ANTE User Manual

Debit Notes (Inter-company Recharge)

When your company pays the salary of employees who work for a related company (for example seconded or trainee staff), you can recharge that cost every month. This page lets you set up the arrangement (who is recharged, to which company, in which currency) and then generate a monthly debit note from posted payroll, as a PDF or Excel file with a control number.

Tip
New to recharges? Follow Set Up an Inter-company Recharge for a worked example. The Tutorial button on these screens opens it.

Accessing Debit Notes

The Debit notes tab
  1. Click Manpower in the sidebar
  2. Open Payroll, then select Debit Notes

The page has two tabs: Debit notes and Arrangements. You need the Payroll Recharge permission to see it.

Setting Up an Arrangement

On the Arrangements tab click New arrangement. For a guided walkthrough with a worked example, see Set Up an Inter-company Recharge, or click Tutorial at the top of the page or in the dialog.

The Arrangements tab

The dialog has four tabs. Each starts with a one-line summary, the info icons next to the headings explain each setting in more detail, and short sentences under the fields show what your choices mean (for example which month's rate a note will use). If a field needs fixing when you save, its tab shows a count and opens for you.

The arrangement dialog, Billing tab
Billing: Code / Nametext
How you refer to the arrangement. The code cannot be changed after it is saved.
Billing: Related company billedtext
The company the debit note is addressed to. It prints as "Billed to", with the Address on the note underneath.
Billing: Employee code prefixtext
Printed before the employee code on the note, for example PP.
Billing: Note currency, Rate basis, Rate monthdropdowns
The currency of the note and which rate converts it: the monthly average or month-end closing rate, of the salary month or the month before. A rate typed on the note wins; otherwise the monthly rate table, then the month's exchange-rate data, is used.
Billing: Activeswitch
Switch an arrangement off without deleting it. Only active arrangements can generate notes.
Who & what: Select by dispatch perioddropdown
Employees with an active dispatch of this type (Trainee, Assignment, Secondment, Other) in the month are included automatically. Choose Assigned employees only to include only the people you add yourself.
Who & what: Payroll groupdropdown
Optional. Limits the note to one payroll group; leave it on All payroll groups otherwise.
Who & what: What is rechargedcheckboxes
The pay components recharged, grouped as earnings, allowances and adjustments. Leave all unticked to recharge every earning and allowance.
Who & what: Provision divisornumber
A provision is the selected basis components divided by this number (12 gives a 13th-month provision). Enter 0 for no provision. Pick the components it is computed on below the divisor (default: basic pay).
Journal: Advances accountaccount
Picked from the chart of accounts. Debited with the recharged total; a reversing entry is generated with the journal. Needed to generate the journal, not the note.
Journal: Control number prefixtext
Start of the control number given to each note, for example DN-202610-001. Arrangements that share a prefix share the running number.
Note layouttext
Title (blank prints DEBIT NOTE), header lines, subtitle, footer lines, one signature block per signatory (label, optional name and title), and switches for Show employee codes and Show section. A note keeps the layout it was generated with; regenerate a draft to apply changes.

Use the Employees button on an arrangement to add or remove the people assigned to it. For each person you can set the Code on the note and the Section. Employees picked up automatically from a dispatch period are included without being listed here.

Generating a Monthly Debit Note

A draft debit note: what to do next, the totals and rate, how they add up, the actions and the employee lines
  1. Choose the arrangement and month
    On the Debit notes tab, pick an Arrangement and the Salary month. The line under the arrangement summarises who it bills, in which currency and with which provision. If the month already has a note, the tab tells you: a draft can be replaced with Regenerate draft (it keeps its control number) and an issued month cannot be billed again. Click Tutorial for a guided walkthrough.
  2. Generate
    Click Generate debit note. A Draft note with a Control no. is created from the month's posted payroll, showing gross, total basic, any provision, the total in your currency and the foreign amount, with a line spelling out the calculation (gross + provision = total ÷ rate = foreign amount). Employees skipped because they have no posted payroll that month are listed by name.
  3. Adjust the rate or date
    Click Edit rate / date to change the rate (the foreign amounts are recomputed) or the Issue date.
  4. Issue
    The guidance above the totals tells you what is left to do. Click Issue when the note is final. An issued note can no longer be changed or regenerated. Use Delete draft to discard a draft instead.
  5. Download
    Download the note as PDF or Excel, or download its Journal (the advances journal with its reversing entry).
Info

Debit notes are built from posted payroll, so publish the month's cutoffs in Payroll Center first.

Tip

Mark an arrangement as dispatch-driven and record dispatches on employee records, and the note picks the right people up each month with no manual list to maintain.

How It Connects

Set up first

  • Payroll Journal — its account map, cost-centre mappings and monthly rates supply the accounts and the exchange rate of the note and its journal.
  • Payroll Group — an arrangement can be limited to one payroll group.

Gets its data from

  • Payroll Center — a note is built from the month's posted cutoffs, so publish them first.
  • Employee Records — dispatch periods recorded on the employee record pick up the people to recharge each month.
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