Entering Debit Memos Using Other Voucher Entry Methods by Ayman Refat - March 28, 20180 Entering Debit Memos Concept When a supplier sends you a credit, enter the voucher as a debit memo. The credit is applied to open vouchers when you issue payment to the supplier. To enter a debit memo, follow the steps to enter a standard voucher, but enter the gross amount as a negative amount on the Enter Voucher – Payment Information form. If payment terms are used to generate a discount on the voucher, the system calculates a negative discount amount when you enter a debit memo. Therefore, you must clear the Payment Terms and Discount Available fields so that the voucher does not include a negative discount. When you enter a debit memo, the system assigns the document type that is specified in the Debit Memo Document Type processing option of the Voucher Entry MBF program (P0400047). Generally, a debit memo is assigned a document type PD. The due date on a debit memo is determined by a processing option on the Voucher Entry MBF program. The due date can be either the voucher G/L date or the date from the payment terms on the voucher. Procedure In this task, you will enter a debit memo for the supplier. Step Action Navigate to the Standard Voucher Entry program (P0411) from the Supplier & Voucher Entry menu (G0411). Click the Supplier & Voucher Entry link. Click the Standard Voucher Entry link. Use the Supplier Ledger Inquiry form to create, review, or edit a voucher. Step Action Click the Add button. Use the Payment Information form to enter voucher information. Step Action Click in the Company field. Use the Company field to enter a code that identifies a specific organization, fund, or other reporting entity. Enter the desired information into the Company field. Enter “00001“. Click in the Supplier Number field. Use the Supplier Number field to enter a user-defined name or number that identifies an address book record. You can use this field to enter and locate information. Enter the desired information into the Supplier Number field. Enter “4342“. Click in the Invoice Number field. Use the Invoice Number field to identify the supplier’s invoice number that is used for voucher entry. Voucher entry allows only one invoice per voucher number. If multiple invoice numbers exist on a voucher, you must set them up as multiple vouchers or combine the invoices and enter them as one voucher. Enter the desired information into the Invoice Number field. Enter “V1054-C“. Click in the Default Payment Terms field. Use the Default Payment Terms field to enter the terms of payment, including the percentage of discount available if the invoice is paid by the discount due date. Use a blank code to indicate the most frequently used payment term. You define each type of payment term on the Payment Terms Revisions form. Enter the desired information into the Default Payment Terms field. Enter “002“. Click in the Invoice Date field. Enter the desired information into the Invoice Date field. Enter “06252016“. Click in the G/L Date field. Use the G/L Date field to enter a date that identifies the financial period to which the transaction will be posted. Enter the desired information into the G/L Date field. Enter “012516“. Click in the Gross Amount field. Use the Gross Amount field to enter the value that specifies the total amount of the voucher pay item. The gross amount might include the tax amount, depending on the tax explanation code. The system does not decrease the gross amount when payments are applied. When you void a transaction, the system clears the Gross Amount field. Enter the desired information into the Gross Amount field. Enter “-25“. Click in the Remark field. Enter the desired information into the Remark field. Enter “Freight Credit“. Click the OK button. Use the G/L Distribution form to enter general ledger distribution information for the voucher. Under normal circumstances, when you enter an invoice or voucher, you enter two sides of the transaction: the invoice or voucher, and the GL distribution. The system requires that the amounts of both sides be equal before you can complete transaction entry. If you exit the GL Distribution form before completing the entry, you lose the information in the invoice or voucher and must reenter the transaction in its entirety. To save work that you have completed, you can exit an invoice or voucher out of balance, and then complete the GL distribution entry at a later date. Because the post program requires every transaction in the batch to be in balance, you have a safeguard against accidentally posting a transaction that is out of balance. Step Action Use the Account Number field to enter a value that identifies an account in the general ledger. Enter the desired information into the Account Number field. Enter “9.8730“. Click the OK button. Step Action Click the Cancel button. Step Action Click the Close button. You have successfully entered a debit memo for the supplier. End of Procedure.