60 Work with Credit Note Reimbursements
This chapter contains these topics:
60.1 Working with Credit Note Reimbursements
From Accounts Receivable (G03), choose Periodic Processes
From Periodic Processes (G0321), choose an option under the Credit Note Reimbursements heading
You can use credit note reimbursements to reclassify a credit memo or unapplied receipt from the Accounts Receivable system to an open voucher in the Accounts Payable system. For example, you can issue rebates and reimburse customers for overpayments. When you create credit note reimbursements, you convert A/R credit amounts into A/P vouchers so that you can pay the customer.
Figure 60-1 A/R Credit Amounts to A/P Vouchers Conversion
Description of ''Figure 60-1 A/R Credit Amounts to A/P Vouchers Conversion''
60.1.1 Before You Begin
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Set up the AAI item RP for the suspense (clearing) accounts between the Accounts Receivable and Accounts Payable systems.
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Ensure that the customer number is the same as the supplier number. Transactions are recorded to one address from both systems.
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Set up PA as a valid document type in the user defined code lists 00/DV and 00/DT.
60.1.2 What You Should Know About
| Topic | Description |
|---|---|
| Next numbers | To assign separate next numbers for the vouchers you create for credit notes, use one of the following:
See Chapter 77, "Set Up Next Numbers" for more information. |
60.2 Generating Credit Note Reimbursements
To reimburse customers, print a list of eligible documents. From this list, you can select specific documents for reimbursement.
When you generate credit note reimbursements, the system selects the credit memos (RM) and unapplied receipts (RU) in the A/R Ledger table (F0311). You can set a processing option to run this program in proof or final mode.
To print a list of eligible documents, run proof mode. To process credit note reimbursements, select documents from this list and run final mode, which:
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Creates a matching document (PA) in the A/R Ledger table to close the open credit invoice.
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Creates a batch of receipts. This batch (type R) debits the original A/R offset account and credits the suspense account.
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Changes the pay status on the invoices to 'P' (paid).
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Creates a voucher in the A/P Ledger table (F0411) with a PA document type.
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Creates a batch of vouchers. This batch (type V) credits the A/P trade account and debits the suspense account. A zero balance in the suspense account indicates that both batches posted successfully. A non-zero balance indicates that a problem exists in posting one of the two batches.
The system prints the following report in proof mode. You can use this report to review your credit note reimbursements before processing them.
Figure 60-2 A/R Credit Note Reimbursements report
Description of ''Figure 60-2 A/R Credit Note Reimbursements report''
The system prints the following report in final mode. You can use this report to review the credit note reimbursements that are processed.
Figure 60-3 A/R Credit Note Reimbursements (Final) report
Description of ''Figure 60-3 A/R Credit Note Reimbursements (Final) report''
In either proof or final mode, this report might include the following error messages:
| Error Message | Description |
|---|---|
| Invalid AAI for suspense account | An AAI item for company 00000 does not exist, or the account in AAI item RP is not a valid posting account. |
| G/L date is not valid | The G/L date retrieved from the processing options is not valid for the company being processed. |
| Invalid AAI for bank account | The default bank account retrieved from AAI item PB is not valid (when the system creates the voucher). |
| G/L document number error | The voucher number retrieved from next numbers has already been assigned to a G/L document number and is therefore a duplicate. If this error occurs in final mode, the invoice will have been updated to paid status. You must enter the voucher manually, using the suspense account number for the expense account. |
| Address book record not found | The supplier number is not in the supplier master. If this error occurs in final mode, you must enter the voucher manually. |
| Bank currency does not match company currency | (Multi-Currency) The currency for the bank account does not match the company currency for the invoice. Change the AAI for the bank account to an account with the same currency as the invoice. |
| Suspense account currency invalid | (Multi-Currency) The currency for the suspense account does not match the company currency for the invoice. Add an AAI for this suspense account that specifies an account with the same currency as the invoice. |
60.2.1 What You Should Know About
| Topic | Description |
|---|---|
| Multi-Currency | To create reimbursement vouchers in a foreign currency, set a processing option to create detailed vouchers. |
60.2.2 Processing Options
See Section 110.1, "A/R Credit Note Reimbursements (P03610)" for more information.
60.3 Reviewing and Approving Credit Note Reimbursements
After you process credit note reimbursements in final mode, but before you post them, you can use the journal review programs to correct and approve them.
All JD Edwards World journal review programs work the same way.
60.4 Posting Credit Note Reimbursements
The final step for generating credit note reimbursements is to post the entries. When you post the receipts and vouchers, the system updates the appropriate tables (F0311, F0411, and F0911) and creates the necessary journal entries.
All JD Edwards World post procedures work the same way.
See Also:
60.5 Voiding Credit Note Reimbursements
To reverse or void the Credit Note Reimbursements process, you need to void both the receipt and the voucher. For example if you need to void the voucher that was generated by credit note reimbursements, you will need to inquire on the voucher number of the PA document type in the Standard Voucher Entry screen (P04105) and then void it the same way you void a regular voucher (doc type PV).
If you need to void the cash receipt that was generated from credit note reimbursements, you will need to inquire on the receipt number of the PA document type in the Cash Receipts Entry screen (P03103) and then void it the same way you void a cash receipt (doc type RC). You will need to post the voided voucher batch and the receipts batch again.