Add Credit Notes

To allocate credit notes issued to your organisation against future payments, they must be entered using a Purchase Invoice Credit Note.

Purchase Credit Note documents have Open (O) Status until the balance is cleared by allocating it to documents it was used against.

  1. Go to Documents, then select Document Input....

  2. On Document Input, select: 

    1. The Purchase Credit Note (XXRN) Document Type.
    2. Choose the required Input Form: 
      • Purchase Credit — No authorisation required
      • Purchase Credit Direct To Books — Expenses document must be approved before payment

    3. The Document Date and Document Period default to today's date and the current accounting period. The date must be the same date as the date of the transaction. To change the details:

      • For Document Date — Enter the date or select it from the calendar.
      • For Period Date — Select ?, then double-click the required period.

    4. To display the document input form, select OK.

  3. To select the Supplier the payments relate to, double-click, then on then the required account.
  4. The Credit Date defaults to the date entered on Document Input. The date must be the same date as the date of the transaction. To change the date, enter the date or select it from the calendar.
  5. Enter the credit note reference in Supplier Credit No.
  6. Enter the value of the transactions in Gross Credit Amount (do not enter any currency symbols, such as, £, $.).

  7. If using an authorisation version, double-click in Authoriser, then double-click the required authorisers details.

  8. To enter the nominal the transaction must be posted to, double-click in Nominal, then double-click to select the nominal.

    An Account must be entered for nominals linked to ledgers. If the nominal is not linked, Account can be left blank.

  9. To select the Account the payments relate to, double-click, then on the required account.

  10. Enter the total amount for the payment excluding VAT in Net Value (do not enter any currency symbols, such as, £, $.). The Gross value automatically calculates when the VAT Code is entered.

  11. To automatically calculate the VAT Amount total, double-click in VAT Code, then double-click the required VAT rate.

  12. Enter a Description for the transaction.

    To enter a more detailed description:

    1. Press and hold Ctrl + F8.
    2. Enter the details.
    3. To add the date an time, select Date Stamp.
    4. To save, select OK.

  13. If the transaction is a prepayment, to include the duration of the payments, enter the Prepayment Range.

  14. To add more transactions or balancing values, a row must be added for each one. Select the blank column at the end of the completed row, then press Tab or select INSERT ROW.

  15. To post the document, select POST.