Purchase credit notes and refunds (receipts)

You can record credit notes from your suppliers in two ways: as a credit note linked to a purchase return or if you're not using purchase orders, you can just record the details against the suppliers account and your nominal accounts directly.

Refunds can be entered individually or as in a batch. In both cases, they're posted to your suppliers account straight away.

Recording credit notes

Use this when:

• You just want to record a credit note against a supplier account. You're only interested in the value and not the individual items ordered and don't want to update your stock levels.
• You only want to specify the nominal code(s) the invoice value is posted to.

There are two ways you can enter credit notes:

• Single credit notes

  Open: Purchase Ledger > Enter transactions > Credit Note

  Use this enter credit notes one at a time and post to your accounts straight away.

• Batch transactions

  Open: Purchase Ledger > Enter transactions > Batched Transactions

  Here you create a batch header record in which you specify the number of credit notes to be input and the total value of all those credit notes. You then enter the details of the individual credit notes so that you can check them against your batch, before posting them to your accounts.

  Use this if you batch up physical copies and need to check what you've entered against your physical batch.

Credit notes linked to returns

If you're using purchase orders to keep track of specific items bought, then when you receive the invoice from your supplier, you match it to the relevant purchase return(s) and goods despatched notes. This creates a credit note from these details in Sage 200 and posts it to your accounts.

Use this when you want to:

• Update your stock levels with the returned goods.
• Record when sent to goods back to your supplier and match this to the credit note.

Open: Purchase Order Processing > Purchase order list > Post

Recording refunds

• Single refunds

  Open: Purchase Ledger > Enter transactions > Receipt

  Use this enter refunds one at a time and post to your accounts straight away.

• Batch transactions

  Open: Purchase Ledger > Enter transactions > Batched Transactions

  Here you create a batch header record in which you specify the number of receipts to be input and the total value of all those receipts. You then enter the details of the individual receipt so that you can check them against your batch, before posting them to your accounts.

What if I make a mistake

To maintain the integrity of your data, you can't delete transactions once they're posted. However, you can make corrections which creates a reverse transaction with the same details as the original and a new transaction with your changes.

See Correct posted supplier transactions.