Setup Example – Supplier Debit Notes
- Supplier Debit Notes are credits received when you have returned goods to your suppliers or queried the price and they agreed on a reduction.
- The debit note numbers are typically generated by the suppliers. In QuickEasy BOS, either the debit note number or reference field can be used to record the supplier’s debit note number.
- The setting: General > Transaction Number determines whether you can edit the number field or whether it is generated.
- Edit = You can type the original debit note number in the number field.
- Generated = Supplier debit notes are allocated a system number. You must use the Reference field to type the original debit note number.
- The setting: General > Transaction Number determines whether you can edit the number field or whether it is generated.
- Either statuses (awaiting debit note) or numbers (number pending) can be used as placeholders to indicate a debit note is due but not yet received.
- Supplier invoices should be copied end edited to create debit notes to ensure the debits and credits end in the same ledger account.
Header
- Description: Supplier Debit Notes
- Code: SDN
- Entities: All
Settings (tab)
- This section lists the compulsory and optional settings that can be used to customise Supplier Debit Notes.
- Settings with Default as part of the name, can be changed when capturing a transaction.
| Field | Description | Value | When Required |
|---|---|---|---|
| Accounting > Currencies | Field to select which currencies apply to the transaction type. The options are: – Local: The transaction type can only use the local currency. – Company Currency: The transaction type can use the customer or supplier’s currencies. – All: The transaction type can use all the currencies set up for the organisation. | All | If you use multiple currencies. |
| Accounting > Default – Credit Account | A dropdown list of all the created Accounts for users to select a default account. | Select an account from the dropdown list. | If you want to specify a specific account that must be credited. |
| Accounting > Credit Type | A dropdown list of Account Types for users to select one. The options are: – Customer – Supplier – Ledger | Supplier | Always |
| Accounting > Debit Type | A dropdown list of Account Types for users to select one. The options are: – Customer – Supplier – Ledger | Supplier | Always |
| Accounting > Default – Price includes VAT | A checkbox that is checked if the price includes VAT. Determines how VAT is calculated. – Exclusive (unchecked) = VAT is added to determine the VAT-inclusive price. – Inclusive (checked) = VAT is subtracted to determine the VAT-exclusive price. | Check the checkbox. | If you specifically want to use VAT inclusive prices. |
| Accounting > Default – VAT Category (Input/Output) | Select a VAT Category from these options: – N/A – Output + (e.g. Customer Invoices) – Output – (e.g. Customer Credit Notes) – Input + (e.g. Supplier Invoices) – Input – (E.g. Supplier Debit Notes) | Input – | Always if you are registered for VAT. |
| Accounting > Default – VAT Type | Select a default VAT Type for the transaction type from a dropdown list of all the created VAT types. | Select the Standard VAT Type. | Always if you are registered for VAT. |
| Accounting > Enable Accounting | A checkbox. If checked, accounting is enabled. If unchecked, transactions are created in the module and not posted to the Ledger. | Check the checkbox. | Always |
| Accounting > Pricing | A dropdown list to select a pricing option: – None – Cost Price – Sell Price – Supplier Price – Accounting | Supplier Price | Always |
| Defaults > Default – Data Filter | The default display when a list of transactions for the transaction type is viewed (e.g. This Month, Pending). | Select an option from the dropdown list. | The default filter is: Pending & Active. Add the setting if you want a different default filter. |
| General > Add Items from the following Categories | This action adds items from the selected categories. Click Edit in the value column and select the categories. | Click Edit. Move the categories from the Available to the Selected section to include them. Move the categories from the Selected to the Available section to exclude them. | If you want to limit the items that can be added to a supplier debit note. |
| General > Add to Followers | A dropdown list of Follower options. Multiple options can be selected: – N/A (automatically appears if no selection is made) – Contact (Transactions) – Contact (Accounts) – Rep – Assign To – User | Check the checkboxes for all the groups you want to send the invoice to. | If you want multiple people to receive a copy of the debit note when it is emailed out. |
| General > Contact Lookup | A dropdown list to select which Contact fields should be included when selecting a contact for a transaction. The options are: – Name – Name (Position) – Name (Location) – Name (Position & Location) | Select the applicable option from the dropdown list. | If you want to select the contact by position or location. |
| General > Enable Artwork | Checkbox. If checked artwork is enabled and can be uploaded to a line item on a transaction as an attachment. | Check the checkbox. | If you want to show the artwork on the debit note. |
| General > Enable Assets | Checkbox. If checked a dropdown list of Assets becomes available for users to select one. | Check the checkbox. | If you want to enable assets on supplier debit notes. |
| General > Enable Company | Users can select an access option as follows: – N/A – Customers (All) – Customers (Active) – Suppliers (All) – Suppliers (Active) | Suppliers (All) | Always |
| General > Reference Lookup | A field to type Reference lookup lists. | Click the Value column and enter the lookup fields, one entry per line. Check the Auto Height checkbox to display the lookup list in full. | If you want staff to select a reference from a lookup list instead of typing one. |
| General > Transaction Number | Specifies how transaction numbers are allocated when the transaction type is first created. The options are: – Edit: Allows users to edit/enter numbers only (e.g. for supplier invoices). A warning is displayed on the red warning bar if a duplicate transaction number is entered. – Generate: The system automatically generates numbers in sequence. – Generate (Entity): The system automatically generates numbers in sequence for each entity. This setting cannot be changed if there are transactions. | Edit | If you want to type the supplier debit note number in the document number field. |
| Transaction Items > Enable Adding Items | Allows users to specify which type of items can be added to a transaction. The options are: – None: No items are added, only the header information is displayed. This option should be used sparingly and not for accounting transactions because there will be no fields for amounts. – All: Users may add items and custom items. – Custom: Users my only add custom items. Typically used for ledger transactions. – Items: Users may only add items. They may not add custom items. Typically used for Invoicing, credit and debit notes. All the buttons to add items are still displayed. The features that are disabled return an error message if clicked. | Select an option from the dropdown list (e.g. Items to prevent custom entries.) | If you want to limit the items that can be added to a debit note. |
Statuses (tab)
- You may create an unlimited number of Statuses.
- However, there are only four Status Groups (Pending, Active, Complete, and Cancelled).
- The first status should allow editing.
- The final status should ideally not allow editing.
- If the setting Accounting > Enable Accounting is checked, at least one status should have the Accounting column checked.
- If Inventory is used, at least one status should have the Inventory column checked.
- If editing is allowed when the inventory or accounting columns are checked, any accounting or inventory reports should be considered provisional.
Categories (tab)
- Categories are used to sort records.
- The categories you choose should be meaningful to your business.
- Using categories is optional but recommended.
- Categories can be copied from another transaction type. The existing categories are replaced by the copied categories.
No Categories.
Copy Rules (tab)
- Copy Rules determine the circumstances under which transactions may be copied.
- Although there are two transactions involved in the copy, you only need to create one copy rule.
- User access must be set for each copy rule.
- You can automate copying transactions by selecting a Trigger status.
- Columns that were hidden in the screenshot were left blank or unchecked.
Output Templates (tab)
- Output templates are the forms you need to print, preview or email a transaction (e.g. invoices).
- Default templates are included which will automatically include your company name, logo, and bank details as filled in on the Output tab of a registered Entity.
- You may edit these templates to include or exclude information.
- You may also create your own forms and templates from scratch.
