The Debit Notes program is used to enter, update and post debit notes. The operation of the debit note entry program is similar to the credit note entry program.
The Debit Notes program acts as a complex one-to-many maintenance program. All debit notes are entered as a batch. The batch control total must equal the sum of individual debit notes entered before they will be accepted for posting.
Select the Add option from the ring menu to enter new debit note details. Enter the batch details and total and key F1=OK to accept. Once in the Items section of the screen enter the debit note items value. Once the line item has been entered key F1=OK to accept the details and continue to the distribution screens.
Once distribution has been completed allocate the debit note to an open item and key F1=Accept. At any time F4=Cancel will return you to the previous action.
Select the Update option from the ring menu to update a debit note batch. In update mode, the transaction number cannot be modified. Entry and field validation are the same in update as in add mode.
Select the Delete option from the ring menu to delete a debit note batch. Before a debit note batch may be deleted, the system will check the open items file to ensure no unposted debit notes exist within the batch. If unposted debit notes are found, the system will deny deletion with a dialog box. If no unposted debit notes are found, the user is first prompted to confirm the deletion with a dialog box.
The Other option displays the other pull down menu offering the following options.
Selecting the Post_current option allows the user to post the current batch.
Selecting the Upd_password option allows the user to add/change the password on the posting function.
Selecting the Notes option allows the user to maintain notes on the current transaction batch.
If the flag is set to Y for multi-company allocation, then allocation can be made across companies. The configuration entry UTMULTIUNIT determines whether the system supports multiple units or not. To use multiple units this configuration needs to be created and set to YES. If the configuration UTMULTIUNIT is set to NO then no entry is allowed in the company field.
Press the F1=OK key to accept debit note line item details. If the Project Costing module is installed and the config APPCINTEGRATED is set to YES, then the Project Distribution window will be displayed. Press the F1=OK key again if you do not wish to distribute between projects. A dialog box containing self explanatory text will allow you to confirm this decision. The data entry screen for the project distribution program is displayed below.
If Project Costing is not integrated and the Accounts Payable/General Ledger integration flag is turned on, the system would have proceeded directly to the General Ledger Distribution window. The data entry screen for the General Ledger distribution program is displayed below.
Press the F1=OK key to accept the General Ledger distribution, or return to the Project Costing distribution area with the F4=Cancel key. Entries must balance before they may be accepted. If Project or General Ledger distribution was made to a Fixed Asset trigger account and the config APFAINTEGRATED is set to YES, then the Fixed Asset/Plant Distribution window is displayed Press the F1=OK key to accept the Fixed Asset/Plant distribution. On completion of General Ledger distribution, the Open item window is displayed allowing users to allocate debit notes against open items. The data entry screen for open item allocation is displayed below.
On completion of allocation press the F1=OK key to accept the allocation. Upon accepting the line item entry the line item record is displayed in the middle of the screen and the user proceeds to enter another line item.
On completion of batch line item entries the user may post the batch immediately or hold the batch for subsequent review and posting. Each batch may contain up to one hundred line item entries with more than one entry per supplier. On posting, the details of each debit note are posted to the AP open item file and to the debit note audit trail file.
| DEBIT NOTES - Screen: ap_drn | ||||||
|---|---|---|---|---|---|---|
| FIELD | TYPE | USAGE | ||||
| Company | INPUT | The company code is a 4 character alphanumeric field. This field is only available for entry if the config UTMULTIUNIT is set to YES, otherwise it is system generated field. | ||||
| Transaction Number | DISPLAY/ INPUT | The transaction number is an 8 digit numeric field which forms the key to records in the debit notes file. This field will default to a system assigned value, if the config APDRNID_ZZ is set to YES (where ZZ is the nominated company). Entry of the field is mandatory. | ||||
| Bank | INPUT | The bank is an 8 character alphanumeric field. This field will default to the bank code defined for the nominated company. If the config entry APINPPAYBANK is set to YES then the user will be allowed to change the bank code otherwise it is skipped. The field is mandatory. The F8=Zoom is available to select the valid bank codes. | ||||
| Date | INPUT | The batch date is a date field in the format dd/mm/yyyy. If the config entry APSETUP is set to NO then this date must be within the current AP period. Entry of the field is mandatory. | ||||
| Control Total | INPUT | The debit note control total is a decimal field in the format 13,2 representing the batch total of debit notes to be entered. At completion of debit notes line item entry, the system check that the sum of individual debit notes entered is equal to the control total. Entry of the field is mandatory. | ||||
| Currency | INPUT/DISPLAY | The currency is a 3 character alphanumeric field. If UTMULTICURRENCY is set to N=No this field is a display field and will default to the local currency. If set to Y=Yes, and the config APINPPAYBANK is set to N=No then selection of currency is possible. Otherwise this field displays the currency of the selected bank. | ||||
| Rate | INPUT/DISPLAY | If the config UTMULTICURRENCY is set to N=No this field is a display field and will default to 1. If UTMULTICURRENCY is set to Y=Yes this field displays the current exchange rate for the selected currency. This field may be overwritten. | ||||
| Source | DISPLAY | This field displays the source of these debit notes. | ||||
| Postdate | DISPLAY | This field displays the date the group of debit notes was posted. | ||||
| Computed | DISPLAY | This field displays the computed total for this batch for the Debit note. | ||||
| Difference | DISPLAY | This field displays the difference amount calculated for the Debit note. This field must be equal to zero for the debit note to be posted. | ||||
| DEBIT NOTE ENTRIES | ||||||
| Trx | DISPLAY | This field displays the transaction line number. | ||||
| Supp. Id | DISPLAY | This field displays the supplier identifier. | ||||
| Sup. Name | DISPLAY | This field displays the supplier name. | ||||
| Number | DISPLAY | This field displays the debit note number. | ||||
| Drn Date | DISPLAY | This field displays the debit note date. | ||||
| Amount | DISPLAY | This field displays the debit note line item amount. | ||||
| Allocated | DISPLAY | This field displays the amount allocated. | ||||
| DEBIT NOTE ITEMS | ||||||
| Trx | DISPLAY | This field displays the transaction line number. | ||||
| Supplier | INPUT | The supplier id is an 8 character alphanumeric field which forms the key to the supplier file. Only valid codes will be accepted. The F8=Zoom facility is available to select valid supplier codes. Upon entry of a valid code the system displays the description. Input is coerced to upper case. Entry of the field is mandatory. | ||||
| Number | INPUT | The debit note number is an 8 character alphanumeric field. This field appears on all reports and transaction documents where the transaction number and supplier id are used. The debit note number must be unique to a supplier within a company's AP ledgers. Entry of the field is mandatory. | ||||
| Ref | INPUT | The debit note reference number is a 12 character alphanumeric field used as a second reference to a debit note. Entry of the field is optional. | ||||
| Drn Date | INPUT | The debit note date is a date field in the format dd/mm/yyyy. Upon entering the field the system will default to the batch date entered above. Entry of the field is mandatory. | ||||
| Due | INPUT | The due date for the debit note is a date field in the format dd/mm/yyyy. Upon entering the field the system defaults to a date based on the debit terms maintained in the supplier file. Entry of the field is mandatory. | ||||
| Amount | INPUT | The debit note amount is a decimal field in the format 13,2. Entry of the field is mandatory. | ||||
| Ret. Amount | INPUT | The retention amount is decimal field in the format 13,2. Upon entering the field the system will calculate and default to a retention amount based on the retention percentage maintained in the supplier file. This amount can be overwritten and an amount of up to a maximum of the debit note amount entered. Entry of the field is mandatory. | ||||
| Ret. Date | INPUT | The retention date is a date field in the format of dd/mm/yyyy. A separate entry is made in the open items file for the retention amount with the due date being the date entered here. Entry of this field is optional. | ||||
| GST | INPUT | The GST amount is a decimal field in the format (16,2). Is entered as a whole number and is calculated only if the VAT calculate field in the supplier file has been set to Y=Yes. | ||||
| Comments | INPUT | The comments is a 30 character alphanumeric field allowing a user entry of an additional information for the debit note. | ||||
| PROJECT COSTING DISTRIBUTION - Screen: ap_drnpc | ||||||
|---|---|---|---|---|---|---|
| FIELD | TYPE | USAGE | ||||
| Total Amount | DISPLAY | The currency and total amount of debit note. | ||||
| Amount Left | DISPLAY | The currency debit note balance. | ||||
| Project Code | INPUT | The project code is a 20 character alphanumeric field which forms the key to the project file. Only valid codes will be accepted. The F8=Zoom facility is available to select valid project codes. | ||||
| Description | INPUT | The project description is a 30-character alphanumeric field. The project description associated with the project code may be inserted by entering an equal sign, or the previous line's description inserted by entering a period. Alternatively, the user may enter a unique description. | ||||
| Amount | INPUT | The amount is a decimal field in the format 13,2 and indicates the amount to be distributed to the selected project. | ||||
| GENERAL LEDGER DISTRIBUTION - Screen: ap_drngl | ||||||
|---|---|---|---|---|---|---|
| FIELD | TYPE | USAGE | ||||
| Total Amount | DISPLAY | The currency total debit note amount | ||||
| Amount Left | DISPLAY | The currency undisbursed balance of debit note amount. Type of undisbursed balance. DR=Debit, CR=Debit. | ||||
| Type | DISPLAY | Type of GL distribution entries. C=Control, P=Project Cost, F=Fixed entry, NULL=Normal entry. | ||||
| GL Account Code | DISPLAY/ INPUT | The GL account code is a 20 character alphanumeric field. Only valid account codes will be accepted. The F8=Zoom facility is available to select valid GL account codes. Entry of the field is mandatory. | ||||
| Description | DISPLAY/INPUT | The description is a 27 character alphanumeric field. The GL description associated with the GL account code may be inserted by entering an equal sign, or the previous line's description inserted by entering a period. Alternatively, the user may enter a unique description. Entry of the field is mandatory. | ||||
| DR/CR | DISPLAY/INPUT | The DR/CR is a 2 character alphabetical field. Valid entries are DR=Debit and CR=Credit. Upon entering the field, the system will default to DR. Entry of the field is mandatory. | ||||
| Amount | DISPLAY/INPUT | The amount is a decimal field in the format of 13,2 and indicates the amount to be distributed to the selected GL account code. Entry of the field is mandatory. | ||||
| Account Description | DISPLAY | GL account description of user selected account codes. | ||||
| OPEN ITEM ALLOCATION - Screen: ap_drnop | ||||||
|---|---|---|---|---|---|---|
| FIELD | TYPE | USAGE | ||||
| Total To Allocate | DISPLAY | This field displays the currency and total amount for allocation. | ||||
| Amount Unallocated | DISPLAY | This field displays the currency and the amount unallocated. | ||||
| Date | DISPLAY | This field displays the invoice date. | ||||
| Type | DISPLAY | This field displays the item type. Entries include INV=Invoice and ADJ=Adjustment. | ||||
| Refno | DISPLAY | This field displays the invoice reference number. | ||||
| Due Date | DISPLAY | This field displays the due date for payment. | ||||
| Amount | DISPLAY | The currency amount of invoice. | ||||
| Open Amount | DISPLAY | This field displays the amount to be paid. | ||||
| Alloc Amount | INPUT | The allocation amount is a decimal field in the format 13,2 used to indicate the amount of the debit note to be allocated against the line item. | ||||
debit note exists in open item table
The debit note number has already been entered for this supplier in this company.
retention date earlier than debit note date
The entered retention date is earlier than the debit note date.
Retention greater than debit note amount
The retention amount cannot be greater than the debit note amount.
Retention less than zero
The retention amount cannot be less than zero.
transaction has been posted - UPDATE denied
A posted transaction batch cannot be updated.
debit note batch has already been POSTED
The debit note batch has already been posted.
date not within current period
The batch date must be within the current period if the config flag APSETUP is NO.
computed control totals differ - batch held
The sum of the individual debit notes entered does not equal the control total previously entered.