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Posting Payable Credit Notes

The Post button on the payable credit note detail page allows you to post an "In Progress" payable credit note. In Classic EditionThe view of the application that you see when you first install the base managed package., the Save & Post button first saves the document then posts it in the same way as if you had clicked the Save and Post buttons separately.

In some situations, the posting isn't immediate. The document is set to "Ready to Post" and it is batched up for posting by a scheduled job. A "Ready to Post" document cannot be amended, discarded, printed, or manually posted.

For details of how to set up the scheduled job, see Setting up the Background Posting Scheduler.

Payable credit notes are batched up for posting by a scheduled job in the following situations:

• When the payable credit note exceeds the lines threshold set for payable credit notes in the Accounting Settings custom setting (defaults to 80).
• When the payable credit notes has its tax value calculated by AvaTax.
• When you post payable credit notes from a list view.

When a payable credit note is posted, two or more transaction line items are posted to your current company's general ledger and the payable credit note is assigned a transaction number. The sum of these transaction line items is zero in document, home and dual currency.

The potential settlement discounts and dates are calculated using the document date and the vendor's credit termsSet of terms used to determine due dates and discounts for the goods and services bought or sold. Terms can be set at account level for vendors and/or company level for customers.. The discount information is stored on the transaction for use according to the payment date set in Payments or according to the discount date set in Cash Matching.

The posted payable credit note is now "Complete" and can no longer be discarded.

If a payable credit note was created from a payable invoice and both documents remain unmatched, you can click the Post & Match button on its detail page to post the "In Progress" credit note and match it to the associated invoice. If the credit note fails to post, you will remain on the payable credit note detail page so that you can correct the credit note details. If the credit note posts successfully but fails to match the invoice, the Cash Matching tab will be displayed so that you can resolve the match manually. See Creating a Credit Note from a Payable Invoice for related information.

Notes

• You can only post a payable credit note if the relevant vendor account has an account trading currency and an accounts payable control account associated with it and all the related products have appropriate payable analysis accounts assigned to them. If any of these are missing, the posting will fail.
• If the payable credit note was created from an intercompany transferObject used as a staging location for data used when transferring costs to other companies in the same organization., the account line on the transaction will use the accounts payable GLA from the related intercompany definitionDefines the intercompany control accounts to use when transferring costs between companies in the same organization. not the accounts payable GLA from the account. This is so that you can use the same vendor account with many companies and each one can have its own set of control accounts.
• Do not post any documents to a period that is being revalued. Wait for the whole currency revaluation process and all related batch jobs to complete before continuing to post documents.

Posting Multiple Payable Credit Notes

To post multiple payable credit notes:

1. Click the Payable Credit Notes tab.
2. Choose a predefined view from the drop-down list to select the records to display. Alternatively, you can select Create New View to define your own list view.
3. Use the checkboxes on the left to select one or more payable credit notes that you want to post.
4. Click Post. If you don't see this button, contact your administrator.

The status of each selected credit note becomes "Ready to Post" and they are batched up for posting by a scheduled job.

If you do not want to wait for the next scheduled job you can click Background Post to start the Background Posting Scheduler immediately. This button is only available if you have been given the necessary permissions for Background Posting.

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