image_pdfimage_print

A credit note or credit memorandum (memo) is a commercial document issued by a seller to a buyer. User can create and manage credit notes using this transaction.

Below actions are available under “Credit Note”:

Samooha icon2 Create new credit note; update, delete, view and search for credit note details

Credit note list

Credit note details

 

Field Name
Explanation
Mandatory Information
Document Date Date of the sales order Y
Document Number Number of the sales order Y
Reference Number A unique number on sales order N
Branch Company’s branch Y
Customer Company’s customers Y
Customer Location Customer’s company’s location Y
Contact Person Contact person at customer’s location N
Deliver To Self-explanatory Y
Delivery Location Self-explanatory Y
Contact Person Contact person at delivery location N
Warehouse Self-explanatory Y
Ship Via Transportation method N
Payment Term Payment rules imposed by suppliers on their customers. N
Inco Term Commonly used in both international and domestic trade contracts. Y
Analytical Group N
Inventory Movements Select if this transaction involves inventory movements or not N
Representative Internal representative N
Tax Select if price includes or excludes tax Y
Description Description N
Related Invoice Link to related invoice document N
Related Invoice Date Date of the related invoice document N
Items/Articles – Product Name of product Y
Items/Articles – Description Description N
Items/Articles – UOM Type of product – Unit of Measure Y
Items/Articles – Qty The quantity of product N
Items/Articles – Unit Price Self-explanatory N
Items/Articles – Discount A deduction from the usual cost of product N
Items/Articles – Nett Price Self-explanation N
Items/Articles – Total Amount Self-explanation Y
Items/Articles – Tax Rate Self-explanation Y
Items/Articles – Reason for Return Select a reason for returning the product Y
Items/Articles – Expense Type Self-explanation N

 

Create New Credit Note with Inventory Movement (Credit Note to Putaway)

1. From “Sales – (Sell In Transactions) Sales Invoice”, double click on a sales invoice in the “Sales Invoices List” tab, it will bring up the selected sales invoice record on “Sales Invoice” tab. Click the arrow on generate_doc_button button at the bottom of the screen and select “Create Credit Note” option to generate a new credit note referenced to the sales invoice.

2. Alternatively from “Sales – (Sell In Transactions) Credit Note” click on “Create New” at the top right of screen of “Credit Note List” tab, it will open “Credit Note” tab with empty form

Credit note create new

3. Fill up credit note’s information

Credit note fill up

*Note: Inventory Movements need to be selected as “With Inventory Movements” in order to process the document.

Credit note with inv

4. If any, select a related sales invoice document as reference for the credit note document. Click on “Click to Select Related Invoice” link on the right side of the screen. It will pop up dialog window with sales invoice document for user to select. Click “OK” button to relate to the selected invoice document.

Credit note rel invoice

The link will be replaced with the sales invoice document number, and related invoice date updated with the invoice date. User can click on the link to open the dialog window again, if need to change the linking

Credit note rel invoice2

5. On “Items / Articles” tab select a product from “Product” drop-down list, fill up product’s information, and click plus_button button

Credit note add

6. Click on “Notes / Attachments” tab at the middle of screen to add notes or files attachment for the credit note

7. Click on “Save” button at the bottom of screen to save

8. Click on “Confirm Credit Note” button at the bottom left of screen to confirm the credit note

9. Click on “Post To Accounts” button at the bottom left of screen to post the credit note to account

Credit note tax

10. Tax entries applicable for the credit note will be automatically created under “Taxes” tab if any. Journal entries of the credit note will be automatically created under “Postings” tab

Credit note posting

11. Click on “Show Receipt Order” link at the bottom left side of screen to open the corresponding receipt order document for the returned product(s)

Credit note - receipt order

12. Click on “Create Customer Returns” tab from the Receipt Order module and click on “OK” to proceed.

Credit note - customer returns

13. Click on “Confirm Customer Returns” button at the bottom left of screen to confirm the credit note

Credit note - customer returns confirm

14. Click on “Post To Accounts” button at the bottom left of screen to post the credit note to account

Credit note - customer returns post

15. Click on “Putaway number”  and it will link to the related document

Credit note - putaway

16. Click on “Confirm Putaway” button at the bottom left of screen to confirm the putaway.

Credit note - putaway confirm

17. Click on “Post To Accounts” button at the bottom left of screen to post the putaway to account.

Credit note - putaway post

Create New Credit Note without Inventory Movement

1. From “Sales – (Sell In Transactions) Sales Invoice”, double click on a sales invoice in the “Sales Invoices List” tab, it will bring up the selected sales invoice record on “Sales Invoice” tab. Click the arrow on generate_doc_button button at the bottom of the screen and select “Create Credit Note” option to generate a new credit note referenced to the sales invoice.

2. Alternatively from “Sales – (Sell In Transactions) Credit Note” click on “Create New” at the top right of screen of “Credit Note List” tab, it will open “Credit Note” tab with empty form

Credit note create new

3. Fill up the information.

*Note: Inventory Movements need to be selected as “With Inventory Movements” in order to process the document.

Credit note with inv movement

4. On “Items / Articles” tab select a product from “Product” drop-down list, fill up product’s information, and click plus_button button

Credit note with inv movement add

5. Click on “Notes / Attachments” tab at the middle of screen to add notes or files attachment for the credit note

6. Click on “Save” button at the bottom of screen to save

7. Click on “Confirm Credit Note” button at the bottom left of screen to confirm the credit note

8. Click on “Post To Accounts” button at the bottom left of screen to post the credit note to account

Credit note with inv movement post

 

Update Credit Note Details

1. Click on “Credit Note List” tab at the bottom of screen

2. Double click on credit note to be updated, it will bring up the details on “Credit Note” tab for the selected note. If a note’s status is “Confirmed” or “Posted”, right click on the note and reopen / undo posting of the note first

Credit note undo

3. Make change(s) on the credit note information

4. Click on “Save” button at the bottom of screen to save

5. Click on “Revert” button at the bottom of screen or refresh icon at the top of the screen to roll back the changes

6. Click on “Confirm Credit Note” button at the bottom of screen to confirm the credit note

Credit Notes - buttons

7. Click on “Post Credit Note” button at the bottom of screen to post the credit note

 

Delete Credit Note

1. Click on “Credit Note List” tab at the bottom of screen

2. Double click on credit note to be deleted, it will bring up the details on “Credit Note” tab for the selected note. If a note’s status is “Confirmed” or “Posted”, right click on the note and reopen / undo posting of the note first

3. Click on “Delete” button at the bottom right side of screen

4. Click on “Yes” button on the pop-up window to confirm note deletion

 

View and Search for Credit Note Details

1. Click on “Credit Note List” tab at the bottom of screen

2. Enter search parameter to filter the result, i.e. type in account of the credit note to search for in the “Account” text field box or select from drop-down list

3. Result can be sorted alphabetically by clicking the fields’ columns

4. Double click on credit note to view full details of the note, it will bring up the details on “Credit Note” tab for the selected note