This automatic process is used to generate the automatic posting of the Credit Memos Receivable (CMRs) from the supplier return lines, either not invoiced or partially invoiced, and pending a credit memo.

This Credit Memo Receivable function runs at the end of the month and is used to generate recurrent CMRs. If a return has been posted at the end of month N and it has still not been the object of a credit memo in the month N+1, a new CMR will then be generated at the end of month N+1 for this return line. In effect this process takes into account the non posted (not having been the object of a CMR), not invoiced returns, or the posted and not invoiced returns whose associated CMR reversal date is less than the new generation date.

It should be noted that the CMRs generated from the non-invoiced returns do not take into account possible order footers.

Based on the PNH automatic journal setup, it is possible to generate a credit memo receivable by return or by Company-Site-Supplier-Currency combination. This depends on the Grouping option chosen in the automatic journal header:

  • 1 document by line: used to generate a CMR by return
  • Grouped document: used to generate a CMR by Company-Site-Supplier-Currency combination.

Two automatic journals are delivered with the application. One is used to generate the credit memos receivable with taxes (PNH), the other is used to generate the credit memos receivable without taxes (PNH1).

The CMR generation process always uses the PNH automatic journal. If the automatic journal PNH1 should be used instead, it will be necessary to delete or rename the PNH automatic journal and to rename the PNH1 automatic journal as PNH.

Prerequisite

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Screen management

A single screen is necessary to generate the credit memos receivable. It is used to enter the criteria related to the returns to be processed and to specify the accounting generation mode to be used.

The status of postings in the launch screen must be "Definitive" when the "Actual" journal category is selected and when the company is:

  • either a French legislation company (the setup FRADGI/module TC/group CPT has "yes" for value and cannot be modified),
  • or a foreign company applying the French DGI no. 13L-1-06 compliance rules (the setup FRADGI/module TC/group CPT has "yes" for value and can be modified).

Tab Entry screen

Entry is optional for the majority of the fields on this screen.

Criteria

The supplier return selection is made according to several criteria:

  • The company concerned. If the All companies check box is activated, then the company code will no longer be accessible and the process will be run for all the companies in the folder.
  • The site concerned. If the check box All sites is activated, then the site code will no longer be accessible and the process will be run for all the sites of the company previously entered. This information is not accessible if the All companies option has been previously checked.
  • One or more suppliers (range).
  • A maximum date for selecting the returns.

Generation

Generation type

At process level itself, it is possible to choose whether the journal entry should be generated as:

  • Actual: The actual journal entry is an entry that can always be viewed and printed (GL, Balance). If this choice is made, it will be possible to decide whether this actual journal entry should have a provisional or final status. A return processed by an actual journal entry is considered to be fully posted. It can be considered again only when the reversal date is exceeded. In this case, a reversal entry for the credit memo receivable will be automatically generated on the reversal date.

    If the return processed comes from a receipt originating in an order and that the management of the commitments is activated, a commitment will be carried out on the date of the credit memo receivable for the lines processed and a de-commitment will be carried out on the reversal date of the credit memo receivable.
  • Active simulation or inactive simulation: A simulation journal entry, once activated, is also integrated to the inquiry screens and accounting reports. A simulation journal entry can be turned into an actual journal entry or deactivated to become an inactive simulation journal entry (that is to say a latent journal entry, not visible in the accounting reports and inquiries). Warning, to ensure coherence, a simulation entry arising from a supplier return should not be turned into a real entry because the link is not always ensured. A return processed by a simulation entry is not considered to be posted.

It is possible to generate first the journal entry in simulation mode, then, after verification, to restart the processing in actual mode. In this case, the simulation entry is automatically deleted and replaced with the actual entry that will take into account any new non-invoiced returns.

Entry status

These check boxes are only accessible when the generation mode is the actual mode. A final journal entry cannot be modified or deleted, only the analytical allocations remain accessible.

Products to be processed

These check boxes are used to consider only certain return lines. It is possible to only consider products managed in stock, or products not managed in stock or all the products and therefore all the return lines pending a credit memo (default value).

Document type

This is the document entry type that will be used to generate the credit memos receivable and their reversals. The document entry type is initialized by the document entry type entered in the PNH automatic journal when the generation mode is the actual mode. If it is a simulation mode, the document entry type used will come from the TYPACC setup (for the Folder value).

Document

It is possible to decide in which journal this document will be recorded (provided that the document entry type generated accepts the journal). By default, for a simulation-type generation, the journal entry will be recorded in the journal attached to the document entry type. If the generation is in actual mode, the journal used will be the journal specified in the PNH automatic journal or if it is not specified by the journal associated with the document entry type.

Document entry date and reversal date

In addition the date of the generated credit memo receivable document will be specified as well as the entry date for its reversal (if the generation type chosen is in Actual mode only). The reversal date submitted by default is the first day of the next accounting period. In a standard operating framework, the CMRs are generated at the end of the month and they are reversed at the start of the next month in order to have an end-of-month situation for the returns that have not been invoiced yet.

It should be noted that the credit memos receivable generate two entries in Actual mode. The CMR and its reversal. If there is a tracking of commitments at order level (in relation with the receipts of processed returns), these will be committed with a CMR date and reversed on the reversal date in order to have a balanced budget situation for each accounting period.

Log file

The Log file flag is used to obtain a summary at the end of the processing, for all the entries generated by Company, Site and Supplier (CMR, CMR reversals, commitment entries, commitment reversals) as well as the different totals, ex-tax or inc. tax, by Company and Site, with a valuation of each processed return line.

Criteria

All companies (field XCPYFLG)
Company (field CPY)

Enter the company for the report.
Legislation (field LEG)
All sites (field XFCYFLG)
Site (field RCPFCY)

Enter site for which the process needs to be run.
From supplier (field BPSSTR)

Start supplier allowing the selection of the records to process.
To supplier (field BPSEND)

End supplier allowing the selection of the records to process.
Until (field BORNE)

Upper range for the receipt date up to which the records are selected.

Generation

Generation type (field TYP)

The category is set up in the journal type.
The accounting journal category can take one of the following values:

Actual:
The actual journal can also be viewed and printed (GL, Balance, etc.). The document is integrated into the balance when said document is saved.

Active simulation/inactive simulation:
Once activated, the simulation journal is also integrated to the inquiries and print-outs. It can be converted into an actual journal or de-activated in order to become an inactive simulation journal (that is to say it is not visible in inquiries and print-outs: for instance, the physical stock count postings).
SEEWARNING A period of a ledger type cannot be closed until the simulation postings have been either converted to actual postings or cancelled. The status of the simulation journals is changed using the processings of the Accounting functionality.
Entry status (field STA)

In the event of an actual generation, the status of the journal can be:

  • Temporary
  • Final

The entry status for entries must be Final when the requested generation type is Actual and the company meets one of the following criteria:

SEEINFO The status defines your ability to modify the document. Once final, the modifications of the journal are only for information purposes or concern the analytical postings. The date, amounts, accounts, VAT code and other purely accounting information can no longer be modified.

In temporary mode, most of the information displayed on the journal can be modified. The modification options can vary based on:

  • The nature and the origin of the accounting document:
    • Temporary payment document: bank line that cannot be deleted
    • Purchase invoice document: BP line that cannot be deleted, purchase account and VAT that cannot be modified
  • The management events that have an impact on the account document are:
    • Charge account with a declared VAT amount
    • Matched VAT account or not
Products to be processed (field ITMSTOFLG)

Choose the products to be processed:

  • products managed in stock
  • non-managed products
  • all the products
Entry type (field TYPPCE)

Each accounting journal entered is linked to a given type. The journal type corresponds to the nature of the entered posting: customer invoice, miscellaneous operations, cash receipt, etc.

This information comes with management rules relating to VAT, reminders, etc. It is one of the key elements of the journal entry.

The setup of the selected journal type determines if you can open or close the propagation to the manual ledgers.

SEEWARNING The journal type prevails and interrupts the propagation to the other ledgers of the company of the entry site.
Journal (field JOURNAL)

Enter the journal code (1 to 5 alphanumerical characters).
The journal can be initialized by default depending on the journal type that has been chosen. It corresponds to the accounting journal in which the entry will be recorded.
SEEINFO The entry of a non authorized journal code at the journal type level is not possible.
Entry date (field ACCDAT)

This date corresponds to the date of the generated accounting postings. It must belong to a fiscal year or period that is open for all the ledger types.
It is the reference date by default.
Reversal date (field EXTOURNE)

This date corresponds to the reversal date of the generated journal postings. It must belong to a fiscal year and a period that are open.
Log file (field TRACE)

Select this check box to generate a log file at the end of the run.

Batch task

This function can be run in batch mode. The standard task FUNPNH is provided for that purpose.

Specific Buttons

Memo

This button is used to save under a Memo code the different criteria and generation information being used.

Recall

This button is used to load the criteria and generation information previously saved under a Memo code.

Delete Memo

This button is used to delete a Memo code that has been previously saved.

Error messages

In addition to the generic error messages, the following messages can appear during the entry :

This site is not a warehouse

This message appears when a site has been entered in the launch window that is not a warehouse type.

Document type prohibited in Actual mode

This message appears when the document type chosen is not an actual document type and the process will generate actual document entries.

Document type prohibited in simulation mode

This message appears when the document type chosen is not a simulation document type while the process will generate simulation document entries.

Journal not authorized for the document type

The document type selected beforehand does not accept this journal.

As well as all the messages relating to problems that may occur during the creation of the accounting document.

The posted documents will have the 'Final' status for the company

If the processing is launched for a given company and this company has selected Conformity DGI no. 13L-1-06 (i.e. the value of setup FRADGI/chapter TC/group CPT is 'yes'), the documents generated by the processing will have the status 'Final'.

The posted documents will have the 'Final' status for one or more companies

The processing is launched for all companies or a group of companies, and if at least one of the companies chose Conformity DGI no. 13L-1-06 (i.e. the value of setup FRADGI/chapter TC/group CPT is 'yes'), the documents generated by the processing will have the status 'Final'.

Tables used

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