Recording Sales Credit Notes

Some Of the nominals and ledgers used in this topic may be different to those in your chart of accounts.

This topic assumes that you are familiar with the completion of document input forms. If you need more detailed instructions (such as the selection of dates, periods, and accounts, etc.) please see Completing Document Input Forms.

Sales credit notes must be completed where a customer is being credited for a product or service previously sold. The form is similar to the sales invoice but has the reverse effect on applicable accounts. The form is displayed in red to identify that a credit is being applied.

  1. Select Documents, then select Document Input from the menu.
  2. The Document Input dialog is displayed. Select Drill (...) in Document type, then double-select to select ASSC - Sales Credit Note (where ASrepresents the location code of the document type) from the Select a document type dialog.

  3. The Sales Credit document input form is then displayed in Input form. The Number defaults to the next number in the sequence for the selected document type.
  4. The Date defaults to the current date and the Period defaults to the current accounting periods and typically do not need to be amended (unless you are recording a retrospective sales credit). If the date needs to be changed, select the down arrow and select the required date from the calendar. If the period needs to be changed, select Drill (...) in Period, then double- select to select the required period from the Select a period dialog.
  5. Select OK to confirm your selections. The Sales Credit document input form is displayed populated with the details entered in the Document Input dialog.
  6. Complete the form in the same way as you would a sales invoice ensuring that the applicable nominal and account details are the same as the original invoice. There is no need to enter minus values - the form is displayed in red to indicate that this is a credit.
  7. If the credit note relates to a prior invoice that was posted with a prepayment range, then the Prepayment Start Date and Prepayment End Date columns can be populated to reduce the prepayment amount across the same range. Otherwise these columns can be left blank. For more information, please see Overview of Prepayments.
  8. Repeat the process for any additional line items, then press F5 to post the document or select POST.
  9. You are then given the opportunity to enter any discounts included in the credit note in the Enter Discounts dialog. The Due date for the credit note defaults to today’s date enabling the credit to be applied immediately, but this date can be amended. Select OK.
  10. A link to the posted sales credit is then displayed in the Documents Posted panel.
  11. Select the link if you want to view the transactions posted for the sales credit via a Document Enquiry window.
  12. The credit note is then applied as a credit to the customer's account reducing the overall balance due. The credit note document remains open until it is allocated against a future sales invoice that is posted in order to reduce/clear the outstanding balance, or a refund is made.