8.5.1.1 Single Invoice/Debit Note to Multiple Payments/Credit Notes

This topic provides systematic instructions to select an invoice or a debit note and one or more payments/credit notes to reconcile with.

If you select this option, then a list of invoices and debit notes appears. These invoices and debit notes are unreconciled or partially reconciled. You can select an invoice or a debit note and one or more payments/credit notes to reconcile with. Upon selection, you can save these details, and add another record to be reconciled in the same transaction.

User must have valid corporate login credentials.

To manually reconcile a single invoice or debit note against payments or credit notes:

1. From the Dashboard, click the Toggle Menu, then click Receivables/Payables, Reconciliation, Manual Reconciliation, and Receivables/Payables against Payment/Credit Note.
   The Manual Reconciliation screen appears.

   Figure 8-62 Manual Reconciliation

   
   

   
   Description of "Figure 8-62 Manual Reconciliation"

   
   

   Table 8-26 Manual Reconciliation - Field Description

   Field Name	Description
   Select Invoice/Debit Note	This step appears if you select the Single Invoice/Debit Note to Multiple Payments/Credit Notes option from the Reconciliation Type field. A list of unreconciled / partially-reconciled invoices and debit notes is displayed. You can select either an invoice or a debit note from the list.
   Invoice/Debit Note Type	Displays the total number of invoices and debit notes available in the list.
   Search	Indicates an option to search for specific invoices/debit notes.
   	Click this icon to filter the invoices/debit notes based on certain criteria. The Invoice/Debit Note Search overlay window appears. For more information on the fields in this window, refer the Invoice/Debit Note Search section in this document.
   Selector	Indicates the option to select the invoice/debit note.
   Indicator	Displays ‘I’ for invoice and ‘D’ for debit note.
   Date Reference Number	Displays the date of the invoice/debit note and its reference number as a hyperlink. You can click this link to view the invoice/debit note details in an overlay window. The fields displayed in the overlay window are the same as those present in the View Invoice Details screen / View Debit Note Details screen in this document.
   Associated Party	Displays the name of the associated or counter party.
   Due Date	Displays the due date of the invoice/debit note.
   Amount	Displays the total invoice/debit note amount.
   Unreconciled Amount	Displays the unreconciled invoice/debit note amount.
   Reconciliation Details section	This section, present on the right hand side of the Manual Reconciliation screen, is automatically updated when you select the invoice/debit note and payments/credit notes for reconciliation.
   Invoice/Debit Note to be reconciled	Displays the invoice/debit note amount to be reconciled, once you select an invoice/debit note in the 1st step of manual reconciliation.
   Reconciled Amount	Displays the total payments/credit notes amount. This field is updated once you select the payments and/or credit notes in the 2nd step of manual reconciliation.
   Pending for Reconciliation	Displays the difference between the amounts in the fields above.
   View Selected Records	Click this link to view the details of the selected invoice/debit note and payments and/or credit notes. An overlay window appears with the details of the selected records.
   Reconciled Records	This section (present on the top right side of the Manual Reconciliation screen) displays the number of records that you have saved for reconciliation by clicking Save and Add Another. You can click the View Details link to view the details of these saved records, which appear in an overlay window. To remove a saved record, click beside it.

2. If you select the Single Invoice/Debit Note to Multiple Payments/Credit Notes option, then in the Select Invoice/Debit Note step, select the required invoice or debit note to reconcile. You can use the Search field and filter options to find the required record.
3. Click Continue to proceed to the Reconcile with Payments/Credit Notes step. Or, do one of the following:
   • Click Cancel to cancel the transaction.
   • Click Back to go to the dashboard.

   Figure 8-63 Reconcile with Payments/Credit Notes

   
   

   
   Description of "Figure 8-63 Reconcile with Payments/Credit Notes"

   
   

   Table 8-27 Reconcile with Payments/Credit Notes - Field Description table

   Field Name	Description
   Reconcile with Payments/Credit Notes	This step appears when you select an invoice/debit note and click Continue. You can select multiple payments/credit notes for reconciliation.
   Payments/Credit Notes (number)	Displays the total number of payment and credit note records available in the list.
   Search	Indicates an option to search for specific payments/credit notes.
   	Click this icon to filter the payments and credit notes based on certain criteria. The Payments/Credit Notes Search overlay window appears. For more information on the fields in this window, refer the Payments/Credit Notes Search section in this document. The following fields are present in the payments/credit notes grid.
   Check box	Indicates the option to select the payment/credit note record.
   Indicator	Displays ‘P’ for payment and ‘C’ for credit note.
   Date Reference Number	Displays the date of the payment/credit note and its reference number as a hyperlink. You can click this link to view the payment/credit note details in an overlay window. The fields displayed in the overlay window are the same as those present in the View Payment (details)screen / View Credit Note Details screen in this document.
   Associated Party Remitter Name	Displays the name of the associated party and the remitter.
   Due Date	Displays the expiry date in case of a credit note record. For a payment record, this field is blank.
   Amount Unreconciled Amount	Displays the total payment/credit note amount and the unreconciled amount.
   Amount To Be Reconciled	Indicates the payment/credit note amount that is yet to be reconciled. Once you select a payment/credit note record, you can edit and modify the amount to be reconciled, if required. Note: To edit this field: Select the required payment/credit note record. Click and modify the amount. Click to save the amount.
   Reconciliation Details section Figure 8-64 Reconciliation Details	This section, present on the right hand side of the Manual Reconciliation screen, is automatically updated when you select the invoice/debit note and payments/credit notes for reconciliation.
   Payment/Credit Note to be reconciled	Displaysthe payment/credit note amount to be reconciled, once you select an payment/credit note in the 1st step of manual reconciliation.
   Reconciled Amount	Displays the total payments/credit notes amount. This field is updated once you select the payments and/or credit notes in the 2nd step of manual reconciliation.
   Pending for Reconciliation	Displays the difference between the amounts in the fields above.
   View Selected Records	Click this link to view the details of the selected invoice/debit note and payments and/or credit notes. An overlay window appears with the details of the selected records.

4. In the Reconcile with Payments/Credit Notes step, select the required payments and/or credit notes to reconcile with.
5. In the Amount To Be Reconciled field, click to edit the amount and then click to save the changes, if required.
6. Click Save and Add Another to save the details and select another invoice/debit note to reconcile against payments/credit notes.
   • To view a list of records that you have already saved, click the View Details link in the Reconciled Records section, on the top right side of the Manual Reconciliation screen.

     An overlay window appears with the saved records. To delete a record, click .

7. Click Submit to submit the transaction. The Review screen appears. Or, do one of the following:
   • Click Cancel to cancel the transaction.
   • Click Back to go to the dashboard.
8. In the Review screen, verify the selected details and click Confirm. A confirmation message appears, with the status and reference number of the transaction. Or, do one of the following:
   • Click Cancel to cancel the transaction.
   • Click Back to go to the dashboard.

Once the transaction is submitted, the approver is notified. If any modifications are required, the approver can add relevant comments and send the transaction back to the maker, using the Send to Modify feature. Once the required modifications are made, the maker can re-submit the transaction.