When you have recorded returns, your next steps involve confirming receipt of returned goods or services and printing and posting credit notes.
Confirming receipt of returns
You must confirm receipt of returns before you can print credit notes for your customers.
You confirm receipt of all goods and services, which are stock and miscellaneous items, free text items, and service/labour items.
When you confirm receipt, you can choose to return items to a particular bin location.
The outcomes when you confirm receipt are:
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The received quantity and history for the item are updated.
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The balances for stock items are increased.
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The stock movement history is updated.
Printing and posting credit notes
You can't print credit notes for your customers until you have confirmed the receipt of returns and you can't post credit notes until you have printed them.
Print credit notes
When printing credit notes you can choose to:
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Change the exchange rate for foreign currency credit notes.
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Choose the credit note layout you want to use.
This is specified by default in the customer account Documents tab. You can override this when you print the credit notes.
You can print credit notes for individual returns or customers, or for a range of returns or for all returns.
When you click Print or Print All:
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A credit note number is applied to each credit note.
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Credit note history entries are added for each line appearing on the credit note.
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For all items, the despatch history is updated to indicate that the credit note has been produced.
Copies of credit notes can be produced by reprinting the credit note. You can, if necessary change the customer's address on the copy credit note.
Cancel credit notes
You can cancel credit notes that haven't yet been posted.
Cancelling a credit note does not amend the received quantities on the return. If you want to amend received quantities, you must use theAmend Receipt option on the Sales Orders > Processing > Goods Despatched and Received menu.
Post credit notes
You can post credit notes for a single or all customers, or a range of return or credit note dates. If you need to refund an online payment once you have posted credit notes, use Refund Online Card Receipt.
When you click Post:
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The credit note is added to the customer's account, adjusting the balance and the turnover value for the customer.
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If a refund of an online payment is included, a sales payment is posted to the customer's account and the cash book and nominal entries are generated for the credit note and payment.
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Your nominal accounts are updated with the credit note values.
Producing VAT only credit notes
You can produce credit notes that contain only VAT. Details are added as lines which contain a description, value and VAT rate. Once you save the credit note, an associated sales return is automatically created and marked as completed.
You can't enter a VAT only credit note for the cash account or for customers whose accounts are on hold.
When you click Save:
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The customer's account is updated.
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The values are posted to the VAT records and the Nominal Ledger (VAT and creditors accounts).