Use this screen to automatically create debit memo vouchers for purchase order receipt quantities that have been rejected for credit and vouchered. You can optionally create debit memo vouchers for purchase order receipt quantities that have been rejected for repair/replacement and vouchered. This process creates records in the Enter PO Vouchers screen. The Debit Memo checkbox in the Enter PO Vouchers screen will be checked, indicating that the voucher is a debit memo. Once you have created these debit memo vouchers, you can maintain them in the Enter PO Vouchers screen. You cannot create debit memos for subcontract POs. For a debit memo to be created, there must be a Rejected Quantity - Credit and/or a Rejected Quantity - Replace amount that has already been vouchered. You should have established the Received, Accepted and/or Rejected quantities, respectively, in the Receive Purchase Order, Enter QC Inspections, or Enter Vendor Returns screens in Costpoint Receiving. The receipt quantity for which these rejections occurred must also have a PO voucher already created.
The table window will be populated with eligible purchase order lines, when you execute Subquery. Each of these lines is eligible to become a debit memo voucher. Those lines that have their Create DM column set to "Y" will become debit memos. The actual creation of debit memo vouchers occurs when you save the screen.
You can execute this process whenever you want to automatically create a debit memo for eligible purchase order lines.
Select this checkbox to include any Rejected - Replace amounts in the debit memo selection process. If you leave this checkbox blank, Reject - Replace amounts will not be included in the selection process.
This non-editable field displays the vendor ID associated with the purchase order line.
This non-editable field displays the name of the vendor associated with the purchase order line.
This non-editable field displays the purchase order number of the line.
If the purchase order line is a release order, this non-editable field will display the release number of the line. If the line selected is not a release order, "0" will be displayed in this field.
This non-editable field displays the line number of the purchase order line.
This field indicates whether a debit memo should be created for this purchase order line. The default value is "N" (No), which indicates that no debit memo will be created for this purchase order line. Change this value to "Y" (Yes) if you want a debit memo created for this purchase order line. When you save this application, the program will create debit memos for all purchase order lines that have a "Y" (Yes) in this field. Once a debit memo is created, you can view and maintain it in the Enter PO Vouchers screen.
Enter the voucher number to be used when this purchase order line is created into a debit memo. This is a required field. The system does not assign numbers automatically. All purchase order lines that have a Create DM column set to "Y" must have a voucher number. When you save, the system will validate all purchase order lines to make sure the voucher numbers entered have not been previously used. If it finds a duplicate voucher number (i.e., one that exists in the Enter PO Vouchers, Enter A/P Vouchers, or Voucher History), you must enter a new, unique number. Multiple purchase order lines in this application, for the same purchase order, can have the same voucher number. They will be created on the same Debit Memo.
Enter, or use Lookup to select, the vendor's Returned Material Authorization (RMA) number. This number will print on the hard copy of the Debit Memo for material that is to be returned to the vendor. You can use Lookup to select an RMA number, provided one was entered, from all receipts that exist for this PO line.
The transaction currency for this debit memo is displayed in this field.
Enter the quantity, in ordering units of measure, being returned to the vendor. This is a required field. If you selected the Include Rejected - Replace Amounts checkbox, the Rejected Quantity - Credit amount plus the Rejected Quantity - Replace amount will default, but can be changed if necessary. If you did not select the checkbox, the Rejected Quantity - Credit amount will default, but can be changed if necessary.
Enter the unit cost for the item being returned to the vendor. This is the cost of one unit of the item. The Invoice Unit Cost from the purchase order voucher will default, but can be changed if necessary.
The system calculates this non-editable field by multiplying the Debit Memo Quantity by the Debit Memo Unit Cost field.
This non-editable field displays the total quantity vouchered (Invoice Quantity for all vouchers) against this purchase order line.
This non-editable field displays the total amount vouchered (Total Before Discount Amount for all vouchers) against this purchase order line.
This non-editable field displays the total quantity rejected for payment (Rejected Quantity - Pay for all receipts) against this purchase order line edited.
This non-editable field displays the total amount rejected for payment (Rejected Amount - Pay for all receipts) against this purchase order line. This field is calculated as Rejected Quantity – Pay * Order Unit Cost.
This non-editable field displays the total quantity rejected for repair/replacement (Rejected Quantity - Replace for all receipts) against this purchase order line.
This non-editable field displays the total amount rejected for repair/replacement (Rejected Amount - Replace for all receipts) against this purchase order line. This field is calculated as Rejected Quantity – Replace * Order Unit Cost.
This non-editable field displays the total quantity rejected for credit (Rejected Quantity - Credit for all receipts) against this purchase order line will.
This non-editable field displays the total amount rejected for credit (Rejected Amount - Credit for all receipts) against this purchase order line. This field is calculated as Rejected Quantity – Credit * Order Unit Cost.
This non-editable field displays the total quantity accepted (Accepted Quantity for all receipts) against this purchase order line.
This non-editable field displays the total amount accepted (Accepted Amount for all receipts) against this purchase order line.
Enter "Y" (Yes) to indicate that this debit memo voucher line is taxable. Enter "N" (No) to indicate that this debit memo voucher line is not taxable. If this line is taxable, the system will automatically calculate the applicable sales, value added tax, use, or reverse tax, based on the tax rate. This is a required field.
This non-editable field displays the sales or value added tax rate, based on the ship ID of this purchase order line.
The amount of sales/VAT tax is automatically calculated by the system when the DM Tax column is set to "Y." The calculation is as follows: Debit Memo Extended Amt times Sales/VAT Tax Rate. You can change this field if necessary. You may need to change it if the calculated amount and the amount you actually paid differ.
The system will automatically calculate the use or reverse tax amount allocated to each account distribution line. The calculation follows: Line Charge Use/Reverse Tax Amt plus Use/Reverse Tax Amount (both from Enter PO Vouchers screen) - voucher line
This non-editable field displays the Debit Memo Extended Amt plus the Tax Amount.
Select this pushbutton to open the PO Line Info subtask, where you can view detail information about this purchase order line from the Enter POs screen in Costpoint Purchasing.
Select this pushbutton to open the Receipts subtask, where you can view information about this purchase order line from the Review Purchase Order screen in Costpoint Receiving.
Use this pushbutton to open the Inspections subtask, where you can view information about this purchase order line from the Enter QC Inspections screen in Costpoint Receiving.
Use this pushbutton to open the Debit Memo Header subtask, where you can view pay vendor, A/P charge code, and posting period information about the debit memo being created.
Select this pushbutton to open the Vendor Returns subtask.