Supplier credit notes and refunds (receipts)
On occasions your suppliers will send you a credit note. There are a number of scenarios in which a supplier will give you a credit note but some of the most typical are:
- You returned, or did not receive, goods or services that you paid for.
- You were overcharged, or paid too much, for an order.
There are two ways you can enter the details of credit notes - as individual records or in a batch where you specify the number of individual records and the total value.
You'll need to enter a refund when you claim money back from your supplier, rather than just receiving a credit note.
Recording a credit note
There are two ways to record credit note details: as single credit notes or as a batch of credit notes.
If you enter single credit notes you simply add the details of one credit note and then immediately post it to the relevant customer account. When you record credit notes using this single-step approach:
- you cannot detail individual invoice items onto these credit notes. They contain a Total Goods Value figure but no individual item breakdown.
- you cannot print the credit note document from Sage 200.
- you post the credit note transactions directly to your nominal accounts.
If you enter batch credit notes you create a batch header record in which you specify the number of credit notes to be input and the total value of them all. You then enter the details of the individual credit notes and Sage 200 ensures that the entered number of credit notes and their total value matches that specified on the header record.
This ensures accuracy when you have a number of credit notes to enter.
Open: Suppliers > Enter transactions > Batched Transactions.
Whether you record foreign currency
The exchange rate is displayed in an additional exchange rate box. The exchange rate is set on the Currencies and Exchange Rates screen.
- If the
- If the
When you select a foreign currency
Enter the following additional details:
| Goods value |
Enter this in the same currency as specified on the This should be the same as the currency on the |
| Exchange Rate |
Click This defaults to the rate set on the Currencies and Exchange rates screen. |
to change this.Recording refunds
When you record a refund you must have a credit note record to allocate to it. Even if you were not physically handed a credit note from your supplier you need to create a credit note record to balance your books.
See Enter supplier refunds and other receipts.
Allocating credit notes to refunds
In the same way that invoices and payments are allocated, refunds need to be allocated to the credit notes to which they relate.
When you perform a bulk allocation, you can allocate invoices to payments and refunds to credit notes at the same time.
See Allocating supplier transactions.
Refunds from a supplier who has no supplier account
When you buy from a supplier who has no supplier account on Sage 200 you enter the purchase as a cash (nominal) payment (with or without VAT as appropriate).
There is no specific refund facility to reverse these payments so to record a refund you need to enter a cash receipt (with or without VAT as appropriate).
Actions you can take for suppliers
Enter supplier refunds and other receipts
Allocating supplier transactions
Enter batch supplier transactions
Introduction to purchases and suppliers
Other useful information