Detailed Sales Credit Notes

A Detailed Sales Credit note lists the products, quantities and agreed prices for products or services provided to the customer which the customer returned or did not receive. It may be issued in the case of damaged goods, errors or allowances. In respect of the previously issued invoice, a Credit Note will reduce the amount the customer needs to pay.  You can create Detailed Credit Note by referencing the original Invoice which will populate the List of products sold with quantities and prices. You can edit the product lines and confirm on the re-enter the quantities, price, or vat amount to generate the credit note. You can create Credit Note even without referring a sales Invoice against a customer. 

To add a new Sales Credit Note, simply press the Add Cr. Note Button and the following screen will appear.

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Customer: Enter in the Customer Code or press the magnifying glass to search for the Customer; if they do not already exist they can also be setup from here. To create a new customer, click the New button within the Customer look up.

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Customer window opens up here to quickly add customer details without having to leave the Credit Note page.

Add the following details:

Name

Enter in the name of the Customer.

Address

Enter the Address of the Business, not including the Town, County, Post Code and Country as they have their own fields.

Town

Enter the Town of the Business.

County

Enter the County of the Business.

Post code

Enter the Post Code of the Business.

Country

Enter the Country of the Customer; this is important for your VAT return as it will allow the system to differentiate between EU and Non-EU sales. By default, the country of the business gets selected in the cell.

Phone

Enter the Phone Number of the Customer. 

Mobile

Enter the Mobile Number of the Customer. This will be the number that SMS messages will be sent to.

Fax

Enter the Fax Number of the Customer

E-Mail

Enter the E-Mail address of the Customer. This will be the address that Invoices and Statements will be sent to.

Web

Enter in the Web Site of the Customer.

Save the customer. On save, the Customer look up within Credit Note automatically populates the Customer code you have created now.

Invoice: If you are using the Sales Invoice in the system simply enter in the appropriate number Click on the magnifying glass to search for the entry. Select reference of the original Invoice which will populate the List of products sold with quantities and prices. If you wish to create Credit Note without Sales Invoice reference, leave this field blank.

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Credit Note Number: Credit Note Numbers are Automatically Generated in the system; if you have not already specified the starting invoice number in financial Settings the system will prompt you for the first number. 

Ref No: Enter in any other reference number you may require, this could be a Customer Purchase Order Number or any other external reference.

Credit Note Date: Enter the Date of the Credit Note.

Account Manager: The Account Manager will default to the one setup on the Customer but this can be overwritten. 

Invoice Address: The Invoice Address is copied in from the Customer Address/Quote / Order and can be overwritten.

Delivery Address: The Delivery Address is copied in from the Customer Address/Quote / Order and can be overwritten.

Credit Control Information: Once the Customer has been selected the system displays some basic credit control information including the Customer Balance and Overdue Balance.

Product: Enter the Product Code or press the magnifying glass to search for the Product; if it does not already exist it can also be setup from here.

To create New Product Code from Invoice page, select the magnifying glass, click on the New Button from Product look up.

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Product window opens up here to quickly add Product details without having to leave the Invoice page.

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Add the following details:

Product Category

This will be how you categorize your product e.g. Laptop will be under Electronics. Click on the magnifying glass to select the category. Click on the new button within the category look up window, to define a new category.

Code

Enter a unique code to identify the product. This code will be used when entering in the details of an Invoice.

Description

Enter the Description of the Product; this description appears on the Invoice and can be changed while creating the Invoice.

Sales Price

This is where you set the price of the product you are selling, as with the description this can be overwritten when creating the Invoice.

Sales Nominal Code

From the drop-down select the appropriate Nominal Code from the Chart of Accounts. This should be in the Sales range “001” to “109”.

Sales VAT Rate

From the drop-down select the appropriate VAT Rate for the product. If the VAT Rate on a product varies, choose the most common rate as this can be over written while adding the Invoice by using the Advance button.

Purchase Price

Enter the Price which you are charged for the product. If you have not purchased the product leave this field as blank.

Purchase Nominal Code

From the drop-down select the appropriate Purchase Nominal Code for the product. If you have not purchased the product leave this field as blank.

Purchase VAT Rate

From the drop-down select the appropriate VAT Rate for the product. If you have not purchased the product leave the field as blank.

Description: The Description of the Product is displayed but can be overwritten; this can be useful if you have a general Service/Other Product Code where you can enter the details on the fly.

Quantity: Enter the Quantity of the Product being Invoiced.

Price: The Price of the Product is Defaulted in but this can be overwritten.

Discount %: Enter in any Discount being given. This field is only enabled if Discount Method (in Financial Settings) is set to “Calculate Net Amount from Discount %”. If the Discount Method is set to “Calculate Discount % from Net Amount” then this field is read only and is automatically calculated from the Net Amount.

VAT%: The VAT % is displayed based on the Rate setup on the Product Code. This can only be changed by using the Advanced button.

Nominal Code: The Nominal Code is displayed based on the Nominal Code setup on the Product Code. This can only be changed by using the Advanced button.

Net Amount: The Net Amount is automatically calculated using the Price less Discount multiplied by the Quantity. If the Discount Method (in Financial Settings) is set to “Calculate Discount % from Net Amount” then this amount can be changed and the Discount % is then affected.

Add: The Credit Note is initially created with 5 lines, if you need more simply press the Add button to create new blank lines.

Delete: If you want to delete a Credit Note line, simply highlight the line and press the delete button.

Advanced: Use the Advanced button if you wish to change the Nominal Code or the VAT Rate. You can add further details in description. Invoice other information (defined in Settings tab >> under Business Settings column) fields appear on clicking Advanced Button.

Notes: Enter in any notes you may wish to make on the credit note, these can be optionally be displayed on the credit note (see credit note Template).

 

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