P/O Credit/Debit Note Entry Detail Items/Taxes Screen

  1. Open Purchase Orders > P/O Transactions > Credit/Debit Note Entry.
  2. Enter header information for the debit note or credit note, including the vendor number and, if you are crediting or debiting an existing invoice or return, specify the document number.
  3. Select a detail line to credit or debit, and then press F9, or click the Item/Tax button.

Use the Add button to add a detail you entered in the Detail Items/Taxes screen.

Note: You cannot add details to an invoice or a return for an existing receipt.

Click Calc. Taxes to see tax amounts for a detail before you post the document.

Tax amounts are not automatically calculated until you click Post, or click the Taxes tab or the Totals tab.

If you edit tax amounts on the Taxes tab, then click the Calculate Taxes button on any tab, the program replaces your changes with amounts recalculated using the tax tables from Tax Services.

Click the Close button to close the Detail Items/Taxes screen, and return to the Credit/Debit tab. (You can also press the F9 key on your keyboard.)

Use the Save button to save changes you made to a detail in the Detail Items/Taxes form.

This field displays the total tax amount that was allocated to the selected detail line for each tax authority.

To view comments for a selected detail line, click the Zoom Zoom button button beside the Comments field. The program displays any comments entered for the detail line on the invoice or return you are crediting or debiting, but you can change or delete them.

To enter comments for the selected detail, click the Detail Comments table, press the Insert key, and then type the comments on the new line.

Lines automatically wrap. If you want to start a new line before the line wraps, press Enter.

Tip: You can also press the Shift and F9 keys together to open or close the screen using your keyboard.

For more information, see P/O Credit/Debit Note Entry Detail Comments Screen.

You specify a general ledger expense account for non-inventory item details. You can select general ledger account numbers using the Finder.

If you are working with an existing invoice or return, the program displays the account number entered with the detail on the invoice or return, but you can change the number.

Type the extended cost for the number of units of the item that you are crediting or debiting.

If you change the extended cost, the program automatically recalculates the unit cost.

Type the extended weight for the number of units of the item for which you that you are crediting or debiting.

If you change the extended weight, the program automatically recalculates the unit weight.

The total weight for all items on the document is displayed in the Totals tab.

The program displays the item description from the P/O Vendor Contract Costs record (if one exists) or from the Inventory Control or Purchase Orders item record, but you can change it.

If you entered a non-inventory item number, you can type a description for it.

If you are entering a credit note or debit note to an existing invoice or return, the program displays the item number, and you cannot change it.

If you are entering a transaction without an invoice or return number, type the item number to use or select it from the Finder. If you use the Allow Non-inventory Item Number option, you can also type an item number that is not defined in your Inventory Control system.

To select an existing line to edit, type its line number on the Detail Items/Taxes screen.

Note: You cannot edit details of posted credit notes or debit notes.

You can add a new line to a credit note or debit note you are entering, providing you did not specify an invoice or return number on the Credit/Debit tab. Click the New icon beside the Line Number field.

If you are entering a credit note or debit note without an invoice or return and if you use Inventory Control, type the location code or select it from the Finder.

If you are entering a credit note or debit note to an existing invoice or return number, the program displays the location code entered for the detail on the invoice or return. You cannot change it.

This field displays the extended item cost, minus any applicable tax amount. You cannot edit the amount.

If optional fields have been defined in Purchase Orders for credit/debit note details, you can click the Zoom Zoom button button beside the Optional Fields field to display the optional fields assigned to a selected detail, and edit their contents.

For more information about using optional fields in transactions, see About Optional Fields in Transactions.

Type the number of a sales order to which the detail applies. If you use Sage 300 Order Entry with Purchase Orders, you can also select an Order Entry order number from the Finder.

You can change or erase an order number that is displayed with a detail you added on the invoice or return.

Type the number of units of the item for which you are being credited or debited.

Leave this field showing zero for displayed details (from an invoice or return) that are not included on the debit note or credit note. You can also delete displayed details if you are working with an invoice.

If you are working with serialized or lotted items, a separate screen appears after you specify a quantity, and then press Tab or Enter, prompting you to assign serial and/or lot numbers for the item.

The program uses the unit cost to calculate the extended cost.

When adding new detail lines, you can edit the displayed cost for the item, or enter a cost for a non-inventory item number. If you change the unit cost, the program recalculates the extended cost.

If you are referencing an existing document, the program displays the cost previously specified for the item and unit of measure.

Note: In multicurrency ledgers, the cost is expressed in the vendor's currency.

If you are entering a credit note or debit note to an existing invoice or return, you can change the cost if you have authorization to do so. Make sure that the cost you enter is the correct item cost for the unit of measure.

Click the Finder to display any vendor contract costs, regular vendor costs, and other costs maintained in Inventory Control.

If you are adding new detail lines, the program assigns costs as follows:

  • If you have set up vendor contract costs, the program displays the contract cost for the item and unit of measure.
  • If P/O does not find a valid contract cost, it uses the inventory cost specified in the P/O Options screen.

On job-related documents, the default unit cost is determined as follows:

  • If the project is a standard project:
    • For a category cost class of Subcontractor, Overhead, or Miscellaneous Equipment, the unit cost is defaulted from the category resource.
    • For a category cost class of Labor, the default unit cost is based on the Default Unit Cost From option for the employee resource category.
    • For a category cost class of Material (if you are using Inventory Control), the default unit cost is based on Purchase Orders' default item cost (set in P/O Options).
    • For a category cost of Material (if you are not using Inventory Control), the unit cost is based on Purchase Orders vendor costs.
  • If the project is a basic project:
    • For a category cost class of Subcontractor, Overhead, or Miscellaneous Equipment, the unit cost is defaulted from the category.
    • For a category cost class of Labor, the default unit cost is based on the Default Unit Cost From option for the labor category.
    • For a category cost class of Material (if you are using Inventory Control), the default unit cost is based on Purchase Orders' default item cost (set in P/O Options).
    • For a category cost of Material (if you are not using Inventory Control), the unit cost is based on Purchase Orders vendor costs.

If you are entering a credit note or debit note to an existing invoice or return, the program displays the unit of measure entered for the detail on the invoice or return. You cannot change it.

If you are entering new detail lines, the program displays the stocking UOM by default, unless you have set up vendor contract costs using a different UOM, but you can select another unit of measure from the Finder.

You must use one of the units of measure that is assigned to the item in Inventory Control. If you are entering a detail for a non-inventory item, type the unit of measure.

Type the weight of a single unit of the item that you are crediting or debiting. The program displays the weight specified for the item on the invoice or return or in the item record (for new item details), but you can change it.

The program uses the unit weight to calculate the extended weight. If you change the unit weight, the extended weight is recalculated.

Weight is expressed in the unit selected for the Weight Unit Of Measure option in the I/C Options screen.

You can see the total weight for the credited or debited items by clicking the Totals tab.

Type the code the vendor uses to identify the item or edit a displayed code, if necessary.

If the vendor's item number is specified on the invoice or return for which you are entering a credit note or debit note, the code appears in this field. (You can enter vendors' item numbers when assigning vendor types in Inventory Control item records.)

This column displays the tax amounts allocated to the selected detail line for each tax authority.

These columns list the tax classes and corresponding descriptions that are assigned to the tax authority. You can change the tax class (to another tax class that is assigned to the authority), but not the description.

To change the tax class description or make other changes to the information for the specified tax group, use the Tax Services screens in Common Services.

The program displays the amount of tax that is separately posted (expensed) to a general ledger account, rather than allocated to details on the credit note or debit note.

The program displays the amount of tax that can be recovered by your company, such as, for example, recoverable Canadian Goods and Services Tax (GST) amounts.

The program displays the amount of tax that is due for each authority.

For each authority, Purchase Orders calculates a tax amount if:

  • The vendor is subject to tax.
  • The transaction contains taxable items or taxable additional costs.
  • Tax rates are specified for the tax authorities and classes in Tax Services.

You cannot edit the tax amount for a detail except indirectly, by changing the tax class or tax-included option on the Detail Items/Taxes screen.

To edit tax amounts for the invoice, make your changes on the Taxes tab.

These columns list the tax authorities and that are assigned to the tax group you specified for the document.

Tax information is maintained in the Tax Services screens in Common Services.

This field shows, for the selected detail, the net cost of items before tax is added for the tax authority. You cannot change the amount that appears in this field.

This field is particularly useful for items that have tax included in their prices.

This field displays the amount of tax that is included in the extended item cost (when the cost includes tax).

Overview

The Detail Items/Taxes screen contains the same fields as the detail entry grid on the Credit/Debit tab, plus additional tax-related fields that you use to view or change tax information for a selected detail.

Rather than displaying fields for all the details in tabular format, this screen lets you see all the fields for a single detail on a separate screen.

Use this screen to:

  • View all the fields for a single credit note or debit note detail on a separate screen.
  • Enter or edit credit note or debit note details, including tax classes and tax-included options.