O/E Credit/Debit Note Entry Screen

The Calculate Taxes button appears on the Taxes tab. Click the button to calculate and overwrite any existing tax amounts on the Taxes tab.

Note: If you do not select the Calculate Tax option on the Taxes tab, you can change tax amounts manually after clicking the Calculate Taxes button.

You can also use the Calculate Taxes button to recalculate taxes after changing the tax authority – even if you have selected the Calculate Tax option.

For more information about entering taxes manually, see Entering Taxes Manually.

Click this button to view the components that make up a kit. For more information, see O/E Kitting Components Screen.

Click this button to clear the screen and start a new transaction.

This button is available on the Rates tab if you calculate the tax amount in the tax reporting currency manually (if you report taxes in a different currency than you collect them).

If you have already changed the tax reporting amount on the Taxes tab, click Derive Rate to calculate the actual exchange rate between the tax amount and the tax reporting amount.

This button is available if you do not select the Calculate Tax option.

When you click the Distribute Taxes button, the total tax (from the Taxes tab) is prorated to the document details.

Note: You can review tax amounts for document details on the O/E Detail Taxes screen. For more information, see O/E Detail Taxes Screen.

Click this button to review the sales history for a selected item or a customer. For more information, see Looking Up Sales History for Items or Customers.

Click this button to post a transaction. When you post, you can print documents related to the transaction. Depending on the transaction and the options you selected, you may be able to print a quote, order confirmation, picking slip, prepayment receipt, and/or invoice. For more information, see O/E Confirmation Screen.

This field appears for credit notes.

Type the date on which the items were returned to inventory (if the credit note is the result of a return).

This field appears for debit notes.

Type the date on which the items were shipped from inventory if the debit note is the result of a shipment.

Select this option if you want Order Entry to calculate tax automatically for this document. For more information, see Entering Taxes Manually

Type the date you want to use as the transaction date when the transaction is posted in Accounts Receivable.

This field displays the subtotal of all detail lines entered on the credit or debit note. The amount does not include discounts and taxes.

Displays the description, if any, that was entered with the selected invoice.

You can type another description for the credit note or debit note, if you wish. You can also retain the original description or leave the field blank.

This field displays the fiscal year and period to which the transaction will be posted in the general ledger.

You cannot change the information that appears in this field except by selecting a different posting date in the Posting Date field.

Note: You cannot post transactions to closed fiscal periods.

Displays the date on which the selected invoice was posted.

To add a credit or debit note for an existing invoice, select the invoice number. The information entered for the invoice appears on the screen.

To add a credit or debit note for a non-existent invoice or for an invoice that is no longer in your Order Entry system, type the invoice number or leave the field blank.

Displays the location code for the selected invoice as the default. If goods are being returned elsewhere, you can select another location.

The name on record for the specified location displays in the Location Name field.

Note: The program displays an error message if you select a logical inventory location instead of a physical location. (Logical locations are used mainly for transferring goods between physical locations in the Inventory Control program.)

This field displays the order number for the posted invoice.

This field displays the customer's purchase order number for the original order.

The posting date is different from the document date. The posting date determines the year and period to which a transaction is posted in General Ledger. You can change the posting date, but you cannot change the Fiscal Year/Period field separately.

In a multicurrency system, posting dates are also used to select open documents for currency revaluation, so that revaluation adjustments are posted to the correct fiscal year and period in General Ledger.

Depending on your settings in the O/E Options screen, Order Entry displays the session date or the document date as the default in this field.

Note: If you consolidate G/L transactions, the posting date for consolidated entries is the last date of the fiscal period.

Displays the inventory quantity that is available for sale to your customers. This is determined by the quantity on hand less the quantity committed, as maintained in Inventory Control.

Displays the inventory quantity that is committed to orders.

By committing an inventory quantity to an order, you ensure that the required inventory will be available when it is time to ship the order. (If a quantity is already committed to an order, you cannot ship another order for the same items unless there is a sufficient quantity in inventory in addition to the committed quantity.)

Tip: You can click the Edit icon to the right of the displayed quantities to view more information (such as the customer and the expected ship date).

Displays the inventory quantity currently on hand, as maintained in Inventory Control.

Displays the inventory quantity that you have ordered.

Tip: You can click the Edit icon to the right of the displayed quantities to view more information (such as the order date and the expected arrival date).

Displays the inventory quantity that customers have ordered from you.

Tip: You can click the Edit icon to the right of the displayed quantities to view more information (such as the customer and the expected ship date).

This field displays the reference, if any, that was entered with the selected invoice.

You can type another reference for the credit note or debit note, if you wish. You can also retain the original reference or leave the field blank.

This field displays the customer's ship-to location for the invoice.

If necessary, you can specify a different ship-to location.

This field displays the template code, if any, selected for the invoice. You can select another template code or leave the field blank.

If you select a new template after choosing the customer, Order Entry will replace some document and customer information with the information from the new template.

By default, this field displays the account set specified for the customer on the A/R Customers screen.

The account set specifies the General Ledger accounts to which the transaction will be distributed: receivables control, payment discounts, prepayment liability, and write-offs.

You can change the account set for a transaction. If you use multicurrency, however, you must select an account set that uses the same currency as the customer's account set.

The Account Set Description field displays the description of the account set specified in the A/R record.

If you are crediting an existing invoice, this field displays the customer type that was used on the invoice to assign the discount level for the invoice.

You can use a displayed customer type for the return or credit note, or select another type from the drop-down list beside the field. You can select Base, A, B, C, D, or E. “Base” indicates the customer is not eligible for price discounts if the discount is based on customer type.

Customer types are assigned in the customer record in Accounts Receivable, but you can change the type for an individual return, credit note, or debit note. (Item prices can be specified by customer type in Inventory Control.)

This field displays the default price list from the existing invoice, if any, or from the customer record or template code you selected to enter a credit to a non-existent invoice.

You can use the price list code that appears or select another to be the default code that appears on new detail lines you enter in the table.

Specify an optional ship-via code from the list of codes added on the O/E Ship-Via Codes screen.

If this is a return, you can enter a code for the carrier that your customer is using to return the goods.

If you designated a primary ship-to location for the customer in Accounts Receivable, the shipping information from the primary ship-to location record appears as the default, but you can change it.

If you are crediting an existing invoice, this field displays the tax group assigned to the invoice and customer. You can change to another tax group, if needed.

If you are crediting or debiting a non-existent or cleared invoice, specify the code for the tax group to use.

The tax group determines the tax authorities to which the customer is subject, and the tax classes that are used for each authority to calculate sales tax. You can change the tax classes for the customer and for individual detail lines.

You can change the tax group at any time, even after posting. (For example, if you change the ship-to location on a posted order, you can change the tax group to match the tax authorities for the new location.)

• You can choose a different tax group on the Customer tab, although the tax group should match the group for the original invoice.

• You can change the Tax Class for an authority on the O/E Detail Taxes screen.

In multicurrency ledgers, the tax group can have a different reporting currency than the functional currency or than the customer.

If you use multicurrency accounting, this field displays the tax reporting currency for the tax group selected in the Tax Group field.

Note: The tax group's reporting currency can be different than the functional currency. It can also be different than the customer's reporting currency.

This field displays the territory code, if any, from the existing invoice, or from the customer record or template code you selected if entering a credit to a non-existent invoice.

You can use a territory code that appears, type another code, or leave the field blank.

Territory codes are used mainly in Accounts Receivable to identify a sales region and for sorting reports. does not maintain territory codes, so you can use this field in any way you want.

If you use waybill numbers to track shipments, enter the waybill number in this field.

Note: You can also enter a separate tracking number with any detail included in the transaction.

Use the Optional Field column to select optional fields that are assigned (in the O/E Optional Fields setup screen) to this type of transaction.

When you select an optional field code, Order Entry displays its description in the next column.

This field indicates whether there is a value specified for an optional field, which is mainly of use for blank optional fields:

• Yes. The field has a blank default value.
• No. The field has no value.

Use the Value column to select a value defined for the optional field.

When you select a value code, Order Entry displays its description in the Value Description column.

This field displays the currency code for the customer's currency.

The currency is set for the customer in Accounts Receivable, and you cannot change it in Order Entry.

If the tax group specified for this document on the Customer tab uses a different currency from the customer's currency and your functional currency, the code for that currency appears in the Tax Reporting Currency field.

Note: The Currency Description field displays a description of the specified currency.

For more information, see About Exchange Rates.

The program displays the exchange rate currently in effect for the specified currency and the displayed rate type and rate date, and it displays the exchange rate for the original invoice (if it exists in the Order Entry system).

If you post the credit/debit note with a different exchange rate than was used for the invoice, you will realize an exchange gain or loss on the transaction.

You can change the credit/debit note exchange rate directly, or you can specify a different rate date or rate type to change the rate for the transaction.

You see a warning if you change an exchange rate by an amount that exceeds the Spread setting for the currency table in the Currency Rates screen.

The program also displays exchange rate information for a tax reporting currency if you report taxes in a currency that is different from the customer's currency and your functional currency.

If you are working with an existing invoice, the program displays the exchange rate used on the invoice. You cannot change it.

You do not see this field if you are working with an invoice that does not exist in Order Entry.

For the credit note or debit note, enter the date to use for selecting the exchange rate . The program displays the document date from the Credit / Debit tab as the default.

The program displays the rate for the date that you type, using the rules for selecting rates for the currency and rate type in the Currency screens.

If you are working with an existing invoice, the program displays the exchange rate used on the invoice. You cannot change it.

Note: You do not see this field if you are working with an invoice that does not exist in Order Entry.

Use this field to specify the rate type you want to use for the credit note or debit note.

The program uses the rate type to select the rate for converting multicurrency amounts on the credit note or debit note to functional currency. Examples of rate types might be “spot rate,” “average rate,” or “contract rate.”

You define rate types using the Currency Rate Types screen.

If you are working with an existing invoice, the program displays the rate type used on the invoice. You cannot change it.

Note: You do not see this field if you are working with an invoice that does not exist in Order Entry.

Enter the percentage of the sale to assign to each salesperson.

You do not have to assign salespersons to a transaction, but if you do, the amounts in the Percentage column must total 100.

Enter a salesperson code to add a new salesperson, or to replace a currently assigned salesperson for a transaction.

You do not have to assign salespersons to a transaction, but if you do, the amounts in the Percentage column must total 100.

Note: You set up salesperson codes in Accounts Receivable.

This field displays the name associated with the salesperson code.

Note: You set up salesperson codes in Accounts Receivable.

For each Order Entry document, you can specify whether taxes are calculated automatically or entered manually.

If you want Order Entry to calculate tax for this document, select the Calculate Tax option.

If you want to enter tax amounts manually, do not select the Calculate Tax option. If you do not select this option:

• The Distribute Taxes button appears on the screen.
• You can enter tax amounts for the tax authorities listed for the document.

Click the Distribute Taxes button to prorate tax that you enter manually on the Taxes tab to the document details. For more information, see Entering Taxes Manually.

Note: You cannot prorate a tax amount to an authority that uses an exempt tax class.

Select this option if you want Order Entry to automatically calculate tax reporting amounts for the document. Amounts in the tax reporting currency are calculated by applying the exchange rate between the source currency and the tax reporting currency.

If you clear this option, you can edit tax reporting amounts.

This field displays the total amount of tax calculated for the transaction (including taxes included in the price), displayed in the customer's currency.

This field displays the comment, if any, that was entered with the selected invoice. You can type another comment for the credit note or return, if you wish. You can also retain the original comment or leave the field blank.

This field displays the total for the credit note or debit note.

This field displays the total amount of all items and miscellaneous charges for the credit note or debit note before any discounts have been subtracted.

The subtotal includes tax amounts that are included in item prices and miscellaneous charge amounts, but does not include tax amounts that are charged separately on item prices or miscellaneous charge amounts.

Select this option if you applied discounts to miscellaneous charges on the invoice you are crediting or debiting. The option ensures that you will take a similar discount on the total amount of all miscellaneous charges in the document.

Any miscellaneous-charge discount amount is included in the credit note or debit note subtotal. If you do not select the option, any order discount applies only to the item subtotal.

This field displays the estimated weight of the shipment, based on the weight for the units of measure and item quantities specified in the document. (You specify item weights on the I/C Items screen in Inventory Control.)

Tip: Use the estimated weight to calculate shipping costs or postage.

This field displays the total tax amount that is included in item prices and miscellaneous charge amounts.

This field displays the total amount of the item detail lines for the document.

The items subtotal includes tax amounts that are included in item prices, but does not include miscellaneous charge amounts or tax amounts that are charged separately on item prices.

This field displays the percentage and total of discount amounts applied to individual detail lines.

If a discount was applied on the original invoice to the items and miscellaneous charges that you are now crediting or debiting, check the discount that appears on the Totals tab, and edit the discount percentage or amount, if necessary.

This discount is in addition to any discounts that were applied to items. It is prorated to all the items and miscellaneous charges (if you are discounting them) on the current document. It is subtracted from the credit note or debit note amount.

If the document discount applied to miscellaneous charges on the original invoice, select the Discount Miscellaneous Charges option. You should take a corresponding discount on the miscellaneous charges you are crediting or debiting. Any miscellaneous-charge discount amount is included in the credit/debit note subtotal.

If you are crediting or debiting an invoice that does not exist in your Order Entry system, or if you need to apply a different discount, enter the discount as a percentage or a fixed amount.

This field displays the total retainage (amount held back) for this credit note or debit note. Retainage is processed, later, through the Accounts Receivable program.

This field displays the total amount of the miscellaneous charge detail lines for the document.

The miscellaneous charges subtotal includes tax amounts that are included in miscellaneous charge amounts, but does not include tax amounts that are charged separately on miscellaneous charges.

This field displays the total amount of all items and miscellaneous charges for the document, after any discounts have been subtracted. The net amount also includes tax amounts that are not included in item prices or miscellaneous charge amounts.

This field displays the total number of detail lines (for items and miscellaneous charges) entered for the document.

Tip: Use this number to be sure you have entered all the details you need and deleted any details you did not intend to credit or debit.

This field displays the total amount of taxes calculated on the items and miscellaneous charges for the document.

The amount in this field does not include tax amounts that are included in item prices or miscellaneous charge amounts.

The total amount of tax calculated for the invoice, including taxes included in the price.