Selecting debit documents for manual adjustment
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This page allows you to search and select debit documents against which the invoice can be adjusted during authorization. Tell me more.
Select the “Adjustments” link at the bottom of the “Create Item Invoice” page.
The “Adjustment” page appears.
Note: This page can also be invoked from the "Create Expense Invoice" page.
The system displays the following:
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Invoice No. |
The number identifying the invoice. |
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Status |
The status of the invoice. It could be “Draft” or “Fresh”. |
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Enter the following fields in the “Search Criteria” group box to search for the debit documents against which the invoices must be adjusted:
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Debit Note |
Check the box to retrieve debit notes for adjustment against this invoice. |
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Prepayment Invoice |
Check the box to retrieve prepayment invoices and advance receipts for adjustment against this invoice. |
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Prepayment Voucher |
Check the box to retrieve prepayment vouchers for adjustment against this invoice. |
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Doc. No. From |
The starting number in the range of document numbers that you want to retrieve (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves all the document numbers that are similar to the value entered here. |
Note: The number entered in this field must be before or the same as the number entered in the “To” field.
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To |
The ending number in the range of document numbers that you want to retrieve (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves all the document numbers that are similar to the value entered here. |
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Supplier Registered At |
Use the drop-down list box to select the organization unit in which the supplier has been created. All the organization units from which “Supplier” business component has been mapped will be available for selection. The system displays “All” by default on launch of the page. |
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Doc. Date From |
The starting date in the range of dates during which the document that you want to retrieve was raised (Date Format). |
Note: The date entered in this field must be before the date entered in the “To” field.
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To |
The ending date in the range of dates during which the document that you want to retrieve was raised (Date Format). |
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Finance Book |
Use the drop-down list box to select the code identifying the finance book in which the debit documents have been posted. All the finance books that have been mapped to the login organization unit will be available for selection in the ascending order if postings can be made in multiple finance books. If postings can be made only in a finance book, the book that has been set as default will be displayed. |
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Doc. Amount From |
The starting amount in the range of invoice amounts for which the invoice that you want to retrieve has been raised (Decimal). The amount entered in this field must be greater than zero. |
Note: The amount entered in this field must be lesser than or the same as the value entered in the “To” field.
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To |
The ending amount in the range of invoice amounts for which the invoice that you want to retrieve has been raised (Decimal). The amount entered in this field must be greater than zero. |
Click the “Search” pushbutton to retrieve the search results.
The system retrieves and displays the following in the “Search Results” multiline based on the search criteria entered:
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Doc. Type |
Indicates the type of the document. It could be a “Debit Note” or a “Prepayment Invoice” or a “Prepayment Voucher”. |
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Doc. No. |
The number identifying the debit document. |
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Doc. Date |
The date on which the debit document was raised. |
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Current Outstanding |
The amount that is yet to be paid to the supplier. This amount will be greater than zero. |
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Finance Book |
The code identifying the finance book in which the debit document has been posted. |
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Supplier Registered At |
The code identifying the organization unit in which the supplier has been created. |
Check the box in the “Select” column of the multiline to mark a document against which the invoice must be adjusted.
Click the “Save” pushbutton to save the adjustment details.
The system saves the details of the selected debit documents against which the invoice must be adjusted during authorization of the invoice. The system also stores the login ID of the user and the system date along with the invoice details.
Click the “Save And Authorize” pushbutton to save the adjustment details and authorize the invoice.
The system updates the status of the invoice as “Authorized”. The system adjusts the invoice with the selected debit documents. The system also updates the adjustment details along with the invoice number.
To proceed, carry out the following
If Swiss 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 Swiss pay modes are applicable for the company, select the “Payment Information” link at the bottom of the page to view or modify the details of the electronic payment that must be made to the supplier.
Select the “Attach Notes” link at the bottom of the page to record observations or comments regarding the item invoice.
Select the “Invoice Summary” link at the bottom of the page to view the summary of the invoice.
Select the “Accounting Information” link at the bottom of the page to view the account posting information of the invoice.
Selecting debit documents for manual adjustment – An overview
The debit documents could be prepayment invoices or advance receipts or debit notes. The debit notes could be either the item based or account based. You can search and select the debit documents if you have not opted for the auto-adjust facility while creating the invoice.
You can search and select the debit documents against which the invoice must be adjusted. You can carry out a search by specifying the range of document numbers, date range during which the documents were raised and the amounts for which the debit documents that you want to retrieve have been created. The system retrieves the document details based on the search criteria entered. You can select the documents against which you want to adjust the invoice. The system stores the details of the selected debit documents along with the invoice details. The system adjusts the selected credit documents with the invoice when it is authorized.
This page also allows you to authorize the invoice. The status of the invoice is updated as “Authorized” and the invoice is adjusted against the selected debit documents. The details of this invoice cannot be modified any longer. A payment schedule is generated taking into consideration the adjustments made against the selected debit documents.
You can retrieve debit notes that can be adjusted against the newly created item invoice.
Check the box provided beside the “Debit Note” field to retrieve only debit notes.
The system retrieves all the account based and item based debit notes that have been raised on the supplier.
You can retrieve prepayment invoices that can be adjusted against the newly created item invoice.
Check the box provided beside the “Prepayment Invoice” field to retrieve only prepayment invoices.
The system retrieves all the prepayment invoices that have been raised on the supplier.
You can retrieve prepayment vouchers that can be adjusted against the newly created item invoice.
Check the box provided beside the “Prepayment Voucher” field to retrieve only prepayment vouchers.
The system retrieves all the prepayment vouchers that have been raised on the supplier.
You can authorize the item invoice while trying to save the list of debit documents against which the invoice must be adjusted.
Click the “Save and Authorize” pushbutton to save the selected list of debit documents and authorize the item invoice.
The system saves the selected list of debit documents and authorizes the invoice. The system updates the status of the invoice as “Authorized”. The system also adjusts the authorized invoice against the selected debit documents.