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Debtors Credit

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This function is applied to request, and as such, insert credit links for one or more unsettled invoices for a selected Customer.

 

You need to specify the Customer and click the "Display" button to display all the unsettled debtor invoice lines with appropriate unsettled amounts for the Customer.

You can specify either an amount or a percentage requested for a credit as well as the account to be credited by the resulting transaction journals.  You can specify any comments (optional) to be inserted for the resulting credit links.

 

An invoice range can be specified, as well as a division and/or Customer order for additional search criteria.

 

The Invoices grid displays the unsettled invoices for the selected Customer. You need to select the invoices in the grid to which the credit must be applied.

 

The credit amount can be allocated to selected existing unsettled invoice lines or to a new credit note, which is governed by the Credit Note Option setting on the External Organisation function.

The credit amount or percentage is calculated by clicking on the "Calculate" button.

The calculated amounts may be edited in the grid but, when the "Calculate" button is clicked, all manually changed values will revert back to the calculated values.

The "Apply" button must be clicked to process the transaction.

 

On this tab the following fields can be viewed:

 

hmtoggle_plus1Active Customers Only

This tick box let the user decide to include or exclude inactive customers from the drop down combo list.

 

When selected only active customers will populate and visa versa.

 

hmtoggle_plus1Apply

The user must have a security profile linked to the function Debtors Credit with an access allowed of Change.

 

When the "Apply" button is clicked, the following updates are performed:

 

1.  It inserts the debtor line links with a type of Credit "C" i.e. the invoice number, line number, order number, line number, completion date, comments, account, expected settlement date, linked quantity, total price, Tax amount, linked quantity invoiced into the Debtor Line Link table.

 

If the line is in a foreign currency, a calculation is done to determine the link total price, link Tax amount and link total price invoiced in the base currency

 

BUSINESS RULES WHEN INSERTING/ADDING A  Credit LINE LINK:

 

1.  The debtor link total price may not be less than zero.

 

2.  The debtor link linked quantity may not be less than zero.

 

3.  The debtor link Tax amount may not be less than zero.

 

4.  The type of link must be Credit "C

 

5.  The account must exist, it must be active, or the account code must be active.

 

6.  The account number must be entered.

 

7.  The customer order line must exist or the transaction value must be less than zero, and the order line must have an account.

 

8.  Invoice line links must all reference the same order number.

 

9.  The total of the "Unsettled" links must not exceed the invoice price.

 

hmtoggle_plus1Calculate Criteria

Enter a positive total credit value as credit amount to be requested

 

Will be calculated automatically when entering the amount requested.

 

The Tax percentage is the Tax percentage as defined by the the tax code from External Organisation.  The calculated amount can be edited.

 

Credit can be allocated using a percentage between 0 and 100 instead of entering the Amount Requested.

 

The "Calculate" button is enabled when the Amount Requested or the Percent Requested is entered.

 

When the "Calculate" button is clicked the credit and credit Tax amounts will be calculated for each line according to the credit amount requested or percentage requested.

 

The user can edit the calculated amounts in the grid, but, once the user clicks the "Calculate" button again, the values will revert back to the calculated values.

 

 

hmtoggle_plus1Credit Note

This combo is enabled when the New Credit Note checkbox is unchecked, and will populate with possible credit notes where new credits can be added.

 

This field is governed by the Credit Note Option setting on the External Organisation function.

 

hmtoggle_plus1Currency

This field displays the default currency for the selected external organization (Customer).

If you select another currency followed by clicking on display, only invoices for the selected customer in the selected currency will display in the grid.

 

hmtoggle_plus1Customer

It is populated with the name, trading status and organisation code from the external_organisation table where the debtors account is not equal to spaces.

 

The number of characters to be entered before the list is shown is governed by the value of "populate length" (mandatory).  It is an alphanumeric field with a maximum length of 70 characters.

 

hmtoggle_plus1Display

When the "Display" button is clicked, where a range of invoices has been selected, the grid only displays the invoices that fall within the specified range.

 

If a range of invoices is not specified, all the unsettled invoices for the selected customer will be displayed in the grid.

 

The grid is only populated once the "Display" button has been clicked.

 

hmtoggle_plus1Invoices Grid

It displays the invoice number, line number, amount, Tax amount, credit amount (0.00), credit Tax amount (0.00), outstanding invoice amount, outstanding invoice Tax amount, Tax code, order number, order line number and completion date of all unsettled invoices for the selected customer and selection criteria.

 

It is populated from the Debtor Line Link, Order Master and Debtor Line tables.

 

When "Select" is ticked, the credit amount and credit Tax amount columns are enabled allowing the user to suggest credits for the selected line.

 

If you click on the "Select" column header all the Credit Amount and Credit Tax Amount fields are enabled and vice versa.

 

If the 'New Doc' field is checked the new credit link will not be added to the original invoice but either to an existing or new credit note.

 

hmtoggle_plus1New Credit Note

When checked all credits will be added to a newly created credit note.

This option is governed by the Credit Note Option setting on the External Organisation function.

 

When unchecked the Credit Note field will populate with possible credit notes (invoices with invoice type = C) to which new credit can be linked.

 

hmtoggle_plus1Other Frame

 

It is populated with the account, cost centre and division code, and description from the account, account_codes and the external_organisation tables where:

 

The application "Debtors Credit" is selected for the Account Code.

 

The user may enter comments for the credit lines, to be used as reference, on the credit link(s) to be created.

 

It is an alphanumeric field with a maximum length of 70 characters (optional).

 

If a division is selected, only debtor line links, where the Account specified on the debtor line link belongs to the specified Division, are displayed.  If the Account on the debtor line link is a Cost Centre Account, the cost centre's division is used.

 

It is populated with the division code and description from the division  table.

 

This field is used to specify a range of settled or unsettled invoices to be displayed.  Enter the invoice number that starts the range.

 

Note that "%" can be used as a wild card (AP4% will display invoices starting with "AP4").

 

This field is used to specify a range of settled or unsettled invoices to be displayed.  Enter the invoice number that ends the range and click the "Display" button.

 

Note that "%" can be used as a wild card (AQ7% will display invoices including those starting with "AQ7").

 

The Order Number field populates with the Customer Orders applicable to the Customer.  If omitted all invoices applicable to the customer will populate, otherwise all invoices linked to the Customer Order will be displayed.

 

 

hmtoggle_plus1Summary Frame

This field displays the total value of the "Tax Amount" column for the line(s) selected in the grid.

 

This field displays the total value of the "Amount" column for the line(s) selected in the grid.

 

This field displays the total value of the "Amount" column for the line(s) selected in the grid excluding any tax.