Contents of the Create Debit Memos Screen

Use the fields and options to configure the Create Debit Memos screen.

Contents

Field	Description
Include Rejected - Replace Amounts	Select this check box to include any Rejected - Replace amounts in the debit memo selection process. If you leave this check box cleared, Rejected - Replace amounts are not included in the selection process.

Table Window

Field	Description
Vendor	This field displays the vendor ID associated with the purchase order line.
Vendor Name	This field displays the name of the vendor associated with the purchase order line.
PO	This field displays the purchase order number of the line.
Release	If the purchase order line is a release order, this field displays the release number of the line. If the line selected is not a release order, 0 displays in this field.
Change Order	If a change order has been created for the purchase order entered, the latest change order number displays in this field.
PO Line	This non-editable field displays the line number of the purchase order line.
Trans Currency	This non-editable field displays the transaction currency code for this debit memo.
Create DM	This check box indicates whether or not a debit memo will be created for this purchase order line. If this check box is cleared, the default, no debit memo is created for this purchase order line. Select this check box if you want a debit memo created for this purchase order line. When you save this application, Costpoint creates debit memos for all purchase order lines that have a check mark in this field. After a debit memo is created, you can view and maintain it on the Manage Purchase Order Vouchers screen.
Debit Memo Voucher No	Enter the voucher number to be used when this purchase order line creates a debit memo. Costpoint does not assign numbers automatically. All purchase order lines for which the Create DM option is selected must have a voucher number. When you save, Costpoint validates all purchase order lines to make sure that the voucher numbers entered have not been used previously. If Costpoint finds a duplicate voucher number (one that exists on the Manage Purchase Order Vouchers, Manage Accounts Payable Vouchers, or View Voucher History Inquiry screens), 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.
RMA Number	Enter the vendor's Returned Material Authorization (RMA) number. This number prints on the paper 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 purchase order line.
DM Due Date	This non-editable field displays Costpoint date on which the debit memo is being created.
DM Anticipated Pay Date	This non-editable field displays the debit memo's anticipated pay date.
Debit Memo Quantity	Enter the quantity, in ordering units of measure, being returned to the vendor. If you selected the Include Rejected - Replace Amounts check box, the Rejected Quantity - Credit amount plus the Rejected Quantity - Replace amount defaults, but can be changed. If you did not select the Include Rejected - Replace Amounts check box, the Rejected Quantity - Credit amount defaults, but can be changed.
Debit Memo Unit Cost	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 defaults, but can be changed.
Debit Memo Extended Amt	Costpoint calculates this non-editable field by multiplying the Debit Memo Quantity by the Debit Memo Unit Cost field.
DM Tax	Use this check box to indicate whether or not this debit memo voucher line is taxable: Select this check box to indicate that this debit memo voucher line is taxable. Costpoint automatically calculates the applicable sales, value added tax, use, or reverse tax, based on the tax rate. Clear this check box to indicate that this debit memo voucher line is not taxable.
Sales Tax/VAT Rate	This non-editable field displays the sales or Value Added Tax (VAT) rate, based on the ship ID of this purchase order line.
Sales Tax/VAT Tax Amount	Costpoint calculates the amount of sales/VAT tax automatically when you select the DM Tax check box. The calculation is as follows: Debit Memo Extended Amt multiplied by the Sales/VAT Tax Rate. You can change this field. You may need to change it if the calculated amount and the amount you actually paid differ.
Use Tax Amount	Costpoint automatically calculates 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 Manage Purchase Order Vouchers screen) - voucher line.
Total DM Line Amount	This non-editable field displays the Debit Memo Extended Amt plus the Tax Amount.
Fiscal Year	Enter, or click to select, the fiscal year to which you will post the debit memo.
Period	Enter, or click to select, the period to which you will post the debit memo.
Subperiod	Enter, or click to select, the subperiod to which you will post the debit memo.
A/P Account	This non-editable field displays the description of the Accounts Payable account.
Account	This non-editable field displays the account ID for the Accounts Payable account.
A/P Organization	This non-editable field displays the Accounts Payable organization ID associated with the Accounts Payable account.
Ref 1	This non-editable field displays the reference number 1 associated with the Accounts Payable account. The label that you assigned reference number 1 displays, if applicable.
Ref 2	This non-editable field displays the reference number 2 associated with the Accounts Payable account. The label that you assigned reference number 2 displays, if applicable.
Pay Vendor	This non-editable field displays the pay vendor ID.
Pay Vendor Name	This non-editable field displays the pay vendor name.
Pay Vendor Extension	This non-editable field displays the pay vendor extension.
Pay Vendor Address	This non-editable field displays the pay vendor address.
CIS Code	This field displays the Construction Industry Scheme (CIS) code for this purchase order line. You can enter CIS information for the purchase order on the Manage Purchase Orders screen or on the Manage Purchase Order Vouchers screen after the purchase order voucher is created. The field displays a value only if the vendor is subjected to CIS.
Item	This non-editable field displays the item entered for this purchase order line.
Rev	This non-editable field displays the item revision entered for this purchase order line.
PO Line Description	This non-editable field displays the description of the item on the purchase order line.
Part Security	This field is visible only if the Use Part Data Security Controls check box is selected on the  Configure Product Definition Settings  screen, which indicates that the part is subject to data security restrictions, as defined in the International Traffic in Arms Regulations (ITAR) or the Export Administration Regulations (EAR). If enabled, this field displays one of the following values to indicate whether the part you are accessing is subject to part data security restrictions and whether you have the necessary authorization to access information for that part: Unrestricted: The part is not subject to data security restrictions. Restricted: The part is subject to data security restrictions and you are authorized to access detailed part information. ***UNAUTHORIZED***: The part is subject to data security restrictions and you are not authorized to access or view part information. This value is displayed in red background color. Note: The features in this release relating to Part Data Security are intended to assist your company in achieving ITAR compliance. However, it is each company’s responsibility to confirm that it is meeting its obligations with respect to ITAR or other applicable requirements. Deltek does not warrant that use of this functionality will result in compliance.
U/M	This field displays unit of measure from the Manage Purchase Orders screen.
Misc Type	This field displays the miscellaneous type from the Manage Purchase Orders screen.
Line Type	This non-editable field displays whether the purchase order line is for a: P: Part G: Good S: Service, if it is an item M: Miscellaneous
PO Line Status	This field displays the purchase order line status from the Manage Purchase Orders screen. The status setting can be one of the following: Closed Open Pending Void System Closed
PO Line Due Date	This field displays the purchase order line due date from the Manage Purchase Orders screen.
PO Line Orig Due Date	This field displays the purchase order line original due date from the Manage Purchase Orders screen.
PO Line Desired Date	This field displays the purchase order line desired date from the Manage Purchase Orders screen.
Manuf Part	This field displays the manufacturer part number for the purchase order line item from the Manage Purchase Orders screen.
Manuf Rev	This field displays the manufacturer revision number for the purchase order line item from the Manage Purchase Orders screen.
Vend Part	This field displays the vendor part number for the purchase order line item from the Manage Purchase Orders screen.
Vend Rev	This field displays the vendor revision number for the purchase order line item from the Manage Purchase Orders screen.
PO Line Unit Cost	This field displays the purchase order line unit cost from the Manage Purchase Orders screen.
PO Line Order Qty	This non-editable field displays the total quantity ordered against this purchase order line.
PO Line Received Qty	This non-editable field displays the total quantity received against this purchase order line.
PO Line Accepted Qty	This non-editable field displays the total quantity accepted (Accepted Quantity for all receipts) against this purchase order line.
PO Line Rejected Qty	This non-editable field displays the total quantity rejected against this purchase order line.
PO Line Vouchered Qty	This non-editable field displays the total quantity vouchered (Invoice Quantity for all vouchers) against this purchase order line.
PO Line To G/L Qty	This non-editable field displays the invoice quantity (for the purchase order line) that has been posted.
Rejected - Credit Quantity	This non-editable field displays the total quantity rejected for credit (Rejected Quantity - Credit for all receipts) against this purchase order line.
Rejected - Pay Quantity	This non-editable field displays the total quantity rejected for payment (Rejected Quantity - Pay for all receipts) against this purchase order line edited.
Rejected - Replace Quantity	This non-editable field displays the total quantity rejected for repair/replacement (Rejected Quantity - Replace for all receipts) against this purchase order line.
PO Line Order Amt	This non-editable field displays the total amount ordered against this purchase order line.
PO Line Received Amt	This non-editable field displays the total amount received against this purchase order line.
PO Line Accepted Amt	This non-editable field displays the total amount accepted (Accepted Amount for all receipts) against this purchase order line.
PO Line Rejected Amt	This non-editable field displays the total amount rejected (Rejected Amount for all receipts) against this purchase order line.
PO Line Vouchered Amt	This non-editable field displays the total amount vouchered (Total Before Discount Amount for all vouchers) against this purchase order line.
PO Line To G/L Amt	This non-editable field displays the invoice amount (for the purchase order line) that has been posted.
PO Line Line Charge Amt	This non-editable field displays the sum of all the line charges associated with the purchase order line.
Rejected - Credit Amount	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.
Rejected - Replace Amount	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.
Rejected - Pay Amount	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.

Subtasks

Subtask	Description
Header Documents	Click this link to open the Header Documents subtask.
PO Line Accounts	Click this link to open the PO Line Accounts subtask.
Line Documents	Click this link to open the Line Documents subtask.
PO Receipts	Click this link to open the PO Receipts subtask.
Inspections	Click this link to open the Inspections subtask.
Vend Returns	Click this link to open the Vend Returns subtask.