Creating Credit Notes

Credit Notes can be created via the CR Credit Note form.

This form can be accessed from the Financials Menu by selecting the Creditors menu option:

Then the CR Vouchers menu option:

Then the CR Credit Note menu option:

The CR Credit Note form will then be displayed

To create a new Credit Note, on the CR Credit Note form select the relevant option from the Transaction Code field and click on the  button.

Please Note: Where you have opted to auto generated Voucher Numbers, one will be created automatically.  Otherwise you will need to add the Voucher Number before clicking on the  button:

Add details to the fields as required (mandatory fields are notated with a red asterisk *).

These field available fields are:

• Creditor Number: Add the Creditors number to this field.  Alternatively click on the Find Creditor button located immediately to the right of this field, .  This will open the CR Find Creditors form, which will allow you to search for and select the required Creditor.  This form is further detailed in the Creditor Enquiry section.  Once selected the Creditor number will be added to this field and the name of the Credit will appear to the right of this field.

Once the Creditor number is added to this field the name of the Creditor will be added to the Creditor Name field, which cannot be changed.

The Address field will also be populated from the Main address on the Creditor record, which is further detailed in the Maintain Creditor Addresses section.  This can be changed by clicking on the  button located at the bottom right hand corner of the Address field.  This will open the CR Find Creditor Addresses screen that will list all the Addresses that are on the Creditor record.  Selecting a different Address on this form will replace the details in the Address field with the selected address details.  This form is further detailed in the Find Creditor Addresses section.

• Department: This will be populated with your default Department.  If you have access to more than one Department these will be displayed in the drop-down list so you can select a different Department if required.
• Section: This will be populated with your default Section for the option selected in the Department field immediately above.  If you have access to other Sections in the Department these will be displayed on the drop-down list so you can select a different Section if required.
• Credit Note Number: Add the Credit Note number to this field.
• Ref Number: A further reference number for the Credit Note can be added to this field if required.
• Credit Note Date: Add the date of the Credit Note to this field.
• Received Date: Add the date that the Credit Note was received by your organisation to this field.
• GL Date: Add the date that the Credit Note transaction is to be added to the General Ledger to this field.
• Gross Amount: Add the gross amount of the Credit Note to this field.
• VAT Amount: Add the VAT amount of the Credit Note to this field.  If there is no VAT amount 0.00 should be added as this field is a mandatory field.

Please note: when adding details to the Gross Amount field and the VAT Amount field, the Goods Amount field on the form will be updated with the net amount.

• CIS Applicable: Please ignore this option as the functionality is not currently being used.
• VAT Receipt Required: Please ignore this option as this functionality is not currently being used.
• Dispute Reason: If there is a dispute with the Credit Note select the relevant option in this drop-down field.
• Out Sort Code: Please ignore this field as the functionality is not currently being used,
• Payment Method: Once a Creditor reference has been added to the Creditor Number field, as detailed above, this field will be populated from the Payment Method field on the Creditor record, as detailed in the Creditor Maintenance section.  This can be changed by selecting a different option in this drop-down field.

Please note: the option added to this field will be used when processing the payment for the Credit Note, which is further detailed in the Creditor Payments section.

The options available will be dependant on the set up of your organisation.  Organisations that have responsibility for school/academies, e,g a Trust, will have payment method options for the Trust, which will be denoted with a Department of 100, and payment method options for each school/academy, which will be denoted with subsequent Department numbers, e.g, 101, 102, 103 etc.

There will also be separate options for both BACS and Cheque payments.  For example BACS payment methods for the Trust will include 100-CRBACS.  BACS payments for individual schools/academies in the Trust will include 101-CRBACS, 102-CRBACS, 103-CBACS etc.  Cheque payment methods for the Trust will include100-CRCHQ and for individual schools/academies in the Trust will include 101-CRCHQ, 102-CRCHQ, 103-CRCHQ etc.

If the Credit Note is to be paid from the Trust, the option selected in the Payment Method field should include the Trust department number, e.g. 100-CRBACS for BACS payments or 100-CRCHQ for Cheques.  If the Credit Note is to be paid from an individual school/academy, the option selected should include that school/academy Department number, e.g. for BACS payments 101-CRBACS, 102-CRBACS, 103-CBACS etc, or for Cheque payments 101-CRCHQ, 102-CRCHQ, 103-CRCHQ etc.

Ensure that the correct option is selected in this field.

• Comments: This field can be used to provide more details on the Credit Note.

The following buttons are available:

• : The Credit Note must be matched to at least one Creditor Invoice.  Clicking on this button will open the CR Find Invoice for Matching form that will allow you to search for and select the required Invoice for the Creditor that has been added to the Creditor Number field as detailed above.  This form is further detailed in the Matching Credit Notes section.

Once Invoices have been matched they will appear in a Lines Grid at the bottom of the CR Credit Note form:

If no further Lines are to be added please ensure that the total of the Goods Amount column in the Grid equals the amount on the Goods Amount field on the form.  Also the total of the amounts in the VAT Amount column in the Grid should equal the amount in the VAT Amount field on the form.

Lines added to the Grid can be removed by clicking on the  button located to the left of the Line.

• : Clicking on this button will allow you to add further lines to the Grid if required.  A new Line will open at the bottom of the form:

Add details to the fields in the Line as required (mandatory fields are notated with a red asterisk *).

The required Ledger Code can be added directly into the GL Code column for the Line.  Alternatively clicking on the Find Ledger Code button located next to this field:  will open the CR Ledger Code Search form allowing you to search for and select the required Ledger Code.  This form is further detailed in the Ledger Code Search section.  Once selected the required Ledger Code will be added to this field.

More blank Lines can added by clicking on the  button.  Please ensure that the total of the Goods Amount column equals the amount on the Goods Amount field on the form.  Also the total of the amounts in the VAT Amount column in the Grid should equal the amount in the VAT Amount field on the form.

Lines added to the Grid can be removed by clicking on the  button located to the left of the Line.

• : Clicking in this button will clear the screen and no changes made will be saved.  The initial CR Credit Note form will be displayed allowing you to create a new Credit Note or search for an existing one.
• : Clicking on this button will create the Credit Note and additional buttons will be available:

The additional buttons are:

• : Clicking on this button will save any further changes to the form, including any changes to the Lines in the Grid.
• : Clicking on this form will delete the Credit Note.  A message will be displayed asking you to confirm that the Credit Note is is to be deleted.
• : Where this button is a enabled, an image of the Credit Note will be available.  Clicking on this button will allow you to view the image.
• : Clicking on this button will open another screen detailing audit information on the Credit Note.  This is further detailed in the Audit Info section.
• : Clicking on this button will allow you to add a note for the Credit Note or view existing notes.  This is further detailed in the Notes section.
• : Clicking on this button will open the CR Credit Note Enq. form that provides full details of the Credit Note.  This is further detailed in the Credit Note Enq. section.
• : Clicking on this button will change the status of the Credit Note from  to  if the Credit Note requires authorisation, or to  if the Credit Note has been fully matched to one or more Invoices.  If it has not been fully matched the status will change to .