Entering a Debit Note or a Credit Note

You use the A/P Invoice Entry screen to add debit notes and credit notes to invoice batches.

For an overview of invoice entry, see About Processing Invoices, Credit Notes, Debit Notes, and Interest.

Before you start

• Find out the invoice number to which the debit note or credit note applies, if any.

  Note: If the debit note or credit note applies to several invoices or is issued on account (for example, as a purchase volume rebate), you apply the credit note or "pay" the debit note later, using the A/P Payment Entry screen.

• For credit notes generated from P/O for invoices that have reverse charges:
  • On the Processing tab of the A/P Options screen, ensure that the Allow Edit of External Batches option is selected.
  • On the A/P Batch Listing screen, for the batch that was generated from PO, enter No in the Ready To Post field.

To add a debit note or a credit note:

1. Open Accounts Payable > A/P Transactions > Invoice Entry.

2. Select an existing batch using the Batch Number field, or create a new batch. More...

   To create a new batch:

   1. Click the Create New Batch button.
   2. In the Batch Description field, type a description for the batch.
   3. In the Batch Date field, enter a date for the new batch, or accept the session date.
3. Click the Create New Entry button to start a new document.
4. In the Entry Description field, enter a description for the new entry.

5. Enter header information for the document on the Document tab. More...

   Header information includes:

   • A description for the document.
   • Vendor number.
   • Whether the document is subject to retainage.More...

     This option appears in Invoice Entry only if you selected the Retainage Accounting option for your Accounts Payable system. When you select the Retainage option, a Retainage tab becomes available that lets you specify the retainage terms for the document.

     If you have a multicurrency ledger, you also use the Retainage tab to specify whether to use the original exchange rate or the current exchange rate when you produce the retainage document.

     Retainage fields become available throughout the Document field-sets, allowing you to specify the retainage percentage or retainage amount, retention period, and retainage due date for each detail.

   • Remit-to location. Select credit note or debit note, retainage credit note, or retainage debit note.
   • Document Type.
   • Original Document. If you are processing a retainage credit note or debit note, specify the original document for which you are now processing retainage.
   • Document number.
   • The apply-to document that this credit note or debit note is offsetting.
   • Document date (for aging and statistical purposes).
   • Fiscal year and period to which you want to post the document.
   • Purchase order number and sales order number (if known).
   • Any special instructions regarding the credit note or debit note.

6. Enter distribution details in the detail entry table. More...

   1. Enter the item number, unit of measure, quantity, price, and distribution code. You may enter a negative quantity, but the invoice total cannot be negative.

   2. Enter retainage separately for each detail. If retainage applies to the document you are adding, enter the percentage retained or retainage amount, the days retained, and the retainage due date for this detail.
   3. Enter an optional comment, and indicate whether to print the comment when you print the debit note or credit note.
   4. Indicate whether the document discount applies to this detail.
   5. If you use optional fields, click the Optional Fields column and use the generated Detail Optional Field screen to check, change, or add optional fields for the detail.

   To check or change the general ledger accounts and tax information for a detail, click the Edit icon in the Taxes column to open the Detail Taxes screen.

   For more information, see Editing Taxes on an Invoice, Debit Note, or Credit Note.

7. To check or change tax information for the document, click the Taxes tab.

   For more information, see Editing Taxes on an Invoice, Debit Note, or Credit Note.

   For credit notes generated from P/O for invoices that have reverse charges, you must manually adjust the Tax Amount and Reverse Charges Amount. More...

   1. In the Reverse Charges Amount field, enter the amount that is shown in the Tax Amount field.
   2. In the Tax Amount field, enter 0.
   3. Click Distribute Taxes, and then verify the tax amounts and reverse charge amounts in details.
8. On a document from which retainage will be deducted, use the Retainage tab to specify terms for the retainage document. In a multicurrency ledger, you also specify the type of rate to use when you process the retainage.
9. If you use invoice optional fields, click the Optional Fields tab to view or edit the optional fields assigned to this invoice.
10. If the document does not use the functional currency and you need to check or adjust exchange rate information, use the Rates tab.

    For more information, see Editing Exchange Rate Information on an Invoice.

11. Click Save to add this document to the batch.

After adding a debit note or credit note

• Print the invoice.
• Print the A/P Batch Listing report. Make corrections, if needed, and then reprint the listing for each corrected batch. File the printed reports for your audit trail.

  Note: If the Force Listing Of All Batches option is selected on the A/P Options screen, you must print batch listings before posting batches.