Customer Credit Notes

A Credit Note is a letter sent to the customer notifying the customer that he or she has been credited a certain amount due to an error in the original Invoice or other reasons. A Credit Note is also known as a credit memo, which is short for "credit memorandum."

BOSPrint Customer Credit Notes

In BOSPrint, a Credit Note lists the products, quantities and agreed prices for Products or Services that were sold, but the buyer returned or did not receive. You would typically issue one in the case of damaged goods, errors or allowances.

You can create Customer Credit Notes both in the Ledger or in the Customer Credit Note module.

Key Features

The Customer Credit Note module offers the following functionality in addition to what is available in the Ledger:

A Credit Note can be created from an Invoice, either in total or against selected items on an Invoice.
Inventory transactions can be created and linked to Credit Note items. eg. Return of Goods

Note

The settings that control access to Customer Credit Note module can be found under Main Menu > Setup > Staff > New/Edit > Settings > Accounting

Customer Credit Notes Data Grid

Navigation

Main Menu > Customers > Customer Credit Notes > View

Notes

Only Active or Complete Credit notes are posted to the Ledger.
Inventory Order transactions will automatically be created against the Credit Note if item is an Inventory Item. When the Credit Note is set to Complete / Cancelled, the Order transactions will be deleted. Inventory Items may be received in the Stock Movement module or alternately, all the Inventory items can automatically be received using the Main Menu > Customers > Customer Credit Notes > New/Edit > Menu > Receive all Inventory Items function.
Once a Credit Note has been linked to an Invoice and items have been added, the linked Inv No may not be changed. To change the linked Invoice No., the items will need to be deleted.
When adding a Credit Note item from an Invoice, a confirmation window is displayed on which 100% of the quantity and amount of the Invoice item is selected by default. Changing the quantity will proportionally update the amount to be credited, but changing the amount won't affect the quantity. This is because the relationship between the quantity and the amount which is credited is not always proportional. eg. Items might be returned and only 90% of the amount is credited or alternately 10% of the amount on an invoice will be credited without returning any goods.

Customer Credit Note Interface

Navigation

Main Menu > Customers > Customer Credit Notes > New/Edit

Status - This is where the Status of the Credit Note is changed - Pending, Complete, or Cancelled. Credit Notes that are Complete or Cancelled are now read-only. Any users with Access to CC can change the Status.
Detail - Customer information is added here. If this Credit Note is created manually, these details will be entered by you. If the Credit Note is copied from an Invoice, these details will be automatically populated.
- When Branch functionality is enabled, the generators for Customer Credit Notes numbers are automatically created with each branch creation. Each branch's Credit Notes number sequences independently from the other branches. In other words, the Credit Note number sequence of one branch is not impacted by another branch's Credit activity. The branch level transaction number updates the central database in the back-end and separates branch-level activity at head office.
Reference and Notes - These are text fields that can be used for reference purposes.
Inv No - This shows the Invoice number linked to the Credit Note.
SO No - This shows the Sales Order number linked to this Credit Note.
Menu - The Menu button offers additional functionality.
- Receive all Inventory Items - This allows you to receive all returned Inventory Items back to stock.
- Open Workflow - This allows the Workflow to open in the side view panel.
- Open Transaction in Ledger - This opens the Transaction in the Ledger module.
- View Audits - This allows you to view what changes have been made to the Status of this Customer Credit Note.
- View Customer Summary - This opens up a summary of the Customer detail, Activity, Age analysis, and Transaction history.
- View Linked Transactions - This option allows you to view the Transactions that are linked to this Credit Note.
Add - Allows you to add Items to the Customer Credit Note list.
- Custom - Manually add a custom line Item to the Customer Credit Note.
- Invoice - Add an Item from an Invoice. This is useful when Material Items need to be returned to stock.
Items - This displays the Items that are on the Customer Credit Note, the Quantity and the Costs. Additional data grid fields are available in the Field Chooser.
Subtotal and Total Summary - This shows a summary of the Customer Credit Note value, VAT and Total.

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