Authorizing account based notes
|
|
|
|
|
This page allows you to authorize an account based debit / credit note. Tell me more.
Select the “Account Based Note” link at the bottom of the “Select Debit / Credit Note” page.
The “Authorize Account Based Notes” page appears.
The system displays the following:
|
Workflow Status |
The status of the document as per Workflow Applicability. |
The system displays the following in the “Note Information” group box:
|
Note No. |
The number identifying the debit / credit note. |
|
Note Type |
The type of the note that is to be adjusted. It could be “Debit” or “Credit”. |
|
Status |
The status of the note. It could be “Fresh”, “Authorized” or “Returned”. |
| |
| |
|
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 the same as the system date and must be a valid date in an “Open” financial year. |
|
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 / or the finance book with which the document is created will be loaded. If postings must be made in a single finance book, the book that has been set as default will be displayed. |
The system displays the following in the “Customer Information” group box:
|
Customer Registered At |
The code identifying the organization unit in which the customer has been defined. |
|
Customer Name |
The name identifying the customer. |
|
Customer Code |
The code identifying the customer. |
Modify the following fields if required in the “Customer Information” group box:
|
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. |
|
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. |
|
Customer Account Code |
The Customer Control Account code to which the postings should happen. |
|
|
Help facility available. |
|
|
UI facility available. |
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:
|
Account Description |
The description of the Customer Account Code. |
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 ““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 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. |
Modify the following fields if required 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. |
|
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. It could be “ESR”, “ESR+”, “LSV”, “LSV+”, “Regular” or “Specific Bank”. | |
|
Anchor Date |
The date from which the liability of the debit note is calculated (Date Format). Mandatory. |
The system displays the following in the “Payment Information” group box:
|
Total Amount |
The total amount of the debit / credit note which is calculated as the difference of the sum total of all the amounts that have to be debited or credited in the various accounts. The modified amount will be displayed when the “Compute” pushbutton is clicked after modifying the transaction amounts for the various account codes. |
Modify the following fields if required in the “Payment Information” group box:
|
Comments |
Any observations regarding the payment to be received for the debit note (Alphanumeric, 255). |
|
|
Zoom facility available |
|
Reason Code |
Use the drop down list box to specify the reason for which the debit/credit note is raised. |
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. |
Modify the following fields if required 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). |
|
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. |
|
Ref. Doc No. |
The number identifying the reference document (Alphanumeric, 18). |
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. |
Modify the following fields if required in the “Document Information” multiline:
|
Cost Center |
The code identifying the cost center that has been mapped to the account (Alphanumeric, 10). The cost center must have been defined in the “Create Cost Center / Unit” activity of the “Cost Setup” business component. |
|
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). |
|
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.
Enter the following fields in the “Document Information” multiline:
|
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.
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.
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.
Click the “Edit Note” pushbutton to save the modifications made.
Status Updation
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. The transaction amount is also saved in the base currency and the parallel base currency of the company.
The system also updates the login ID of the user and the system date in the “Last Modified By” and the “Last Modified Date” fields.
Click the “Edit And Authorize Note” pushbutton to modify and authorize the selected debit / credit note.
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. The transaction amount is also saved in the base currency and the parallel base currency of the company.
Payment Schedule
The system generates a payment schedule based on the pay term defined for the customer.
The system also updates the login ID of the user and the system date in the “Last Modified By” and the “Last Modified Date” fields.
Click the “Return Note” pushbutton to return the debit / credit note for modification.
Status Updation
The system updates the status of the debit / credit note as “Returned”.
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 “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 account based debit / credit note. |
|
Created Date |
The date on which the account based debit / credit note was created. |
|
Last Modified By |
The login ID of the user who last modified the account based debit / credit note. |
|
Last Modified Date |
The date on which the account based debit / credit note was last modified |
To proceed, carry out the following
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 the tax calculation.
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.
Authorizing account based notes – An overview
|
|
You can authorize a debit / credit note that is in the “Fresh” status. During the process of authorization, you can also modify the details of the note. The status of the note after authorization is updated as “Authorized”. You cannot modify a note after authorization. The generated payment schedule cannot be modified.
This page also allows you to modify the details of an account based debit / credit note. You can modify the details of a debit / credit note that is in the “Fresh” status. The system retains the “Fresh” status of the note after saving the modifications made. The system generates a new payment schedule based on the modifications made.
This page also allows you to return a debit / credit note to the user who has created it for modification. You can return a debit / credit note that is in the “Fresh” status. A debit / credit note is usually returned to the user who created it if the user who is authorizing it is unable to handle the modifications that are required. The system updates the status of the debit / credit note as “Returned”. The system stores the login ID of the user and the system date along with the modified details.
Set whether to debit / credit transaction amount
Select the type of reference document
Set whether to debit / credit transaction amount
You can debit / credit the transaction amount for an account code based on whether it is 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 modify the type of reference document based on which the debit / credit note has been created.
Set the “Ref Document Type’ field to “Order Based Invoice” if you want the debit / credit note to be based on an order based invoice.
Set the “Ref Document Type” field to “Prepayment Invoice” if you want the debit / credit note to be based on a prepayment invoice.
Set the “Ref Document Type” field to “Debit Note” if you want the debit / credit note to be based on a debit note.
Set the “Ref Document Type” field to “Credit Note” if you want the debit / credit note to be based on a credit note.
Set the “Ref Document Type” field to “Transfer Debit Note” if you want the debit / credit note to be based on a transfer debit note.
Set the “Ref Document Type” field to “Transfer Credit Note” if you want the debit / credit note to be based on a transfer credit note.
You can calculate the sum total amount of the debit / credit note based on the modifications made.
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.
You can authorize a debit / credit note that is in the “Fresh” status. You can also modify the details of the note during the process of authorization.
Click the “Authorize Note” pushbutton to authorize the debit / credit note.
The system updates the status of the debit / credit note as “Authorized”.
You can return a debit / credit note that is to be authorized if you are unable to handle the modifications that are required. You can return a debit / credit note that is in the “Fresh” status.
Click the “Return Note” pushbutton to return the debit / credit note.
The system returns the debit / credit note to the user who has created it and updates the status of the debit / credit note as “Returned”.
