Debts

Debts

All the obligations acquired by the company are considered, in this section the registration of the direct debts or of manual registration is analyzed, that is to say, the debts of services, fees, leases, etc.
In this application the direct registration, modification, elimination, search, authorizations and updates of debts of the open month and subsequent months are performed.
Go to Administration (Back Office) → Accounts Payable → Register of Debts and Transactions
The initial screen shows the following sections:
SEARCH DEBTS Registered: a search is performed for the registered debts of the open period and previous months that have a balance, according to the fields entered, which are the search filters.
DEBTS Registered: shows the debts registered for the open month and subsequent months. It is possible to perform actions to the debts of the open month, such as printing, authorizing, updating and authorizing and updating transactions.





Notes
The information registered from suppliers in Mexico will be used for the DIOT report and in Chile for the Purchase Ledger.

Register of Debts

To perform the register or direct entry of manual debts, perform the following steps:
Go to Administration (Back Office) → Accounts Payable → Register of Debts and Transactions
To register the debt, click the Insert icon in the DEBTS Registered section. Enter the information corresponding to the debt in the Register of Debts section in the following fields:
Field
Description
Supplier *
Enter the name of the supplier or click on the list box to choose.
Notes
Suppliers must be previously entered in the Suppliers Catalog.
Doc. Type *
Click on the type of document you want to register.
# Supplier Doc.*
Number of the debts being registered. The field is alphanumeric and can have up to 20 digits.
Doc. Date*
The day of issue of the document is entered manually or by clicking on the calendar.
Credit*
Automatically shows what is registered in the vendor catalog for the vendor to which the account is being registered.
Expiration
Automatically displays the expiration date.
Accounting Dt *
Enter the posting date
Source
Automatically displays Reg. Dir.
Sub Total
Enter the amount of the debt subtotal.
Exchange Rate
Displayed automatically when it is a supplier with foreign currency, however, it can be modified for debt. This exchange rate is captured in the Daily Foreign Exchange Rate application.
Subtotal Base IVA
Enter the amount that is the basis for IVA.
IVA
Automatically calculates the tax according to the amount entered in the IVA Base Subtotal field.
Exempt IVA Sub Total
Register the amount that is the basis for Exempt.
Exempt
Automatically displays "0"
Subtotal base Withholding Taxes on Fees
Enter the amount of fees.
Withholding S/Honorary
Automatically calculates withholding on fees.
Total
It automatically shows the total amount of the registered debt.
Comment
Brief description of the transaction in which the Debt is recorded.
Press the Add button or the Ignore button to delete the information entered and return to the initial Register of Debts and Transactions screen.


Enter the details of the accounting entry of the debt in the Register Accounting Entry of the Direct Transaction Invoice XXX section with the corresponding information in the following fields:
Field
Description
Accounting Account*
Select the accounting accounts to be affected both in debit and credit. You can type the number or name of the account or display the catalog by clicking on the " ν " arrow in the inbox.
Business Unit ID
Novohit can be implemented for corporations with branches (several business units) or one company.
This field will be enabled only if there is more than one business unit, allowing that the income statement accounts that have been indicated are assigned the corresponding business unit.
If it is a balance sheet account (assets, liabilities, equity) it will assume the business unit by default (it will not be enabled).
Amount*
Enter the amount of the accounting entry to be registered.
Debit
Automatically shows the check box activated indicating that the detail is a debit. If the detail is a Credit click on the check box to disable it.
Concept*
Brief description of the debt in this transaction being registered.
Press the Add or Ignore button to delete the information entered.

Notes
* Mandatory Fields
Only if the entry is balanced (total of debit and credit columns are equal) it can be authorized and subsequently updated.
The entry of debts is allowed if the accounting entry of the day of registration is not generated.

Modify Debts

The debts can be modified from both the header or from the details of the accounting entries at the moment of the entry of the same and after the entry.
To make the modifications at the moment of the entry of the debt:
Header
In the fields of the Register of DEBTS section edit or modify the corresponding field.
Press the Save button.
Details
Select the detail by clicking on the Edit icon and modify the required fields.
Click on the Save button.
To modify a debt at a later date, perform the following steps:
Go to Administration (Back Office) → Accounts Payable → Register of Debts and Transactions
 Locate the debt to be modified through a search in the SEARCH DEBTS Registered section or if it appears in the DEBTS Registered section.
 Click on the Edit icon of the debt to which the changes will be made in the Register of DEBTS section.
Header:
In the field of the Register of DEBTS section edit or modify the appropriate field.
Press the Save button.
Details:
Select the detail by clicking on the Edit icon and modify the fields that are required.
Press the Save button.


Delete Debts

Debts can be deleted at the time of entry and after entry.
To delete a debt at the time of entry:
Press the Delete button.
Confirm the deletion of the debt by pressing the Ok button and you will return to the initial Register of Debts and Transactions screen.
You can cancel the deletion of the entry by pressing the Cancel button.
If you need to delete a detail of the registered accounting entry:
In the Accounting Entry of the Direct Transaction to Accounts Payable section select the detail by clicking on the Edit icon.
Press the Delete button in the Register Accounting Entry of the Direct Transaction Invoice XXX section.
You can cancel the deletion of the detail by pressing the Ignore button.
To delete a debt at a later date, the debt must be in Register Status and perform the following steps:
Go to Administration → Accounts Payable → Register of Debts and Transactions
Locate the debt to be modified through a search in the SEARCH DEBTS Registered section or if it appears in the DEBTS Registered section.
Click on the Edit icon of the debt to which the changes will be made in the Register of DEBTS section.
Press the Delete button.
Confirm the deletion of the debt by pressing the Ok button and you will return to the initial Register of Debts and Transactions screen.
If you press the Cancel button, the debt will not be deleted, and you will return to the Register of DEBTS section.


Authorize Debts

It is necessary that the accounting entry of the debt registered is balanced in order to perform the authorization process; if the accounting entry of the debt is not balanced, the Accounting Accounts Not Verified icon appears and must be corrected in order to continue. After performing the authorization, the debt can be modified by following the steps indicated, the authorization process must be completed before the update process can be performed.
The authorization can be done individually (a single debt) or by groups (several or all debts at once).
To authorize debts, follow the steps below:
Go to Administration → Accounts Payable → Register of Debts and Transactions
Click on the Authorize button in the DEBTS Registered section.
In the Debts Registered section, select the debts to be authorized by clicking on the check box or "Select All".
Confirm the authorization of the debts by clicking on the Authorize button.
In the Authorize of Debt Register section, press the Return button to return to the initial Register of Debts and Transactions screen.


The Authorize Debt Register section displays the Search of Documents section where you can search for debts pending authorization.

To perform the search, you can fill in one, several or all of the following fields:
Field
Description
Supplier
Enter the name of the supplier or click on the inbox and select the name of the supplier.
Document Date
Enter the date of the document in dd/mm/yyyy format or click on the calendar.
Accountancy Date
Enter the date in dd/mm/yyyy format on which the debt was recorded. 
# Document
Number of the registered debt.
Press the Search button.

Update Debts

The debts must have an authorized status. Updating can be done individually (a single debt) or by groups (several or all debts at once).
To update debts, follow the steps below:
Go to Administration → Accounts Payable → Register of Debts and Transactions
Click on the Update button in the DEBTS Registered section.
In the Debts Registered section, select the debts to be authorized by clicking on the check box or "Select All".
Confirm the update of debts by clicking the Update button.
In the Update Register of Debt section, press the Return button to return to the initial Register of Debts and Transactions screen.
The Update Register of Debt section shows the Search of Documents section where you can search for outstanding debts to be updated.




To perform the search, you can fill in one, several or all of the fields shown below:
Field
Description
Supplier
Enter the name of the supplier or click on the inbox and select by clicking on the supplier.
Document Date
Enter the document date in dd/mm/yyyy format or select from the calendar.
Accountancy Date
Enter the date on which the debt was recorded in dd/mm/yyyy format or select from the calendar.
# Document
Number of the registered debt.
Click the Search button

Search Debts

In the SEARCH DEBTS Registered section, the initial screen of the Register of Debts and Transactions application is displayed, where the Debts of the period/month and subsequent periods are searched according to the data entered in the fields.
Go to Administration → Accounts Payable → Register of Debts and Transactions
To perform the search, you can fill in one, several or all of the following fields:
Field
Description
Commercial Name
Enter the trade name that register the debt.
Corporate Name
Company name.
Document Date
Enter dd/mm/yyyy of debt issuance. You can also click on the calendar.
Document
Select the type of document you wish to search for.
# Suppl. Document
Number of the debt being registered. The field is alphanumeric and can contain up to 20 digits.
Show paid
Click on the inbox if you need to show the debts already paid (printed and updated check).
Payment Order
Click on the inbox, if it is required to show debts with payment order (registered and/or printed check).
Period yyyymm
Enter year and month.
Document Total
Total amount of the document
Status
Select the status of the debt you are looking for from those shown in the inbox. For example: registered, updated, etc. If none is selected it will show the debts of all statuses.
Click the Search button

Download of XML/PDF from Suppliers

If a debt was imported from Supplier XML (CFDi or DTE), XML and PDF icons will appear to download the respective documents.

To download the files, follow these steps:
Go to Administration → Accounts Payable → Register Debts and Transations.

Click the XML or PDF icon for the required debt in the #Document column within the Registered Debts section.

CFDi Verification in SAT

Debts registered from the import of XML files (CFDi or DTE) from suppliers can have their status checked on the SAT portal.

To verify the CFDi status, follow these steps:

  • Locate the debt to be verified by searching in the Search Registered Debts section, or if it appears in the Registered Debts section.
  • Click on the Edit icon of the debt you want to verify in the SAT within the Registered Debts section.
  • When you click the CFDi Inquiry in SAT button in the Debt Register section, the status and a link to verify it on the SAT portal will be displayed at the top.

Click the link to open the SAT verification page.

Enter the digits shown in the image.
Click the Verify CFDi button.

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