Create Debit Note for Supplier Invoice

This document explains how you create a debit note or a debit note request in order to correct a variance in price or quantity between a supplier invoice and a purchase order.

You do this when matching supplier invoice lines to purchase order lines or goods receipt lines, and there is a variance over allowed limits. Note that this activity is performed as a step within the activity Verify and Adjust Invoice Lines for Invoice Matching

Outcome

You return to the invoice matching in 'Supplier Invoice. Match GR Line' (APS360/B) or 'Supplier Invoice. Match Line Charge' (APS361/B).

Later, when leaving invoice entry in 'Supplier Invoice. Record' (APS100) or 'Supplier Invoice. Recode' (APS110), the debit note will be created and displayed in 'Supplier Invoice. Process Automatic' (APS050). Depending on your settings, the note may be printed and accounts payable updated automatically.

It is possible to trace whether a debit note is created for a certain supplier invoice. The debit note number is stored as additional information on the supplier invoice (AP information category 417). The supplier invoice number is stored as additional information on the debit note (AP information category 419). Additional information is displayed in 'Supplier Invoice. Display Additional Info' (APS250).

You continue your matching process in (APS360/B) or (APS361/B), for example by checking the supplier invoice lines once again using function key F8='Check invoice'. Refer to Verify and Adjust Invoice Lines for Invoice Matching.

The debit note will be an invoice line of type 6-'Debit note'.

Before you start

Parameters to Set

This table includes information about the debit note lines. Other fields mentioned in this instruction are described in the parameter table in Verify and Adjust Invoice Lines for Invoice Matching.

Program ID/Panel Field The field indicates …
(APS364/E) Debit note quantity

… the debit note quantity for the invoice line.

The quantity is set by default as the difference between the received/ordered quantity and the reported quantity on the invoice line.

For catch weight managed items, the difference displayed will be the difference between the received catch weight and the invoiced catch weight.

However, if necessary, you can change the quantity manually.

(APS364/E) Debit note reason—quantity

… the identity of a reason for the debit note quantity, which is aimed at the supplier.

The reason is printed on the debit note beside the debit note quantity. Example of reason: 'Not all goods received'.

If you make a query in the supplier invoice line table (FGINLI), the reason can also be used for internal follow-up purposes. For example, to examine how often the quantity on a certain supplier's invoices are incorrect.

(APS364/E) Debit note price

… the debit note price for the invoice line.

The price is set by default as the difference between the received/ordered price and the reported price on the invoice line. However, if necessary, you can change the price manually.

(APS364/E) Debit note reason—price

… an identity of a reason for the debit note price, which is aimed at the supplier.

The reason is printed on the debit note beside the debit note price. Example of reason: 'Price on invoice too high'.

If you make a query in the supplier invoice line table (FGINLI), the reason can also be used for internal follow-up purposes. For example, to examine how often the price on a certain supplier's invoices is incorrect.

(APS364/E) Debit note amount

… the debit note amount for the invoice line.

The amount is calculated automatically. The amount itself cannot be changed, but you can adjust the debit note quantity and/or price and thereby automatically trigger a new calculation of the amount.

Calculation Rules

* Calculation based on debit note quantity: The quantity on the debit note * the invoice price – possible debit note price.

* Calculation based on the debit note price: The price on the debit note * the invoice quantity.

Note: If the debit note consists both of a quantity and a price, both parts of the calculation above are used.

Example—Only Debit Note Quantity (or Price)

Received goods: 8 chairs at USD 20 each, total amount USD 160.

Supplier invoice: 10 chairs at USD 20 each, total amount USD 200.

Debit note amount calculated as follows: (Debit note quantity 2) x (Invoice price 20) = 40.

The debit note amount will be USD 40.

Example—Both debit note quantity and price

Purchase order: 10 computers at USD 800 each, total amount USD 8,000.

Supplier invoice: 12 computers at USD 900 each, total amount USD 10,800.

Debit note amount calculated as follows:

* 2 (debit note quantity) x (900 (invoice price) – 100 (debit note price)) = 1,600.

* 100 (debit note price) x (12 (invoice quantity)) = 1,200.

* 1,600 + 1,200 = 2,800.

The debit note amount will be set to USD 2,800.

Follow these steps

Initiate Creation of Debit Note

  1. To access 'Supplier Invoice. Create Debit Note' (APS364), select one of these alternatives:

    • If you are matching a supplier invoice against a purchase order in 'Supplier Invoice. Match GR Line' (APS360/B), and you want to create a debit note for one or several invoice lines, select option 16 for the lines.
    • If during matching of supplier invoices against purchase orders you are working with line charges in 'Supplier Invoice. Match Line Charge' (APS361/B), and you want to create a debit note for one or several line charges, select the option 'Debit notes' for the line charge or charges.

    Specify Debit Note Number

  2. Depending on your settings for the supplier in the 'Invoice approval condition 3' field in (CRS624), (APS360/U) or (APS361/U) can be displayed. Review the proposed debit note number and adjust it if necessary. Press Enter.

    Review and Adjust the Debit Note Line(s)

  3. Review the debit note line or lines and the related information.

    A total amount and a quantity and/or price has been calculated for the debit note. The information about purchase order number, purchase order line number and possibly sub-number, receipt type (R) and invoice line (I) is retrieved from the invoice lines.

  4. If necessary, change the debit note quantity and/or price and press Enter. Review the new total amount that has automatically been calculated.

    Review and Adjust Payment Information and Text on the Debit Note

  5. In (APS364), review and, if necessary, adjust the date from which the debit note is valid, the date the debit note is due for payment, the payment terms (which control how the due date is calculated) and the payment method.

    These values are retrieved from the supplier invoice but can be manually changed. If you change the payment terms, the due date is automatically recalculated.

  6. Review the overall debit note text lines that are displayed on the three text lines.

    The information about purchase order number, purchase order line number and possibly sub-number, receipt type (R) and invoice line (I) is retrieved from the invoice lines.The text lines are retrieved from the standard document selected, but can be manually changed.

  7. If necessary, select a debit note reason for the quantity and/or price.

    End Creation of Debit Note

  8. Select one of these alternatives:

    • To save the debit note and return to (APS360/B) or (APS361/B), press Enter and then F3.
    • To cancel the debit note, press F18 and confirm to return to (APS360/B) or (APS361/B).
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