Purchases - Debit Notes

Purchases - Debit Notes

INTRODUCTION

Agility has the function of raising Debit Notes based on price increase and quantity increase with an added function of an Adhoc Debit Note that does not match the previous criteria.

SECURITY

Tools\Tools Menu\Companies\System Parameters\Additional System Parameters\Purchase Tab



Tools\Tools Menu\Security\Group Access Rights

Select Group and then Purchases

AdHoc Debit Note  - Set to True to be able to do


Browse Debit Notes  - Set to True to be able to do


Close Debit Note - Set to True to be able to do


Debit Note Statement - Set to True to be able to do 



AUTHORISE INVOICES

Open Authorise Invoices - Purchases\Authorise Invoices
Enter a USERID
Search for the invoice to add a Debit Note too these are flagged with a Query Ref 99 automatically

Select the  button and the form will open up

The key index tells the user if the debit note is for:
Difference in quantity
Over Charged
Under Charged
Select the   button to produce a Debit Note for the supplier
If, one has already been produced then the user will be informed and asked if they want to replace the current one.
Select   to return to the Authorise Invoice  Screen.
Select  to close the Authorise Invoice Screen

BROWSE DEBIT NOTES

Debit Notes can be browse by going to Purchases\Debit Notes\Browse Notes
This form is very similar to Browse Purchase Orders
All search criteria will not be mentioned as it is self explanatory.


Select the   button and all open Debit Notes will be returned with the Created After and Created Before Date Range.

AD HOC NOTE

Navigate to Purchases - Debit Notes - Browse Debit Notes
At the bottom of the screen is the function to create an Ad Hoc Note where the standard one is not needed.
Select the button Ad Hoc Note


Supplier - Enter the supplier Account Number
Description - A description 
Value - A Value
Note - Bit more detail and when finished press sae this is then attached to the supplier account.

DEBIT NOTE STATEMENT

This allows the user to search for a specific supplier or all showing No of Invoices, Invoices Totals and Debit Note Note Totals

Info button gives you the details of the supplier selected
Other buttons are self explanatory
CREDIT NOTES
When the supplier send a credit note the user will need to create this in agility.
Purchases\Invoices and Credit Notes\Credit Notes Direct


Search for the supplier and then select  
The Debit Note details will be returned

Now select the  and the items will be put into the items grid

If, more credit notes are to be done select New button or press Close to finalise the return.
A Credit Note number must be added which is from the supplier.
There are a number of messages informing the user of the value of the credit note and the tranref number has been associated - good practice to record these on the original documents
The user will then be asked 

This basically releases the invoice from authorise invoices - Standard answer is Yes as invoice has now been resolved.
Payment of the invoice and credit note can now be done.





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