Entering or Editing Additional Costs on Credit and Debit Notes

You can add new additional costs on credit notes and debit notes, but you must select No Proration as the proration method, charging the expense to a general ledger account. More...

When you create a credit note from a return, if the original receipt included any additional costs, the details for the primary vendor are displayed.

When you create a credit note or debit note from an invoice, the additional cost details from the invoice are displayed.

Initially, additional cost amounts are zero. You enter the amount to be credited or debited.

Note: You cannot change the additional cost code, proration and reproration methods, or the expense and return general ledger accounts.

To adjust existing additional costs:

  1. Open Purchase Orders > P/O Transactions > Credit/Debit Note Entry.
  2. On the Credit/Debit tab, specify the type of document and the return or invoice for which you are creating the credit note or debit note.
  3. In the detail section, enter the return or invoice quantities, along with cost differences and quantities.
  4. Click the Additional Costs tab to display the additional cost details.

    Note: If this is a credit note for a return, the program displays additional cost details for the primary vendor only.

  5. Select the additional cost detail that you want to adjust, and then:
    1. Click the Amount field.
    2. Enter the amount for the additional cost.

      Note: You cannot change the proration methods or accounts.

    3. Tab to the end of the detail line to enter a reference and comment.
  6. To change the detail tax class for a selected additional cost:
    1. Click the Cost/Tax button or press F9 to open the Detail Costs/Taxes screen.
    2. Change the detail tax class, and then click the Calc. Taxes button to recalculate the tax.
  7. To change the total tax amount for the credit note or debit note (including the tax for the additional cost):
    1. Click the Taxes tab.
    2. In the Tax Amount column, enter the total tax amount to credit or debit for each tax authority.

To add new additional costs:

  1. On the Additional Costs tab, click the detail entry table, and then press the Insert key to start a new line.
  2. Click the Additional Cost column heading to display the Finder.
  3. Select the new additional cost from the Finder, and then enter information for the additional cost detail as follows:
    1. In the Amount field, enter the amount of the additional cost.

      Note: On credit notes, you can enter a negative amount for a cost (for example, for shipping or restocking fees you paid as a result of returning an item). Such negative additional costs are recorded as debits when you run day-end processing.

    2. Select No Proration as the proration method.
    3. In the Expense Account field, specify the expense account to charge.
    4. Use the Reference and Comments fields to provide more information about the cost.
  4. To change the detail tax class for the new additional cost:
    1. Select the additional cost on the Additional Cost entry grid.
    2. Click the Cost/Tax button or press F9 to open the Detail Costs/Taxes screen.
    3. Change the detail tax class, and then click the Calc. Taxes button to recalculate the tax.
  5. To change the total tax amount for the credit note or debit note (including the tax for the additional cost):
    1. Click the Taxes tab.
    2. In the Tax Amount column, enter the total tax amount to credit or debit for each tax authority.
  6. To check the additional cost totals and tax totals, click the Totals tab.
  7. Click Post.