Customer Credit Notes Tutorial

Viewing Customer Credit Notes

How to View a List of All Customer Credit Notes

1. Navigate to Set, select the drop down and choose No Date.

2. Navigate to Customer, select the drop down and choose All.

3. Navigate to Category, select the drop down and choose All.

4. Select View (button).

How to Filter a List of Customer Credit Notes

1. Use Set to choose the period of Customer Credit Notes to be displayed.

2. Use Customer to filter Credit Notes by customer.

3. Use Category to filter Credit Notes by customer category.

4. Use the Soft Filter Icon in the Status (column header) to filter Credit Notes by Status.

How to Search for a Customer Credit Note

1. Navigate to the smaller empty field before the Search block. 

2. Enter the Customer Credit Note Number. 

3. Select View (button).

How to View a Customer Credit Note in the Ledger

1. Double-click to open a Customer Credit Note.

2. Select Menu (button) > Open Transaction in Ledger.

How to View Audits from a Customer Credit Note

1. Double-click to open a Customer Credit Note.

2. Select Menu (button) > Summaries > Audits.

How to View a Customer Summary from a Customer Credit Note

1. Open a Customer Credit Note.

2. Select Menu (button) > Summaries > Customer Summary.

How to View Service Manager Messages from the Customer Credit Note

1. Double-click to open a Customer Credit Note.

2. Select Menu (button) > Open Notes & Attachments.

How to Create an Unlinked Customer Credit Note

1. Select the New (button) on the grid view or from an opened Customer Credit Note.

2. Select a Customer and then select a Contact.

   • Note: If only one Contact is linked to the Customer, it will automatically be selected. 

3. Select a Sales Representative from the drop down list next to Rep.

• Note: By default, the Sales Representative linked to the Customer will be selected. However, you are able to select a different Sales Representative.

4. (Optional) Enter a Reference and Note.

5. Select a Category.

6. Enter an Order No.

7. Select the Terms.

8. Add Items to the Customer Credit Note by selecting the Item Lookup, searching for the desired item, and then selecting Add (button).

• Note: Custom Items can be added through the Custom (button). In this case, make sure to include a Description, Quantity (Qty), Credit Account and Unit Price.

• Note: To delete an item, right-click on the desired item > Delete Item.

9. Enter an Adjustment %, if required.

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

10. Continue to add items as needed.

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

11. Select Save (button).

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

How to Create a Customer Credit Note from a Customer Invoice

1. Open a Customer Invoice and navigate to Actions > Copy to Customer Credit Note to open the Copy dialogue.

2. Select the relevant items to be credited and select Copy (button).

How to Return Materials to Inventory from a Customer Credit Note

1. Open or create a Customer Credit Note.

2. Navigate to the Status, select the drop down menu and set the Status to Complete.

3. Select Actions > Copy to Sales Return.

• Note:  When a Sales Return is issued, items will be added back into inventory.

How to Cancel a Customer Credit Note

1. Open a Customer Credit Note.

2. Set the Status to Complete.

How to Edit a Customer Credit Note

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

1. Navigate to Status, select the drop down and select Pending.

   • Note: If the Customer Credit Note has a linked Transaction, it must be unallocated in the Ledger first. 

How to Update the Customer Credit Note from the Source Transaction

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

1. Double-click to open a Customer Credit Note.

2. Select Actions (button) > Update Transaction > Update the 'From' Transaction.

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

How to Batch Update Customer Credit Notes

1. In the list view, select Actions (button) > Batch Update 

   • Note: An Update (field) will appear below the Set Date input.

2. Left-click or multi-select (Ctrl + A) on a record/s to select desired Customer Credit Notes.

3. In the Update (field), select the desired Field to be updated.

4. Select the Update (button) > Click Yes.

How to Open a Customer Credit Note in the Ledger

1. Open a Customer Credit Note, select Menu (button) > Open Transaction in Ledger.

How to Output Customer Credit Notes

1. Open the Customer Credit Note.

2. Click on Actions (button) > Output > Select Preview / Print / Email.

How to Batch Output Customer Credit Notes

1. Click View (button) to view Customer Credit Notes.

2. Multi-select (Ctrl + A) record/s to select.

3. Click on the Output (button) > Email / Print.

Related Topics

• Reference: Customer Credit Notes