When you select an existing invoice for a credit note or debit note, or a return for a credit note, the information from the original document is displayed in the Credit/Debit Note Entry screen. Some of this information cannot be changed, such as:
- Vendor number.
- Template code.
- Currency (in multicurrency ledgers).
- Key information from each detail line, such as the item number, location, and unit of measure.
Creating a Credit or Debit Note from an Invoice
If you are creating a credit note or debit note from an invoice, the quantities received from the invoice are displayed and you can either accept or change them. The unit and extended costs are displayed as zeros.
You specify the credit or debit amount for the items you are crediting or debiting. You then delete details you are not crediting or debiting, or leave the amounts for them at zero.
Creating a Credit or Debit Note from a Return
If you are creating a credit/debit note from a return, the program displays the quantities returned and the unit and extended costs.
If you have security rights to these fields, you can change the amounts, but you cannot delete detail lines.
If the credit/debit pertains to a serialized or lotted item, you can allocate lot numbers and/or serial numbers when entering the note. For more information, see Returning and Issuing Credit/Debit Notes for Serialized Items .
Entering Credits or Debits to Non-existing Invoices or Returns
When you enter credit notes and debit notes to cleared or non-existing invoices, you can enter and change all the default information that appears from the vendor record and template code. You can also add as many detail lines and additional cost details as you need.
Posting Credit Notes and Debit Notes
During posting, the total of all details and taxes is compared to the document total you entered. The document is posted only if the two totals are the same.
Posting assigns the document number you entered and completes the credit note or debit note and any returns to which you posted credit notes. You cannot change or delete a credit note or debit note after posting it.
If the credit note affects item quantities, posting updates the quantities in Inventory Control.
Job-Related Credit Notes
When you post a job-related credit note that differs from the posted return, Project and Job Costing quantities and costs are updated.
Keeping History and Reviewing Posted Credit Notes and Debit Notes
If you use the Keep Transaction History option, you can display posted credit notes and debit notes in the Credit/Debit Note Entry screen until you clear them from Purchase Orders. If you do not keep transaction history, the transactions are deleted during posting or day-end processing (depending on when you cost inventory).