Process Debtor Transactions {FARO-1}

This option is made up of 3 panel boxes, 'Search', 'Debtor Account Type Balances' and 'Debtor Transactions' and is used for the following:

Creating an Invoice
Creating a Credit Note
Maintaining the GLAs of an unposted Invoice or Credit Note
Creating a Copy of an existing Invoice or Credit Note

Search:

The user can enter the 'Debtor Code', 'Name' and/or 'Account Type' and click on the 'Search' button to view existing transactions for the 'Debtor Code', 'Name' and/or 'Account Type' combination. If the search functionality is used, then all processes thereafter will default with the search criteria.

Debtor Account Type Balances:

This panel box will display a summary of the search, but is also used to capture an invoice or a credit note by clicking on the 'Create Invoice' or 'Create Credit Note' buttons.

Debtor Transactions:

This panel box will display all the transactions for the debtor that was searched for as well as allowing the user to 'Maintain GLA' or 'Copy Document' by clicking on the relevant button.

Example:

Create Invoice & Create Credit Note: Example

Create Invoice & Create Credit Note: Invoice Detail Panel Box

Field	Type & Length	Description
Document Type	A2	This field will default to an 'I' when the user clicks on the 'Create Invoice' button and an 'N' when the user clicks on the 'Create Credit Note' button.
Debtor	N9	The debtor code against which the document is to be processed. Will default to the debtor that was searched for in the search panel. If no debtor was selected, then the user will have to type in a debtor code or select a debtor by clicking on the <LIST> command.
Account Type	N9	The 'Account Type' will default to the the account type for the line that was selected in the 'Debtor Account Type Balances' panel box. The user can select a different account type by clicking on the <LIST> command. This will list all the account types for the ‘AR’ system, as defined on { FCSC-21}.
Reference	A12	An optional first documentation support reference, e.g. reference to an Order Number, Invoice, Credit Note or another Journal. This reference number is more meaningful for credit notes and/or payments.
Transaction Date	DD-MON-YYYY	The date that should appear on the transaction. System date is used as the default date. This date must be greater than the last statement number's statement date.
Process Date	DD-MON-YYYY	This is the date on which the transaction was processed i.e. The system date.
Note	A30	This will default from the description of the document type, however, the user can type in their own note.
Document Number	A12	A system generated unique number for this document that is maintained on {FCSM-3}.
Currency Code	A3	This is a display field only and cannot be updated by the user. The currency code will default from the debtor detail as set up in {FARO-21}.
Exchange Rate	N7	This value will default from {FCSO-21} for the given currency as in the Currency Code Field above. This field can only be updated if the indicator for subsystem ‘AR’ is set to (Y)es in option {FCSO-21}. Refer also to the Code Structure manual for a complete explanation of option {FCSO-21}.
Telephone Type 1		This is a display only field and will default from the 'Telephone Type 1' field in the 'Invoice Additional Information' panel box.
Telephone Type 2		This is a display only field and will default from the 'Telephone Type 2' field in the 'Invoice Additional Information' panel box.
Given Currency Amount	N15.2	Displays the value of the document in the debtor’s currency.
VAT	N15.2	Displays the VAT for the document.
Local Currency Value	N15.2	Displays the value of the document in Local Currency. The value is obtained by multiplying the Given Currency value with the exchange rate.

Create Invoice & Create Credit Note: Invoice Additional Information

Field	Type & Length	Description
Loan Code	N5	This field is not mandatory, but allows the user to enter a loan code if an adjustment is to be made to a Staff loan or Student loan. The user will only be able to access this field if the account type used in Account Type on the document is linked to a category of S or L on the account type definition {FCSC-21}.The new loan code is not valid when the new loan code is validated.The link between the loan and account type can be found on {FARS-1}. The staff loan will be updated when the user commits the document.
Statement Group Code	A4	Statement Group Codes is defined in option {FARC-4} and linked to AR Document Types in option {FARM-3}. Statement Group is only updateable if the Statement Number is null. The system will default the Group Code linked to the document as defined in option {FARM-3} and if is updateable, then the user may change it on this screen.The group code is updateable until a statement number is linked to the document.
Contact Sequence	N2	This number is used for identifying the addresses and/or telephone detail for the contact in question. Contact sequence = '0' always refers to the debtor himself - Primary contact. This field is mandatory for documents that must printed. The document types referred to are Invoices (Normal or Repeating) and Credit Notes (Normal or Repeating).
Telephone Type 1	A2	Telephone number for contact in the Contact Sequence field as above. A list of valid types is available.
Telephone Type 1	A2	Telephone number for contact in the Contact Sequence field as above. A list of valid types is available.
Address Type	A2	Address type for contact sequence referred to in the above Contact Sequence Field. A list of valid address types is available. This field is mandatory for documents that must be printed.
Contact	A29	The name of the person who requested the document.
Telephone Number	A15	The contact person’s telephone number.
Building Code	N4	The code of the building in which the contact person resides. If the building is in the Space Inventory, its name will be displayed. The <LIST> command will show valid building codes. If the building is not in the space inventory, this field may be left blank and the building name entered in the following field.
Floor Number	N2	The floor number of the contact person.
Room Number	A7	The room number of the contact person. (Refer to Space Inventory {SPOPS-1} for information regarding the room-numbering convention).

Create Invoice & Create Credit Note: Line Items

Field	Type & Length	Description
Quantity	N6.3	The number of units that have been supplied.
Unit	A8	An eight-character descriptor, e.g. Unit, Kg, Litre, etc.
Description	A30	Description of the item.
Unit Price	N15.2	The unit price in the debtors’ currency. Unit price must be entered exclusive of VAT as VAT will be added by the program if a VAT rate with a value greater than 0.00 is entered on the line.
VAT Code	A2	Is VAT payable on this item? Reply with an existing VAT code as defined in option {FCSC-1} and the system will display the value in the “VAT RATE” field. The system will use the VAT rate to calculate the total at the top of the "Transaction Detail block. The user will have to link a default VAT code to SOD 'VA' in {FCSM-1}.
VAT Rate		The VAT rate that should be applied to the line. Selecting the VAT code on the VAT field will default the rate linked to the VAT code. For further details regarding this field, see VAT.
VAT Inclusive/Exclusive	A1	If VAT is Inclusive (i.e. The VAT is part of the 'Unit Price'), then the system will calculate the VAT amount by deducting the VAT from the 'Unit Price'. If the VAT is Exclusive (i.e. The 'Unit Price' does not have any VAT added to it), the system will add the VAT by calculating it from the 'Unit Price'
Cost Centre	A4	Invoice: The cost centre for the credit leg of the transaction Credit Note: The cost centre for the debit leg of the transaction
Account	A8	Invoice: The account for the credit leg of the transaction Credit Note: The account for the debit leg of the transaction
Transaction Type	N4	Supply a valid, appropriate transaction type code, as defined in option {FCSO-7}. The transaction type codes are to a certain extent, restricted per screen. However, it is still possible to make mistakes and users should be careful in defining transaction types: staff should be thoroughly trained and aware of the dangers of using incorrect types. The system will however validate that the Dr/Ct indicator on the type of document is the same as that on the transaction type. Events 'VC' (Invoices) and 'VD' (Credit Note) were created to default the transaction type of the transaction if the user leaves the transaction type field blank. The system will control that a VAT transaction (“linked”) is used if a non-zero VAT rate was used. The test is executed only when the credit GLA is entered. If not, the system will respond with: “VAT linked transaction is required for transaction with non-zero VAT value”
General Ledger Note	A30	An optional note to accompany the transaction.On entering the transaction type the system will insert the short name of the debtor and the reference number as specified on the Document. The user is allowed to update these values.

Maintain GLA: Example

View Document:

By clicking on the 'View Document' button, the option will open the Invoice or Credit Note as well as the batch prompter. The batch prompter will enable the user to view, mail or print the document.

Example:

Maintain GLA: Invoice Detail Panel Box

This is on a display only mode when the user selects 'Maintain GLA'

Maintain GLA: Invoice Additional Information

This is on a display only mode when the user selects 'Maintain GLA'

Maintain GLA: Line Items

This is on a display only mode when the user selects 'Maintain GLA'

Maintain GLA: Financial Item Detail

Field	Type & Length	Description
Line Number		The item line number, running sequentially from 1 onwards. Display only field
Transaction Type		Displays the transaction type of the line
User		Displays the person who captured the transaction
General Ledger Note		Displays the General Ledger Note.
Control CC		Displays the cost centre of the account type
Control Account		Displays the account of the account type
Posted Date		Displays the date that the transaction was posted to the general ledger. NOTE: The user will not be able to maintain the GLA of a transaction that has been posted to the general ledger.
Cost Centre	A4	The user can update this field to a different cost centre if need be.
Account	A8	The user can update this field to a different account if need be.
Value		The value of the line number

Copy Invoice: Example

Copy Invoice:

By clicking on the 'Copy Invoice' button, the system will create a duplicate of the invoice selected, but with a different invoice number. The fields that are updateable are the same fields as when the user creates a new invoice, except for the invoice number field.

Processing Rules
	No special processing rules.

Date	System Version	By Whom	Job	Description
30-Oct-2007	v01.0.0.0	Amanda Nell	t133229	New manual format.
24-Mar-2009	v01.0.0.1	Ernie van den Berg	t157063	Add link approval status on debit and credit GLA fields.
16-Mat-2009	v01.0.0.2	Mac Thipe	f158972	More query fields added in Block-1.
30-Jun-2009	v01.0.0.3	Charlene van der Schyff	t158351	Edit language obtained from proof read language Juliet Gillies.
08-Mar-2010	v02.0.0.1	Ernie van den Berg	t150457	Add new fields Group Code, Statement Number and the change to field Transaction Date.
29-Jul-2010	v02.0.0.2	Christel van Staden	t168728	Add view and mail documents
17-Nov-2010	v02.0.0.3	Christel van Staden	f168830	Fix spelling error
09-Apr-2015	v04.0.0.0	Clinton Naidu	t194594	Change manual for Inti04
17-May-2019	v04.1.0.0	Zainib Essop	f236456	change loan code and updated to 4.1