Define AP Standard Document for Debit Notes

… whether the debit note created with the standard document is considered a debit note or a debit note request. This controls how the debit note will be processed in the system.

The valid alternatives are:

1 = Supplier debit note

2 = Supplier debit note request.

Supplier debit note: A regular debit note is used when you do not expect the supplier to send you a credit invoice. The debit note will, automatically or manually, update accounts payable as a credit invoice. The total amount you owe the supplier will be set as the original invoice amount minus the debit note amount. This will be the proposed amount when you create a payment proposal in 'Supplier Payment Proposal. Open' (APS130).

Supplier debit note request: A request is used when you expect the supplier to send you a credit invoice. The request will, automatically or manually, be printed and sent to the supplier. Accounts payable will not be affected. You can choose to pay the entire supplier invoice amount and await the credit invoice, or await the credit invoice and then match the invoices to each other.

… that the standard document can only be used by the users connected to this group.

Restricted access to a standard document can be useful if, for example, only certain users should create debit notes that update accounts payable automatically, or only certain users should create debit note requests.

… whether the debit note should update accounts payable automatically when leaving invoice entry in 'Supplier Invoice. Record' (APS100) or 'Supplier Invoice. Recode' (APS110).

If automatic update is selected, the debit note will be a credit invoice in accounts payable and the debit note number will be set as the credit invoice number. The debit note displayed in 'Supplier Invoice Batch. Open' (APS450) will receive status 9=Debit note created and accounts payable updated.

If automatic update is not selected, you update accounts payable manually by using option 9 for the debit note in (APS450). Manual update is recommended if you, for example, want the supplier to confirm that the debit note is okay before updating accounts payable.

Note that this check box can only be activated when the standard document type is 1=Supplier debit note.

… whether the debit note will be printed automatically when leaving invoice entry in (APS100) or (APS110).

If automatic printing is not selected, you print the debit note manually by selecting option 9 for the note in (APS450).

… a description of the debit note transaction.

The text is used for internal purposes. For example, it is printed on the accounting journal and displayed in accounts payable. If you, for example, use the text 'debit note', you can easily identify a debit note transaction in the system.

The text is not printed on the debit note itself.

… an identity for a text, which consists of up to three lines. The text is printed as a header on the debit note. For example, the text can be 'Debit note. Please confirm this note'.

Note that you can define texts in different languages for the same text identity. Which text will be used is controlled by the supplier's language code in 'Customer. Open' (CRS610).

Note that, even though the text is proposed by default when creating a debit note in (APS364), you can manually change it.

… a detail record for FAM function AP51.

FAM function AP51 consists of a name and a journal header name.

The detail record for AP51 contains information on the voucher number series used, the voucher name and the permitted date range. The details record also controls whether the debit note should be approved for payment once it is entered.

… if account entries should be created for debit note requests. The account entries to offset are stored in 'Credit Request Transaction. Open' (APS390). If 'Approved for payment' is set to 2 or 3 on the 'FAM function' AP10 in 'FAM Function. Open' (CRS405), the supplier invoice is not approved for payment when credit request transactions are created.

When the credit note is received from the supplier, the credit note can be matched to the credit request transactions. The credit request transactions are automatically reversed and accounted if the credit note amount, excluding tax, are within the tolerances defined in 'Settings – Supplier Invoice Matching' (APS900).