About credit adjustment processing

You use a supplier ledger credit adjustment to correct errors on an existing invoice or to account for a supplier's debit note.

To enter a credit adjustment, use the Process payments (AP50301S) window.

  • A credit adjustment summary contains information about the supplier, their location, and the transaction currency. Each credit adjustment must have at least one line, which can be a summary line or any number of detail lines.

  • For auditing purposes, you can attach an electronic version or scanned image of the original supplier document to each adjustment. Additionally, you can attach a related document to each line of the document.

  • Upon initial save, a credit adjustment receives a unique identifier, allowing for easy tracking within the system. This identifier is generated based on the number series designated for credit adjustments in the Supplier ledger preferences (AP101000) window.

A credit adjustment doesn't directly mention the invoice it is connected to. However, you can add a reference to the initial document (like an invoice or prepayment) in the adjustment's description. You can also include a reference to the supplier's related document in the Supplier reference field.

If you have not chosen the Raise error on invoice number duplicates option in the Supplier ledger preferences (AP101000) window, you can use the same reference number from the original supplier document for both the invoice and the linked credit adjustment. This simplifies finding both documents because they share the same reference number.

Each adjustment has one of the following statuses, which tells you its stage in processing:

  • On hold:
    Generally, this status is used for an adjustment that is a draft.
    This is the default status for new documents if the Hold documents on entry check box is selected in the Supplier ledger preferences (AP101000) window.
    You can edit a credit adjustment with the On hold status.
  • Balanced:
    After editing is completed, you can save a Balanced adjustment if it remains balanced.
    If the Validate document totals on entry option is selected in the Supplier ledger preferences (AP101000) window, you can take an adjustment off hold only if you correctly type the document control total.
  • Open:

    The document has been released (and approved, if required).
  • Closed:
    The document has been paid.

  • To release credit adjustments in bulk, use the Release supplier documents (AP501000) window. To release them individually, use the Process payments (AP50301S) window.

  • A cash discount can be applied to a credit adjustment based on the payment terms.

  • A batch created upon release of the adjustment is numbered in accordance with the number series assigned to the batches originating in Customer ledger.

  • If your system does not require approval for invoices and adjustments, all credit adjustments and invoices that have been released will appear with an Open status in the Process payments (AP50301S) window. This means you can proceed to pay them. The system will also automatically set a default payment date. It calculates this date by subtracting the payment lead days from the due date of the invoice or adjustment.

  • When documents require approval before payment, you will initially encounter credit adjustments in the Approve invoices (Approval) (AP50200S) window for approval. Once these adjustments are approved, they will then show up in the Process payments (AP50301S) window, where you can pay them.

  • Once released, a credit adjustment cannot be edited or deleted; you only can reverse it.

  • If you reverse the adjustment, the system generates a purchase credit note with the same details.

  • Before obtaining the purchase credit note, enter a different Supplier reference value if the Raise an error on duplicate supplier reference number option is enabled in the Supplier ledger preferences (AP101000) window.