A/R Debit Note Entry

From AutoCount Resource Center

A/R Debit Note Entry

This is to create, edit or view A/R Debit Note Entry.

A/R Debit Note Entry is different from Sales Debit Note though they are both involving debtors:

  • A/R Debit Note Entry (upon save) will automatically update the related G/L accounts; Sales Debit Note (upon save) will post automatically (depends on option setting) the entries to A/R Debit Note Entry and update the related G/L accounts.
  • You are not allowed to edit A/R Debit Note Entry if it was posted from other source (Sales Debit Note).

Debit Note is also used when debtor A’s debt is to be paid by B, in this case a CN will be created for A and a DN for B.

To Create New A/R Debit Note Entry

Go to A/R > A/R Debit Note Entry

Click on Create A New A/R Debit Note

Debtor: key in the first number/alphabet, OR click on the drop down arrow button, OR click on Search button to assign/select a debtor 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 sales agent (if any). The default Sales Agent can be assigned in Debtor 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 aging date of the document.

to set the GST date of the document.

to copy an AR Debit Note which previously already save.

to copy existing AR Debit Note to a new AR Debit 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 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.

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

DN 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.

Terms: credit terms of this debtor.

Due Date: auto-calculated according to Date and Terms.

Our Invoice No: to key in debtor invoice no or for your own reference

Reason: the reason of debit note is being issued

Credit 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.)

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: to show the net total after tax.

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.

Proceed new A/R Debit 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.

Print A/R Debit Note Listing

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