WILLIAMS INVOICE AND DR/CR MEMO ENTRY 1/01/95
DSP01 TRANSACTION HEADER ENTER
Company/Location 001 BRU
Bill-to Customer A-1
Ship-to Customer
Document IN 29202002 Date 09 09 94 Batch
Items Quantity Gross Amount VAT Amount Discount
Head. 1 20 200
Det. 0 0,000 0,00 0,00
Differ 0 0,000 0,00
ESL Category N Include on ESL N
Acct Date 09 09 94 Due Date 10 09 94 Disc Date
Pmt Trms/Type P1 CK Reference Number Book Code AR
Stnd Dist Code A/R Code A1 Bank Code B1
State Tax Code City Tax Code County Tax Code
Reason Code Reason Desc
Sales Order No Purchase Order No
Salesperson VAT Cd/included N AN
Currency Code Exchange Rate 0,00000 Disputed Item N
F2=Command F3=Exit F4=Prompt F10=Function Select
This screen is used to enter, update, delete, or display open items. An open item can be an invoice, a debit memo, credit memo, or a cash sale. Separate document types are used to identify each of these types of open items.
To enter a new open item, fill in the screen and press the Enter key. If no errors are found, the Open Item Distribution screen will be displayed next. On this screen distribution lines may be added.
To update, delete or display, press F10 to select an open item. After reviewing or changing the selected open item, press the ENTER key to add or review the open item distribution lines. Note that you will only be able to modify an existing item if it was created in the Accounts Receivable module (invoices created in Order Processing cannot be modified through Accounts Receivable) and if it has not been extracted for the European Community Sales List or the Supplementary Sales Declaration.
When the open item transaction is complete, press F22 to end the transactions and update the customer's A/R balance. Press F13 to cancel the changes without changing the open item or customer balances.
COMPANY/LOCATION
Required. Enter the company and location responsible for the open item transaction. The company/location must exist on the Reference File category 002.
BILL-TO CUSTOMER
Required. Enter the number of the customer responsible for paying the open item. If customers are defined by company or company/location, this customer must be valid for the specified company/location. The customer must be defined as a bill-to customer on the Customer Master File.
SHIP-TO CUSTOMER
Optional. Enter the number of the customer who will receive the items on the invoice or debit/credit memo. It must a valid customer. If not entered, the bill-to customer will be defaulted.
DOCUMENT TYPE
Required. Enter the type of open item: Invoice, Debit memo, Credit memo , or Cash sale. Valid types are defined on Reference File category 328. If the VAT declaration point is '2' and the company/location exists on Reference File category M12 with the Payment Time VAT Review flag set to 'Y', the document type must have a valid sector on Reference File category 329 and on Reference File category M19. The sector type must be '1'.
DOCUMENT NUMBER
Required if document numbers are assigned manually. Enter the number that uniquely identifies the invoice, debit memo, credit memo, or cash sale. This number cannot have been previously used.
The document number must be left blank if the document assignment flag on Reference File category 300 specifies automatic assignment only. The number will assigned at the end of the transaction and displayed in a message.
Optional if the document assignment flag allows both manual and automatic number assignment. This allows documents to be automatically assigned unless a gap appears in the sequence and a specific number must be used.
If a record exists on Reference File category M12 for the company/location, when F22 is pressed, the document number will be validated against the external numbering program on category M12. This program will validate that the document number does not already exist.
DATE
Required. Enter the document date of the Open Item. This date must be valid and must fall between the valid transaction dates found on Reference File category 336.
BATCH
Optional. This number can be used to group a batch of open items together.
ITEMS
Required for Header line; Display only for Detail/Diff. On the Header line, enter the number of distribution lines on the document. For a VAT company/location, a distribution line will be created automatically for each VAT code used in the document. Include these lines in the total you enter.
The Detail line contains the number of distribution lines that have been entered on the detail screen. The Difference line contains the difference between the header and detail totals. Any difference represents missing distribution lines or incorrect item totals. You cannot end this transaction until the difference is zero.
QUANTITY
Optional for Header; Display only for Detail/Difference. On the Header line, enter the total quantity to be distributed on the document. The system will calculate the quantities entered on the detail screen. The detail quantity is shown on the Display line; the difference between the header and detail totals is shown on the Difference line. The difference represents missing distribution lines or incorrect open item totals. If you enter a quantity for the Header line, you will not be able to end the transaction until the difference is zero.
GROSS AMOUNT
Required for Header; Display only for Detail/Difference On the Header line, enter the total gross amount for the document, including any applicable tax, before the discount is taken. The system will calculate the gross amount entered on the detail screen and display that total on the Detail line. The difference between the header and detail totals is shown on the Difference line. The difference represents missing distribution lines or incorrect open item totals. You cannot end this transaction until the difference is zero.
TAX AMOUNT/VAT AMOUNT
Required for Header; display only for Detail/Difference. (Field is Tax Amount or VAT Amount depending on environment.) On the Header line, enter the total of all VAT or GST distribution lines. This total should include both manually entered VAT/GST lines and VAT/GST calculated automatically.
The system calculates the total VAT/GST entered on the detail lines and displays that value on the Detail line. The difference between the header and detail lines is shown on the Difference line. The difference indicates missing distribution lines or incorrect item totals. You cannot end this transaction until the difference is zero.
DISCOUNT
Optional for Header. Display only for Detail/Difference. On the Header line, enter the cash discount amount that will be subtracted from the gross amount to get the net amount due. The discount is only available if the open item is paid before the discount date. The discount amount is calculated if this field is left blank and the payment terms allow a discount. In a VAT environment where the VAT processing option is to recalculate, the VAT subject to discount should be included in this total.
The system calculates the total discount entered or calculated on the detail screen. This total is displayed on the Detail line. The difference between the header and detail totals is shown on the Difference line. The difference represents missing distribution lines or incorrect open item totals. You cannot end this transaction until the difference is zero.
HEADER
Display only. The header line displays items, quantity, gross amount tax amount, and discount values entered on the header screen.
DETAIL
Display only. The detail line displays items, quantity, gross amount, tax amount, and discount values entered on the detail screen.
DIFFERENCE
Display only. The difference between the values entered on the header screen (which is shown on the Header line) and the total of all corresponding values that were entered on the detail screen (which is shown on the Detail line). The different represents missing distribution lines or incorrect open item totals. You cannot end this transaction if any of the differences are greater than zero.
ESL CATEGORY
Optional. This field will be only be validated if in a VAT environment the ESL/SSD flag on Reference File category 133 is set to 'Y'. This field is used for information purposes, but it will be validated against Reference File category M09. It allows you to distinguish between four types of ESL transactions:
1 - Intracommunity dispatches other than those used to perform a service.
2 - Intracommunity dispatches used to perform a service.
3 - Intracommunity dispatches from your home country to another EC country in order to undergo a service.
4 - Triangulation dispatches.
INCLUDE ON ESL
Required. This field will only be validated if in a VAT environment the ESL/SSD flag on Reference File category 133 is set to 'Y'. This field is defaulted to 'Y' in all transactions. It allows you to exclude a transaction from the ESL report. Valid values are:
Y - Yes, print the transaction on the ESL Report.
N - No, do not print the transaction on the ESL Report.
ACCOUNTING DATE
Required. Enter the date of the accounting transaction. It must fall within the valid range of accounting dates listed in Reference File category 336 for the company/location. If left blank, this date defaults to document date.
DUE DATE
Optional. The open amount is considered delinquent after this date. If left blank, this date defaults from the document date and the due days of the payment terms.
DISCOUNT DATE
Optional. This is the last date that the cash discount can be accepted. If left blank, this date defaults from the document date and the discount days of the payment terms.
PAYMENT TERMS
Optional. (Required if Draft Management installed.) The payment terms specify the number of days before the Open Item is due and the number of days the discount is available. If entered, the payment terms must exist on Reference File category 323. If left blank, the payment terms default from the customer master record. If the VAT declaration point is '2' and the company/location exists on Reference File category M12 with the Payment Time VAT Review flag set to '2', payment terms cannot be associated with a draft payment type.
PAYMENT TYPE CODE
Optional. You may specify the type of payment for the document in this field. If entered, the payment type code must exist on Reference File category 344. If left blank, the payment type defaults from the Customer Master File. If a bill of exchange is entered and the customer is not paying on a statement basis, a draft will be automatically created for the document.
REFERENCE NUMBER
Optional. If the document being entered is a credit memo, and if Reference File category 300 is configured to validate the reference number, the Reference Number field is validated to ensure that the document is a valid invoice or debit memo. The first two digits of this field represent the document type. The last eight digits of this field represent the document number. In this case, you should enter only the document number (not the document type). For example, if the reference should be to invoice 123, enter 123 rather than IN123. If Reference File category 300 is not configured to validate the Reference Number field, no validation is performed.
BOOK CODE
Optional. This code is used to separate G/L journal entries into individual books and select the next available journal entry. If entered, this code must be found on Reference File category 136. If left blank, this code defaults from the data set up for this screen in Reference File category 135.
STANDARD DISTRIBUTION CODE
Optional. This code allows the Open Item Distribution lines to be added automatically. If entered, this code must have been set up on Reference File category 301 along with the valid G/L account numbers.
ACCOUNTS RECEIVABLE CODE
Optional. This code identifies the A/R account number to use for this open item. If this open item is not a cash sale this must be a valid code on Reference File category 333. If left blank, this code defaults from the customer master.
BANK CODE
Optional. The bank code identifies the cash account number to use for cash sales. If the document is a cash sale the bank code must exist on the Bank Account Master File. If left blank, this code defaults from the Customer Master file.
STATE TAX CODE/PROVINCIAL SALES TAX CODE
Optional. (Field is State Code or PST Code depending on the environment.) This tax code identifies the U.S. state or PST tax percent that will be used. If entered, this code must exist on Reference File category 348 (Provincial Tax).
CITY TAX CODE
Optional. (This field does not display in VAT or GST environments.) This tax code is used to identify the city tax percent for U.S. customers. If entered this code must exist on Reference File category 306.
COUNTY TAX CODE
Optional. (This field does not display in VAT or GST environments.) This tax code identifies the county tax percent to be used for U.S. customers. If entered this code must exist on Reference File category 305.
REASON CODE
Optional. This code identifies the reason for the DR/CR memo. If the DR/CR memo was created by chargeback or deduction processing, this code is validated to be a chargeback or deduction reason code from Reference File category 350. If the DR/CR memo was created from OP or AR invoice entry, this code is validated to be an adjustment reason code from Reference File category 432.
REASON DESCRIPTION
Optional. This can be used to describe the reason the DR/CR memo is needed.
REFERENCE ORDER NUMBER
Optional. This number can be used to enter the original sales order number or transfer order number for this Open Item. No validation is performed on this number.
PURCHASE ORDER NUMBER
Optional. This can be used to identify the original Purchase Order for this Open Item. No validation is performed for this number.
SALESPERSON
Optional. This code can be used to identify the salesperson to be credited with this sale. If entered this code must exist on Reference File category 315.
VAT CODE/INCLUDED or GST CODE/INCLUDED
Optional. (Field is VAT CD/Included or GST CD/Included depending on the environment.) The VAT Included field indicates whether VAT or GST is already included in the entered distribution amounts. Valid values are 'Y' (yes) and 'N' (no). This option must be 'N' (no) for export customers.
If entered, this code must exist on Reference File category 308. In a VAT environment, the value in this field will be defaulted into the VAT code field for each distribution line on the detail screen. This default can be overridden on a line by line basis. If no default is required, leave this field blank.
You must leave the GST Included field as 'N' (no) unless the customer is designated as a Home customer (vs. Export). For Home customers, you can enter a 'Y' (yes) or 'N' (no) in this field.
AUTHORIZATION NUMBER
Displayed only in VAT or GST environments. Required if an exonerated or suspended Value Added Tax (VAT) or Goods and Services Tax (GST) code is used on the detail screen. This field contains the authorization number provided by the tax authority that granted the exoneration or suspension. In a GST environment, only exonerated is valid. In a VAT environment if ESL/SSD processing is used, this field is the VAT registration number of the Bill-to customer in the Ship-to country. If entered, it will be validated against the VAT Registration File.
CURRENCY CODE
Optional. This field is displayed only if system option is multiple currency. For multiple currency environments this identifies the currency of this Open Item. If used, this code must be a valid currency for this company and location. In addition, if this customer is a single currency customer this code must match the customer's specified currency. This field will only be displayed if system option is multiple currency.
EXCHANGE RATE
Optional. This field is displayed only if system option is multiple currency. This is the rate of exchange between the currency specified for the document and the base currency for the company and location of the Open Item. If left blank, this rate defaults from the currency master. If entered, this rate cannot be outside the limit calculated from the exchange rate limit percent and the actual exchange rate for this currency. The limit percent is on Reference File category 132.
DISPUTED ITEM
Optional. This can be used to show that this Open Item is being disputed by the customer. If entered, this must be Y (yes) or N (no).
CREATION DATE
Display only. Displayed only in inquiry mode. The day, month, and year on which the item was created. The date is displayed in the current date format, as specified on Reference File category 049.
CREATION TIME
Display only. Displayed only in inquiry mode. The time when the item was created.
OPERATOR
Display only. Displayed only in inquiry mode. The operator who entered the item.
COMMAND KEYS
Enter - Validate screen and display Transaction Detail screen.
F2 - Display a window where a fast path option or mnemonic can be entered. Fast path allows the next menu selection to be made directly from this screen. When the window is displayed, pressing F3 will remove it.
F3 - Exit and return to AR MENU.
F4 - Display a list of values for the field where the cursor is positioned. If you select one of the items from the list, it will be returned to the application screen.
F10 - Display Open Item Selection Screen.
F13 - Cancel transaction without update.
F17 - Display previous Open Item.
F18 - Display next Open Item.
F19 - Switch between Foreign and Base currencies.
F20 - Display the Installment detail screen to maintain the installments generated for this document.
F22 - End Transaction and update Open Item.
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