Transactions on Debt

Transactions on Debt

Debit Notes, Credit Notes, Manual Payments, etc. are considered as transactions on debts. The register of transactions on the invoice or debt is performed when it has the status of updated.
For the registration, modification, elimination, authorization and update of transactions on debts/invoices it is required that the month is open.
In the section Transactions on Invoice ####, it shows the buttons with the actions Print, Authorize, Update and the icon to edit the transaction.

Register Transaction

To perform the register or direct entry of transactions, perform the following steps:
Go to Administration (Back Office) → Accounts Payable → Register of Debts and Transactions
To register the transaction, click on the Edit icon in the DEBTS Registered section of the debt to which you want to enter the transaction.
Enter the transaction information in the Register of Transactions on invoice section, entering the following fields:
Field
Description
Operation
Select the type of operation being registered, for example: Credit Note, Payment, Debit Note, etc.
Document Type
Select the type of document being registered, for example: Credit Memo, Electronic Credit Memo, etc.
# Document
Number or folio of the document being registered.
Date
Enter document date in dd/mm/yyyy format. You can also click on calendar. 
Sub Total
Enter the amount of the IVA base. The amount is automatically entered in the IVA field. 
Sub Total Exempt
Enter the amount of the Exempt base.
Comment
Brief description of the transaction being registered in this transaction.
Press the Add button or the Ignore button to delete the registered information.
Enter the details of the accounting entry of the transaction in the Register Accounting Entry of the Direct Transaction section with the corresponding information in the following fields:
Field
Descripción
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 list box arrow. 
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 transaction being registered.
Press the Add button or the Ignore button to delete the registered information. * Mandatory fields.
Only if the entry is balanced (total of the debit and credit columns are equal) it will be possible to authorize and subsequently update the transaction.
The entry of the transaction is allowed if the accounting entry of the day of registration is not generated. 

Modify Transactions

The transactions can be modified both in the header and in the details of the accounting entries at the time of entry or after the entry has been made.
Go to Administration (Back Office) → Accounts Payable → Register of Debts and Transactions
To make the modifications at the moment of the transaction entry, perform the following steps:
Header:
    In the Register of Transaction on Invoice # section modify the appropriate field.
    Press the Save button.

Accounting Entry:
    Select the detail of the accounting entry by clicking on the Edit icon in the Accounting Entry of the Direct Transaction to Accounts Payable section.
    In the Register Accounting Entry of the Direct Transaction Invoice # section modify the corresponding fields.
    Click on the Save button.
To modify a transaction after the entry, perform the following steps: 
Go to Administration (Back Office) → Accounts Payable → Register of Debts and Transactions
Locate the debt or invoice that has the transaction to be modified through a search or check if it appears in the DEBTS Registered section.
Click on the Edit icon of the debt or invoice to which you want to make changes in the transaction. 
     
Header
      In the Register of Transactions on Invoice # section modify the appropriate field.
      Press the Save button.

Accounting Entry:
      Select the detail of the accounting entry by clicking on the Edit icon in the Accounting Entry of the Direct Transaction to Accounts Payable section.
      In the Register Accounting Entry of the Direct Transaction Invoice # section edit or modify the corresponding fields.
      Click on the Save button.

Delete Transactions

The transactions can be deleted at the moment of their entry and later when they are entered. Their status can be Register or Authorized.
Go to Administration (Back Office) → Accounts Payable → Register of Debts and Transactions
To delete a transaction at the time of entry:
Before pressing the Add button, press the Ignore button and the register data will be cleared.
When the transaction has been added:
Select the transaction by clicking on the Edit icon in the Transactions on Invoice ### section.
Press the Delete button.
Confirm the deletion of the transaction by pressing the Ok button and you will return to the initial transaction register screen.
You can cancel the deletion of the transaction by pressing the Cancel button.
If you need to delete a registered Accounting Entry Detail:
In the Accounting Entry of the Direct Transaction to Accounts Payable section, select the detail by clicking on the Edit icon.
Click on the Delete button in the Register Accounting Entry of the Direct Transaction Invoice #.

 The automatic accounting entries cannot be deleted or modified; these entries can be identified by a blue diamond on the left side.
To delete a transaction after the entry, it must be in Register or Authorized status, perform the following steps:
Go to Administration (Back Office) → Accounts Payable → Register of Debts and Transactions
Locate the debt of the transaction you wish to delete 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 transaction will be deleted in the DEBTS Registered section.
Select the transaction to be deleted by clicking on the Edit icon in the Transactions on Invoice ### section.
Press the Delete button.
Confirm the deletion of the transaction by pressing the Ok button.
If you press the Cancel button, the transaction deletion will be cancelled.

Authorization of Transactions

It is necessary that the accounting entry of the transaction is balanced in order to perform the authorization process. If the transactions accounting entry is not balanced, the Triangle icon appears and must be corrected in order to continue. After performing the authorization, the transaction can be modified or deleted by following the steps indicated. The approval process must be completed before the update process can be performed.
The authorization can be done individually (a single transaction) or by groups (several or all transactions at once).

To authorize one or more transactions for a specific invoice, follow the steps below:
Go to Administration (Back Office) → Accounts Payable → Register of Debts and Transactions
Locate the debt of the transaction to be authorized 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 movement is to be authorized in the DEBTS Registered section.
Click the Authorize button in the Transactions on Invoice ### section.
In the Authorize Transactions on Debt section, select the transactions to be authorized by clicking on the check box or "Select All".
Confirm the authorization of the movements by clicking on the Authorize button.
In the Authorize Transactions on Debt section, click the Return button to return to the debt screen.
To approve a transaction or group of transactions from the DEBTS Registered section, follow the steps below:
Go to Administration → Accounts Payable → Register of Debts and Transactions
In the DEBTS Registered section click on the Authorize Detail button.
Click on the check box of the transactions to be authorized or on "Select All" in the Transactions on Debts section.
Confirm the authorization of the transactions by clicking on the Authorize button.
In the Authorize Transactions on Debt section, click on the Return button, returning to the initial screen of the Register of Debts and Transactions.
The Authorize Transactions on Debt section shows the Search of Documents section where you can search for the movements to be authorized.
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 list box.
Document Date
Enter the date of the document in dd/mm/yyyy format on which it was registered. You can also select the date from the calendar.
# Document
Enter the number of the movement (credit note, payment, etc.) that was registered.
# Document that affects
Number of the debt (invoice) to which the document to be searched was registered.
Press the Search button.
The result of the search will be displayed in the Transactions on Debt section.

Update Transactions

The transactions must have the status of authorized. The update can be done individually (a single movement) or by groups (several or all movements at once).
To update the movements of a specific invoice, follow the steps below:
Go to Administration (Back Office) → Accounts Payable → Register of Debts and Transactions
Locate the debt of the movement to be updated 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 transaction will be updated in the DEBTS Registered section.
Click the Update button in the Transactions on Invoice ### section.
In the Update Transactions on Debt section select the transactions to be authorized by clicking on the check box or "Select All".
Confirm the authorization of the transactions by clicking on the Update button.
In the Update Transactions on Debt section press the Return button, returning to the debt screen.
To update a movement or group of movements from the Debts Registered section, follow the steps below:
Go to Administration (Back Office) → Accounts Payable → Register of Debts and Transactions
 In the Debts Registered section, click on the Update Detail button.
 Click on the check box of the movement to be updated or on "Select All" in the Transactions on Debt section.
 Confirm the update of the transaction by clicking on the Update button.
 In the Update Transactions on Debt section, click on the Back button to Return to the Register of Debts and Transactions home page.
The Update Transactions on Debt section displays the Search of Document section where you can search for the movements to be updated.
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.
Document Date
Enter the date on which the document was registered in dd/mm/yyyy format. You can also select the date from the calendar.
Accountancy Date
Enter the number of the transaction (credit note, payment, etc.) that was registered. 
# Document
Number of the debt (invoice) to which the document to be searched was registered.
Press the Search button. 
The result of the search will be displayed in the Transactions on Debt section.


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