Overview

A Credit Note is a document issued by an organisation to its customers to acknowledge a return, a refund, a cancellation, or an overcharge. Credit Notes reduce the amounts owed by Customers.

These tutorials explain how to create, edit, view, print and email Customer Credit Notes.

Navigation: Main Menu > Customers > Customer Credit Notes

Displaying and Filtering

How to Display a List of Customer Credit Notes

1. Navigate to Customer Credit Notes.

2. Select a date next to Set, or type in Dates in the fields provided.

3. Select Customer = All.

4. Select Category = All.

5. Click View (button).

   • Note: Double click any of entries to display the Credit Note.

How to Filter a List of Customer Credit Notes

1. Navigate to Customer Credit Notes.

2. Select a date next to Set, or type in Dates in the fields provided.

3. Next to Customer select a specific customer, or

4. Next to Category, select a specific category, or

5. Next to Status, select a specific status.

6. Click View (button).

How to Search for a Credit Note

1. Navigate to Customer Credit Notes.

2. Type in the Credit Notes Number in the block before the Search block.

3. Click View (button).

Creating and Editing

How to Create Customer Credit Notes Manually

1. Navigate to Customer Credit Notes.

2. Click New (button).

3. Select the Customer and fill in the header information: 

   1. Change the Date, if necessary.

   2. Select the Customer from the dropdown list next to Customer.

      1. • Note: Click the (i) next to the customer's name to display the customer record.

   3. Select the Contact Person from the dropdown list next to Contact.

   4. Select the Representative from the dropdown list next to Rep.

   5. Select a Category from the dropdown list next to Category.

   6. Fill in a Reference and Note in the blocks provided.

4. Create the items by selecting an option next to Add:

   1. Custom:

      1. Enter a Description.

      2. Select an Income Account.

      3. Select a VAT Type.

      4. Enter a Quantity (Qty).

      5. Enter a Fixed Cost (if applicable).

      6. Enter a Unit Cost (if applicable).

      7. Enter a Unit Price.

   2. Material:

      1. Select a Material from the pop-up block by typing a name in the Search field or selecting View to see all the Materials.

      2. Click a row on the Material list > Click Select (button), type in the Quantity that must be credited, and click Add (button).

      3. Edit the prices as required.

         • Note: Right click to display the context menu and select Open Linked Material Item to open the master file.

5. If you made a mistake, right-click to display the context menu and select Delete Item.

6. Enter an Adjustment %, if required.

   2. 2. • Note: An adjustment can be positive (surcharge e.g. 5) or negative (discount e.g. -10). 

7. Continue to add items as needed.

   2. 2. • Note: The subtotal for an item is not calculated until you move to the next line.

8. Click Save (button).

   2. 2. • Note: A Credit Note with no line items cannot be saved. You can set the Status to Cancelled instead.

How to Create Customer Credit Notes from a Customer Invoice

The Invoice (button) only shows the original Customer Invoice if the Credit Note was created using this method.

V25 changes: The outstanding quantity is copied to the Credit Note to prevent users from making duplicate Credit Notes. (Previously the total quantity was copied every time).

1. Navigate to Customer Invoices (e.g. Main Menu > Customers > Customer Invoices).

2. Display a list of invoices and double-click the applicable entry to open it.

3. Click Actions (button) > Copy to Credit Note.

4. Check the items that must be copied to the Credit Note.

5. Click Copy (button).

6. Make any changes as needed (see How to Create Customer Credit Notes Manually above).

7. Click Save (button) if it is not greyed out (if it is greyed out, all the changes have been saved).

How to Delete or Cancel a Customer Credit Note

1. Navigate to Customer Credit Notes.

2. Double-click the applicable credit note to open it.

3. Option 1: Click Menu (button) > Delete Credit Note.

4. Option 2: Change the Status of the Credit Note to Cancelled.

How to Edit a Customer Credit Note

1. A Credit Note can only be edited if it is in an editable Status (e.g. Pending).

   • Note: Changing the Status of a Completed Credit Note back to Pending may not make it editable. It may have transactions allocated to the Credit Note.

2. You can edit a Credit Note as per the instructions under How to Create Customer Credit Notes Manually (above).

How to Update the Credit Note from the Source Transaction

If changes were made to a Customer Invoice, this function lets you update the Credit Note to match those changes. It also lets you link and include additional Customer Invoices in the Credit Note.

1. While creating a Customer Credit Note.

2. Click Actions (button) > Update the From Transaction.

3. Select a Source Document from the dropdown list (e.g. Customer Invoice) and type in the number (e.g. Invoice Number).

Displaying Additional Information

How to View a Credit Note Transaction in the Ledger

The ledger interface displays the allocations (i.e. which invoices the credit note is allocated to).

1. Navigate to Customer Credit Notes.

2. Double click the applicable credit note to open it.

3. Click Menu (button) > Open Transaction in Ledger.

How to View Audits from a Credit Note

The audit features display all the tracking information (e.g. the user who created or changed the document).

1. Navigate to Customer Credit Notes.

2. Double-click the applicable credit note to open it.

3. Click Menu (button) > View Audits.

How to View a Customer Summary from a Credit Note

1. ​Navigate to Customer Credit Notes.

2. Double-click the applicable credit note to open it.

3. Click Menu (button) > View Customer Summary.

4. Navigate to the Tab you want to view:

   1. Customer Detail,

   2. Account Information, or

   3. Transactions.

How to View Linked Documents

1. ​Navigate to Customer Credit Notes.

2. Double-click the applicable credit note to open it.

3. Option 1: Click Links (button): All the linked documents are displayed. Double click an entry to open the transaction. 

4. Option 2: Click Menu (button) > View Linked Transactions: Opens a list of linked transaction on the right.

How to View Service Manager Messages

1. ​Navigate to Customer Credit Notes.

2. Double-click the applicable credit note to open it. 

3. Click Menu (button) > View SM Responses.

How to Return the Materials to Inventory when a Credit Note is Issued

A General Setting determines whether the inventory transaction is manually or automatically created.

If automatic: 

- When the Status of a Customer Credit Note is set to Complete, a Materials Movement (Return Materials) transaction is created in the background to Receive the returned items. 

- Only inventory items with a quantity greater than zero are copied. 

- If the status of the credit note is changed backed to Active or Pending the linked Materials Movement (Return Materials) transaction is cleared. 

- You can open the linked Materials Movement (Return Materials) transaction by clicking the Links button on the Credit Note.

1. Navigate to Customer Credit Notes.

2. Double-click the applicable credit note to open it. 

3. Click Actions (button) > Copy to Materials Movement (Return).

Output

How to Print Customer Credit Notes

1. Navigate to Customer Credit Notes.

2. Double-click the applicable credit note to open it. 

3. Click Output (button) to display a dropdown list.

4. Click Print > Credit Note to print the report to the default printer or click Print (Show Dialogue) > Credit Note to select a printer, for example, a .pdf printer.

How to Preview a Customer Credit Note

1. Navigate to Customer Credit Notes.

2. Double-click the applicable credit note to open it. 

3. Click Output (button) to display a dropdown list.

   1. Click Preview > Credit Note.

      • Note: Click the printer (icon) to print the invoice to a printer of your choice, including PDF.

How to Email Customer Credit Notes

1. Navigate to Customer Credit Notes.

2. Double-click the applicable credit note to open it. 

3. Click Output (button) > Email > Credit Note.

4. An email is opened with the credit note attached as a .pdf file.