Client Credit Notes

Access to this option is controlled by "Permission option" 65.

The Debtors Ledger includes an option to create "ad-hoc" credit notes for Clients. You can credit "Stock or Extras

First you must enter the "Invoice" number you want to credit. Use the "?" button to find and select the existing invoice. Once the invoice is selected it is loaded as originally entered. You can then either credit the entire invoice or delete those lines you do not want to credit and/or change other values.

For each credit note you can

Specifiy the Tax type - VAT, MwSt or any other configured Sales Tax

Specify the number of credit days before payment is due (if any)

Specify the Tax exemption number if your customer has one and it is applicable

Specify up to 10 different items on the credit note

Specify up to 10 different Nominal Accounts to post the items to

Specify up to 5 different tax codes for the chosen Tax type

Specify the date of the credit note (default is todays date)

Choose to print the credit note

Assign the credit to a particular "Unit or Room" and therefore analyse the revenue to the Owner of it in accommres

Assigning a Credit to a Unit or Room

If you are monitoring revenue for Property Owners and this credit needs to be assigned to an Owner for commission purposes then enter the "Unit or Room" number. Select the "?" button to use the "Find Unit/Room" option.

Analysis lines

Up to ten lines of analysis can be entered. The detail column is printed on the credit note and can be sixty characters long. You can either enter text manually or select an "Extra or Stock item" using the "?" button in the most left hand column. This will load:-

1) The description

2) The unit value of the item

3) The Nominal account of the item

If you do this you can update the description of the item afterwards.

Nominal Account

Each line which has a description must have a Nominal Account specified for it. However, provided you have a Nominal Account specified for the first item all subsequent items will default to that Nominal Account. You can manually enter the Nominal account. If correct the account description will be shown as a hint and a ticked box will appear to the right of it.

Quantity and Prices

The quantity for each line will default to one. Enter a unit price and the "Net" will be calculated by multiplying the quantity and unit price. Alternatively you can enter the "Net". The Tax will be calculated based on the "Includes" tickbox.

Information

Creating the credit note

When you have completed entering all lines and are ready to "issue" the credit select the "Add" button. You will be asked if you are sure and if you select "Yes" then the credit is generated and the number issued as follows.

All credit notes are given a ten digit "credit note number".

1st digit is "C".

2nd and 3rd digits are the "Company ID".

The next seven digits are the automatically generated credit note number.

The credit is then printed and/or emailed. You can select which printer to send it to. The credit note layout follows rules as defined in "Your details ".

Emailing and Printing invoices