Fields

                                           Description

Reference no

Reference number helps the user to identify transactions in records. It will be automatically appear on the form and user can’t edit the reference number, as it will be the continuation of the previous credit note.

Date

Date will be automatically appear on the date field and it may be current day date. If the user want to change the date, it can be done by clicking on the date menu and can select required date.

Reason

Select the reason of the credit note on this field. Reason may be of sales return, correction in invoice or others.

Customer

Select the customer that the user wants to create credit note. By clicking the select menu, list of customers will be appears and user can select required customer from the list. If the user want to create a new customer that without the list, can create a new customer by clicking the menu + (add new). 

Phone number

When the user selects the customer, the phone number details of the customer will automatically appear on the field.

Email

It shows the email id of the selected customer. User can’t enter anything on this field.

GSTIN

If the customer is Registered Business or Special economic Zone the GST number will be automatically appear in the field. Customer whose GST treatment is Overseas or Unregistered party the GSTIN field becomes inactive.

Invoice number

After select the Customer, the user needs to select the sales invoice number on this field. It shows all the sales invoice numbers of the selected Customer and user can select the required one to create credit note.

Load all items

I f the user want to select all the invoiced items of a particular customer, then it can be done by marking the menu Load all items.

Description

User can add additional explanation if require.

Product or Service

Select the products that want to create credit note. Before selecting the products, the user should select an invoice number on the invoice number field otherwise the user can’t select products. If the user marks the Load all items menu, then the Products or service field becomes inactive.

Product or service code

It’s a blocked field  and user can’t enter anything on the field. Product code will be automatically appear with the item,.

HSN/SAC

It’s a blocked field and user can’t enter anything on the field. HSN code will be automatically appear with the item,.

Unit

Unit will be automatically appear on the field, user can’t enter on the field.

Batch

It’s a blocked field and user can’t enter anything on the field. Batch name will be automatically appear with the item,.

MRP

MRP of the product will automatically appear on the field after select the product for make Credit note. User can’t edit the MRP of the product as it already fixed.

KFC% & KFC amount

KFC% and KFC amount fields are for the case of Un-registered dealers with in Kerala. This field were blocked and user can’t enter any rates.

Taxable amount

Taxable amount is the amount on which tax is to be charged. It will be automatically appear after enter the rate details.

Tax%

This field automatically shows the tax rate of the Selling item. It may be 3%, 5%, 12%, 18%, 28%, nil rated, exempted or no GST. User can’t edit or enter the rate on this field.

Tax amount

Tax amount is the amount at which a business or person is taxed on the basis of tax type Inclusive or Exclusive. User can’t edit or enter the rate on this field.

CESS amount

It is a form of tax charged/levied over and above the base tax liability of a taxpayer. Cess amount will automatically appear on this field and the field were blocked one.

Item total

It shows the total amount of the item after product rate, tax rate, etc.

Delete item

If the user wants to delete the item, it can be done by clicking on the delete symbol on the right side of the Item total column.

Product description

User can add additional explanation of product/service if require.

Quantity

When select the product/service, the quantity of the item will be automatically appear with that. If the user want to enter or edit the quantity of the item, it can be done on this field.

Rate

Sales rate of the product will automatically appear on the field after select the product. User can edit the rate if require.

Discount

There are four types of discounts that available in the sales module. They are discount before tax, discount after tax, line discount and no discount. While creating the sales invoice User can set the discount type from the sales settings and can enter the discount.

In credit note form, the discount settlements are shown on the right side of the page and it will be automatically appear when select the Customer and invoices.

Save

Click on the Save menu to save the details that entered. After click the Save menu, Credit note view will appear.

Clear

Clear menu is for clear or removing the entire data that entered by the user.

Exit

Exit menu is using for go to the previous page without saving the credit note form.

  Fields

                                          Description

1.New credit note

It is the menu option to create new credit note. By clicking the New Credit Note menu, user gets a new form to create new order.     

2.Filter

Filter menu enable the user to filter the data and the data filter on the basis of credit note status, open, closed or all.

3.View Journal

It is the menu that shows the journal view of the transaction.

4.History

This menu helps the user to obtain the history details of the purchase bill.                 

There are three tabs in the Bill history. They are,

Comments & history, refunds and Invoice applied.

In comments & history tab shows the credit note edits or correction work if any did with date wise and user can add comments on the comment box if required.

Refund history provides the complete details of refund history along with date, refund no and amount.

In Invoice applied tab, user can see the history of applied invoice details.

5.Zoom In

This menu helps the user to insert zoom on the order form. 

6.Zoom Out

Zoom out menu enable the user to reducing the zoom in size on the credit note form.              

7.Paper Size

There are three types of paper size menus available on the top side of the credit note form and the user can select appropriate paper size format from paper size A4, paper size A5 or paper size letter.

8.Edit

Edit menu helps the user to edit or correct the details that entered in the credit note and can save again after it. When click on the edit menu, the screen will goes to previous window of new credit note form.

9.Export to PDF

This menu enable the user to export the Sales credit note form to PDF format and can save in the system.

When the user click on the PDF menu, a new tab will appear for save the file. Then user can select the location to save the file, can set a name and click on save button to save the file as PDF format.                    

10.Print

If the user want to take the print out of the created credit note form, it can be done by using the menu Print on the top right side of the credit note view. When user click on the print menu, a new tab will appear on the screen and it contains the details regarding the print. User can set the page range, page height, width and can enter the required number of copies here. By clicking on the Print button, user gets the print out of the credit note form.

11.Email

Email menu enable the user to send the Credit note form directly to the Customers.                      

 By clicking on the Email menu, a new tab will appear that regarding the details of sending mail.  It include To id, CC, subject and content.

When click on the mail menu, the email id of the Customer will automatically appear on the TO field. If the user wants to change the email id then it can be done by removing the id and can enter a new one. User can also enter CC if require and can add additional description if require.

If the user want to change the Email template, it can be done by Email template in Settings.

Need to mark the option attachment for sending the sales order form with Email.  After clicking on the Send option, the mail will send to the selected customer.

12.Apply Invoice

This menu enable the user to apply invoice against the credit note. User can convert the total credit amount in to pending invoice amount and can adjust the invoice balance by it. When the user click on the Apply Invoice menu, pending invoice list will open and user can select the invoice and set the amount towards the dealer. If the credit amount is nil, then user can’t use apply invoice option.               

•  Click on the Apply Invoice menu on the top right side of the credit note view.
• Then a new tab will appear called Pending invoice lookup.
• This tab shows the list of various invoices along with Invoice no, invoice date, Invoice amount and invoice balance.
• Total credit amount will be appear on the top right side of the tab. If the total credit amount is nil then can’t apply the adjustment.
• Then user can select the invoice and can enter the amount to adjust the invoice.
• After enter the amount click on Ok menu to process.

13.More Options

This menu includes two options, Refund and Cancel.

If the user wants to refund the credit amount, it can be done by clicking the refund menu. When clicking on the Refund menu, credit note refund form will open and the user can enter the amount with payment details in it.

Cancel option enable the user to Cancel the prepared Credit note. When click on the Cancel menu, it shows customer details with amount and the user need to enter the reason for the Cancellation in it. 

1.Refund option enable the user to refund the credit note amount to the customer.

By clicking on the refund option, credit note refund form will appear.

• It shows the Party name, Credit note no and the Credit balance to the Customer.
• User need to enter the date of the refund on the date field.
• Then need to select the instrument type and enter the instrument details on the appropriate field.
• Select the type of account on from account field. It may be cash or bank.
• Then enter the amount that to be refund on the amount field. User can enter full or half amount to refund.
• Add explanation regarding the refund on the description menu and click on save button to process.

2.Cancel option enable the user to cancel the Credit note.

 When clicking on the Cancel menu, Cancel form will appear on the screen and user need to enter the details to process the cancellation.

In this form user get the details of Customer name and amount of the sale. If the user want to cancel the credit note, need to enter the reason on the Reason for Cancellation field and click on OK to Cancel the created credit note form.