Easily capture, manage and keep track of supplier credit notes with Win Accounting's smart Creditors Control
Once a credit note is received from your vendor, capture the document details into the system with ease, ensuring your accounting data remains accurate and up-to-date
Supplier credit notes can be issued by a vendor to indicate a return of goods, noting that your account with them has been credited by the specified amount
A supplier credit note essentially acts as a negative invoice, and can be issued by a supplier in various situations to correct a mistake, such as when:
- The invoice amount is overstated
- The correct discount rate is not applied, or is only agreed upon after invoice has been received
- Purchased supplies spoil within a guaranty period, or are returned for a full or partial refund
Choose from our fully customisable credit note templates, enjoy unlimited credit note creation, import and export credit notes with ease and save time with easy document posting
Speed up your accounts payable process even further with the option of batch credit notes & use the Document Analysis Report to quickly and easily view a history of all transactions
Credit Notes act as an informational document for recording purposes, with their data being fed into an array of accounting reports - aiding you in better visualising your business data
Creating a Supplier Credit Note:
Selecting Supplier
When capturing a supplier credit note, before you can start adding line items, you'll first need to select the relevant supplier - this can be done by entering the Creditor Code or by using the handy Creditor Lookup Button
Once a supplier is selected, all general information regarding the creditor, such as creditor code & postal/delivery address will automatically populate the window
You'll also have the option here to enter/modify the Document Number, Date and Reference, as well as the Delivery Date, Order Date and Order Number
You can also capture the Settlement Discount Terms for the credit note document, as well as any Notes pertaining to the document
Adding a Line Item
If your Win Acc Creditors Control and Stock Control modules are integrated, easily select the relevant Store, Stock Category & Stock Item
All necessary information (including pricing information) will automatically populate based on the information added in the Stock Control Module
If you're not integrating with the Stock Control Module, easily capture the relevant Line Item Description and Pricing Information
Insert the unit of sale, the product quantity & purchase price and whether it's VAT Inclusive or Exclusive, and let the software automatically Calculate the Line Total
While the Default Purchase Analysis Code and the Default VAT Rate are set in the module's System Parameters, both these options are flexible and can be modified on-the-fly
Set the line item's Discount Type and Amount easily
Reviewing Line Items and
Adding Ad Hoc Payments
Review the Line Item Details and Document Totals quickly and easily for the selected Supplier Credit Note
If a payment has been made by you towards the Supplier Credit Note, Payment Details can easily be captured here
If partial payments are entered, the outstanding balance will remain on account when posted
When the Supplier Credit Note is complete, click Post to capture it into the system (this will capture the singular document) - Use the Post button on the Batch Overview screen to capture the entire batch quickly and easily
Unposted Batch List:
Inserting a New Batch:
Using Batched Documents
Batches are flexible, meaning that once a batch is posted, the documents are captured, but the batch remains in your "unposted batches" list, should you wish to add additional invoices and/or credit notes (or until the batch is manually closed)
This helps speed things up, as you won't have to re-create a new Batch Entry after each batch is posted
Highlight a batch within the batch list to easily identify whether the batch is Integrating with Stock, which Store it is integrated with, as well as whether or not to Update the Stock Ledger
When Inserting New Batches, relevant information, such as User ID, Date and Batch Number will automatically be populated
This information is flexible, and can be modified on-the-fly if required
Enter a relevant Batch Description and choose whether you wish to Integrate with Stock and Update the Stock Ledger
When Integrating with Stock, you'll be required to select the relevant Store Code
(Store Codes & Details are managed within the Win Accounting Stock Control Module)
Converting Your Document
Contact your Win Accounting Service Provider/Customer Support for details and assistance using the "Convert Document" option
Credit Note Document History Report
The Credit Note Document History Report consolidates all captured Supplier Credit Notes, across your Accounts Payable, allowing you to easily view and keep track of all credit notes:
This report provides valuable and concise data regarding posted credit notes, including the relevant Creditor Code & Name, C/N Date & Number, Order Date & Number, as well as the Document Reference and relevant Accounting Information
