Entering a Credit or Debit Note for a Return or Invoice

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. More...

To credit/debit a return or invoice:

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

   For information on the fields on the Credit/Debit Note Entry screen, see P/O Credit/Debit Note Entry Screen.

2. In the Document Number field, enter the credit note number (issued by the vendor), and then press the Tab key.
3. In the Vendor Number field, type the vendor number or use the Finder to select it.
4. Use the fields on the Credit Note tab to fill in general (header) information for the credit note, as follows:
   1. In the Document Type field, select Credit Note or Debit Note.
   2. In the From Document field, select Invoice or Return (if you are entering a credit note).
   3. Type the return or invoice number from which you are creating the credit note or debit note, or use the Finder to select it. The program displays information from the original document. More...

      If the return or invoice has been cleared from Purchase Orders, you will have to add all item details and additional costs for the credit note or debit note, and then match the credit note or debit note to the invoice in Accounts Payable. If a message appears stating that the document does not exist, click Close to continue.

   4. In the Credit/Debit Note Date field, enter or select the date for the credit note.
   5. In the Posting Date field, enter or select the date to which the credit note should be posted in the general ledger. (The posting date you enter determines the entry in the adjacent year/period field.)
   6. In the Credit/Debit Note Total field, type the total amount of the credit note or debit note. More...

      If you are entering a credit note from a return, the program displays the total from the return.

      If you are entering a credit or debit note for an invoice, the program displays a zero total.

      Note: The amount in this field must match the total displayed on the Totals tab before you can post this document.

   7. You can also specify the vendor payment location and change the vendor account set (to change the Accounts Payable control accounts).
   8. Enter a description and optional reference for the document.
   9. Tab into the detail entry table, and then follow these steps to add or edit the type of details required:
      If this is a credit note for a return.

      Note: You can delete lines that do not appear on the credit note, and you can change item descriptions. You cannot add detail lines.

      1. 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.

      2. Use the Tab key to move through the remaining columns on the screen.

         Alternatively, you can click the Item/Tax button or press F9 to display an entry screen where you can 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 P/O Credit/Debit Note Entry Screen.

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

      Note: You can delete lines that do not appear on the credit/debit note, and you can change item descriptions. You cannot add detail lines.

      1. Adjust the quantities being credited/debited.

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

      2. 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.

      3. Use the Tab key to move through the remaining columns on the screen.

         Alternatively, you can click the Item/Tax button or press F9 to display an entry screen where you can 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 P/O Credit/Debit Note Entry Screen.

      If the return or invoice has been cleared, and you need to add detail lines.

      Note: You may have to press the Insert key to start a new line.

      1. Enter the number of the item that you are crediting or debiting, or choose it from the Finder.
      2. Select the location being credited or debited.
      3. Enter the item quantities being credited/debited.
      4. 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.

      5. Use the Tab key to move through the remaining columns on the screen.

         Alternatively, you can click the Item/Tax button or press F9 to display an entry screen where you can 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 P/O Credit/Debit Note Entry Screen.

5. Once you are finished editing the detail lines, check the information on the remaining tabs. More...
   • To edit the vendor tax class or to edit the total tax amounts for each jurisdiction, click the Taxes tab.
   • To credit/debit additional costs or to add new additional costs to the credit/debit note, click the Additional Costs tab. (For more information, see Entering or Editing Additional Costs on Credit and Debit Notes.)
   • To add optional field information to this document, click the Optional Fields tab.
   • To change currency exchange rates (in a multicurrency system), click the Rates tab.
6. Check the Credit/Debit Note Total field on the Totals tab, and make sure that it matches the credit/debit note from the vendor.

   Tip: You can also enter a long comment for the document on the Totals tab.

7. Return to the Credit/Debit tab to check the Credit/Debit Note Total field.
8. When you have finished entering information for the document, click Post.