Enter a Return or Credit Note for an Existing Invoice
Overview
If you issue a credit note for an existing Order Entry invoice, all the details of the invoice are displayed when you enter the invoice number. If there are errors on the invoice, the lines containing the errors are omitted and messages explain the errors.
When you enter an existing invoice number, the program displays all detail lines from the invoice so you can choose what you want to credit. All item lines display the default credit type: items returned to inventory. If you want to credit the entire invoice, choose the Post button to post the credit note.
Crediting existing invoices
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Open Order Entry > O/E Transactions > Credit/Debit Note Entry.
Click here for help on Credit/Debit Note Entry fields.
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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.
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Type the invoice number or select it from the Finder. The invoice information is automatically displayed.
Verify that the invoice information is correct. You can change the entries in any fields other than the order number, invoice date, and job-related checkbox.
If you want, you can click the
Drilldown button beside the Invoice Number field to view the invoice,
and drill down from there to the shipment and original order.
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Check and edit the Actual Return Date and Credit Note Date (if they differ from today's date).
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Choose the action you want to take:
If all items on the invoice have been returned to inventory:
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Check the quantities on the item details to make sure that the number of items returned match the number on the invoice.
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Check the Totals tab before posting the return.
If this is a partial return or price adjustment, or if items are damaged, or if you need to add detail lines for the credit note, you will need to change detail lines in the detail grid on the Credit Note tab.
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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.
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Double-click the Type field to switch between entering items or miscellaneous charges.
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If you are entering an Item detail, double-click the credit type field and choose whether:
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Items are being returned to inventory.
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Items are damaged (and not being returned to inventory).
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The price is being adjusted.
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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.
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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.
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Some columns may not be displayed. Order Entry lets you hide columns and change the column order.
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The Price List is determined by the customer account. You can change it.
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The Location defaults from the Location in the top part of the tab.
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For information on other detail fields, see Credit Note Entry fields.
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Once you are finished editing the credit note detail lines, you should check the information on the remaining credit note tabs:
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To assign or credit a salesperson for this credit note, click the Sales Split tab.
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To add optional field information to this credit note, click the Optional Fields tab.
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To change currency exchange rates in a multicurrency system, click the Rates tab.
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To check the totals for the credit note, or to add an extended comment, click the Totals tab.
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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.