Credit Note/Debit Note Guide

Navigation to Create Invoice Screen.

Responsibility: USP AP ENTRY USER

(N) : Invoices > Entry > Invoice Batches

**there will be new form pop-up as per below screen.

Enter unique Batch Name and click “Invoice” button.

Fill in the mandatory field same as per Invoice Creation steps. But different Type, choose Credit
Memo / Debit Memo and amount of the transactions should be in negative amount.

Fill in the mandatory field (*), but you must maintain the other field for future reference.
• Approver: for approval purposes. Please indicate this field.
• (*) Supplier Name & Number
• (*) Supplier Site: choose the correct site if supplier have many sites
• (*) Invoice Date
• Date Invoice Received: Date invoice key-in in the system. Defaulted as system date.
• (*) GL Date: Date for end-of months. E.g.: 30-June-2019.
• (*) Invoice Number (unique)
• (*) Invoice Amount
• Description: Please make sure Invoice Description correctly entered because this information will
be appeared in Acknowledgment Letter.
• Payment Rate Date: rate date (applicable for multi-currency transaction)
• Terms Date: date for 90-days terms will be start (set as date received)
• Terms: already set as 90-days
• Distribution Set: name of distribution set in supplier setup.
• Payment Method: Electronic / Check
• Remit-To Bank Account Name: Name of bank account holder (can be choose)
• Remit-To Bank Account Number: Bank Account number
• (*) Letter Reference Details (in additional field):
 Return Letter (if have)
o Return Reason: Choose List of value that have been identified or fill others.

Then fill in the Invoice Line & Distribution:

Click on Tab 2 (Lines)

 Fill in Amount and GL Date. By default, Description will follow invoice header description
and GL Date will follow header GL Date.
 Click “Distributions” button.
Fill in Type, Amount and Account. Then, CTRL+S to save the information.

Additional Notes:

User can match Credit/Debit Memo distribution with selected invoice. Below were steps to match
invoice distribution:
1. Change Match Option from Purchase Order into Invoice.

2. Click Corrections button and find the invoice

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3. Tick selected invoice and fill the credited amount for the invoice.

4. Invoice line and distribution was auto filled. User just have to validate, make sure approver
field have been assigned to the respective approver and initiate approval for the Credit/Debit
memo.