P/O Credit/Debit Note Entry Screen

Type the code for the additional cost you want to add, or select the code from the Finder. If you are adding a cost for which no code is defined, skip this field and type the name of the cost in the Description field (the field beside the Additional Cost field on the Detail Items/Taxes screen).

You cannot change the additional cost code when editing a detail from an invoice or return.

You use the Additional Costs screen, in the P/O Setup folder, to add or edit additional cost codes in Purchase Orders.

Enter the amount of the cost (excluding taxes, unless you are entering a tax-included 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.

Select the Calculate Labor field if you want Project and Job Costing to calculate labor amounts for this cost and pass the amount back to Purchase Orders. (Purchase Orders creates the G/L entries for the additional costs.)

Do not select this option for an additional cost for which you don't want to calculate labor.

The program also lets you specify whether overhead or labor is calculated if you expense the additional cost.

Select the Calculate Overhead field if you want Project and Job Costing to calculate overhead amounts for this cost and pass the amount back to Purchase Orders. (Purchase Orders creates the G/L entries for the additional costs.)

Overhead is usually calculated on the discounted extended amount.

For example, you would not select this option if an invoice or debit note had additional shipping costs for which you didn't want to calculate overhead or labor.

The program also lets you specify whether overhead or labor is calculated if you expense the additional cost.

If desired, enter a comment for the detail, using up to 250 characters.

Lines automatically wrap, but if you want to start a new line before a line wraps, press the Ctrl and Enter keys together.

To open the screen, click the Zoom button beside the field, or, with the insertion point in the field, press the Shift and F9 keys at the same time.

If you selected manual proration, click this column heading to open the P/O Distribute Proration Screen. You must calculate all the costs and associated allocated taxes to prorate manually for each detail, then enter the amounts with the details.

Type the account number, or select the account number from the Finder.

To add a new detail, skip the Line Number field. If an existing detail is displayed, click the New button beside the field.

To select an existing line to edit or delete, highlight the line (or type its line number in the zoomed screen).

Note that you can edit additional cost details only until you post the credit note or debit note.

This field displays the net amount of the additional cost you entered for the detail (excluding allocated taxes that are not included in the amount of the cost).

Select No Proration. You cannot prorate new additional cost details on credit notes or debit notes, you can only expense them to a general ledger account.

The receipt number on which the original invoice or return was based appears in this field.

Enter optional reference information for the detail.

You can select only Expense for the reproration method. You cannot reprorate additional costs from credit notes or debit notes to item details.

Type the number of the general ledger account to which you will post the cost, or select the account number from the Finder.

The program displays the total amount of taxes that were included in the cost amount of the additional cost detail.

To edit tax settings, press F9 to display the zoomed cost entry screen.

You can also edit total tax amounts on the Taxes tab.

This field displays the amount of allocated tax for the detail. (Allocated taxes are included in the cost of the detail. Recoverable and expensed taxes are not included in detail costs.)

The program displays all of the items on the purchase order so you can easily distribute the additional cost in the amount fields.

If this is a job-related Invoice, the Item Number may be a resource.

The program displays the item description from Inventory Control or the description you entered for the detail on the purchase order.

Enter the amount of the additional cost that is being allocated to this line item. The amounts on all lines must add up to the total amount of the additional cost.

This field displays the amount entered for the additional cost detail at the top of the Cost Allocation screen.

This field displays the amount of the additional cost allocated to each receipt when you click Reallocate.

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 detail.

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 allocated with the additional costs to more than one receipt.

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

You cannot change the proration method for an existing cost.

If you are adding a new additional cost, you can select Prorate By Quantity, Prorate By Cost, or Prorate By Weight.

Note: You cannot manually prorate an additional cost on an invoice or debit note.

If the invoice, credit note, or debit note is job-related:

• You can also adjust the retainage amounts and period if retainage applies to the document.

• You can adjust the billing rate and currency if prorating by cost, quantity or weight.
• You can specify a single contract, project and category, or use the Distribute Proration button to distribute costs to more than one contract, project, and/or category (if applicable) if you are prorating manually.

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

If the receipts were job-related and the credit note or debit note uses the retainage option, the program displays additional retainage fields for each receipt 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.

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

To enter comments for a selected detail line, click the Zoom button for the field, type the remarks, then click Close. (Press the Shift and F9 keys to open or close the screen using your keyboard.)

The program displays any comments you entered for the detail line on an invoice or return you are crediting or debiting, but you can change or delete them.

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 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, select the line on the Credit/Debit tab, or type its line number on the Detail Items/Taxes screen. You cannot edit details of posted credit notes or debit notes.

To add a new line to a credit note or debit note you are entering without an invoice or return number when another detail is displayed in the Detail Items/Taxes screen, click the New icon beside the 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.

If you entered a manufacturer's item number in the Item Number field on the return, credit note, or debit note, the program also displays the manufacturer's item number in the manufacturer's item number column.

Manufacturer's item numbers are alternative item numbers—such as bar codes or shortcut codes—that identify your inventory items. You set up manufacturer's item numbers in the Inventory Control system.

You can enter manufacturer's item numbers wherever you enter item numbers in the Purchase Orders program.

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

Use the Non-Stock Clearing Account field to change the non-stock clearing account associated with this item's account set.

If the item used in the detail is a non-stock item, the non-stock clearing account associated with the item's account set appears.

If you are returning a non-stock item, the non-stock clearing account associated with the item's account set appears. You can specify a different account, if necessary.

Optional fields are fields that have been added by your company to the transaction entry screens and detail lines in Purchase Orders transactions.

Note: You must have Transaction Analysis and Optional Field Creator to add and use optional fields.

If the Optional Fields column appears, you can click the column heading to display the optional fields that have been assigned to credit/debit note details, and edit their contents.

Optional field information on detail lines is inherited from any matching optional fields in the invoice or return you are debiting or crediting.

If the optional fields were not on the invoice or return:

• For non-job related invoices, default optional field information comes from item records or, if the fields do not match, from the default value in the P/O Optional Fields screen.

• For job-related invoices, the default optional field information depends on the contract style and project type.

  If you use the same optional fields for categories or resources in Project and Job Costing, default optional field information will be inherited from the category for basic projects, or from the resource with standard projects.

For more information, see About Optional Fields.

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

The receipt number on which the original invoice or return was based appears in this field.

If the invoice or return used retainage accounting, the program will display additional percentage and period retainage fields for each detail line.

The program will also display the Retainage tab to let you specify the exchange rate that you want to use for the multicurrency retainage on credit/debit notes.

If you clear the Retainage check box, the percentage and period retainage fields disappear from the item detail section, and the Retainage tab also disappears.

Note: Retainage accounting applies only to job-related transactions, and is available only if you selected retainage accounting in the Accounts Payable program.

Default Retainage Percentage and Period

The default retainage percentage and retention period that appears in these fields are based on the Default Retainage From option for the contract in Project and Job Costing.

In the Detail table, this field displays the amount of tax that is included in the extended item cost (when the cost includes tax).

On the zoomed Detail Items/taxes screen, this field displays Yes or No to indicate whether tax amounts are included in the item cost for each tax authority. The default choice for this option is provided from the vendor record in Accounts Payable or from the vendor contract cost.

Note: You can select Yes only if the tax authority is set up in Tax Services to allow tax-included costing.

You can also edit total tax amounts on the Taxes tab.

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 on 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.)