Credit not and Debit note flow via approvalz

1. What are Credit Notes (CN) and Debit Notes (DN) ?

2. How do I access CN/DN creation?

• Login to OMS directly and navigate to the CN/DN creation section. Contact the ZOS team or IT support if you don't have access here https://sites.google.com/zetwerk.com/zupport?pli=1 

3. What information do I need to provide when creating a CN/DN?

• Log in to OMS using your credentials

• Select the reason for the Credit/Debit Note (CN/DN) creation

• Attach supporting documents such as supplier/customer copies of CN/DN, working files, email correspondence, or images

• Enter the reference number of the Supplier/Customer PO/CN

• Add any remarks or written directions related to the request

• Specify if a contra entry is required (yes/no)

• If a contra entry is required, select whether it's for the 1st leg or 2nd leg

• If creating a 2nd leg, select the Approval ID of the 1st leg

• Add line item details as needed

• Save and preview the note to create a draft or proceed to final creation

• If final creation, OMS will check for any approval policies or logics triggering approval

• Once checked, an approval widget will appear with details of approvers

• Track the request and receive email updates on approval actions (approved, on hold, need more info, rejected)

• These steps ensure a streamlined and efficient process for Credit/Debit Note creation on the new platform

4. What is a contra entry?

• An entry that is recorded to reverse an entry on the opposite side of an account is called contra entry. For example, when a debit entry gets recorded in an account, a contra entry will be posted on the credit side. Similarly a contra entry will be posted on the debit side if an entry gets recorded on the credit side.

4. Can I discard a CN/DN request after submission?

• Yes, you can discard the request as long as it's not the final level approved or rejected, once discarded the new request needs to be created and the discarded request can be seen in ApprovalZ that the request has been discarded and in OMS by clicking on Approvals the discarded request will reflect. 

5. Is it possible to edit a request?

• Yes, you can edit requests until the note is in the Draft state. Once an approval request has been created, the request cannot be edited.

6. How do I track the status of my CN/DN request?

• Login to zos.zetwerk.com

• Select ApprovalZ

• Select the left menu option - Approval Requests

• On the filter - select My requests to see the list of requests raised by the user

• The requestor will receive email updates on any action taken by the approvers - Approved, On Hold, Need More Info, Rejected

7. After submitting the request, how does OMS notify the approvers?

• Upon submitting the request, OMS sends notifications to the set level approvers based on priority (HIGH, MEDIUM, LOW) and BU-specific approvers for each level. This ensures that the appropriate approvers receive timely notifications for efficient approval processing.

8. What are the different statuses of a CN/DN request?

• Pending: Awaiting approver's action

• Approved: After final level approval, the request is approved

• Rejected: The request is rejected at any approval level

• On Hold: Transaction is put on hold by an approver

• Need More Info: Approver requires additional information

9. How do I handle contra entries and 2nd leg approvals in CN/DN creation?

• For contra entries, select "Yes" if required and specify 1st or 2nd leg approval accordingly. Specifically for Customer Refund and Advance/AP Knockoff reasons, ensure consecutive notes with 1st and 2nd leg approvals are created; final approval necessitates both legs for these specific reasons.

10. What actions can I take on my request once sent for approval?

• As a requestor, you can take the "Provide More Information" action when the status of your request is marked as "Need More Information" This allows you to submit additional information in the form of free text and attachments.

For Approvers

Q1: How do I take action on a request?

A: As an Approver, you can take actions such as Approve, Reject, Put On Hold, or Request More Information. Simply navigate to the Approval Widget on the OMS platform screen, select the desired action, and provide any necessary reasons, attachments, or remarks.

Q2: Where can I see the timeline of actions taken on a request?

A: The Approval Widget features an ApprovalZ Timeline that records timestamps of actions and status changes due to actions taken. You can refer to this timeline for a chronological view of all activities related to the request.

Q3: What happens if I put a request On Hold?

A: Putting a request On Hold temporarily suspends the approval process. During this time, the request is in the "On Hold" status. You can provide reasons and remarks for clarity.

Q5: How do I handle a request that needs more information?

A: If a request needs more information, you can take the "Need More Information" action. This notifies the Requestor, and they can provide additional information through the Approval Widget