Articles on: Purchase Module

Accounts Payable (AP)

Why do I need a debit note/debit note (AP)?


  • Used to set up payment of documents to increase debt By referring to the receipt of goods/services (GR), for example, in the case of calculating under-priced or over-negotiated quantities.
  • To set up debt without reference to Purchase Orders (POs) or Goods Receipt (GR) such as water, electricity and employee salaries. or in the case of an increase in the price of a product/service
  • Plan cash flow for general expenses



Action permissions


Create Debit Note/Debit Note (AP)


  1. Select the menu Order and Buy.
  2. Press tab 3. Receive products/services
  3. Press the action button ' ... ', select Create Debit Note (AP).
  4. Fill in the details completely.
  5. Press Save.


💡 Nested Tip: Able to create AP from tab 3. Get products/services by
  1. Select the product/service receipt (GR) for which you want to create an AP.
  2. Press the action button '...' select Create Debit Note (AP).



Edit Debit Note/Debit Note (AP)


  1. Select the menu Order and Buy.
  2. Press tab 3. Receive products/services
  3. Select the debit note/debit note (AP) that you want to edit.
  4. Press the action button ' ... ', select edit.
  5. Edit the information as needed.
  6. Press Save.



💡 Nested Tip: In case of account lockout Account period must be unlocked before the document can be edited.💡 Nested Tip: In case the Debit Note/Debit Note (AP) has been drawn to make a Payment Voucher (PV), it must be cancelled before it can be used. Able to edit debit memo/debit note (AP) except in case of accounting amendment. Can be modified by setting permissions to be able to edit accounting entries.



Edit Accounting Debit note/Debit note (AP)


  1. Select the menu Order and Buy.
  2. Press tab 3. Receive products/services
  3. Select the debit note/debit note (AP) that you want to edit.
  4. Press the action button ' ... ', select edit.
  5. Edit the information as needed.
  6. Press Save.


💡 Nested Tip: In case of account lockout Account period must be unlocked before the document can be edited.



Cancel Debit Note/Debit Note (AP)


  1. Select the menu Order and Buy.
  2. Press tab 3. Receive products/services
  3. Select the debit note/debit note (AP) that you want to cancel.
  4. Press the action button ' ... ', select edit.
  5. Press to the right of the save button, select Cancel.



💡 Nested Tip: In case the period has been locked The account period must be unlocked before the document can be cancelled.💡 Nested Tip: In case the document is already referenced to the PV payment, the PV must be canceled before the document can be cancelled.



Print debit note/debit note (AP)


  1. Select the menu Order and Buy.
  2. Press tab 3. Receive products/services
  3. Select the debit note/debit note (AP) that you want to print.
  4. Press the action button ' ... ', select type.




Workflow


Send approval debit note/debit note (AP)


  1. Select the menu Order and Buy.
  2. Press tab 3. Receive products/services
  3. Select the debit note/debit note (AP) that you want to submit for approval.
  4. Press the action button ' ... ', select edit.
  5. Press to the right of the save button, select Submit Approval.




Withdraw approval request Debit note/Debit note (AP)


  1. Select the menu Order and Buy.
  2. Press tab 3. Receive products/services
  3. Select the debit note/debit note (AP) that you want to reverse approval.
  4. Press the action button ' ... ', select edit.
  5. Press to the right of the save button, select Reverse Document.



Approved via Dashboard


  1. On the top menu bar, select the Mission menu.
  2. Select the debit note/debit note (AP) that you want to approve.
  3. Press the action button ' ... ', select Approve.


Approval via menu Product/Service


  1. Select menu, order and buy.
  2. Press tab 3. Receive products/services
  3. Select the debit note/debit note (AP) that you want to approve.
  4. Press the action button ' ... ', select edit.
  5. Press the right side of the save button, select Approve.



Reject Approval via Dashboard


  1. In the top menu bar, select the __missions menu.
  2. Select the debit note/debit note (AP) that you want to reject approval.
  3. Press the action button ' ... ', select edit.
  4. Scroll down to the bottom of the document where Note (internal) enter details to indicate the reason for the refusal.
  5. Press the right side of the save button, select Disapprove.


Reject via menu Product/Service


  1. Select the menu Order and Buy.
  2. Press tab 3. Receive products/services
  3. Select the debit note/debit note (AP) that you want to submit for approval.
  4. Press the action button ' ... ', select edit.
  5. Scroll down to the bottom of the document where Notes (internal) enter details to indicate the reason for the refusal.
  6. Press the right side of the save button, select Disapprove.




Details in the document


Header


  • Document date defaults to today User can change This date should match the partner invoice date.


  • Company/Branch select the company and branch to issue the document.


  • Reference specify the product/service receipt number (GR) to which the debt is added. The information will be automatically displayed according to the reference document (if applicable).


In case the Product/Service Receipt (GR) number is not found, it can be caused by various situations such as GR has not been approved / GR has been used to create an AP / System user has no right to see GR of the party. say


  • Partner Partner Name


  • Reason select a reason for increasing debt


  • Increase debt due more than agreed amount
  • Increase debt due product price is lower than actual
  • Increase debt due other


💡 Nested Tip: can be set Reason for increasing debt (Purchase)if desired.


  • Delivery Address choose the address you want to notify the partner to deliver the product.


💡 Nested Tip: Can add Delivery Address if needed.


  • Contact Name - Department users can select a department to let the partner know which party to contact.


💡 Nested Tip: Can add department/department if needed.In the case of specifying an individual But Mr. A, who was designated to see only the marketing documents. Documents owned by HR will not be visible, can set visibility permissionif desired.


  • Contact Name - Employee enter a contact name (employee) to let the partner know who to contact.


  • Urgent select when the document requires urgent payment. Provide urgent reasons and payment schedule


  • Show exchange rate select in case of import order.


- currency can be selected as needed. reference currency settings


- exchange rate is set by Bank of Thailand default. Users of the system can modify the exchange rate as they really are.


- document currency to specify under which currency you want to print the document.


  • VAT included price select in case the partner invoice we received. Each item has included VAT.



Item table


  • Item fill in product/service details, there are 3 types of items.


  1. Product/Service Code
  2. General items (not referring to product/service code)
  3. Description by typing ** in front of the description.


💡 Nested Tip: Can add product/service code if needed.


  • CC Cost Center is the cost center. Identify the abbreviation of the company, branch, department, sales order, unit (real estate) that owns the cost.


  • Quantity specifies the amount/quantity of Goods/Services Receipt List


  • Unit select the unit used for the item.


💡 Nested Tip: You can set unit if you want.


  • Price the unit price of the item.


  • Discount specify the discount price of the item (if any). Can be entered as a discount, a number or a %, for example, in the case of a product priced at 100 baht, when entering 10%,20%,30%, it becomes 50.40 baht.


  • GL Chart of Accounts in case the product/service code is specified. Chart of Accounts will be automatically displayed from those associated with the Product Code.


💡 Nested Tip: Chart of Accounts Code GL can be edited for purchase if needed.


  • VAT Select VAT rate In the case of goods/services subject to VAT


💡 7% VAT = 7% tax💡 VAT 0% = Tax at 0% rate such as export/import Product/Service💡 VAT ( - ) = goods exempt from tax such as agricultural crops, rent, transportation, etc.


  • WHT check ✓ if withholding tax is deducted.


  • Ret. check ✓ if the security deposit is deducted.


  • Property check ✓ if it's an asset order



Withholding tax table


  • Type select withholding type


  • description specify a description.


  • Service Value specify the service value before VAT.


  • Rate specify the rate according to the Revenue Department standard.


  • WHT value of withholding tax


  • PND select type of income tax


  • Tax payer select tax payer


💡 Nested Tip: This table is shown if ✓ is marked in the WHT column.



VAT table


  • Partner name of tax invoice company


  • Tax invoice number refer to the tax invoice number received. In the case of re-entering the same partner's tax invoice number The system will not save.


  • Invoice date date based on the received tax invoice.


  • Tax filing month expected month of filing input tax.


  • Tax value the value of the goods/services used for tax purposes


  • Rte VAT rate


  • VAT VAT value


  • Note



💡 Nested Tip: This table is shown if ✓ is marked in the VAT column.



Work guarantee table


  • Warranty information specify details


  • Duration indicates the warranty period.


  • Unit select day, week, month or year.


  • Since specify the insurance start date.


  • Retention Amount will be automatically calculated as a pre-VAT x % reference as specified in the partner.


  • Work Assurance Due repayment Date Insurance amount



💡 Nested Tip: This table will be displayed if ✓ is checked in the Ret column. In case this column is not found, go to Edit PartnerService Assurance = Yes



Property Table


  • Image attach a picture of the property to be displayed in the property register.


  • Assets refer to item details


  • Property Holder specify the trustee's name. When employees resign or move departments, they can change the name of the property holder as appropriate.


💡 Nested Tip: Names should be given based on the number of assets purchased.


  • Calculate Depreciation check ✓ in case the asset's value is high enough to calculate depreciation.


In the case of some assets that are not of high value, such as a calculator that costs 500 baht, but is an office equipment that is not used up Can be recorded as a list of assets by notmarked ✓ to do depreciation calculation


  • Property Type select Property Type which will be determined


  1. Chart of Assets
  2. Depreciation
  3. Chart of Accumulated Depreciation Accounts
  4. Accumulated depreciation account
  5. Depreciation account
  6. Method for calculating depreciation
  7. Service life


Reference Set Property Type


  • Depreciation calculation method there are 3 methods.


  1. Straight line
  2. The amount has decreased twice.
  3. Total number of years of service life (years)


❗ The system supports only the straight line method.


  • Lifetime [years] determines how many years the asset will be depreciated.


  • Residual price value when selling the property at the end of its useful life - Cost of selling the property.


  • Shipping/Installation cost of bringing the property to use.



💡 Nested Tip: This table is shown if ✓ is checked in the Asset column.



GL Accounting Table


  • Account code chart of accounts bound to product code. and selected partners


  • Debit debit balance


  • Credit credit side balance


  • CC Cost Center


  • Note



End of document


  • Note [Partner] description or additional information you would like to provide to the partner. It will appear on the printed debit note/debit note.


  • Note [internal] description or additional information It will not appear on the printed purchase order.


  • Attachment attach important relevant documents such as invoices.




Link

Document in this step will be linked to


  • Dashboard : Cash Flow


  • Trial Balance


  • Purchase journal


  • Purchase tax report


  • Inventory


  • Assets

Updated on: 30/09/2022