Payable Credit Note Line Items

This section describes how to add lines to a payable credit note in Lightning Experience.

Tips:

• To add a new line at the end of the grid, click the last cell of the last row, then press Tab.
• Use the search box above the grid to refine the displayed content and help you find the information you are looking for. You can search the content of any of the displayed columns.

• While editing a field, press Escape to revert it to its previous value.

Note: The use of custom datetime fields for payable credit note lines is not supported in Lightning Experience.

Adding New Expense Lines

Note: The use of local general ledger accounts is not fully supported in Lightning Experience. If you need to use local general ledger accounts, contact your administrator.

To add new expense lines:

1. On the payable credit note record page, click the Expense Lines tab.
2. If the expense lines grid shows an empty row, enter the general ledger account or the Local GLA whichever is applicable for that first row. Select it from the drop-down list once it displays. If you need to add a new row, click and enter the general ledger account or the Local GLA whichever is applicable.
   
3. Enter the net value for the expense line. This should not include any tax nor be modified by any settlement discount.
4. [Optional] Complete the remaining fields as required. For details of other fields, see Payable Credit Note Fields.
5. [Optional] Continue adding more lines as required.
6. Click Save.

Note:

• If the Tax Code is set at the Account level it will be retrieved directly into the relevant tax fields on the expense line.
• When creating a new expense line item, or editing the dimension fields on the expense line item, you can assign a GLA only when the period start date and end date of that payable credit note are within the posting effective dates of that GLA. For more information, see Managing General Ledger Accounts.

Adding New Product Lines

To add new product lines:

1. On the payable credit note record page, click the Product Lines tab.
2. If the product lines grid shows an empty row, enter the product name for that first row. Select it from the drop-down list once it displays. If you need to add a new row, click and then enter the product name.
3. Enter a quantity.
4. Enter the unit price. If you leave this field blank, it will be automatically populated with the list price on the price book associated with the product after saving.
5. [Optional] Complete the remaining fields as required. For details of other fields, see Payable Credit Note Fields.
6. [Optional] Continue adding more lines as required.
7. Click Save.

Note: The tax code for a product line is retrieved from the product if the vendor's tax status is "Home", otherwise the tax code is retrieved from the vendor's tax information.

Note: If the tax code is set at the account level it will be retrieved directly into the relevant tax fields on the product line.

Cloning and Deleting Lines

To clone an existing line, click next to the line number you want to clone. To delete it, click . Then save your changes.

Editing Lines

You can edit expense and product lines while the document's status is "In Progress".

To edit existing lines:

1. In the grid, change the fields for the lines you want to update as required.
2. Click Save.

Amending Lines after Posting

Once you have posted the document and its status is "Complete", you can only amend (add, edit or delete) the following fields of your expense and product lines:

• Line Description
• Dimensions 1-4

Note: Custom fields are amendable by default for expense and product lines. If you cannot amend the custom fields of your posted document lines, contact your administrator.

To amend expense or product lines:

1. In the grid, change any of the fields listed above for the lines that you want to amend.
2. Click Save.

Non-amendable fields will show a lock icon when hovering over them.

Note:

When creating a new expense line item, product line item, or editing, or amending the dimension fields, a dimension is assigned only when the period start and end dates of that payable credit note fall within the posting effective dates of that dimension. For more information, see Managing Analysis Dimensions.

Creating Miscellaneous Adjustments in FinancialForce Professional Services Automation

If FinancialForce Services Resource Planning (SRP) is installed in your org, you can create PSA miscellaneous adjustments from eligible expense lines. You can only do this after the payable credit note has been posted. To create miscellaneous adjustments, select expense lines in the grid and click Create Miscellaneous Adjustments. For more information, see Creating Miscellaneous Adjustments from Expense Lines on a Payable Credit Note.

Once a vendor has been specified, the account currency is displayed and you can begin to add line items to the document. This currency can be changed up until the time that you add your first expense or product line item.

Adding New Expense Lines

The tax code for an expense line is retrieved from the vendor's tax information.

1. To add a new expense line item to a payable document, either click Default Line to create an expense line using the vendor's default expense account, or select an appropriate general ledger account, then click New Line.
   
2. [Optional] You may be able to select a local GLA depending how your system administrator has configured your org.
3. Enter the net value for the expense line. This should not include any tax nor be modified by any settlement discount.
4. [Optional, VAT/GST only] Change the default tax code for the expense line, or click Edit Tax Value to manually enter the amount of tax for an expense line.
5. [Optional, Combined Tax only] Enter the parent tax code in the Combined Tax Code field, then click the expander icon next to the Tax Rate field to view the tax breakdown for the related child tax codes.

Adding New Product Lines

The tax code for a product line is retrieved from the product if the vendor's tax status is home, otherwise the tax code is retrieved from the vendor's tax information.

1. Enter a full or partial product name, or click the lookup icon to search for a valid product, then click New Line. If the specified product is found, a new line is created with a default quantity of 1.00 and a unit price defaulted from the standard price book.
   
2. Enter or modify the unit price and quantity as required.
3. [Optional, VAT/GST only] Change the default tax code for the product line, or click Edit Tax Value to manually enter the amount of tax for a product line.
   
4. [Optional, Combined Tax only] Enter the parent tax code in the Combined Tax Code field, then click the expander icon next to the Tax Rate field to view the tax breakdown for the related child tax codes.

The tax values for expense and product lines are calculated using the tax calculation method Method used by the account to calculate taxes in VAT or GST mode. for the vendor account specified on the document.

Adding Further Analysis, a Line Description, and Intercompany Details

To add up to four analysis dimensions Custom objects that allow you to analyze the activity in your business in additional ways, such as by cost center, project, employee, or any other business entity important to you., a line description and intercompany details on a line:

1. Click the expander icon next to the line number to display an expander panel Panels that are initially hidden when the page is loaded. They allow you to enter, and subsequently view, additional attributes of the related field or line item, such as further analysis or a line description..
2. Specify up to four custom analysis dimensions to attach to this line. Use the lookup icons to search for an appropriate dimension record. Any custom fields that have been set up for sub-analysis mapping Mapping of custom fields at header and line level for the purpose of profitability reporting. at line level are displayed immediately below the Dimension analysis fields.
3. [Optional] Type a line description.
4. Set the date range for the selected line.
5. [Optional] Specify a destination company if the selected line is an intercompany line. If you don't want to recharge the line's full amount to the destination company, change the Destination Net Value on an expense line, or the Destination Unit Price and Destination Quantity on a product line, to the preferred amounts. Any unallocated amount will remain with the source company.
6. When complete, click the expander icon, or choose another line, to hide the current panel.

Modifying Tax on an Expense or Product Line

Note:

If you use the Edit Tax Value checkbox for any expense or product line, then make further changes on that line, the tax value is not recalculated. You will need to amend it manually.

The Tax Summary section is automatically updated each time a line item is modified.

Recording a Reverse Charge

This feature only applies to VAT/GST companies.

If you want to record a reverse charge on a product or expense line:

1. Click the Reverse Charge checkbox on the product or expense line.
2. Enter the appropriate output tax code and output tax value.

Removing Lines

To remove an existing line item, either click the Remove Line icon on the right-hand side of the relevant line or Del on the left-hand side depending on your view of the application.

There are four buttons that you can use to add new line items to a payable credit note in Extended Edition The view of the application that you see when you install one of the extension packages (such as the Cash Entry Extension package). For invoices, credit notes, and journals Extended Edition is integrated into the main package, but must be configured..

• New Payable Credit Note Line Item on the corresponding related list.
• New Payable Credit Note Expense Line Item on the corresponding related list.
• Manage Product Lines on the button bar.
• Manage Expense Lines on the button bar.

To add a new line item using the New Payable Credit Note Line Item button:

1. Display the detail page for the "In Progress" payable credit note that you want to add lines to.
2. Scroll down to the Payable Credit Note Line Items section.
3. Click New Payable Credit Note Line Item.
4. If you want to accept any or all of the default values, keep the relevant Derive checkboxes selected and leave the corresponding fields blank. To specify custom values, enter them into the appropriate field. There is no need to deselect the Derive checkbox.
5. Enter a full or partial product name or click the lookup icon to search for a valid product. If the product has an active standard price book in the same currency as the document, the Derive Unit Price checkbox is selected and the Unit Price field is blank, a unit price is retrieved on save.
6. [Optional] Enter a line description.
7. [Optional] Change the unit price and quantity from their default/derived values.
8. [Optional] You may be able to select a local GLA depending how your system administrator has configured your org.
9. [Optional] Specify up to four analysis dimensions Custom objects that allow you to analyze the activity in your business in additional ways, such as by cost center, project, employee, or any other business entity important to you. to attach to this line.
10. [Optional] Specify a destination company if you are entering an intercompany line. If you don't want to recharge the line's full amount to the destination company, change the Destination Unit Price and Destination Quantity to the preferred amounts. Any unallocated amount will remain with the source company.
11. Click Save to save the line item. You can also click Save & New to save the changes to the current line item and begin to create another.

To add a new line item using the New Payable Credit Note Expense Line Item button:

1. Display the detail page for the "In Progress" payable credit note that you want to add expense lines to.
2. Scroll down to the Payable Credit Note Line Items section.
3. Click New Payable Credit Note Expense Line Item.
4. [Optional] You may be able to select a local GLA depending how your system administrator has configured your org.
   
5. If you want to accept any or all of the default values, keep the relevant Derive checkboxes selected and leave the corresponding fields blank. To specify custom values, enter them into the appropriate field. There is no need to deselect the Derive checkbox.
6. Enter the net value for the expense line. This should not include any tax nor be modified by any settlement discount.
7. [Optional] Specify a destination company if you are entering an intercompany line. If you don't want to recharge the line's full amount to the destination company, change the Destination Net Value to the preferred amount. Any unallocated amount will remain with the source company.
8. Click Save to save the line item. You can also click Save & New to save the changes to the current line item and begin to create another.

To add a new line item using the Manage Product Lines button:

1. Display the detail page for the "In Progress" payable credit note that you want to add lines to.
2. Click Manage Product Lines.
3. Enter a full or partial product name and/or click the lookup icon to search for a valid product.

   If the product has an active standard price book in the same currency as the document, its unit price is retrieved. Otherwise, a unit price of zero is used as a default.

4. [Optional] Change the quantity from its default value of 1.00.
5. [Optional] Edit the unit price and tax details as required.
6. [Optional] Edit any custom fields your administrator may have added to the grid.
7. [Optional] Complete any Destination fields if this is an intercompany line.
8. [Optional] Click Add New Line to add another line and repeat.
9. When you are finished, click Save.

See the section on data entry grids in Entering and Editing Data for more information.

To add a new line item using the Manage Expense Lines button:

1. Display the detail page for the "In Progress" payable credit note that you want to add lines to.
2. Click Manage Expense Lines.
3. Select an appropriate general ledger account.
4. Enter the net value for the expense line. This should not include any tax nor be modified by any settlement discount.
5. [Optional] Edit any custom fields your administrator may have added to the grid.
6. [Optional] Complete any Destination fields if this is an intercompany line.
7. [Optional] Click Add New Line to add another line
8. [Optional] Click Add Default Line to add another line using the vendor account's default expense account.
9. When you are finished, click Save.

See the section on data entry grids in Entering and Editing Data for more information.

Recording a Reverse Charge

This feature only applies to VAT/GST companies.

If you want to record a reverse charge on a product or expense line:

1. Click the Reverse Charge checkbox on the product or expense line.
2. Enter the appropriate output tax code and output tax value.

Removing Lines

To remove an existing line item, either click the Remove Line icon on the right-hand side of the relevant line or Del on the left-hand side depending on your view of the application.