Record purchase order credit notes

Find this screen

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

Use Record Purchase Credit Note in the Purchase Orders module to enter a credit note and link it to a purchase return.

Record a purchase credit note

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

Note: To record a single purchase credit note that's matched to multiple returns, make sure you use Record Purchase Credit Note from the menu instead of the Purchase Orders List. If you select Record Credit Note from the Purchase Orders List, you will enter a separate invoice for each order that you have selected.

1. 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.

3. 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.

4. Enter the Goods value, VAT value and Credit note total from the credit note, if you want to check that the values on the matched purchase returns are the same as your credit note.

   • If you enter goods and VAT values and your selected return items do not match these values, a Credit Values Warning message is displayed when you select Post Credit Note.

   • You can leave these values as 0 (zero) if you prefer not to include this check.

5. 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. To match this to the relevant GRN, select the check box for each GRN in the GRNs for return section.

   3. Repeat for each item on the credit note.

6. Click Post Credit Note.

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

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

   Note: If you made a mistake on the previous screen and only realise it once you see this supplier credit note screen, you should still click Save here. You will need to post an opposite transaction to correct the first incorrect posting, and then start again by recording the credit note with the corrections required.

   Note - warning

   Do not make any changes on this supplier credit note screen, as this screen is for confirmation only. If you make changes on the second screen, as these will not update the postings in the nominal or supplier account, and will not be connected with the purchase return.

Useful info

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.