Exact Globe Next allows you to create two types of credit notes or credit invoices, which are sales credit notes and direct credit notes. A sales credit note is created to rectify a processed sales invoice while a direct credit note is created to rectify a processed direct invoice. For example, if goods have been returned because they were damaged and cannot be repaired or replaced, or if the customer received an invoice for an amount that was incorrect, you will need to create a credit note and send to the customer.
The information in this document is applicable to product update 390 and higher. If you have versions lower than this, certain features explained here will not be applicable.
Keep in mind: All fields with the “!” icon are mandatory.
This document consists of the following sections:
This document describes creating a credit note manually. When you are creating a credit note, some of the columns are pre-filled with the information extracted from the debtor, item, or people maintenance. If the fields or columns are still enabled once they are pre-filled, you may edit the information by typing or selecting different information. You may also modify an existing credit note using the same method if the fields or columns can be edited.
A list of options appears if you click the Browse icon in the Ordered by, Person, and other fields. From the list, select an option and click Select.
Type or select the invoice code for the credit note. The invoice code will determine the type of invoice that you are creating and differentiate it from other types of invoices. The type of invoice with the selected invoice code will be shown in red text next to the box. This is mandatory. For more information on how to create and maintain invoice codes, see Creating and maintaining invoice codes.
Note: Upon typing or selecting the invoice code, this box is disabled and thus cannot be edited. This is disabled if you are maintaining a credit note.
Type or select the ID or name of the customer that is returning the items ordered. This is mandatory. If the status of the selected customer is Inactive and you have selected Ask user at Order debtor:Status in the columns settings, a message will be displayed asking whether you want to continue. Click Yes to continue or click No to select another customer. If the status of the selected customer is Blocked, a message will be displayed to inform the status of the customer. Click OK to continue. This applies to all legislations except the US and Canadian legislations. For more information on column settings, see Customizing columns for invoice or credit note lines.
Note: This is enabled only if you have selected an invoice code at Invoice code.
Type or select the ID or name of the customer to deliver the order to. By default, this is pre-filled with the customer at Ordered by. This is mandatory.
Note: This is enabled only if you have selected a customer at Ordered by.
Type or select the ID or name of the customer who will be receiving the credit note. By default, the debtor selected at Invoice debtor at the debtor maintenance of the customer who places the order (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant debtor, and then click Open, under the Logistics tab for the Simple mode, or under the Financial tab for the Advanced mode) is displayed. Otherwise, the customer selected at Ordered by is displayed. This is mandatory.
Click the Maintain icon to view or edit the details of the selected customer.
Click the Card icon to view the transaction card of the selected customer.
This displays the name and address of the contact person that are specified in the debtor maintenance of the selected customer. You can view or edit the contact person and address by clicking Address icon. For more information on maintaining addresses, see Maintaining addresses in invoices or credit notes.
This displays the sales order number of the credit note upon typing or selecting the invoice code and pressing the TAB key. If you create a sales credit note manually, the number at SO no. follows the sequence defined at Sales order number at System ➔ General ➔ Settings, under Number settings.
Note: If you create a sales credit note based on a processed invoice linked to a sales order, sales order return, or another sales credit note, the number follows the sales order number of the sales order. This information cannot be edited. For more information, see Creating credit notes based on invoices.
Our ref. displays the internal reference number of the credit note and will be automatically filled in if you have selected At entry at Assign invoice numbers at System ➔ General ➔ Settings, under Invoice settings. If you have selected At trial print, the reference number will be generated when a trial copy of the credit note is printed. If you have selected At final print, the reference number will be generated by the system during the processing of the credit note.
Note: The internal reference number follows the sequence number defined at Invoice number at System ➔ General ➔ Settings, under Number settings if you clear the Invoice code/journal link check box under Invoice settings. If you want the number to follow the sequence number of the journal that is indicated in the invoice code, select the Invoice code/journal link check box.
Type or select the date of the transaction. If you are creating a new credit note, this is pre-filled with the current system date. If you are modifying an existing credit note, the transaction date is pre-filled with the date that the credit note is created.
Type the customer’s reference for the credit note. This is mandatory.
Type or select the ID or name of the person that handles the credit note. By default, the person defined at Representative at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant debtor, and then click Open, under the Logistics tab for the Simple mode, or under the Marketing tab for the Advanced mode) is displayed. This is mandatory.
Type the description of the credit note. Once the credit note is processed, this description will be displayed in the debtor transaction card.
If you create a sales credit note manually, the Warehouse field will be filled with the warehouse linked to the item in the first sales credit note line and is disabled. If you create a sales credit note based on a processed sales invoice, this box will be pre-filled with the warehouse defined in the sales invoice and is disabled. This information can be edited if you are creating or maintaining a direct credit note.
Type or select a shipping method at Shipping via to deliver the item(s). By default, the shipping method defined at Shipping via at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant debtor, and then click Open, under the Logistics tab for the Simple mode, or under the Financial tab for the Advanced mode) is displayed. Otherwise, the shipping method defined at Shipping via at System ➔ General ➔ Settings, under Invoice settings will be displayed. This is mandatory.
Note: Shipping via is enabled only if you have selected a customer at Ordered by.
Click this to define and view additional details for the credit note. For more information, see Invoice and credit note conditions.
This displays the price list of the selected debtor selected at Pricelist at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant debtor, and then click Open, under the Logistics tab for the Simple mode, or under the Financial tab for the Advanced mode). If there is a price list defined, you can view the items in the specified price list and other price lists by clicking the Browse icon. This is disabled and thus cannot be edited.
This displays the price list of the selected invoice debtor selected at Pricelist at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant debtor, and then click Open, under the Logistics tab for the Simple mode, or under the Financial tab for the Advanced mode). If there is a price list defined, you can view the items in the specified price list and other price lists by clicking the Browse icon. This is disabled and thus cannot be edited.
Type or select the item(s) returned by the customer and fill in the necessary information under the respective columns when entering the credit note lines. A list of options appears if you press F2 in the Item column, Pricelist column, and other columns. From the list, make your selection and click Select.
Note: It is possible that not all columns in this example are displayed. You can add or remove the columns as required by clicking the Columns icon at the toolbar. For more information on how to specify the columns, see Customizing columns for invoice or credit note lines.
Type or select the item(s) returned by the customer. For more information, see Selecting items in invoices and credit notes.
Note: If the selected item has the text attribute setting turned on (the Text check box in the item maintenance is selected), the Enter text item box will be displayed with the text filled in once you press TAB. The text displayed is based on the text entered in the Basics tab under the Text section in the item maintenance. You have the option to edit the text, or just click OK without changing the text.
For further details on other columns such as Description, Pricelist, and other columns, see Customizing columns for invoice or credit note lines.
Once a step is completed, you will see a green check mark and the completion date under the corresponding process step. However, it is not necessary to go through all steps in the process flow. For example, if you are creating a credit note manually, the process flow will begin from the Authorised step and thus the steps before it will be skipped. You will see a red cross under the corresponding icon if a step is not completed. Some steps may not be available if you are creating or maintaining a direct credit note.
Click this to change the authorization status of the sales credit note. You can also authorize sales credit notes at Invoice ➔ Entries ➔ Authorise. For more information on how to authorize sales credit notes, see Authorizing invoices. A direct credit note does not need to be authorized.
Note: This is available if you have selected the Authorise invoices check box at System ➔ General ➔ Settings, under Invoice settings.
Click this to begin printing and processing the credit note. You can also print and process credit notes at Invoice ➔ Entries ➔ Print / Process. For more information on how to print and process credit notes, see Printing and processing invoices.
This is disabled. For more information on how to make payments, see Entering payments and receipts.
Click this to view the related information of the net price such as the cost price and margin. The amount next to this button is the total net price of the credit note.
Click this to view the information of the taxes. The amount next to this button is the total tax amount of the credit note.
Click this to view the related information of the discounts or extra charges. The amount next to this button is the total discount or extra charges.
This is disabled. The amount next to this button is the total amount including the taxes and the extra charges of the credit note.
Click this to view the project linked to the credit note.
Note: This is available if you have E-Project in your license. This is enabled only if you have linked a project to the credit note. For more information on how to link a project to the credit note, see Invoice and credit note conditions.
Click this to view the credit note lines that are grouped by item.
Click this to view the debtor of the credit note.
Note: This is enabled only if you click the Ordered by, Delivery to, or Invoice to box.
Click this to view the corresponding item of the selected credit note line. For more information on how to create and maintain items, see Creating and maintaining items.
Note: This is enabled only if you click one of the columns in the credit note line which has an item selected.
Click this to exit.