This is to create, edit or view A/P Debit Note Entry.
A/P Debit Note Entry is different from Purchase Debit Note though they are both involving creditors:
| • | A/P Debit Note Entry (upon save) will automatically update the related G/L accounts; Purchase Debit Note (upon save) will post automatically (depends on option setting) the entries to A/P Debit Note Entry and update the related G/L accounts. |
| • | You are not allowed to edit A/P Debit Note Entry if it was posted from other source (Purchase Debit Note). |
To Create New A/P Debit Note Entry
Go to A/P > A/P Debit Note Entry
Click on Create A New A/P Debit Note
Creditor: key in the first number/alphabet, OR click on the drop down arrow button, OR click on Search button to assign/select a creditor number.
Journal Type: you may select the journal type if you have maintained more than one journal type belonged to this Entry Type (refer to Journal Type Maintenance)
DN Type: select the Debit Note type. Debit Note Type is maintained at D/N Type Maintenance.
Agent: assign a purchase agent (if any). The default Purchase Agent can be assigned in Creditor Maintenance.
Ref.: key in the reference number, e.g. Invoice No.
Ref. No.2: key in other reference number if any.
Is Debit Journal: check this checkbox if you need to show (display only, not allowed to edit) a journal entries about this debit note event at G/L Journal Entry.
DN No: key in the debit note number
Date: system/computer date is automatically captured, you may click to change.
Terms: credit terms of this creditor.
Due Date: auto-calculated according to Date and Terms.
Debit A/C: click on '+' sign to add a new row and select the account number; you may key in the first few number/letters of the account number/description and select from the lookup screen.
Description: this is called detail description... will capture the account description automatically (amendable)
Amount: key in the invoice amount. (add several rows if you want to show itemised amounts.)
Description: this is called document description...will remember from most recently keyed in description.
Outstanding: the outstanding amount of this Invoice. This value will change accordingly if payment/partial payment is made.
After save, proceed with new debit note entry: when this is checked, a fresh screen will be ready for new entries upon Save; if unchecked will exit the transaction screen upon Save.
(You may go to Edit menu to copy/paste the whole document or highlighted details to/from clipboard; you may also save the entries to K.I.V. folder.)
(You may go to Copy Debit Note menu to Copy From/To other/new Debit Note Entry.)
(You may go to View > View Posting Details to view the details of posting (double entries) that going to take place.)
(also refer to Common Function in Transaction Screen)
New! Auto-running number for A/P Invoice, A/P Credit Note, and A/P Debit Note (version 1.3.5.06 or later).
The field of DN No. can now be set as auto-running number (define by user), a new field Supplier DN No. is created to key in the supplier's debit note number.
When upgrading A/P Debit Note, the original value in the Document number column (DN No.) will be copied to a new column called SupplierDNNo, (Supplier DN No.) and the value of the Document number will be filled with the A/P Debit Note Number (A new type of document numbering format). And the Document number column becomes unique.
When posting from A/P Debit Note to G/L, the Document number will be posted to Ref. No. 1 column, the SupplierDNNo will be posted to Ref. No. 2 column.
Print A/P Debit Note Listing
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