HiFinance
4
SECTION
1.3.2 - CREDIT-NOTES
USAGE: To undo an Invoice previously entered. This
function does not actually delete the Invoice but allows you to enter a
reversing transaction that will return stock, and reduce the Debtor’s balance,
etc.
DISCUSSION: When you start the CREDIT-NOTE program,
the computer will initially ask for a Debtor code. Insert the code and press <Enter>.
To return to the DEBTOR DATA ENTRY MENU, press <ESC>.
To search for a Debtor, press <F9>. For further details on searches, see SECTION 1.2.
Having chosen a Debtor, the screen will display the
name and address and recent balances, in full at the top of the screen. Also,
if you have attached a note to this Debtor, the note will appear superimposed
in the middle of the screen.
The screen will appear as follows:
If the Debtor you are crediting has at least one
invoice, you will be asked the following question:
PROCESS
OLD INVOICES? (Y+/N-) [Y]
If you rely Y to this question, HiFinance will
automatically display a list of Invoices available for this Debtor. Only
invoices directly relating to the current Debtor are displayed. This means that
if you wish to credit a sub-Debtor you must be within that Debtor to do it. The
screen that is displayed is similar to the Debtor Transaction Enquiry screen
(see SECTION 1.2) except that only Invoice
transactions are shown and there is no facility to print or re-print Invoices.
To use this screen, highlight the Invoice you wish to credit (using the cursor
keys) and then press <Enter> or <F10>. The Invoice will be preloaded into the Credit Note
screen and then the program continues in the normal way. This is a quick way of
reversing a long Invoice. Note that if you wish to partially credit an invoice,
you can change the lines later in the program using the REVIEW option.
Press <Enter> to clear the note and you
will then be asked a series of questions. These relate to the ribbon
information on the CREDIT-NOTE and also
control such things as sales-tax and discounts. The exact list of fields
displayed depends on how you have chosen the options in SYSTEM DEFAULTS. (See SECTION 7.1.2.) Fields that are not displayed take their
values from the defaults set on the Debtor’s master-file.
The following is a complete list of possible fields:
Name Comments
DATE This defaults to the system date (the date at the
top of the screen). If you change it, HiFinance will retain the changed date
until you exit to the DEBTOR DATA ENTRY
MENU. If you have changed the date and wish to return to the system date,
press <F1>.
THEIR ORDER # This is a non-compulsory field used when your customer supplies
an order. This field is displayed on transactions and is printed on the CREDIT-NOTE.
INVOICE # By default, HiFinance will add one to the last CREDIT-NOTE number used and present
this to you. If you have set the option, you may then manually enter a number.
As this is your reference to the CREDIT-NOTE,
you should avoid using duplicate numbers.
DEBTOR’S NAME If you are invoicing the Debtor SUNDRY,
HiFinance will ask you to enter the actual name of the Debtor. The sundry
Debtor is treated differently from other Debtors in that it can be singled out
for exclusion in certain reports. The modified name will be printed on the CREDIT-NOTE and displayed in DEBTOR ENQUIRIES but will not be saved
to the Debtor master-file record.
SALESMAN # This field defaults to the Salesman as entered on the Debtor
master-file. If you have floating
salesmen, you can choose to change the Salesman’s code at this point. The
change will affect the update of commissions, but will not be written back to
the Debtor master-file.
TAX EXEMPTION CLAIM Here you choose whether the CREDIT-NOTE
will be taxable or exempt. This is independent of any sale-tax number you may
have entered on the Debtor’s master-file record. To make the invoice exempt of
tax, enter Y.
TAX NUMBER If you have chosen to make the CREDIT-NOTE exempt of tax, you must enter a value in this field.
You must either enter an exemption number or you may enter the word, EXEMPT. If you enter an exemption number all Inventory
lines will be extended without tax and will be added to tax rate 10. If you enter the word EXEMPT, tax rate 11 will be used. (See SECTION 7.2.7.) Hint: To quickly enter the work EXEMPT, press <F1>. If you enter a sales-tax
number here, it will be written back to the Debtor’s master-file when the CREDIT-NOTE is processed.
OVERALL DISCOUNT If you have chosen to allow overall discounts, you will be
asked to enter a value here. This can be any number from zero to 99.99%. This discount will not be applied if you manually
enter a price for an item or a Special Price is detected.
APPLY TO ALL LINES If you have enabled both line discounts and overall
discounts, and you have entered an overall discount, above, you will be asked
to resolve the potential clash. If you answer N here,
only un-discounted lines will have the overall discount applied. If you answer Y, the two discounts will be applied, geometrically.
At each point, you may cancel the CREDIT-NOTE
by pressing <ESC>. However, it is possible to
return to a specific field by using <CsrUp> or <F8>.
After answering these fields the screen will repaint
and display as follows. Note that at this point there is no way to go back to
the above questions, except by cancelling the CREDIT-NOTE and
starting again.
Here you may enter the complete details of each CREDIT-NOTE line. You can also change
from entering an Inventory line to a General Ledger line, Job Costing line (if
enabled) or a Text line. The fields displayed depend on which type of line you
are entering and what options you have set in SYSTEM DEFAULTS. For Inventory lines, the following fields
will be asked:
CODE This is the Inventory Code. You may enter a code
here or press <F9> to initiate a search. You
can change to a different kind of entry by choosing a function key. If you
choose to enter a General Ledger line, HiFinance will remember the last code
you entered (as long as you do not exit the program). If the last line was not
zero, you can repeat the last line by pressing <F1>.
DETAILS Here you have 2 lines to enter the description of the
item. By default, HiFinance will insert the description as it appears on the
master-file. If you choose to enter a General Ledger line you can only enter
one line of description, however, HiFinance will remember the last description
you entered (as long as you do not exit the program). If the last line was not
blank, you can repeat the last line by pressing <F1>.
Also, if you have used this General Ledger account before (and have updated the
transaction) you may press <F9> to bring up the history of
details you have used before. There are up to 20 unique lines saved. Scroll
down to the one you want and press <F10> or <Enter>. The description will be automatically loaded and
you can the changed it if you wish. The new details line will be saved back to
the history file, when the transaction is updated.
UNITS You may enter any number of units, with up to 3
decimal places. Normally you should not sell more stock than you have so the
Credit should not change the stock-on-hand from negative to positive. Generally,
it is not recommended to cross the zero stock level, as this can create
problems in calculating cost-of-sales. For further details, contact your
dealer. If you need to calculate the number of units, you may use <F9> to launch the calculator. The result of the
calculations will be automatically inserted into this field.
COST-OF-SALES This field can be used to manually override the
value of Cost-of-Sales. Normally, HiFinance computes the cost value of the item
being credited. If this field is enabled, the computed value is displayed and
it can be over-written. This option can be either suppressed or it can be used
to enter a “per-unit” value or a “total value”. The exact behaviour is
determined by the options in SYSTEM
DEFAULTS, see SECTION
7.1.2. Note that if you are invoicing the Inventory item SUNDRY, the option is forced on.
PRICE HiFinance will insert the price from the Inventory
master-file, based on the Debtor’s price code. If you need to calculate the
price, you may use <F9> to launch the calculator.
The result of the calculations will be automatically inserted into this field.
If you wish to see all the available prices, press <F1> and then choose a number or function key to insert
the price. Alternatively, you may override the price manually. If there is a
note on file for this Debtor <F4> will be available to allow
you to display this information. Similarly, <F6> will display any Billing
Address and <F7> will display any Delivery
Instructions.
DISCOUNT If you have chosen to enable line discounts, you
will be able to enter the value here, as a percentage. If the Debtor has a
default discount rate attached, HiFinance will automatically enter it here.
Note that the discount will not be entered automatically unless the field is
initially zero and you have changed the unit price or if a special price has
been detected. If you then wish to enter, or override, the line discount, you
will have to do it manually.
TAX RATE Normally, HiFinance will pick-up the tax-rate from
the Inventory master-file record. If you sell at varying rates, you can
override the rate here. If the customer is claiming a tax exemption, you may
not change the rate.
TAX BASIS Normally, HiFinance will pick-up the tax-basis from
the Inventory master-file record. If you sell at varying rates, you can
override the basis here. If the customer is claiming a tax exemption, you may
not change this field.
TOTAL HiFinance will automatically compute the line total.
If the price was zero, you will be able to enter a sale price here. This is the
total line value. If you choose to enter a value here, the discount will
be set to zero and HiFinance will automatically compute the unit price.
At each point you may press <ESC> to abort the line or the whole transaction.
If you have entered at least one line, you may press
<F5> (at the CODE field) to enter the REVIEW
function. This function allows you to view your entries, and if necessary
change or delete a line. To move between lines use <CsrUp>, <CsrDn>, <PageUp>, <PageDn>, <Home> and <End>. If there is a particularly
large number of lines, you can also use <F9> to go to a specific line
number. To modify a line, make sure it is displayed in full in the bottom
window and press <F3>. You can then re-enter any
of the details. To leave the REVIEW function, press <ESC> or <F10>, once.
To end your lines, press <F10>. You will be asked to confirm that you have
finished entering lines and then you will be asked certain trailer information.
Most of these fields may be turned off. A Complete list follows:
COMMISSION RATE This field defaults to the nominal commission rate as it
appears on the Salesman file. You may override the value for this invoice.
CARRIER You may enter a carrier’s name here. It will appear on the
invoice in the appropriate box. If you have set-up a list of Carriers, you can
use <F9> to look-up the Carrier and
load it from that table. (See SECTION 7.2.1.4.)
FREIGHT CHARGEABLE If you wish to charge freight, enter the value here. It will
automatically be posted to the Freight Chargeable account in the General Ledger
and will be separately totalled on Invoice reports.
CHANGE DELIVERY
INSTRUCTIONS HiFinance will pick-up the delivery address
saved on the Debtor’s master-file. If you wish to change it for this invoice,
answer Y.
CHANGE DELIVERY ADDRESS HiFinance will pick-up the delivery instructions
saved on the Debtor’s master-file. If you wish to change them for this invoice,
answer Y.
At the end of the CREDIT-NOTE, you will be presented with a summary and you will be
asked to confirm the update. This is the point of no return. Once you answer Y,
HiFinance will update all the relevant files. Up to this point you can cancel
or modify the details.
After the CREDIT-NOTE has updated, you can
choose to print the document. You cannot batch print CREDIT-NOTES. Afterwards, you will be returned to the Debtor code
entry screen where you may either enter another CREDIT-NOTE or press <ESC> to return to the DEBTOR DATA ENTRY MENU.
Files updated by the Credit-note program:
Debtor
master-file: The total of the sales and
cost-of-sales is posted to the Debtor’s record. In the case of a
Debtor/sub-account relationship, the outstanding balance is posted to the
parent account only. However the sales are posted to the actual Debtor, which
might be the parent or sub-account.
Debtor
Group file: The totals posted to the
Debtor are mimicked in the Debtor Group file. This allows you to quickly view
the sales for a group without having to generate a report.
Salesman
file: The totals posted to the Debtor
are mimicked in the Salesman file (before tax). This allows you to quickly view
the sales for a Salesman without having to generate a report.
Debtor
transaction file: Each Credit Note
generates a transaction. This can be viewed in DEBTOR ENQUIRIES and is used to create reports, such as DEBTOR STATEMENTS.
Invoice
image file: Every Credit Note creates
an print image on disk. This is then used to print the document. You can either
print the image at the time you create the Credit-note or you can use the DEBTOR ENQUIRIES program to print (or
re-print) a Credit-note.
Inventory
master-file: Each Inventory line updates
the relevant Inventory record. The sales and cost-of-sales is posted to this
record and may be viewed in INVENTORY
ENQUIRIES.
Inventory
Group file: The totals posted to the
Inventory item are mimicked in the Inventory Group file. This allows you to
quickly view the sales for a group without having to generate a report.
Inventory
Location file: The totals posted
to the Inventory are mimicked in the Inventory Location file. This allows you
to quickly view the sales for a Location without having to generate a report.
Inventory
transaction file: Each Inventory line
generates a transaction. This can be viewed in INVENTORY ENQUIRIES and is used to create reports.
General
Ledger master-file: This is updated in two
ways. A) if you post a line directly to General Ledger, the value will be
posted to the relevant account. B) in addition to this several accounts are
automatically posted to, eg Sales, Cost-of-sales (as defined in the Inventory
Group), GST, Discount, Trade Debtors and Stock-on-hand. These accounts must be
defined in the GENERAL LEDGER CONTROL
ACCOUNTS.
General
Ledger transaction-file: A
transaction is posted for each General Ledger transaction line and for the
totals described above.
Extension for United Shipping:
Please
refer to Invoicing (see SECTION 1.3.1).
