Accounting Finance:Debit Notes-Entering Returns Debit Notes
Overview
Returns debit notes (RT) are created by the Returns Department whenever a product needs to be destroyed or returned to the vendor. Once they are closed (i.e. products are no longer in our warehouse) and debit is status 60, they are entered into AP for collections.
Generating your RT list
- Go to UWD Extensions and pick option '12', press 'enter'
- Pick option '11', press 'enter'
- Make the change so that your screen matches the screen below (case-sensitive), press enter
- This will generate a list of all closed debits (status 60) that need to be entered
NOTE: At this point you will need another session open to be able to enter into AP. Keep this screen on one side of your monitor while having your invoice/credit AP entry screen on another. Refer to Entering Inventory Invoices for Payment on how to go to the A/P invoice/credit note entry.
Entering RT Debit Notes
- Enter document type 'RT'
- Enter supplier number
- Enter document and supplier number which will be the RT number
- Enter supplier invoice date which is the RT order date
- Enter transaction amount as a negative (on your list use the totals on the received amount column)
- Enter due date = 45 days from when product was shipped or 5 days when products were destroyed. Use purchase order enquiry or DocView in Gauss to get information required.
- Enter terms of payment should be ''UR''
- Entery invoice matching: 'Y'
- Enter stop code ''PS''
- Enter text which must contain:
- Ship/Destruction date
- Vendor authorization
- Any relevant information for collections purposes
- Press enter
Refer to Entering Inventory Invoices for Payment until you reach the GL postings page.
- Post the total amount to GL 210300, press enter
- Enter all the RT debits and close your batch (no need to print the batch)
Note: When entering RT debits and you know the vendor is a seasonal vendor, inform the person who does collections that you have entered a debit.