Add a New Credit Note

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Note:  This article focuses on the minimum fields required to create a credit note.

To add a new credit note, click New (Ctrl + N) on the toolbar.  This opens a new blank Credit Note screen, on the General tab.

Note:  Depending on your configuration, some fields are automatically populated when selections are made.

General Tab

On the General tab, you have to complete the credit note's administrative information, such as customer and delivery information.

Details

1. Select the Branch from which the credit note is being sent.
2. Select the Customer requesting the credit note.
3. The Document Date automatically populates to the current date.  This date can be updated if required.

Order Information

The Order Information automatically populates from the customer information.  This can be updated if required.

1. Confirm or update the Sales Person for the credit note.
2. Confirm the Email Address to send the credit note to.
3. Confirm the Email PDF Layout for the credit note.

Note:  An Email PDF Layout for credit notes needs to be set up if one is required here.  Depending on your setup, only a Print Layout may be available.

Delivery Information

1. Confirm or update the Delivery/Due Date.

Once done, click Save (Ctrl + S).  This saves the credit note, and a new sequential credit note number is generated in the Credit Note No field.  Click the Credit Note Details tab to continue.

Credit Note Details Tab

On the Credit Note Details tab, you have to complete the credit note's product information, such as products and their quantities.

Note:  Add a new line item to the list by clicking the empty cell under Inventory Item.  Depending on your configuration, some fields may be automatically populated when a line item is selected.

1. Select an Inventory item to add to the credit note.
2. Confirm the Warehouse from which the item is sourced.
3. Add a Line Note for the item, if you wish.
4. Enter the quantity (Qty) or number of items to add to the credit note.
5. Confirm the Unit Price for the item.
6. Confirm the Unit of Measure for the item.
7. Enter the discount percentage (Disc %) for the item to be applied to the credit note, if required.  This discount is applied to the individual line item, not the credit note total.

Note:  A discount can also be applied on the full credit note value, for all items captured.  To do this, the discount is entered in the bottom right corner, in the Summary section.

8. Confirm the Tax Type for the item.
9. The individual line item totals are displayed as exclusive of VAT (Total Excl Tax) and inclusive of VAT (Total Incl Tax).
10. Select the Reason why the credit note is created for the selected product, if applicable.

Repeat the above steps until all the required inventory items are added to the credit note.

Summary

On the Summary section (bottom right corner of the screen), confirm that the credit note totals are correct.

Once done, click Save (Ctrl + S).  This saves the credit note.  You can also press Ctrl + Enter to save and close the credit note.

Note:  A credit note is not automatically processed once it is created.  It needs to be processed in order for the credit to be applied to the customer's account.