Credit Note

Watch the video: Credit Notes - Tutorial

Hover the mouse over the different menu options. If the cursor changes to a hand (), then click to go to the subject.

There are three methods to create a credit note.

1. Go to Invoice > Invoice Lookup. Search for the invoice you wish to credit, right-click on the invoice, and select "New Credit Note for this Invoice.".

   With this method, pricing can't be changed, nor can the quantities be greater than those on the invoice, nor can items be added that are not on the invoice. This is the correct method to use in order to prevent mistakes.

2. Go to Invoice > New Credit Note. If there is no associated invoice, use this option.

    You can adjust pricing, add items, and more using this technique.

3. Go to Invoice > New Credit Note and select "I" (Invoice button, left bottom corner of image). This action will retrieve the invoice data directly into the New Credit Note.  See image below, left bottom of form.

    This method allows you to change the pricing and quantities, however no new item(s) can be added.

The credit note form will now open:

Select the items you want to credit by selecting the select checkbox.

Please be aware that the same item cannot be credited twice. The Payment F8 and Process F9 buttons will be grayed out, preventing this credit note from being processed.

After selecting the stock items, click the Payment button. (This is only required if payment is recorded on the invoice, or when creating a New Credit Note and the client is to receive a refund.

If you are giving him cash back, use the Cash field. Your Cash Up amount will be reduced.

If you are swiping his credit card, use the credit card field - your Cash Up amount will be reduced.

If you are paying him with a cheque or EFT, use the cheque field - your cash up won't be effected.

Select the On Account field if it must be deducted from his account.

Corrections - Scenario 1

You incorrectly fill the amount in under Cash. To reverse this credit note:  (Journal entries will be: Debit Sales and Credit Cash Control).

Option 1

Create an invoice (Cash or On Account), remember to fill in the amount under the cash field, and then redo the credit note. This invoice will contra the incorrect credit note.

Option 2

Do a Customer Journal. The General Ledger Account is Cash Control and the amount must go in the credit column.

Option 3

Delete the credit note and redo it. Go to Ledger > Corrections

Corrections - Scenario 2

You incorrectly fill the amount in under Cheque or Direct Bank (Journal Entries will be: Debit Sales and Credit Bank, no effect on your Cash Up )

To reverse this credit note:

Option 1

Create an invoice, remember to fill in the amount under the cheque field, and then redo the credit note.

Option 2

Do a Customer Journal. The General Ledger Account is Bank and the amount must go in the credit column.

Notes.

Trade In: If the item is a trade in item, for example an empty coke bottle then the journal entries will be the opposite from a normal item. Stock and Input VAT will be credited and Customer Control debited

A Credit Note has no effect on the average cost price of an item.

To retrieve archived credit notes use the Credit Note Lookup. Search for the credit note and double click on the row to open the credit note.