Sales Credit Memo

Create and post a sales credit memo

This chapter describes how to create a standard (manual, individual) credit memo.

The header of the new sales credit memo can be filled in manually or you can use the Copy Document function with the option Include Header = Yes.

Credit note lines can be filled in manually or by using the

• Get Recurring Sales Lines

• Copy Document

• Get an account. Cancellation Lines  

On the Sales Credit Memos overview, select the New button.

The system displays the Sales Credit Memo card. After entering the customer (or updating other information in the header), the system assigns a Document Number. If multiple number series is set up for sales credit memos, the number sequence is selected by the user.  

Credit note lines can be filled in manually or use the functions under the Prepare button:

• Get Posted Reverse Lines

• Get Recurring Sales Lines

Get an Account feature. Cancellation Lines

After launching the Get an Account button. For cancellation lines, the user will load the posted lines according to the customer and the selected document type:

• Posted shipments (items delivered on the basis of a sales order)

• Posted Invoices

• Posted return receipts (items received back from the customer based on a return receipt)

• Posted Credit Memos

After you select and confirm OK, the selected document lines are copied to the credit memo lines.

Source rows are not marked after the credit memo is inserted or posted, and they can be copied to the credit memo repeatedly.

If the currency of the credit memo is different from the currency of the copied document lines, the system converts the pasted amounts to the currency of the credit memo.  

A user can edit the lines and then post a credit memo.

Payment Details Tab

The system loads the bank account into the unposted credit memo when validating the customer from the customer's card from the Preferred Account field.

To create a credit memo from an invoice for installments, for service, see Chap. for individual invoicing.

 Change the filling logic for the VAT Country/Region Code field

In the Sales Header table (36), the fulfillment logic of the VAT Country/Region Code field has been changed.

By default, this field was filled in such a way that if the data in the Ship-to Country/Region Code field was filled in, i.e. according to the data in the Billing tab, the same code was entered in this field. Otherwise, the value from the Sell-to Country/Region Code field was filled in, i.e. according to the registration data on the customer card.

After modifying the field filling logic, the same value is now always filled into this field as in the Sell to Country Code field.

Filling in this field affects the correct processing of the VIES Declaration.

Settle an Sales Credit Memo

An issued sales credit memo can be settled with a posted sales invoice before it is posted. To do this, use the Applies-to Document Type and Applies-to Document No. fields. The AssistEdit button can be used to select the desired open Customer Item. The entries will be settled after the credit memo is posted.

If you need to apply multiple entries with a credit memo, you can use the Apply Entries function.

In the Apply Customer Ledger Entries window, select the items you want, and choose Process and Set Applies-to ID.

The system fills in the settlement ID for the selected items.

After OK is confirmed, the settlement ID is copied to the sales credit memo.

After the credit memo is posted, the entries will be settled. Posted settlements can be viewed, for example, from a Posted Sales Credit Memo using the Find Entries function and displaying Detailed Customer Ledger Entries.

To create a credit memo from an invoice for installments, for service, see Chap. for individual invoicing.

Cancel a Posted Credit Memo (Copy Document Function)

You can cancel (cancel) a posted sales credit memo by manually creating a corrective invoice using the Copy Document function. In general, this feature can be used on any unposted sales document, where any posted or unposted sales document can be copied.

The user creates a new Sales Invoice. On the Sales Invoices tab, via the Action button – Functions – Copy document, the user selects the credit note that he wants to copy:

In the dialog box, the user selects:

• Document Type

  • The user selects the desired type. Pay attention to the distinction between unposted and posted documents (Credit Memo and Posted Credit Memo)

  • according to the selected selection, a document preview is displayed when you select Document No.

• Document No.

  • The user selects the document he wants to copy

• Header Included

  • If YES, the document header from the selected document will be copied to the document as well

  • If NO, only invoice lines are copied to the document. The header must be filled in manually by the user before the lines are copied.

• Recalculate Rows

  • Attention! – the Yes option has an impact on the discounts used, the dimensions and especially on VAT! For example, the VAT product posting group is not copied from the original line, but the posting group from the setup is used (e.g. from the G/L account card or the Default VAT product posting group from the General Prod. Posting Group)       

After copying the document, the Applies-to Document No. (the document that was copied) is also pre-filled.

Once the invoice is posted, it is settled in the customer ledger entries.