Customer Credit Notes Tutorial

Overview

The Transaction Type, Customer Credit Notes, is used to credit customers. It potentially impacts accounting and inventory.

These tutorials explain how to create credit notes, selecting customer and item details, and assign sales representatives. It also covers procedures for generating credit notes directly from invoices, copying credit notes to sales returns, and batch updating multiple records.

Navigation Example: Main Menu > Workflow > Customer Credit Notes

Table of Contents

Viewing Customer Credit Notes

How to View a List of All Customer Credit Notes

1. Navigate to Customer Credit Notes.
2. Next to the filter Set, select No Date from the dropdown list.
3. Next to the filter Customer, select All from the dropdown list.
4. Next to the filter Category, select All from the dropdown list.
5. Select View (button).

How to Search for a Customer Credit Note

1. Display a list of Customer Credit Notes.
2. On the top row of buttons, enter a Credit Note Number in the smallest of the two search blocks next to View.
3. Click View (button).

How to View a Customer Credit Note in the Ledger

1. Display a list of Customer Credit Notes.
2. Double-click an entry to open the original transaction.

How to View Audits from a Customer Credit Note

1. Display a list of Customer Credit Notes.
2. Double-click an entry to open Credit Note.
3. Select Menu (button) > Summaries > Audits.

How to View a Customer Summary from a Customer Credit Note

1. Display a list of Customer Credit Notes.
2. Double-click an entry to open Credit Note.
3. Select Menu (button) > Summaries > Customer Summary.

How to Create an Unlinked Customer Credit Note

ℹ️ A red warning bar at the top displays information such as missing serial numbers.

1. Navigate to Customer Credit Notes.
2. Click New (button) on the grid view or from an open Customer Credit Note.
3. Select a Customer and a Contact.
   1. Note: If only one Contact is linked to the Customer, the contact is automatically selected.
4. Select a Sales Representative from the dropdown list next to Rep.

• Note: By default, the Sales Representative linked to the Customer is selected. However, you can select a different Sales Representative.

1. Enter a Reference and Note.
2. Select a Category.
3. Enter an Order No.
4. Select the Terms.
5. Add Items in one of the following ways:
   1. Click Add (Popup) (button) to add items from an existing document and select one of these options:
      • Items: Opens a list of items > Select an Item > Click Add (button) at the bottom of the popup.
      • Timekeeping: Opens a list of timekeeping records > Select the relevant records > Click Select (button) at the bottom of the popup.
      • Copy Items (e.g.   Copy Items from Customer Invoices):
        • Displays entries for all the copy rules, and displays items based on these copy rules: the Type (All, Flow, Parent, Contact) selected for the Copy Rule determines which items are available.
        • Select the items > Click Add (button) at the bottom of the popup.
   2. Type a search criterion in the Search block (optional)
      • Select an item from the dropdown list in the adjacent block.
      • Type the quantity in the block next to Qty.
      • Click Add (button).

• Note: Custom Items can be added by clicking Custom (button).  Custom items require you to enter a description, quantity (Qty), credit account, and unit price.
• Note: To delete an item, right-click an item and select Delete Item from the context menu.

1. Enter an Adjustment %, if required.
   1. Note: An adjustment can be positive (markup) or negative (discount).
      • Note: An adjustment can be positive (markup) or negative (discount).
2. Continue to add items as needed.
   1. Note: The subtotal for an item is not calculated until you move to the next line or click Save (button).
      • Note: The subtotal for an item is not calculated until you move to the next line or click Save (button).
3. Select Save (button).

• Note: A Credit Note with no line items cannot be saved. You can delete it or set the Status to Cancelled instead.

How to Create a Customer Credit Note from a Customer Invoice

ℹ️ This feature is only available if a Copy Rule was created.

1. Open a Customer Invoice and click Actions (button) > Copy to Customer Credit Note to open.
2. A popup with items that meet the copy criteria is displayed. Select the relevant items to be credited and click Copy (button).

How to Return Materials to Inventory from a Customer Credit Note

ℹ️ This feature is only available if a Copy Rule was created.

1. Open or create a Customer Credit Note.
2. Click the dropdown list next to Status and select the status set for the copy rule (e.g. Complete).
3. Click Actions (button) > Copy to Sales Return.

• Note:  When a Sales Return is issued, inventory items are added back into inventory if setup that way.

How to Cancel a Customer Credit Note

1. Open a Customer Credit Note.
2. Set the Status to Cancelled.

How to Edit a Customer Credit Note

ℹ️ A Customer Credit Note can only be edited if it is in an editable Status (e.g. Pending).

1. Click the dropdown list next to Status and select the status that allows editing (e.g. Pending).
   • Note: If the Customer Credit Note has been allocated to invoices, it cannot be edited unless the allocations are cleared.

How to Update a Customer Credit Note from the Source Transaction

ℹ️ This feature allows you to select a different source transaction, or to update a credit note if the source transaction was changed.

1. Display a list of Credit Notes.
2. Double-click an entry to open it.
3. Click Actions (button) > Update Transaction > Update the 'From' Transaction.
4. Select a Source Document from the dropdown list (e.g. Customer Invoice) and type the transaction number (e.g. Invoice Number).

How to Batch Update Customer Credit Notes

1. Display a list of Credit Notes.
2. Click Actions (button) > Batch Update. 
   • Note: An Update (field) will appear below the Set Date input.
3. Select all the records to edit (Use Ctrl + Left-click to select random records, Shift + Left-click to select a continuous block).
4. Select the applicable option next to Batch Update and provide the information in the adjacent block.
5. Click Update (button) and confirm the update.

How to Output Customer Credit Notes

ℹ️ The same Output options are also available when creating or editing a credit note.

1. Display a list of Credit Notes.
2. Select all the credit notes to output (Use Ctrl + Left-click to select random records, Shift + Left-click to select a continuous block).
3. Click Output (button) > Select Preview, Print or Email.
   • Note: If more than one template is included, a list of templates is displayed for you to select one.

Related Topics

• Reference: Customer Credit Notes