ACP - Credits

Overview

The Supplier Transactions > Credits program is a multi-purpose program that allows you to:

Search for existing credits using specific criteria.
Produce a screen list of existing credits that can be used to view or edit credit details.
Print, export to Excel® or Word® the list of credits returned by your search.
Add a new credit (and apply it to an invoice).

Adding a Credit

Click the 'New' icon to display a blank 'Credit Entry' screen.

The focus will be on the 'New' icon when this screen loads, so you can press the 'Enter' key instead of clicking the 'New' icon.

See 'Credit Screen' below for details on adding a supplier credit.

Viewing and Editing Credits

Credit Search Screen

The search screen provides the facility to search for existing credits using various search fields.

Click the 'Go' button (or press 'Enter') to do the search and display the 'Credit List' screen with the matching records.

Credit List Screen

This screen displays the credits matching your search criteria initially sorted by 'Supplier Code'.

The records on this screen can be re-sorted by clicking on the heading links provided.

Click on the 'View' or 'Edit' Action link to access the credit.

Click the 'Apply' Action link to go to the 'Credit Apply' screen.

A paperclip icon (left of the action column) indicates an attachment has been included.

Printing a Credit Listing

From the 'Credit List' screen click on the 'Print' icon at the top of the screen to produce a credit listing as a PDF, Excel® or Word® document.

You can elect to include subtotals by supplier and details of the 'GL Distributions' or 'Credit Applications' on your listing.

Click here for more information on printing with Google Chrome.

To successfully print when using Google Chrome, the setting 'Download PDF files instead of automatically opening them in Chrome' must be disabled.

Credit Screen

This screen has two sections:

Header

Fields that require further information:

Supplier Code	There are multiple options available for searching and/or entering the required 'Supplier Code': Enter 4 characters or more of the 'Supplier Code', Supplier Name' or 'ABN'. A picklist with the matching accounts will be displayed. Choose from this. Use the ‘magnifying glass’ icon to display the 'Supplier Search' screen. Search for the required supplier using criteria such as 'Code', 'Name', 'ABN' or 'Contact'. You need to include wildcards in your search eg: lucas. Click on the required supplier. The Supplier's Name and Address information will be displayed. Once a supplier has been selected, click the 'Supplier' button in the top right corner of the screen to navigate to the supplier's record in program Finance > Accounts Payable > Supplier Information > Suppliers.
Credit Number	You must enter the supplier's credit number or other unique reference code for this transaction. You will get an error if the number you enter has already been used on an existing credit for this supplier.
Credit Date	This will default to the current date. You can change this by keying directly into the field or using the calendar icon to choose from the calendar. The date that you enter here will determine the corresponding GL 'Year/Period' into which this transaction will be posted. If the General Ledger period is closed, then the program will select the last GL'Year/Period' in the current year that is open.
Credit Amount	The amount must be greater than $0.00.
Year/Period	The system will determine the year and period based on the 'Credit Date'. If the GL period is closed, then the program will select the last GL 'Year/Period' in the current year that is open. You can change the 'Year/Period' if required.
Comment 1	If the 'Use Comment 1 as Description' is ticked then this field becomes mandatory and the contents will automatically carry down into the 'Description of Purchase' field in the General Ledger Grid.
Comment 2	Enter additional comment information for this credit.
Attachment	You would use this to attach a scanned copy of the supplier credit.

General Ledger Grid

There are 2 tickbox options which affect the usage of this section of the screen – both options are ticked by default.

Use GL Defaults	When ticked, the General Ledger Grid will be populated automatically using the Supplier's GL Account defaults.
Use Comment 1 as Description	When ticked, Comment 1 text is inserted as the default 'Description of Purchase' for each distribution line.

Click the 'Add' button to manually add or edit distribution lines.

The undistributed amount for this transaction will be displayed at the top of the screen

GL Account	In add mode, the default GL Account is derived from the supplier record. If you need to change this, two options are available for searching and/or entering a different 'GL Account': Enter 4 characters or more of the code or description. A picklist with the matching accounts will be displayed. Choose from this. Use the icon to display the 'GL Account Search' screen. Search for the required account using criteria such as 'Account Code', 'Description', 'Type' or 'Tax Code'. You need to include wildcards in the 'Account Code' and 'Description' fields in your search, e.g. library. Click on the required account. You cannot distribute to sub-ledger control account or bank account.
Line Description	Enter the description that will be included in the GL transaction when posted.
Gross Amount	By default, the program will insert the 'Undistributed Amount' into this field (inclusive of tax). The program will post: The 'Net Amount' (below) to this General Ledger account and The 'Tax Amount' (below) to the 'Tax Account' specified in program Finance > Accounts Payable > Setup Information > Accounts Payable Setup on the 'Parameters' tab. This amount must be less than or equal to the undistributed total at the top of this screen.
Tax Code	A default tax code is automatically inserted. This code is taken from the 'GL Account' (if this is null, then it is taken from the supplier). To select an alternative code, use the 'Dropdown List' icon to the left of this field.
Tax Amount	This will be calculated based on the 'Tax Code' above. It would be rare to overwrite this calculated figure (except for a mixed tax transaction).
Nett Amount	This is a system calculated field that cannot be edited.

Click the 'Save' button to add this distribution line to the 'General Ledger Grid'.

Apply Now

This option is ticked by default. You would un-tick this box if you intend to apply the credit against invoices at a later date.

Leave it ticked so that you will be taken to the credit application screen after clicking the 'Save' button.

You can save a credit without any distributions; however, you will not be able to run Post Period Activity until it has been fully distributed.

Credit Apply Screen

There are 2 ways of accessing this screen:

By leaving the 'Apply Now' option ticked when adding a credit
By clicking on the 'Apply' link on the 'Credit List' screen.

Where the credit is already fully applied, this screen will display in view mode with the details of the existing application displayed in the grid.

To clear existing credit applications, click on the 'Unapply' button at the top of the screen. The grid is then refreshed and all the unpaid invoices (for this supplier) will be displayed.

Where the credit is not fully applied, all the unpaid invoices (for this supplier) will be displayed.

TIP: Invoices that are unpaid but “On Hold” will not be displayed.

There are multiple options available for applying a credit:

Click into the 'Applied Amount' column and enter a value to apply
Click the 'Apply' link to automatically insert the apply amount
Click into the 'Applied Amount' column on the first invoice you want to apply the credit to, then click the 'Auto Apply' button to apply to the Invoices displayed thereafter, up until the point the credit is fully applied.

A credit will be fully applied when the unapplied amount displayed at the bottom of the grid is zero.