Print credit notes for sales returns

Use this to print credit notes for sales returns that you entered in the Sales Orders module. To print credit notes that you entered in the Invoicing module, use Print Credit Notes in Invoicing in the Sage 200 desktop.

How to

Print credit notes

Use this to print credit notes for sales returns that have been delivered.

Open: Sales Orders > Document Printing > Credit Notes

Choose which credit notes you want to print.
- Select All returns to show credit notes for all returns.
  - Select Credit notes using this layout to only show credit notes that use a particular layout.
    
    Tip: This is useful to only show credit notes that use an email layout, or credit notes that use a print layout.
    
    The default layout shown here is set in Maintain Credit Note Layouts in the Sage 200 desktop.
- Select Range of return numbers to show credit notes for a group of return numbers.
- Select Range of return dates to show credit notes for returns by their document date.
- Select Single customer to show credit notes for returns from a particular customer.
- Select Single return to show credit notes for a particular return number.
  
  Tip: To see a detailed list of your returns, select Find Return.
Select Display Items to show a list of the credit notes to be printed.
- If there are a number of matching returns, you'll be asked to select the returns that you want.
- Only credit notes that are ready to be printed are shown in the list.
- If there are no credit notes to print, this could be because the returns have not been received, the returns are on hold, or the credit notes have already been printed or posted.
Enter the Print details.
- Enter the Credit note date. This defaults to today's date, but don't forget to change it when required.
  
  This date is used as the VAT tax point date for the credit note, which is the date the transaction is posted to the customer's account, and the date used to age the transaction.
- Select Print using this layout to print all selected credit notes with a particular layout instead of the customer's default layout.
  
  If you don't select Print using this layout, the selected credit notes are printed using the default layout for each customer. The customer's default layout is set as the Sales credit note layout in the customer account Documents tab.
  
  Note: If you can't see the layout you need, make sure you've set it up in Maintain Credit Note Layouts in the Sage 200 desktop.
For foreign currency credit notes, select Change Exchange Rate to view or amend the exchange rate used to process the credit note.

For more details, see Change the exchange rate.
Select all the individual returns you want to print, then select Print to print the credit notes.

The documents are produced as PDF files. You can then view and print the documents, or download them to your device. You can also view your documents later from the print spooler. See Print reports and documents from the spooler.

Change the exchange rate

The current exchange rate is applied to the credit note when you print. This may be different to the exchange rate when the return was entered.

To change the exchange rate for the credit note before printing, use Change Exchange Rate.

The exchange rates displayed will depend on whether your customer is set to use single or period exchange rates.

Change a single exchange rate

If the customer uses a single exchange rate, the current default exchange rate is used.

For the Euro, enter the exchange rate in the 1 € equals column for your base currency. Euro exchange rates are entered as Euro to base, for example €1 = £0.87.
For other currencies, enter the exchange rate in the 1 £ equals column.

If you edit a single exchange rate here, it will only be used for the credit notes that you print. If you also want to save this rate as the default exchange rate, select Apply changes to single exchange rates to the default exchange rates. You can view and edit default exchange rates in Currencies and Exchange Rates in the Sage 200 desktop.

Change a period exchange rate

If the customer uses period exchange rates, the exchange rate used is the rate for the time period that includes the credit note date.

If no period exchange rate has been set up for the credit note date, then the most recent period exchange rate is used. If no period exchange rates have been set up at all, the exchange rate is set to 1.000000.

For the Euro, enter the updated exchange rate in the Period € Equals column.
For other currencies, enter the updated exchange rate in the Period £ Equals column.

If you edit a period exchange rate here, it will only be used for the credit notes that you print.

Check which credit notes are ready to print

You can see when credit notes are ready to print from the Sales Order List.

Open: Sales Orders > Sales Order List

The Ready For Invoice column shows Yes when some items on the sales return have been received (or do not require confirmation of receipt) and are ready to have credit notes printed.
The Invoiced column shows:
- Part: Only some of the items in the sales return have been included in a printed credit note, but some items have not yet been printed.
- Full: All items in the sales return have been included in a printed credit note.
Once an item is partly or fully Invoiced (all items included in a printed credit note), it can be posted. If all items in the sales return have not been fully posted, the return Status will still be Live.
To display the Ready for Invoice and Invoiced columns in the Sales Order List:
1. Select the menu in the column header, then select the columns button.
2. Select Document > Ready for invoice and Document > Invoiced.

Useful info

About printing credit notes

When you agree to the return of goods or a refund for a service that you have provided, you print a credit note document to send to the customer. You must keep a record of credit notes for your own VAT records.

You can print credit notes after you have received the goods. You must print credit notes before you post the credit note values to the customer's account.

You can print credit notes for returns if they have not already been printed, and if the return has a live status and is not on hold or completed.

When printing credit notes you can:

Choose the credit note layout you want to use.

You can choose a default layout for a customer on the customer account Documents tab. To use a different layout when you print, select Print using this layout.
Change the exchange rate for foreign currency credit notes.

Once you have printed the credit note, you cannot amend goods received. To amend goods received, you must cancel the credit note, amend the goods received, and then print the credit note again.

Copies of credit notes can be produced by using Reprint Credit Notes. See Reprint credit notes for sales returns.

Outcomes of printing credit notes

The credit notes are produced as PDF files. You can then view and print the documents, or download them to your device.
A credit note number is applied to the credit note.
Credit note history entries are added for each item line included in the credit note.
The return delivery history is updated to indicate that the credit note has been produced.

Troubleshooting

Items could not be accessed as they are in use by another user

You cannot print items that are in use by another user, for example if someone else is currently editing the sales return.

If you want to try again to process these items, the other user must first stop working with the items. Once they've finished working with the items, select Retry.
If only some of the items were in use by another user, then you can choose not to process those items, and only process the items that aren't in use. To do this, select Continue Without These Returns.
To stop without processing any items, select Cancel.

If the items are reported as being in use by another user, but that user isn't currently working with them, the user may have a disconnected login that is locking the items. To fix this, see Clear disconnected logins.