2.1.2.1.1 Create Online Debit Note (manual entry)

This topic provides systematic instructions to create the Online Debit Note manually.

A corporate user, based on their role, can create one or more debit notes in one single transaction.

User must have valid corporate login credentials.

To create debit note(s):

1. From the Dashboard, click the Toggle Menu, then click Receivables/Payables, Receivables/Payables Management, and Create Receivables/Payables.
2. Navigate to the above path. In the Create Receivable/Payable screen, select the Debit Note option and then click the Create New Debit Note button, to create debit note records manually.
   The New Debit Note tab appears.

   Figure 2-21 New Debit Note

   
   

   
   Description of "Figure 2-21 New Debit Note"

   
   

   Table 2-16 Field Description

   Field Name	Description
   Party Name & ID	Displays the name and ID of the logged-in corporate party.
   New Debit Note	This section displays New Debit Note details.
   Multiple Online Debit Note Creation	This section displays Multiple Online Debit Note Creation details.
   Facing difficulty in entering data for multiple Debit Note? Use Bulk Upload	Click the Bulk Upload link to navigate to the File Upload screen for creating debit notes in bulk.
   Customer Debit Note Number	Specify the customer’s own reference number for the debit note.
   Associated Party	User can search invoices or debit note by selecting the associated party. The list of on-boarded associated party is categorized by: Anchor Buyer Anchor Supplier Counter Party Buyer Counter Party Supplier On selecting an associated party, the role of the party as Buyer or Supplier, appears below this field.
   Debit Note Amount	Select the debit note currency and enter the gross debit note amount (not including tax or discount).
   Pre-acceptance	This toggle is set to ‘No’ and is disabled if the logged-in party is the supplier. It is set to ‘Yes’ and is disabled if the logged-in party is the buyer.
   Program Name	Select the program to which the debit note should be linked. Programs linked to the selected associated party are listed. This field is visible only if the Oracle Banking Supply Chain Finance application is implemented by the bank.
   Auto Accept	Displays the number of days post creation when the debit note will be deemed as accepted. This field appears on selecting a program. It is displayed only if auto-acceptance is enabled at the program-level. For more information on programs, refer the Create Program section in User Manual Oracle Banking Digital Experience Corporate Supply Chain Finance.
   Auto Finance	Displays whether the debit note will be auto financed or not. This field appears on selecting a program. It is populated based on the auto finance setting in the program definition. For more information on programs, refer the Create Program section in User Manual Oracle Banking Digital Experience Corporate Supply Chain Finance.
   Debit Note Date	Click the calendar icon and select the date of creation of the debit note. The selected date should be less than or equal to the current date. By default the current date is displayed.
   Due Date	Click the calendar icon and select the date on which the debit note payment is due. The Due Date should be greater than or equal to the Debit Note Date.
   Payment Terms	Specify the terms agreed for the payment of the debit note.
   Terms of Sale	Specify the applicable 3-digit Incoterms code. The available values are: EXW | Ex Works FAS | Free Alongside Ship FCA | Free Carrier FOB | Free On Board CPT | Carriage Paid To CFR | Cost and Freight CIP | Carriage and Insurance Paid To CIF | Cost Insurance and Freight DAP | Delivered at Place DPU | Delivered at Place Unloaded DDP | Delivered Duty Paid
   Linked Invoice Number	Select the invoice that should be linked to the debit note. Once you link invoice(s), the Populate Commodity Details from Invoice toggle is enabled, and the commodities from the invoice(s) appear in the Commodity Details grid of the debit note.
   Adjustment Reason	Select the reason for adjusting the invoice amount.
   Funding Request Date	Specify the date when the debit note should be funded. This field is visible only if the Oracle Banking Supply Chain Finance application is implemented by the bank.
   Show Additional Details	Click Show Additional Details link to add additional details such as payment account, shipment, miscellaneous, and filler details.
   Payment Account	User can provide the account details to receive the invoice payment. These details should be belonging to the Supplier corporate.
   Payment Mode	Select the payment mode to create new invoice. The options are: Within Bank Domestic Cross Border
   Within Bank	If the Payment Mode is selected as Within Bank. The Account Number drop-down will be displayed. The drop-down will list all the accounts belonging to the logged in corporate or the corporate selected in the party drop-down. The accounts will be listed and displayed if they have access for OBDX.
   Domestic	If the Payment Mode is selected as Domestic. Here user can enter the account details with any other bank to receive the invoice payment. The following details are required to be entered. Account Number Account Name Bank Name Branch Bank Code Note: These details will be displayed only when the new account switch is OFF.
   Cross Border	If the Payment Mode is selected as Cross Border. User needs to enter the Account Number or and Account Name with a bank in different country where the invoice payment is expected to receive. The bank details also required to be provided. Select the SWIFT Code or enter the Bank Address.
   Transfer Via Intermediary Bank	Switch this toggle ON, if the transfer is via intermediary bank. Intermediary Bank details can be provided by giving the SWIFT Code of the bank or by entering the Bank Name and Address. To provide the SWIFT Code, click on the Lookup Link. SWIFT Code can be searched using BIC Code or Bank Name. Note: Intermediary Bank is applicable only for cross border payment mode.
   Virtual Account	Switch this toggle ON, if the account is a virtual account.
   Disbursement Credit Account	User can provide the account details to receive the disbursement proceeds in case the invoice is financed. These details should be belonging to the Supplier corporate.
   Payment Mode	Select the payment mode to receive the finance proceeds for the invoice. The options are: Within Bank Domestic Cross Border
   Within Bank	If the Payment Mode is selected as Within Bank. The Account Number drop-down will be displayed. The drop-down will list all the accounts as fetched from the internal account mapping maintenance of host system. These accounts are maintained to credit the finance proceeds. The accounts fetched and will be listed in the drop-down only if they have been mapped to OBDX. The following details will display. Account Name Branch Currency Note: These details will be displayed only when the New Account switch is Off.
   Domestic	If the Payment Mode is selected as Domestic. The drop-down will list the accounts from external account mapping maintenance of the host system. The account details belong to some other bank maintained in some other bank in the country and maintained in the host system to receive the finance proceeds when the invoice is financed. The following details will display. Bank Name Branch Account Number Bank Code Currency Note: These details will be displayed only when the New Account switch is Off.
   Cross Border	If the Payment Mode is selected as Cross Border. The drop-down will list all the corporate accounts as fetched from the external account mapping maintenance of the host system. The account details belong to the bank in another country and mapped in the host system to receive the finance proceeds when the invoice is financed. The following details will display. Account Number Bank Name Branch Account Name Bank Code Currency Note: These details will be displayed only when the New Account switch is Off.
   New Account	Switch this toggle On, if corporates are required to receive the finance disbursement funds into a new account which is not maintained with host SCF system. Note: If the Payment Mode is selected as Within Bank and New Account toggle is On, then the drop-down will list all the accounts present in the Bank. This list will not be restricted to accounts maintained in SCF host only. Note: If the Payment Mode is selected as Domestic and New Account toggle is On, the following details will display, and these are required to be entered. Account Number Account Name Bank Name Branch Bank Code Note: If the Payment Mode is selected as Cross Border and New Account toggle is On, user needs to enter the Account Number or IBAN as applicable as per within bank, domestic or cross border and Account Name. And select the Bank Details as SWIFT Code or Bank Address to enter the details.
   Transfer Via Intermediary Bank	Switch this toggle ON, if the transfer is via intermediary bank. Intermediary Bank details can be provided by giving the SWIFT Code of the bank or by entering the Bank Name and Address. To provide the SWIFT Code, click on the Lookup Link. SWIFT Code can be searched using BIC Code or Bank Name. Note: Intermediary Bank is applicable only for cross border payment mode.
   Shipment Details	This section displays Shipment details.
   Shipment Date	Click the calendar icon and select the date when the shipment is taking place.
   Shipment Number	Specify the shipment number.
   Shipment Address 1 - 3	Specify the shipment address in the fields provided.
   Shipment City	Specify the city to ship the goods to.
   Shipment Country	Select the country to ship the goods to.
   Pin Code	Enter the pin code to ship the goods to.
   Reason of Export	Specify the relevant reason of export.
   Phone Number	Specify the contact number of the person who will receive the shipment.
   Tax Id	Specify the unique tax ID if the shipment charge includes tax amount.
   Country of Origin	Specify the country from where the shipment will originate.
   Miscellaneous Details	This section displays the Miscellaneous details.
   Discount Days 1	Specify the primary discount days.
   Discount Percentage 1	Specify the primary discount percentage.
   Discount Days 2	Specify the secondary discount days.
   Discount Percentage 2	Specify the secondary discount percentage.
   Filler Details	This section displays the Filler details.
   Filler Fields 1 to 4	This section displays the Filler Label Fields. The bank can configure these fields on Day 0, based on their requirement.
   Populate Commodity Details from Invoice	This toggle is automatically enabled when you link invoices to the debit note in the Linked Invoice Number field. The Commodity Details section gets populated with the commodities from the linked invoice(s), when this toggle is enabled. Switch this toggle off in case you want to remove the commodities from the debit note.

3. Once you enter the above details, you can optionally add/modify the commodity details.
   • To add a commodity record, click Add. An overlay window appears, where you can add the commodity details.
   • To modify an existing commodity record, click .
   • To delete a commodity record, click .

Figure 2-22 Add Commodity Details

Description of "Figure 2-22 Add Commodity Details"

Note:

An overlay window appears when you click Add in the Commodity Details section.

Table 2-17 Field Description

Field Name	Description
Name	Specify the name of the commodity for which the debit note is being raised.
Code	Select the code of the commodity. This value should be selected from the commodity code drop-down list. Note: This drop-down field displays the list of commodity code(s) maintained for the selected supplier party.
Quantity	Specify the quantity of the commodity for which the debit note is being raised.
Cost/Unit	Specify the cost per unit of the commodity.
Gross Amount	Specify the gross commodity amount. It also gets auto calculated if quantity and cost per unit are entered. It is the product of the entered quantity and cost per unit. Gross Amount = Cost/Unit * Quantity
Discount	Specify any discount being offered on the commodity. You can either enter the percentage of discount (in the first field) or the actual discount amount (in the second field). When you enter any one of these values, the other value is automatically calculated and displayed. Click to reset the values.
Tax	Specify any tax being charged on the commodity. You can either enter the percentage of tax (in the first field) or the actual tax amount (in the second field). When you enter any one of these values, the other value is automatically calculated and displayed. Click to reset the values.
Create Copy	Select this check box to create a copy of the commodity details entered. On clicking the Add button, a commodity record is created in the Commodity Details section.

4. You can further add commodities by clicking Add, and filling out the required details.

   Figure 2-23 New Debit Note - Commodity Details Section Updated

   
   

   
   Description of "Figure 2-23 New Debit Note - Commodity Details Section Updated"

   
   

   Field Name	Description
   Commodity Details	This section displays the commodity detail records, once you add them. Multiple commodities can be added.
   Linked Invoice Number	Displays the invoice number that the commodity belongs to.
   Name	Displays the name of the commodity.
   Code	Displays the code of the commodity.
   Quantity	Displays the quantity of the commodity.
   Cost/Unit	Displays the cost per unit of the commodity.
   Gross Amount	Displays the total gross amount of the commodity. It is the product of the entered quantity and cost per unit. Gross Amount = Cost per unit * Quantity
   Discount	Displays the discount amount and percentage being offered on the commodity.
   Tax	Displays the tax amount and percentage being charged on the commodity.
   Net Amount	Displays the net amount of the commodity. It is automatically calculated as follows: Net Amount = Gross Amount – Discount + Tax
   Actions	Indicates the actions that can be performed on the commodity record. Click to edit the record. Click to remove the record. The following fields are present below the Commodity Details section, and are applicable at the invoice-level.
   Gross Debit Note Amount	Displays the total gross amount of all the added commodities.
   Discount	Displays the total discount amount of all the commodities added. The average discount percentage of all added commodities is also displayed. Click to reset the values. Total Discount % = (Total discount amount / Total debit note amount) *100 Note: When commodity records are added, the discount value of each commodity is aggregated and populated here. This value cannot then be modified. However, if commodity records are not added, then this field is editable and the discount value or percentage can be entered here.
   Tax	Displays the total tax amount of all the commodities added. The average tax percentage of all added commodities is also displayed. Click to reset the values. Total Tax % = (Total tax amount / Total debit note amount) *100 Note: When commodity records are added, the tax value of each commodity is aggregated and populated here. This value cannot then be modified. However, if commodity records are not added, then this field is editable and the tax value or percentage can be entered here.
   Miscellaneous Charges	Add the name and amount of any other miscellaneous charge applicable. Use to add another charge. A maximum of 2 miscellaneous charges can be added. Click to reset the values.
   Net Debit Note Amount	Displays the overall debit note amount to be paid by the buyer. Note: The Net Debit Note Amount gets automatically calculated as follows: Net Debit Note Amount = Gross Debit Note Amount - Discount Value + Tax Amount
   	Indicates an option to reset the fields. This icon is present on the top right corner of the screen.

5. Modify the amount in the Debit Note Amount field above the Commodity Details section, to match the Gross Debit Note Amount, of all commodities.
6. Click Save to save the debit note. Or, do one of the following:
   • Click Save and Copy to save the debit note and to create an editable copy.
   • To clear the fields, click the icon in the top right side of the screen.

   Figure 2-24 On Clicking Save

   
   

   
   Description of "Figure 2-24 On Clicking Save"

   
   

   Note:

   On clicking the Save button, the debit note being created appears in a panel with in the top right corner. Click this icon to edit the debit note, if required.
7. To create another new debit note in the transaction, click the Add Debit Note link.
   1. Add required details as mentioned in the steps above.
8. Click Submit to submit the transaction, once all required debit notes have been added. The Review screen appears. Or, do one of the following:
   • Click Cancel to cancel the transaction.
   • Click Back to navigate back to the previous screen.

   Figure 2-25 Create Debit Note – Review Screen

   
   

   
   Description of "Figure 2-25 Create Debit Note – Review Screen"

   
   
9. In the Review screen, verify the details and click Confirm. A confirmation message appears with the reference number and status of the transaction. Or, do one of the following:
   • Click Cancel to cancel the transaction.
   • Click Back to navigate back to the previous screen.

   Figure 2-26 Create Debit Note - Confirmation

   
   

   
   Description of "Figure 2-26 Create Debit Note - Confirmation"

   
   

   Note:

   You can view the details of the debit note just created, by clicking the ‘Click here to view the Status of the Debit Note’ link.
10. Click the Save as Template link to save the details of the created debit note as a template. Or, do one of the following:
    • Click the View Receivables/Payables link to view the existing invoices and debit notes.
    • Click the Go To Dashboard link to go to the main dashboard.

The debit note is created and submitted for authorization.