Credit Note Entry

The Credit Note Entry option allows the entry of credit notes for any receivable group.  The following information may be entered:

• Customer account number              
• Amount                                         
• User defined source code                       
• Original entry date                            
• Credit note number                             
• Up to a maximum of three hundred (300) characters of reference data
• General Ledger account numbers for the charging of accounts

When a credit note is entered, Accounts Receivable will examine valid debit transactions and prompt you to distribute a portion of the credit note to the document.

Audit Control Entry    

Receivable Group

Your default receivable group will appear here. If you are authorized to change the group code, you may do so by re-keying the field or typing '00' at the field to change.

Customer. No.

A <Enter> will cause the system to revert to the Batch Control Entry screen. Enter a 1-10 character valid customer account number. If the account number is unknown, press <Ctrl+f>. The system will display the customer number, name and address associated with the receivable group account.

Amount

Enter the amount of the credit note. Note: The amount should be entered without the minus sign.

Source

Enter a valid two-character Data base Source Code. Code entered will become the default source code for subsequent entries. For a list of valid source codes, press the <Ctrl+f> key. The original amount of the document along with interest and payments to date will appear at the bottom of the screen.

On Interest

• Enter 'N'  if the adjustment has no interest
• Enter 'Y' if the adjustment is to the interest.

Date

Enter the actual date of issue. For purposes of Accounts Receivable Reporting, interest calculation, etc. the credit note will not be effective until this date.

Reference No.

Enter a 1-10 character alpha-numeric reference number. In all subsequent processing, this credit note will be referred to by this reference number.

Reference Data

Up to 250 characters of description. Please note that on most inquiries only the initial 30 characters will be displayed. Data entered will become the default for subsequent entries.

Field # To Change

If any of the fields were entered incorrectly click into the field to make changes. 

The system will prompt for the following:

Ref #/Description

Enter invoice number of specific invoice to which credit is to be applied. The system will display the original invoice source code, description, original invoice amount, payments against original invoice, balance remaining, and payment (credit note amount).
Enter 'N' to re-enter invoice number. Enter <Enter> if system is to apply the credit.

Credit Note Revenue Distribution - Screen 2

GL Account    SL Account

Enter a valid General Ledger/Sub-ledger account combination. For users interfacing to Finance General Ledger/Accounts Payable System (Finance), the revenue dollar amount will be posted to this account.

Description

Information field to display the General Ledger/Sub-ledger posting account.

Amount

Enter the amount to be distributed to this account. This amount should always be entered as a positive amount.

The system will prompt for GST:

             GST Amount:   3.50

The GST is calculated based on the GL tax code.

This default amount can be overwritten by re-keying a different amount. This amount cannot be less than zero or more than the total credit note amount. If there is no GST clear the field and click OK.

• ESTIMATE $$$$$$  Information print fields inform you
• TOTAL      $$$$$$   of any variance between the invoice amount
• GST           $$$$$$    and the distributed amount.
• DIFF          $$$$$$

Save/Cancel/Delete#/Modify#/Insert#/Page#

Click Save accept the distribution as displayed. If there is a difference between the estimate entered on the first screen and the distributions done on the second screen, the following prompt will appear:

Payment Mismatch - Override Payment Summary Screen

• Click OK to accept new estimate amount.
• Click Modify to modify payment
• Click Delete when on the line you would like to remove. 
• Click Insert to add a new line.
• Click Page down arrow to display other pages when you enter more than one page of items.
• Click Cancel to cancel the entire credit note and clear the screen, allowing for re-entry.