Create a credit note

1. Click on the Add button.
2. Select the Creditor for which you would like to create an credit note.
3. Click on the  Continue  button.
4. Select the date.  
5. Type in the supplier credit note number. 
6. Select if this is a Tax credit note at Selecting Yes , will default the individual credit note lines to a ‘Standard VAT’ type which will ease the capturing of transactions that contain VAT.
7. Enter the credit note Total Amount .
8. Enter a description for the credit note .
9. Type in a new item or alternatively select an existing item from the drop down box.
10. Enter the quantity of the item . 
11. Enter the unit price of the item .
12. Select if the item unit price is VAT inclusive or not .
    
13. The system will default each line based on the selection made at , however this can be overwritten when necessary.
    
14. Select the Account/Project to which this credit note line should be allocated to.
15. To add an additional item to the credit note, click on the  Add line button.
16. To remove an item line from the credit note, select the item line by ticking the box next to the relevant line number and then on the Delete line button.
17. The credit note total amount must match the sum of total amount of the Item lines before you can ‘Save and send for approval’. The balance not allocated will displayed at the bottom. The balance not allocated must be 0.00
18. Click on the Save and send button once you are done. The credit note will now await approval from the user who has ‘Approve Creditor Transactions’ rights allocated to them.
19. The system will create a task for the user with ‘Approve Creditor Transactions’ rights.
20. If you would like to complete the credit note at a later stage, click on the Save as draft  button. 
21. The credit note total amount does not need to match the sum of total amount of the Item lines in order to save the credit note as a draft.
22. The system will navigate back to the Invoices screen
23. Invoices are displayed in different colous to identify the status of the credit note

To search for an credit note, type in any relevant data such as Invoice number, creditor number, amount in the search block, alternatively filter the available credit notes by selecting a specific creditor account, status and period of credit notes from the drop down boxes available.All credit notes matching the criteria will be displayed

To edit an credit note

1. Click on the radio button  next to the selected credit note you would like to edit
2. Then click on the  edit icon button
3. Alternatively,click on the  Edit  button to navigate directly to the Invoice information screen. 
4. Select another creditor account or continue with the current selection by clicking on the Continue button. 
5. Edit the applicable fields as required and click on Save and send once you are done. Alternatively you can click on Save as draft the button if you would like to complete the credit note at a later stage.

Copy a credit note

1. Click on the "radio button"  next to the selected credit note you would like to edit
2. Then click on the Copy button. 
3. The system will create a copy of the credit note as a draft that can now be edited. Click here for more information on how to edit an credit note.

Delete a credit note

1. Click on the radio button next to the selected credit note you would like to delete
2. Then click on the X icon on the left or alternatively click on the Delete button.

Credit Notes that have been Paid or Approved cannot be deleted

Re-submit a rejected credit note.

1. Select the status to ‘Rejected’ 
2. All rejected credit notes will be displayed.
3. Click on the radio button next to the selected credit note
4. Then click on the Edit button
5. Alternatively, click on the edit icon button to navigate directly to the Invoice information screen. 
   
6. Click on the  Continue button.
7. The rejected item lines will be highlighted in Red with the reason for rejection
8. The approved item lines will be highlighted in Green 
9. In this example the item was rejected as it was allocated to the incorrect account. Select the correct account from the drop down box and click on the Save and send for approval button to re-submit the credit note for approval.
10. The cycle will repeat itself between credit note submission and credit note approval until the credit note is either approved or removed/deleted from the system.

Frequently Asked Questions

Why can I not see a credit note I have sent for approval under Finances | Creditors | Approve Transactions

The Creditor account on which the credit note was created is ‘Unverified’.  Staff members with the necessary user rights to Verify Creditor accounts, must verify the captured supplier details, then the credit note will be available to approve.