Maintain Inter Company Debit Credit Note

Maintain Inter-Company Debit / Credit Note

This activity allows you to create a Supplier Account Based Debit / Credit Note in the Destination Company, on creation of Customer Account Based Credit /Debit Note in the Source Company.

Select the “Maintain Inter-Company Debit / Credit Note” link under the “Inter-Company Transactions” business component.

The “Maintain Inter-Company Debit / Credit Note” page appears.

Note: Clicking this icon available near certain fields takes you to the help page of the respective field.

Enter the following fields in the “Batch Information” group box:

Batch No.

A unique number identifying the Inter-Company Debt / Credit Note Batch (Alphanumeric, 18). This number will be automatically generated if the “Numbering Type” is not set to “Manual”. 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 “Document Numbering Class” business component.

Numbering Type

Use the drop-down list box to select the numbering type for the login organization unit and the “Inter-Company Debit / Credit Note Batch” transaction type. The numbering types must have already been defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component and must be in “Active” status. The system displays the numbering type set as default for the transaction in the “Document Numbering Class” business component.

The system displays the following field:

Status

The status of the Inter-Company Debit / Credit Note Batch. The various statuses for the Inter-Company Invoicing Batch are

Fresh / Draft - On Creation it will be saved in Active status.
Authorized – On authorization it will be saved in Authorized status.
Deleted – when deleted is in Deleted status.

Enter the following fields in the “Batch Information” group box:

Generation Type	Use the drop down list box to select the Generation type. The value could be “Customer Account based Note – Supplier Account Based Note” and “Supplier account Based Note – Customer Account Based Note”.
Batch Date	The date on which the batch is raised. (Date Format). Mandatory. This date must be a valid one in the “Open” financial year. The system date is displayed by default on launch of the page.

The system displays the following in the “Source Party Information” group box.

Source Note Type	Use the drop down list box to select the note type. The values would be debit and credit.
Source Party Type	On page launch the same would be displayed as customer and on change of generation type, the same would be displayed either as customer or supplier based on the selected generation type.
Source Company	The Login OU’s Company is displayed.
Source Document OU	The Login OU is displayed.

Enter the following fields in the “Source Party Information” group box:

Source Document Finance Book

Use the drop-down list box to select the code identifying the finance book in which the Note posting is to be made. All the finance books that have been mapped to the login organization unit for which customer Account rule definition is available will be available for selection in the ascending order.

Source Document Numbering Type

Use the drop-down list box to select the numbering type for the login organization unit and the “Customer Account 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.

The system displays the following in the “Source Party Information” group box.

Source Party Code

The code identifying the customer/ Supplier (based on the generation gtype) on whom the Note must be raised (Alphanumeric, 16). Mandatory. This code must have been defined in the “Customer” / “Supplier” business component.

The system displays the Source Party Code with Source party type Customer/ Supplier Based on the generation Type for the Login and Destination Company Combination

Source Party Name

The name of the Source Party Code on whom the Note must be raised.

Enter the following fields in the “Source Party Information” group box:

Source Note No.

A unique number identifying the Account Based Debit / Credit note (Alphanumeric, 18). This number is generated and displayed by the system on save details.

Enter the following fields in the “Destination Party Information” group box:

Destination Note Type	The values would be debit or credit based on Source Note type selected.
Destination Party Type	On Page launch the same would be displayed as Supplier and on Change of generation type, the same would be displayed either as customer or supplier based on the selected generation type.
Destination Company	Use the drop-down list box to select the company code in which the Destination transaction takes place. All the Source / Destination Company code’s saved in the Inter Company masters for the login company would be available for selection
Destination Document OU	The combo would be loaded with Blank. On select of the Destination Company, it is loaded with all the OUs of the selected Destination Company.
Destination Note Finance Book	Use the drop-down list box to select the code identifying the finance book in which the Note posting is to be made. All the finance books that have been mapped to the Destination Document OU for which Account Rule Definition is available for selection in the ascending order.
Destination Note Numbering Type	Use the drop-down list box to select the numbering type for the Destination document OU and the “Supplier Account Based Debit Note” transaction type. The numbering types must have already been defined in 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. On screen launch it would be loaded with Blank. On select of destination company the same would be loaded.

The system displays the following in the “Destination Party Information” group box.

Destination party Code

The code identifying the Destination party Code on whom the Note must be raised (Alphanumeric, 16). Mandatory. This code must have been defined in the “Supplier” / Customer business component.

The system displays the Party Code with party type Supplier for the Login and Destination Company Combination.

Destination Party Name

The name of the Destination Party Code on whom the Note must be raised.

Enter the following fields in the “Destination Party Information” group box:

Destination Document Transaction Date

The date on which the Note has been raised (Date Format). Mandatory. This Note date must not be after the system date. This date must be on or after the Batch date. This date must be a valid one in the “Open” financial year. The system date is displayed by default on launch of the page.

The system displays the following in the “Destination Party Information” group box.

Destination Note No.

A unique number identifying the Note No.(Alphanumeric, 18). This number is generated and displayed by the system on save details.

Enter the following fields in the “Customer Note Details” 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.

Note: This field must not be left blank if a value has been entered in the “Customer Note No” field.

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. 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.

Customer Account Code

The Customer Control Account code to which the postings should happen.

The system displays the following fields in the “Customer Note Details” tab:

Account Description	The description of the Customer Account Code.
Currency	Use the drop-down list box to select the code identifying the currency in which the Note must be created. All the currencies that have been mapped to the ““Customer Receivable accounts” in 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”.
Exchange Rate	The exchange rate of the Note currency with respect to the base currency of the company if they are different. “1” (one) will be fetched if the Note currency and the base currency are the same.
Pay Term	The code identifying the pay term (Alphanumeric, 15). Mandatory. This pay term must have been defined in the “Pay Term” business component and must be in “Active” status.
Receipt Method	Use the drop-down list box to select the method in which the payment is to be received.
Anchor Date	The date from which the payment schedule of the Note is calculated (Date Format). Mandatory. This date must not be before the date on which the Note was created. The system displays the Note date by default.
Total Amount	The sum total of all the amounts in the multiline. This amount is calculated and displayed after the “Compute” pushbutton is clicked.

Enter the following fields in the “Customer Note Details” tab:

Comments	Any observations pertaining to the Note (Alphanumeric, 255).
Reason Code	Use the drop-down list box to select the reason for which the note has been raised.

Enter the following fields in the “Customer Account Information” multiline:

Note: Data must be available in at least one row of the 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.
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.
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). The system displays “Dr” (Debit) by default on launch of the page.
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).
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).
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” and “Transfer Credit Note”. The system displays “Order Based Invoice” by default on launch of the page.
Ref. Doc. OU	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” and “Customer Balance Transfer” 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 fields in the “Customer Account Information” multiline:

Ref. Doc. Date	The date on which the reference document was created.
Ref. Doc. Amount	The amount of the reference document.
Account Description	The textual description of the account code in the Multiline.

Click the “Update Supplier Account Information” pushbutton to update the Supplier Note Details Multiline with the Customer Account Information details.
Enter the following fields in the “Supplier Note Details” tab:

Supplier Note No.	The number identifying the debit / credit note issued to the supplier (Alphanumeric, 18).
Supplier Note Amount	The amount of the debit / credit note (Decimal). The value entered in this field must be greater than zero.
Supplier Note Date	The date on which the debit / credit note was issued to the supplier (Date Format). The date entered in this field must be before the debit / credit note date that is being created. The system date is displayed by default at the launch of the page.
Supplier Account Code	The Supplier Control Account code to which the postings should happen.

The system displays the following:

Account Description	The description of the Supplier Account Code.
Currency Code	Use the drop-down list box to select the code identifying the currency in which the Note must be created. All the currencies that have been mapped to the “Payables Accounts” in the “Account Rule Definition” business component will be available for selection in the ascending order. The system displays the base currency of the Destination Company by default on launch of the page if it has been mapped to a “Payables Account”.
Exchange Rate	The exchange rate of the Note currency with respect to the base currency of the company if they are different. “1” (one) will be fetched if the Note currency and the base currency are the same. The system displays “1” by default on launch of the page.
Payment Processing Point	Use the drop-down list box to select the code identifying the organization unit in which the payment for the Note must be released. All the organization units from where a “Supplier Payment” business component has been mapped to the Destination Note OU (if the destination party type is supplier) or Source Note OU (if the source note type is Supplier) will be available for selection.
Electronic Payment	Use the drop-down list box to set whether electronic payment can be made for the Note. You can select from “Yes” or “No”. The system displays “No” by default on launch of the page.

Note: “Yes” will be available for selection based on the value selected in the “Pay Modes Applicable” parameter at the company level in "Installation parameter Setup" component.

Payment Method

Use the drop-down list box to select the method in which the payment has to be made to the supplier. The system displays “Regular” by default on launch of the page. Combo would be loaded based on Pay Mode Applicability parameter at the company level in "Installation parameter Setup" component.

Pay Mode

Use the drop-down list box to select the mode in which the payment has to be made to the supplier. You can select from the various Bank, Cash.

Note: Other values loaded based on the pay modes applicable for the company.

Payment Priority	Use the drop-down list box to set the priority to be accorded to the Note. You can select from “High”, “Medium” or “Low”. The system displays “Medium” by default on launch of the page.
Pay Term	The code identifying the pay term (Alphanumeric, 15). Mandatory. This pay term must have been defined in the “Pay Term” business component and must be in “Active” status.
Anchor Date	The date from which the payment schedule of the Note would be calculated (Date Format). The system date is displayed by default on launch of the page.

Note: The date entered in this field must be after the date entered in the “Supplier Note Date” field.

Total Amount	The total Note amount. The system calculates and displays this amount when the “Compute” pushbutton is clicked. This amount must be lesser or equal to the supplier Note amount.
Comments	Any observations or remarks regarding the newly created note (Alphanumeric, 255).

Enter the following fields in the “Supplier Account 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.
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.
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). The system displays “Dr” (Debit) by default on launch of the page.
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).
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).
Ref Doc. Type	Use the drop-down list box to select the reference document type 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” and “Transfer Credit Note”. The system displays blank by default at the launch of the page.
Ref. Doc. OU	Use the drop-down list box to select the code identifying the organization unit in which the reference document has been created
Ref. Doc. No.	The number identifying the reference document (Alphanumeric, 18).

The system displays the following in the “Supplier Account Information” multiline:

Ref. Doc. Date	The date on which the reference document was created.
Ref. Doc. Amount	The amount of the reference document.
Account Description	The textual description of the account code.

The system displays the following in the “Payment Information” Tab Page:

Company Bank / PTT Code Type	The bank / PTT type of the login company.
Company’s Bank / PTT Account No	The code identifying the bank / PTT account number of the Source / Destination company with party type as customer.

Enter the following fields:

Contract / Participation ID.

Use the drop-down list box to select the code identifying the contract / participation ID of the company. All the corresponding codes will be available for selection.

The system displays the following:

Contract Reference

The code identifying the contract reference of the company.

Enter the following fields:

Customer Bank / PTT Reference

Use the drop-down list box to select the code identifying the bank or the PTT reference of the customer. All the unique codes available for the banks / PTT will be available for selection.

The system displays the following:

Customer Bank / PTT Reference Type

The bank or the PTT reference type of the customer.

Enter the following fields:

Customer Bank / PTT Account No.

Use the drop-down list box to select the code identifying the bank / PTT account number of the customer. All the account numbers recorded in the “Customer" business component, corresponding to the bank / PTT will be available for selection.

Enter the following fields in the “Payment Information” Tab Page:

Supplier Bank/PTT Ref.

Use the drop-down list box to select the code identifying the bank or the PTT reference of the supplier. All the unique codes available for the banks / PTT will be available for selection.

The system displays the following:

Supplier Bank/PTT Ref. Type

The bank or the PTT reference type of the supplier.

Enter the following fields:

Supplier Bank/PTT Account No.	Use the drop-down list box to select the code identifying the bank / PTT account number of the supplier. All the account numbers recorded in the “Supplier" business component, corresponding to the bank / PTT will be available for selection.
Company Bank/PTT Code	Use the drop-down list box to select the code identifying the bank / PTT of the login company from which the payment must be made. All the company codes corresponding to the bank / PTT will be available for selection.

The system displays the following:

Company Bank/PTT Code Type	The bank / PTT type of the login company.
Company’s Bank/PTT Account No.	The code identifying the bank / PTT account number of the login company.

Enter the following fields:

Contract / Participation ID

Use the drop-down list box to select the code identifying the contract / participation ID of the supplier. All the corresponding codes will be available for selection.

The system displays the following:

Contract Ref.

The code identifying the contract reference.

Enter the following fields:

Digits for Ref. No.

Use the drop-down list box to select the digits for the reference number.

Click the “Save Details” pushbutton to create / Modify the Batch.

The system updates the status of the Batch to Fresh / Draft.

Click the “Authorize” pushbutton to authorize the Batch.

The system updates the status of the Batch to Authorized.

The system generates a unique number identifying the Batch if you have opted for the automatic numbering type.

Click the “Delete Batch” pushbutton to delete the Batch

The system updates the status of the Batch to Deleted

The system displays the following:

Created By	The login ID of the user who created the batch
Created Date	The date on which the batch was created.
Last Modified By	The login ID of the user who modified the batch
Last Modified Date	The date on which the batch was modified

To proceed, carry out the following

Select the “View Inter - Company Note Batch” link at the bottom of the page to view the Batch.
Select the “Attach Notes” link at the bottom of the page to add notes to the batch.
Select the “Tax Calculation – Summary – Customer Note” link at the bottom of the page to modify / add tax details for the Customer Note.
Select the “Tax Calculation – Summary – Supplier Note” link at the bottom of the page to modify / add tax details for the Supplier Note.