Record purchase order credit notes

You must enter the credit note using Purchase Orders > Processing > Record Purchase Credit Note. This lets you link the credit note to the purchase return it is for.

When you select Purchase Orders > Processing > Record Purchase Credit Note, you are presented with two screens in the following order and you click Post on the first screen to get to the second one.

1. Purchase order credit note screen - Record Purchase Credit Note.
1. Match the credit note to the purchase return.
2. Make any amendments to quantities or discounts, if required.
3. Click Post to post the credit note values to your nominal and supplier accounts.

2. Supplier credit note screen - Enter Purchase Credit Note for [supplier].

   • Click Save.

   This second screen is for confirmation only and you should not make any changes to the quantities or discounts on it. If you do make any changes on the second screen, these will not be posted to the nominal accounts and will not be connected with the purchase return.

Note: If you made a mistake on the first screen and only realise it once you see the second screen, you should click Save on the second screen and then post an opposite transaction to correct the first incorrect posting and then start again by recording the credit note and making the adjustments you require on the first screen.

The quantity on the credit note is different from the quantity on the return

If the quantity on the credit note is different to the total GRN quantity, you'll see a warning when you try to post the credit note but you can continue. The purchase order return remains Live until you despatch any remaining items or write off the return as incomplete.

The price on the credit note is different from the price on the return

When you enter a purchase credit note, change the Discounted Unit Price to match the price on the credit note. Then when you post the credit note, the difference between the price on the credit note and the price on the return is posted to the PO Cost Price Differences nominal account.

What if your system goes down during posting

If you have system downtime, then your credit notes may not post correctly. Credit note details are saved and you can post them using Suppliers > Enter Transactions > Batched Purchase Transactions. These credit notes will have a batch header title incorporating the date and time the system down time occurred, so that you can identify them and post them from there.

Record a purchase credit note

Open: Purchase Orders > Processing > Record Purchase Credit Note.

1. On the screen that appears, the purchase order credit note screen - Record Purchase Credit Note - select the supplier account.

   Note: You can't record a credit note for a supplier who is on hold.

2. Choose the returns the credit note is for.

   Enter the date and reference from the supplier's credit note.

   Click Check to check this is a unique combination. If it isn't, the credit note may have been entered already.

3. You can enter the Goods value, VAT value and Credit note total from the credit note if you want to provide an additional check when entering the credit note item values. The values you enter here will be checked against the total of the items on the credit note. You can leave these values as 0.00 (zero) if you prefer not to include this check.

4. Match to credit note lines and GRNs for the return item:

   1. Select a return using the check box in the Select Return Items section.
   2. You can also match this to the relevant GRN by selecting the check box for each GRN in the GRNs for return section.
   3. Repeat for each item on the credit note.

5. Click Post Credit Note.

   The credit note values are posted to your nominal accounts and the supplier account.

6. On the screen that appears, the supplier credit note screen - Enter Purchase Credit Note for [supplier], click Save to complete the process.

   Note - warning

   Do not make any changes on the supplier credit note screen as these will not update the postings in the nominal or supplier account.