A/P Credit Note Entry

This is to create, edit, or view A/P Credit Note Entry. A/P Credit Note Entry is also use to knock-off A/P Invoice and/or A/P Debit Note.

A/P Credit Note Entry is different from Purchase Credit Note though they are both involving creditors:

A/P Credit Note Entry (upon save) will automatically update the related G/L accounts; Purchase Credit Note (upon save) will post automatically (depends on option setting) the entries to A/P Credit Note Entry and update the related G/L accounts.

You are not allowed to edit A/P Credit Note Entry if it was posted from other source (Purchase Credit Note).

To Create New A/P Credit Note Entry

Go to A/P > A/P Credit Note Entry

Click on Create A New A/P Credit 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)

CN Type: select the Credit Note type. Credit Note Type is maintained at C/N Type Maintenance.

Ref.: key in the reference number, e.g. Invoice No.

Ref. No.2: key in other reference number if any.

Functional Buttons:

to be save in K.I.V folder to be use later.

to be save as recurrence. (Refer recurrence)

to add / insert a detail row. (Insert)

to insert a detail row before the highlighted row. (Ctrl + Insert)

to delete highlighted row. (Ctrl + Delete)

to move the detail row up/down. (Alt + Shift + Up/Down)

to undo (Ctrl + Z)

to select all detail rows (Ctrl + Alt + A), so that it can be deleted or modified in one shot (using Range Set)

range set (F12)... a range setting windows will be prompted. This is usually used to apply changes to several/all selected detail rows.

to set the original document date.

to set the GST date of the document.

to copy an AP Credit Note which previously already save.

to copy existing AP Credit Note to a new AP Credit Note.

Edit tab:

Copy Whole Document: To copy the whole document to clipboard.

Copy Selected Details: To copy some item details to clipboard. (press ctrl+ highlight the item to copy)

Paste Whole Document: To paste the whole document from the clipboard.

Paste Item Detail Only: To paste some item details from clipboard.

Undo: To undo (reverse one step) the header section.

Is Credit Journal: check this checkbox if you need to show (display only, not allowed to edit) a journal entries about this credit note event at G/L Journal Entry.

Edit MRU Items: to edit /delete historical descriptions (which was keyed in previously). MRU = Most Recently Used

Rounding Method: There are 2 options for rounding, whole document rounding (ver3) and line by line rounding (ver 2).

View Posting Details: To view the account transaction posting.

Show Tax Summary: To show the summary of the tax.

Details Column

Description: this is called document description...will remember from most recently keyed in description.

Reason: the reason of credit note being issued.

CN No: <<New>> means to follow auto-running numbering (maintained at Document Numbering Format Maintenance), and the next possible number is displayed at the top bar of the window. You may click on it to key in any number you like.

Date: system date is automatically captured, you may click to change.

Supplier CN No: to key in supplier CN document number

Supplier Invoice No: to key in supplier invoice number or for your own reference.

Debit A/C: right 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 credit note amount. (add several rows if you want to show itemised amounts.)

GST Type: to show the GST code.

GST Rate: to show the rate of GST.

GST: to show the amount of GST.

GST Adjustment: to adjust the GST amount.

Subtotal (ex): to show the net total amount before tax.

GST: to show the total GST based on taxable amount.

Net Total: indicates the total credit note amount of this entry.

Unapplied Amount: to show the credit note amount that has yet to knock off against Invoice/Debit Note. If there is any note been saved with unapplied amount, message will be prompted when adding new Credit Note Entry offering to open and use the previous unapplied amount.

Knock Off Invoices/Debit Note section

Type: indicates the type of transaction; e.g. PB (A/P Invoice), PD (A/R Debit Note)...

Date: indicates date of Invoice or DN.

No.: indicates document number

Org. Amt.: indicates the original amount of the document before any knock off

Outstanding: indicates the amount of the document that yet to pay.

Pay: the knock off amount. Click on this column header to automatically fill in the knock off amount.

Knock Off Date: the date when the document being pay or knock off (the date must be equal or greater the document date)

Proceed New A/P Credit note: when this is checked, a fresh screen will be ready for new entries upon Save; if unchecked will exit the transaction screen upon Save

Click on Preview (or Save & Preview)