New AP Credit

Owned by Daniel Akers (Unlicensed)
Last updated: Oct 19, 2022 by Maria Harreguy
4 min read

Overview:

Creating a new AP Credit can only be done inside an open AP Credit Batch. 

The credit date generally needs to be within the period that the batch was made in. 

Screen Guide:

This screen is divided into four sections: General, Details, Lines, and Buttons.

General:

  • ID - This is a system generated unique identification for this credit, and is not the credit number.

  • Credit No is a unique number given to this credit, generally with a modifier to the original AP Invoice number or a separate credit sequence. By default the maximum characters is 10, but can be increased to 20 in Control Parameters.

  • Credit Date is the date that the credit is being actioned.

  • Comments can include notes regarding the credit circumstance or communication within the accounts department and approvers.

  • Apply to Invoice - Choose which invoice this credit is meant to be applied toward. The invoice must be finalised to appear in the list.

  • Supplier - If choosing Apply to Invoice first, after clicking Save, the system will automatically populate the supplier. Otherwise, choosing the supplier first will filter the invoices available.

  • Payment Date - AP Credits default to two day payment terms, but may be changed manually.

  • Assigned Approver - If your company requires approvals for credits, you will need to assign someone to approve this credit before it goes to the financials. The list of people will be filtered based on their AP Invoice approval authority. If the person you are expecting is not in the list, choose the next user in line, or speak with the system administrator to adjust approval levels.

Details:

  • This section provides additional information about the credit. The Rate field is the currency rate compared to the system currency, and in this case they are the same.

  • Statuses - 

    • Entered - This credit is modifiable and may be assigned to a reviewer or approver. For automatic batching, the first open batch for the month will be used.

    • Approved - The credit has been approved by a user with appropriate authority. If the Control Parameter "AP Invoice Auto System Batch" is set to yes, the system will automatically move this credit to a generic batch.

    • Updated - The credit has been exported with its batch to the financial system and is not editable. Please contact your system administrator if there is a problem with an updated credit.

Credit Lines:

  • Job may be entered via the 'autopicker' or searched for. The Jobs listed are restricted to those with a Profit Centre belonging to the Profit Centre Group of the logged in User. 
    A further restriction is that the Financial Company on the Profit Centre on the Job equates to that of the logged in User.

  • Activity includes all 'Purchase' and 'Stock' Type Activities that are included in the Job Activity Group, if present. Job Activity Groups are derived from Job Maintenance which cannot be edited here. If you cannot find what you are looking for, the group may need to be changed or is not allowed on this job. In the unlikely event that the Job Activity Group was not populated, all 'Purchase' and 'Stock' Type Activities will be listed.

  • Work Centre defaults to the one set up in the Activity Group activity, so long as it is allowed as a Work Centre on the chosen Job (this can be modified in Job Maintenance).

  • Quantity is the number of items being credited on this line.

  • Rate is the cost per item being credited on this line.

  • Values by default take the product of Rate x Quantity, then will apply the default GST amount and add them together in the inclusive column. The GST field should be changed to the appropriate tax category for each line. From time to time, there will be GST discrepancies due to differing rounding calculations from some suppliers. Fields can be manually changed when required.

  • Details should be a description of what is being credited should clarification be needed.

  • GST Type these are usually set up during system initialisation, but can be modified by the system administrator if needed. Check Tax Code Validdations for non-zero GST and Zero-GST Accounts Payable transactions here.

  • Delete to delete an unwanted line, tick the delete field for each line then click "Save".

Buttons:

  • Report Text - Headers and Footers can be added through this dialogue.

  • Attachments - it is highly recommended to attach any supporting documentation, such as emails and a copy of the invoice, when entering AP credits. Attachments will never be deleted and will be necessary for approvers to check the data. Spreadsheets, quotes, and many other files can also be attached.

  • Delete is used to delete the entire AP Credit, not individual lines within. Approved credits cannot be deleted unless unapproved first, and updated credits can never be deleted.

  • Approve - if your user has a correct approval limit set, this approves the credit under your name. If you have assigned an approver in the General section, and your user has the ability to approve on behalf of others, this button will approve the invoice under that person's name.

  • Save will commit the data entered to the system. If data is missing or is incorrect, an error will be displayed in red and the document will not be saved. Credits can be saved without lines, but must have data in the General section.

  • Close will exit this screen without saving changes unless you click Save before.

Next Steps:

The credit can be exported to your financial software using Export Control.