Service

Calls - Add a Credit Note

When Call Credit Notes are raised, remember the following:

• Partial credit notes can be raised.
• Select whether or not to return the stock to store.
• If you select to return to store, you must complete a return request in order to move your stock back to the warehouse.
• When credit notes are raised in order to adjust incorrect pricing on an invoice, there is no need to return the stock to store.

Ribbon Access:   Service  >   Calls

The Call Listing screen will be displayed.

• Select the site and status.
• In this image, Durban has been selected as the site and the status has been set to New.

• Click on the row selector in front of the call you wish to raise an credit note for.
• Click on Edit.

• The Call maintenance: Call ref. - [ ] screen will be displayed.
• Click on the Credit Notes tile.

• The Sales Credit Notes for Call [ ] screen will be displayed.
• Click on Add.

• The Add new Customer Credit Note screen will be displayed.
• Click on the Related References tab.

• The Related References panel will be expanded.
• Click in the text box under the Reference No. column, in the Invoice No. row.

• An ellipsis [...] button will be revealed.
• Click on this ellipsis button to display a Select the related invoice for this order pop up screen.

• Click on the row selector in front of the invoice that you wish to raise a credit note for.
• Click on Ok.

• The selected invoice details will populate the Items data grid in the credit note screen.
• If a stock item was invoiced, a message box will pop up asking;
• Do you wish to return the items to store?

• If you do want to return the items (if, for example, the incorrect part was invoiced) then click on Yes.

• Note: Remember that you still need to return the stock using the Return Request screen, when the credit note is authorised and printed.

• If you have select to Return the Item to Store, then a Return Processing message box will pop up, asking:
• Do the items being returned to the store need to be replaced?

• Select Yes If the part issued was the correct part, but is damaged / or has the incorrect serial number, and a new part of the same part code needs to be issued.
• Note: Once the part has been returned to store, the part request will re-open to be fulfilled - a new part / correct serial number must be issued.

• Select No If you issued the incorrect part, or the order is cancelled.
• Note: This will set the part request required quantity to zero - as it is no longer required.

• If you do not want to return the items to store (if, for example, the incorrect selling price was charged) then click on No.

• You do have the option to use the Return Items to Store flag if you made the incorrect choice.

• When you click on the Return Items to Store check box, a Return Processing screen will pop up asking;
• Do the items being returned to the store need to be replaced?
• You now have the opportunity to correct your previous choice, if required, and click on Yes.

• In the Items data grid, each part line item will show whether;
• a part will be returned to stores or,
• a replacement part is required.

• Ensure you have a Reference and Comment relating to the reason for this credit note

• In the Related References panel, scroll down until you can view the Reason Code row.
• Click in the text box under the Reference No. column, in the Reason Code row.

• An ellipsis [...] button will be revealed.
• Click on this ellipsis button to display a Select the reason code for this credit note pop up screen.

• Click on the row selector in front of the reason code that you wish to select for this credit note.
• Click on Ok.

• Note: If no codes have not yet been configured, or the code that you need to use has not been set up, then this needs to be added in Static Data: Credit Note Reason.

• The selected reason code will now populate the Related References panel.

• If you leave the credit note as is and click on Save, it will be credited it in full.
• Note: You can also do a partial credit note.
• Click on Save.

• You will return to the Sales Credit Notes for Call [ ] listing screen where you can now view the new credit note.

• Note: Complete the credit note process with the following steps:
• Credit Note Approval Process
• Return Stock to Store (if returning stock)

Related Topics

Edit Credit Note

Delete a Credit Note

Credit Note Approval Process

Return Stock to Store (if returning stock)