Enter a Credit/Debit Note for a Return or Invoice

Sage ERP Accpac Purchase Orders 6.0

Enter a Credit/Debit Note for a Return or Invoice

Overview

If you issue a credit note for an existing Purchase Orders 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.

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.

Sage ERP Accpac will match the document to the invoice in the Accounts Payable module.

To credit/debit a return or invoice:

Open Purchase Orders > P/O Transactions > Credit/Debit Note Entry.

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

Type the number of the credit/debit note in the Document Number field, and then press the Tab key.

Type the vendor number or select it from the Finder.
Choose Credit Note or Debit Note as the document type.

Type the return or invoice number from which you are creating the credit or debit note, or select it from the Finder.

The information from the original document is automatically displayed.

If the return or invoice has already been cleared from Purchase Orders, the program displays a message stating that the document does not exist.

Click the Close button in the message box to continue.
You will have to add all item details and additional costs for the credit/debit note, and them match it to the invoice in the Accounts Payable module.

Check and edit the credit/debit note date and posting date (if they differ from today's date).
Enter the total for the credit/debit note in the Credit/Debit Note Total field.
If you are entering a credit note from a return, the program will display the total from the return by default.
If you are entering a credit or debit note for an invoice, the program will display a zero total.

Note: The amount in this field must match the Credit/Debit Note Total displayed on the Totals page before you can post this document.

You can also specify the vendor payment location and change the vendor account set (to change the Accounts Payable control accounts).

Enter a description and reference for the document.

Choose the action you want to take:

If this is a credit note for a return:

Tab into the detail entry grid to edit credit note details.
You can delete lines that do not appear on this credit note, and you can change item descriptions. You cannot add detail lines.
Adjust the quantities being credited, if necessary. You can also adjust the cost and discount fields.

By default, the program displays the quantities and costs from the return.

Use the tab key to move through the remaining columns on the form. Or, you can click the Item/Tax... button or press F9 to display an entry form that also lets you change the item tax status.

You can change the weight UOM, unit weight and extended weight, as well as the sales order number, comments, manufacturer's item number, and optional fields. For information on other detail fields, see Credit Note Entry fields.

If this is a credit/debit note for an invoice:

Tab into the detail entry grid to edit credit/debit note details.
You can delete lines that do not appear on the credit/debit note, and you can change item descriptions. You cannot add detail lines.
Adjust the quantities being credited/debited.

By default, the program displays the quantities from the invoice and a zero cost.

You must enter the amount of the credit/debit for each detail line.

You can also enter discount percentages or amounts that apply to the credit/debit amounts.

Note: The costs you enter are the amounts being credited or debited. They are not new invoice amounts.

Use the tab key to move through the remaining columns on the form. Or, you can click the Item/Tax... button or press F9 to display an entry form that also lets you change the item tax status.

If the return or invoice has been cleared and you are adding credit/debit note detail lines:

Tab into the detail entry grid to enter credit/debit note details. You may have to press the Insert key to start a new line.
Enter the number of the item that you are crediting or debiting, or choose it from teh Finder.
Select the location being credited or debited.
Enter the item quantities being credited/debited.

Enter the cost being credited or debited for each item detail line.

You can also enter discount percentages or amounts that apply to the credit/debit amounts.

Use the tab key to move through the remaining columns on the form. Or, you can click the Item/Tax... button or press F9 to display an entry form that also lets you change the item tax status.

Once you are finished editing the credit/debit note detail lines, check the information on the remaining credit/debit note tabs:

The Taxes tab to edit the vendor tax class and to edit the total tax amounts for each jurisdiction.
The Additional Costs tax to credit/debit additional costs or to add new additional costs to the credit/debit note.
The Optional Fields tab to add optional field information to this credit/debit note.
The Rates tab (in a multicurrency system) to change currency exchange rates.
The Totals tab to check the totals for the credit/debit note, and to add an extended comment.

Check the Credit/Debit Note Total field on the Totals tab and make sure that it matches the credit/debit note from the vendor.
Return to the Credit/Debit tab to check the Credit/Debit Note Total field.
Click Post to post the credit note.