Crediting an Existing Invoice

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Changing Payment Terms

Editing an Order

Entering a Prepayment

When you issue a credit note for an existing invoice that has not been cleared from your system, Order Entry displays all the invoice details when you enter the invoice number. More...

If there are any errors in the invoice details, Order Entry omits those detail lines, and displays messages explaining the errors. (For example, if an item was deleted after invoicing, the item cannot be displayed on the credit note. Order Entry will display an error message indicating that the item has been deleted.)

Order Entry assigns the credit type Items Returned To Inventory as the default credit type for all the invoice details.

You can credit all the detail lines as displayed, you can delete details you do not want to credit, and you can edit specific details that you do want to credit.

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

  • Determine the invoice numbers to be credited. You can:

    • Enter the number of an existing invoice.

    • Enter the number of an invoice that does not exist in Order Entry (such as the number of a deleted invoice).

    • Leave the invoice number blank.

  • Determine whether or not items will be returned to inventory for resale. You can return goods to inventory, mark goods as damaged, or enter price adjustments (to create credit notes or debit notes).

    All credit notes affect sales amounts. If you do not want to affect any Order Entry or Inventory Control amounts or statistics, enter the credit note in Accounts Receivable.

  • Verify the numbers you want Order Entry to assign to credit notes. (You use the O/E Options screen to set up prefixes and number sequences.)

  • Run Day End Processing in Inventory Control after posting the invoice, so that the appropriate costing information will appear when you return goods to inventory.

To credit an invoice:

  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 Image of Go button. .

    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, type the number of the invoice you want to credit.

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

  5. Verify that the displayed invoice information is correct.
    • You can change the entries in any fields other than the Order Number and Invoice Date field.
    • You can click the link beside the Invoice Number field to view the invoice.
    • You can drill down from the invoice to the shipment and the original order.
  6. Check the Actual Return Date and Credit Note Date, and edit them if necessary.
  7. If all items on the invoice have been returned to inventory, check the quantities for the item details, and check the Totals tab. More...
    1. Check item quantities to make sure that the number of items returned match the number on the invoice.
    2. Check the Totals tab before posting the return.

  8. If this is a partial return or a price adjustment, or if items are damaged, or if you need to add detail lines for the credit note, edit the credit note details. More...

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

      • 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.
  9. 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.
  10. 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.