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:

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:

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