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. The data entry screen for the debit note entry program is displayed below.
Press the F1=OK key to accept debit note line item details. If the Project Costing module is installed, 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.
Press the F1=OK key to accept the project costing distribution, or return to the line item area with the F4=CANCEL key. Upon accepting, the General Ledger Distribution window is then displayed. If the Project Costing module is not installed, the system will proceed directly to the General Ledger Distribution window. The data entry screen for the GL distribution program is displayed below. The popup window will contain at least one display only row holding the General Ledger control account details. Other display only lines may be used to show the General Ledger implication of project distribution or other Fixed, non alterable, General Ledger distribution.
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. Upon accepting, 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.
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 an unposted debit note batch may be deleted, the individual debit notes making up the batch must be individually deleted. If the batch is posted, the user is prompted to confirm the deletion with a dialog box.
| DEBIT NOTES - Screen: ar_drn | ||||||
|---|---|---|---|---|---|---|
| FIELD | TYPE | USAGE | ||||
| Company | INPUT/DISPLAY | The company code is a 4 character alphanumeric code. If the config UTMULTIUNIT is set to YES entry in this field is possible. If the configuration entry UTMULTIUNIT is set to NO then no entry is allowed in the company field and it will default to the set company code. | ||||
| Transaction Number | DISPLAY/ INPUT | The transaction number is an 8 digit numeric field which forms the key to records in the debit notes batch file. This field will default to a system assigned value, if the config ARPDRNID_XX is set to YES (where XX is the nominated company). Entry of the field is mandatory. | ||||
| Date | INPUT | The transaction date is a date field in the format dd/mm/yy. If the config entry ARSETUP is set to NO, then this date must be within the current AR period. Entry of the field is mandatory | ||||
| Control Total | INPUT | The debit note control total is a decimal field representing the batch total of debit notes to be entered. At completion of debit notes line item entry, the system checks that the sum of individual debit notes entered is equal to the control total. Entry of the field is mandatory | ||||
| Currency | 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 code for local currency. If UTMULTICURRENCY is set to Y=Yes, selection of currency is possible. The F8=ZOOM facility is available to select valid currency codes. | ||||
| Rate | INPUT | 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. | ||||
| Computed | DISPLAY | Computed total for this all line items within the Debit note. | ||||
| Source | DISPLAY | Display source MAN | ||||
| Postdate | DISPLAY | Date the group of debit notes was posted. | ||||
| Difference | DISPLAY | Difference amount calculated for the Debit note. If this field is not equal to zero the debit note can not be posted. | ||||
| Status | DISPLAY | Displays status HELD, READY, POSTED. | ||||
| DEBIT NOTES ENTRIES | ||||||
| Trx | DISPLAY | Transaction number | ||||
| Custid | DISPLAY | Customer identifier | ||||
| Customer Name | DISPLAY | Customer name | ||||
| Number | DISPLAY | Debit note number | ||||
| Drn Date | DISPLAY | Debit note date | ||||
| Amount | DISPLAY | Debit note line item amount | ||||
| Allocated | DISPLAY | Amount allocated | ||||
| DEBIT NOTE ITEMS | ||||||
| Trx | DISPLAY | Line number of this debit note entry. | ||||
| Cust. ID | INPUT/DISPLAY | The customer id is an 8 character alphanumeric field which forms the key to the customer file. Only valid codes will be accepted. The F8=ZOOM facility is available to select valid customer 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 customer id are used. The debit note number must be unique within a company's Accounts Receivable ledgers. Entry of the field is mandatory. | ||||
| Reference | INPUT | The debit note reference number is a 12 character alphanumeric field used as a second reference to a debit note. | ||||
| Drn Date | INPUT | The debit note date will default to the batch date entered above. Entry of the field is mandatory. | ||||
| Due Date | INPUT | The due date will default to a date based on the debit terms maintained in the customer 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. | ||||
| Retention Amount | INPUT | The retention amount is a 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 customer file. This amount can be overwritten and an amount up to a maximum of the debit note amount entered. Entry of the field is mandatory. | ||||
| Retention Date | INPUT | The retention date will default to the debit note date. | ||||
| GST | INPUT | The GST amount is a decimal field in the format (16,2). Upon entering the field the system will calculate the amount. This amount may be overwritten. | ||||
| PROJECT COSTING DISTRIBUTION - Screen: ar_drnpc | ||||||
|---|---|---|---|---|---|---|
| FIELD | TYPE | USAGE | ||||
| Total Amount | DISPLAY | Total amount of debit note | ||||
| Amount Left | DISPLAY | Debit note balance | ||||
| Project Code | INPUT | The project code is a 20 character alphanumeric field which forms the key to the project account. Only valid codes will be accepted. The F8=ZOOM facility is available to select valid project codes. Entry of the field is mandatory | ||||
| Description | INPUT | The project distribution description is a 30 character alphanumeric field. The project distribution description is descriptive text describing the nature or reason for the distribution. It can be defaulted to the project account code description by entering an equal sign, or to the previous line's description inserted by entering a period. Alternatively, the user may enter a unique description. Entry of the field is mandatory | ||||
| Amount | INPUT | The amount is a 15 digit decimal field which indicates the amount to be distributed to the selected project. Entry of the field is mandatory | ||||
| GL DISTRIBUTION - Screen: ar_drngl | ||||||
|---|---|---|---|---|---|---|
| FIELD | TYPE | USAGE | ||||
| Total Amount | DISPLAY | The currency and total debit note amount | ||||
| Amount Left | DISPLAY | The currency and undisbursed balance of debit note amount. Type of undisbursed balance. DR=Debit, CR=Credit | ||||
| Type | DISPLAY | Type of General Ledger 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 General Ledger 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 CR. Entry of the field is mandatory. | ||||
| Amount | DISPLAY/INPUT | The amount is a 15 digit decimal field which indicates the amount to be distributed to the selected General Ledger account code. Entry of the field is mandatory. | ||||
| Account Description | DISPLAY | General Ledger account description of user selected account codes. | ||||
| OPEN ITEM - Screen ar_drnop | ||||||
|---|---|---|---|---|---|---|
| FIELD | TYPE | USAGE | ||||
| Total To Allocate | DISPLAY | The currency and total allocation amount | ||||
| Amount Unallocated | DISPLAY | The currency and unallocated amount | ||||
| Date | DISPLAY | Invoice date | ||||
| Type | DISPLAY | Valid entries include INV=Invoice and ADJ=Adjustment | ||||
| Refno | DISPLAY | Invoice reference number | ||||
| Due Date | DISPLAY | Due date for payment | ||||
| Amount | DISPLAY | The currency and amount of invoice | ||||
| Open Amount | DISPLAY | Amount to be paid | ||||
| Alloc Amount | DISPLAY | The allocation amount is a decimal field which indicate the amount allocated against the line item | ||||
debit note already exists in debit note table
The debit note number has already been entered for this customer in this company.
debit note exists in open item table
The debit note number has already been entered for this customer in this company and remains open.
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.
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 transaction date is not within the current AR accounting period.
computed control totals differ - batch held
The sum of the individual debit notes entered does not equal the control total previously entered.