Creating provision request

This page allows you to search and select the documents for which the receivables are due from the customer and create provision amount for these documents. Tell me more.

Select the “Create Provision Request” link under the “Credit Management” business component.

The “Create Provision Request” page appears.

The system displays the following fields:

Request No.	The number identifying the provision request. This number is automatically generated by the system at the time creating the provision.
Status	The status of the provision request. The various statuses of the provision request are
	Fresh – Indicates that the request has just been created.
	Authorized – Indicates that the Journal Voucher generated against the request is authorized and the accounting entries are posted in the books of accounts. The vouchers can be picked up for authorization in “Journal Voucher” business component.
	Deleted – Indicates that the request in “Fresh” status is deleted. The request can be deleted in the “Edit Request” activity of this business component.

Enter the following fields:

Request Date	The date on which the request for provision was raised (Date Format). Mandatory. The request date must be later than the due date of all the documents. The system date is defaulted on launch of the page.
Finance Book	Use the drop-down list box to select the code identifying the finance book in which the accounting entries must be posted. The system lists all the finance books mapped to the login organization unit for selection. The finance book set in ‘Set Function Defaults’ activity of this component is defaulted on launch of the page.

Enter the following fields in the “Search Criteria” group box:

Customer Code From	The starting codes in the range of customer codes from which the details are to be retrieved (Alphanumeric, 16). The system retrieves the customer codes that are greater than or equal to the code specified here.
	If this field is left blank and “To” field is entered, then the system retrieves the customer code from the first customer code till the code specified in the “To” field.
To	The ending codes in the range of customer codes till which the details are to be retrieved (Alphanumeric, 16). The system retrieves the customer codes that are less than or equal to the code specified here. The code specified must be greater than or equal to the code specified in “Customer Code From” field.
	If this field is left blank and the “Customer Code From” is entered, then the system retrieves the customer code from the code specified in the “Customer Code From” field till the last customer code available.
Billing Point	Use the drop-down list box to select the organization unit in which the document has been raised. The system lists all the organization units mapped to the login company for selection. The system displays “All” by default on launch of the page.
Doc. No. From	The starting number in the range of document numbers for which the details are to be retrieved (Alphanumeric, 18). The system lists all the document numbers that are greater than or similar to the value entered here.
	If this field is left blank and the “To” field is entered, then the system retrieves the documents starting from the first document till the document specified in the “To” field.
To	The ending number in the range of document numbers for which the details are to be retrieved (Alphanumeric, 18). The system lists all the document numbers that are lesser than the value entered here. The number entered here must be greater than the number entered in the “Document No. From” field.
	If this field is left blank and the “Document No. From” entered, then the system retrieves the documents starting from the number specified in the “Document No. From” field till the last voucher.
Doc. Type	Use the drop-down list box to select the document type. The document types available are “Order Based Invoice”, “Direct Invoice”, “Debit Note”, and “Transfer Debit Note”. The system displays “All” by default on launch of the page.
Overdue Amount From	The starting amount of the overdue amount, in the range of amount for which the details are to be retrieved (Decimal). The system retrieves all the documents whose overdue amount is greater than the amount entered here. The amount entered here must be lesser than the amount entered in the “To” field.
	If this field is left blank and the “To” field is entered, then the system retrieves the document from the first document in the database till the document with the overdue amount as specified in the “To” field.
To	The ending amount of the overdue amount in the range of amount till which the details are to be retrieved (Decimal). The system retrieves all the document whose overdue amount is less than the value entered here.
	If this field is left blank and the “Overdue Amount From” field is entered, then the system retrieves all the documents whose amount is greater than the value entered in the “Overdue Amount From” field from the database
Currency	Use the drop-down list box to select the currency in which the document has been raised. The system lists all the currencies for the customer receivables. If the base currency is one of the currency in the list, then the system displays the base currency by default on launch of the page.
Due Date From	The starting date in the range of due date of the receivables, from which the document details must be retrieved (Date Format). The system lists all the documents with the receivable due on the date specified here.
	If this field is left blank and the “To” field is entered, then the system retrieves the documents starting from the first document in the database till the documents raised on the date specified in the “To” field.
To	The ending date in the range of due date of the receivable till which the document details must be retrieved (Date Format). The system lists all the documents starting from the documents with the due date earlier than the date specified here. The date specified here must be greater than or equal to the date entered in the “Due Date From” field.
	If this field is left blank and “Due Date From” field is entered, then the system retrieves all the documents with the due date as specified in the “Due Date From” field till the last document in the database.

Note: The “Due Date From” and “To” must be less than or equal to the request date

Sort By	Use the drop-down list box to select the order in which the documents must be retrieved. The various options available are “Document Type”, “Customer Code” and “Overdue Days”. The system displays “Overdues Days” by default on launch of the page.
Overdue Days From	The starting day in the range of overdue days from which the details are to be retrieved (Integer). The number of specified here must be less than the days specified in the “To” field. The system retrieves the documents whose overdue days is greater than or equal to the days specified here.
To	The ending day in the range of overdue days till which the details are to be retrieved (Integer). The system retrieves the document with overdue days less than or equal to the days specified here.

Click the “Search” pushbutton to retrieve the document information for creating the provision amount.

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

Doc. Type	The document type, which could be “Order Based Invoice”, “Direct Invoice”, “Debit Note”, and “Transfer Debit Note”.
Doc. No.	The number identifying the document for which the provision amount has to be created.
Customer Code	The code identifying the customer from whom the receivables are overdue.
Due Date	The date on which the receivables are due from the customer.
Due Amount	The amount due from the customer.
Overdue Days	The number of days the receivables are pending from the customer after due date.
Currency	The currency in which the document is raised.
Overdue Amount	The due amount pending from the customer.
Existing Provision Amount	The provision amount that already exists for the document if provision has been created earlier.

Enter the following field:

Provision Amount

The unpaid amount for which the provisional entry has to be created (Decimal). Mandatory. The provision amount must be less than (Overdue amount – Existing provision).

The system displays the following fields:

Exchange Rate	The exchange rate of the currency.
Base Amount	The base amount of the provision. The system displays the product of the provision amount and the exchange rate.
Billing Point	The organization unit in which the document has been raised.

Check the box in the “Select” column of the multiline to mark the document for computing provision base amount total.

Click the “Compute Total” pushbutton to compute the total of base amount for which provision would be requested.

Note: Atleast one row in the multiline must be marked for computing total.

The system computes the total base amount for the provision amount entered for the selected documents.

The system also computes the parallel base amount, if parallel base currency exists for the company.

The system displays the following fields in the multiline below the multiline:

Total Base Amount	The total of base provision amount of all the selected documents in the multiline.
Voucher No.	The number identifying the voucher generated in the “Journal Voucher” business component at the time of creating the provision request.

Enter the following fields:

CC	The cost center to which the amount must be posted (Alphanumeric, 10). Data-entry in this field is mandatory if the bad debts expense account code has been mapped to a cost center in the “Management Accounting” BPC.
Analysis Code	The analysis code to which the bad debts expense account is mapped 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, which is mapped to the analysis code in the "Assign Sub Analysis Code" activity of the "Account Based Budgeting" business component (Alphanumeric, 5).

Note: The “Analysis / Sub-analysis Code applicability” parameter must be set to “Yes” in the “Company Process Parameter” business component.

The bad debts expense account code must be mapped to the cost center.

Remarks	Any remark pertaining to the creation of provision request (Alphanumeric, 100).
	Zoom facility available.

Click the “Create Request” pushbutton to create the provision request.

The system generates a provision request for the creation of provision amount based on the numbering type set for the “Provision Request” transaction type.

The system generates a voucher in the ‘Journal Voucher’ business component corresponding to the Provision Request.

The system updates the status of the request number to “Fresh”.

The system saves the login ID of the user and the system date along with the creation details.

To proceed, carry out the following

Select the “Edit Provision Request” link at the bottom of the page to modify the provision request details.
Select the “View Provision Request” link at the bottom of the page to View the provision request details.
Select the “Authorize Journal Voucher” link at the bottom of the page to authorize the auto generated Journal Voucher.
Select the “Accounting Information” link at the bottom of the page to view the accounting information details pertaining to the creation of the provision.

Creating provision request – An overview

You can specify the date on which the entries must be posted and the code identifying the finance book in which the accounting entries must be posted on authorization. You can retrieve the documents by carrying out the search using the code identifying the customer the organization unit in which the documents has been raised, the number identifying the document, the document type, the amount due from the customer, the date on which the payment is due and the transaction currency of the document. The documents retrieved would be for the finance book selected in the header.

The system retrieves the document information based on the search criteria. You can specify the provision amount for each unadjusted document. The system computes the total base amount of the selected documents for which the provision request would be generated. You can also specify the code identifying the cost center and the analysis and the sub-analysis code.

The system generates the provision request number on creating the request. The system updates the status of the provision request to “Fresh”. The system also saves the login ID of the user as he created by and the system date as the created date.