or at the “Document Level” based on the document for which the debit / credit note is being created.
Tax Calculation
The system calculates the tax automatically and updates the status to "Fresh".If the tax calculation is incomplete then the status is "Draft".
Payment Schedule
The system generates a payment schedule for the “Debit Note” based on the pay term defined for the customer if “Pay Modes Applicable” has been set to “No” in the “Set Common Parameters” activity of the “Installation Parameter Setup” business component.
Payment Information
The system generates a payment schedule for the “Debit Note” based on the pay term defined for the customer and saves the bank details for electronic payment if “Pay Modes Applicable” has been set to “Yes” in the “Set Common Parameters” activity of the “Installation Parameter Setup” business component.
Select from the following:
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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 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:
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Created By |
The login ID of the user who created the item based debit / credit note. |
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Created Date |
The date on which the item based debit / credit note is created. |
To proceed, carry out the following
Select the “T/C/D” link at the bottom of the page to modify the tax, charge or discount calculated for the debit / credit note.
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 view or 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 Item Based Note” link at the bottom of the page to modify the details of the newly created item 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 Item Based Note" link at the bottom of the page to view all the details of the item based note.
Select "Authorize Item Based Note" link at the bottom of the page to authorize the item based note.
Creating item based debit / credit note – An overview
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An item based note is created for the variance in price for the items invoiced, for the return of sold items, for items lost in transit or changes in the tax, charge or discount applicable for the item. The reference of a document is mandatory for the creation of an item based debit or credit note.
You can select the type of the 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 search and retrieve the reference documents based on which the debit / credit note is created. The reference document could be invoices or debit / credit notes. You can enter the quantity for which a debit / credit note must be raised. You can also enter the rate of the item to calculate the total amount for which the debit / credit note must be raised. Details of the cost center, analysis and sub analysis code can also be entered for the individual items 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 any 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
The system also generates a default payment schedule for the newly created debit note based on the pay term defined for the customer. The tax, charge and discount applicable for the item is also calculated. If Tax is applicable the system calculates Tax for the debit / credit note.
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.
“Receipt Method” must have been defined in the “Bank / Cash Definition” 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.
“TCD” must have been defined in the “Taxes / Charges / Discount” business component.
At least one “Sale Order”, “Order Based Invoice”, “Prepayment Invoice”, “Debit Note”, “Credit Note”, “Transfer Debit Note” or “Transfer Credit Note” must be available in “Authorized” status, based on which the “Debit / Credit Note” must 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 / Sub-analysis Codes Applicable” must be set to “Yes” in the “Company Parameter Setup” business component to use the analysis and sub-analysis 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.
You can save an item based 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.
You can calculate the sum total amount for which the debit / credit note is created.
Modify 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.
