8.5.1.2 Single Payment/Credit Note to Multiple Invoices/Debit Notes

This topic provides systematic instructions to reconcile the Multiple invoices and/or debit notes with a single payment or credit note.

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

To manually reconcile invoices/debit notes against a single payment or credit note:

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.
2. In the Manual Reconciliation screen, select the appropriate option from the Invoice/Debit Note Type field.
3. From the Reconciliation Type field, select the Single Payment/Credit Note to Multiple Invoices/Debit Notes option.
   A list of unreconciled or partially reconciled payments/credit notes appears.
4. In the Select Payment/Credit Note step, select the required payment or credit note to reconcile. You can use the Search field and filter options to find the required record.

   Figure 8-65 Select Payment/Credit Note

   
   

   
   Description of "Figure 8-65 Select Payment/Credit Note "

   
   

   Table 8-28 Select Payment/Credit Note - Field Description

   Field Name	Description
   Select Payment/Credit Note	This step appears if you select the Single Payment/Credit Note Multiple Invoices/Debit Notes option from the Reconciliation Type field. A list of unreconciled / partially-reconciled payments and credit notes is displayed. You can select one payment or credit note from the list.
   Payments/Credit Notes (number)	Displays the total number of payments and credit notes available in the list.
   Search	Indicates an option to search for specific payments/credit notes.
   	Click this icon to filter the payments based on certain criteria. The Payment/Credit Note Search overlay window appears. For more information on the fields in this window, refer the Payment/Credit Note Search section in this document. The following fields are present in the payments/credit notes grid.
   Selector	Indicates the option to select the payment/credit note.
   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. For more information on the fields displayed, refer the ViewPayment Details section or the View Credit Note Details section 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	Displays the total payment/credit note amount.
   Unreconciled Amount	Displays the payment/credit note amount that has not yet been reconciled.
   Reconciliation Details section	This section, present on the right hand side of the Manual Reconciliation screen, is automatically updated when you select the payment/credit note and invoices/debit notes for reconciliation.
   Payment/Credit Note to be reconciled	Displays the payment/credit note amount to be reconciled, once you select a payment/credit note in the 1st step of manual reconciliation.
   Reconciled Amount	Displays the total invoices/debit notes amount. This field is updated once you select the invoices and/or debit 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 payment/credit note and invoices and/or debit 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.

5. Click Continue to proceed to the Reconcile with Invoices/Debit Notes step. Or, do one of the following:
   • Click Cancel to cancel the transaction.
   • Click Back to go to the dashboard.

   Figure 8-66 Reconcile with Invoices/Debit Notes

   
   

   
   Description of "Figure 8-66 Reconcile with Invoices/Debit Notes"

   
   

   Table 8-29 Reconcile with Invoices/Debit Notes - Field Description

   Field Name	Description
   Reconcile with Invoices/Debit Notes	This step appears when you select a payment/credit note and click Continue. You can select multiple invoices and debit notes for reconciliation.
   Invoice/Debit Note (number)	Displays the total number of invoices and debit notes available in the list.
   Search	Indicates an option to search for specific invoices or 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. The following fields are present in the invoices/debit notes grid.
   Check box	Indicates the option to select the invoice/debit note record.
   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. For more information on the fields displayed, refer the ViewInvoice Details section or the View Debit Note Details section 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 Unreconciled Amount	Displays the total invoice/debit note amount and the unreconciled amount.
   Amount to be Reconciled	Indicates the invoice/debit note amount that is yet to be reconciled. Once you select an invoice/debit note record, you can edit and modify the amount to be reconciled, if required. Note: To edit this field: Select the required invoice/debit note record. Click and modify the amount. Click to save the amount.
   Reconciliation Details section Figure 8-67 Reconciliation Details	This section, present on the right hand side of the Manual Reconciliation screen, is automatically updated when you select the payment/credit note and invoices/debit notes for reconciliation.
   Payment/Credit Note to be reconciled	Displays the payment/credit note amount to be reconciled, once you select a payment/credit note in the 1st step of manual reconciliation.
   Reconciled Amount	Displays the total invoices/debit notes amount. This field is updated once you select the invoices and/or debit notes in the 2nd step of manual reconciliation.

6. In the Reconcile with Invoices/Debit Notes step, select the required invoices and debit notes to reconcile with.
7. In the Amount to be Reconciled field, click to edit the amount and then click to save the changes, if required.
8. Click Save and Add Another to save the details and select another payment/credit note to reconcile against invoices/debit 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 .
9. 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.
10. 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.