Add Credit Notes

To allocate credit notes issued to your organisation against future payments, they must be entered using a Purchase Invoice Credit Note.

Purchase Credit Note documents have Open (O) Status until the balance is cleared by allocating it to documents it was used against.

  1. Go to Options, then select Document Input....

  2. On Document Input, select: 

    1. The Purchase Credit Note (XXPC) Document Type.
    2. Choose the required Input Form: 
      • Purchase Credit — No authorisation required
      • Purchase Credit to Authorise — Expenses document must be approved before payment

    3. Both Document Date and Document Period default to today's date and the current accounting period. The date must be the same date as the date of the transaction. To change the details:

      • For Document Date — Enter the date or select it from the calendar
      • For Period Date — Select ?, then double-click the required period

    4. To display the document input form, select OK.

  3. To select the Account the payments relate to, double-click in the column, then on the required account.

  4. The Document Date defaults to the date entered on Document Input. The date must be the same date as the transaction. To change the date, either type it in or select it from the calendar.

  5. Enter the credit note reference in Credit Number.

  6. Enter the total value of the transactions in Document Control (do not enter any currency symbols, such as, £, $.).

  7. If using an authorisation version, double-click in Authoriser, then double-click the required authoriser's details.

  8. To enter the nominal the transaction must be posted to, double-click in Nominal, then double-click to select the required nominal.

    An Account must be entered for nominals linked to ledgers. If the nominal is not linked, Account can be left blank.

  9. To select the Account the payments relate to, double-click in the column, then on the required account.

  10. Enter the total amount for the payment excluding VAT in Net (do not enter any currency symbols, such as, £, $.). The Gross value automatically calculates when the VAT Rate is entered.

  11. To automatically calculate the VAT £ total, double-click in VAT Rate, then double-click the required VAT rate.

  12. Enter a Description for the transaction.

    To enter a more detailed description:

    1. Press and hold Ctrl and F8.
    2. Enter the details.
    3. To add the date and time, select Date Stamp.
    4. To save, select OK.

  13. If the transaction is a prepayment, to include the duration of the payments, enter the Prepayment Start Date and Prepayment End Date.

  14. To add more transactions or balancing values, a row must be added for each one. Click in the blank column at the end of the last completed row, then press Tab.

  15. To post the document, press F5.