Enter or amend credit notes

Find this screen

Open: Invoicing List > Enter New Credit Note

Open: Invoicing List, then select a credit note and click Amend.

How to

Enter credit note lines

You can add new lines to the invoice on the grid.
Choose the type of item line first, then enter the remaining information:
- Stock Item: Use to add stock and invoice and order items Use to keep a record of regular lines or products added to orders and invoices where a product record is not required..
- Free Text: Use to add one-off lines with a description, quantity and value.
- Charge: Use to add charges such as carriage and insurance.
- Comment: Use to add any other text you want to show on the credit note.
Edit a line to change any default fields that are not displayed on the grid, such as the nominal code or selling unit.
Credit note numbers are assigned when the credit note is saved.

Amend credit notes

You can only make changes to a credit note if it hasn't been printed These have a status of Draft.
You can change any details (as long as you have the correct permissions), apart from the customer and credit note number.
You can add and remove lines and change quantities and prices.
You can't remove the last line and save the credit note. You must leave at least one line.
If you try to amend a printed credit note, you'll see the View screen.
For printed credit notes:
- If you need to change the customer order number or address, you can do this from the Reprint screen.
- For anything else, you must cancel the credit note and recreate it with a new credit note number.

Change the date of a credit note

If the credit note hasn't been printed, just amend the credit note and change the date.

If the credit note has been printed, you'll need to cancel it and recreate it with a new credit note number.

Quickly find stock items

Start typing the code of the item in the stock Item column. The list of stock items is filtered as you type.

Change prices and discounts

Once you've added the item, select the line and click Edit. You can only change prices and discounts if you have the correct permission.

Enter or change analysis codes

Analysis codes are additional custom fields that you can set on the whole credit note, and also on lines in the credit note.

You can use the analysis codes to use to identify or group returns and credit notes; for example, by geographical region, salesperson, or promotion.

For the whole credit note - choose the analysis codes on the Analysis Codes tab.
For each item in a credit note - choose to Edit the credit note item then select Analysis Codes.

If you don't want to apply an analysis code, leave the analysis code Value blank.

Cancel a credit note

You can cancel a credit note as long as it hasn't been posted. The whole credit note is cancelled and the credit note is given a Cancelled status.

If you've made an error, you'll need to enter the credit note again, which will have a new credit note number.

Open: Invoicing > Invoicing List.

Select the credit note(s) from the list and click Cancel.

View customer alerts

If alerts have been set up for this customer account, they'll be displayed before you continue.

To view the customer alert messages again, click the alert icon next to the customer account.

See Customer alerts.

Useful info

About credit note numbers

The credit note number is assigned when the credit note is saved, and the numbers are incremented by one each time. You can set the starting number for credit notes in the settings, but once you edit a credit note the starting number can't be changed.

Credit note numbers are used by both Invoicing and Sales Orders, so your credit note numbers are assigned to each one in return. For example, you create credit note for a return so this has number 1, and then you save a credit note from Invoicing which will be number 2.

All your credit notes, both from Invoicing and Sales Orders can be seen on the Invoicing List.

What if I cancel a credit note?

If you cancel a credit note either before or after it's printed, then that credit note number is marked as cancelled. You can see these credit notes on the credit note list with a status of Cancelled.

Fix it

Can't change the price or discount of any items?

You must have the correct additional permissions to change the price or discounts of any stock items.

Can't find a stock item

Only items that are stored in the warehouse set as the By default return to are shown in the list. Try changing this to All.
Check that the item is not set as Inactive. Inactive stock items are not shown in the list. If you don't set a warehouse for stock item, then it's set to Inactive by default.

Need to enter a credit note for VAT only?

This is done using the VAT Only Credit Note screen.

Open: Invoicing > Processing > Enter VAT Only Credit Note.

What happens when I

Save the credit note

The credit note is assigned a credit note number.
The credit note status is set to Saved.

Save and print the credit note

The credit note is assigned a credit note number.
The credit note status is set to Printed.
You won't be able to amend the credit note.
The credit note is printed using the layout set on the customer's account.