Creditor credit notes allow you to capture credits on supplier accounts. Captured credit notes can be sent for approval or saved as a draft to be completed later. This article explains how to create, edit, copy, delete, and resubmit creditor credit notes.

How do I create a credit note?

1. Click the Create a credit note button.

2. Select the creditor for which you would like to create a credit note.

3. Click the Continue button.

4. Select the date for the credit note.

5. Enter the supplier credit note number.

6. Select whether this is a tax credit note. Selecting Yes will default the individual credit note lines to a Standard VAT type.

7. Enter the credit note total amount.

8. Enter a description for the credit note.

9. Type in a new item or select an existing item from the drop-down list.

10. Enter the quantity and unit price of the item.

11. Select whether the item unit price is VAT inclusive or not.

12. Select the account or project to which this credit note line should be allocated.

13. To add an additional item, click the Add line button. To remove an item line, select the tick box next to the line number and click the Delete line button.

14. The credit note total must match the sum of the item line totals before you can save. The balance not allocated must be 0.00.

15. Click Save and send for approval, or click Save as draft to complete it later. Drafts will appear in orange on the main Creditors Credit Notes screen.

How do I edit a credit note?

1. Click the radio button next to the credit note you would like to edit.

2. Click the Edit button.

3. Select another creditor account or continue with the current selection by clicking Continue.

4. Edit the applicable fields and click Save and send for approval when done, or Save as draft to complete later.

How do I copy a credit note?

1. Click the radio button next to the credit note you would like to copy.

2. Click the Copy button.

3. The system creates a copy of the credit note as a draft that can now be edited.

How do I delete a credit note?

1. Click the radio button next to the credit note you would like to delete.

2. Click the Delete button.

Important

Credit notes that have been paid or approved cannot be deleted.

How do I resubmit a rejected credit note?

1. Set the status filter to Rejected to display all rejected credit notes.

2. Click the radio button next to the rejected credit note.

3. Click the Edit button.

4. Click Continue to open the credit note details.

5. Rejected item lines are highlighted in red with the reason for rejection. Approved item lines are highlighted in green.

6. Correct the rejected items and click Save and send for approval to resubmit.

7. The cycle repeats between submission and approval until the credit note is either approved or removed from the system.

Frequently asked questions

Why can I not see a credit note I sent for approval?

The creditor account on which the credit note was created may be unverified. A staff member with the necessary rights must first verify the captured supplier details before the credit note appears under Approve Transactions.

Can I edit a credit note after it has been approved?

No. Once a credit note has been approved, it cannot be edited. If changes are needed, you must create a new credit note or journal entry to correct it.

How do I search for a specific credit note?

Type any relevant data such as the credit note number, creditor number, or amount in the search block. You can also filter by creditor account, status, and date period using the drop-down filters.