Setup for the new enhancement
No. Series / Purchase and Payable Setup |
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i. Create No. Series for Purchase Debit Note, Purchase Credit Note, Temp Purchase InvoiceNOTE: 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 Relationshipa) Number series use in Purchase Invoice
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
NOTE: both Default Nos. and Manual Nos. are need to tick for Debit Note no and purchase credit memo no.
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
Note:
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Set up for Default Signed By |
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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, the document to be print from Posted Purchase Invoice. |
New fields added in Purchase Document, Vendor Ledger Entry and General Ledger Entry.
New Field | Description | Purch. Inv. | Posted Purch. Inv. | Purchase Return | Purch. Cr. Memo | Posted Purch. Cr. Memo | Vendor Ledger Entry | General Ledger Entry |
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External Document No. 2 | 20 Char | Yes | Yes | Yes | Yes | Yes | Yes | Yes |
External Document No. 3 | 20 Char | Yes | Yes | Yes | Yes | Yes | Yes | Yes |
Hold Payment | Check Box | Yes | Yes | Yes | Yes | Yes | Yes | N/A |
Reason of Hold | 50 Char | Yes | Yes | Yes | Yes | Yes | Yes | N/A |
Notes for Hold Payment and Reason of Hold
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Payment Status | 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 | Yes | Yes | Yes | Yes | Yes | N/A | N/A |
Payment Date | Lookup Applied Entry Posting Date of latest Applied Entry for the Vendor Ledger Entry | Yes | Yes | Yes | Yes | Yes | N/A | N/A |
Signed By | Default Signed By according to Purchase & Payable Setup Signed by Name and Title to be shows on document report signature area | Yes | Yes | Yes | Yes | Yes | N/A | N/A |
Remarks Tab | Remark Tab added. Same behavior of Sales Invoice | Yes | Yes | Yes | Yes | Yes | N/A | N/A |
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
Handling for Unreceived Purchase (Temp Invoice with Status is Pending) |
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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 |
Case 2 - Purchase Invoice - Hold Payment
Description | Screen Capture |
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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 |
Case 3 - Purchase Return (Debit Note) settle by Purchase Invoice
Description | Screen Capture |
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Case Example Purchase Return created the Debit note amount to be offset by other vendor invoice
the payment method to be shows on Vendor Payment Schedule for indicate the debit note to be off set by vendor invoice
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
Description | Screen Capture |
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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
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