P/O Credit/Debit Note Entry Cost Allocation Screen

  1. Open Purchase Orders > P/O Transactions > Credit/Debit Note Entry.
  2. Enter header information for the debit note, specifying the invoice number for which you are creating a debit note.

  3. Click the Additional Costs tab.

    1. Select the additional cost you need to distribute to receipts.
    2. Click the Dist. Cost button to open the Cost Allocation screen.

Use the Clear button to clear all amounts in the screem.

Use the Dist. Cost button to open the Cost Allocation screen for an additional cost detail.

Use the Redist. button to have Purchase Orders automatically prorate the additional cost amount for the purchase orders.

The program displays the amount you enter for the additional cost detail at the top of the Cost Allocation screen.

The program displays the amount of the additional cost allocated to each receipt when you click the Redist. button.

Note: To allocate the additional cost manually, you can enter amounts beside each receipt number. The sum of all the amounts you allocate to receipts must equal the total amount for the additional cost.

If the receipt was job-related, Purchase Orders displays a billing rate for the cost that you are allocating, along with the amount being allocated.

Note: The billing rate is also used to allocate additional costs to more than one purchase order.

If you are prorating the cost manually to other purchase orders, you can enter a different billing rate with each distribution.

You cannot change the proration method for an existing additional cost.

The program displays the receipt numbers used in this invoice, credit note, or debit note. You cannot change the receipt numbers.

For job-related documents to which retainage applies, the program displays additional retainage fields for each purchase order to which you can allocate additional costs.

The default retainage percentage and retention period that appears in these fields depends on how you are prorating the costs.

  • If prorating by cost, quantity, or prorating manually, the settings come from the vendor record.
  • If you are not prorating, the retainage settings are based on the Default Retainage From option for the contract in Project and Job Costing.

Overview

Use the Cost Allocation screen to distribute an additional cost to more than one receipt.

Note: This screen is available only if you are adjusting an existing additional cost from an invoice that is based on multiple receipts.

You cannot automatically prorate the costs to multiple receipts. Instead, you identify the amount to distribute to each receipt on the debit note.

You can prorate and allocate the additional cost amount manually, or you can let Purchase Orders automatically allocate amounts to receipts according to the proration method identified on the Additional Costs tab.