How To: Create and Process a Manual Credit Note
Table Of Contents
You can create a manual credit note when you need to credit a customer without processing a product return. This is commonly used for goodwill credits, pricing adjustments, overpayments or other account corrections.
Once issued, the credit note can be left on the customer's account, applied to a future sales order, or refunded to the customer.
Create the Credit Note
- Open a Sales Order screen (show me how).
- Press Ctrl+N or click New to open the Customer Lookup window.
- Use the filters to locate the required customer.
- Double-click the customer to create a new order.
- Change the order Type to Credit Note.
Add a Miscellaneous Credit Line
- Press F3 or click Add Item.
- Locate the stock item normally used for manual credit notes.This is typically:
- Double-click the stock item to add it to the credit note.
Note: If the SYS_MISC item does not exist on your system, it will need to be created first. See How To: Create a SYS_MISC Stock Item.
- Remove any delivery charge.
- Adjust the Unit Price until the credit note total matches the amount you wish to credit.
- Press Ctrl+S or click Save.
Print the Credit Note
- Press Ctrl+I, or right-click within the grid and select:Goto → Goto Invoice
- Click Print Credit Note (Single).
- Select the required printer.
- Click OK.
Issue the Credit Note
- Select the credit note.
- Click Move Next.
- Select the credit note again.
- Click Issue.
- Click Yes when prompted to confirm the issue process.
After Issuing the Credit Note
Once the credit note has been issued, you can choose one of the following options:
Leave the Credit on the Customer's Account
The credit remains available for future use against outstanding invoices or orders.
Apply the Credit to a Sales Order
Use the credit note to reduce the value of a future sales order.
For instructions, see:
Refund the Customer
For non-account customers, the credit note can be refunded.
For instructions, see:
Additional Information
Batch Processing
Credit notes can be printed and issued individually or as part of a batch process.
Keycodes and Analysis
Keycodes can be applied to manual credit notes.
Although discounts are not applied to credit notes, assigning keycodes ensures that:
- Sales analysis remains accurate.
- Credit activity is included in reporting.
- Marketing and promotional analysis can take credit notes into account.