Printing a Range of Credit Notes or Debit Notes

You can print a single credit note or debit note immediately after posting, or you can print a range of credit and debit notes using the O/E Credit/Debit Notes screen.

For more information about the O/E Credit/Debit Notes screen, see O/E Credit/Debit Notes Screen .

  • Decide which report format to use for the document you are printing. More...

    The following credit/debit note formats are available with Order Entry:

    • OECRN01.RPT. A credit/debit note for laser printer (plain paper version) .
    • OECRN02.RPT. A credit/debit note for preprinted forms.

    You can also use Crystal Reports to customize a format for your requirements. For more information, see Customizable Formats for Printed Order Entry Forms.

  • Check the print destination.
  • If you are planning to send these forms by email, make sure that:
    • An Email delivery method is selected in the Accounts Receivable customer record, and that the email addresses are up to date.
    • Email messages exist for these forms in Order Entry. If you need to create email messages, see Creating E-mail Messages .

    For more information about sending documents to customers by email, see Sending Order Entry Forms to Customers by E-mail.

  • If the Keep Transaction History option is not selected on the O/E Options screen, Sage 300 deletes information for printed credit notes and debit notes when you run Day End Processing in Inventory Control, preventing you from reprinting any invoices after you run Day End Processing.
  • Regardless of whether you keep history, however, you must print credit notes and debit notes before they can be cleared by Day End Processing or using the Clear History form.
  • You can reprint credit notes and debit notes as many times as necessary before clearing them.

To print a range of credit notes or debit notes:

  1. Open Order Entry > O/E Forms > Credit/Debit Notes.
  2. From the Document Type list, select Credit Note or Debit Note..

  3. In the Use Credit Note (or Use Debit Note) field,select a template or a custom form to use. More...

    You can select one of the following formats, or a custom format:

    • OECRN01.RPT. A credit/debit note for laser printer (plain paper version) .
    • OECRN02.RPT. A credit/debit note for preprinted forms.
  4. In the From Credit/Debit Note No. and To Credit/Debit Note No. fields, accept the default entries to print all the credit notes or debit notes, or specify a range to print.

  5. Select a delivery method. More...

    You can select one of the following methods:

    • Select Print Destination to print the document to your usual print destination.

    • Select Customer to use the delivery method specified in the customer record in the Accounts Receivable program.

      If you choose Customer as the delivery method, select the ID for the e-mail message you want to send to customers that use an e-mail delivery method.

  6. Specify whether to reprint documents already printed.
  7. Specify information to show on printed documents. More...
    • If you use Serialized Inventory and Lot Tracking and you want printed invoices to show serial numbers or lot numbers assigned to serialized or lotted items, select Serial/Lot Numbers.
    • If you are using a customized credit/debit note report form that uses different selection criteria than the standard criteria for this report, select Custom Form. (Do not select this option unless the custom form you selected requires it.)
    • To show all components in kit assemblies, select Kit Component Items.
    • To show all components in assemblies that are manufactured from bills of material, select Bill of Materials Component Items.
    • To show retainage amounts, select Retainage.

      Note: The Retainage option appears only if you use Project and Job Costing and Accounts Receivable uses retainage accounting .

  8. If you want to print a test copy to verify that information is aligned correctly on a preprinted form, click Align.
  9. Click Print to print credit notes or debit notes.