Credit notes are created for customers to correct a transaction or an exiting Invoice or to cancel the Invoice. This will generate a source document which can be printed. The Credit notes, can be edited before it is posted (updated) to the ledger.

When a Credit note is posted (updated) to the ledger, the transactions in the Sales journal (or Sales returns journal) will automatically be generated.

The following inventory item types can be selected to process Credit notes:

•Default (trading inventory items)  

•Sales

•Sales (No inventory)

•Financial entry

•Option item

•Option item (No inventory)

•BOM (Bill of Materials)  

•BOM (Bill of Materials) - Production  

•Linked item

Options to create / edit Credit notes:

1.New - On the “Credit notes” screen, click the New button. Select a vendor account on theVendor  accounts screen.

2.Edit - On the “Credit notes” screen, click the Edit button.

3.Copy - "Documents → Copy document" or "Documents → Copy to → Credit note" option on context menu (right-click).

4.On "Invoices" screen, select "Documents → Convert to credit note / supplier return" option on context menu (right-click).  

The sections and fields of the Credit note screen, is as follows:

1.Document header:

a)Your reference - You may enter a reference. This will allow you to track down the reference in the Search (Investigator) on the Action ribbon. All documents matching the reference will be listed.

b)Salesperson - Select a Salesperson. This field is to show who handled the Credit note. The salespersons are used for reports and to filter and search documents.

c)Document group 1/2 - Select Document group 1 / 2 - These groups are used for reports and to filter and search documents.

d)Date - By default, the system date will be displayed. You may enter or select any other date.

e)Due date - This date will be automatically be calculated. It is the “Date” plus the number of days set in the Accounting information tab of the selected vendor account.  

f)Postal address - The postal address as entered for the vendor.

g)Delivery address - The delivery address as entered for the customer on the Delivery address tab.

h)Message - You may enter messages to be printed on the document layout file.

i)The message, as entered in the Documents setup - Credit notes tab (Setup ribbon) will be displayed. You may edit / enter messages to be printed on the document layout file.

j)Tax reference - The Tax (VAT/GST/Sales tax) registration number as entered for the customer.

k)Contra account:Standard - This is the default setting. If you click on this button, you may select a different account. The account code will then be displayed.

l)Status - Open or Posted.

2.Document lines:

a)Item no. - Select a inventory item.

b)Remark - You may also click on the + (before inventory item code) to add a remark (additional information) for a inventory item. This remark will be printed before the comment (if added) on document layout files.

c)Comment - You may click on the F9:Comment icon or press the F9 key to add additional information. This comment will be printed on document layout files.

d)Order / Ship - The default quantity is 1. You may overtype the quantities.

e)Unit price - If cost prices have been entered in in the Cost price field for the selected inventory item, the cost price will be displayed. Cost prices Exclusive of VAT/GST/Sales Tax, if the F7:Exclusive icon is active - or Inclusive of VAT/GST/Sales, Tax if the F7:Inclusive icon is active.

f)Discount - You may enter the discount percentage for the item.

g)Amount exclusive - This will is the quantities in the Order and Ship field x Unit price. If any discount percentage is entered, the discount will be deducted from the unit price.

3.Document footer:

a)Fast add item (code / barcode / serial) - Enter the inventory code, barcode or serial number. Press enter to add the item to the document lines.

b)Current balance - The balance of all posted and unposted documents for the customer.

c)Available - The available balance is calculated as the Credit limit minus the Current balance. When processing documents, and the credit limit is exceeded, a warning message will be displayed.

d)Credit limit - The credit limit as entered for the customer on the Accounting information tab.

e)Std disc% - Standard discount percentage is only applicable to customer accounts. The discount percentage as entered for the customer in the Customer discount field on the Accounting information tab.

4.Click on the OK button.

5.Click on the Yes button to print the Credit note.  

       

An example of the printed Credit note, is as follows:

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