AP Voucher Credits to Payable Credit Notes

Order and Inventory Management – FinancialForce Connector enables you to create payable credit notes in Accounting from the AP voucher credits issued by your suppliers to rectify a mistake or track returned goods.

For more information about these objects, see the following:

• AP Vouchers
• What is a Payable Credit Note?

Eligible AP Voucher Credits

For a payable credit note to be created from an AP voucher credit, the related AP voucher must be linked to a completed payable invoice in Accounting.

In addition, all the AP voucher line credits must have a value in the Quantity Vouchered field. This field might not be populated automatically when you credit an AP voucher.

Accounting Company and Currency

When you create a purchase order, the Company picklist field is automatically populated with the value defined in the Default Company field on the OIM – FinancialForce Connector Admin page. The connector then automatically populates the Accounting Company lookup field using the Company Name picklist. You manually change the company by modifying the picklist or the lookup field, depending on your permissions. The Accounting Currency field is automatically set to the Accounting currency that belongs to the Accounting company and has the same ISO code as the name of the currency defined in the Currency field.

When you create an AP voucher line that relates to a purchase order line item, the Accounting Company and Accounting Currency fields are automatically copied from the purchase order to the AP voucher. If you then add AP voucher lines that relate to other purchase orders, the connector ensures that all the purchase orders have the same Accounting companies and currencies.

If the first AP voucher line that you create for an AP voucher does not relate to a purchase order line item, the Accounting Company field on the AP voucher is populated with the default company. The Accounting Currency field is populated using the AP voucher's currency ISO code. If you then add an AP voucher line that relates to a purchase order line item, the Accounting Company and Accounting Currency fields are populated from the purchase order.

When creating a payable credit note from an AP voucher credit, the related AP voucher's Accounting company and currency are used.

Creating Payable Credit Notes

You can create payable credit notes from AP voucher credits in several ways:

• Manually, by clicking Create Payable Credit Note on the AP voucher record page. For more information, see Creating a Payable Credit Note from a Single AP Voucher Credit.
• Manually, by clicking Create from AP Voucher Credits on the Payable Credit Notes list view. For more information, see Creating Payable Credit Notes from All Eligible AP Voucher Credits.
• Automatically, when the AP voucher credit is created by voiding or crediting an exported AP Voucher, or based on custom criteria defined in your org. For more information, contact your administrator and see Setting up Automatic Document Creation.
• Automatically, when a scheduled job executes. For more information, contact your administrator and see Managing Scheduled Jobs.

Mappings

The following table lists how fields on the AP Voucher Credit object map to the relevant fields on the Payable Credit Note object. In some cases, the connector looks up information from related records or provides static values.

Note:

Your administrator might have changed the default mappings or added custom mappings.

Default Mappings between AP Voucher Credit Fields and Payable Credit Note Fields

AP Voucher Credit Field	Static Value	Payable Credit Note Field
AP Voucher > Accounting Company		Company
AP Voucher > Accounting Currency		Credit Note Currency
AP Voucher > Currency ISO Code		Currency ISO Code
AP Voucher > Payable Invoice		Payable Invoice
Credit Date		Credit Note Date
Original Invoice Date		Invoice Date
Period		Period
Record ID		AP Voucher Credit
Registered Date		Registered Date
Supplier Invoice Number		Vendor Credit Note Number
Supplier Site > Account		Account
	Deselected (false)	Copy Account Values
	Deselected (false)	Derive Currency
	Selected (true)	Derive Due Date

Once a payable credit note is created from an AP voucher credit, the Export Status field on the AP voucher credit is set to "Exported" and the Payable Credit Note field is populated with the newly created payable credit note.

Note:

If the AP voucher credit contains more lines than the limit defined by your administrator, multiple payable credit notes are created for the AP voucher credit. When this happens, the payable credit notes are not linked to a payable invoice. In addition, the Payable Credit Note field is populated with the last payable credit note that was created. You can view all the payable credit notes linked to an AP voucher credit in the Payable Credit Notes related list. For more information, contact your administrator and see Payable Credit Note Line Limit.

Lines

When creating the payable credit note, AP voucher line credits are used to create product and expense lines for the payable credit note. Expense lines are created when the purchase order line item related to the AP voucher line credit is of type "Description" or "Category". In all other cases, product lines are created on the payable credit note. The Product Line formula field is used to determine whether a product line or an expense line is created.

The following table lists how fields on the AP Voucher Line Credit object map to the relevant fields on the Payable Credit Note Line Item object. Most field values are retrieved from the related AP voucher line. In some cases, the connector provides static values.

Default Mappings between AP Voucher Line Credit Fields and Payable Credit Note Line Item Fields

AP Voucher Line Credit Field	Static Value	Payable Credit Note Line Item Field
AP Voucher Line > Dimension 1		Dimension 1
AP Voucher Line > Dimension 2		Dimension 2
AP Voucher Line > Dimension 3		Dimension 3
AP Voucher Line > Dimension 4		Dimension 4
AP Voucher Line > Item		Item Master
AP Voucher Line > Item > Item Description		Line Description
AP Voucher Line > Product		Product
Quantity Vouchered		Quantity
Record ID		AP Voucher Line Credit
Unit Price		Unit Price
	Deselected (false)	Derive Unit Price from Product
	Selected (true)	Derive Line Number

The following table lists how fields on the AP Voucher Line Credit object map to the relevant fields on the Payable Credit Note Expense Line Item object. In some cases, the connector looks up information from related records or provides static values.

Default Mappings between AP Voucher Line Credit Fields and Payable Credit Note Expense Line Item Fields

AP Voucher Line Credit Field	Static Value	Payable Credit Note Expense Line Item Field
AP Voucher Line > General Ledger Account		General Ledger Account
Amount		Net Value
Purchase Order Line Item > Description		Line Description
Record ID		AP Voucher Line Credit
	Deselected (false)	Set GLA to Default
	Selected (true)	Derive Line Number