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This page allows you to modify the details of an item based debit / credit note. Tell me more.
Select the “Item Based Note” link at the bottom of the “Select Debit / Credit Note” page.
The “Edit 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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Note No. |
The number identifying the item based debit / credit note. |
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Note Type |
The type of the note. It could be “Debit” or “Credit”. |
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Status |
The status of the debit / credit note. It could be “Draft” or “Fresh”. |
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Modify the following fields if required in the “Note Information” group box:
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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. |
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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 / 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:
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Customer Code |
The code identifying the customer. |
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Customer Name |
The name identifying the customer. |
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Zoom facility available | |
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Customer Registered At |
The code identifying the organization unit in which the customer has been defined. |
Modify the following fields if required 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. |
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:
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Account Description |
The description of the Customer Account Code. |
Modify the following field if required 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 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. |
Modify the following fields if required in the “Payment Information” group box:
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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. |
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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. It could be “ESR”, “ESR+”, “LSV”, “LSV+”, “Regular” or “Specific Bank”. The system displays “Regular” by default. | |
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Anchor Date |
The date from which the liability of the debit note is calculated (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. |
Modify the following fields if required 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. |
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. |
The system displays the following in the “Item Information” multiline:
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Line No. |
The number identifying the line in which the tax, charge or discount 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”, “Customer Item based Debit Note” or “Customer 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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Help facility available | |
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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. |
Modify the following fields if required 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. The system retrieves the unit rate of the tax, charge or discount for which the debit / credit note is being created.
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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. |
Note: A “Tax”, “Charge” or “Discount” must be available for every “Item” available in this field.
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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 that is the difference of the sum total of all the transaction amounts available in the tax / charge and discount fields.
Click the “Edit Note” pushbutton to save the modifications made.
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.
The system 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 save the modifications made and authorize the 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 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.
The system updates the login ID of the user and the system date in the “Last Modified By” and the “Last Modified Date” fields.
Note: You can delete a debit / credit note that is in the “Draft” or “Fresh” status.
Click the “Delete Note” pushbutton to delete the debit / credit note.
The system updates the status of the debit / credit note as “Deleted”.
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 “Last Modified By” and the “Last Modified 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 was created. |
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Last Modified By |
The login ID of the user who last modified the item based debit / credit note. |
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Last Modified Date |
The date on which the item based debit / credit note was last modified. |
To proceed, carry out the following
Select the “T/C/D” link at the bottom of the page to modify the taxes, charges and discount details.
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 detail
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 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.
Modifying item based notes – An overview
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You can modify the details of a debit / credit note that is in the “Draft”, “Fresh” or “Returned” status. You can modify the details of the note received from the customer based on which the debit / credit note is created. You can also modify the payment information details of the debit / credit note. You can save the debit / credit note in the “Draft” status if you want to modify the details. You can also modify the document information details. You can calculate the total of the debit / credit note after the modifications. The system generates a payment schedule based on the modifications made. The system also calculates the TCD and Tax based on the modifications made.
This page allows you to authorize a debit / credit note. You can authorize a note that is in the “Fresh” status. The status of the debit / credit 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 delete a debit / credit note. You can delete a note that is in the “Draft” or “Fresh” status. The status of the note after deletion is updated as “Deleted”. The system stores the login ID of the user and the system date along with the modified details.
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 after the modifications have been 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 the item based debit / credit note while saving the modifications made. You can authorize a debit / credit note that is in the “Fresh” status.
Click the “Edit and Authorize Note” pushbutton to save the modifications made and authorize the debit / credit note.
The system updates the status of the debit / credit note as “Authorized”.
You can delete the item based debit / credit note that is not required. You can delete a debit / credit note that is in the “Draft” or the “Fresh” status.
Click the “Delete Note” pushbutton to delete the debit / credit note.
The system updates the status of the debit / credit note as “Deleted”.
