When an Order has been invoiced and goods are returned without a replacement being required (perhaps the Order has been cancelled), this function can be used to issue a Credit Note. The Return must first be approved and saved, and at least one Invoice must first have been created from the Order.

On selecting the function, a new record is created in the Invoice register. It is opened in a new window, entitled 'Invoice: Inspect'. This means that it has been created and saved and is being opened for amendment and approval.

The Payment Terms of the Credit Note ("CN" in the illustration) are taken from the first record in the Payment Terms setting that is of the "Credit Note" type. The first row of the grid contains a reference to the Invoice being credited. If this is wrong, it can be changed, using 'Paste Special' if necessary to bring up a list of open (unpaid) Invoices.

To print the Credit Note, click the Printer icon. If the Credit Note has not been approved, the printed Credit Note will be marked as a test print, so that it cannot be confused with the final version of the Credit Note.

When the Credit Note is complete, click the OK check box. This signifies that the Credit Note has been approved. Associated transactions in the Nominal Ledger will now be raised and you will no longer be able to modify the Credit Note.

If you have created more than one Invoice from an Order, you cannot use this function to create a Credit Note, because Hansa will not be able to establish which Invoice is to be credited. In this situation, you should enter the Credit Note directly to the Invoice register, perhaps by duplicating the correct original Invoice.

Please click here or a full description of the Invoice/Credit Note screen, and here for details about Credit Notes.

To close the screen and return to the Return, click the close box. You will be asked if you want to save any changes.

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