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This text refers to program version 8.5  

Create Menu - Returned Goods to Supplier - Create Credit Note

This page describes the 'Credit Note' function on the Create menu in the Returned Goods to Supplier record window. If you are using iOS or Android, the 'Credit Note' function is on the + menu.

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When you have created a Purchase Invoice from a Purchase Order and you then return the goods without requiring a replacement, you can create a Credit Note using the following methods:

  1. From the Return Goods to Supplier record, select 'Credit Note' from the Create menu (Windows/macOS) or + menu (iOS/Android). This function is described on this page.

  2. From the original Purchase Invoice, select 'Credit Note' from the Create or + menu. Method 1 might be preferred to this one for the following reasons:

    1. Every Item in the Invoice will be included in the Credit Note, while method 1 will only credit the returned Items.

    2. If the Returned Goods to Supplier record debited the Returned Goods to Supplier Account, method 1 will create a Credit Note that will credit the same Account. A Credit Note created from a Purchase Invoice will credit the Purchase Accruals Account (although you can of course change the Account before marking the Credit Note as OK).

    You cannot create a Credit Note from a Returned Goods to Supplier record that is returning Items from more than one Purchase Order. In this case you must create the Credit Note from the original Purchase Invoice.

    If you create a Credit Note for a partial Return from the original Purchase Invoice, be sure to update the quantities on flip B of each row in the Credit Note as well as the Amounts on flip A. This will ensure that the Invoiced quantities on flip C of each Purchase Order row are updated correctly.

  3. If you have not yet created a Purchase Invoice, a partial Return will be included when you do create the Invoice from the Purchase Order (but not from the Goods Receipt). If you have already created a Purchase Invoice, you can create another Invoice from that Order. This will be an Invoice with negative quantities rather than a Credit Note.

  4. If you are using the Create Credit Note when OKing Returned Goods to Supplier option in the Purchase Order Settings setting in the Purchase Orders module, a Credit Note will usually be created automatically when you mark a Return as OK and save.

    No Credit Note will be created if the returned Items have not yet been invoiced. Also, as mentioned in step 2, no Credit Note will be created from a Returned Goods to Supplier record that is returning Items from more than one Purchase Order.

    The new Credit Note will be marked as OK immediately and automatically.

To be able to create a Credit Note from a Returned Goods to Supplier record, you must first have marked the Return as OK and saved, and the returned Items must have been invoiced.

If you are likely to create partial Returns and therefore partial Credit Notes, it is recommended that you do not use the Consolidate Items to Supplier Cost Account option in the Purchase Invoice Settings setting. If you are using this option, every row in a Purchase Order will be consolidated to a single row in a Purchase Invoice. If you partially credit the Purchase Invoice, this partial credit will not be fed back to the Purchase Order correctly because it will not be possible to establish which rows in the Purchase Order should be affected. The consequence will be that the Invoiced figures on flip C of each Purchase Order row will all be set to blank as if the Credit Note were crediting the Purchase Invoice in full.

To create a Credit Note, open the Return in a record window and select 'Credit Note' from the Create menu (Windows/macOS) or + menu (iOS/Android). 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 Term in the Credit Note ("CN" in the illustration) will be taken from the first record in the Payment Terms setting that has the Type "Credit Note". If you have only created one Purchase Invoice from the Purchase Order, its Invoice Number will be shown in the Credit of Invoice field, stating that it is the Invoice being credited. If this is wrong, you can change it, using 'Paste Special' if necessary to bring up a list of open (unpaid) Purchase Invoices. If you have created more than one Purchase Invoice from the Purchase Order, the Credit of Invoice field will be empty (i.e. there will be no reference to the Purchase Invoice being credited) because it will not be possible to establish which Invoice is to be credited. You will be able to specify this yourself, again using 'Paste Special' if necessary.

The value of each row in the Credit Note will be taken from the GR Cost Price field on flip C of the corresponding row in the Returned Goods to Supplier record. The Account in each row will be the Returned Goods to Supplier or Purchase Accruals Account debited from the corresponding Returned Goods to Supplier row: please refer to the Nominal Ledger Transactions from Returned Goods to Supplier records page for details about how this Account will be chosen.

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, tick 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.

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

To close the window and return to the Return, click the close box (Windows/macOS) or tap < (iOS/Android). You will be asked if you want to save any changes.

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The Returned Goods to Supplier register in Standard ERP:

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