Holding / releasing account based note

This page allows you to put an account based debit / credit note on hold. Tell me more.

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

The “Hold / Release Account Based Note” page appears.

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”, “Returned”, “Authorized”, “Held” or “Partly Paid”.
	Fresh – indicates a newly created debit / credit note that can be authorized.
	Returned – indicates a debit / credit note that has been returned to the user who created it for modification.
	Authorized – indicates a debit / credit note that has been authorized. You cannot modify the details of a debit / credit note in this status.
	Held – indicates a debit / credit note that has been put on hold.
	Partly Paid – indicates a debit note for which part of the payment has been received from the customer.
Note Date	The date of the debit / credit note.
Finance Book	The code identifying the finance book in which the financial posting is made.

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

Customer Code	The code identifying the customer.
Customer Name	The name identifying the customer.
	Zoom facility available
Customer Registered At	The code identifying the organization unit in which the customer has been defined.
Customer Note No.	The number identifying the debit / credit note issued by the customer.
Customer Note Amount	The amount of the debit / credit note.
Customer Note Date	The date on which the debit / credit note issued by the customer was created.

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

Currency	The code identifying the currency in which the debit / credit note has been created.
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 displayed if the transaction currency and the base currency are the same.
Pay Term	The code identifying the pay term.
Receipt Method	Indicates the method in which the payment is to be received.
Anchor Date	The date from which the liability of the debit note is calculated.
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.
Comments	Any observations regarding the payment to be received for the debit note.
	Zoom facility available

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

Usage Id.	A brief description of the usage, to which acount code is mapped to which this voucher is to be debited or credited in a finance book.
Account Code	The code identifying the amount in which the transaction amount must be debited or credited.
Dr. / Cr.	Indicates whether the transaction amount is to be debited or credited in the account.
Transaction Amount	The transaction amount.
Remarks	Any observations regarding the debit or credit of the amount.
Ref. Doc. Type	The type of reference document based on which the debit / credit note has been created. It could be “Order Based Invoice”, “Prepayment Invoice”, “Debit Note”, “Credit Note”, “Transfer Debit Note” or “Transfer Credit Note”.
Ordering Point	The code identifying the organization unit in which the “Order Based Invoice”, “Prepayment Invoice”, “Debit Note”, “Credit Note”, “Transfer Debit Note” or “Transfer Credit Note” was created.
Ref. Doc. No	The number identifying the reference document.
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.
Cost Center	The code identifying the cost center that has been mapped to the account.
Analysis Code	The analysis code to which the account is mapped.
Sub Analysis Code	The sub-analysis code to which the analysis code is mapped.
CFS Ref. Doc. OU	The OU in which the CFS reference document has been created.
CFS Ref. Doc. Type	The CFS reference document type. The values would be "Application", "Auction" Or "ESC".
CFS Ref. Doc. No.	The unique transaction number to which all Container Freight Station transactions are linked.
Account Description	The textual description of the account code.

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.

Enter the following fields:

Reason Code	Use the drop-down list box to select the code identifying the reason for which the debit / credit note is being released. All the reasons that have been defined in the “Maintain Reason Information” activity of the “Reason Definition” business component for the debit / credit note and that are in the “Active” status will be available for selection in the ascending order.
Remarks for Hold	Any observations or comments regarding the necessity to put the debit / credit note on hold (Alphanumeric, 255). Mandatory.
	Zoom facility available

Click the “Hold Note” pushbutton to put the note on hold.

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

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 “Release Note” pushbutton to release the note.

The system updates the status of the debit / credit note to the status in which it was earlier. It could be “Fresh”, “Authorized” or “Partly Paid”.

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 view the details of the documents that have been selected for adjustment.
If Pay modes are not applicable for the company, select the “Payment Schedule” link at the bottom of the page to view the details of the payment schedule.
If Pay modes are applicable for the company, select the “Payment Information” link at the bottom of the page to view the electronic payment details.
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.

Holding / releasing account based note – An overview

You can put a debit / credit note that is in the “Fresh”, “Returned”, “Authorized” or “Partly Paid” status on hold. The debit / credit notes that are in the “Fresh” and “Returned” status can be put on hold from authorization. The debit / credit notes that are in the “Authorized” or “Partly Paid” status can be put on hold from payment. You can select the reason due to which the debit / credit note has been put on hold and also record any comments you want to regarding the necessity for putting it on hold. The system updates the status of the debit / credit note as “Held”. The system also stores the login ID of the user and the system date along with the details.

This page also allows you to release an item based debit / credit note that is in the “Held” status. You can select the reason for releasing a debit / credit note and also record your comments regarding the release of the note. The system updates the status of the debit / credit note to the status in which it was before it was put on hold. It could be “Fresh”, “Authorized” or “Partly Paid”. The system also stores the login ID of the user and the system date along with the release details.