Printing a Credit Note or a Debit Note Immediately After Posting

You can print a credit note or a debit note invoice immediately after posting it.

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 formats for debit notes and credit notes 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 an invoice immediately after posting it:

  1. On the O/E Credit/Debit Note Entry screen, create or select a credit note or debit note, and then click Post.
  2. When prompted to print the credit note or debit note, click Yes.

    The O/E Credit/Debit Notes screen appears, displaying the document number you posted.

  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. Select a delivery method. More...
    • Print Destination. Print the invoices to your usual print destination.
    • Customer. Use the delivery method specified in each customer record in Accounts Receivable.

      If you select Customer as the delivery method, select the ID for the message you want to send with emailed documents.

      To view or edit the message for the selected ID, or to add a new email message, click the Zoom Zoom button button for the Message ID field.

  5. Select options for printing the credit note or debit note. More...

    You specify the following options, as needed:

    • Print Serial/Lot Numbers. If you use Serialized Inventory and Lot Tracking, select this option if you want the printed document to show serial numbers or lot numbers assigned to serialized or lotted items.

    • Use Custom Form. Select this option to use a custom form that does not use the report selection criteria set by this print form.

      Important! Select this option only if you are using a customized report form that requires it.

    • Print Kit Component Items. Select this option if you want the printed document to show all components in kit assemblies.
    • Print Bills of Material Component Items. Select this option if you want the printed document to show all components in assemblies that are manufactured from bills of material.

    • Retainage. Select this option if you want the printed document to show retainage amounts.

      Note: The Retainage option appears only if you use Project and Job Costing and have selected the Retainage Accounting option in Accounts Receivable..

  6. If you want to review the debit note or credit note before printing, or to print a test copy and verify that information is aligned correctly on a preprinted form, click Align..
  7. When you are ready to print, click Print.