Creating a manual credit note to credit a manual invoice is a multi-stage process that involves the following:
Searching for and selecting the original invoice to be credited.
Opening the Credit Note screen.
Specifying the credit note header details.
Adding the credit items.
Saving or closing the credit note.
To search for the original invoice that is to be credited, follow the procedure below.
How to Search for the Original Invoice to be Credited | |
Navigate to Billing > Manage Invoices/Credit Notes. The Manage Invoices/Credit Notes screen opens. | |
2. | In the search section at the top of the Invoice Search List screen, type or select the relevant information about the existing invoice. For example, if you know the invoice number, type it in the Invoice/Credit Note No field. In the Status field you should select the Closed option in order to search for closed invoices only and in the Invoice/Credit Note Type field you should select Non Timesheet Based Invoice - Vendor/Supplier or Non Timesheet Based Invoice - Perm/Service to search for manual invoices only. |
3. | Click Search. The invoices matching the search criteria you specified are listed in the results list. |
4. | In the results list at the start of the row where the invoice that you want to credit is listed, click Credit Invoice. The Credit Note Entry screen opens. The debtor and billing company details are pre-populated in the credit note header based on the original invoice that you have chosen to credit. |
Once you have selected the relevant invoice and opened the Credit Note Entry screen you can specify the general credit note details. To do this, follow the procedure below.
How to Add the Credit Note Header Details | |
If the credit note date is to be other than the current date, select the relevant date in the Credit Note Date field. Note that the credit note date is the date on which the credit note is issued and the due date of the credit note will be calculated relative to this date based on the credit note terms that you select. | |
2. | In the Credit Note Type Account Group field, select the relevant account group depending on the general ledger account to be affected by payment of the credit note. |
3. | In the Credit Note Terms field, select the relevant option depending on the payment terms that are to apply to the credit note. The Credit Note Due Date field updates to display the due date of the credit note based on the date selected in the Credit Note Date field and the payment terms defined by the credit note terms you have selected. |
4. | In the Bill To Contact field, select an agency user who will act as the agency contact person in the event the debtor needs to contact the agency regarding the credit note. |