C-05-05 Create a Credit Note

Who: Contract Administrator
Why: The work has been completed on an Order and it is determined that the charge should have been less than the Order total. (For example, the Supplier completed the work in 10 hours instead of 12 hours and so the Customer is due a credit for 2 hours on the Order.)
When: The Order must be at status ORDER COMPLETE or INVOICE SUBMITTED for a Credit Note to be created.
Related topics
Procedure
  • N1 - The Order must be at status ORDER COMPLETE or INVOICE SUBMITTED for a credit note to be created for items on the Order.
  1. Find and view the Order requiring the Credit Note.
    See user guide Find/Modify/Export Order Details.
  2. Scroll to the bottom of the View Order screen and click the Credit Note button.
    The Itemise Order - Credit Note screen appears with a list of blank Items. The Credit Note is created as a new Order.
    N2 - In this example the Credit Note Order number is B3335766 and the Order on which the Credit Note is being claimed is B3280299.
  3. To view the original Order (to review the original item costs and quantities) do the following:
    1. Click View Original Order.
      The Order opens in a separate window.
    2. Click the Items tab.
      The list of items with costings and quantities is displayed.
      N3 - In the example shown below, the Order was for 12 hours of labour but the work took only 10 hours. So a credit for 2 hours at $100/hour needs to be made.
      N4 - It is possible to copy the Item number from this screen and paste it back into the Credit Note screen.
    3. Click the Close button.
      The original Order window closes.
    • The A line must be created for each item that needs to be credited back to the Customer.
  4. For each item that needs crediting do the following:
    1. Either type in the Item ID or click the search icon to find the item.
      The Unit Rate is automatically filled in as a negative value.
    2. Enter the Order Qty (the number of this item that needs to be credited).
      In this example, two hours need to be credited.
      N5 - The Order Total (credit note total) is automatically updated. It shows a negative number. This is the total amount that will be credited back to the Customer.
  5. When all items requiring a credit have been added, scroll to the bottom of the screen and click the Continue button.
    The Transmit Order – Credit Note screen appears.
  6. Scroll to the bottom of the screen and click the Transmit button.
    The Transmit Order confirmation screen appears. The Credit Note is transmitted to the Supplier as a normal Order and will appear on their Orders Not Yet Accepted worklist. The Supplier processes the Credit Note the same way as an Order to accept the Credit Note.
  7. Click the Back to Worklist button.
    • N6 - An entry is added to the History tab of the original Order indicating that a Credit Note has been raised against the Order.
    The Supplier receives and must process the Credit Note the same as a normal Order. It arrives in their Orders Not Yet Accepted worklist. They must accept the Order, mark it as complete and submit a claim.
    • NOTE: It is not possible to “part payment” a Credit Note. However it is possible to create more than one Credit Note on an Order. So instead of splitting a Credit Note into two payments (part payment), you need to create two Credit Notes on the Order.
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