Entering Credit Notes and Debit Notes

When you select an existing invoice for a credit note or debit note, or a return for a credit note, the information from the original document is displayed in the Credit/Debit Note Entry form.

If you are creating a credit note or debit note from an invoice, the quantities received from the invoice are displayed and you can either accept or change the figures. The unit and extended costs are displayed as zeroes. You specify the credit or debit amount for the items you are crediting or debiting. You then delete details you are not crediting or debiting, or leave the amounts for them at zero.

If you are creating a credit/debit note from a return, the program displays the quantities returned and the unit and extended costs. If you have security rights to these fields, you can change the amounts, but cannot delete detail lines. If the credit/debit pertains to an serialized or lotted item, you can allocate lot numbers and/or serial numbers when entering the note.

You cannot change certain information from an invoice or return, such as the vendor number, template code, currency (in multicurrency ledgers), and key information from each detail line, such as the item number, location, and unit of measure.

If you are creating a credit note from a return, the additional cost details for the primary vendor are also displayed from the originating receipt, if any. If you are creating a credit note or debit note from an invoice, the additional cost details are displayed from the invoice. The additional cost amount appears as zero and you enter the amount to be credited or debited. You cannot change the additional cost code, proration and re-proration methods, or the expense and return general ledger accounts. You can add new additional costs on credit notes and debit notes but you must select No Proration as the proration method, so that the cost is expensed to a general ledger account.

Tax information.You can edit tax information for the vendor and for details just as you could on the invoice or return.

Entering credits or debits to non-existing invoices or returns. When you enter credit notes and debit notes to cleared or non-existing invoices, you can enter and change all the default information that appears from the vendor record and template code. You can also add as many detail lines and additional cost details as you need.