Record supplier credit notes

To record credit notes

Open: Purchase Ledger > Enter Transactions > Credit Note.

  1. Select the supplier account you want to add a credit note to.
  2. If the supplier's account is in a different currency, accept or amend the Exchange rate.

    You can change the exchange rate if the currency Amendability setting is set to allow this in Accounting System Manager.

  3. Enter the credit note details and amend default values where required.

    • To check that the Reference and Date combination is unique, click the button.
  4. Enter the Transaction details, Goods value, Discount percent, Discount days and Discount value.

  5. If required, enter the Project Analysis details for each item on the credit note.

    The Project Analysis tab is only available if you are using the Project Accounting module.

    If WIP is in use and enabled for the project, cost postings are made to the WIP account. Any uplift is also posted to the WIP code. The WIP value will show the full value of the cost including uplift. If WIP is not in use or not enabled for the project, the postings will go to the default nominal Expense code on the project item.

  6. Accept or amend the VAT analysis for each item on the credit note.

    If you are working with goods items which have different VAT rates applied to them, ensure the VAT value in the VAT analysis matches the VAT value VAT for the transaction.

  7. Accept or amend the Nominal analysis requirements for each item on the credit note.

    You can change the Narrative to make it more meaningful for your business.

    Note: Both positive and negative values can be entered in the Goods Value for nominal analysis.

  8. Click Save to store the credit note.

    Click Save and Retain Code to save the credit note but retain the customer account. This means that you can record another credit note for the same customer.

Attach files and scanned documents

You can attach files and scanned documents when you enter a purchase invoice or credit note, enter a nominal journal entry, view sales and purchase invoices, confirm goods received, or produce a VAT Return.

  1. To add an attachment or scanned image:

    • When you create a purchase invoice or credit note, select Save and Attach.
    • When you enter a nominal journal entry, select Post and Attach.
    • When you produce a VAT return, you'll be prompted to add attachments to the return.
    • When you confirm goods received, select the Attach Documents check box. You can add file attachments when you click Save to confirm receipt.
  2. To attach a file:
    • Select Attach File, then browse to the file that you want to attach and click Open.

      Tip: If you can't see the file, change the filter to show All Files. By default, the attachments filter only shows these file types: pdf, jpg, png, gif, txt, xls(x), doc(x), msg.

    • Drag-and-drop a file into the Attachments list. For example, you can drag-and-drop multiple files from Windows Explorer, or single files from an Outlook email.
    • Once the file has been added, you can enter a comment or reference in the Description column.
  3. To scan a document and attach it as an image, click Scan Using Device.

    • Select Start Scan to see a preview of the scan, and click OK to add it as an attachment.
    • If the scanned image doesn't look right, you can select Rescan to scan the document again.

For more information, see Scan and attach documents.