Create Debit Memos

Select this checkbox to include any rejected - replace amounts in the debit memo selection process.

If you leave this checkbox blank, the system will not include reject - replace amounts 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 display in this field.

If the purchase order entered has had a change order created in the Create PO Change Orders screen (Materials\Transactions\Purchase Orders), the latest change order number will display.

This non-editable field displays the line number of the purchase order line.

The transaction currency for this debit memo is displayed in this field.

This checkbox indicates whether a debit memo will be created for this purchase order line.

The default value is unselected, which indicates that no debit memo will be created for this purchase order line.

Select this checkbox if you want a debit memo created for this purchase order line.

When you save this screen, the system will create debit memos for those purchase order lines for which you have selected this checkbox.

Once a debit memo is created, you can view and maintain it in the Enter PO Vouchers screen (Accounting\Transactions\Vouchers).

Enter the voucher number to be used when this purchase order line is created into a debit memo.

The system assigns numbers automatically upon saving. It will also assign numbers automatically when you move your cursor to a different line provided that the Create DM checkbox is selected and you have selected the System radio button in the Voucher Numbering Method block in the A/P Voucher Settings screen (Administration\Configure\Accounting). It will assign the last system voucher + 1. All purchase order lines that have the Create DM checkbox selected must have a voucher number.

When you save the screen, the system will validate all purchase order lines to ensure 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 screen (Accounting\Transactions\Vouchers), Enter A/P Vouchers screen (Accounting\Transactions\Vouchers), or the Voucher History Inquiry screen (Accounting\Review\Vouchers)], 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 RMA (Returned Material Authorization) 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 (Returned Material Authorization) number, provided one was entered, from all receipts that exist for this PO line.

This non-editable field displays the system date on which the debit memo is being created.

This non-editable field displays the anticipated pay date.

Enter the quantity, in ordering units of measure, being returned to the vendor.

If you selected the Include Rejected - Replace Amounts checkbox, the value of the Rejected - Credit Quantity field plus the value of the Rejected - Replace Quantity field will default, but can be changed if necessary.

If you did not select the checkbox, the value of the Rejected - Credit Quantity field 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 the value of this non-editable field by multiplying the value of the Debit Memo Quantity field by the value of the Debit Memo Unit Cost field.

If the value of the PO Line Order Qty field is zero, you can enter an extended amount here.

Select the checkbox in this field to indicate that this debit memo voucher line is taxable.

Leaving this checkbox unselected indicates 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 non-editable field displays the sales or value added tax rate, based on the ship ID of this purchase order line.

The system automatically calculates the amount of sales/VAT tax when you select the DM Tax checkbox. The calculation is as follows: the value of the Debit Memo Extended Amt field is multiplied by the value of the Sales Tax/VAT Rate field.

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: the value of the Line Charge Use/Reverse Tax Amt field is added to the value of the Use/Reverse Tax Amount field [both from the Enter PO Vouchers screen (Accounting\Transactions\Vouchers)] - voucher line.

This non-editable field displays the value of the Debit Memo Extended Amt field plus the value of the Use Tax Amount field, or the Sales Tax/VAT Amount field, whichever is applicable.

Enter, or use Lookup, to select the fiscal year to which you will post the debit memo.

Enter, or use Lookup, to select the period to which you will post the debit memo.

Enter, or use Lookup, to select the subperiod to which you will post the debit memo.

This non-editable field displays the description of the accounts payable account.

This non-editable field displays the account ID for the accounts payable account.

This non-editable field displays the A/P organization ID associated with the accounts payable account.

This non-editable field displays the reference number 1 associated with the accounts payable account. The label you have assigned reference number 1 will display, if applicable.

This non-editable field displays the reference number 2 associated with the accounts payable account.  The label you have assigned reference number 2 will display, if applicable.

This non-editable field displays the pay vendor ID.

This non-editable field displays the pay vendor name.

This non-editable field displays the pay vendor extension.

This non-editable field displays the pay vendor address.

This field displays the CIS code for this purchase order line.

You can enter CIS information for the purchase order in the Enter POs screen (Materials\Transactions\Purchase Orders), and also in the Enter PO Vouchers screen (Accounting\Transactions\Vouchers) after the PO voucher is created.

The field will display a value only if the vendor is subjected to CIS.

This non-editable field displays the item entered for this PO line.

This non-editable field displays the item revision entered for this PO line.

This non-editable field displays the description of the item on the PO line.

This field displays the U/M (Unit of Measure) from the Enter POs screen (Materials\Transactions\Purchase Orders).

This field displays the miscellaneous type from the Enter POs screen (Materials\Transactions\Purchase Orders).

This non-editable field displays whether the PO line is for a "P" (Part), "G" (Good), "S" (Service) [if it is an item], or an "M" (Miscellaneous) line.

This field displays the PO line status from the Enter POs screen (Materials\Transactions\Purchase Orders).

This field displays the PO line due date from the Enter POs screen (Materials\Transactions\Purchase Orders).

This field displays the PO line original due date from the Enter POs screen (Materials\Transactions\Purchase Orders).

This field displays the PO line desired date from the Enter POs screen (Materials\Transactions\Purchase Orders).

This field displays the manufacturer part number for the PO line item from the Enter POs screen (Materials\Transactions\Purchase Orders).

This field displays the manufacturer revision number for the PO line item from the Enter POs screen (Materials\Transactions\Purchase Orders).

This field displays the vendor part number for the PO line item from the Enter POs screen (Materials\Transactions\Purchase Orders).

This field displays the vendor revision number for the PO line item from the Enter POs screen (Materials\Transactions\Purchase Orders).

This field displays the PO line unit cost from the Enter POs screen (Materials\Transactions\Purchase Orders).

This non-editable field displays the total quantity ordered against this purchase order line.

This non-editable field displays the total quantity received against this purchase order line.

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 quantity rejected against this purchase order line.

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 invoice quantity (for the PO line) that has been posted.

This non-editable field displays the total quantity rejected for credit (Rejected Quantity - Credit for all receipts) 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 quantity rejected for repair/replacement (Rejected Quantity - Replace for all receipts) against this purchase order line.

This non-editable field displays the total amount ordered against this purchase order line.

This non-editable field displays the total amount received against this purchase order line.

This non-editable field displays the total amount accepted (Accepted Amount for all receipts) against this purchase order line.

This non-editable field displays the total amount rejected (Rejected Amount for all receipts) 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 invoice amount (for the PO line) that has been posted.

This non-editable field displays the sum of all the line charges associated with the PO line.

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 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 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.