For Purchase Return Notes

For each transaction stage, you can specify one inventory ledger interface. On a stage that creates both an inventory issue and an inventory receipt, this interface will fire twice, once for the issue and again for the receipt.

All inventory ledger interfaces must have their credits and debits specified as if they are for a receipt, that is, with debit the inventory accounts and credit the contra accounts. When a ledger interface is processed for an inventory issue, its credits and debits are reversed. For example, on a purchase return note transaction, the ledger interface would be set up as follows:

Inventory Account - Debit Latest Actual Line Cost
Cost of Sale Account - Credit Latest Actual Line Cost

Then when a purchase return note line is issued and the cost is 100.00, the postings would be:

Inventory 100.00 credit
Cost of Sale 100.00 debit

Specify this information:

Posting Date Adjustment

This allows you to adjust the default posting date set up in the Posting Date Source field, by entering a positive or negative figure. For example, if this is set to +10, the posting date is calculated as ten days ahead of the source date.

Unit for Date Calculation

The unit of time the posting date adjustment is calculated in. Options are: Days, Months, or Years.

Posting Period Adjustment

This allows you to adjust the default posting period set up in the Posting Period Source field, by entering a positive or negative figure. For example, if this is set to +2, the posting period is calculated as two periods ahead of the source period.

Direct Print

Indicates whether or not a document is to be directly printed on release of stage. Alternatively, transactions can be selected for printing using the Control Desk functionality.

Hold after Completion

Indicates whether or not the transaction is held after completion of this stage.

Default Form

Default form to be used for this stage. This is used when transactions are selected by a Control Desk and passed to an entry function.

Optional

Indicates whether or not this stage is optional.

Note: You cannot post Movements or ledger transactions for an optional stage.

Note: Receipt Note Entry/Matching and Receipt Transfer stages cannot be setup as optional.

Recalculation

Specifies whether or not transaction values are recalculated at this stage. Recalculation is normally required if changes have been made to currency rates, or Price or Value Books since the initial entry stage.

If Cumulative Price Books are being used, this flag must be set to Yes against the stage where you want the accumulation to take place. If this flag is set against multiple stages, the accumulation is performed at the last mandatory stage where the flag is set.

Recalculation is mandatory at the RN Entry/Matching stages. This forces the system to recalculate values at that stage which are then used the in Invoice Matching and Invoice Generation functions.

Use Values From

When generating invoices or matching invoices to purchase orders, this field indicates what values are to be used. Options are: Order, Receipt Note Total, Invoice, Receipt Note Line, or Not Applicable. The following table explains how these are used in more detail:

Stage	Possible Setting	Validation	Use
Invoice Entry	Order	Only if invoice entry follows order entry stage.	The generate invoice functions generate an invoice line using the quantity and value from the purchase order.
	Receipt Note Total	Only if invoice entry follows any RN stage.	The generate invoice functions generate an invoice line using the received quantities and value from the purchase order, minus the quantity and value already invoiced.
	Invoice		The generate invoice functions generate an invoice line using the quantity and value from the purchase order, minus the quantity and value already invoiced.
	Receipt Note Line	Only if invoice entry follows any RN stage.	The generate invoice functions generate one invoice line for each receipt note quantity.
Invoice Matching	Order		The displayed purchase order lines show an outstanding quantity or value on the invoice matching form. This is the difference between the original purchase order and the amounts already invoiced.
	Receipt Note Total and Receipt Note Line	Only if Invoice Matching follows a RN stage or Invoice Entry is set as RN Entry/Matching.	The displayed purchase order lines show an outstanding quantity or value on the invoice matching form. This is the difference between the amounts already received for the original purchase order and the amounts already invoiced.
Other Stages	Not applicable	Not applicable	Not applicable

Posting Date Source and Posting Period Source

The date and period purchase process to be used for postings. The options are:

Order Date/Period
The date/period of the purchase order.
Order Entry Date/Period
When the purchase order was entered on the system, which may be different to the date/period of the purchase order.
Order Confirmation/Issue Date/Period
When the purchase order was confirmed, or issued.
Current Date/Period
The date/period of the current user login.
RN Date/Period
The date on the receipt note.
RN Entry Date/Period
When the receipt note was entered on the system.
RN Transferred Date/Period
When the items received were transferred to an inventory location.
Invoice Matching Date/Period
When the invoice was matched against the purchase order.
Invoice Date/Period
The date/period of the invoice.
Invoice Entry Date/Period
When the invoice was entered on the system, which may be different from the date/period of the invoice.
Invoice Confirmation Date/Period
When the invoice was confirmed.
Invoice Posting Date/Period
When the invoice was posted to the ledger.

Approval Table

When using Purchase Approvals, this is the required approval table to be applied at this stage.

This can either be assigned to a purchase order or purchase invoice stage, depending on the Approvals Checking option on the Purchase Approval tab of the Purchase Business Setup. It cannot be set at a receipt note stage.

When raising an order and/or invoice, the system tries to match the data in the order or invoice to the Approval Table. If there is matching criteria, then the line is subject to approval. If not, the system tries to match the data to the Alternative Approval Table field.

Transaction Level

When using purchase approvals, this field specifies the level of the transaction, either Line or Document. When entering an order or invoice, this defines if each line is to be held, approved and released independently, or if the entire document (that is, all lines on the order or invoice) are held, approved and released together.

Alternative Approval Table

When using Purchase Approvals and the table specified in the Approval Table field has no matching criteria to the purchase order or invoice, then the table specified in this field is used. If the Alternative Approval Table also has no matching criteria, then no approvals are required for this stage. If no Approval Table or Alternative Approval Table is specified, no approvals are required for this stage.

If approval checking has been set up on the Purchase Business Setup, the following fields allow you to override some of those settings at the Purchase Types level:
Reapprove if Change Path
This field controls what happens to the approval process when a purchase order or purchase invoice line is changed, either before or after the line has been approved.
- Before Approval
  If a purchase order/invoice line is amended and meets the criteria of another detail line in the Approval Table, the original approvals set when the line was entered are deleted and the new approvals required are added.
- After Approval
  If the change is to a fundamental part of the purchase order/invoice line details, such as item code, any value label, account code, currency code, location, buyer code, delivery address and so on., then this field is looked at by the system. Otherwise, if the change is to a non-fundamental part of the purchase order/invoice line details, such as supplier due date, supplier latest due date and so on, then the change is allowed without investigation.
  
  If this field is looked at and is set to Yes, the line must be re-approved, the line status is reset to Not Approved, and the original approvals are reset. If the change means that it meets the criteria of another detail line in the Approval Table, the original approvals are deleted and the new approvals are added.
  
  If it is set to No, the line is not allowed to be changed.
  
  This field appears on both the Purchase Business Setup and the Purchase Type. If it is set on either form, the reapproval functionality is applied. If it is to be set globally throughout the business unit, it should be set on the Purchase Business Setup. If it is not to be set globally but applied to an individual transaction type, it should be set on the Purchase Type.
  
  Note: If Reapprove if Change Path is selected and some, or all, approvers have already approved the line, these approvals are deleted. The line status is reset to Not Approved and the line must be re-approved.
Reapprove if Exceed Tolerance

If this box is set to Yes, an order/invoice line is subject to re-approval by all approvers if it has been amended and the value of the order changed. This amends the approval stamp record. If this box is set to No, the old approvals set when the line is entered are not changed.

This field appears on both the Purchase Business Setup and the Purchase Type. If it is set to Yes on either form, the re-approval functionality is applied. If it is to be set globally throughout the business unit, it should be set on the Purchase Business Setup. If it is not to be set globally but applied to an individual transaction type, it should be set on the Purchase Type.

The value that can be amended is set as a tolerance percentage. This is a percentage of the value label being used for approvals. That is, the value label identified on the Approval Table.

For example, the tolerance percentage is set as 5% and the Exceed Tolerance Reapprove is set to Yes on either the Purchase Business Setup or the Purchase Type. An Approval Table is set on the Purchase Type to use the Net Amount value label to determine the approval path. An order/invoice line is entered with a net amount of 100 GBP. If the line is amended and the Net Amount is between 95 GBP and 105 GBP, no reapprovals are required. If the line is amended and the Net Amount is outside the 95 GBP - 105 GBP tolerance, the line requires re-approval.

Note: If Reapprove if Change Path is set to Yes and some approvers have already approved the line, these approvals are deleted. The approval stamp record is deleted and recreated with the new approval path.

Tolerance Percentage

The percentage tolerance to be applied to the approval amount before the transaction is marked as exceeding the approval checking value. This is only used if the Exceed Tolerance Reapprove field is set to Yes.

Location Id
A location into which items are received or transferred. This is only used at the RN Entry/Matching or RN Transfer stages. When entering a receipt note line the system searches for a default location to be entered on the line automatically. The system searches in the following order and stops when a location is found:
- User entered location on the line.
- Location entered on the purchase order, purchase invoice or movement order line assigned to the receipt note line.
- Location entered on the Purchase or Movement Type - that is, this field.
- Default location on the Item Master.
Reversals Present

This shows whether or not Ledger Interface Reversals have been set up for the stage.
Save your changes.