Creating a New Credit Note

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Overview

 

A new Credit Note based on an existing Invoice can be raised from the Documents page, Invoice Summary or Invoice View/Edit page:

 

Do-it Select create_credit_note_button in the dropdown list and Click go

 

The Credit Note Creation Page is displayed.

 

managingcredit_create_new

 

The header details of the Credit Note is highlighted in yellow and this header must be saved before any lines can be added. If auto-numbering for Credit Notes has been disabled within the Admin - General Admin module, a Credit Note number must be entered.

Once this number has been entered, or if auto-numbering for Credit Notes has been enabled, the save button can be clicked on to save the header and create the Credit Note.

 

managingcredit_credit_note_create_saved

 

It is also possible to edit an existing Credit Note that has not yet been sent to the buying organisation (see Editing an Existing Credit Note).

 

From this page you can:

 

Do-it Click back to return to the Documents page

 

Do-it Click PrintPreview to print the Credit Note

 

Do-it Click delete to delete the Credit Note

 

Do-it Click DocumentSend to send the Credit Note to the buying organisation

 

Do-it Click edit to change the Credit Note header / comment details

 

Do-it Click addnew to the right of Document_attachments_box to add an attachment to the Credit Note

 

Do-it Click addnew to the right of non_order_line_details to add a line not on the Invoice

 

Do-it Click AddMultiple to add all lines from the Invoice lines

 

Do-it Click add within the Invoice lines to add a single line to the Credit Note

 

 

NOTE: You may not be able to send a Credit Note without entering further information (for example one or more invoice lines). Until these actions are complete, the send button will be unavailable:

 

DocumentSendGrey

 

Details displayed on this include the following:

 

       Bullet Dated - The date of the credit note as stated by you.

 

       Bullet Tax Point - The date that you are liable for the VAT of the credit note.

 

       Bullet Raised - The date & time that the credit note was raised by the system.

 

       Bullet Sent - Whether or not you have sent the credit note to the buying organisation.

 

       Bullet Currency - The currency of the credit note values.

The default currency for the Supplier Portal is GBP (Great British Pounds).

If an alternate currency has been used by the Invoice that this Credit Note is related to, the following will be displayed:-

 

ordersummary_altcurrency

 

•The EUR is the alternate currency e.g. EUR = Euros
•The Rate is the currency applied exchange rate between this currency and GBP e.g. 1.494
•The Source is the source for the exchange rate e.g. HMRC

 

       Bullet Value Excl.Tax - The total value of the credit note excluding tax.

 

       Bullet Total Value - The total value of the credit note including tax, if appropriate and known.

 

managingcredit_create_header_view

 

You can display further details about the parties to the credit note by clicking expand next to parties and the details will be displayed:

 

managingcredit_create_header_view

 

Further details displayed include:

 

       Bullet Related Documents - Other documents that are associated with this order. Clicking

       on a document will cause the display to switch to that document

 

Bullet Attachments - any attachments added to this document.

 

       Bullet Comments - Further comments from the buying organisation regarding this order

 

managingcredit_create_comment_new

 

Line details displayed include:

 

       Bullet Line - A number indicating the sequence of the lines

 

       Bullet Item Code, Classification, Description & Comments - The code used for the goods or services, any classification e.g.        UNSPSC codes, its description and any comments about this line of the credit note

 

       Bullet Supplied - The date on which the goods or services were sent or provided

 

       Bullet Quantity - The number of units of the item on the document

 

       Bullet Unit - The unit of measure of the item

 

       Bullet Price - The price of one unit of the item

 

       Bullet Extended - The value of this line of the document, excluding tax

 

       Bullet Tax Rate - The rate of tax that applies to this line of the document

 

       Bullet Line Total - The value of this line of the document, including tax

 

managingcredit_create_lines_view

 

 

Invoice details displayed include:

 

       Bullet Line - A number indicating the sequence of the lines

 

       Bullet Item Code, Description & Comments - The code used for the goods or services,

       its description and any comments about this line of the credit note

 

       Bullet Quantity - The number of units of the item being credited

 

       Bullet Unit - The unit of measure of the item

 

       Bullet Price - The price of one unit of the item

 

       Bullet Extended - The value of this line of the invoice, excluding tax

 

       Bullet Add to Credit Note - The quantity or value to be added to this credit note

 

managingcredit_create_lines_data

 

 

Credit Note footer details include:

 

       Bullet Terms - Settlement Discount if offered

 

       Bullet Ext. Subtotal The total of the extended values of all the lines i.e. excluding tax

 

       Bullet Tax - The total tax value

 

       Bullet Total - The total value of the credit note, including tax

 

managingcredit_create_footer_view

 

NOTE: See How Tax Values are Calculated for more details regarding tax calculations