To Enter a Credit Adjustment (with the Items' Quantity and Unit Cost)

You enter a vendor debit memo as a credit adjustment by using the Bills and Adjustments (AP301000) form. You use this procedure if the items' quantity and unit costs are specified in the detail lines of your document. If the line total amounts are instead specified in the detail lines, use To Enter a Credit Adjustment (with Line Totals).

To Enter a Credit Adjustment (with the Item Quantity and Unit Cost in Detail Lines)

Open the Bills and Adjustments (AP301000) form.
Tip: To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New right of the title.
On the form toolbar, click Add New Record.
In the Type box of the Summary area, select Credit Adj.
In the Date box, enter the date of the vendor document the credit adjustment is based on.
If needed, in the Vendor Ref. box, enter the reference number of the vendor document.
In the Vendor box, select the vendor.
The system fills in the following boxes automatically with the default settings of the selected vendor: Location, Terms, Due Date, and Cash Discount Date. Review these settings, and make any needed changes.
In the Currency box, make sure that the selected currency matches the currency on the vendor debit memo. If it does not, select the needed currency.
If needed, click Exchange Rate box (right of the Currency box) to open the Rate Selection dialog box and view the effective exchange rate for the currency. Override the default exchange rate type.
On the Details tab, for each item of the credit adjustment, click Add Row on the toolbar, and do the following:
1. In the Branch column (if it appears), make sure that the system has specified the correct branch.
2. In the Inventory ID column, select the required item.
3. In the Quantity column, enter the quantity of the line item.
4. In the Unit Cost column, enter the cost of each specified unit.
5. In the Account column, make sure that the specified account is correct.
6. If needed, in the Subaccount column, specify the subaccount.
If needed, to attach a scanned image of the vendor original document to this credit adjustment, click Files on the form title bar, and upload the file.
On the form toolbar, click Save to save the adjustment.

Notes About the Procedure

The notes in this section describe the nuances of the UI elements available on the form, such as when an element is required and when it is not, and when the system fills in settings by default. This section can include other notes.

Note the following about the Summary area of the form:

The system fills in the Post Period box automatically, based on the specified document date.
The Vendor Ref. setting is required only if the Require Vendor Reference check box is selected on the Accounts Payable Preferences (AP101000) form; otherwise, this setting is optional.

Note the following about the Details tab:

In the Inventory ID column, you can select only a non-stock item or service.
In the Ext. Cost column, notice that the system has automatically calculated and entered the total amount for the line.
In the Account column, the system enters the expense account associated with the vendor location if the Inventory ID column is empty. If you have specified an inventory item in the Inventory ID column, the system enters the expense account specified in the inventory item settings on the GL Accounts tab of the Non-Stock Items (IN202000) form.
In the Subaccount column, the system inserts the subaccount generated in accordance with the rule in the Combine Expense Sub. from box on the Accounts Payable Preferences (AP101000) form. You can manually change the subaccount if necessary.
The Project column appears only if the Project Accounting feature has been enabled on the Enable/Disable Features (CS100000) form.

For details on attaching scanned images of the supporting documents, see To Attach a File to a Record.