How to Enter a Debit Note or a Credit Note in Accounts Receivable for Sage 300

Before You Start

Find out the invoice number to which the debit note or credit note applies, if any.

To add a debit note or a credit note:

Open Accounts Receivable > A/R Transactions > Invoice Entry.
Using the Batch Number field, select an existing batch, or create a new batch.
To create a new batch:
- Click the New button beside the Batch Number field. Accounts Receivable assigns a new batch number.
  Accounts Receivable assigns a new batch number.
- In the field beside the Batch Number field, type a description for the batch.
- Accept the session date in the Batch Date field, or type over the date if you want to change it.
To view or change the default detail type for the batch:
- Click the Zoom button beside the Batch Number field to open the Batch Information screen
- In the Default Detail Type field, select Item or Summary.
  Click Close.
Enter header information for the document on the Document tab.
Header information includes:
- A description for the document.
- Customer number.
- Whether the document is job-related.
  When you select the Job Related option, additional fields appear on the detail entry table and on the A/R Detail Accounts/Taxes screen, where you enter job-related information.
- Whether the document is subject to retainage (a holdback).
  The Retainage option appears in Invoice Entry only if you selected the Retainage Accounting option for your Accounts Receivable system. When you select the Retainage option, a Retainage tab appears where you specify the retainage terms for the document.
  If you have a multicurrency ledger, you also use the Retainage tab to specify whether to use the original exchange rate or the current exchange rate when you produce the retainage document.
  Retainage fields also appear in the detail-entry table where you specify the retainage percentage or retainage amount, retention period, and retainage due date for each detail.
- Ship-to location and a ship via method.
- Original document number. If you are processing a retainage credit note or debit note, specify the original document for which you are now processing retainage.
- Document number. Accept the ***NEW*** entry to have the program assign a number to the document.
- The Apply-To Document (the number for the invoice you are crediting).
- The document date (for aging and statistical purposes).
- The posting date. The posting date determines the fiscal year and period to which the document is posted in the general ledger.
- Purchase order and sales order numbers (if known).
- Any special instructions regarding the credit note or debit note.
Note: In the Document Type field, select Credit Note or Debit Note. If you selected Summary as the detail type you can also select Retainage Credit Note or Retainage Debit Note
In the detail entry table on the Document tab, add either of the following types of details:
Summary details.
To add summary details:
- If this is a job-related document, enter the contract and project, and (as applicable) the category and resource.
- Enter the distribution code or the general ledger account number. When you move to another field, the description for the distribution code or account you enter appears in the Description field. You can change the description for the distribution code.
- Enter the amount. You can enter a negative amount, but the invoice total cannot be negative.
- If retainage applies to the document you are adding, enter the retainage
  percentage or amount, the retention period, and the retainage due date for this detail.
- Enter an optional comment, and indicate whether to print the comment when you print the debit note or credit note.
- If you use optional fields, click the Optional Fields Zoom button to check, change, or add optional fields for the detail.
Item details.
To add item details:
- If this is a job-related document, enter the contract and project, and (as applicable) the category and resource.
- Enter the item number, unit of measure, quantity, price, and distribution code. You may enter a negative quantity, but the invoice total cannot be negative. If the detail is job-related, Accounts Receivable displays (as defaults) the A/R item number and the unit of measure for the specified resource (for standard contracts) or category (for basic contracts).
- Enter retainage separately for each detail. If retainage applies to the document you are adding, enter the retainage percentage or amount, the retention period, and the retention due date for this detail.
- Enter an optional comment, and indicate whether to print the comment when you
  print the invoice.
- Indicate whether the document discount applies to this detail.
- If you use optional fields, click the Optional Fields Zoom button to check,
  change, or add optional fields for the detail.
Tip: You can also add details using the A/R Detail Accounts/Taxes screen.
To check or change the general ledger accounts and tax information for a detail, select the detail, and then click the Account/Tax button. (Click Close to return to the Invoice Entry screen.)
To check or change taxes amounts for the invoice, click the Taxes tab.
On a document from which retainage will be deducted, use the Retainage tab to specify terms for the retainage document.
In a multicurrency ledger, you also specify the type of rate to use when you process the retainage.
If you use invoice optional fields, click the Optional Fields tab to view or edit the optional fields assigned to this invoice.
To allocate amounts to salespersons, or to revise existing information, use the Sales Split tab.
If the document does not use the functional currency and you need to adjust exchange information, use the Rates tab to adjust them.
Click Add to add this document to the batch.
Note: If you use credit checks for the customer, Accounts Receivable warns you if the customer has exceeded their credit limit or has transactions that have been outstanding for too long. Close the Credit Check screen if you receive a warning. You can edit the transaction, or ignore the warning and save the entry.
Click Save