Issue a Credit Note to a client quickly and easily to inform them that their account with you has been credited with a specified amount and reason
A Credit Note essentially acts as a negative invoice, and can be issues to a client in various situations to correct a mistake, such as when:
- An invoice amount is overstated
- The correct discount rate is not applied, or is only agreed upon after invoice has been posted
- Purchased stock items spoil within a guaranty period, or are returned for a refund
- Your customer has mistakenly overpaid the invoiced amount
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 receivable process even more 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 Credit Note:
Selecting Customer
As with Invoice Capturing, when inserting a new credit note, before you can start adding line items, you'll first need to select the desired customer - this can be done by entering the Debtor Code or by using the handy Debtor Lookup Button
Once a customer is selected, all general information regarding the debtor, such as debtor 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 Code, Default Salesman, Order and Delivery Date and Order Number
Here you can also set the Settlement Discount Terms for the credit note, as well as any Notes pertaining to the document
Adding a Line Item
If your Win Acc Debtors 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 add the relevant Line Item Description and Pricing Information
Add a unit of sale, the product quantity & selling price and whether it's VAT Inclusive or Exclusive, and let the software automatically Calculate the Line Total
While the Default Salesman is set in the previous "Selecting Customer" window, and the Default VAT Rate set in the module's System Parameters, both these options, along with the Product Analysis Code are flexible and can be modified on-the-fly
Set the line item's Discount Type and Amount easily
Adding a Line Item
Extra Fields Tab
While Cost Price information will be automatically populated if integrating with the Stock Control Module, this amount is flexible and can be easily modified on the "Extra Fields" tab when Adding a Line Item
Besides Cost Price, this section also provides a space to add any additional Item References or Notes regarding the specific Line Item
Reviewing Line Items and
Adding Ad Hoc Payments
Review the Line Items and Document Totals quickly and easily for the selected Credit Note
If any ad hoc or partial payments are made by you outside of the software for a selected 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 Credit Note is complete, you can choose to export and print a Delivery Note, or Print & Post the selected document to the customer
Unposted Batch List:
Using Batch Credit Notes
Batches are flexible across the Document Capture section, 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 documents (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
Inserting a New Batch:
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)
Credit Note Document History Report
The Credit Note Document History Report consolidates all posted Credit Notes, across your Accounts Receivable, allowing you to easily view and keep track of credit notes:
This report provides valuable and concise data regarding posted credit notes, including the relevant Debtor Code & Name, Credit Note Date & Number, Order Date & Number, as well as the Document Reference, Settlement Date details and relevant Accounting Information
