Selecting debit documents for manual adjustment

This page allows you to include debit documents to the list of debit documents that have been selected earlier for adjustment. Tell me more.

Select the “Adjustment” link at the bottom of the “Authorize Item Invoice” page.

The “Adjustment” page appears.

Note: This page can also be invoked from the "Authorize Expense Invoice" page.

The system displays the following:

Invoice No	The number identifying the invoice.
Status	The status of the invoice. It could be “Draft” or “Fresh”.
	Draft – indicates a newly created invoice that cannot be authorized. An invoice would be in this status if the VAT details and electronic payment details that are required is yet to be entered.
	Fresh – indicates a newly created invoice that can be authorized.

Enter the following fields in the “Search Criteria” group box to search for search for new debit documents that must be included in the existing list against which the invoice must be adjusted:

Debit Note	Check the box to retrieve debit notes for adjustment against this invoice.
Prepayment Invoice	Check the box to retrieve prepayment invoices and advance receipts for adjustment against this invoice.
Prepayment Voucher	Check the box to retrieve prepayment vouchers for adjustment against this invoice.
Document 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.

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.
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 a “Supplier” business component has been mapped will be available for selection.
Document 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.

To	The ending date in the range of dates during which the document that you want to retrieve was raised (Date Format).
Finance Book	Use the drop-down list box to select the code identifying the finance book in which the invoice details have to be posted. All the finance books that have been deployed in 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.
Document 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.

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:

Document Type	Indicates the type of the document. It could be a “Debit Note”, “Prepayment Invoice” or a “Prepayment Voucher”.
Document No	The number identifying the debit document.
Document Date	The date on which the debit document was raised.
Current Outstanding	The amount that is yet to be paid to the supplier. This amount will be greater than zero.
Finance Book	The code identifying the finance book in which the details of the adjustment must be posted.
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 after the 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.

Click the “Return invoice” pushbutton to return the invoice for modification.

The system saves the modifications made to the adjustment details. The status of the invoice is updated as “Returned”. The system also updates the login ID of the user and the system in the “Last Modified By” and “Last Modified Date” fields.

To proceed, carry out the following

If Swiss pay modes are 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 expense 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 system retrieves the details of the already selected debit documents. You can include new documents or remove existing documents that have been selected earlier for adjusting with the invoice.

You can search and select debit documents that can be included in the list. The debit documents could be prepayment invoices or advance receipts or debit notes. 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 that you want to include. The system stores the details of the selected debit documents along with the invoice details. The system adjusts the selected debit 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.

This page also allows you to return the invoice to the user who created it for modifications. The system updates the status of the invoice as “Returned”. The system also stores the login ID of the user and the system date along with the invoice details.