When the  button is clicked, the grid displays the Linked Quantity, Nett Value, Posting Value, Tax Amount, Invoiced Quantity, Nett Value Invoiced, Posting Value Invoiced, Tax Amount Invoiced, Source, Contract Source, Return Advice Number, Account Number, Expected Settlement Date, Date Captured, Comments, New Link and Fully Settled.

If "Spread Over Lines" is checked, the grid will populate with all customer order lines and the invoiced values are worked out dynamically according to the Debtor Line amount.  If foreign currency applies, the invoiced values are worked out from the Posting Value Amount according to the Currency Conversion table.  If no foreign currency applies then both amounts are identical.

If "Spread Over Lines" is not checked, the grid will populate with the Line selected from the "Line Number" combo box.  The invoiced values are worked out dynamically according to the Debtor Line amount.  If foreign currency applies, the invoiced values are worked out from the Posting Value Amount according to the Currency Conversion table.  If no foreign currency applies then both amounts are identical.

BUSINESS RULES FOR ADJUSTING FIELDS ONCE THE GRID IS POPULATED:

1.                If foreign currency applies, both the Nett Value and Posting Value are enabled.

2.                If Linked Quantity is zero and foreign currency applies, the Posting Value, Posting Value Invoiced and Tax Amount Invoiced are enabled.

3.                If Linked Quantity is zero and foreign currency does not apply, the Posting Value Invoiced and Tax Amount Invoiced are enabled.

4.                If "Account Number" is clicked in the grid, the column becomes a combo box and the user can select an account.

5.                If "Expected Settlement Date" is clicked in the grid, the calendar is popped up and the user can select an expected settlement date.

6.                The "Comments" field is also enabled to allow the user to make changes.

The Account combo box is only enabled when the setting "Spread Over Lines" is checked.

It is populated with the account, code, cost centre or division, and description from the Account and Account Code tables where the account status is Active "A".

If the link option "Advance Payments" is selected, only accounts where the Account Code application "Advance Payments Debtors" is selected will be populated.

If the link option "Additional Cost" is selected, only accounts where the Account Code application "Additional Cost Debtors" is selected will be populated.

The number of characters to be entered before the list is shown is governed by the value of "populate length".  This field, enables the user to spread additional cost or advance payments, over the customer order lines with a specific account.

When the "Additional Costs" option is selected, the "Customer Order" combo box is enabled.

When "Additional Costs" is selected and "Spread Over Lines" is unchecked the "Customer Order" combo box is populated with the order number, contract, payment currency and currency symbol from the Order Master table where:                

When "Additional Costs" is selected and "Spread Over Lines" is checked, the "Customer Order" combo box is populated with the order number, contract, payment currency and currency symbol from the Order Master, and Order Line tables where:

When the "Advance Payments" option is selected, the "Customer Order" and "Line Number" combo boxes are enabled.

When "Advance Payments" is selected and "Spread Over Customer Order Lines" is unchecked, the "Customer Order" combo box is populated with the order number, contract, payment currency and currency symbol from the Order Master table where:

When "Advance Payments" is selected and "Spread Over Customer Order Lines" is checked, the "Customer Order" combo box is populated with the order number, contract, payment currency and currency symbol from the Order Master and Order Line tables where:

Use this link type when giving credit for advance payments received on a customer order.  If a normal credit link type is used to give credit on advance payments, the reporting functionality will not see the credit as an advance payment credit.  To view detail on advance payments received and advance payment credits given, go to the Sales Revenue and Cost of Sales function.

This amount is enabled when the spread over lines is enabled. An amount gets filled in and then the spread over lines is worked out using this amount specified.

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

When the "Apply" button is clicked, the System checks to see if Links may be added or changed according to the Invoice Header status and to see if a valid account exists for the entry.

It either changes the Debtor Line Link or updates/adds a new Debtor Line Link. Once the values have been applied, certain rules exist for changing the value.

BUSINESS RULES FOR CHANGING THE VALUE OF AN EXISTING LINK:

When the "Apply" button is clicked, the Debtors Journal and Cost of Sales Journal are triggered when inserting or deleting a link.

When the "Credit" option is selected, the Customer Order, Invoice, Credit Note and No Reference options are enabled.

When the options " Credit " and customer order are selected and "Spread Over Customer Order Lines" is unchecked, the "Customer Order" combo box is populated with the order number, contract, payment currency and currency symbol from the

Order Master table where:

When the options " Credit " and customer order are selected and "Spread Over Customer Order Lines" is checked, the "Customer Order" combo box is populated with the order number, contract, payment currency and currency symbol from the Order Master and Order Line tables where:

When the option credit note is selected the credit note number combo box enables. The population of this combo is explained on the different link type options as it differs for each link type. Once an credit note has been selected the line number combo is enabled. . The population of this combo is also explained on the different link type options as it differs for each link type. Once a line number has been selected the account combo box will enable. Once an account has been selected a tax code will automatically default into the tax code combo box.

When the option customer order is selected the customer order combo box enables. The population of this combo is explained on the different link type options as it differs for each link type. Once a customer order has been selected the line number combo is enabled (only if the spread over customer order lines is not checked. If the spread over customer order lines is checked you will not have the option to select a line number, the combo will be disabled). Once a line number has been selected the account combo box will enable. Once an account has been selected a tax code will automatically default into the tax code combo box.

When "Additional Costs" is selected and "Spread Over Lines" is checked, the "Customer Order" combo box is displayed.  It is populated with distinct order numbers, contract, payment currency and currency symbol from the Order Master, Order Line and Currency tables where:

When "Additional Costs", is selected and "Spread Over Lines" is unchecked, it is populated with the order number, contract, payment currency and currency symbol from the Order Master and Currency tables where:

When "Advance Payments" is selected and "Spread Over Lines" is checked, it is populated with distinct order numbers, contract, payment currency and currency symbol from the Order Master, Order Line and Currency tables where:

When "Advance Payments" is selected and "Spread Over Lines" is unchecked, it is populated with the order number, contract, payment currency and currency symbol from the Order Master and Currency tables where:

The user must have a security profile linked to the screen Debtors with an access allowed of Delete.

The "Delete" button is enabled when a valid line is selected in the grid and only links, where the invoice does not have a status of Invoice Printed "I" or Print Approved "P".  On the insertion or deletion of a link, journals with a source of type Debtors (D) are written.

On insert of a on Credit (C) type link or delete of a credit where:

         If this journal already exists it will be updated.

On a delete of a non Credit (C) type link or insert of a credit where:

         If this journal already exists it will be updated.

If the invoice total price is greater than zero, the Linked Quantity is greater than zero and the Order Number entered is not equal to spaces, a Cost of Counter Sales journal (also type Debtors (D) will be inserted:

On insert of a debtor line link or delete of a credit:

On delete of a debtor line link or insert of a credit:

When the "Add" button is clicked, the grid displays the Linked Quantity, Nett Value, Posting Value, Tax Amount, Invoiced Quantity, Nett Value Invoiced, Posting Value Invoiced, Tax Amount Invoiced, Source, Contract Source, Return Advice Number, Account Number, Expected Settlement Date, Date Captured, Comments, New Link, Fully Settled, and Credit Note.

If "Spread Over Lines" is checked, the grid will populate with all customer order lines and the invoiced values are worked out dynamically according to the Debtor Line amount.  If foreign currency applies, the invoiced values are worked out from the Posting Value Amount according to the Currency Conversion table.  If no foreign currency applies then both amounts are identical.

If "Spread Over Lines" is not checked, the grid will populate with the line selected from the "Line Number" combo box.  The invoiced values are worked out dynamically according to the Debtor Line amount.  If foreign currency applies, the invoiced values are worked out from the Posting Value Amount according to the Currency Conversion table.  If no foreign currency applies then both amounts are identical.

RELATED TOPIC: Selling Rate on Currency Codes

The debtor detail for counter sales will be displayed on the right hand side of the credit note number in the list view.

TYPE OF LINK

??

LINK CLASS

This field will provide a list box based on the link type.  If the link type equals 'A', it will populate with values from the table Additional Link Class. If the link type equals 'C', it will populate from the table Credit Link Class.  This field is enabled and mandatory if the link class equals "C" or "A".

DELETE LINK

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

To delete a link, unclick the active column, and click on the "Delete Link" column.  The delete will not be performed for a link that has been settled or a receipt return link (a credit link with a quantity greater than zero).  The link will be physically deleted, when the "Apply" button is clicked.

ACVTIVE

This will be selected by default.  If unselected the status will change from 'active' (A) to 'on hold' (H).

LINKED QUANTITY

This is the quantity being issued and not linked, from the customer order.

BASE AMOUNT

This is the base currency invoiced amount, excluding tax.  The base currency is determined on System Configuration.

BASE TAX AMOUNT

This is the tax amount invoiced in the base currency.  The base currency is determined on System Configuration.

TAX CODE

Shipping links tax codes are defaulted from the customer order.  Before an invoice has a status of Print Approve, it is possible to change the tax code.  Tax Codes should be selected for links that was not created by a movement.  The tax codes are populated from the Tax Code table.

INVOICED QUANTITY

This is the quantity invoiced and is populated from the selected invoice line.

INVOICED AMOUNT

This is the foreign currency amount invoiced, excluding tax.  The foreign currency is specified on the invoice header.  If it is a base currency invoice, this amount will be equal to the base amount.

INVOICED TAX AMOUNT

This is the tax amount invoiced in the foreign currency.  The foreign currency is specified on the invoice header.  If it is a base currency invoice, this amount will be equal to the base tax amount.

ACCOUNT NUMBER

When the user clicks on this column, it becomes a combo box that is populated with the account, cost centre and division code, and description from the Accounts table where:

SETTLEMENT TERMS

This field governs the settlement discount and days applicable. It is populated from the Settlement Term table.  Also see the Settlement Terms function.

When linking a non credit link to a Customer Order, Invoice or Credit Note the expected settlement date will be determined as follows:

When linking a credit link - The expected settlement date and the discount date will be the current date.

The enablement of the settlement term must be governed by the Settlement Term Control setting on System Configuration.

EXPECTED SETTLEMENT DATE

If "Expected Settlement Date" is clicked, the calendar is opened and the user can select a date a new date or change the current date.  The expected settlement date is set to 30 days after the creation of the invoice.

DISCOUNT DATE

This date is calculated according to the Settlement Term rules.

DATE CAPTURED

This field will default to today's date when adding a new link.

COMMENTS

This is a text field used by the Debtors clerk to capture any comments regarding the invoice line link.  This field is mandatory when capturing invoices with a no reference source document.

SHIP TO ORGANISATION

This will default from the external organization table with the organization name of the organization specified as the shipping organization.

DELIVERY NOTE

This field is to show which delivery note was applicable to the shipment.

DELIVERY NOTE LINE NUMBER

This field is to show the line number on the delivery note that is applicable to the particular shipment.

RETURN ADVISE NUMBER

When goods were returned, the return advise number will be visible in this field.

SETTLEMENT COMMENTS

??

SCHEDULE PAYMENT DATE

??

PART NUMBER

It is a read only field that displays the part number from the Deb Line Link Detail table.

PART DESCRIPTION

It is a read only field that displays the part description from the Deb Line Link Detail table.

ORGANISATION PART NUMBER

It is a read only field that displays the external organisation part number from the Deb Line Link Detail table.

CASH SALES

It is a read only field that displays either "YES" or "NO" from the Deb Line Link Detail table.

SALES UNIT PRICE

It is a read only field that displays the sales unit price from the Deb Line Link Detail table.

SALES UOM

It is a read only field that displays the sales unit of measure from the Deb Line Link Detail table.

BASE UNIT PRICE

It is a read only field that displays the base unit price from the Deb Line Link Detail table.

TRADE DISCOUNT %

It is a read only field that displays the trade discount percent from the Deb Line Link Detail table.

SERIAL/LOT NUMBER

It is a read only field that displays the sales/lot number from the Deb Line Link Detail table.

SOURCE CATALOGUE

It is a read only field that displays the name from the Deb Line Link Detail table.

BASE PRICE OVERRIDE AMOUNT

It is a read only field that displays the price override amount from the Deb Line Link Detail table.

AUTHORISATION ID

??

LANDED COST

??

GPM PERCENTAGE

??

TRANSPORT METHOD

??

SERVICE INDICATOR

??

COMMODITY CODE

??

PERFORMED BY

It was previously possible to extract this using the transaction history function, but with the employee ID on the invoice line link table it will be quicker and easier to extract reports for this purpose.

DISCOUNT TAKEN

??

EXEMPT INDICATOR

It populates with Tax Entity Values from the Tax Interface System table.  This field is enabled if the Tax Policy setting on System Configuration equals ‘G’ for GST.

EXEMPT AMOUNT

This field only enables when the Exempt Indicator equals "Y" for yes.  The default value is 0.00.  The calculated exempt amount will be displayed in this field.

-----

NEW LINK

This field indicates whether a link has been added to the table.  It will display "Y" if the link has been added and "N" if the link has not been added.

NETT VALUE

This is the nett value invoiced in the base currency.

NETT VALUE INVOICED

This is the nett value invoiced in the foreign or base currency.

POSTING VALUE INVOICED

This is the posting value invoiced in the foreign or base currency.

TAX AMOUNT INVOICED

This is the tax amount invoiced in the foreign or base currency.

POSTING VALUE

This is the posting value invoiced in the base currency.

TAX AMOUNT

This is the tax amount in the base currency.

SOURCE

When one of the options Customer Orders, Additional Cost, or Advance Payments is selected, this field will display the order number, selected in the "Customer Orders" combo, as the source.

CONTRACT SOURCE

This column displays the contract number.

TAX REASON CODE

This field is enabled if the Tax Policy setting on System Configuration equals ‘G’ for GST.  This field is mandatory if the Exempt Indicator equals "Y" for yes.

It populates with Tax Entity Values from the Tax Interface System table.

FULLY SETTLED

This field indicates whether a link has been fully settled.  It will display "Y’ if the link has been fully settled and "N" if the link has not yet been fully settled.

CREDIT NOTE

It is a read only field that displays the credit note number (if the line has a credit note applicable to it).

When the option invoice is selected the invoice number combo box enables. The population of this combo is explained on the different link type options as it differs for each link type. Once an invoice has been selected the line number combo is enabled. . The population of this combo is also explained on the different link type options as it differs for each link type. Once a line number has been selected the account combo box will enable. Once an account has been selected a tax code will automatically default into the tax code combo box.

It displays the line number from the Debtor Line table where the organisation code is equal to the customer selected.

To add a new line, add it in the "Line Number" combo box.

When "Additional Costs" or "Advance Payments" is selected and "Spread Over Lines" is not checked, the "Line Number" combo box is displayed.

It is populated with the line number, completion date, currency symbol, unit price, contract line, and unit of measure code from the Order Line and Order Master tables where:

Advance Payment was selected, advance payment is equal to "1" and the status is Released "R", or Additional Cost was selected, the status is Released "R" or Closed "C".

The number of characters to be entered before the list is shown is governed by the value of "populate length".

It is a read only field that displays the invoice quantity of the line selected on the Invoice Lines tab.

When this check box is checked it will default into the invoiced amount and invoiced tax amount the values worked out. If this check box is unchecked the invoiced amount and invoiced tax amount can be filled in.

When this button is clicked the link types frame is enabled for selection. Once an option in this frame is selected the source document frame is enabled for selection. Once an option in this frame is selected the relevant combo boxes are enabled.

This button allows you to select criteria for a new link.

When no reference is selected a link just gets added to the grid without any criteria selected.

This option becomes available when the Pro Forma option is selected on the Header and the New Link button is clicked. A Customer Order with lines to be shipped can be selected with the lines and quantities you wish to include in the Pro Forma Invoice.

When this check box is checked the links that have been deleted will be displayed in the grid as well. These links will not be able to be changed. When the check box is unchecked only the approved and on hold links will be displayed in

the grid.

If "Spread Over Lines" is checked, the grid will be populated with all customer order lines and the invoiced values are worked out dynamically according to the Debtor Line amount.

If foreign currency applies, the invoiced values are worked out from the Posting Value Amount as per the Currency Conversion table.  If no foreign currency applies the amounts are identical.

If "Spread Over Lines" is not checked, the grid will be populated with the Line selected from the "Line Number" combo box.  The invoiced values are worked out dynamically according to the Debtor Line amount.

If foreign currency applies, the invoiced values are worked out from the Posting Value Amount according to the table Currency Conversion.

It is a read only field that displays the tax amount from the Debtor Line Link table for the selected line.

This combo box is populated with the tax code, tax percentage and description.  When the option Advance Payment is selected then the Default Exempt Tax Code from System Configuration is defaulted into the combo box. When the options Additional Cost or Credit are selected then the tax code for the specific account selected is defaulted into the combo box.

The number of characters to be entered before the list is shown is governed by the value of "populate length".  This field is mandatory when the Tax Policy on System Configuration equals "V" for Vat.

It is a read only field that displays the Unit Price * Invoice quantity excluding the tax amount.

It is a read only field that displays the total price including tax calculated as the (total amount + tax amount).