Creating Credit Notes

Credit Notes can be created via the DB Credit Note form, which can be accessed from the Financials menu by selecting Debtors > DB Vouchers > DB Credit Note:

To create a new Credit Note, on the DB 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 Reference Numbers for Credit Notes, one will be created automatically.  Otherwise you will need to add the Reference Number before clicking on the  button:

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

The Debtor number can be added to the  field.  Alternatively you can search for the required Debtor by clicking on the Find Debtor button located immediately to the right of this field .  This will open the DB Find Debtors form, which is further detailed in the Debtor Enquiry form section.

The following buttons are available:

• : Clicking on this button will open a Grid at the bottom of the form, where you can add Charge Lines:

Add details to the fields in the Line as required (mandatory fields are notated with a red asterisk *).  Click on this button to add further Lines as required.

Alternatively lines from an existing Sales Invoice can be added by clicking on the  tick box and adding the Invoice number to the  field on the form.  Alternatively you can search for the Invoice number by clicking on the Find Invoice button located to the right of this field: .  This will open the DB Find Invoice for Credit Note form, where you can search for and select the relevant Invoice.  This form is further detailed in the Find Invoice for Credit Notes section.

Once added clicking on the  button, as described below, will add the lines from this Invoice into the Grid below the DB Credit Note form.

• : Clicking in this button will clear the screen and no changes made will be saved.
• : Clicking on this button will allow you to allocate the Credit Note to a Sales Invoice.  This is further detailed in the Credit Note Allocation section.
• : 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.
• : Clicking on this button will open the DB New Credit Note Allocation form and allow you to allocate the Credit Note to a Sales Invoice.  This is further detailed in the Credit Note Allocation section.
• : Clicking on this button will change the status of the Credit Note from  to .
• : Clicking on this button will provide you with options to cancel the Credit Note, reverse it or transfer it to a new Department and/or Section.  This is further detailed in the Credit Note Adjustment section.
• : Clicking on this button will open a DB Print Status form.
• : Once the Invoice has been printed this button will allow you to view it.
• : 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 to the Credit Note.  This is further detailed in the Notes section.
• : Clicking on this button will open the DB Credit Note Enquiry form that provides full details of the Credit Note.  This is further detailed in the Credit Note Enquiry section.
• : Clicking on this button will create a duplicate of the Credit Note.  This will allow you to create Credit Notes with similar details.