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This text refers to program version 5.1  

Operations Menu - Create Credit Note

When you have created a Purchase Invoice from a Purchase Order and you then return the goods without requiring a replacement, use this function to create a Credit Note. You must first have approved and saved the Return, and you must first have created an approved Purchase Invoice from the Purchase Order.

When you select the function, a new record will be created in the Purchase Invoice register and opened in a new window, entitled 'Purchase 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. Be sure to enter a reference to the Invoice being credited in the Credit of Invoice field, using 'Paste Special' if necessary to bring up a list of open (unpaid) Purchase Invoices. The value of each row in the Credit Note will be taken from the Row FIFO field on flip B of the corresponding row in the Returned Goods to Supplier record.

The Creditor Account will be taken from the original Purchase Invoice. The VAT Code on each row will be taken from the appropriate Purchase Order row (flip A). The value in the Calc VAT field in the footer will be calculated using the VAT Codes from each row.

As soon as you create the Credit Note, the invoiced quantity on flip C of the originating Purchase Order will be updated.

When the Credit Note is complete, click the OK check box and save. 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.

You cannot use this function to create a Credit Note in the following circumstances:

1. You have created more than one Purchase Invoice from a Purchase Order. In this case, you cannot use this function to create a Credit Note, because HansaWorld Enterprise will not be able to establish which Purchase Invoice is to be credited. Instead, you should enter the Credit Note directly to the Purchase Invoice register, perhaps by using the 'Create Credit Note' Operations menu function from the original Purchase Invoice: this will create a Credit Note with appropriate Payment Terms and a reference to the Purchase Invoice being credited.
   

2. You are using the Consolidate Items to Supplier Cost Account option in the Purchase Invoice Settings setting. Again, use the 'Create Credit Note' function from the Operations menu of the original Purchase Invoice. Alternatively, use the 'Create Purchase Invoice' function from the Operations menu of the Purchase Order screen to create an Invoice for a negative quantity, effectively crediting the 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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