Credit Notes | Purchase Order System
For purchase order systems with the Invoice Approval module included, you can also upload and process credit notes against invoices.
The following features are only applicable to systems with Invoice Processing features enabled.
Uploading a Credit Note
To upload an credit note into the system, navigate to on the Tools menu.
This will open a new window in which you can select the documents you wish to upload. This can be done by clicking on or dragging and dropping the file into the box.
Once you have selected a file, the file name will be listed in the window along with a green dot to confirm that it has successfully uploaded.
When the upload is in progress, the dot will be yellow and if the upload was unsuccessful, the dot will be red.
Indexing a Credit Note
If you have just uploaded a credit note document and are still on the Upload window, you can simply click to begin indexing the credit note.
Alternatively you can access the list of documents ready to be indexed by selecting from the Tools menu.
This takes you to the Index Documents window which displays any documents that have been uploaded into the system awaiting indexing.
To index a credit note, select the file from this grid and this will open a new window.
This window displays the credit note document on the left and some fields on the right which will need to be completed.
You first need to designate the Record Type. To do this, select Credit Note from the drop down menu.
This will present further fields which are specific to indexing a credit note.
The fields are as follows:
- Company: This allows you to designate the company to which the credit note is going to be indexed.
- Supplier: This allows you to select the supplier relevant to the credit note.
- Invoice: This drop down field allows you to choose the invoice that you are raising a credit note against. This list will only show invoices relevant to the supplier.
- Credit Note Date: This is the date for the credit note.
- Credit Note Number: This is the credit notes' unique number.
Once you have filled these details in, you need to add a credit note line. To do this, simply click .
This brings up some more fields allowing you to add the credit note line details.
The fields are as follows:
- Inv. Line: This drop down box allows you to select the line that you would like to apply the credit to. (It only shows lines from the invoice you selected previously).
- Description: This field is pre-populated by your Inv. Line selection.
- Quantity: This field is pre-populated by the Inv. Line selection, however it can be overridden with a different quantity if required.
- Unit Price: This field is pre-populated by the Inv. Line selection, however, similarly to the quantity, it can be overridden if required.
- Tax Band: This is determined by the Inv. Line selection, however, if required, you can select a different tax band.
- Tax Total: This is calculated by the unit price and quantity in relation to the Tax Band selection.
Once you are happy with the details, click to add the line to the credit note.
You can edit the line at any time by clicking on the icon. You can also delete the line by clicking on the .
When you are finished adding lines, click in the top right corner to send this credit note for approval.
Credit Note Approval
Once has been saved on the system it will be sent for approval in line with your approval settings.
For more information on Invoice Approval Settings click here
Credit Note Approval Task
When indexing a credit note, it gets sent to the invoice creator for approval. The approver will therefore receive a Credit Note Approval task.
To view your tasks, simply open the My Tasks Grid.
From this grid, you can open the relevant Credit Note Approval task.
The task is laid out in two sections:
- On the left, is the credit note details such as; Supplier, Invoice, Currency, Values, Approval History and Approval Comments.
- On the right, is the available actions that can be undertaken on this task. These are; Approve and Reject.
There are two actions available on a Credit Note Approval task:
- Approve: This allows you to approve the credit note and assign it as "Ready for Export".
- Reject: This rejects the credit note and sends the task back as a Rejected Credit Note task.
If you reject the task, you will be required to add a comment as this allows the next user to identify why it has been rejected.
To add a comment, simply fill out the box and click . This will add the comment to the grid on the left hand side of the window.
Once you are happy to proceed with your chosen action, simply click .
Rejected Credit Note Task
Once a credit note has been rejected, it will go back to the user who indexed the credit note. This user will therefore receive a Rejected Credit Note task.
To view your tasks, simply open the My Tasks Grid.
From this grid, you can open the relevant Rejected Credit Note task.
The task is laid out in two sections:
- On the left, is the credit note details such as; Supplier, Invoice, Currency, Values, Approval History and Approval Comments.
- On the right, is the available actions that can be undertaken on this task. These are; Send for Approval, Void and Void and ReIndex.
There are three actions available for a Rejected Credit Note task:
- Send for Approval: This sends the credit note back to the approver to review.
- Void: This voids the credit note if you no longer wish to send it for approval.
- Void & ReIndex: This voids the credit note and takes you back to the indexing window to amend the details before re-submitting it.
There is also the facility to add a comment to the Invoice Approval workflow by filling out the Add Comment box and clicking button.
Once you are happy with the chosen action, simply click .
Credit Note Export
Approved credit notes can be exported from the system in .csv format, ready to be imported into your separate accounts system.
The number of credit notes available to export is shown at the top of the dashboard.
Clicking on this number, will take you to a grid containing the credit notes. However, to carry out an export, you must navigate to under the Tools menu.
This takes you to a new window displaying an Credit Note Export Administration grid which contains previous exports.
From this grid, users can carry out the following actions:
- Revoke Export: This revokes the selected export, effectively returning the associated credit notes back to the "pool" to be re-exported.
- Regenerate Export File: This creates another copy of the export file for the associated credit notes export. This function is helpful if you have lost the original export file.
At the top of the grid, there is a button, this will allow you to carry out a new export of any credit notes currently sat within the "Credit Notes to Export" pool.
The New Export window allows you to specify the following parameters:
- Export Mode: Allows you to choose the type of export. Data Only or Data & Documents.
- Company: Allows you to specify the company that you are going to export the credit notes from.
A Data Only export produces a CSV file containing the credit note data such as values and credit numbers.
A Data & Documents export produces a zip file containing the same CSV but with the credit note files also included.
Once you have selected the export mode and company, click to begin the export.
A new line will then be added to the Credit Note Export Administration grid, this line will have a status of Processing.
If you then reload the page, the line will be completed. You now have the ability to Download the relevant CSV file/Zip flder.
Once the export has been completed, the user who carried out the export will receive an Credit Note Export Task.
Credit Note Export Task
Once a Credit Note Export has been carried out in the system, the user who initiated the export will receive an Credit Note Export task.
To view your tasks, simply open the My Tasks Grid.
From this grid, you can open the relevant Credit Note Export task.
This task allows you to view the export information and download a CSV copy of the export file.
- On the left, is the credit note export information such as: Company, Exported Date & Time, quantity of Credit Notes Exported, quantity of Credit Note Lines Exported and the CSV File Name. There is also a button to download the CSV file.
- On the right is the standard task actions, in this case, there is only one action available which is to .
To download the CSV file, simply click .
Once you have downloaded the CSV file (if required), simply click to remove this task from you list.
Deleting a Credit Note
Users with the Invoice/Credit Note Delete user permission enabled, have the ability to delete credit notes. This is particularly useful if a credit note has been incorrectly indexed.
Deleted credit notes can be re-indexed if required, or they can remain within the Deleted Credit Notes Administration Grid for future reference.
For more information on the Deleted Credit Notes Administration Grid, and re-indexing credit notes, click here.
To delete a credit note, select the when viewing a credit note.
For more information on searching for credit notes, please click here.
This takes you to a new window and asks you to specify a reason for the deletion. This reason will be logged against the deleted credit note for future auditability.
It is not possible to delete a credit note without adding a reason.
Once the reason is added, simply click .