Crediting a Cleared or Missing Invoice

You can post a return or credit note to an invoice number that has already been cleared from your Order Entry system, or to an invoice that you have not yet entered in your Order Entry system.

If you want to credit an invoice that was deleted from Order Entry but still exists in Accounts Receivable, you must enter the original invoice number to ensure that the credit is properly posted in Accounts Receivable.

Important! If you do not want to affect any Order Entry or Inventory Control statistics, you should enter the credit note in Accounts Receivable.

To credit an invoice that no longer exists in Order Entry:

1. Open Order Entry > O/E Transactions > Credit/Debit Note Entry.

2. Click the Create New button to generate a new credit note number in the Document Number field.

   Note: If you do not want Order Entry to assign the number automatically, you can type the new number yourself, and then click .

   The default document type is Credit Note.

3. In the Customer Number field, specify the customer number.
• To check or edit the bill-to address and contact information, click the link beside the Customer Number field.
• To change other customer information, such as the tax group or price list, you use the Customer tab.
4. In the Invoice Number field, enter the number of the invoice you want to credit. If you do not know the number, leave this field blank.

   Note: If the invoice still exists in Accounts Receivable, you must use the correct invoice number to properly credit the invoice.

5. On the Credit Note tab, enter general information for the credit note. More...
   1. If the customer had a PO number, enter it in the PO Number field.
   2. If your company uses templates to fill in default field entries, select a template code.

      Note: When you enter an invoice number that does not currently exist in Order Entry, the program uses entries from the default template.

   3. In the Actual Return Date field, enter the date of the return.
   4. In the Credit Note Date field, enter the date of the credit note.
   5. In the Posting Date field, enter the date for the year and period to which you are posting the credit note.
   6. In the Location field, specify the warehouse location where you are returning goods.
   7. If you want Order Entry to calculate taxes for the credit note, select the Calculate Tax option.
   8. Enter a short description and/or reference for the credit note. You can also add comments to each item detail line, and you can add a long comment for the credit note on the Totals tab.

6. In the Detail table on the Credit Note tab, enter details for the credit note. More...

   1. To start entering credit note details, click the table.

      Tips for working with Item Numbers

      • You can click the Item Number column heading to look up item numbers.
      • If you are using a scanner, click the Item Number field before scanning the bar code.
   2. To add a detail line, click the Add Line button, and then on the new line:
      1. Double-click the Type field to specify whether you are entering an item or a miscellaneous charge.
      2. Double-click the Item Number / Miscellaneous Charge field, and then enter an item number or a miscellaneous charge code.
      3. Navigate through the columns in the Detail table. For information on detail fields, see O/E Credit/Debit Note Entry Screen.

      The default price list is determined by the customer account, but you can change it.

      The default location for a detail line is the location specified for the document.

   3. If you are crediting an Item detail, double-click the Credit Type field, and then select a credit type. More...

      You can select the following credit types:

      • Items Returned to Inventory. Enter the number of units returned to inventory in the Quantity field. You can edit other fields if they are not set to read-only. When you enter the number of units, the program displays the extended price for this quantity.
      • Damaged Items. Enter the number of units damaged in the Quantity field. Damaged items credit the customer and affect item sales, but do not affect inventory levels. You can edit other fields if they are not dimmed. When you enter the number of units, the program displays the extended price for this quantity.
      • Price Adjustment. If you select this type, enter the price adjustment in the Price/Adjustment field.
        • Price adjustments affect the item sales amount but not inventory levels.
        • Enter a price decrease as a credit note, and a price increase as a debit note. Enter just the differences in price.
        • When you enter the adjustment, the program displays the extended price adjustment in the Extended Amount field. (You can also just enter the extended amount directly.)
        • If you do not want to affect any Order Entry or Inventory Control statistics, you should enter the credit note in Accounts Receivable.
7. After you finish editing detail lines, check the information on the remaining tabs on the screen. More...
   • To assign or credit a salesperson for the credit note, click the Sales Split tab.
   • To add optional field information to the credit note, click the Optional Fields tab.
   • To edit exchange rates (in a multicurrency system), click the Rates tab.
   • To check the totals for the credit note, or to add an extended comment, click the Totals tab.
8. Post the credit note.

   If you want to print the credit note, click Yes on the Confirmation form that appears after posting. You can also use the O/E Credit/Debit Note screen to print the credit note later.

Published: September 11, 2020
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