Field descriptions: Purchase credit note

This page describes the fields for the Purchase credit note page. The fields are listed in alphabetical order.

Field Description
Number The number can be added manually when you create a purchase credit note, if not, it is generated automatically. Once generated it cannot be modified.
Status

The credit note status. This status changes automatically and can be:

  • Draft when created.
  • Posting in Progress when the financial system you are integrating with is waiting to respond.
  • Posted when you post the credit note.
  • Posting Error when you do not select the correct dimensions, for example, a supplier does not exist on the financial system you are integrating with. It could also be because either Sage Distribution and Manufacturing Operations or the financial system you are integrating with is having technical issues.
  • Tax calculation error when the automated tax calculation results in an error.
  • Stock error when stock details are incorrectly allocated.
Field Description
Bill-by supplier

The name of the business partner who issues the credit note. You can select a stored record or create a new supplier.

When the supplier is a business entity marked as a site, and when the legal company of the site and the financial site are the same, a message displays and you cannot save the purchase credit note. This supplier cannot be selected for the purchase invoice. You need to select a different supplier. This control prevents a supplier and financial site within the same legal company from being selected, to avoid billing issues.
Financial site The site of a company where accounting, financial reporting and tracking is done and managed. You can select a stored record or create a new financial site.
Supplier document date The date that the credit note was created. This automatically matches the date the credit note is created, but you can change it to an earlier date when you create the credit note.
Number The number can be added manually when you create a purchase credit note, if not, it is generated automatically. Once generated it cannot be modified.
Supplier document date The supplier document date. This automatically matches the date the purchase credit note is created, but you can change it to an earlier date when you create the purchase credit note.
Reason The reason for crediting the item. This information is required. The list of reasons is defined in the Reason code page.
Total credit note amount excl. VAT The total credit note amount excluding VAT is based on the net price and the quantity.
Total credit note VAT The total credit note VAT is calculated automatically, based on the gross price and the quantity. You cannot change it.

Indicator Bar

Field Description
Total credit note amount incl. VAT The total supplier amount including VAT is based on the gross price and the quantity.
Total VAT variance The difference between the total credit note VAT amount and the total VAT amount.
Total variance amount excl. VAT The difference between the total credit note amount excluding VAT and the total excluding VAT amount.
Total variance amount incl. VAT The difference between the total credit note amount including VAT and the total including VAT amount.

Lines tab

Field Description
Gross price The final sales price per unit of an item, including all taxes and charges.
Item description A description of the goods, product or service that is being purchased or sold.
Item name The goods, product or service that is being purchased or sold.
Item ID The code that identifies the item. When you create an item and integrate with Sage Intacct, you cannot modify the item ID. See Name and ID creation best practices for more information.
Origin

The method used to create a purchase credit note. The 3 origins can be:

  • Direct
  • Purchase invoice
  • Purchase return
Purchase unit The purchasing unit of the selected item. You cannot modify this information. It is defined in the Item page.
Quantity in purchase unit The quantity in the purchasing unit. You cannot modify this information.
Recipient site The site where the goods or services are consumed. It can be a stock site (physical site) or a purchase site. You can select a stored record or create a new recipient site on the Site page.
Stock unit The stock unit of the selected item. You cannot modify this information. It is defined in the Item page.
Quantity in stock unit The credited quantity in the stock unit. You cannot modify this information.
Stock unit conversion factor The conversion rate from purchase unit to stock unit. You cannot modify this information. It is defined in the Item page.
Discount The usual or exceptional reduction of the gross price of a product, item or service.
Charge The usual or exceptional increase of the gross price of a product, item or service.
Net price The price at which a product or service is sold after all taxes and other costs are added and all discounts subtracted.
Total excluding VAT The total excluding VAT amount is based on the net price and the quantity.
Total VAT The total amount of VAT in the transaction currency. It is automatically calculated, based on all the lines. You cannot change it.
Total including VAT The total including VAT amount is calculated automatically, based on the gross price and the quantity. You cannot change it.
Tax amount adjusted The amount of the supplier's tax as stated on their invoice, which may differ from the amount calculated in the tax amount.

Information tab

Field Description
Credit note date The date that payment is due by. This automatically matches the date the purchase credit note is created, but you can change it when you create the purchase credit note.
Payment term The payment term for the purchase credit note defaults to the selected supplier's payment term. You can change it when you create the purchase credit note.
Stock status

The stock status is set automatically. You cannot change it.

  • Draft: The stock adjustment is not posted.
  • In progress: The stock adjustment is posted but not validated yet.
  • Completed: The stock adjustment is posted and validated.
Transaction currency The currency for the purchase credit note defaults to the selected supplier's currency. You can change it when you create the purchase credit note.
Due date The credit note payment due date.
Exchange rate The exchange rate between the currency of the transaction and the currency of the credit note site. It only displays when the credit note site and transaction currencies are different. You cannot change it. Creating a purchase credit note is not possible if an exchange rate is not defined. Exchange rates are managed in the Currency page.
Uploaded document A link to any uploaded documents.
Bill-by address The bill-by-supplier's primary address is the credit note address. It cannot be changed.

Financial tab

Field Description
Pay-to supplier

The name of the business partner who receives the payment for a sale. It will match the Bill-by supplier field. You can amend it.

Totals tab

Field Description
Excluding VAT The total excluding VAT amount of all the lines, in the order currency.
Including VAT The total including VAT amount of all the lines, in the order currency.
VAT The total VAT amount on all lines related to the purchase invoice. You cannot change this.

Posting tab

Field Description
Accounting integration reference The reference in your financial solution.
Document number The document number and a link to the document.
Document type The document type such as journal entry or accounts payable invoice.
Error details An explanation of the error or errors that occurred during the posting process.
Status The posting status.
  • Posting in progress: The posting is in progress.
  • Posting error: An error occurred during the posting.
  • Posted: The posting was done with no error.

Notes tab

Field Description
Internal notes The text box where you can add notes you want to share with your colleagues about the purchase credit note. Those notes are only for internal purposes. Customers cannot see them.

Attachments tab

Field Description
Uploaded

The date and time the file was uploaded.
File The name of the file.
Size

The size of the file.
Status

The attachment status changes automatically and can be:

  • In progress when the upload is underway.
  • Pending when the antivirus scan is performed.
  • Rejected when the attachment fails the antivirus check.
  • Uploaded when the attachment is successful.
  • Failed when an error occurs or there is a network issue.
Type The file type. For example, CSV, DOCX, PDF.
Uploaded by The user who uploaded the file.

Line Panel

The fields below display when you select Open Line panel or Add line in panel.

Information tab

Field Description
Item description A description of the goods, product or service that is being purchased or sold.
Item name The goods, product or service that is being purchased or sold.
Origin

The method used to create a purchase credit note. The 3 origins can be:

  • Direct
  • Purchase invoice
  • Purchase return
Purchase unit The purchasing unit of the selected item. You cannot modify this information. It is defined in the Item page.
Quantity in purchase unit The quantity in the purchasing unit. You cannot modify this information.
Recipient site The site where the goods or services are consumed. It can be a stock site (physical site) or a purchase site. You can select a stored record or create a new recipient site on the Site page.

Price tab

Field Description
Charge The usual or exceptional increase of the gross price of a product, item or service.
Discount The usual or exceptional reduction of the gross price of a product, item or service.
Gross price

The final sales price per unit of an item, including all taxes and charges.
Net price The price at which a product or service is sold after all taxes and other costs are added and all discounts subtracted.
Total VAT The total of the VAT associated with all lines on the credit note.
Total excluding VAT The total excluding VAT amount is based on the net price and the quantity.
Total excluding VAT company currency The total excluding VAT amount is calculated automatically in the currency of the supplier, based on the net price and the quantity. You cannot change it.
Total including VAT The total including VAT amount is based on the gross price and quantity.
Total including VAT company currency The total including VAT amount is calculated automatically in the currency of the supplier, based on the gross price and the quantity. You cannot change it.

Origin tab

Field Description
Invoice number The purchase invoice number.
Invoice status

The invoice status. This status changes automatically and can be:

  • Variance when created and a variance exists between the total supplier amount excluding VAT, total supplier VAT, total supplier amount including VAT and the total excluding VAT, VAT and including VAT amounts.
  • No Variance when created and no variance.
  • Posting in Progress when the financial system you are integrating with is waiting to respond.
  • Posted when you post the invoice from the purchase invoice record.
  • Stock error when stock details are incorrectly allocated.
  • Posting Error when you do not select the correct dimensions, for example, a supplier does not exist on the financial system you are integrating with. It could also be because either Sage Distribution and Manufacturing Operations or the financial system you are integrating with is having technical issues.
Return number

The purchase return number.
Return status
  • Draft when created.
  • Tax calculation failed when when the automated tax calculation results in an error.
  • Pending approval when the purchase return has been sent for approval. This status is possible only if the Return items to supplier checkbox is selected.
  • Rejected when the purchase return has been rejected. This status is possible only if the Return items to supplier checkbox is selected.
  • Approved when the purchase return has been approved. This status is possible only if the Return items to supplier checkbox is selected.
  • Closed when the purchase return is in one of the following situations:
    • The submission for approval has been rejected by the supplier.
    • The purchase return has been posted.
    • The purchase return has been closed manually.
  • Posting in progress when the financial system you are integrating with is waiting to respond.
  • Error when you do not select the correct dimensions, for example a supplier does not exist on the financial system you are integrating with. It could also be because either Sage Distribution and Manufacturing Operations or the financial system you are integrating with is having technical issues.
  • Returned when all the selected items have been returned to the supplier.
Quantity in purchase unit The credited quantity in purchase unit. It defaults to the received quantity. You can change it when the purchase credit note status is Draft. This quantity must be less than the received quantity.
Remaining quantity to credit The remaining quantity that can be credited from the purchase invoice or return line.

Dimensions window

The action to display the dimensions window.

Field Description
Channel

Identifies a channel dimension.
Department

Identifies a department dimension.
Employee Identifies an employee attribute.
Project

Identifies a project attribute. When you include a project, the Task field is available.
Region Identifies a region dimension.
Task If you selected a project, identifies a task. Tasks are linked to projects.

Taxes window

This window displays when you select Tax details from the More actions icon for the line.

Totals block

Field Description
Total excluding VAT The total excluding VAT amount in the transaction currency. It is automatically calculated, based on all the lines. You cannot change it.
Total VAT The total amount of VAT in the transaction currency. It is automatically calculated, based on all the lines. You cannot change it.
Total including VAT The total including VAT amount in the transaction currency. It is automatically calculated, based on all the lines. You cannot change it.

Taxes block

Field Description
Total excluding VAT The total amount for the line without VAT.
Total VAT

The total VAT amount to be charged on the line, in the invoice currency.
Total including VAT

The total including VAT amount for the line.
Category

The tax category. For example, Value Added Tax. It's determined by the legislation linked to the sales site company.

Tax categories are managed on the Tax category page.
Tax

The tax is determined by the following elements:

  • The stock site address
  • The customer ship-to address
  • The item tax group defined on the Item page and the tax determination rules defined on the Tax determination rules page

You can change the tax. For example, the system has selected Normal rate collected on debits but you can change it to Intermediate rate collected on debits.

 

Tax and tax rates are managed on the Tax page.
Taxable base The amount for the line without the charge.
Tax rate

The tax rate associated with the tax. It is used to calculate the VAT amount to be charged on the line.

 

Tax and tax rates are managed on the Tax page.
Amount The amount that is charged on the line after applying the tax rate to the taxable base.
Adjusted amount The amount of the supplier's tax as stated on their invoice, which may differ from the amount calculated in the Tax amount.