Credit Notes

The Credit Note creation facility operates on a similar basis to Invoice creation. However, there is no equivalent "Get Sales" operation. Instead, Credit Notes can be "Applied" to a particular Invoice. The layout and content of the Credit Note is based on the same rules as the Invoice.

Credit Note Number
This number is generated by the system.

Job
For the Job to be credited, enter a valid Code, or use the <F4> Job Search and select one from the list available.

Date
The current date will be provided by the system as a default. The date may be altered if necessary.

Period
The current Financial Period to which the system is set will be displayed in these fields.

Status
The current Status of the Credit will be displayed in this field.
There are 5 invoice status stages. Entered; Approved; Sent; Updated & Deleted. The current Status will be displayed in this field.
As processing stages are reached, the system will update the Inv Status and status dates. See the Table under Invoice Editing, Approval and Deletion at the end of this User Guide which summarises the Processing stages as they relate to the Inv Status.

Client
The Client Code of the Client attached to the Job selected will be displayed.

Address
These details will be displayed as the default when the Job is selected, and may be modified as necessary.

Billing Contact
These details will be displayed as the default when the Job is selected, and may be modified as necessary.

Format
The printing of the Credit Note is based on a number of standard formats. Select one which best suites the type of Debtor and the style of Credit they require. A default entry will be made on the basis of the Code set on the Job Master.

Approved/By Me button
If the Credit is to be approved at the time of creation, select a Name from the list. Alternatively, if the person Logged On is to be shown as having Approved the Credit, "press" the By Me button and this person's name will be placed in the Approved field.

Title
When the Job is selected, this field is filled with the Description from the Job. This data will print as a main heading in the body of the Credit. The description may be altered if necessary

Bill Type
This field will display the Charge Type set on the Job.

Details
This is additional text which can be added to print on the Credit. It will print after, and underneath, the Title (Job Description) text and serves to further detail the Job. If text has been added to the Description Tab section on Job Maintenance, it will be placed in this field when the Job is selected. This text may also originate at the Service Desk.

Job Value
The contracted value of the Job will be displayed in this field.

Apply Number
A list of Invoices for the Client selected will be available. One of these may be chosen as the Invoice against which this Credit Note will be applied.

Code
The Sales Code for each line on the Credit Note will be selected and displayed in this field. A Sales Code can be entered manually or selected from the list.

Description
The default entry for this field will be the description attached to the Sales Code. This data may be altered if it unsuitable for printing on the Credit Note.

Quantity
Enter the Quantity relevant to each line on the Credit Note.

Rate
The value held against the Sales Code will be displayed in this field as a default value which can be altered as required.

Value
This data is for display purposes only and can only be altered through the manipulation of the Quantity or Rate values.

GST
GST will be calculated automatically by the system. It can be altered and the result will be that the system will recalculate the Total for the line by adding the new GST value to the Value amount. Thus if GST is set to Zero, then the Value and Total amount will be the same.

Total
This figure, the total for each line, is not editable directly.

Detail
Text which is held for each line can be entered in this field. These lines will print, however, only when using the Credit Note Formats which support printing details (i.e. will print both Item details, and the textual data held in this field).

Footer
Pre-defined Footer Text can be selected for printing on the Credit and will be displayed in the adjacent field. Text can be added into this field manually if required.