Enter a Return for a Cleared or Missing Invoice

Enter a Return for a Cleared or Missing Invoice

Overview

To credit an invoice that no longer exists in Order Entry:

1. Open Order Entry > O/E Transactions > Credit/Debit Note Entry.

Click here for help on Credit/Debit Note Entry fields.

2. Press the Tab key to accept *** NEW *** as the credit note number (in the Document No. field). The default document type is Credit Note.

If you do not want Order Entry to assign the number automatically, you can type the new number yourself, and then press the Tab key.

3. Type the customer number or select it from the Finder.

You can also click:

The Zoom button to check address and contact information.

To change customer information such as the tax code or price list, click the Customer tab, and then return to the Credit Note tab.

4. Type the number of the invoice. If you do not know the number, leave the Invoice Number field blank.

If the invoice still exists in Accounts Receivable, you must use the correct invoice number to properly credit the invoice. If you enter an invoice number that does not currently exist in Order Entry, the program uses the entries in the default template.

5. Fill in the general credit note information fields on the Credit Note tab.

   • Enter a PO number if the customer had one.

   • Choose a template if your company uses templates to fill in default field entries.

   • Enter the date of the return.

   • Enter the date for the credit note.

   • Select the warehouse location where you are returning goods.

   • If the original invoice was job-related, select the Job Related option. For more information on job-related options, refer to the Credit/Debit Note Entry fields.

   • Select the Calc. Tax option to have to program calculate tax on the credit note.

   • Enter a description for the credit note. You can also add comments to each item detail line, and you can add a large comment for the credit note on the Totals tab.

6. Tab into the detail entry grid (or click the grid) to start entering credit note details. You may have to press the Insert key to start a new line.

7. Double-click the Type field to switch between entering items or miscellaneous charges.

8. If you are entering an Item detail, double-click the credit type field and choose whether:

9. Items are being returned to inventory.

10. Items are damaged (and not being returned to inventory).

11. The price is being adjusted.

9. Double-click the Item Number field and enter an item number or a miscellaneous charge code. (If this is a job-related credit note, you have to enter the contract and job information before you can choose the item.)

You can also click the Item Number column heading to look up item numbers.

If you are using a scanner, click in the Item Number field before scanning the bar code.

10. Use the tab key to move through the columns on the form. Or, you can click the Item/Tax... button or press F9 to display an entry form for adding items.

11. Some columns may not be displayed. Order Entry lets you hide columns and change the column order.

12. The Price List is determined by the customer account. You can change it.

13. The Location defaults from the Location in the top part of the tab.

14. For information on other detail fields, see Credit Note Entry fields.

11. To assign or credit a salesperson for this credit note, click the Sales Split tab.

12. To add optional field information to this credit note, click the Optional Fields tab.

13. To change currency exchange rates in a multicurrency system, click the Rates tab.

14. To check the totals for the credit note, or to add an extended comment, click the Totals tab.

15. Click Post to post the credit note.

Order Entry asks if you want to print the credit note after posting it. You can also print the credit note separately, from the O/E Forms folder.

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