Summary
Description
After you create a customer credit note, you can add more detail to it.
EXAMPLE:
Add a discount, a different VAT rate or a ledger account.
Resolution
▼Delivery address
The delivery address on your credit note populates from the customer record you select. Change this on an individual credit note, if you need to.
If you don’t have an address for this customer, enter No address into the address fields. You can then create and save your credit note. You can then edit the customer’s address later.
▼Change ledger account
We use Ledger accounts to categorise and group your sales and other transactions. For example, a credit note for stationery, use a ledger account for Office Supplies.
When you create a credit note, we use the default set on the customer record first.
If you add a product or service to the credit note, we use the ledger account saved on the product or service record.
You can change the ledger account shown on any of your credit note lines.
Follow our article to find out more about ledger accounts.
▼Add a discount
Add a discount to individual items on your credit note. Do this as an amount or a percentage.
To enter a discount as a fixed amount, enter the value in the Amount box. Leave the percentage as zero.
To enter a discount as a percentage, leave the value in the Amount box as zero. Enter the percentage in the % box.
▼Add analysis tags
Analysis types are tags that make it easier for you to analyse your accounts in more detail. There are three types: departments, cost centres and projects.
Once you’ve set analysis tags up, you can assign them when you create your credit notes. You can then produce reports using these tags, helping you to review your sales in more detail.
EXAMPLE:
Set up departments for each of your sales regions. Apply those departments when you create credit notes. You can then produce reports that show credit notes for each region.
To set analysis types up, select Settings, then select Analysis Types. Once you've created them, add them to a credit note by selecting the ellipsis at the end of each item line.
Follow our article to find out more about how to create analysis types.
▼Change VAT rate
When you create a credit note, we use the VAT rate set as the default on the customer record.
If you then add products or services, we use the VAT rate saved on the product or service record.
Change the VAT rate on individual item lines by selecting the rate you want to use from the dropdown list.
Follow our article to find out more about VAT rates.
▼Add notes
Each credit note you create has space for you to add extra notes.
Enter this information on each invoice as you create it. If you prefer, set up default terms and notes, which print on every credit note you create.
To set up the default text:
- Go to Settings, then Document Preferences.
- Scroll to the Notes section and select the Credit Note tab.
The notes you set up here will appear on every new credit note you create. You can amend or add to these on individual credit notes.
▼Add shipping costs
You can credit your customer for delivery or postage charges. Enter the net amount in the Carriage box. You can apply a VAT rate if your shipping charges are subject to VAT.
▼View VAT breakdown
Once you've added items, the total Net, VAT and gross amounts appear at the bottom of the credit note. The VAT breaks down by VAT rate. You can see a separate line for each rate used on the credit note.
You can see a further breakdown of the VAT included on your credit note. Select the View VAT Analysis link. This shows you a full breakdown of the VAT for the items you've put on the credit note. This includes the different VAT rates and a breakdown of values for goods and services.
▼Add attachments
Use attachments to track any files you have that relate to this credit note. If you email the credit note to your customer, they can see the files you've attached.
You can add up to 10 attachments to each credit note, using files of the following types: PDF, GIF, JPG, JPEG and PNG. The maximum size for each file is 2.5MB.
Follow our article to learn out more about how to add attachments.
▼Customise your credit note
Use the Customise menu at the bottom of the New Sales Credit Note page to jump to customisation settings. This saves you time when you want to customise your credit notes.
▼Record sales credit notes for stock items
If you’re using stock items, we create a stock movement transaction. This happens every time you buy or sell a stock item.
Stock items on a credit note create a Negative Goods Out stock movement transaction. Your goods come back, so this increases your stock level.
▼Check which sales invoices you've allocated to credit notes
You can view which sales invoices allocated to your sales credit notes.
- Locate and open the credit note from the activity section on the contact record or, from the Sales tab.
- Select the Amount Paid value.
The allocation details of the transaction appear here.
To view further details, select the value in the Amount column.
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