03-Purchase Debit Note and Credit Note - Document Report and new fields in related module
Specifications
Spec_Vendor Payment Schedule & Advice_210713.xlsx
NOTE: the provided sample is base on Purchase Document Test Report (Report 402) it print from Purchase Return Order.
Therefore, the column for Return Qty to Ship and Return Qty to Invoice will not show on the Debit Note and Credit Note.
| Document | Description |
|---|---|
Debit Note | Debit Note document to be print from Posted Credit Memo it created for Purchase Return The process flow as below 1) Post Purchase Return 2) Go to the Posted Credit Memo 3) Click the new button 'Print Debit Note' to print the document
|
Credit Note | Credit Note |
Table of Contents
Setup for the new enhancement
No. Series / Purchase and Payable Setup
i. Create No. Series for Purchase Debit Note, Purchase Credit Note, Temp Purchase Invoice
NOTE: No. series description to be show on the Payment Schedule Report - Column "Document Type"
**Screen Capture below just for example. The no. series code and number structure should be decide by UICL.
1 - Purchase Credit Note (e.g. BZ-P-CN) - the no, series use for identify the document is for Credit Note when user create purchase invoice
2 - Purchase Debit Note (e.g. BZ-P-DN) - Debit Note no. to be use for the "Purchase Credit Memo" it created when Purchase Return posting.
3 - Temp Purchase Invoice (e.g. PI-T) - use for handle the unreceived purchase case.
ii. Add No. Series Relationship
a) Number series use in Purchase Invoice
- Select No. Series Code PI, then select Relationship and add the no. series for purchase credit note (e.g. BZ-P-CN) and no. series for Temp Purchase Invoice (e.g. PI-T)
- The purpose of this setup is allow user select the related no. series for identify what type of document is related to the Purchase Invoice Record
Case example for select no. series in Purchase Invoice
When user create purchase invoice user can select the document is created for Purchase Invoice, Purchase Credit Note or Temp. Invoice
1) click the ... button next to No. field
2) select the no. series. for example, if the document is created for purchase invoice, select PI
3) click OK to confirm the selection
b) Number series use for Purchase Credit Memo
- Select No. Series Code PC, remove existing relationships line if any.
- Select No. Series Code for Debit Note (eg. BZ-P-DN) then select Relationship and add the no. series for purchase credit memo (e.g. PC) and no. series it may need to use when create purchase credit memo if any (e.g. PO-IS)
NOTE: both Default Nos. and Manual Nos. are need to tick for Debit Note no and purchase credit memo no.
- The purpose of this setup is allow system can assign the Debit Note No. in posted credit memo when it created from post the purchase return.
- In additional, user can able to select the number series for purchase credit memo when they need to create document in Purchase Credit Memo
Case example for select no. series in Purchase Credit Memo
When user create purchase credit memo user need to select the no, series it use for identify the document type is Purchase Credit Memo
1) click the ... button next to No. field
2) select the no. series. for example, select PC
3) click OK to confirm the selection
NOTE: Debit Note Number mainly use for the posted credit memo it created by post purchase return.
iii. Purchas & Payable Setup - Assign the new no. series for Credit Memo
- Go to Purchase and Payable Setup then assign the new no. series for Credit Memo No. and Posted Credit Memo No.
Note:
- when purchase return is posted, posted purchase credit memo (i.e. Debit Note) to be create by system and use the no, series for debit note.
- Credit Memo Nos. must same as Posted Credit Memo No. for allow system use the same number on Purchase Credit Memo and the Posted Credit Memo.
Set up for Default Signed By
i. Users - Enter 'title' for the user who will sign the purchase invoice, purchase debit note etc
for example, user Jenny Wong to be sign the document, enter the Title for the user. The title to be print on the signature area of the said documents
ii. Purchase & Payable Setup
Select the user in Default Sign by
When the new purchase invoice is created, the default signed by to be show on the purchase invoice
The document signature area to be shows the title of the sign by user.
Please note, thedocument to be print from Posted Purchase Invoice |
New fields added in Purchase Document, Vendor Ledger Entry and General Ledger Entry.
...
20 Char
...
Check Box
...
50 Char
...
Notes for Hold Payment and Reason of Hold
- User can edit Hold Payment / Reason of Hold in PI/PR/PCM. When post the document, system will copy the value to posted document and vendor ledger entry
- If Hold Payment is checked, the AP entry will not show in Apply Entry page, user can't select the entry for payment process
- If the value is edited by user in PI,PCM,PR after post, the data will not updated to posted document and vendor ledger entry.
- If the value need to edit after post (i.e. PI/PCM/PR status is Closed). User should edit in Posted Purchase Invoice or Posted Credit Memo. Once updated in Posted PI or Posted PCM, the value will update to related PI, PCM or PR as well as Vendor Ledger Entry by system.
- User is not allow to edit Hold Payment and Reason of Hold in Vendor Ledger Entry.
...
Lookup Vendor Ledger Entries
Unsolved - if related Vendor Ledger Entry is Open
Settled - if related Vendor Ledger Entry is not Open
"blank" if the document is not posted yet
...
Lookup Applied Entry
Posting Date of latest Applied Entry for the Vendor Ledger Entry
...
Default Signed By according to Purchase & Payable Setup
Signed by Name and Title to be shows on document report signature area
...
Remark Tab added. Same behavior of Sales Invoice
...
03-Purchase Debit Note and Credit Note - Document Report and new fields in related module
04-Document Report - Vendor Payment Schedule and add related fields in Purchase Invoice
Spec_Vendor Payment Schedule & Advice_220307-R1.xlsx
Case 1 - Purchase Invoice - Unreceived purchase
...
1- When create the Purchase Invoice, click on ... button it next to No. then select No. series for Temp. Purchase Invoice
...
2 - Fill up the General Information such as Due Date, Vendor Invoice No, External Document No (if any)
...
3 - Enter Item line - due to the goods is not received yet, select the item for "Pending" then enter the Unit Price
...
4 - Set Status to Pending - Check the Action Button Set Pending after complete on the data for the purchase invoice
Status Changed to Pending
User can click Release / Reopen / Send Approval Request when the status is Pending.
...
5 - Vendor Payment Schedule
1) Doc. Type - Shows the No, Series Description.
2) Status Shoe Pending
...
6 - Once actual PI is ready to create for the temp PI, then
1) - clear the detail for temp PI or delete the temp PI
2) - create the actual PI according to the invoice presented by Vendor
Case 2 - Purchase Invoice - Hold Payment
...
Purchase Invoice / Purchase Invoice
New Fields Hold Payment and Reason of Hold added for indicate the payment to be on hold
...
Payment Journal
If the Hold Payment is checked in posted purchase invoice, the vendor ledger entry is not able to select in Apply document when create payment journal
...
...
Vendor Payment Schedule Report
Column 'Hold' - show the hold payment
Column 'Remarks'- show the Reason of Hold
...
The process flow as below 1) Create Purchase Invoice - select the number series for Credit Note 2) Post the Purchase Invoice 3) Go to the posted purchase invoice 4) Click the new button 'Print Credit Note' to print the document
|
Case 3 - Purchase Return (Debit Note) settle by Purchase Invoice
...
Case Example
Purchase Return created the Debit note amount to be offset by other vendor invoice
- User an enter Payment Method e.g. Offset by Invoice in the purchase return.
the payment method to be shows on Vendor Payment Schedule for indicate the debit note to be off set by vendor invoice
- User can also enter the Applies to Doc. Type and Applies to Doc. No. in Purchase Return.
Once the purchase return is posted the remaining amount for both invoice and debit note
(i.e. purch. credit memo) to be deducted accordingly.
...
...
Sample for Vendor Payment Schedule, the Purchase Debit Note (i.e. Purchase Return is offset by
the invoice (PI22030024
...
05-Purchase Return - add function button for open item card or ILE depends on cost type for the item
Function button Open Item Card / ILE
Steps for preview Item Card or ILE for
1) Select the Purchase Return Line
2) Select the button Open Item Card/ILE
- If the Costing Method is Average (e.g. Item 511109), the Item Ledger Entries for the item to be shows
- If the Costing Method is Standard (e.g. Item 491459), the Item Card to be shows.
